AGENDA SMVE Homeowners Association BOD Meeting

March 19, 2018 @ 3:30 PM SMVE Clubhouse, 5550 N Paseo Otoño, Tucson, AZ 85750

Overview: 1) Call to order at 3:30 PM 2) Approval of Minutes of March Special as circulated previously by e-mail. 3) Resident Concerns (15 min)

Reports: 1) President (Kathy Mitton)

a) Real estate status – 3 on market, 3 closed YTD 2) Treasurer (Tom Kelley) 3) Architecture (Bill Coan) 4) Communications (Kiki Cheney) 5) Landscape (Kathy Mitton) 6) Recreation, Pools, Tennis (Laura Franklin) 7) Maintenance (Steve Struck) 8) Roads (Steve Struck) 9) Security (Phil Mowbray) Unfinished Business:

1. Replacement of pool ladders (Laura Franklin)

New Business: 1. Mechanism to post notices at mailbox (Steve Struck) 2. Vision statement/org chart (larry)

Executive Session (short) Adjourn Next meeting is April 16, 2018 Att: Minutes, Financials, Org Chart

SUNRISEMOUNTAINVIEWESTATESHOABOARDOFDIRECTOR’SSPECIALMEETINGNORTHPOOLCLUBHOUSEONPASEOOTONO

March12,2018AT10:00AM

DRAFTBOARDPRESENT:KathyMitton,SteveStruck,PhilMowbray,LauraFranklin,TomKelley,BillCoan,LarrySpencerAbsent:KikiCheneyHOMEOWNERSPRESENT:TozSpaulding,GuyScharfCALLTOORDER/VERIFICATIONOFQUORUM:PresidentMittoncalledthemeetingtoorderatapproximately10:00AMandverifiedaquorumwithsevendirectorspresentasnotedabove.PRIORMEETINGMINUTES:MinutesofFebruary21organizationalmeetingwereapprovedbytheBoard.NEWBUSINESS:ROADSSteveStruck(RoadCommitteeChair)presentedanoverviewoftheworkdoneleadinguptotheselectionofcontractorsforroadworktobedoneinMayofthisyear.RequestsforProposalswererespondedtofromthreefirms:AceAsphalt $97,500.00TucsonAsphalt $114,513.44if2inchthick;$135,716.70if2.5inchthickSunland $134,449.00SteveStruckandDaleLarseninterviewedAceandTucsonAsphalt.TheresponsefromACEwasa“budgetary”bidandnotaquote.Furthermore,theRoadsCommitteedidnotfeelconfidentintheabilityofAceAsphalttobeareliableprovider.Thequestionofwhethernewasphaltshouldbe2or2.5inchesthickwasexploredwithCMTEngineering.Theconsultantsuggestedcollectingestimatedtrafficdata(numberofcars,trucksetc.)thattypicallyusetheroad,andusingthatdatainaspreadsheetCMTwillprovidetodeterminetheappropriatethickness.TheCommitteewilldothat.Afundingrequestisbasedonanassumptionof2.5inchasphalt,soifthestudyshowsonly2inchesareneeded,thecostcouldbelower.

Inadditiontothepavingexpenses,$7,500isneededforqualitycontrol,testingandworkmanshipsupervisiontobeprovidedbyCMTEngineering.And,$5,000wasrequestedforunforeseenexpenses.Thetotalis$148,216.70ofreserveexpense.RickLeveywillbetheonlymemberoftheRoadsCommitteeintheareawhentheworkisscheduledtobedoneinMay.BillCoanvolunteeredtobackupMr.Levy.Thereisnocurbworkplannedthisyear.TucsonAsphaltwilllowerandraisetheseweraccesspoints.Theworkisexpectedtotakeoneweekfromstarttofinish.However,peoplewillbeabletodriveonthenewpaymentimmediatelyafteritisrolleddown.Therewillbenosealcoatingthisyear.Ahomeownerrequesttolowertheheightofspeedbumpswasdiscussed.TheBoarddecidedtocontinuefollowingtheoriginalspecifications.WasteManagementpickupswillneedtobecancelledduringtheroadwork.Ithasnotyetbeendeterminedwhowillcoordinatethat.TucsonAsphaltcommittedtohanddelivernoticestoallthehousesinvolved.ThecommitteewillprovideKikiCheneythenecessaryinformationtobedistributedtohomeowners.ThesubsequentroadworkplannedwilllikelybeonViaGelsominobetweenViaVelazquezandTerritoryin2020.SometimefollowingthatthebottomofViaSempreverdewillbedone.LowerViaVelazquezisinprettygoodshapepresently.Amotionwasmadebytoapprove$148,216.70reserveexpense.Itpassedunanimously.BANKINGCHANGESTomKelley(Treasurer)reportedondifficultiesupdatingthebanksignersduetorecentchangesintheTreasurerandPresidentpositions.BankofInternetandChasearenotcompleted.Signersattheotherbankshavebeenupdated.ChaseclaimstheirrecordsformanyyearshaveshownSMVEasunincorporated,butitactuallyisincorporated.Chasesaystheonlywaywecanchangeoursignersnowistoclosetheexistingaccountsandopennewones.Thiswouldinvolvenewaccountnumbersandlosingourgrandfatheredpricingplan.NewChaseaccountswouldcarryfeesfromwhichSMVEhasbeenpreviouslyexempt.

Inordertoavoidbankingfees,TomKelleyrecommendedmigratingtoanewoperatingfundaccountwithWashingtonMutual,migratingthesavingsaccounttotheexistingBBVAreserveaccount,thenclosingbothChaseaccounts.WashingtonMutualhasagreedtowaivealltheirfeesforSMVE.ThefactthatTomKelleyisaDirectorofWashingtonMutualwasdiscussed,andtheBoardagreedthesechangesarenotaconflictofinterest,asthetermsarethesameastheywouldbeforanynewHOAaccount.TheTreasurerwantstoeventuallyfurtherconsolidateotheraccountsasappropriatetoreduceadministration.ItwaspointedoutthattherearetwoaccountsatBBVA.Oneisamoneymarketaccountforreservefunds.TheotherisacheckingaccountwithoperatingfundsandalinkeddebitcardusedtopaycertainITrelatedexpensesandoccasionallyHospitalityCommitteeexpenses.Forfraudprotection,thecheckingaccountispurposelynotlinkedtothesavingsaccount.BBVArequiresacheckingaccountinordertohaveamoneymarketaccount.Regardlessofwhichbankholdstheoperatingfunds,alltheACHpaymentarrangementswillneedtobechangedtonewroutingandaccountnumbers.TheseincludepaymentsforWasteManagement,TucsonWater,TEP,SWGas,andCenturyLink.HBLwillarrangeforthosechanges.AmotionwasmadebySteveStruckandsecondedbyLarrySpenceropenanoperatingaccountwithWashingtonMutual,tomigratetheChaseoperatingfundstoit,andtomigratetheChasereservefundstoBBVA.Oncethemigrationsarecompleted,theChaseaccountswillbeclosed.Themotionpassedunanimously.TherewasdiscussionabouttheprocessesavailabletomovefundsfromChasetoWashingtonMutualandBBVA.Mr.Kelleywillexplorethepossibilitiesofhavingbill.commovethemoneyviaACH,havingHBLwritechecks,orhavingChasewritechecks.Ifphysicalchecksareissued,thereisalsoaquestionofwhocansignthem,sincetheChasesignersofrecordarenolongerPresidentorTreasurer.Mr.SpencersuggesteddestroyingtheChasecheckstockheldbyHBLoncethefundsaremoved.REVIEWOFMONTHLYFINANCIALREPORTSTomKelleyexplainedthatsomeofourcurrentstandardmonthlyreportsaremanuallygenerated,asopposedtogeneratedviaQuickBooks.Thesearetimeconsuming,andheaskedtheBoardtoreviewthosereportstodeterminetheirvalue.TheBoarddecidedtoeliminatethemonthly“ChangesinFunds”report,andtochangethe“ReserveFundExpenditureReport”frommonthlytoquarterly.Mr.

KelleywillalsolookintothepossibilityofcreatingamemorizedreportinQuickBookstoreplacethemanual“ReserveFundExpenditureReport”.ThereisapendingdecisiononanewmonthlyreportofexpensesversusbudgetYTDthatwaspresentedtoKathyMittonatthemeeting.NEIGHBORHOODWATCHPhilMowbrayreportedthatMarch10at10AMattheclubhouseameetingwasheldwithhomeownersaboutsecurityandtheneighborhoodwatch.SergeantGardnerofPimaCountrySherriffDepartmentandtworepresentativesfromRuralMetropresented.Therewereabout18homeownersinattendance.NEXTMEETING:MondayMarch19at3:30attheclubhouse.ADJOURNMENT:Themeetingwasadjournedatapproximately11:00AM.MinutespreparedbyLarrySpencer(Secretary).

SMVE HOA Mission

• To preserve and enhance homeowner investments

• To protect financial stability

• To ensure aesthetics

• To maintain amenities

• To cultivate community

Board of Directors

Kathy Mitton President

DatabaseManager

KathyMitton

Landscape Committee

Kathy Mitton

Water Watchers

LoisCoan

ArdithGrady

TozSpalding

CynthiaSchneider

CathyGrant

SusanPeterson

Vacant

Nominating Chair

Kathy Mitton

LarrySpencer

Larry Spencer Secretary

Steve Struck Vice

President

Maintenance Commitee

Steve Struck

Lighting Manger Rick Van Hasselt

Buildings Steve Struck

Key Master Rick Levy

RoadsCommitteeSteveStruck

DakeLarson

BobMix

RickLevy

GuyScharf

Non-BoardPositions

Invasive Grasses

Pam Negri

WildlifeTedForsberg

ITSupportGuyScharf

SNAP Representitive

Joe Steiner

Neighborhood Watch

Phil Mowbray

Security Phil Mowbray

SACRepresentativeLarrySpencer

Homeowner Directory

Pam Negri

Sidewalk Patrol Jerry Foval

Treasurer Tom Kellley

Finance Committee Tom Kelley

KathyMitton

Stephan Graff

Vacant

Reconcilliation Manager

Sam Evans

Reserve Study

Specialist Toz

Spaulding

Communications Committee Kiki Cheney

Newsletter Kiki Cheney

Web Content Kiki Cheney

WebPostingsDonnaMcBain

Evans

Architecture Chair

Bill Coan

Joe Steiner

Guy Scharf

StevieWillette

Recreation Chair Laura Franklin

Tennis Courts Mgr

Lee Radziemski

Water Aerobics Frankie Paulis

Hospitality Committee

Jane Spalding

SonjaAllen

JudiFisher

PatLarson

MargieMcCoy

DianeMeuser

TeresaScharf

JoyceSteiner

CaroleStephan

SusieStruck

Pools Mgr Laura

Franklin

PhilMowbrayDirector

Clubhouse Manager

Phil Mowbray

Phil Mowbray Parking

Enforcement