Hsv Townhouse Assn. Standards, Control & Capital Improvements Committee - Meeting Minutes May 7th, 2009

Hsv Townhouse Assn. Standards, Control & Capital Improvements Committee





Meeting Minutes May 7th, 2009



Representatives Present:

Sheila – DeSoto, Dale Milford – Guadalajara, Joyce Hale – Magellan, Bobbie Wilson – Coronado,

Betty Delong – Madrid, Elizabeth Wedel – Castellon, Judy Hevener – Valencia, Judy Hevener – Valencia, Ann Hoffman – Madrid, Sue Davis – DeSoto and John Burnett – Board Representative



Call to Order



Prioritized list of court needs

Erosion

Blown leaves in common areas

Rock in Shady Areas that will not grow grass

Create Bin Numbers for each Corral and Stenciled Rules & Regulations for Corrales

Sidewalk & Step Repair

Standardized Fences

Replacement of Trash Corrales

Acoustics in Meeting Room

Project for Window Treatment

Animal Pick-Up



Erosion

Sheila Hill has contacted some folks on this issue & has started the project.

It was brought up that we need to do something to keep the soil from eroding more so that we can nip the Erosion problem in the future. Needed is a ground cover that would work for all areas. Putting rocks down doesn’t keep the ground in place, it just washes out from below. Maybe several members can try experimenting with some ground covers to see what works. Maybe Mr. Daniels will have some ideas.



Blown leaves in common areas

This should be started in late summer to keep on top of this so the THA and POA workers don’t blow the leaves into the common areas and especially the lakes.



Rock in shady areas that will not grow grass

This should actually be headed up by each SCC member. Please review your courts and determine which areas have the problem and see if we have to have another option. This could fall under erosion, so vegetation might be used, rather than rock, to keep more erosion from happening.



Create bin numbers for each corral and stencil rules/regulations for corrals

Sheila and Barbara will assign the trash cans as they are stenciled. New rules & regulations need to be presented on something durable.



Sidewalk and step repair (under Glenn)

Sheila thinks this should be reported by everyone, but will Glenn will make the final decision, considering financial restraints.



Standardize Fences

DeSoto Courts has several fences that are different types and colors. It was discussed whether these, plus decks, should be standardized. Since the decks would have to be paid for by the homeowner this committee would only deal with the common property fences.



Replacement of Trash Corrals

This will be determined by the manager and the court representative. The cost for new wooden corals, compared to the cement would only save about $200 per corral. However cement corrals last a lifetime, while wooden bins have a life span of about 15 years. So the board did not approve the committees request to use wood.



Acoustics in Meeting Room

President Floyd Jordan knows a person, who is knowledgeable in this area, that he was going to work with on this. John Burnett is going to check with him on this. Maybe just a large carpet around the meeting area would make a difference. Also Baffles were discussed, but are very expensive. A church at Callela and Barcelona had similar problems and has resolved it. Dale Milford will talk to them about it.



DeSoto Courts Ballot Counting – May 22nd 9am. Volunteers needed.



Erosion

Sheila plans to set up an appointment with Melvin Daniels of the Garland County Coop Extension Service when weather permits. He wants to help us and work with Glenn. They will look at the worst areas. It’s a free service, and Sheila will let everyone know when the meeting time and date has been set. Madrid Court would like to be included in this.



Requested Court Reports

Several people requested Court Reports going back to 2008. Barbara was ask how long it would take to produce these. It took her about 4 hours to set them up and about 15 minutes putting them together. Not a bad amount of time, but when requesting them, association members should try to ask during the slower months, not during the busy summer months. Reports were exactly what is needed. They show daily expenses which could help each court determine how funds are managed and used. Reports would enable us to see where constant repairs are being done and suggest other solutions and also catch repairs reported incorrectly. This would give the representatives the information to discuss with owners how their funds are being used. John Burnett agreed this should be done.



It was also suggested that for work of more than $500 the court rep should be notified ahead of time. This could cause delays on Glenn’s projects. Maybe this should be on a court basis, but for now keep it between the court representative and the manager.

Monthly Daily Transactions by court

A Motion was made by Judy Hevener and Joyce Hale, subject to board approval, that the THA Office print out a monthly report that shows Daily Transactions by Court, to be provided to the Standards and Control Committee members at their monthly meeting. It was seconded, and all members voted for the motion, no nays. John Burnett said there would likely be a lag in the dates due to the committee’s meeting time being at the beginning of each month.



Trash Cans

Barbara has ordered an additional 150 Trash Cans. As soon as they arrive, volunteers should begin stenciling.



Approved Color Books

Each court should have a complete book of approved colors made available to the painters comes in. Sheila has completed DeSoto Courts and will help anyone who needs assistance in putting this together. The should be completed as soon as possible.



Painting & Clean Up

Committee members need to get their list for needed cleanup & painting in to the Townhouse office so letters can be sent out.



Secretary of this Committee

It was brought to the attention of the Committee that current Secretary Ida Ferree can no longer participate, since she is now on the Board of Directors. Sue Davis has been appointed the new Secretary.



Regarding Improvements,

Sheila suggested we start thinking out side the box. Other areas have meetings within courts to talk about major improvements and pay for them as a special assessment, but pay only a minimal expense monthly. Maintenance contracts are managed on a 3-year term, projects that courts want would need to be figured in extra. This would have solved possibly the issues going on in DeSoto Courts. Court representatives need to start thinking about ways we can handle these types of large projects, considering the costs & headaches of collecting and managing these types of expenses. A method to get Non Residents owners involved needs to be considered. The committee requested a report from the office reporting the percentage of Resident Owners to Non Resident Owners per court. John felt Barbara could do this.



The Board’s process for anyone who is behind in their payments:

1. The office sends out letters. 2. If no response, a lien is put on the property. Out of 36 units in arrears, only 11 have liens on them. There is also a cost associated with removing the lien. The board is limited in what they can do to get people to comply with requests. There is actually a series of 5 letters. Part of that series is dependant upon the Court Rep to keep the office notified as to whether the upgrades have been done. Fines may be issued for failing to comply.



The discussion was left open for future ideas.



Carports

Has been brought to Sheila’s attention that many would like to have carports. Is this something we should do. Sheila feels like this should be standardized, if one does it, everyone should, or should this be an assessment. Discussion was that it would depend on the courts. Not everyone wants carports. Some courts have more pressing issues to spend their funds on instead of parking.



Repair Requests

It was brought to the committee’s attention that Castellon was told their sidewalk & railing repairs, which are safety issues, would have to wait until other court repairs were completed. It was suggested that an email be sent to Glenn about these repairs so that they could be handled. The manager has to be able to schedule work according to necessity. The manager is only 1 person working on 16 courts and we have to make allowances for him to complete these projects. Representatives must follow up once they report to verify if a work order has been assigned.



All committee members, please verify your email address and phone numbers so that you can be reached easily.



At the Standards and Control Meeting, there were several Board Members present. It was suggested that we have a division of the THA for the East and West sides since there really is nothing in common between them. Barbara was asked if there was a reason this could not be done. The East side gets tired about hearing about the problems in the West end.



A discussion about the articles in the newspaper regarding the DeSoto Courts problems hurting the association. Too much negative will keep people from wanting to buy. We need to watch what we put out there. It was good to get a new manager, but we really need to be careful.



Can the concrete over by the Storage Area, be made available to use for dump material. John said it was used to cover up an erosion area, but some may be available and there may be some at the POA that could be used.



Working Board Meeting: Tuesday, June 2 at 8:30 AM

Standards and Control Meeting: Thursday, June 4th at 9”30 AM

Working Board Meeting: Tuesday, June, 30 at 8:30 AM

Regular Board Meeting: Friday, July 10, at 10:30 AM

PoolVoteResults 5-22-09.doc PoolVoteResults

May 22, 2009


FOR IMMEDIATE RELEASE


The ballots have been counted and the vote was 70% NO and 30% YES by the members of the Hot Springs Village Townhouse Association who voted in regards to the financial support of the Association’s swimming pool.


Each of the 928 townhouses in the Association has one vote. 549 valid ballots were received. 166 voted YES while 383 voted NO. The vote by court is shown below:


COURT YES NO COURT YES NO

Arista 0 16 Lacaruna 8 33

Balboa Cove 0 9 Madrid 35 47

Castellon 8 26 Magellan 1 14

Coronado 16 35 Majorca 2 1 24 Cortez 7 28 Majorca 4 3 14

DeSoto 41 15 Segovia 4 11

Guadalajara 6 29 Valencia 26 43

Lanza 4 10 Villa Alegre 6 29


The vote was tallied today under the direction of the Nominating and Elections Committee. Dot Ashley, the committee chair, had plenty of help from volunteers, while Barbara Thurman, Office Manager, provided counsel from her eight years of handling the Association’s various ballot issues.


The pool is open as of today, having completed the State of Arkansas Department of Health inspection yesterday. The pool is to be open from 8 a.m. to 8 p.m. each day thru Labor Day.


The Board will be taking up the issue soon regarding what will happen with the pool after this season.

Ida Ferree's History with the Board and Freedom of Speech Issue.

This issue is not really about me, it's about this board ignoring the by-laws and the homeowners' rights. In trying, for two and a half years, to make them responsive, I have become "the enemy". Below is a record of their efforts to keep me from ever being seated on the board.


History of Ida Ferree’s Legal Election to & Illegal Removal from
the HSVTHA Board of Directors -- 2007 to 2009

1. In late 2007, Lem Tate told me he was resigning, “in disgust”, from the HAVTHA Board of Directors
2. I gave Doug Butler an application requesting the opportunity to fill that position.
3. I was ordered to appear before the “Executive Committee” (Doug Butler, Bob Jordan, and Bob Baldwin) for an interview.
4. Upon arrival I was told that there were now two openings, and two other applicants. (Don Billings had resigned)
5. Three applicants and two openings call for an election by the membership (HSVTHA By-Laws 2007), but this did not happen.
6. In a phone call, I was told that the board had “elected” Don Hill and Tim Young.
7. They were seated, without protest, in 2008.
8. In January of 2008, C. W. Miller (treasurer) announced his intention to resign.
9. I felt by this time, these men had no intention of allowing me to sit on “their” board,
so to be on the safe side, I re-applied.
10. C.W. kept coming to enough meetings to hold the seat, but spent a great deal of the meeting time allowing his cell phone to disrupt the meetings.
11. Finally, the decision was announced, to allow the membership to elect three of four applicants in November of 2008. The results of that election were to seat Bill Turner
and Ida Ferree and re-seat Bob Baldwin, who had originally been “elected“ by the board members. Tim Young was not reelected, but the board expeditiously “elected” him when Don Hill resigned in December of 2008.
12. As a Court Representative, all during 2008, I have reported on most of the meetings, via e-mail, to Standards & Control Committee members and interested homeowners. President Doug Butler told me he did not feel I had a right to do this and I should stop.
13. I have continued to “report” through 2008 and 2009 to date.
14. At the May 8, 2009 meeting, the board will vote on “Bob Jordan’s Policies” as presented at the Working Board Meeting of April 28, 2009. These policies will demand permission from the HSVTHA Board of Directors’ President before a board member can communicate in any way with the association membership or the media. (One of the board members even told me I can’t go in to a local bar and discuss what goes on at the meetings. It‘s a good thing I don‘t drink!)
15. My choices are to: 1. Stop communicating, or
2. Resign from the board, or
3. The board will vote to remove me for “cause”.
16. I guess “cause” is anything a majority of the board deems it to be.
17. If “cause” were an “illegal election” to the board, most of them would be gone.

Board may vote to limit unoficial minutes from member.

The Board of Directors for the Hot Springs Village Townhouse Owners Association wants keep Broad members from sending out UNOFFICIAL minutes from their meetings. One member has been sending out the Unofficial minutes of what takes place in advance of the boards Official minutes and they now want to pass a motion to find cause for dismissal of any member who does so.

Does this sound like a bad idea to you, fair, open, or a move to keep you from getting information by email on a rapid unabridged basis?

The following motions as revised to the Board of
Directors for their consideration and vote at the May 8th board meeting.

1. All minutes of regular, special and working Board of Director meeting
will be released by the by the office manager after they are approved by
unanimous vote of the Board. There shall be no unofficial minutes issued by
any member of the Board. Failure to comply will be considered "CAUSE".

2. All releases of communication with the media: printed, radio and TV,
shall be approved by the Board President or his designee. Failure to comply
will be considered "CAUSE".

HOT SPRINGS VILLAGE TOWNHOUSE ASSOCIATION SPECIAL MEETING OF THE BOARD OF DIRECTORS MARCH 24TH, 2009

HOT SPRINGS VILLAGE TOWNHOUSE ASSOCIATION

SPECIAL MEETING OF THE BOARD OF DIRECTORS

MARCH 24TH, 2009



The special meeting of the HSV Townhouse Association Board of Directors was held on Tuesday March 24th, 2009 at 9:30 a.m. in the Townhouse Association Community Center. 3 owners were present. Floyd Jordan called the meeting to order at 9:30 a.m., noting a quorum was present. Mr. Jordan also reported he had received voting proxies from Robert Baldwin and Robert Jordan.



Board members present: – Floyd Jordan President, John Burnett – Treasurer, Doug Butler, Henry Frank, Tim Young, Bill Turner and Ida Ferree. Robert Jordan – Vice President, Robert Baldwin – Secretary were unable to attend. Employees present were: Barbara Thurman, Gayle Annis and Glenn Zarpaylic.



OLD BUSINESS



SWIMMING POOL – Henry Frank made a motion the Board call for a vote of the membership on the members’ desire to maintain the Association’s swimming pool, including adequate liability insurance, maintenance and improvement costs. Motion seconded. Ida Ferree asked what the Board hoped to gain from sending a ballot to the membership. John Burnett stated there have been questions raised regarding putting money into the swimming pool that is 30 years old. The Board needs to know exactly what the wishes are of all the owners. Henry Frank stated it is the Board of Directors responsibility to inform owners about the pool, the liability and the expenses associated with the swimming pool. Tim Young asked if a time line had been established to send out ballots. Floyd Jordan stated ballots should be mailed by April 15th with the ballot count at the end of May. MOTION UNIAMOUSLY APPROVED, FLOYD JORDAN VOTED ON BEHALF OF ROBERT JORDAN AND ROBERT BALDWIN.



Meeting adjourned at 9:46 a.m.



Respectfully submitted,







Barbara Thurman

Assistant Secretary









Thanks,

Barbara Thurman

Office Manager

HSV Townhouse Association

1 Perralena Lane

Hot Springs Village, AR 71909

Phone: 501-922-1375

Fax: 501-915-9347

Email: hsv.tha@sbcglobal.net

HOT SPRINGS VILLAGE TOWNHOUSE ASSOCIATION REGULAR MEETING OF THE BOARD OF DIRECTORS MARCH 13TH, 2009

HOT SPRINGS VILLAGE TOWNHOUSE ASSOCIATION

REGULAR MEETING OF THE BOARD OF DIRECTORS

MARCH 13TH, 2009



The meeting of the HSV Townhouse Association Board of Directors was held on
Friday March 13th, 2009 at 10:30 a.m. in the Townhouse Association Community
Center. 18 owners were present. Floyd Jordan called the meeting to order
at 10:30 a.m. noting a quorum was present.



Board members present: - Floyd Jordan President, Robert Jordan - Vice
President, Robert Baldwin - Secretary, John Burnett - Treasurer, Henry
Frank, Tim Young, Bill Turner and Ida Ferree. Doug Butler was unable to
attend. Employees present were: Barbara Thurman, Gayle Annis and Glenn
Zarpaylic.



SECRETARY'S REPORT - Report was approved as submitted.



TREASURER'S REPORT - Report was approved as submitted.



STANDARDS, CONTROL & CAPITAL IMPROVEMENT COMMITTEE - Judy Hevener reported
the committee discussed the following: Status on the trash bin replacement
distribution; reviewed the plat maps Bill Turner is having made for all the
courts; homeowners responsibilities with regards to cleaning up their
townhouses; status of the paint procedure book and to make sure the colors
are up to date; and make recommendations of owner's minor infractions and
townhouses that need painting. Report was approved as submitted.



GENERAL MANAGER'S REPORT - Glenn Zarpaylic reported corrections are being
made in Desoto, Valencia, Madrid and Coronado Courts. Corrections consist
of: Sidewalks, drainage on limited common property, trash corrals, and mail
box stands as budget allows. Tree trimming has been complete in the courts.
Arista, Magellan, and Cortez were not trimmed because of their budget
constraints. Cortez Courts representative reported the tree limbs in Cortez
are far enough away from the units that they should be able to wait another
year. The fertilization has been completed in Arista, Lanza, Magellan, and
Balboa Cove. Currently, Balboa Cove only has funding for 4 of the 5
treatments that the Lawn Doctor recommends. Owners are currently being
contacted regarding the extra funds needed to complete all 5 treatments.
The automatic sprinkler system in Majorca "2" Courts is almost complete.
Spraying of weeds in the courts (sidewalks, parking pads, and stone bed
areas) will begin in April. Weeds will be sprayed in April, June, August,
and October. Chemicals will be bought in bulk and applied by a part time
employee. Sprinkler systems will start being pressurized by May 1st.
Christina Counts will be submitting a bid for watering of the 5 courts the
THA is supposed to water. Glenn is requesting the court representatives
meet with him to decide which areas will need to be watered. Discussion
followed noting hand watering of the courts is not very efficient and
automatic sprinkler systems are best.



OLD BUSINESS



REVISED LAWN CONTRACT - Bill Turner reviewed the revised lawn contractor
contract consisting of 3 categories: General Provision with regards to
compensation, contract termination clause; performance specifications, and a
bid schedule. A pre-bid conference will be held on March 25th at 9:00 a.m.
with the bidding contractors. Bid opening is set for April 21st in a
special board meeting to open the sealed bids. Bill Turner moved the Board
approve the lawn contractors' contract as revised. Motion seconded and
approved unanimously.



SWIMMING POOL - Floyd Jordan reported there is a motion regarding the
swimming pool; however, the motion wasn't published to the Board with enough
time for review. Therefore, a special board meeting will need to be called
to approve or deny the motion. Henry Frank read the motion he submitted to
the Board.

"I move the Board call for a vote of the membership on the
members' desire to maintain the Association's swimming pool, including
adequate liability insurance, maintenance and improvement costs."

Discussion followed as to what happens if the owners choose not to maintain
the swimming pool. Floyd Jordan stated the Board would review it after the
vote. Discussion followed with regards to the liability exposure to the
Association, the owners, and the cost of the liability policy. Glenn
reported American Leak Detectors have repaired the leak for the pool;
however, the concrete wasn't replaced by them as they were too expensive.
The concrete will be replaced by the contractor that is currently replacing
the sidewalks for the Association. The leaks inside the pool will be
repaired as soon as the weather warms up. The pool is on schedule for
opening on May 25th.



CONVERSATIONS, DISCUSSIONS, PRESENTATIONS AT BOARD MEETINGS POLICY - Robert
Jordan made a motion the Board approve the Conversation, Discussion &
Presentations at Board Meeting policy as submitted. Motion seconded and
approved unanimously.



NEW BUSINESS



NOMINATION & ELECTIONS COMMITTEE APPLICATION - Tim Young made a motion the
Board approves Dale Milford's application to serve on the Nomination &
Elections Committee. Motion seconded and approved unanimously.



STANDARD, CONTROLS, & CAPITAL IMPROVEMENT COMMITTEE APPLICATION - Robert
Baldwin made a motion the Board approve Jo Ann Acre and Carter Ashcraft's
applications to serve as Majorca "2" co-court representatives on the
Standard, Controls, & Capital Improvement Committee. Motion seconded and
approved unanimously.



MADRID COURTS FUNDS TRANSFER - Glenn Zarpaylic reported currently Madrid
Courts has an excess in operating funds which are needed to continue capital
corrections needed in Madrid Courts. Glenn requested the Board approve
transferring $14,000.00 from Madrid's operating fund to their capital fund.
Ida Ferree made a motion the Board approve the transfer of $14,000.00 from
Madrid Courts operating fund to their Capital fund for sidewalk and trash
bin replacement. Motion seconded and approved unanimously.



QUESTIONS & ANSWERS



Meeting adjourned at 11:20 a.m.



Respectfully submitted,







Barbara Thurman

Assistant Secretary









Thanks,

Barbara Thurman

Office Manager

HSV Townhouse Association

1 Perralena Lane

Hot Springs Village, AR 71909

Phone: 501-922-1375

Fax: 501-915-9347

Email: hsv.tha@sbcglobal.net

HOT SPRINGS VILLAGE TOWNHOUSE ASSOCIATION STANDARDS, CONTROL & CAPITAL IMPROVEMENTS COMMITTEE Meeting Minutes of February 5, 2009.

HOT SPRINGS VILLAGE TOWNHOUSE ASSOCIATION
STANDARDS, CONTROL & CAPITAL IMPROVEMENTS COMMITTEE
Meeting Minutes of February 5, 2009.
The February 5, 2009 meeting of the committee was called to order at 9:30 AM by Jim Geddes, HSVTHA Finance Committee Chair, with 9 court representatives (a quorum), General Manger Glenn Zarpaylic, executive board/committee liaison John Burnett present, board member and Finance Committee liaison, Bill Turner, and board member Ida Ferree serving as secretary. Jim called the meeting to give the court representatives and association members an opportunity to view the specific landscaping contracts for 2010, 2011, & 2012, and request special conditions concerning individual courts.
 Castellon Court Representatives Gert Burgess and Elizabeth Wedel are
concerned about the shrub and tree trimming, and the lawn mowing, which they
feel to be inadequate.
 Coronado Court Representative Bobbie Wilson feels that it would be a mistake to leave the tree and shrub trimming and the leaf blowing in the five foot homeowner areas to the responsibility of the home owners, since so many units in the older courts are rentals.
 Cortez Court Representative Sam Justice was welcomed to the committee.
 Guadalajara Court Representative Dale Milford led a discussion of “the five foot” homeowner responsibilities. The general consensus left the responsibility to the landscaping contractor, unless the homeowner requests that specific plants be spared. Dale requested Bill Turner to create a digitized base map of her court.
 La Coruna Court Representative Anita Wilbanks asked that the weed whackers not cut so close the soil. The scraping of the cutter causes erosion.
 Lanza Court Representative Jim Geddes shared information on lawn management as it is practiced in his area. For a manicured lawn, it was suggested that individuals, or a court, might want to consult with Lawn Doctor.
 Magellan Court Representative Joyce Hale was welcomed to the committee.
 Majorca Court # 2 Don Mungle shared information on the care, feeding, and watering of lawns in his area, the application of lime and the total curtailment of mulching oak leaves being key.
 Valencia Court Representative Judy Hevener requested, as suggested by Ida Ferree and Barbara Benson, that all communal trash bins be power washed four times a year -- May, August, October, January. The prevailing opinion seemed to indicate that demanding a weekly cleaning of all Communal trash bins is an unrealistic expectation. Judy also requested that Bill Turner create and digitize a Valencia base map. Other courts may make this request. Bill will be presenting this plan to the townhouse board.
General concerns were voiced as to leaf blowing (not in the lakes!) and
scattering, watering hoses, edging, weed cutting,
After a thorough discussion, the committee agreed to accept the performance specifications and guidelines, as presented by February 15, with the special conditions to be taken under consideration. Jim will finalize the landscape and maintenance contract with the incorporated special conditions and present the contracts to the townhouse board at the March 3, 2009 working meeting.
The committee agreed to meet on March 5, 2009 at 9:30, with Judy Heavener serving as acting chair and Ida Ferree serving as acting secretary, unless some member has volunteered to serve.
Ida Ferree, Acting Secretary
Tuesday, March 3, 8:30 AM: Working Board Meeting
Friday, March 13, 10:30 AM: Regular Board of Directors Meeting

Unofficial Report of HSVTHA Board of Directors Working Meeting February, 2009, 8:30 AM

Ida Ferree’s Unofficial Report of HSVTHA Board of Directors Working Meeting
February, 2009, 8:30 AM
Present: President Floyd Jordan, Vice President Bob Jordan, Secretary Bob Baldwin, Treasurer John Burnett, Doug Butler, Ida Ferree, Henry Frank, Tim Young
Also Present: Office Manager Barbara Thurman, Village Voice Reporter Diane Upchurch, and several association members.
 General Manager’s Report: Glenn Zarpaylic reported that tree trimming has been completed in 9 courts. Other courts will be trimmed as budgetary issues allow. A prioritized list of infrastructure safety issues is being addressed as court funds allow. Glenn has been working closely with the individual court representatives and the Standards and Control Committee in general.
 The De Soto Court Pool has passed the state board of health inspection and permission to open Memorial Day weekend of May 2009 has been granted, subject to a chemical balance check one week before opening. It is my understanding that, if the association wishes to be in compliance with the Federal Safety Act, an expenditure of $10,000 will be called for. This is a liability issue. Installation of a pump breaker, leak corrections, extra chemical checks, and installation of a anti-vortex drain cover is estimated at a cost of $17.25 per association household.
 Mr. Fred Benson, as requested at the December 12 Board Meeting, submitted a CONVERSATION, DISCUSSION AND PRESENTATION AT BOARD MEETINGS policy. This policy will be voted upon during the March 13, 2009 Board Meeting, and is an attempt to control heated exchanges during public meetings.
Finance Committee: Bill Turner reported that the committee will meet with the Standards, Control and capital Improvements Committee on Thursday, February 5, 2009 to review the lawn care contracts for 2010, 2011, and 2012. All court representatives and interested association members are urged to attend.
Architectural Control Committee: None
Standards, Control, and Capital Improvements Committee: President Jordan
reported that Ken Anderson, who is leaving the Village, needs to be replaced on this committee.
 Ida Ferree, as a new board member, asked for information on policy changes she has observed over the past two years:
1. Denial of financial information 2. Denial of association membership information 3. Decreased number of regular board meetings 4. The need for communication with association members 5. The failure of the board to communicate with the Nominations and Elections Committee when there is an opening on the board. None of these issues seemed to be of concern to the other board members. They will be brought up again at the March 13, 2009 Regular Board Meeting. Henry Frank pointed out that, since Mr. Zarpaylic was named general manager, the financial information included in the board packets has exponentially increased. This information is now available to all association members. There is still a question about the availability of per court transaction detail. Mr. Bob Jordan suggested that there is a question of protecting the contractors from the homeowners.
 Office Manager Barbara Thurmam
has been directed to investigate the development of an HSVTHA web page in order to improve communication with the membership.
 De Soto Court’s Petition to Withdraw from the HSVTHA was presented by Don Hill. The members seeking to withdraw are dissatisfied with the management provided by the association and are planning to present signatures at the March 13, 2009 board meeting in order to end their membership and create their own association.
 Nomination and Elections Chair Dot Ashley asked that all information concerning De Soto Court and its petition be made transparent to the association membership so all may make an informed decision, with the assurance of no repercussions in the future.
 Anita Wilbanks, Standards Control and Capital Improvements member, expressed a desire for all court representatives to be provided with membership and detailed financial information in order to make decisions affecting their courts.
 Mrs. Benson, Valencia Court homeowner, questioned the ability of the association to control the number of people inhabiting a rental unit. Calling the police or the fire department is a resident’s only recourse, which has not proven effective in the past. Calling the rental agency might be a part of the answer.
 Dale Milford, on the record, requested both membership and financial details of Guadalajara Court be made available to her, in hopes that she might have some useful input to present to the members of the finance committee when they are considering the budget needs for the next three years. Bill Turner explained that the finance committee has the information needed. Dale was not given the information for which she asked. The president suggested that Treasurer John Burnett, Dale Milford, and Bill Turner meet after the meeting, but Mr. Burnett declined.
 General Manager Glenn pointed out that there are so many problems in need of attention, and not enough funds available in the older courts to address many of them.
 Glenn is very willing to continue to work with the court reps.
 Ms. Milford’s point is well taken. How can she give Glenn any informed input without the necessary information?
 To quote Henry Frank: “We (the board) are so much further along, now that we know what our expenses are. Two years ago we never had a rundown of each court. Glenn has done a great job of bringing the administration up to date. We had no idea what the expenses were or where the money went. You can’t make a decision unless you have the information!”
The meeting was adjourned by the agreement of all board members present.



FUTURE MEETINGS & EVENTS
Thursday, February 5, 9:30 AM: Standards and Control Committee ***NOTE TIME
Tuesday, March 3, 8:30 AM: Working Board Meeting
Friday, March 13, 10:30 AM: Regular Board of Directors Meeting
(All meetings are open to the public.)

Agenda Requests for February 3, 2009 HSVTHA Board of Directors’ Working Meeting January 19, 2009

Agenda Requests for February 3, 2009

HSVTHA Board of Directors’ Working Meeting

January 19, 2009

Fellow Board Members,

Please take into account that, though I have owned and lived in a HSVTHA unit for almost thirteen years, and attended many public meetings, there are many things I do not know about the inner-workings of the association, the management, the committees, and the board of directors.

1. For my own protection I need to understand the financial internal controls. This would of course include a monthly view of detailed accounts of income, invoices, and payments beginning January 1, 2009. I am assuming this is made available to all board members, but saw no evidence of this at the January meeting.

2. It is my understanding that no one on the board can view the association membership lists. How can this board know that the lists are correct and up to date? That is putting a great burden on management.

3. Because managing this association has become a greater challenge every year, I am wondering why this board only meets six months a year. I know the “vote by e-mail” will expedite routine matters, but this will also lead to less opportunity for communication with the membership.

4. The publication of a newsletter has been urged by the Standards, Control and Capital Improvements Committee. I would be happy to serve as editor of such an instrument of communication. Cost being an issue, I would think most of the non residents could be served by e-mail. Perhaps the court representatives would take on the responsibility of delivery to those resident owners who do not have e-mail. I’m sure some of the committee members would help with the mechanics of production.

5. Notification of committee and board openings needs to be publicized regularly. Some of the apathy noted at the last regular board meeting may be the result of an historical lack of response and communication from management and this body.

Thank you for your consideration of the above matters,

Ida Ferree

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HOT SPRINGS VILLAGE TOWNHOUSE ASSOCIATION REGULAR MEETING OF THE BOARD OF DIRECTORS JANUARY 9TH, 2009

HOT SPRINGS VILLAGE TOWNHOUSE ASSOCIATION

REGULAR MEETING OF THE BOARD OF DIRECTORS

JANUARY 9TH, 2009

The meeting of the HSV Townhouse Association Board of Directors was held on =/span>Friday January 9^th, 2009 at 10:30 am in the Townhouse Association Community center. 6 owners were present. Floyd Jordan called the meeting to order at =0:30 a.m. noting a quorum was present.

Board members present: Floyd Jordan – President, Robert Jordan =#8211; Vice President, Robert Baldwin – Secretary, John Burnett – Treasurer, Doug Butler, Henry Frank, Tim Young, Bill Turner and Ida =erree. Employees present were: Barbara Thurman, Gayle Annis and =/span>Glenn Zarpaylic.

Floyd Jordan welcomed Bill Turner and Ida Ferree to the Board of Directors and congratulated Robert Baldwin on his second term.

SECRETARY’S REPORT – Report was approved as submitted.

TREASURER’S REPORT – Report was approved as submitted.

COMMITTEE REPORT – Floyd Jordan reported the Swimming Pool Sub-Committee appointed last fall has submitted its suggestions to the Board and the committee is no longer needed. Floyd Jordan made a motion the committee be disbanded. Motion seconded and approved unanimously.

GENERAL MANAGER’S REPORT – Glenn Zarpaylic reported: =adrid tree trimming has started on schedule and will last approximately 3 weeks and Valencia =ree trimming will begin next. The new contractor has started in Villa =legre Courts and is doing a good job. Glenn stated due to the number of =orrections that are needed in the courts which exceed his signing power he is =sking the Board of Directors allow him to obtain their approval by email to =xpedite the process. Glenn presented a bid of $4,310 to remove, dispose of, =nd replace the existing concrete parking pad on the right side of 14 Perralena Way =n Valencia Courts. Glenn stated after the parking pad is replaced, a =rought iron railing and parking stops will be installed. A vehicle guard =ail will be installed at a later date. Glenn stated the only guard rail =ompany is out of state, therefore he would like to have several locations lined out to be most effective. Discussion followed. Parking pad will be marked =t one end “For Compact Vehicles Only” and the pad will be marked with diagonal lines.

M

OLD BUSINESS

STORAGE FACILITY – Robert Jordan reported all the articles were auctioned off from the storage facility and the area has been closed. =o:p>

SWIMMING POOL – Floyd Jordan reported a meeting has been set for January =4^th with Becky Binz from the State Health Department to discuss needed repairs before the pool can open. Floyd reported Lee Zuege, David Hill and Kathy peterson have been invited to the meeting; currently he hasn’t had a response from Kathy Peterson. Discussion followed. Henry Frank made a =otion to allow the membership to vote on who should pay the cost of maintaining the =ool. Discussion followed. Doug Butler requested the motion be amended =o ask the membership if they wanted the pool or not, postpone the vote till after =he meeting with the state department, and seek another legal opinion regarding closing the pool. Discussion followed. Motions were withdrawn until next board meeting.

NEW BUSINESS

Doug Butler moved the Board approve that the Board members may vote for or =gainst a contractor’s bid that has been recommended by the =ssociation’s General Manager via an emailed package of material to each Board member regarding a specified project or indicate the board members’ =ecision to abstain from voting. They may do so via return email or by =ompletion of a HSVTHA voting form for approval or disapproval of a contractor’s =id for a specified project recommended via email by the Association’s =eneral Manager. Motion seconded and approved =nanimously.

Robert Jordan moved the Board approve the General Manager’s spending =imit to $5,000 per project. Motion seconded and approved =nanimously.

Ida Ferree moved the Board approve Thomas Rowe’s resignation from the Standards, Control, and Capital Improvement Committee with regret. =b>Motion seconded and approved unanimously.

Henry Frank moved the Board approve implementing a “Procedures and =olicy Manuel. Motion seconded and approved unanimously. =/b>Robert Jordan suggested the Board develop a procedure of how policies will be =mplemented and reviewed.

Tim Young made a =otion the Board approve “Discussions, Conversations and Presentations at =oard Meetings” policy as submitted. Motion seconded. =/b>Discussion followed. Fred Benson, a =ownhouse owner and member of the Association, as well as being an attorney, voiced =everal concerns about the motion and agreed to help re frame it. The Board =embers were in agreement to his offer. Tim Young withdrew the =otion.

Ida Ferree made a motion to appoint Judy Hevener to the Standards, Control, =nd Capital Improvement Committee as Valencia Court’s =epresentative. Motion seconded and approved unanimously.

Tim Young made a motion to appoint Sam Justus to the Standards, Control, and Capital Improvement Committee as Cortez Court’s =epresentative. Motion seconded and approved unanimously.

Robert Jordan suggested the Board research if dumping concrete, dirt, etc. in =he storage yard constitutes a land fill. Doug Butler stated he will =ontact the county.

Robert Baldwin made a motion the Board appoint Joyce Hale to the Standards, =ontrol, and Capital Improvement Committee as Magellan Court’s representative =hen the office receives her application. Motion seconded and approved =nanimously.

Doug Butler made a motion the Board be allowed to vote for or against a =ommittee applicant by email or by signing in the office. Discussion =ollowed. Motion seconded and amended to rescind any previous policies for applicants to =ppear before the Board as long as the applicant understands the charges of the committee. Motion approved as amended. =o:p>

HOT SPRINGS VILLAGE TOWNHOUSE ASSOCIATION STANDARDS, CONTROL & CAPITAL IMPROVEMENTS COMMITTEE Meeting Minutes of December 4, 2008.

HOT SPRINGS VILLAGE TOWNHOUSE ASSOCIATION
STANDARDS, CONTROL & CAPITAL IMPROVEMENTS COMMITTEE
Meeting Minutes of December 4, 2008.
The December 4, 2008 meeting of the committee was called to order at 9:31 AM by Chair Sheila Hill with 13 court representatives (a quorum), executive board/committee liaison John Burnett, and HSVTHA Office Manager Barbara Thurman in attendance. Newly seated court representatives Ken Anderson and Elizabeth Wedel were introduced. It was noted that Ann Williams-Hoffman has agreed to serve as a member of the ARC Committee.
The minutes of the October 2, 2008 meeting were accepted as reported.
Chair Sheila Hill directed attention to the Capital Project Work List, asking all committee members to review the needs of their court and report those needs to the management.
Office Manager Barbara Thurman presented a financial report packet for each court and explained the terms: capital reserve, capital assets, capital assets, replacement costs, estimated appreciation/depreciation, court assessments, special assessments, direct and shared expenses, etc.. This packet is made available to all association members.
 Dale Milford questioned board liaison John Burnett on the feasibility of individual courts using capital reserve “dire necessity” funds to correct “6 years of neglect”. John replied that the board is “working on” modifying the by-laws of the association to allow such expenditures.
There has been little response to the request for court representative information to be included in a news letter. It is hoped this committee will be able to encourage the publication of a news letter, to include a quarterly report from each court. This will be addressed again at the March 5, 2009 meeting.
The budget setting process for 2010, 11, & 12, as completed by Jim Geddes and the Finance Committee, has been approved.
OLD BUSINESS:
TRASH MANAGEMENT: See minutes of October 2, 2008 meeting. Sheila and other committee members have been preparing the new trash containers for future distribution to designated corrals. An informational announcement will be delivered to all appropriate addresses, owners, and rental agencies. Those not in compliance must be reported to the office, and a $100.00 monthly fine will be applied until compliance is recognized. Ronnie Zuege volunteered Lee to investigate appropriate signage for all corrals.
 Chair Sheila agreed to share the capital reserve requests she has successfully implemented to improve the common property in Desoto Court. She will e-mail that information upon request.
 New lawn maintenance contracts are under consideration for 2010 and will be offered to the public for bidding. Bill Turner is working on both a generic contract as well as a standard set of specific conditions as needed for each court.

NEW BUSINESS: A new “Approved Paint Color” form was presented and unanimously approved. Sheila is asking each court rep to report all units that appear to be in need of improvement to the office. A letter of advisement will be sent to the owner. A $100.00 monthly fine will be applied for noncompliance. All new owners will be presented with this information.
 The committee unanimously agreed to take on the responsibility of recommending the replacement of mailbox stands and boxes. The cost of both will be debited to the court.
 Dale Milford agreed to investigate a solution to improve the acoustics in the meeting room.
 The committee unanimously agreed to meet at 9:30 AM, on the 1st Thursday, during the months of March through December in 2009.
 Bill Turner asked each court rep to report to him any specific lawn care needs that they feel should to be considered when the contracts are being written for 2009.
Motion for adjournment was unanimously passed.


Ida Ferree, Secretary

FUTURE MEETINGS & EVENTS
Friday, December 12, 10:30 AM: Regular Board of Directors Meeting
Thursday, March 4, 9:30 AM, 2009: Meeting of Standards, Control, & Capital Improvements Committee

Unofficial Report of HSVTHA Board of Directors Meeting, November 14, 2008, 10:30 AM

Ida Ferree’s Unofficial Report of HSVTHA Board of Directors Meeting

November 14, 2008, 10:30 AM

Present: President Doug Butler, Vice President Bob Jordan, Treasurer John Burnett, Floyd Jordan, Tim Young (Bob Baldwin had presented his proxy to the president)

Not present: Don Hill, Bob Baldwin, Henry Frank

Also Present: Office Manager Barbara Thurman, Village Voice Reporter Diane Upchurch, several association members.

Treasurer’s Report: Presented to those in attendance were:

Ÿ The Treasurer’s Report (Ending October 31

Ÿ The 2009 HSVTHA Proposed Assessments

Ÿ The Preliminary Proposed Budget for 2009. These reports are available in the HSVTHA office upon request.

Nominations Committee: Chair Sheila Hill reported the results of the November 6, 2008 ballot count.

Ÿ Bill Turner 333 votes, Ida Ferree 310 votes, Bob Baldwin 301 votes.

The newly elected board members will be encouraged to attend the December 2, 2008 and January 6, 2009 working board meetings, and will be seated at the January 9, 2009 meeting of the board of directors.

La Coruna and Castellon Court Representatives, Juanita Wilbanks and Elizabeth Wedel respectively were accepted to serve on the Standards Control & Capital Improvements Committee.

Sheila Hill’s six years of service on the Nominations Committee was recognized and her request to be replaced on that committee was honored.

Finance Committee: The motion was passed to accept the applications of Larry Siler and Don Mungle to serve on this committee.

Standards, Control and Capital Improvements Committee: Chair Sheila Hill’s recommendations, as reported in the Working Board meeting of November 4, 2008, were discussed and acted upon. Specifically, the board approved the expenditure of $27.00 @ for 264 32-inch trash cans to be labeled and installed in selected communal trash corrals in DeSoto, La Coruna, Valencia, Guadalajara, Madrid, Coronado, and Cortez Courts. This is an attempt to encourage users to manage their trash and keep the corrals from becoming objectionable. The cost of this trial will be debited back to the individual courts. Also accepted was the committee recommendation that all replacement corrals will be built 44 inches high. President Butler reported that the lawn crews are being held to their contracts which call for regular removal of tree debris from the communal corrals. It was pointed out that only the seven mentioned courts have communal corrals, Valencia Court residents have a variety of choices for their trash management. It was also pointed out that a determination of corral assignments is difficult because there appears to be no list of those assignments on record in the office.

A discussion of mailboxes and mailbox stands revealed that the association is responsible for the stands only, but in the past the manager sometimes replaced damaged boxes and debited the cost to the court. There are many stands that need repair or replacement in the older courts.

De Soto Court Pool: Floyd Jordan reported that further progress on the pool will be addressed by Manager Zarpaylic upon his return from vacation.

Ÿ General Manager’s Report: Accepted as submitted,

Ÿ Old Business

Ÿ Storage Facility: Bob Jordan reported that a Warehouseman’s Lien will be applied to four abandoned vehicles. A registered letter of information will be sent to the owners, demanding a reply within ten days. If there is no response, the vehicles will be offered at auction..

Ÿ Assessment Rate Adjustments were approved as recommended by the Finance Committee.

Ÿ The proposal to suspend Cortez Court’s contribution to the Capital Reserve Fund was accepted. This action is a result of an operating deficit in that court.

Ÿ The increased gasoline allowance, that the board had granted to the lawn contractors, will be withdrawn as of December 1, 2008. The price of gas will dictate allowances in the future.

Ÿ ARC Committee: The board denied a request by Mr. Hunter, asking that the board pay him $1,585, plus $675 in legal fees, in order to avoid his pursuit of a law suit concerning questionable additions to Mr. Hunter’s home in Villa Alegre.

Ÿ An agreement with Ricky Dickson to purchase the unneeded pickup truck for $600.00 was accepted.

Ÿ Tim Young advised that his research of the association by-laws regarding committee term limits need to be tabled again.

During Q&A, a request for information about parking pad replacement in Segovia Court, and a complaint about lawn service in Madrid Court, were recognized and referred to the office.

2008.2009 Meeting Dates:

Working Board Meeting, Tuesday, December 2, 8:30 AM

Standards, Control & Capital Improvements Committee, Thursday, December 4,

9:30 AM (Note time change)

General Board Meeting, Friday, December 12, 10:00 AM

Working Board Meetings, Tuesday, December 2, 2008 & January 6, 2009 8:30 AM

General Board Meeting, Friday, January 9, 2009, 10:30 AM

BOARD OF DIRECTORS ELECTION INFORMATION

These minutes have not been approved by the Board of Directors and therefore are subject to correction.

HOT SPRINGS VILLAGE TOWNHOUSE ASSOCIATION

SPECIAL MEETING OF THE

BOARD OF DIRECTORS

NOVEMBER 6^TH 2008

The special meeting of the HSV Townhouse Association Board of Directors was held on Thursday, November 6^th, 2008 at 1:00 p.m. in the Townhouse Association Community Center.

Board Members present: Doug Butler – President, Robert Jordan – Vice President, John Burnett – Treasurer, and Tim Young. Robert Baldwin – Secretary, Don Hill, Floyd Jordan and Henry Frank were unable to attend.

Doug Butler called the meeting to order at 1:00 p.m. noting a quorum was not present for the purpose of counting the ballots for the (3) open positions on the Board of Directors for 2009-2011 terms. Mr. Butler turned the meeting over to the Nominations & Elections Committee.

Sheila Hill – Chairman for the Nominations & Elections Committee instructed the members and the Board of Directors on the procedures to follow for counting the ballots. Mrs. Hill noted the results of the count would be formally approved by the Board of Directors during the November 14^th board meeting due to a quorum not being present.

Meeting was recessed for the purpose of counting the ballots at 1:10 p.m.

Doug Butler reconvened the meeting at 3:05 p.m.

Sheila Hill announced the results of the ballot count, noting 436 ballots were returned, 15 of those ballots were ineligible.

Ballot Results – Board of Directors (Term 2009 – 2011)
Candidate:	Votes
Robert Baldwin	301
Ida Ferree	310
William “Bill” Turner	333
Tim Young	243

Meeting was adjourned the meeting at 3:07 p.m.

Respectfully submitted,

Barbara Thurman, Assistant Secretary

da Ferree’s Unofficial Report of HSVTHA Board of Directors Working Meeting, November 4, 2008, 8:30 AM

Ida Ferree’s Unofficial Report of HSVTHA Board of Directors Working Meeting

November 4, 2008, 8:30 AM

Present: President Doug Butler, Vice President Bob Jordan, Secretary Bob Baldwin, Treasurer John Burnett, Henry Frank, Don Hill, Floyd Jordan,

Not present: Tim Young

Also Present: Office Manager Barbara Thurman, Village Voice Reporter Diane Upchurch, and several association members.

General Manager’s Report: Glenn Zarpaylic is presently on vacation so President Butler presented his report.

Ÿ Recommendations have been made by Lawn Doctor, addressing the fertilization, weed control, and watering needs of the courts. Because most of the court lawns have been inadequately funded and managed in the past, only Arista, Balboa Cove, and Magellan Courts have been sprayed with pre-emergent weed control. The board agreed to meet with the residents of these courts in order to assess their wishes as to further service this fall. Other courts will have no lawn service until Mid-April. Many areas need to be considered for ground cover, rocks, or filler rather than lawn. Majorca is testing the newly installed sprinkling system. All other systems have been shut down.

Ÿ The increased gasoline allowance, that the board had granted to the lawn contractors, has been withdrawn. The price of gas will dictate allowances in the future.

Ÿ At the last board meeting Mr. Ratcliff pointed out that homeowners will have to make a choice between lawn and trees. Unless any type of grass gets at least five hours of full sun, during the growing season, it will not survive without constant re-seeding. In the case of full shade, moss, rock, or ground cover are the only alternatives.

Ÿ The estimates for corrections and additions to the DeSoto Pool have amounted to $40,000 to 43,000. These estimates do not include replacing the restroom nor improvements to the pump room. The board may release up to $50,000 for a project without permission of all association members.

Ÿ A recommendation that an engineering study of all association structural problems be conducted was denied. The cost of this survey would range from $21,000 to $41,000. Mr. Zarpaylic feels that many of the structural problems are the result of faulty engineering and architectural decisions made by the original builder and unless the basic problems are identified and corrected, any surface corrections will be a waste of time and money.

Ÿ Glenn has identified several drainage problems, caused by HSVPOA drains that have become clogged. He has had no response from the POA.

Ÿ Several cluster mailbox stands are in need of replacement. The board agreed that the association has been responsible for this service, including replacement of the mailboxes.

Board Members’ Report: None

Committee Reports:

Finance Committee: Jim Geddes reported that Bill Turner, Judy Hevener, Don Mungle, and Larry Siler have met and made several recommendations for the 2010 HSVTHA budget.

Architectural Control Committee:

Standards, Control, and Capital Improvements Committee: The applications of Juanita Willbanks of La Coruna Court and Elizabeth Wedel of Castellon Court will be approved at the November 14 General Board Meeting.

Ÿ The following recommendations were reviewed by the board.

1. The General Manager and Standards, Control & Capital Improvements Committee shall determine trash corral/can decisions.

2.The recommended/required trash can shall be a green, 32 Gallon capacity with attached lid, to be paid for by capital funding. More than one container per unit will be considered “as needed”.

3. Communal trash corrals must be 44 inches high. The other dimensions will be dictated by the size of the existing cement pads and recommendation of the court. The recommended building material is to be unpainted, decorative block with painted and treated wooden doors. (As a “ball park” estimate, one new corral will cost the individual court $650.00 plus $50.00 to tear out the old wooden corral.)

4. A sign on all communal corrals will state the townhouse numbers for use, this decision to be compliant with size and location of each corral. A statement of appropriate use might be included. Only durable and firmly attached signage will be acceptable.

5. The landscaping contractors will be made responsible for keeping the communal corrals clear of debris. Infractions must be reported to the townhouse office. The Trash Bin Committee will continue to pursue cooperation from the rental agencies implementing rules and regulations. (The recommendations of this committee were presented to the board by Phil Gustafson on July 12, 2008. There has been no response to this report.)

OLD BUSINESS:

Ÿ ARC Committee: In the absence of Don Billings, Mr. Butler reported on meetings with Mr. Hunter and Mr. Sloan. Mr. Hunter asked that the board pay him $1,585, plus $675 in legal fees, in order to avoid a law suit concerning questionable additions to Mr. Hunter’s home in Villa Alegre.

Ÿ Three lawn care companies have applied to replace Rickie Dickson in Villa Alegre -- Pedro, Pristine Accounts, and A Cut Above. The board felt that Glenn would be the one to decide which company should be awarded a contract and whether a monthly or yearly contract should be offered.

Ÿ Barbara reported that Ricky Dickson is interested to buying the association’s unused truck. The truck is not being used since the two part-time employees are no longer needed.

Ÿ Don Hill addressed the on-going issue of unsafe sidewalks, steps, and parking pads. The far-from-up-to-code area at 51 Destino Way has been the cause of injuries to an 83 year old Village resident. This crumbling sidewalk was first reported in 2003. The board expressed concern. Henry Frank observed that our association is now facing thirty years of deterioration in the structures of all the older courts.

Ÿ Sheila Hill reported that she has enough volunteers to help with the HSVTHA Board of Directors’ vote count on November 6 at 1:00 PM.

The meeting was adjourned by the agreement of all board members present.

FUTURE MEETINGS & EVENTS

Thursday, November 6, 1:00 PM: Board of Directors Election Vote Count

Friday, November 14, 10:30 AM: Presentation of proposed 2009 budget & approval of 2009 assessment adjustments

Thursday, December 4, 9:30 AM: Standards and Control Committee ***NOTE TIME CHANGE

Friday, December 12, 10:30 AM: Regular Board of Directors Meeting

STANDARDS, CONTROL & CAPITAL IMPROVEMENTS COMMITTEE, Meeting Minutes of October 2, 2008

-Below is the Minutes of the Standards, Control & Capital Improvements Committee of October 2, 2008.

Thanks Ida Ferree for being our Secretary.







HOT SPRINGS VILLAGE TOWNHOUSE ASSOCIATION

STANDARDS, CONTROL & CAPITAL IMPROVEMENTS COMMITTEE

Meeting Minutes of October 2, 2008.

The October 2, 2008 meeting of the committee was called to order at 10:30 AM by Chair Sheila Hill with 16 court representatives (a quorum), executive board/committee liaisons Don Hill and John Burnett, HSVTHA General Manager Glenn Zarpaylic, and guest members in attendance. Juanita Willbanks has been approved to replace Dot Ashley. Village Voice reporter Diane Upchurch was also present. (Lanza and Balboa Cove were the only courts not represented.)

The minutes of the October 2, 2008 meeting were accepted as reported.

Sheila suggested that court representatives encourage others to volunteer for this committee, in order to always have a quorum present. Troy Brazwell has resigned and Board of directors Tim Young has been asked to recruit at least two members to represent Cortez. Balboa Cove also has no representation at this time. Elizabeth Wedel has applied to represent Castellon Court. Committee members are urged to save the 1st Thursday of each month so they can be present for ***the 9:30 AM meetings. ***Note the time change. All those present were asked to fill out a prioritized list of court needs and return it to Sheila at the end of the meeting..

OLD BUSINESS:

A TRASH MANAGEMENT list of suggestions was distributed.

The motion was made and passed that, along with the general manager, this committee should be the governing body which controls the management of the trash corrals -- both individual and communal. The question of enforcement of any regulations to support such control was left on the table. Discussion groups were formed and it was determined that:

1. Manager and Standards, Control & Capital Improvements Committee shall determine trash corral/can decisions.

2.The recommended/required trash can shall be a green, 32 Gallon capacity with attached lid, to be paid for by capital funding. More than one container per unit will be considered “as needed”.

3. Communal trash corrals must be 44 inches high. The other dimensions will be dictated by the size of the existing cement pads and recommendation of the court. The recommended building material is to be unpainted, decorative block with painted and treated wooden doors. (As a “ball park” estimate, one new corral will cost the individual court $650.00 plus $50.00 to tear out the old wooden corral.)

4. A sign on all communal corrals will state the townhouse numbers for use, this decision to be compliant with size and location of corral. A statement of appropriate use might be included. Only durable and firmly attached signage will be acceptable.

5. The landscaping contractors will be made responsible for keeping the communal corrals clear of debris. Infractions must be reported to the townhouse office. The Trash Bin Committee will continue to pursue cooperation from the rental agencies implementing rules and regulations. (The recommendations of this committee were presented to the board by Phil Gustafson on July 12, 2008.)

The above recommendations will be presented to the board at the October 7, 8:30 AM Working Board Meeting.

The existing landscaping contracts expire on December 31, 2009. The committee has until that date to consider those contracts to be implemented in 2010. Any member of the organization may obtain a copy of the existing contract from the townhouse office.

REPORT FROM GENERAL MANAGER:

Glenn reported that he is in the process of developing a “master plan” for the up-dating and improvement of each court. Because each court has a unique set of needs, any plans and implementation will be addressed and funded court-by-court. He will be providing the board with a prioritized master plan and the board will determine the cost effectiveness of each plan. Upon board approval, Glenn will be addressing the issues of dangerous and crumbling structures, erosion, mailbox replacement, and trash corrals. He is urging that all involved follow all procedures for additions and improvements as stated in the by-laws and covenants

The Board of Directors will review the proposed 2009 HSVTHA budget, the proposed assessments by court, and make necessary adjustments at the Tuesday, October 7, 8:30 AM, Working Board Meeting.

Homeowners who are interest in how their assessment money is spent may obtain a copy from the office listing the 7 Direct Costs and the 17 Shared Costs of the association.

Lonnie Zuege is working on a Swap Site set-up

Up-dating of Governing Documents -- Don Hill is pursuing this.

NEW BUSINESS:

Steve Poulton’s plan for court problem reportage, to be used during committee meetings, was distributed to all present. The faithful use of this list will produce a permanent, written record of reported problems and a follow-up report on how the problems have been handled. Representatives are encouraged to e-mail their court report to the chair if they cannot attend the monthly meetings.

Sheila distributed a “Painting and Improvements” form that homeowners must present to the office for approval. She also shared a list of painters and contractors who have been hired by other homeowners. These are available in the office.

Due to an HSVTHA Board of Director’s 2007 decision, the association is not allowed to give out the names, addresses, phone numbers, or e-mail addresses to the members of this committee. This makes communication between the court representatives and the homeowners difficult. A motion was passed that this committee be allowed to publish a request in the next “quarterly” newsletter asking: All homeowners who would like to have more communication with this committee may send their names, addresses, phone numbers, and/or e-mail addresses to

Sheila Hill at 47 Cordero Lane, HSV 71909, or 501-226-5019, or sheilahill@suddenlink.net

Ida Ferree at 51 Destino Way, HSV 71909, or 501-922-3010, or imferree@suddenlink.net

Motion for adjournment was seconded and passed.


Ida Ferree, Secretary

FUTURE MEETINGS & EVENTS

Tuesday, November 4, 8:30 AM: Working Board Meeting for final review of 2009 proposed budget and assessments

Thursday, November 6, 1:00 PM: Board of Directors Election Vote Count (Volunteers needed. Call or e-mail Sheila at 501-226-5019, or sheilahill@suddenlink.net)

Friday, November 14, 10:30 AM: Presentation of proposed 2009 budget & approval of 2009 assessment adjustments

Thursday, December 4, 9:30 AM: Standards and Control Committee

Friday, December 12, 10:30 AM: Regular Board of Directors Meeting