May 2017 Minutes

May 8, 2017 Minutes

Mike Cobb was absent. All other members present.

Meeting called to ordered at 7pm Minutes were approved as written

Financials. Balance $75,015.45 including $10,000.00 in reserve. Expenses $600 to Vangarde for management.

Old business
There was agreement to move mailboxes to new location. The location is to be determined.

New business
Michael Cobb was removed from the board. Kalani Ingram was elected to the board.
Kalani wants permission to raise two hogs per year. Board will consider to case by case basis as hogs and milk cows are not permitted.
Robert Tappe spoke on his dissatisfaction with the most recent road grading
Little or no water
Raised blades for driveways
No steel compact roller
Washboards
Ilona Metcalf was pleased with the grading of Camino del Toro between Mann and Kolb
Ace was present to discuss their road grading recommendation
We need material in order to maintain roads. There are too many rocks to grade without adding material
Ace has recommended adding AB. Ace can provide AB at $10.00/ton. Entrada will contribute $6000.00 and Ace will contribute $4000.00 for AB to improve the roads.

Motion to adjourn by John, seconded by Beverly at 8:20pm

Januarym 2017 Minutes

January 9, 2017 Minutes

All members present. Beverly Karsch was present by proxy.

Financials. Balance $52.031.17 including reserve.

New business Volney Morin moved to keep 2016 officers for 2017. The motion was carried.

There was discussion regarding road maintenance. There were not new ideas. Volney Morin, Eddie Garcia and Jessamyn Trame will meet to discuss written quotes for road work. Motion by Volney, seconded by Terry VanVorce to get written bid from Cactus Patch for an eleven mile grading. The Sahuarita Post office has offered lock boxed. Those interested should email or mail Colleen at Vangarde Management. The physical address is PO Box 17750, Tucson, AZ 85731

Old Business

The post office has offered to provide locked mailboxes, but need the residents to provide concrete pads for the installation.

Joe Terrible distributed copies of Cactus Patch’s liability insurance to the board.

Motion to adjourn by Terry, seconded by Jason. Meeting adjourned at 19:45.

Meeting Notes, October 2016

October 10, 2016 Minutes

Meeting called to order at 7pm by Joe Terrible, president.
All members present. Charles Grier was present by proxy.
Minutes from September meeting read and accepted as written.
Terry VanVorce discussed the finances. We have $70,149.37 in checking
$10,000.00 in reserve savings
$80,149.37 in total
Cookout for Annual meeting appoved. Annual meeting will be held on December 3 at 11:00 am mst.

Cactus Patch is cleaning culverts on Wilmot Road

We need material. We will need about 100 loads. The board approved $10,000.00 for purchase of material for the roads. The material will be spread as it is delivered.

Cactus Patch need to provide proof insurance. Jessamyn will review insurance requirements. The board approved reducing Cactus Patch insurance requirements to $1,000,000.00.

The association will use Cactus Patch as needed, when proof of insurance is provided. There will be a written or electronic estimate of time and hourly rate per job prior to starting the job.

Motion to adjourn by Terry, seconded by Jason. Meeting adjourned at 7:35 pm mst.

Meeting Notes, September 2016

September 12, 2016 Minutes

Meeting called to order at 7pm by Joe Terrible, president.
All members present except Jessamin Trame. Beverly Karsch present by proxy.
Minutes from August meeting read and accepted as written.
Terry VanVorce discussed the finances. We have $69,000.86 in checking
$9538.52 in reserve savings
$78,549,37 in total
Expenses were $600.oo management fees, and $275.00 for emergency road repairs to Cactus Patch Landscape.
Motion made my Volney Morin to pay Eddie Garcia $150.00 for road repairs on Kolb Road. Seconded by Terry VanVorce. Unanimous approval. Terry announced that our next grading will start on Sept 19 by A&S Paving

A discussion regarding the annual meeting took place and it was decided to have the meeting on Saturday, December 3, 2016 at 11:00 am at Sahuarita Baptist Church. Alternative date would e December 10. We will contact the pastor as to the availability of the church. It was also decided to have an EPOS sponsored cookout in the parking lot after the meeting. This will depend on the approval from the pastor. An amount not to exceed $500.00 was approved.

Jason Cummings made a motion to raise the annual dues to $300.00, seconded by Terry VanVorce and unanimously approved.

Jason recommended a Facebook page for Entrada. This will be discussed a later meeting.

Volney moved to adjourn, seconded by Eddie. Motion approved and meeting was adjourned at 7:30pm.

August, 2016 MInutes

09/11/2016
Entrada POA Board Meeting
Sahuarita Baptist Church
Meeting called to order at 7:02pm by President Joe.
Attendees: Joe Terrible, Beverly Karsch, Eddie Garcia, Jason Cummings, John Averill, Charles Grier, Volney Morin
Absent: Terry VanVorce
July Minutes were approved as written.
Financial report was presented by Volney. As of 8/1/2016 checking balance was $67,715.68 and reserve balance $9539.51. Balance $77,255.37. Four people have contacted collection law firm and made arrangements for payment. Two residents paid their accounts in full for a total of $2350.00 12 residents were served a notice of intent to collects.

A&S is still working on permission for aprons for Kolb and Mann. A&S is concerned about permission from Flood Control. Terry VanVorce may have an update next month.
New Business:
Volney asked to discuss creating a five year long term plan for road improvement. Volney volunteered to work on a adhoc committee for this including budgets.
Eddie is exploring the possibility of obtaining a portion of the 55,000 tons of dirt from the Wilmot road improvement north of Sahuarita Road from dirt “gurus” and road contractors road to be used for road improvement. We would use 2200 – 2500 tons per mile. Eddie will inquire about the availability and costs involved.
Volney moved that we discuss emergency repairs with Cactus Patch.
The discussion should include:
• Proof of insurance in the amount of $2,000,000 to $3,000,000 with EPOA named as insured
• His hourly rate with estimation of time and/or a flat rate per job exclusively for emergency repair
• Has all necessary equipment.
Prior to the discussion, Joe will have a conversation with PB&J regarding the risks of using an unregistered contractor.
The motion was seconded by Eddie Garcia. The motion passed with a unanimous vote.

Jessamyn Trame was nominated and approved as a new board member.

Motion to adjourn by Charles, seconded by John with all in favor. Meeting adjourned at 7:35 pm.

July, 2016 Minutes

08/07/2016
Entrada POA Board Meeting
Sahuarita Baptist Church
Meeting called to order at 7:07 by President Joe.
Attendees: Joe Terrible, Beverly Karsch, Eddie Garcia, Jason Cummings. John Averill
Absent: Charles Grier, Volney Morin, Terry VanVorce.
Financial report was presented by Joe Terrible, president. As of 6/1/2016 checking balance was $63,142.66 and reserve balance $9539.51. Balance $72,682.17

There was a grading in June.
A&S is still working on permission for aprons for Kolb and Mann. A&S is concerned about permission from Flood Control. No change
New Business:
Amended CC&R 3.10.1 provides that EPOA has the power and authority to maintain the roads. Colleen is investigating legality and liability of individual adding topical dust abatement. No update
New business: There is a complaint concerning 6849 E Needlebrush Lane. The property is accumulating vehicles, boats, cable reels and miscellaneous concrete debris. This is in violation of CC&Rs 4.1.1 and 4.2.3. Joe will send letter to Colleen. The residents have not been contacted. Update: The residents responded to the complaint and are now in compliance
Motion to adjourn by Beverly, seconded by Jason with all in favor. Meeting adjourned at 7:25 pm.

EPOA Meeting Minutes Feb 2016

02/08/2016
Entrada POA Board Meeting
Sahuarita Baptist Church
Meeting called to order at 7:00 by President Joe.
Attendees: John Averill, Charles Grier, Beverly Karsch, Eddie Garcia, Robert Tappe, Terry Vanvorce, Volney Morin.
Absent:
Minutes were approved as corrected by Volney Morin, seconded by Chuck Grier.
There was a presentation by Klaus Federlin, representing Cactus Patch Groundwork concerning road grading. He is also available to do work for individual property owners. His contact information will be posted under resources. Eddie Garcia moved to discuss Mr. Federlin’s proposal further in a separate meeting. Joe Terrible will email the date and time to the road committee members.
Financial report was presented by Terry VanVorce, EPOA Treasurer. As of 1/31/2016 checking balance was $54,225.67, reserve balance $9539.51. Total assets: $54,355.67. Outgoing total was $5,000 attorney fee for lawsuit.

The board discussed the association’s lawyer sending letters to property owners who are delinquent in paying the association dues. The letter will allow the owners 30 days to contact Vanguard within 30 days to pay dues or set up a payment plan.
Under old business, there was a continued discussion concerning paved aprons on Mann and Kolb. It is unclear if this is county or association responsibility. Terry will ask A&S Paving to contact Pima County for clarification.
Motion to adjourn by Terry, seconded by Beverly with all in favor. Meeting adjourned at 8:15.

EPOA Meeting Minutes for March 2016

3/14/2016
Entrada POA Board Meeting
Sahuarita Baptist Church
Meeting called to order at 7:00 by President Joe.
Attendees: John Averill, Charles Grier, Beverly Karsch, Eddie Garcia, Robert Tappe, Volney Morin.
Absent: Terry VanVorce
Minutes were approved, moved to approve by Volney Morin, seconded by John Averill.
Financial report was presented by Joe Terrible, president. As of 2/29/2016 checking balance was $65,700.01, reserve balance $9539.51. Total in checking: $81,734.91, total assets: $82, 695.42. Income $16,743.00, outgoing $ meeting signs 108.10, mgmt. fees. $600.00

Outgoing total for March grading was $17,346.00.

Old business. The board discussed the sending letters to property owners who are delinquent in paying the association dues. The letter would instruct delinquent residents that owe less than $1000.00 that they will pay $100.00/month until the amount owed is paid in full. Residents that are delinquent $1000.00 or more will pay $200.00/month until the amount owed is paid in full. Residents who fail to contact Vangarde within 30 days to make arrangements to pay the outstanding dues will be referred for the association attorney for collection. Residents who default on the payment plan by missing a monthly payment will be turned over to the association attorney for collection. A motion to approve the above discussion was moved by Volney, seconded by Robert and approved by the board.
Terry was absent, not update on concrete aprons for Kolb and Mann.
New Business: Letter for hire Brown, association attorney for collections. Moved by Volney, seconded by Chuck, approved by board.
A meeting with Joe, Claus from Cactus Patch Groundwork, Phil Bridgford, Volney and John drove the roads. A quote was received from Cactus Patch Groundwork for road grading. Moved by Volney, seconded by Chuck to table the discussion until the March meeting. A separate road committee meeting to evaluated the quote is scheduled for 3/18. The results of the evaluation will be discussed at the March, 2016 meeting.
Eddie and Robert met with Noah from A&S paving to discuss bar ditches and crowns should be maintained. A&S added a berm to the two large washes on Kolb road during the last grading as requested.
Motion to adjourn by Volney, seconded by Chuck with all in favor.

EPOA Meeting Minutes for Jan 2016

01/11/2016
Entrada POA Board Meeting
Sahuarita Baptist Church
Meeting called to order at 7:00 by President Joe.
Attendees: John Averill, Charles Grier, Beverly Karsch, Volney Morin, Robert Tappe, Joe Terrible.
Absent: Eddie Garcia

Minutes were approved as corrected by John Averill, seconded by Chuck Grier. Correction: Annual Meeting vote approved $280 annual dues.

Financial report was presented by Colleen Shull, Vangarde Property Manager. As of 12/31/2915 checking balance was $43,676.16, reserve balance $10,679.51. Total assets: $54,355.67. Outgoing total was $1,140.00. $540.00 for road maintenance and $600.00 for management fees.

The board discussed obtaining dirt to improve road quality by working on crowns and bar ditches. Terry or Joe will discuss getting dirt with Eddie Garcia. Terry to discuss crown and bar ditches with contractors. There was a discussion concerning paved aprons on Mann and Kolb. It is unclear if this is county or association responsibility. Terry will ask A&S Paving to contact Pima County for clarification.
There was discussion about a collection process for delinquent account.

Joe requested a removable sign for each bulletin board that announces the monthly meeting place an time. The board voted and approved the purchase of signs, price not to exceed $300.00.
Motion to adjourn by John, seconded by Volney with all in favor. Meeting adjourned at 8:05.