On December the 8th the Annual Meeting was held.
We welcome new Board Members John Michaud and Tom Weyenberg.
The following is the Tenure and Position each Board Member has been appointed to for 2009.

The Annual Meeting was scheduled for Monday, October 27, 2008. Due to a lack of quorum of owners present either in person or by proxy, the meeting was formally adjourned and re-scheduled to Monday, December 8th. The meeting will begin at 7 p.m. and will be held at the Somerset Christian Church, at 16255 NW Bronson Road. Registration will begin at 6:30 p.m.

Homeowners need to be aware that each time this mailing goes out to request your proxy, it costs the association $600. This fee is paid for with your homeowner dues and may cause your dues to increase next year. The Board is required by law to obtain your proxy in order to establish a quorum of homeowners. A quorum of 25% of the ownership is required in order to approve last year minutes, the budget, as well as new members to the board; this means that 143 owners need to attend or provide their proxy for the annual meeting.

Approved Minutes For July 2008

Meeting Minutes

July, 28 2008

Board Members Attending:

Kathy Parson, Lori Constant, Sunhil Luhadia, Dave Cummings

Kathy called the meeting to order at 7:05 PM.

Comments from Owners

A house on Diamondback is not cutting their lawn and the homeowner had not seen evidence that TMG is addressing complaints.  Fines are not working we need to do more.  Need to check with Nick to see what is going on.  We discussed having more volunteers to review yard conditions.

Meeting Minutes

No comments to minutes.  A motion was made and approved to accept the April 28 meeting minutes as written.  (Note:  HOA did not have May or June meetings.)

Treasures Report

No report.  Discussed issue on sprinklers along West Union Road.  We still need a proposal from Showplace to determine how we want to proceed.  This may require budgeting for next year to do an upgrade.

Committee Reports

No official reports.  Discussed mowing of wetlands.  Questioned whether we paid for work that wasn’t authorized.  Discussed dead arborvitae along wetlands that need to replaced.

Social Committee

Lori will send email asking for help with an ice cream social.  She will ask John from Showplace to make a donation.  Discussed who we might get to donate popsicles – still to be determined.

Management Report

Administration

1. Compliance Report – discussed how we do compliance.  Lori proposed we have a committee.  Lori has not been able to get a report on compliance from TMG.  Kathy will contact Nick on this.

1. A motion was made and seconded not to waive late fees at 16722 NW Arizona.  A discussion ensued about being consistent from one request to another.  The motion was withdrawn.  A new motion was made and seconded requiring any request to waive fees be presented by the requestor at a board meeting prior to its consideration.  The motion passed unanimously.

1. The 2008 budget was discussed including the need for a revised reserve study.

1. Meeting dates were discussed.  A motion was made and seconded to meet every other month, meetings in February, April, June, August, October and December.   The motion passed unanimously.

Financial

Delinquency Report – reviewed.  Question for TMG, do liens need to be refilled of do they last forever if not satisfied?

Repairs

The repair of the monument was discussed.  When we get a proposal from the insurance company we will need to have a board meeting to discuss and vote on the offer.

Unfinished Business

No unfinished business was brought forward.

New Business

No new business was presented.

Adjournment

The meeting was adjourned at 8:45 PM.

Minutes by Dave Cummings

Substituting for Mike Farris

Annual Election of Board of Directors
Monday, October 27th 2008 @ 7:00 p.m.
Somerset Christian Church
16255 NW Bronson Rd

This Meeting is the Annual Board of Director Elections. We need you here to help Elect your Board.

The meeting scheduled for 8/25/2008 has been canceled.
The next meeting will be on 9/22/2008 for a regular HOA Board Meeting.

Coming up October 27th 2008 Annual Home Owners Election Meeting.

Approved Minutes For April 2008

Meeting Minutes

4/28/2008

Home Owner Input

• Dave called the regular meeting of the Arbor Ridge Homeowners Association to order at 7:32 PM on 4/28/2008 at Somerset Christian Church.
• Present Board Members: Lori Constant, Mike Farris, Joey Mohr, Sunil Luhadia, Dave Cummings
• Not Present: Cathy Parson, Chandrau Vaidyanathan
• Guests: Nick (TMG)
• Home Owners Present: 7
  

1. Approval of Minutes

   • Motion made to approve Minutes for 3/24/2008

   • Motion Seconded, Motion Passed
     

1. President’s Report

   • President not present to report
     

2. Treasurer’s Report

   • Landscape supplies are currently at 1/4 of the budget usage and looks good.

   • Sprinklers repairs are currently down, possibly due that they are not turned on because of all the rain.  This may go up after they are turned on.
   • Water use is down also likely due to the wetter spring we have had.
     

1. Committee Reports

   • Landscape report was presented and reviewed by the board.  It was noted that there are several Verizon lids that are broken and Damaged and that Verizon should be called to replace.
   • Blackberries need to be sprayed
   • Path has been sprayed to kill off weeds
   • Plants between homes are inconsistant in size and should be evened out.
     

LANDSCAPE

• • No Report
  • Social committee wants to know if they should start planning for the fall Ice Cream Social.
  • Board agreed they can start planning within the budget allocated for events.
    

ARC

SOCIAL

1. Management Report

ADMINISTRATION

1. Compliance Report
   • The Number of compliance letters are about the same as the previous month
   • 16993 Mesa View has not plan submitted a plan to correct violations as requested at the 2/25/2008 Meeting, TMG will follow up again with homeowner.
   • Showplace contract was presented to the board to sign.  An increase of about 3.5% is being asked due to fuel and bark-dust price increases.
     • The Board also reviewed a BID for landscaping and found that showplace is still competitive in their pricing.
     • Motion made to amend the clause #7 second sentence and have it removed.
     • Motion Seconded, Motion Passed
   • Speed Bump Request on Oak Creek drive
     • Less then 300 cars traveled through the Radar zone set up.  The average speed was 19mph and the max was 31mph.  The report from Washington County suggested that no further action be taken since there the first stage revealed little need to take action.
     • The Report will be sent to the Homeowners who requested a Speed Bump

FINANCIAL

1. Delinquency Report
   • All liens are in place, Management advises that we wait for action to occur now on these properties
     

REPAIRS & MAINTENANCE

1. Fence Washing Bids
   • Bid from Alpha Ecological was 4500
   • Bid from HOA maintenance is 4860
     • Motion made to accept bid of 4500 for Alpha Ecological.
     • Motion Seconded, Motion Passed
       
2. Bark-dust Bids
   
   • Bid from REX is 15846 cottage & 8340 common
   • Bid from Showplace is 14500 cottage & 4400 common
     • Motion made to accept bid for 18900 from Showplace.
     • Motion Seconded, Motion Passed
       
3. Arborvitae
   • • Motion was made to keep Arborvitae no taller then the first gutter line and to continue to trim on normal schedule, but to allow them to grow to that max height.
     • Motion Seconded, Motion Passed
4. Landscape Committee
   
   • • Motion made to empower the Landscape Committee to manage the landscape contract as usual, and any costs outside of the scope of the contract needs approval by the board.  In addition all communication of action needs to be copied via email to all the board for review.
     • Motion Seconded, Motion Passed
       
5. Sprinkler Repairs
   
   • Upon activation 19 heads, 1 timer, 3 nozzles were replaced in the Common Area
     
   • 50 heads, 2 timers and 60 nozzels were replaced in the Cottage Collection
     

1. Unfinished Business

   1. None

1. New Business

   1. Box Elder Bugs on Oak Creek
      

      • Board agreed that spraying should be done to prevent the spread of the bugs.

      • Alternatives should be looked at including possibly the replacement of the trees with trees that would not attract the bugs.

1. Adjournment

• Dave adjourned meeting at 8:53 PM

Minutes taken by Mike Farris

Approved Minutes For March 2008

Meeting Minutes

3/24/2008

• Mike called the regular meeting of the Arbor Ridge Homeowners Association to order at 7:00 PM on 3/24/2008 at Somerset Christian Church.
• Present Board Members: Lori Constant, Mike Farris, Joey Mohr, Sunil Luhadia
• Not Present: Cathy Parson, Chandrau Vaidyanathan, Dave Cummings
• Guests: Nick (TMG)
• Home Owners Present: 5

1. Approval of Minutes

   • MOTION was made to approve minutes with adjustment– Approve Minutes for Feb 25th 2008

   • ALL IN FAVOR – yes; NOT IN FAVOR – 0

1. President’s Report

   • Cathy not present to report
     

2. Treasurer’s Report

   • Nothing to report

** Home Owner Input will be moved to the start of the meeting in the future **

Home Owner @ 16580 nw Oak Creek – concerned about the number of vehicles parking on and off property at 16550 nw Oak Creek.  Vehicles are parking on landscaping and destroying the sprinkler system  and vegetation that is maintained by the Landscape budget.  It was noted to the home owner that this has been and is being addressed with that home owner.  The Home Owner should be responsible for the damage done to the property. (Pictures where given to TMG).

Home Owner @ 16593 nw Oak Creek – inquired about the addition of the speed monitoring box placed on Oak Creek, that it was not placed in the right area to monitor the problems around the eastern bend of the street to NW West Union.  Home Owner is asking to have Washington County relocate the speed box.

Home Owner @ 16593 Oak Creek – Also inquired about having garbage and recycling cans monitored on a weekly basis on Thursday after pickup to ensure they are properly stored after pickup.

1. Committee Reports

LANDSCAPE

Plants are cascading over retaining wall in wetland area could compromise the structure.  Mary will get Nick the address of the house and address the issue.

ARC

No Report

SOCIAL

No Report

1. Management Report

ADMINISTRATION

1. Compliance Report
   • Nick printed a full copy of the compliance report dating back to day one with TMG to see if there are any established patterns we should look at.  Future reports will be only recent activity unless requested otherwise.

FINANCIAL

1. Delinquency Report
   • Nick suggested we may want to look into legal action on delinquencies over $3000.  The board was in agreement and asked that this be looked into.

REPAIRS & MAINTENANCE

1. Speed Bump Installation
   • Speed box was placed on Oak Creek Drive today at the East end
2. Sprinkler Repairs
   • We will be given a report next meeting on the amount of repairs as they had not reached the billing area for Showplace yet
3. Fence Washing Bids
   • One bid has been given, others to follow
   • Need to get bids on Bark Mulching for the common and cottage areas
4. 167th & Tucson Irrigation
   • Sprinklers were turned off as a result of the Wetlands being disconnected.  It will cost about $2000 to re-connect the sprinklers to another association line.
   • A MOTION WAS MADE – By Joey … We get a hard BID on resolving the irrigation problem by reconnecting the system … Second by Sunil
   • ALL IN FAVOR – 4; NOT IN FAVOR – 0
5. East End of Tuscon Street Barricade
   • Washington County has said they will be out to fix it but they do not have a date yet

1. Unfinished Business

   1. None

1. New Business

   1. Board Organization

      • April 19th 2008 9am to 3pm Board Workshop.  Board Members should receive an invite to the event.

   2. Compliance

      • Reports are going out once a month.  They will go out the 3rd of each month for consistency

   3. Past Financials

      • Joey would like information on past financials to do comparisons for the budget and actual for current year.

      • Nick will get the information for the past few years for Joey,

   4. Meeting Dates

      • Cathy had inquired if the board would like to meet every other month instead of each month.

      • The topic will be brought up again at the April Meeting

1. Adjournment

• Executive Meeting Called to follow General Meeting
• Mike adjourned meeting at 7:58 PM. The next general meeting will be at 7:00 PM on 4/28/2008 at Somerset Christian Church.

Minutes taken by Lori Constant

Typed by Mike Farris

Approved Minutes For February 2008

Meeting Minutes

2/25/2008

1. Call To Order

• Cathy called the regular meeting of the Arbor Ridge Homeowners Association to order at 7:17 PM on 2/25/2008 at Somerset Christian Church.
• Present Board Members: Lori Constant, Cathy Parson, Mike Farris, Dave Cummings, Joey Mohr, Sunil Luhadia
• Not Present: Chandrau Vaidyanathan
• Guests: Nick (TMG)
• Home Owners Present: 3

1. Approval of Minutes
   • MOTION was made to approve minutes with adjustment– Approve Minutes for Jan 28 2008
   • ALL IN FAVOR – 6/6

1. Treasurer’s Report
   • January 2008 Financial Review
     • Joey says that we are currently under budget

1. Homeowner Input (Moved to the Top of the meeting)
   1. Home Owner inquiring about Dog Defication on his yard
      • Suggested that h/o contact animal control, Nick offerred to send a letter to the h/o if he knows the address, we can republish the last article of clean up after your pet in the next newsletter
   2. Two major home break-ins in the Sommerset Neighborhood has occurred recently, apperently identified as a white truck white males 18-20 years of age, also reported that it could be new mexico plates possiblly silver in color, break ins are occurring thru the front doors, H/O will send plate info to post on web site.

1. Management Report

ADMINISTRATION

1. Compliance Report
   • Nick noted the information is low, Lori has been ill lately and lately she has information that will be forwarded to Nick for processing
2. New Trash Cans
   • Some home owners on Union Hills are leaving them on the outside, others leave them in the street & driveway
   • Problems are some home owners do not have room on the side of their house due to rock walls
   • Home owners can use Garage, Back Yard, or Side yard behind plants or fence
3. Violation Response
   • Remove late fees for 2 home owners (16878 NW Desert Canyon, 16922 NW Greyhawk Drv)
     • MOTION MADE – If there is no late history then drop the fees, if there is a late history then the fees stand
     • ALL IN FAVOR – 6/6
   • Remove Violation Fine (4617 NW Silver Creek)
     • Due to home owner not having a history of fines and they have complied it will be waived
     • ALL IN FAVOR – 6/6
   • 17092 Tuscon Fees
     • If he brings his dues current the board will reconsider
   • 16993 NW Mesa View
     • We have not seen a plan to remedy the situation with the requested 60 days
     • We need the yard fixed, and payment full is due and need a plan of who, when the yard will be fixed

FINANCIAL

1. Delinquency Report
   • Report looks good we actually look pretty good for the number of homes

REPAIRS & MAINTENANCE

1. Repair Bids for Monument Sign
   • Received 3 bids 6000, 1325, 1275
   • MOTION MADE –  Approve Brightside Electric for 1275.00
   • ALL IN FAVOR – 6/6
     • ACTION TMG – Proceed with Repair
2. Sprinkler Repair cost Breakdown
   • ACTION TMG – Communicate to Showplace to make sure heads put down and slow done when cutting
3. Speed Bump
   • Washington County said they have 2 phases and would like to perform a study and try other methods before installing a speed bumps
   • Speed and Parking issues
   • MOTION MADE – To Have TMG contact Washington County to start a study
   • ALL IN FAVOR – 5/6 OPPOSED 1/6
     • ACTION TMG – Contact Washington County to start process

1. Old Business
   1. 16550 Parking on Yard damaging plants and sprinklers – Notice Sent
   2. ACTION TMG – Fence Cleaning Bid needed
   3. ACTION TMG – Bark Mulch Bid needed

1. New Business
   1. Landscape Committee Report
      • A walk was done
      • Crane Flies are causing the yellow spots in the lawns, 1680.00 treatment for Common & Cottage
      • Moss Problem can be sprayed 1000 cottage 450 common total 1450.00
      • Mary – will ask Showplace to see if they can use a combo product of fertilizer to manage moss & crane flies
        • MOTION MADE – grant Mary the discretion to approve the amounts of 1680 & 1450 or less
        • ALL IN FAVOR – 6/6
        • ACTION TMG – Based on Mary’s Finding on reducing the cost she is ok to direct Crane and Moss control
          
      • Spruce Tree that was previously removed between Oak Creek & Palmbrook needs to be replaced still, best time to replace is now for 160.00
        • ACTION TMG – Ok to replace tree cost is within budget
      • Additional tree problem will be sent to Cathy
2. Adjournment

• Cathy adjourned meeting at 9:00 PM. The next general meeting will be at 7:00 PM on 3/24/2008 at Somerset Christian Church.

Minutes taken by Mike Farris

Approved Minutes For January 2008

Meeting Minutes

1/28/2008

1. Call To Order

• • Cathy called the regular meeting of the Arbor Ridge Homeowners Association to order at 7:10 PM on 1/28/2008 at Somerset Christian Church.
  • Present Board Members: Cathy Parson, Mike Farris, Joey Mohr, Dave Cummings
  • Not Present: Chandrau Vaidyanathan, Lori Constant, Sunil Luhadia
  • Guests: None
  • Home Owners Present: 3

1. Approval of Minutes
   • MOTION was made to approve minutes with adjustment– Approve Minutes for Dec 3rd 2007
   • ALL IN FAVOR

1. Treasurer’s Report
   • December 2007 Financial Review
     • Cathy- Sprinkler Systems Costs, Repair YTD 5713 Cottage + 4000 for main Hoa
       • ACTION TMG: Provide a Detail Break down of the overage for Sprinkler Repair
     • Delinquent Reports should we have that much Delinquent?
       • ACTION TMG: Let the board know if the delinquencies are normal, below or above average
     • 1788 over budget for office supplies? (For Main Association) What was the overage? – Action TMG

1. Homeowner Input
   1. Enforce the removal of the Realtors signs per the CCR’s.  Home Owner brought in five(5) realtor signs that are directional signs to a property for sale.  The CCR’s state that only a single sign may be placed in the home owner yard.  Temporary signs for open houses have been allowed.
      • ACTION TMG: How can we communicate to Realtors to abide by the CCR’s is there a way that TMG can communicate this.
      • We will attempt to contact Realtor’s to pick up signs and give them seven days to pick them up or they will be disposed of.
   2. Missing HOA Meeting Sign on NW Oak Creek
      • Board believes that former board member Ken has the sign, and will get Joey in contact with him to pick it up.

1. Management Report

ADMINISTRATION

1. Compliance Report
   • No Violations were processed by the board due to the holidays
   • ACTION TMG: Home Owners have until Feb 1st 2008 to pull down Holiday Decor, this will have to be monitored with the compliance committee.
2. 2006 Audit Results
   • ACTION TMG: There was no document in the Management Report addressing the 2006 Audit.  Please provide to board.
3. Violation Response
   • TMG what action do you want us to take on 4617 Silver Place

FINANCIAL

1. Delinquency Report
   • ACTION TMG: Are the dollar amount of Delinquencies normal, below or above average?
2. 2007 Engagement Letter
   • Cathy will touch base with Nick on signing document to begin 2007 Financial Review

REPAIRS & MAINTENANCE

1. Wetlands Path Repair
   • Board is OK with TMG’s response.
2. Repair Bids for Monument Sign
   • Cathy will get a third bid and submit it to the board for consideration.
   • Look at the cost of solar lights instead of hard wired lights
   • Any contracted work should include some sort of Warrenty for the product and work.
   • Does TMG have a Terms & Conditions Document, and indemnification document for contract work.
3. Lawn Mowing
   • Board is OK with TMG’s response.

1. Old Business
   1. Landscape Committee Presentation – Mary Davidson
      • Carolyn Benedict has Volunteered for the committee, there is possibly a third they will be joining.
      • Board was pleased with proposal
        • Motion made to approve the Landscape committee proposal
        • ALL IN FAVOR
      • Mary will connect with showplace on how many times a year will we have path areas trimmed
      • Add Once per month to check wetlands for problems
      • Dave proposed that the landscape committee review the expenses for landscape overages, We will ask for a copy of the showplace Detailed invoice each month
      • Posting of the Landscaping Committee will go on web site
   2. House on 16550 NW Oak Creek with Many cars
      • Vehicles parked on parts of yard and landscaping damaging poossibly the sprinkler system and planting being maintained as part of the Landscaping Maintenance Fee.  Dilibert damage will not be covered as part of the Landscape maintence fee and will be the Home Owner’s responsibility.  There was another concered home owner could not attend due to illness to discuss
      • ACTION TMG: Please look into this property and the possible damage being done.  We believe this may be a rental and the Home Owner needs to be contacted

1. New Business
   1. More Graffiti on path from Laidlaw to Tucson has occurred
      • ACTION TMG: What would it cost to have Showplace monitor and clean it up?
   2. Fence Washing for 2008, this should occur after the spring sometime
      • ACTION TMG: Bids need to be gathered and we need to Scheduled
   3. Bark Mulching for Cottage & Common
      • ACTION TMG: When is this Scheduled? Should be Scheduled prior to fence Washing
   4. Can we have a speed bump on the round corner of Oak Creek coming off of West Union
      • Home Owner is working already with Washington County on the problems that plague this section of Oak Creek.  They wonder if a speed bump could be added to the street to slow people down around the corner.
      • ACTION TMG: Please research and see what is required and what it would cost to have a Speed bump added to this area.
      • Map Desert Canyon & Oak Creek

1. Adjournment

• Cathy adjourned meeting at 8:10 PM. The next general meeting will be at 7:00 PM on 2/25/2008 at Somerset Christian Church.

Minutes taken by Mike Farris

A new Landscape Committee has been formed. This Committee will help manage the Landscape company with proper care of the common areas and the Cottage Maintenance program.

They will also provide feedback to the board on these areas if action needs to be taken by the board or management company.

If you are interested, please attend a board meeting or Contact us