March 2006 Minutes
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July 2009 Minutes
PAYSON PINES HOA BOARD MEETING
Saturday, March 25, 2006  9:00AM
Payson Public Library, Payson, AZ

Present:  Ed Blair (board member), Glenn Groenke, Don Jones and Karolyn Switzer (temporary board members and secretary); Erich Dornbusch (treasurer).  A total of 44 attendees signed in at the meeting, including board members and officers.

The meeting was called to order by Ed Blair, vice president.  He mentioned the HOA website and that we intend to be putting minutes and meeting agendas on it, although this month’s agenda was not put there (an oversight).  In the future, open board meeting agendas will be posted in draft form as soon as they are decided on rather than waiting for a final version.

Ed announced the new policy of accepting member comments and questions only at the end of the meeting with pink slips available on the tables for members to use to reserve a slot to speak.  Those who do so will be asked to come to the microphone.

He also reiterated the purpose of the open board meetings – to share information with and get feedback from association members, not for member voting.  All votes are by the board only.

Minutes –
The minutes of the January meeting were not read since copies of the minutes were available for attendees.  The minutes were approved 4-0 as written. 

Treasurer’s Report –
Erich Dornbusch presented the treasurer’s report which was approved 4-0 as presented.  Copies of it were also available for attendees. 

Old Business –
1.  The status of the straw poll on pursuing legal action against the property at 2120 N. Cold Springs Pt. for violation of CC&Rs was announced.  At this point, we have 29 signatures FOR pursuing action and 29 signatures AGAINST.  One association member has requested a chronology of the legal action.  We plan to have our attorney at the May meeting and hope he will be able to give more information on the matter.
2.  Open board meetings are now scheduled for Saturday mornings, per members’ requests at the last meeting.  Since the turnout for this meeting is less than for other recent meetings, this appears to not have had the desired effect of more member participation.
3.  It was moved and seconded that the annual dues (which were assessed in January, 2006) will henceforth not be considered late until after March 31. The late date with penalty was previously January 31.  The motion passed 4-0.  This will let us leave the fiscal year at January – December and give members more time to pay their dues.
4.  It was moved and seconded to combine the 6 parcels of common land owned by the HOA for tax valuation purposes.  The total valuation will now be $500 instead of $4206, a substantial savings in taxes.  The motion passed 4-0.

Committee Reports --

1.  Architectural Review Board (by Richard Gable, chair):  Richard stated that the ARB is working on 12 requests at this time, and that they average about 6 requests per month.  He stated the following:
- requests for fences need to have have accurate property lines and the agreement of neighbors.
- any improvements to the inside or outside of the property that affect exterior appearance or structure require ARB approval.
- re-staining, even with the same approved product, requires ARB approval.
- sale of a home will prompt a request from the ARB committee for any outstanding issues.
- all ARB requests become a permanent part of the record of each property.
Copies of new project request forms are available for attendees to pick up.  A member requested that they also be put on the HOA website.  He will do that.
2. Property Committee (by Erich Dornbusch, member):  Erich reported on two projects the committee is currently working on:
- signs at the entrance of the subdivision for which bids have been requested.
- clearing brush and dead trees from a 75-foot strip that connects W. Houston Mesa Rd and the common area.  The committee got bids on having the area cleared professionally vs. costs of trash removal after volunteer cleanup.  It would cost about $300 for trash removal if volunteers did the work.  Three bids for professional clearing were requested – one was bid at $560, one at $750 and the other did not bid.  This stage will be just to clear brush; any further improvements like wheel-chair accessibility will come at a later date.
It was moved and seconded that the board authorize the Property Committee to spend $560 for professional removal from the bid already obtained.  The motion passed 4-0.
3.  Welcoming and Entertainment Committee (Shari Green, member):  Shari reported that:
- committee members delivered flyers for the two activities already planned.  She noted that some association members have requested that flyers not be left in doors.  The committee will take requests on this issue.
- the committee also has a packet for new homeowners, but has been having trouble contacting them.
- a chuckwagon dinner is being planned for June 17, not June 16 as previously announced.

New Business –

1.  Ed Blair read the agenda information about requests that we dissolve the HOA.  It requires a 75% vote of the total membership to dissolve it in the first 30 years of its existence.  It was suggested that getting this level of support for dissolving the HOA is extremely unlikely.  The attorney may be able to clarify questions at the May 20 open board meeting.
2.  The CC&R requirement for a 75% vote of the members to make any amendments can also be clarified by the attorney at the May 20 open board meeting.  [Note – he may also be able to give background on the legal action against the property at 2120 N. Cold Springs Pt.]
3.  Ed Blair proposed that Payson Pines establish a Firewise Board.  A motion was made and seconded to do so.  Ed then further explained the benefits of doing so.  Its purpose would be to educate homeowners on ways to reduce wildfire danger.  In addition, there may be grant money available to help get chaparral cleared from the nearby forest.  He asked for three volunteers to be on this board.  The motion passed 4-0.
4.  Ed Blair announced that the board has decided not to establish a nominating committee for the new board members to be elected at the July annual meeting.  By doing self-nominating, we hope to avoid resentment over who is asked to serve and who is not.  The May 20 open board meeting will be the opportunity for association members to nominate themselves or other members who have agreed to serve.  At that time, they can indicate their vision of how the board should operate.  Their vision statements can also be put on the website.
5.  Glenn Groenke shared information on a rezoning request for a subdivision, possibly to be called Payson Pines III, located south of the McLane retention basin and east of McLane Rd.  The developer originally proposed 60 homes on 13.5 acres; that proposal failed for lack of water.  They are now proposing 35 homes and 2 open tracts on 8.5 acres.  Our Payson Pines subdivision has a 300-ft contiguous border with this proposed subdivision.  He asked for a group consensus to be able to go to a meeting in April as a representative of the Payson Pines HOA.  A signup sheet was passed around for those who wish to sign.

6.  The floor was then opened for any members who wished to address the group on any topic.
Jan Szul of 300 W. Cody Circle requested that we adopt the section of W. Houston Mesa Rd from the Beeline Highway to N. McLane Rd under the town of Payson’s Adopt-a-Street program.  He said it take 30-45 minutes to clean the trash in that stretch.  The program requires that trash pickup be done every 3 months.  We would tell them when we’re doing it and they give us safety vests and bags. When finished, we take the vests back and the town picks up the bagged trash. The town would also put up a sign at each end of that section.  He gave the board the forms required by the town.  The board will act on this request at a future time.
Tom Alexander of 2106 N. Cold Springs Pt. asked which version of the CC&Rs is the correct one.  He said he has received four different versions since moving in.  He is concerned about parking, antennas and satellite dishes, and signs on the street.  He asked if you can park an RV in front of the house for a few days (No).  Richard Gable said the CC&Rs dated 3/24/2000 are the ones in effect and that he would be willing to talk to Tom to clarify any questions.
Bob Romelfanger of 2107 N. Cold Springs Pt. asked the status of the grading in the common area.  Ed Blair suggested that the property committee could find out that information from the town.  An attendee said they understood that a grading crew had refused to do the grading because some homeowners’ landscaping encroached on the area.  Bob Romelfanger and Ed Trapeur volunteered to go to the town and ask the status of the grading.
Ed Trapeur of 2111 N. Cold Springs Pt made several points about our annual dues assessment.  He asked first if the assessment would go down because of the tax savings on the HOA parcels.  Glenn Groenke responded with information on the use of assessments and suggested that a management team would be helpful in managing this kind of thing.  He also noted that we need a financial cushion.  Ed Trapeur then mentioned that he has looked at other local HOAs which all have smaller assessments and stated that our annual fees are excessive.  Ed Blair stated that each assessment is for a fiscal year and that the 2005 assessment was sent in July, 2005 because the HOA was turned over to the homeowners earlier in 2005 and it took a while to get organized.  He gave a short history of the turnover from the developer to the homeowners.  Erich Dornbusch clarified that the late fee is a 1-time fee at 10% of the total assessment, so $12 for this year.  He also mentioned that we need reserves for things not budgeted for, like repairing a stretch of fence behind a retention area.
B.J. Scheidt of 310 W. Houston Mesa Rd. asked where the July general meeting will be held.  She pointed out  that none of the Sawmill Theatre spaces are large enough if even half of the homeowners attend the meeting.  She also mentioned that rent for a meeting space is another expense we have, and that an annual assessment that averages $10 per month is not very much to pay.  Ed Blair asked Don Jones to check for other possible meeting locations – possibly at the casino or one of the local churches.  The motion was made and seconded to appropriate funds adequate for renting a larger auditorium (up to 300 seats).  The motion passed 4-0.  An attendee spoke up suggesting that we send a letter to all members making clear how important it is that they be at the meeting.  Another asked about the use of proxy or absentee ballots.  The attorney may be able to clarify that point as well.
Karyl Blair asked if the Firewise Board would apply for grants (Yes).  Jan Szul commented that the Sheriff’s Department sometimes leases inmates who have been trained in clearing brush. 
Glenn Groenke asked attendees to seriously consider being a HOA board candidate.  We need to have several candidates to choose among.
An informal discussion ensued about the annual assessments.  One attendee commented that our properties increase in value, and yet we complain about an average of $10 per month.  Another asked why the 2005 assessment was not prorated since the homeowners did not control the HOA the entire year.  B.J. Scheidt clarified that there has always been an HOA but that the developer did not collect any fees from homeowners.  We started collecting in 2005 for that entire year.  It was a starting point, and the mailing of assessment letters was late (July) because of confusion in the transfer of the control of the HOA.  If any homeowners did pay prorated fees, it was because they purchased the property during the year.  The prorating was between buyer and seller, not between the HOA and the homeowners.
Sylvia Erickson of 405 W. Christopher Pt. handed in a speaker request form suggesting that we print the website address on all forms and correspondence.

7.  The next open board meeting will be on Saturday, May 20 at 9:00AM at the Payson Library.

8.  The annual meeting was announced for Saturday, July 15 at 9:00 at an location to be announced.

The meeting was adjourned.

Respectfully submitted,
Karolyn Switzer

HOA website address:  PaysonPinesHOA.homestead.com\index.html

May 2006 Minutes
PAYSON PINES HOA BOARD MEETING
Saturday, May 20, 2006   9:00AM
Payson Public Library, Payson, AZ

Present: Ed Blair (board member), Glenn Groenke and Don Jones (temporary board members) and Pam Trapeur (acting for Karolyn Switzer, temporary board member and secretary).  A total of 55 attendees signed in at the meeting, including board members and officers.

The meeting was called to order by Ed Blair, vice president.  Board roll was taken by acting secretary, Pam Trapeur.  Ed reminded the members of the new policy  of accepting comments and questions at the end of the meeting by filling out the pink Speaker’s Request Form.

Minutes
The minutes of the March meeting were not read since copies of the minutes were available for attendees.  The minutes were approved 3-0 as written.

Treasurer’s Report
Erick Dornbusch presented the treasurer’s report which was approved 3-0 as presented. Copies of it were also available for attendees.

Old Business
1.  Ed Blair reminded members of the Firewise Board still needing volunteers.  A comment was made that we don’t have permission from the forestry service to do that. Ed said he would check to see if Payson Pines homeowners could be involved in Firewise.
2.   The Adopt-A-Street subject was addressed that Jan Szul brought up at the March meeting.  (number 6 under Old Business) The board authorized Jan to proceed with the application for Payson Pines trash pickup on W. Houston Mesa Rd from the Beeline Hwy to N. McLane Rd . Jan stated that he has already done pick up on his own which we thank him for.
3.  An attendee asked for volunteers for tree planting.

Committee Reports
1. Property Committee (by Jim McIntyre, chair): Jim would like to remind  pet owners that there is a dog leash law enforced in our neighborhood.  Also, pet owners are responsible to clean up after their pet when walking about the neighborhood.  He noted that Erich Dornbusch and Ed Jones are working hard on the Houston Mesa Rd north of Home Depot as well as in the common area.  A permit for a Payson Pines sign on Houston Mesa Rd needs to be obtained.  Jim mentioned staining the fence on Verde Circle, spraying weeds in the common area, and a water meter needed for the plantings off N. McLane, as future projects.  

[Attorney Michael Harper arrived at 9:15 for an open session.  See addendum for notes on the discussion during this session.]

2. Architectural Review Board (by Richard Gable, chair):   Richard reported that the
Board’s best intentions are to follow the CCR’s  not intentionally selecting which ones they will enforce.
  - Since March there have been 32 actions to requests regarding such things as re-staining houses, fence for garbage cans, landscaping, etc. 
  -  The pet leash law and pet clean-up were discussed earlier.
  -  With fire season upon us, he encourages all homeowners to police weeds if next to common area, dead branches etc and if possible, take care of them or have someone who is able to do so.  
  -   In regard to Mary Leonard’s house, she was told by Jim Scheidt that the product she used would not hold up against this weather.  The ARB does not want litigation but does want to protect our own property.
  -   There are concerns that if there is no HOA in Payson Pines, that some neighbors would junk their places while others do not.

3.  Welcoming and Entertainment Committee (by Shari Green, member): Shari reports that the March 21, 2006 meeting was cancelled as the response to the Forever Plaid Play only had 4 couples who were interested and ended up with 2 couples actually wanting to attend.
-   Upcoming activity is Saturday June 17, 2006.  A chuck wagon dinner in Cottonwood at $32.95 each.  (Less if there are 20 interested)  A clip board was sent around for sign up.  Or, you can call 468-1391 or 468-1715 to make reservations.

New Business
1.  Ed Blair announced his resignation as of May 22, 2006.  It was moved, seconded and approved by the board on a vote of 3 – 0.
2.  We need at least five nominees for new HOA Board members by the Annual Board Meeting   There was a suggestion that it be put on our website.  Blair said if we only have five, the top five will be in.  Jim McIntyre suggested that the election of the board be staggered such that not all Board members are elected at the same time.
3.  There was only one nominee at this meeting -- David Jewett of 2104 Florence Rd.
David’s comments were as follows:
                      •   A vote should be taken to put an end to dissolving HOA
                      •  Delete regulations that don’t match CC&R’s
                      •  Treat all fairly (by laws)
                      •  Address the common area
                      •  Resolve issue with Mary Leonard
                      •  Doesn’t believe in 20% dues increase, believes it is too much
                                                and the last increase was not needed.

The following Questions, Answers, and Comments were directed to the board.
Q:  How many can vote?  
A:   One vote is counted per parcel.
Q:  Will we allow absentee votes for out of town members? When will the nominations close?
A:  No, because we don’t het have enough candidates.  Voting will be at the annual meeting.
     Nominees will be accepted from the floor at the annual meeting.  
Q:   Can we nominate someone else? 
A:  Yes, if we have that person’s permission.  However, it would be nice to know what the
     nominee would propose to do.
Q:  Would the remaining board be up for re-election?
A:   Not resolved
C:  We need more nominations by 15 of June, 2006.
C:  Why not move to vote by July 1st?  This needs a cut off date.
Q:  What if we don’t have enough?
A:  We’ll go with the nominees we have when the vote is called at the annual meeting..

4.  Glenda Roark of 313 W Houston Mesa Rd commented on cars speeding down Houston Mesa Rd and McLane.  Speeds from 40 to 60mph have been observed.  She asks Payson Pines residence to observe the 25 mph speed limit as an example to others who use the road.  She attended a town council meeting and the council voted to look into speed bumps.

Glenn Groenke thanked Ed Blair for work done on the board and for taking over at an awkward time. 

Ed commented on the pink “Speakers Request Form” - Good Idea - and thanked everybody for working with him throughout his time on the board.

A reminder that our next meeting will be the Annual Meeting - Saturday, July 15 at 9 AM, at the United Methodist Church behind Ace Hardware on 414 N. Easy St.

Ed Blair suggested future meetings held at the Payson Library start at 10:15.  He said when he got here today, the person responsible for the key was not available and he had to call to get the building opened up by 9AM.

The meeting was adjourned.

Respectfully submitted,
Pamela Trapeur

HOA website address: PaysonPinesHOA.homestead.com/index.html    

PAYSON PINES HOMEOWNERS 2009 ANNUAL MEETING

Saturday, July 18, 2009 9:00AM
Payson Public Library

Present were Board members Vern Green, Glenn Groenke, Ed Jones, Ben Lindley and Jan Wright, as well as Karolyn Switzer (secretary).  Forty-seven (47) homeowners representing 33 of the 149 units in the subdivision attended the meeting.

Call to Order – Vern Green called the meeting to order.  He pointed out the various handouts and forms on the tables, including those for volunteers, feedback, candidate questions and requests to speak.

Special Thanks and a Plea for Volunteers - Vern thanked the following people for their service on the Board, various committees and as auditor:
-Brenda Bruce, the outgoing editor of the Payson Pines Post newsletter;
-Shari Green, the outgoing chair of the entertainment committee;
-Karolyn Switzer, the outgoing secretary;
-Jim Scheidt, the outgoing chair of the ARB and Bill Cole, an outgoing ARB member;
-Burt Traub, who conducted a thorough and successful audit of the HOA’s 2008 finances;
-The outgoing Board members for their service during the past year.
There is a need for volunteers to work on committees.  You can make a real difference by being on a committee, so please consider volunteering.

CERT Presentation – Pat Iannone made a presentation of the Community Emergency Response Team volunteer organization.  The following information was presented:
-After a major disaster, first responders (fire, police, etc.) are not likely to be adequate to the situation because of the magnitude of the task.
-Untrained volunteers have too often been killed because of their lack of training.
-Governmental bodies need to inform, train and equip citizens as disaster volunteers.
-Historically, CERT started in California which sent a team to Japan to learn about citizen emergency responders.  FEMA has adopted the program nationwide, and it is now part of the Citizens Corp and a part of Homeland Security.
-Training classes are held once a week for 3 hours for a total of 8 weeks.  Classes are usually on Tuesday evenings and include –
oDisaster Preparedness
oDisaster Fire Suppression
oDisaster Medical Operations Part 1
oDisaster Medical Operations Part 2
oLight Search and Rescue
oDisaster Psychology and Team Organization
oTerrorism
oReview and Disaster Simulation Drills
-CERT was started in Payson 5 years ago.  It has 7 instructors, has trained 125 people and has 35 active volunteers.  They work closely with Dr. Bollinger.  It is formally sponsored by the Payson Fire Dept and covers all of northern Gila County.
-Why do we need it?  Payson and the nearby area are susceptible to fires, floods and chemical spills.  For example, a Wal-Mart delivery truck typically has a number of toxic chemicals, which can be a disaster when spilled.
-CERT has expanded to work with all local government agencies.  For example, on July 4 it worked with the Police department on crowd control for the parade and with the Fire department before and during the fireworks.
-Some CERT activities in recent years have been filling sandbags to control floods in the Tonto Basin, first aid and race traffic during Bike Race events, and assisting in various ways during the Willow fire.  They will be working with the Forest Service soon.
-Volunteers can be called out automatically by the Fire department.  Also, each instructor has volunteers assigned and calls them as needed.  Other governmental entities may also initiate the call for CERT volunteers.
-Skills that CERT teaches include how to recognize and respond to disasters, personal safety and preparedness, search and rescue, how to shut off utilities, minor fire fighting, hazardous materials identification, disaster first aid and triage, water purification, documentation and communication, and (most importantly) what NOT to do.
-Payson has only 3 exit routes so it is quite possible that residents may not be able to leave the area in the event of a disaster, making preparedness very important.
-Arizona has annual simulated disaster training.  The Payson CERT organization has sent people some years.
-Each trainee is given an equipment bag and trained to have a 72-hour pack ready for emergency evacuation.

Shari Green shared some of her experiences during the training class and urged as many Payson Pines homeowners as possible to take the training course.

Board Candidates – Those candidates for the 2009-2010 Board of Directors who were present were introduced to the attendees.  The candidates are Mary Jo Dornbusch, Tom Entringer, Lief Erickson, Dave Jewett and Bob Romelfanger.  Vern announced that ballots will be accepted during the meeting until the time for new business and member comments, and that results will be announced at the end of the meeting.

Two homeowner questions were asked of the nominees –
-What ideas do you have to continue the previous Board’s efforts to make our neighborhood a pleasant, friendly, and attractive place to live?
-Several candidates have served previously on the Board and/or committees and have quit when they got mad about something.  What guarantee do we have that you will complete your term if elected?
Some candidates responded and others did not.

As a result of homeowner questions, a discussion was held about the appropriateness of all 5 of the nominees being accepted for the Board.  Some people interpreted the Bylaws to state that the Board should always start at 3 members and be expanded as the Board chose.  Others interpreted them to mean that the number of Board members would stay at the existing number unless the Board took action to change it.  Homeowners who had served on the Board were all of the opinion that 3 members is just not enough if there is any alternative.  The overall consensus was that it was much too late to change this year’s vote, especially since the majority of ballots had already been turned in.

Minutes – The minutes of the 2008 annual meeting were not read because they had been sent to all members in advance of the meeting.  They had also been accepted at a prior Board meeting.

State of the HOA – Vern reported that the HOA is in fine shape and sound financial condition.
-Payson Pines is a very desirable place to live. 
-The common areas are being landscaped and 3 ramadas have been built in the large Common.  Some of these improvements were postponed until this year because of the 2008 expense to replace retention area pumps.
-The Entertainment Committee has provided us with opportunities to become better acquainted and to enjoy some good food.
-He extended a special thanks to homeowners who have worked so hard and given so much time to make our neighborhood such a wonderful place to live.
-The Architectural Review Board works hard to make sure any outside projects are in accordance with the CC&Rs and Rules and Regulations.  They strive to be fair and to treat homeowners equally.  Unfortunately, they also take the heat from some homeowners who do not agree with the decisions that are made.
-Homeowners have the right to disagree with an ARB decision.  They then have the right to appeal to the Board, but they do not have the right to verbally attack members of the ARB or the Board as has happened on several occasions.  Those who do so can and should be fined per the CC&Rs.  Once the Board has ruled on an appeal, the decision is final.
-The Mary Leonard situation has been settled.  Those who have walked or driven by her home have noticed a big difference.  The house now looks like it belongs in Payson Pines
-A number of our neighbors are staining their homes, which is commendable.  Some of the painters brush the stain on and others spray only.  From experience, we have learned that when stain is brushed on, it lasts longer than when it is sprayed on.
-All in all, I believe the Payson Pines HOA is one of the best.  The Board works very hard to make wise decisions, to be fair and make sure all homeowners are treated equally and that the rules of the organization are followed by everyone.

Entertainment Committee Update by Shari Green
-National Night Out is scheduled for Tuesday, August 4 following a related event in Green Valley Park on Saturday, August 1.  It is a time for small neighborhood groups like single streets to get outside and meet each other.  We need someone on each street to act as coordinator for whatever kind of activity the residents of the street want.
-The 2009 annual picnic is tonight, 7/18 (when we hoped to attract the hordes of part-timers who came up for this meeting).  Because the first ramada is still too hot at 5 pm, the location is being moved to Vern and Shari Green’s house at 2105 N. Cold Springs Pt.  Bob and Joyce Romelfanger at 2107 N. Cold Springs Pt. have also offered their back yard.
-Shari also passed around a signup sheet for CERT training and again urged homeowners to take advantage of this opportunity.

ARB Committee Update by Vern Green (since there currently are no committee members) –
-He noted that a number of project request forms (PRFs) have been submitted and completed as well as others that are still pending.  He did not have the current numbers of submitted, approved, rejected and pending PRFs.
-Since the ARB no longer has any members, the new Board will appoint new ones.

Property Committee Update by Ed Jones –
-He thanked the following people:
oErich Dornbusch for early work on fences, boulders and tree planting.
oBen Lindley, Mike Fisher and Bob Romelfanger for doing the bulk of the construction of the three ramada; and also to Dave Jewett for staining them.
-Preston Boyle has cleaned the weeds in the retention areas and along Houston Mesa Rd, and has removed two trees from behind Ed Blair’s property.
-The Board approved the purchase of a table with four attached benches for the ramada near the Ash Creek Ct. entrance.  It has been ordered.  The benches in that ramada will be moved to the third ramada on the west side of the Common.
-The Board has also approved $1000 for construction of a path connecting the three ramadas and the two entry points (Ash Creek Ct. and the short trail from Houston Mesa Rd.).  We will need two more bridges over the swales; we already have one provided earlier by Bob Romelfanger.
-Many of the new Board members have had involvement in property projects.  We expect their ongoing support for future improvements.

Firewise Board Update by Mike Fisher –
-The fire outlook for July, 2009 is below normal for the higher elevations in the eastern half of Arizona.  This includes Payson.
-Statewide, there have been 990 fires that burned 74,789 acres in 2009.
-The historical averages for Arizona are 3275 fires annually burning 179,168 acres.
o84% of the fires have been caused by humans, accounting for 87% of the burned acreage.
oOur Firewise signs have been mounted at the two entrances to our community.  Ben Lindley helped to place the posts and mount the signs.
-Keep up the good work on yard maintenance.  Keep gutters and roofs free of pine needles, pine cones and leaf litter.  Keep tree limbs trimmed to about 5 feet above the ground.  Keep yards free of pine needles.
-Keep track of the hours spent doing the work and submit them, along with information on any cash outlays, to Mike before he has to submit them for our annual Firewise renewal at the end of the year.
-He was not able to get a free dumpster from the county for easy disposal of trimmings.
-We can include today’s CERT presentation as part of our Firewise renewal requirements.

Treasurer’s Report by Vern Green --
-Two annual assessments are outstanding and are well understood.
-Referring to the financial statement, he noted that our actual income is somewhat lower than budgeted and is because of the economy (which has resulted in fewer sales of homes and lower interest rates).
-Kristin Mosier has agreed to become the new Treasurer and has been approved by the Board.  Turning over documents to her has been delayed due to Vern working with Burt Traub answering questions related to the 2008 audit.  They are now ready to turn over.
-In response to a question about the $7,139.05 income from and the $3000 expense for the Mary Leonard settlement, he reviewed the steps that led to this resolution.  In short, once we filed a claim against her in Superior Court for the fines and our attorney fees, her attorneys became willing to negotiate.  The result was that they paid the HOA the entire sum of fines and legal fees and in return we agreed to use the fines portion of that amount to defray some of the costs of repairing the finish on the house siding.

New Business and Comments from Members –

Erich Dornbusch spoke about the dangers of having star thistle, an invasive weed, on our properties.  We need to be on the alert for it.  Other attendees offered descriptions of the weed and reported that not all the thistles we see are this kind.

Glenn Groenke asked that people look at the trees on their properties for pinholes with sap oozing and small piles of sawdust below – signs of bark beetle infestation.  A tree may or may not be saved by treatment, but it’s worth trying.  You can purchase an insecticide (Plant Fair carries it), drizzle some around the tree according to directions, and water it into the ground.

Vern Green reiterated that we have some problems with dog droppings along our sidewalks and in our common areas.  He noted that a Town of Payson ordinance requires all dogs to be on a leash, and that letting them run loose anywhere, including the Common, may incur a fine.

Sandi Fisher reported that the HOA website has been getting about 70 hits each month.  It has a For Sale section and a Featured Recipe section.  We can put anything of general interest and benefit on the website.  Contact her as listed on the website if you have contributions or suggestions.  She also mentioned that they will soon become part-time residents.  If she can perform updates from the Valley, she will be happy to continue as webmaster; if not, she will need to resign.  See the website address below.

New HOA Board Members – The final tally of the 69 ballots received for the Board election was announced.  The new Board members are:  Mary Jo Dornbusch, Tom Entringer, Lief Erickson, Dave Jewett and Bob Romelfanger.

Since no one had further business, Vern Green adjourned the meeting.

Respectfully submitted,


Karolyn Switzer
Secretary

HOA website address: PaysonPinesHOA.homestead.com

PAYSON PINES HOMEOWNERS 2nd ANNUAL MEETING
Saturday, July 15, 2006  9:00AM
Payson United Methodist Church

Present were Erich Dornbusch (treasurer), Glenn Groenke (temporary Board member), Don Jones (temporary Board member), Karolyn Switzer (temporary Board member and secretary) and 94 members representing 63 of the 149 units in the subdivision

Don Jones called the meeting to order.

Minutes
The minutes of the 2005 annual meeting were not read because they had been sent to all members in advance of the meeting.  They were accepted without correction.

Treasurer’s Report
Erich Dornbusch gave the treasurer’s report with several explanations of items on the January – June, 2006 financial statement.  That financial statement and a copy of the 2006 budget were available for all attendees for reference.  It was moved and seconded to approve the treasurer’s report.  That motion was approved unanimously by voice vote.

Committee Reports
Architectural Review Board (Richard Gable): 
-He asked members to see Section 5.6 of the Bylaws for ARB duties (which are to assist homeowners in compliance with the CC&Rs).
-Since May 20, eight (8) letters have been sent to homeowners for violations of rules; seven (7) Project Request Forms have been received.
-Payson Pines is a very desirable area.  Some homeowners have been making exterior changes without ARB approval, which is not allowed.
-Homeowners need an approved Project Request Form (PRF) in advance for all changes visible on the outside.  The ARB can require removal of changes if they are not approved.  The PRF also gives the ARB a record of all changes to a property (required by the title company when a home is sold) to be sure there are no violations.  A PRF is needed even for required and obvious changes like re-staining the exterior so there is a record of all improvements.
-Changes like trimming dead branches do not require a PRF.
-The ARB members consider that they are providing a valuable service to the homeowners.

Property Committee (Jim McIntyre):
-The committee would appreciate as much feedback from members as possible on what they would like to see done with Association properties.
-The committee needs more members;  please consider being on the committee.
-The following improvements to HOA property have been made in the past year –
a)Fences and plants on the McLane retention area and a meter for watering.
b)Plants on the Verde Circle retention area.
c)Spraying of weeds in the large common area.
d)Signs at the entrances to Payson Pines are in the process of being installed.
e)Water access is being arranged for future plantings in the large common area.
f)Houston Mesa Rd. between the Beeline Hwy and McLane has been adopted.
g)The large common area has been graded to drain properly and turned over to the HOA for development.

Entertainment Committee (Shari Green):
-The Western Extravaganza in Cottonwood scheduled for June 17 was cancelled due to lack of interest by members.
-A potluck dinner is being planned for Saturday, September 23 at 6:00 PM to be held in the common area.  There is a sign-up sheet in the back of the room.  Check the website for follow-up details since many members have requested that no more flyers be left on doors.
-Welcome to new members of the HOA.

State of the Association (Glenn Groenke)
We need to associate with one another harmoniously.  One source of misunderstandings and animosity has been the “mythical” $10,000 for development of the common area.  A Mr. Hill, an officer in the first of three developers, decided not to develop the common area.  A Mr. Dody, an officer in the second developer, printed maps of a proposed development plan for the common area.  At some point, Mr. Hill offered $10,000 to develop the area.  Mr. McIntyre, the third developer, had no commitment to develop the common area.  However, the City of Payson required that the area be graded for proper drainage before it would grant an occupancy permit for the last home built.

We all live with contracts.  We agree to live by social contracts such as respecting others’ rights.  We also have legal contracts that we make.  When we purchased our homes, we signed a set of CC&Rs.  As long as the developer of the subdivision owned lots, each of those lots had 20 votes in the HOA as compared to 1 vote for each homeowner.  Thus, the developer could unilaterally change the CC&Rs as long as he owned a substantial number of lots.  Page 2 of the 2000 version of the CC&Rs states that it replaces all previous documents (listing versions from 1997 and several in 1998).  The version recorded on March 24, 2000 is the only legal version at this point.

Bylaws and the Rules and Regulations were constructed by the Board as directed by the CC&Rs.  Please read all of them.  If they’re not clear, get the assistance of an attorney; some of them are not easy to read.  We are all, the Board included, are required to abide by them.  In some cases, the Board is required to take specific actions.

There have been very recent developments in getting water to the large common area.  We have a good well which would need about $3200 to make usable.  It would also need electricity which could be obtained from boxes on Houston Mesa Rd. or Ash Creek. Ct., or from a generator.  The ground in the Houston Mesa Rd. area has many electrical cables already and they serve a large section of the subdivision, so that route is not viable.  The distance from the Ash Creek Ct. electrical box is long and would cost about $12,000 - $15,000 to develop.  A generator would require several auxiliary items to be workable, namely a tank (gravity flow from the top of the hill, or a pressure tank at the bottom of the hill) and a structure to prevent vandalism of the generator and tank, which would also become costly.  In talking with Buzz Walker at the Payson Water Dept, an agreement has been reached for the Town of Payson to provide a water meter in the large common area (on which the HOA will pay monthly water fees) and in return the HOA will permit the Town to use our well to monitor water levels.  Thus we are saved the well and electricity development costs or the cost of installing a water meter; we need only pay a monthly water fee.

Please fill out the suggestion form for development of the large common area.  We are also open to accepting donations of trees or other items, as well as labor (both for initial development and for ongoing maintenance).  One tree has already been donated as a memorial for a child.

Several members have not paid their 2006 dues, some the full amount and some only the late fee.  [He read a list of those members.]

Election of New HOA Board Members
The six nominees each introduced themselves and spoke briefly on their intentions and qualifications:
Roy Agrusa – He would like to help make the HOA a good one.  He has negotiating experience from his work as an electrical contractor from which he is now retired.
Vern Green – It is important to have a Board where the CC&Rs are followed and all are treated fairly.  He has 33 years experience as an accountant and would monitor responsible use of funds and reserves.
Glenn Groenke – He is a professor emeritus as an administrator and a professor and has handled millions of dollars in funds.  He hopes to give some continuity to the Board.  He wants our largest investments to be well cared for.
David Jewett – He doesn’t agree with some things the Board has been doing.  He wants to do a good job for the HOA.  He has lived in Payson Pines since June, 1999.
Edward Jones  - He wants to help maintain the HOA and property values and to improve the common area.  He has worked on the Property Committee.  He is a CPA and business consultant and would monitor use of funds.
Bob Romelfanger – He wants to help the HOA and preserve our community which is one of the best in the area in our price range.  He is currently on the ARB.

Don Jones asked for any nominations from the floor.  There were none, and nominations were closed.

Dave Jewett stated that the vote for the 2006-2007 Board (which was about to be done) is illegal because Arizona law requires that absentee ballots be sent, and that was not done.  It was noted that at the time of the mailing announcing the meeting, only one person had nominated himself for the Board, so an absentee ballot would have been unnecessary.  A discussion followed on how to handle the situation – whether to go ahead and vote today, or to mail absentee ballots.

Donald Paugh moved that the Board mail absentee ballots as soon as practical, that the current Board remain in place until the absentee balloting has been completed, and that members who wish to turn in their ballot at this meeting be allowed to do so.  The motion was seconded and carried unanimously.  The secretary was directed to send the ballots.

Proposed Amendment to CC&R Section 12.9
Glenn Groenke reported that a total of 99 ballots were returned (of the 149 mailed).  79 of those voted to accept the amendment and 20 voted to reject it.  Since 75% acceptance of the amendment (112 of the 149 properties, or 112 properties) was required for passage and only 53% acceptance was received, the proposed amendment failed.  If anyone wants to look over the returned ballots and the counts, they can contact Glenn.

Voices of the Homeowners
Erich Dornbusch – The signs at the entrances to Payson Pines required 3 months to get the necessary permits from the Town of Payson.  Workmen are installing the rock slabs today with the lettering to be added.  Houston Mesa Rd. is very restricted on space, so the location is not ideal, but it has been done as well as can be done.  McLane Rd has no space restrictions, and looks better.
Glenda Roark – Thanks to the Property Committee for all their hard work.  She will donate a tree.  She requests a 10% cap on annual dues increases.
BJ Scheidt – Thanks to the Property Committee.  She is concerned about cats running free.  She will be putting out cages and turning any cats caught in them over to the Humane Society.  [Payson’s problem with feral cats was also mentioned.]
Cynthia Diaz – It is not appropriate to read the names of people in arrears on their dues.
Chuck Crowe – We need a buddy system to help get information to out-of-town owners and to urge them to respond to mailings and attend meetings.

Don Jones adjourned the meeting.

Respectfully submitted,

Karolyn Switzer
Secretary
July 2006 Meeting
Payson Pines Homeowners Association, Inc.
Payson, AZ
Payson Pines HOA Executive Board Meeting
2105 N. Cold Spring Point
Saturday November 21, 2008, 10:00 am

Present:  Vern Green, Ed Jones, Glenn Groenke

Meeting was called to order by Vern Green, President
 
The Treasurers Report was reviewed.  Also a spreadsheet detailing the Property   Committee Expenses was discussed.

Vern reported that Jim Sheidt has been appointed Chairman of the ARB.  It is not yet known if he has chosen anyone to be on his committee.

Ed reported for the Property Committee.  The second Ramada has been completed and stained.  They hope to get the three benches in Vern’s garage assembled and anchored in the new Ramada in the next couple of days.  Ed showed us a letter from a Homeowner objecting to a larger Ramada being built on the South side of the common area.  The Board will take it under consideration.

Vern reported for the Entertainment Committee.  The committee is considering canceling the Tree Lighting in mid December because of the lack of Committee Members.  After some discussion it was agreed that canceling it would be the proper thing to do because of the lack of volunteers.

Sylvia and Leif Erickson have resigned from the HOA Board.  Replacements were discussed and it was agreed that we should ask Ben Lindley and Bob Romelfanger, the two with the next highest vote count to be on the Board.  Ed will talk to both of them to see if they will be willing to serve on the Board.

It was decided to hold off on the 2009 Budget discussion until Bob De Jong returns.

A discussion was made on a note from a Homeowner suggesting that we use some of the money earmarked for the Common Area to arrange for a chipper to chip the slash piles in the forest.  It was agreed that we should write them a letter explaining that a Forest Expert has informed us that the piles are two dry and brittle to chip and that the cost to chip all of the slash piles would be prohibitive.  Only chipping part of them would not solve the problem of smoke when the Forest Service burns them.

The next HOA Board Meeting has been scheduled for Thursday Dec. 18th at 6:00 pm.

The meeting was adjourned at 11:00 am

Respectfully,
Vern Green 
PAYSON PINES HOA BOARD MEETING
Saturday, January 20, 2007   10:00AM
Payson Public Library, Payson, AZ

Present: Ed Jones (chairman), Roy Agrusa, Glenn Groenke, Bob Romelfanger, and Vern Green (board members), as well as Erich Dornbusch (treasurer) and Karolyn Switzer, (secretary).  A total of 21 attendees signed in at the meeting, including board members and officers.

The meeting was called to order by Ed Jones.  He expressed appreciation to all who have worked on the common area, especially to Erich Dornbusch who has done the most work.  In addition, Bob Romelfanger and Erich Dornbusch burned the weeds raked so far and Bob had two drainage trenches dug.  More volunteer days are planned when the weather improves.  Meanwhile, the property committee will be preparing a planting plan and control valves will be installed for future water lines.

Minutes
The minutes of the October open meeting were not read or approved since the Board had done that at an earlier executive meeting.  All members had received a copy in an October mailing.

Common Area Name Selection
Ed presented a list of names that had been suggested by homeowners for the HOA’s large central open area.  An initial vote resulted in a tie between two of the suggestions.  Each attendee spoke on why they preferred one name over another and another vote was taken.  On the second vote, the name “Payson Pines Common” was chosen by a vote of 16 – 5.

Committee Reports
1. Architectural Review Board (by Richard Gable, chair): 
- A total of 15 actions have been taken since the last open Board meeting report – 10 project requests and 5 violations.
- Homeowners should be advised that in the event of a violation the ARB sends a warning letter and (if necessary) followup letters assessing any fines.  After a fine has been assessed, the Board is responsible for handling any appeals.  In the case of an appeal, the ARB will consider it and make a recommendation to the Board, but is not empowered to rescind the fine.  The ARB can answer questions and explain policies, but any decisions are by the Board.  Jim Scheidt noted that the schedule of fines states that appeals are to be made to the Board.
- A discussion ensued on how to send letters assessing fines.  Since first class mail is assumed by courts to have been delivered, it is an adequate method of delivery.
- Richard noted that the ARB needs contact information for renters, and was referred to a later agenda item.

2. Property Committee (by Erich Dornbusch, chair):
- The committee has dug trenches for drainage swales in Payson Pines Common, has planted trees and shrubs along the N. Verde Circle retention area fence, and has planted shrubs at the Ash Creek Court entrance to the Common.
- We will need volunteers when we lay the irrigation lines and put irrigation on plantings.  Also, more raking and trash removal is needed, with a volunteer day to be scheduled, possibly for February.
- Ed mentioned Erich’s nursery area near the Ash Creek Court entrance to the Common.  Plants currently planted there will be transplanted to permanent locations when the planting plans are made and water is available.
- Bob noted that the new drainage swales worked well in the recent small rain.

Treasurer’s Report
Erick Dornbusch reviewed the financial handouts and noted that we currently have a cash balance of $651.00 and our required reserve of $10,000.00.  Also, all but 15 of the 2007 annual dues have been paid.

Jan Szul asked how the reserve will be handled as we accumulate more money.  Erich said we probably will not increase it due to continuing landscaping costs over the next few years.  Both Ed and Glenn suggested that we think about changing the reserve only after all landscaping is complete.  Jim Scheidt said that when the HOA was initially being formed, our attorney recommended $10,000.00 as a reasonable fund to have available for potential law suit expenses.

HOA Liability Coverage
Ed reported that we have recently increased our liability coverage from $1,000,000.00 to $3,000.000.00.  The cost increased from approximately $1200.00/year to approximately $1700.00/year.  This step was taken because of concern after the recent heavy rains that our retention areas might be a hazard and possibly subject us to a liability lawsuit.

Renter Requirements
Ed reviewed a new section to the Rules and Regulations requiring owners who rent their properties to file with us a form signed by both owner and tenant stating that both have copies of HOA documents and that all requirements will be complied with.  Jim Scheidt had some suggestions on the details of the section.  He will work on the legal wording and section numbering and will submit that version to the Board for approval.  B.J. Scheidt mentioned that some rental agencies ask for copies of our documents.

CC&R Amendment
We will attempt again to amend the CC&Rs to require 51% (not 75%) of homeowners to approve any future amendments.  B.J. Scheidt asked if it will be sent in a mailing by itself.  Yes, it will.  Richard asked that we make it very clear that 51% of the 149 properties must approve a change, not 51% of those voting.  Someone asked if a missing ballot could be counted as approval.  No, Arizona law states that a missing ballot is not counted as either a Yes or a No.

Glenn suggested that our next mailing could alert people to the upcoming ballot.  Roy suggested that we organize telephone calls to homeowners who do not return their ballots promptly.  Mary Jo noted that we have a Communications Committee that might be able to do the calling.

Mogollon Ridge Proposed Development
Lucy Groenke presented information and concerns about the proposed development of 89 homes on the property west of Home Depot, south of Houston Mesa Rd. and some Payson Pines homes and east of McLane Rd.  She displayed a site plan of the proposed development and referred to it in the presentation and discussion.

The process for citizen participation has taken place in four meetings to date.  Payson Pines attendees expressed concerns about 1) the density of the original proposal, 2) water drainage and its effect on low-lying areas nearby, 3) the availability of water, and 4) additional traffic on McLane Rd. and Houston Mesa Rd.  There was also some concern about possible rentals because some of the units (4?) are to be “affordable” (but still selling for a little over $200,000.00).  The responses to those concerns were:
-Density – At the 1st and 2nd meetings, the proposal was for 130 units.  By the 3rd and 4th meetings, the proposal had been reduced to 89 units.  This is on 12.36 acres, an area about 3 times the size of the Payson Pines Common.
-Drainage – The town is proposing to install large (24”- and 36”-diameter pipes) to take drainage water away from adjacent low-lying areas.  The cost of this will be $2,000,000.00 and it is unclear when it could be funded.
-Traffic – The town proposes to add speed signs and traffic humps to slow traffic.  A McLane Rd. improvement project is planned, but it will cost in the neighborhood of $50,000,000.00 and will not happen soon.
-Rentals – No response was given.

Lucy stated that the developers’ official handout badly misrepresented the tone of the meetings, and made them sound like few people had any objections.  She said this was definitely not the case.  She then passed out a petition stating that the signers are “interested parties” (as distinct from homeowners within 150 feet of the proposed development) and have concerns about the development.  Attendees who wished to do so signed the petitions.

Jim Scheidt responded with additional information:
-The area behind Home Depot is zoned for high density housing.  The density of this proposed development matches the Town of Payson General Plan.
-A retention basin in the proposed development has been enlarged to handle more drainage water.  Also the drainage on Corral St. is being corrected, and the Payson Ranchos homeowners are pleased with the drainage plans.
-McLane Rd. is scheduled as #2 on the Town of Payson road improvement list.
-The developer plans to bury the existing overhead power lines.

The Payson Town Council’s first hearing on the Mogollon Ridge development is scheduled for February 15, 2007 at 5:30 pm.  Payson Pines homeowners are urged to attend and make their concerns public.

Member Open Comments
There were no further member comments.

The meeting was adjourned.

Respectfully submitted,

Karolyn Switzer

HOA website address: PaysonPinesHOA.homestead.com/index.html        

January 2007 Meeting
PAYSON PINES HOA BOARD MEETING
Saturday, April 21, 2007   10:00AM
Payson Public Library, Payson, AZ

Present: Ed Jones (chairman), Glenn Groenke, Bob Romelfanger, and Vern Green (board members), as well as Erich Dornbusch (treasurer) and Karolyn Switzer, (secretary).  Absent: Roy Agrusa.  A total of 25 attendees signed in at the meeting, including board members and officers.

The meeting was called to order by Ed Jones. 

Report on Recent CC&R Amendment Ballot

Ed reported on the results of the recent absentee ballot to change Article XII, Section 12.9 of the CC&Rs to require over 50% (not the current 75%) of homeowners’ approval to amend the CC&Rs.  A total of 131 ballots were returned (87.% percent of homeowners) with 101 (67.8%) in favor of the change, 30 (20.1%) against, and 18 (12.1%) not returned.  Since 112 in favor of the change was required to pass, the change did NOT pass. 

Payson Pines as a Firewise Community

Mike Fisher had arranged for a guest speaker, Lee Ann Beery of the Arizona State Land Department, Fire Management Division.  Marty Demaci, the Payson fire chief, also attended.  Lee Ann spoke briefly, telling the group about her professional experience, then showed a 16-minute video on wildfire and nation-wide Firewise Communities.  She then handed out information about the Firewise program and a list of the steps to becoming a Firewise community.  Lee Ann and Marty then answered questions:

Q:  Is Payson’s proposed trail and fuel break to our advantage?  A:  Possibly both – building a fuel break is good; additional human presence in the forest may be good or bad.

Q:  Payson requires permission to remove trees on private property.  Will potential fire danger affect that permission.  A:  The requirement applies only to native trees, and fire danger would be a consideration.  [Mary Jo noted that the ARB needs a project request form for their records.]

Q:  Who can we contact about dead trees in the forest?  A:  We should contact the Forest Service (FS) office.  Having a Firewise Community plan will help because it will indicate our willingness to deal with fire hazards on “our side of the fence” as well as asking the FS to take care of theirs.

Q:  How can we facilitate FS action?  A:  The FS will work with us in the effort to become a Firewise Community.

Q:  Is there still a group that will cut down dead trees at low cost?  A:  There is a group called the Regional Payson Area Project, but it no longer has funding.  We can apply for grants for individual projects, but the prospects are slim of receiving any.

Q:  Would homeowner use of fire extinguishers be helpful?  Would training be available?  A:  Yes.  The fire department can conduct a demo and/or training course for interested people.

Mike Fisher wrapped up this segment with information on his experience in fire management and a request that the Board take the necessary action to proceed with making Payson Pines a Firewise Community, including his willingness to serve in this effort.
Committee Reports

1. Architectural Review Board (by Mary Jo Dornbusch, member): 

- The ARB has received over 100 project request forms this year and has denied only 6.  Those 6 were because of outdoor lighting and 1 for a very large front patio.  The ARB was able to work with the homeowners involved to find alternate solutions.  She noted that working on the ARB has been very pleasant the past 2 years after a less pleasant start.

- On the earlier subject of removing trees, the Rules and Regulations state that “none should be removed”.  She asked that the Board consider changing that rule to require homeowners to apply to the ARB for tree removals, and then to work with the city.  It is OK to get a danger assessment before submitting the request to the ARB.

- It was noted that in the past, homeowners have had no trouble getting permission from the FS to do fire protection clearing of forest areas adjoining their homes.

- Mary Jo mentioned that weeds are growing and need to be pulled.  Bushes also need trimming.

2. Property Committee (by Karolyn Switzer, chair):

- We have had two work days during which we planted a total of 43 trees.  After an evening work time, several others provided a dinner for the volunteers.

- The irrigation lines have been installed by paid laborers and all three zones have been operated manually.  The programming of the timers will be done in the next few days.

- We have sites dug out for 10’x10’ concrete pads for three 8’x8’ shelters.  We have arranged for paid labor to construct the concrete forms and pour the concrete.  Connecting hardware will be embedded in the concrete ready for volunteers to build the shelters.

- We have roughly formed three planting berms which will be eventually planted with various smaller shrubs and plants.  In addition, a single large black pine is proposed for the largest berm. The irrigation lines have been run to the berms and are ready to be attached to.

- The map of Payson Pines Common prepared by Sandi Fisher was passed around and will be added to the display kiosk on Houston Mesa Rd.

- We will be spraying the weeds growing in the drainage area leading from the Common to Christopher Pt.

- We are currently proposing that the shelters each be provided with a pair of benches with backs (either metal or metal and wood, with consideration of the maintenance required).  We are also thinking of eventually putting stone or concrete benches among the tree groupings.

-  Thank you to the volunteers, both workers and cooks, and to those who have donated or promised money for the Common.

Barb and Ben Lindley presented a memo to the Property committee asking that no large trees be planted on the high area at the south end of the Common.  Such planting would block the views of the Mogollon Rim of homeowners in that area.  Karolyn replied that the committee plans to plant low-growing water-wise plants in that area, as requested in their memo.

Ed Jones added that the committee has also planted 12 shrubs at the Ash Creek Ct. entrance to the Common, 26 trees and shrubs in the N. Verde Circle area, and 12 trees and shrubs in the McLane Rd. area.  It has also erected two lighted signs – on Houston Mesa Rd. and McLane Rd. and will be purchasing large boulders for the Common.

3. Welcoming and Entertainment Committee (by Brenda Bruce, member):

-  The committee hands out packets to all new homeowners.

-  The annual potluck picnic will be held at 2pm on Saturday, June 9 in the Common with barbequing of hamburgers and hot dogs.  More information will be in the newsletter.

Treasurer’s Report

Erick Dornbusch noted that the treasurer’s report will be mailed with the upcoming newsletter.

Instead of a detailed treasurer’s report, Erich observed National Volunteer Week by recognizing the many Payson Pines volunteers:  Bob deJong (asst. treasurer), B.J. Scheidt (records), Gayle Goodwin (website), Brenda Bruce (newsletter), all Common work day volunteers, those doing Houston Mesa Rd. trash pickup, helpers in spreading gravel at the signs, the ARB committee, the Property committee, the Welcoming and Entertainment committee, the Board of Directors, and the officers (secretary and treasurer).

An attendee asked that Erich repeat this presentation at the annual meeting in July.

Mary Leonard House Issue

Ed reported that the ARB has sent four official notices of non-compliance and have assessed fines totaling $200.00 so far.  Fines will continue to accrue at the rate of $50.00 every 10 days until the matter is resolved.  The ARB and Board have told her that she must first fill out a project request form and then restore her house to the original stain finish.  Her attorney and ours are now communicating and we will know more later.

Annual Board of Directors Election

The annual election of the Board will be held at the annual meeting in July.  All members are urged to consider running for a position on the Board.  Those interested should contact Karolyn Switzer by phone (928-474-1045) or by email (karolyn@alum.mit.edu).  [Note from Karolyn: Evening calls or emails are preferred.  Phone calls during the day interrupt my work day.]

New Business

Ed announced that Gayle Goodwin will be resigning as webmaster for the Payson Pines HOA website and asked that everyone consider volunteering for the position.  Karolyn noted that she has a letter from Gayle with more information on the job.

Glenn Groenke asked about the possibility of making the McLane Rd. water basin one that permanently holds water instead of being drained after rain.  He noted that it could be either an enhancement or a liability and expense, and that other such basins in town are not fenced.  Some attendees expressed concern about the possibility of someone drowning in the water, and others about the danger of mosquitoes breeding there.  Glenn mentioned how effective mosquito pellets were last year at keeping mosquitoes from breeding there.  A discussion was also held on the timing of pumping water out after a rain.  Those currently doing it are waiting for water downstream to drain away before adding more to it (to help avoid flooding in those areas).  It was suggested that we need not be concerned with the downstream effects since we would be doing exactly what the town engineers told us to do.  Erich noted that the town engineer tells us to pump and the mayor says to not drain water basins – whose direction do we follow?  The general consensus after the discussion was that the current pumping practices are fine until further notice.

Glenn Groenke suggested that we might be able to get the Houston Mesa Rd. and Florence Rd. intersection made into a 3-way stop if we circulate a petition among homeowners.  Some cars are going very fast through that section of Houston Mesa Rd, and he has been told by the town that safety concerns might allow a 3-way stop sign even though traffic volume does not warrant it.  He suggested a petition something like:  “We the undersigned homeowners of the Payson Pines HOA request the Town of Payson Council to install two stop signs on West Houston Mesa Rd. at the intersection with Florence Rd.”

Barb Lindley announced that tomorrow (April 22) is Earth Day and reminded us to pay attention to town water restrictions.  She also asked us to all remember that we live in an arid area where water is our most precious resource, and that we need to conserve water.

Member Open Comments

Erich Dornbusch read a clipping from the Friday, April 20 Payson Roundup stating that the town will notify homeowners within 300 feet of proposed trail routes and will give them an opportunity for comments and questions.

Ed Blair held up a Payson Pines shirt and offered it to the HOA, possibly for use as a prize.  Brenda Bruce suggested that it might be used as a door prize at the annual picnic.

2007 Annual Meeting

Ed announced that we have applied for use the Payson Methodist Church for Saturday, July 21, with alternate dates of July 14 and July 28.  We expect to have an answer as soon as the church board has met and considered the request.  The final date and other details will be announced in the quarterly newsletter which will be sent soon to all homeowners.

The meeting was adjourned.

Respectfully submitted,


Karolyn Switzer

HOA website address: PaysonPinesHOA.homestead.com/index.html        




PAYSON PINES HOMEOWNERS 3rd ANNUAL MEETING

Saturday, July 14, 2007  9:00AM
Payson United Methodist Church

Present were Board members Roy Agrusa, Vern Green, Glenn Groenke, Ed Jones and Bob Romelfanger, as well as Karolyn Switzer (secretary), and Erich Dornbusch (treasurer).  Forty-eight homeowners representing 33 of the 149 units in the subdivision attended the meeting.

Call to Order – Ed Jones called the meeting to order and announced that anyone who had not already voted for the 2007-2008 Board would be able to submit a ballot at the meeting after the candidates had introduced themselves.

Board Candidates – The seven candidates for membership on the Board of Directors for the 2007-2008 year introduced themselves and gave their reasons for wanting to serve as a Board member.  The candidates are Frank Andruski, Erich Dornbusch, Sylvia Erickson, Vern S. Green, Edward N. Jones, Carol McNulty, and Bob Romelfanger.

Minutes – The minutes of the 2006 annual meeting were not read because they had been sent to all members in advance of the meeting.  They had been accepted at a prior Board meeting.

ARB Committee Update by Richard Gable – Richard reported that he has chaired the ARB for 20 months. 
-In the past 12 months, they have processed 122 Project Request Forms (PRFs) and other issues.  All but a handful of the PRFs were approved as submitted. 
-The job of the ARB is to enforce the CC&Rs and the Rules & Regulations on all aspects of the exterior appearance of each home and parcel. 
-We have a good HOA and we want to keep it that way. 
-He reminded the attendees that we need to keep trees and shrubs trimmed to reduce fire hazard, and that each such change to the property requires a PRF.  Do submit a PRF for each change; if a change is not acceptable, the ARB can require the homeowner to return the property to its original form. 
-He mentioned that title companies require information on changes and outstanding issues with each home sale and that submitting PRFs can make it easier to sell a home.

One homeowner asked about removal of a dead tree from their property.  Richard replied that it would be a good idea to submit a PRF to be part of that property’s file.  He also assured them that the ARB would not prevent removal of a dead tree in any case.

Property Committee Update by Karolyn Switzer – Karolyn reported on all improvements made to HOA property, not only those made in the past year. 
-In the two retention basins, we have planted trees and put them on irrigation systems, added decorative fences and added gravel. 
-At our entrances on Houston Mesa Rd. and McLane Rd., we have erected stone and metal signs, lighted them with solar spotlights and added gravel to the areas. 
-Those changes were largely made prior to the past year.

In the Payson Pines Common, we  had a water tap installed prior to the past year (in exchange for the Town of Payson’s use of our well).  This year we have:
-planted 48 trees and put them on a drip irrigation system;
-built two large berms and started on a smaller third berm;
-dug drainage swales and added riprap to part of them;
-purchased large decorative boulders and placed them near various groups of trees and the berms;
-installed three cement pads for future shelters;
-added signs at the 2 main entrances indicating that the Common is for the use of Payson Pines residents and their guests.
Future plans for the Common (which are delayed due to a shortage of funds in our budget) include:
-building the three open shelters and installing benches on them;
-placing benches among some of the tree groupings;
-adding more riprap to the drainage swales to prevent erosion;
-delineating walking paths and constructing bridges over the swales along the paths.

A large number of people deserve thanks for their work to make this possible.  Several committee members have invested large amounts of time planning and working on the various projects, as well as monitoring the drip irrigation to the new trees.  Many others in the neighborhood have participated in work days, making it possible to accomplish a great amount of work with minimal expense.

Treasurer’s Report by Erich Dornbusch - Erich directed attendees’ attention to the treasurers report and financial statement handed out as people arrived.  He answered a question about the uses of the contingency fund: the Board does not expect to need it for anything this year, but it is available in case of an unforeseen emergency.  He answered another question about the insurance line item on the financial statement which is over budget by $1073.35:  the Board decided to purchase additional liability coverage when there was difficulty draining the retention pond on McLane Rd., and the upcoming year’s policy (due in August) has been paid in advance at an increased rate over the prior year and the expected amount (which was used for budgeting purposes).

Donations for Payson Pines Common Improvements by Erich Dornbusch – Erich listed the following donations made either as cash or as landscaping materials:
-Glenn and Lucy Groenke – approximately $500 worth of trees and boulders in the McLane retention basin area
-Larry and Trish Nickerson – a tree
-Verde Circle neighbors – rocks and irrigation in the Verde Circle retention basin
-Bob and Glenda Roark - $100.
-Lief and Sylvia Erickson - $340 in cash and materials
-Tom and Nicki Entringer - $100
-Anonymous - $250
-Ed Jones and Brenda Bruce - $100
-Bob and Joyce Romelfanger – 3 trees
-Carol McNulty – 2 trees
He noted that we have spent less than $10,000 on the Common this year, and will do more yet if (and only if) we received more donations.  Otherwise, further improvements will wait for the 2008 budget year.

Revised Rules and Regulations – Ed Jones announced a change to the Rules and Regulations regarding the parking of recreational vehicles on the street or in driveways.  The problem has arisen of homeowners understanding the prior rule to mean that the removal of such a vehicle for day use could start a new parking time limit.  The new rule states that no more than one consecutive night’s parking of any recreational vehicle is permitted.  The new page of the Rules and Regulations will be mailed in the next quarterly mailing of the minutes and newsletter.

New HOA Board Members – The final tally of the 76 ballots received for the Board election was announced.  The new Board members are:  Erich Dornbusch, Sylvia Erickson, Vern Green, Ed Jones and Bob Romelfanger.

Open Discussion –

Dave Jewett stated that we have a serious problem that is not being addressed.  He has surveyed the homes in the neighborhood and sees 13 of the 149 (9%) that have obvious black mold on the fronts of the houses.  In addition, many others need to be stained.  He noted that the choices are to remove the blank mold or to paint (not stain) the siding.  We already have 9 different colors on houses in the HOA.  He read the pertinent section in the CC&Rs and Rules & Regulations, and asked that the Board amend the Rules and Regulations to include paint as an option.  He went to Home Depot and Payson Paint and found a paint that he feels is a good match for the stain currently required.  He asked for a response from the Board as soon as possible, both to him personally and at the October open meeting.

Mike Fisher spoke about establishing a Firewise Board in our HOA.  He has walked the forest at the back of many of the Payson Pines homes and feels that we are in good shape except for a few properties.  We do need to do annual maintenance such as raking needles and trimming brush.  He wants to form a committee of 3 – 5 members to work with the Arizona State Lands and the Forest Service, including some members whose properties back directly onto the forest.  If we are recognized as a Firewise community, it can help keep our homeowners’ insurance in force and affordable.  Sandi Fisher added that the forest needs to be cleaned up.  A Firewise Committee could help in getting the Forest Service to clean up their areas.  In response to a question about dead trees in the forest, Sandi replied that the Forest Service is more likely to take action after the current fire season; Mike added that an active Firewise Committee has more leverage with the Forest Service than a homeowner.  Mike also mentioned that the Payson Fire Department thinks our neighborhood is in low-to-moderate danger and that they can successfully defend it in the event of a wildfire in the immediate area.  In response to a question about cost to the HOA, Mike said there is no cost.  Our first step is to form a committee, then to do a fire danger assessment in cooperation with the Arizona State Lands.  They recommend an expenditure of $2.00 per year per person toward fuel reduction which can be done is cash or in work directly on the problem areas in the neighborhood.  We would have to apply for yearly recognition as a Firewise Community.

Glenn Groenke thanked the members for the opportunity to serve on the Board.  He then spoke about the traffic on Houston Mesa Rd. and McLane Rd. that makes it difficult for people to safely back out of driveways and to turn onto Houston Mesa Rd. from Florence Rd.  In addition to the current traffic load, the Giant gas station to be built on the corner of the Home Depot lot will not have its own Beeline Hwy access, but will use the Home Depot access.  While there is currently no activity to develop the Terra Capitals property (the one behind the orange fence), any future development will also increase the traffic on both streets.  [He noted that the request to pasture 10-12 head of cattle on the property has been denied.]  He asked if we want to do anything to try to control the traffic speed.  In another part of Payson, the Town of Payson declined to use stop signs to control speed, but that speed humps are an option.

Glenda Roark said that she has picked up paperwork from the town Traffic Department to petition for speed humps.  To successfully petition, signatures of 75% of the homeowners on Houston Mesa Rd., McLane Rd., Verde Circle and Cold Springs Pt. would be required.  Those are the homeowners directly affected by placement of speed humps.  She will present a request to the Board to take action.  Another homeowner asked why Florence Rd. and other streets cannot petition and was told it was because they would not be driving over the speed humps.  She noted that they are affected by the danger in turning onto Houston Mesa Rd. from Florence Rd.

Other comments on the traffic problem were –
Ed Blair said there may be some cost to the residents, although not the entire cost.  He did not know the details.
Bob Romelfanger mentioned (through Ed Jones) that we can petition the Police Department to put a police car in the area to ticket speeders.
Ed Jones asked Ed Blair, who is on the Payson City Council, to be proactive on this issue.
Cliff Straitor mentioned both the danger to children, and the cars that make U-turns in the McLane Circle area.

Erich Dornbusch responded to Dave Jewett's comments about black mold, saying that there are products which will remove mold.  A coat of stain would then be necessary to restore the finish.  He also recommended installing a rain gutter over any area so affected.

B. J. Scheidt thanked whoever has changed the graffiti on the orange fence along McLane Rd. by using spray paint to convert unpleasant words into innocuous ones.

Ed Jones announced that he will be attending a meeting with the Payson mayor and the developer of that parcel next Tuesday.

Time and Talent Survey – Ed Jones asked people to volunteer to work in various areas of the HOA.  He mentioned the Time and Talent Survey forms and asked people to fill them out so the Board will know what jobs people would be interested in doing.

It was moved and seconded that the meeting be adjourned.  After a unanimous vote to do so, Ed Jones adjourned the meeting.

Respectfully submitted,

Karolyn Switzer
Secretary



PAYSON PINES HOA BOARD MEETING
Saturday, October 27, 2007   10:00AM
Payson Public Library, Payson, AZ

Present: Frank Andrewski, Erich Dornbusch, Sylvia Erickson, Vern Green (chairman), Ed Jones, Carol McNulty, Bob Romelfanger and Karolyn Switzer, (secretary).  A total of 43 attendees signed in at the meeting, including board members and officers.

The meeting was called to order by Vern Green. 

New Webmaster

Vern reported that Sandi Fisher has volunteered to be the new webmaster for the HOA website.  The website address is www.paysonpineshoa.homestead.com. 

Committee Reports

1. Architectural Review Board (by Bob Romelfanger, chair): 
- Following complaints about speeding on Houston Mesa Rd, the Payson police department put up a speed monitoring sign and have been useing unmarked patrol cars to ticket speeders.
- In the past month, the ARB has processed 49 project request forms (PRFs) and other letters.  All but one PRF was approved.
- In the past two years, the ARB has processed 297 PRFs or letters for violations.  All but 4 of the PRFs were approved.
- Roy Agrusa has agreed to be an ARB member to bring the committee back to five people.
- Bob has also talked to the police chief about the recent break-ins.  There are now additional unmarked patrols in the neighborhood at night.

2. Property Committee (by Sandi Fisher, chair):
- We have been working primarily on the Payson Pines Common.  Since March 1, we have added drainage swales and rip rap, berms, trees, and other shrubs and flowers.
- We have had many donations of money and materials, and several successful work days..
- On the Verde Circle and McLane basins, we have done weeding and trimming as well as turning on drainage pumps as needed.
- We have left attractive native vegetation instead of spraying everything, and have done selective trimming to leave various flowering native plants.
- We plan to build the 3 ramadas this spring and to buy benches for them.  We also plan to construct foot paths.
- The split rail fence on the east side of the Common will be treated this fall.

3. Welcoming and Entertainment Committee (by Shari Green, co-chair): 
-  The fall breakfast following a Common work day was a great success.
-  The next event will be a tree lighting in the Common to be held on Saturday, December 15 at 6:00 pm.  Hot drinks will be served.  They are requesting volunteers on each street in the HOA to help notify homeowners who are not here full time.

Treasurer’s Report

Erick Dornbusch reported for Bob de Jong.  He pointed out the line item for designated income and explained that it consists of donations “designated” for a specific use, typically for improvements to the Common.  He also reported that Bob de Jong considers our cash on hand to be adequate for the expenses we expect to have for the remainder of the year.

Development of Property Adjacent to Payson Pines

Ed Jones reported on the status of this development.  He, Erich Dornbusch and Vern Green met with Bob Edwards, the Payson mayor, and the developers of the property and told the developers that the proposed high-density development without garages was not acceptable.  At a later meeting, Ed, Glenn and Lucy Groenke, Bob Edwards and a group from Payson Ranchos met without the developer.  At that point, the proposed development was 89 homes, all with 2-car garages.  The mayor asked for and received agreement from the two homeowner groups that the following would be acceptable if he could negotiate it: 78 homes including duplexes in the interior of the development, all with 2-car garages, and the developer paying $250,000.00 toward correction of the drainage problems in the area.  This plan is still under negotiation.  Ed will let Glenn and Lucy know the outcome so they can contact others.  He will also let Sandi Fisher know so she can put the information on the HOA website.  He reported that he also asked the developer to take down the orange fence as a show of good faith, but that has not been done.

Quarterly Newsletter

Ed Jones asked that all information for inclusion in the upcoming quarterly newsletter be delivered or emailed to Brenda Bruce.

Firewise Board

Mike Fisher, chair, reported on progress to date in becoming a recognized Firewise Community. 
- Since August, they have organized a committed, met with AZ State Lands and US Forest Service (USFS) representatives, and arranged for a community fire assessment.
- They learned that the Town of Payson has received a federal grant to construct a fuel break around our section of the town (Payson Pines and Payson Ranchos neighborhoods).  The committee did a walk around the forest sides of Payson Pines with a USFS rep.  The USFS will be in charge of creating the fuel break since it is entirely on USFS lands.
- The committee has handed out 78 of 149 packets with information about the Firewise program and the fuel break.  The remaining packets are available for pickup after the meeting.
- They met with the Payson Fire Dept and AZ State Lands to assist in preparing a community fire assessment looking at Fire Dept access, forest proximity, home type, etc.  We were rated at the high end of the moderate range due to the closeness of the homes, cedar siding and proximity to the forest.
- The HOA can help mitigate some factors and also look at evacuation procedures.
- The committee plans to apply for national recognition in the spring of 2008.  Receiving that recognition will help keep insurance premiums as low as possible.

A lively question (Q:), answer (A:), comment (C:) and response (R:) period followed:
Q: How do we guard against exploding propane bottles?  A: We will be doing individual home assessments with homeowner permission and can address that then.  Also, many propane bottles explode after the home is already on fire.  It helps to have them turned off.
C: A third fire station is being added on Tyler Parkway and a fourth is needed on the west side of town.  Fire hydrants have not been checked since 2001 because of water shortage concerns and limited personnel.  The fire department plans to start checking them soon.
Q: How much forest will be cleared in the fuel break?  Erosion is already a problem.  A:  We need to ask the USFS how they handle potential erosion.
Q: How far back with the clearing be done?  A: 330 feet from the property line.  It will not be a clear cut.  They will trim low branches, remove some smaller trees, and clear brush in a mosaic pattern.
C: It has been impossible to get a response from the USFS when trying to contact them.  Some homeowners are concerned because they were told 100 feet was enough of a fuel break.  They also don’t like the looks of some areas that have been done.  Also, the burning of the brush will cause a health hazard for some.  A: First, this is an initiative of the Town of Payson and the USFS, not the HOA or the Firewise Board.  The USFS does control the work done by the contract crews, and does not permit clear cutting.  They are trying to prevent California-like fires.
Q: Ed Armenta of the USFS has a contract defining how the cutting should be done.  Can the Firewise Board ask the USFS to closely monitor the cutting?  A:  The USFS learned from some past mistakes when the contractors did not do the work correctly, and they plan to supervise more closely.  Also, the Pine and Strawberry fuel breaks look very good after 5 years.
Q: Very few of our homes are upslope from the forest which would be the most dangerous situation.  Why are they cutting such a wide break?  A: This is for forest health as well as for fire prevention – it will help ponderosa pines not be crowded out by pinon, juniper and oak.
C: In choosing beauty vs. safety, we should choose safety.  R: We should be able to have both.
Mike: The USFS representative who saw the fuel break area was very impressed with what many homeowners have already done behind their homes.  In some cases, they will be able to start their cutting farther back in the forest because of that.
Q: Can homeowners do erosion control on USFS land?  A: You need to talk to them.  They will be happy to have sensible help with problems like that.
Q: Can we be notified when they will start cutting so we can monitor them. [Laughter]
Q: Do they ever use chippers instead of burning the cuttings?  A: Chipped wood provides a very good medium for the spread of pine beetles, so they typically avoid chipping.
C: The Payson Roundup of 10/26 has a background article on this subject.

Recent Break-ins

Vern announced that he and some others are looking into the possibility of starting a Neighborhood Watch program in the HOA.  Neither the Police Dept or the Sheriff’s Dept knew anything about them.  He has found a website with information and will be pursuing it.  In the meantime, homeowners are advised to lock doors and look out for each others’ properties.  Also pay attention if we see strange cars or strange activity in the neighborhood.


Member Open Comments

Lucy Groenke suggested that since so many of the Payson Pines residents live in the valley part time that a calling tree for those people might be useful.  It could be activated when there are things like burglaries or other emergencies.

Harold Wood asked if anyone has information on the manufacturer or installer of windows in the construction done during 2000.  He has some windows with a bad seal and wants to see if it is covered by any warranty.  Several people responded with information.  It was also suggested that such information could be posted on the HOA website

Jan Szul asked if we might be able to get a “Limited Sight Distance” sign erected on west-bound Houston Mesa Rd. before the Florence Rd. intersection.  He was nearly hit recently by a west-bound car driving very fast.  He mentioned that a 3-way stop sign might not be a good idea because of the potential of rear-end collisions caused by those speeding west-bound cars.  Speed humps were mentioned as a good solution.  There was then a discussion of speed humps and what is required to get them.  The Town of Payson will pay for some or all of the humps depending on the average speed of cars on the street – the faster the average, the more they will pay.  Each hump costs between $3500 and $4500 to install.  It is not advisable for the HOA to have them installed without Town involvement because of liability issues.

Someone asked the status of the issue of black mold on cedar siding and the possibility of permitting paint to be used instead of stain.  Several people suggested ways to get rid of the mold before re-staining.  Vern pointed out that the CC&Rs require that stain be used, not paint, and that it would require a 75% approving vote to change that.  He also reported that he has talked to a local realtor who said it would be a big mistake to stop requiring stain since that is such a major factor in the appeal of our neighborhood.  Someone asked if there is a better stain available than the ones we’ve used.  Vern replied that we are in the process of talking to professional painters about the possibilities.

Next Open Board Meeting

Vern announced that the next scheduled open Board meeting will be on Saturday, January 19 at the Payson Public Library.  He also announced that members are welcome to come to executive Board meetings to observe only.  Those meetings are typically held monthly at his house.

The meeting was adjourned.

Respectfully submitted,


Karolyn Switzer

HOA website address: PaysonPinesHOA.homestead.com        

PAYSON PINES HOA BOARD MEETING
Saturday, January 19, 2008   10:00AM
Payson Public Library, Payson, AZ

Present: Frank Andrewski, Erich Dornbusch, Vern Green (chairman), Ed Jones, Carol McNulty, Bob Romelfanger, Bob deJong (treasurer) and Karolyn Switzer, (secretary).  Absent: Sylvia Erickson.  A total of 25 attendees signed in at the meeting, including board members and officers.

The meeting was called to order by Vern Green.  He reminded attendees to use the pink slips if they wish to speak during the comment period and to give their names for inclusion in the minutes.

“No Soliciting” Signs

Vern announced that new “No Soliciting” signs have been erected near the stone Payson Pines entrance signs on Houston Mesa Road and McLane Road.  We hope this will help prevent the leaving of flyers on doors and put us in a good position to object if anyone does any soliciting. 

Committee Reports

1. Welcoming and Entertainment Committee (by Shari Green, co-chair): 
-  The Christmas tree lighting was well attended even though cold.  People also enjoyed seeing the lit trees.  The Entertainment budget for 2008 includes money for solar tree lights, so we hope to have them lit longer without the need to string a long extension cord.
-  The next event will be a “Spring Fling” progressive dinner.  Participants will be divided into groups of 10-12 people with the groups being re-assigned after each course so people have a chance to mix with more people.  The main course (provided by the HOA) will be the only sit-down course; all other courses will be snack-like and will be more informal.

2. Architectural Review Board (by Bob Romelfanger, chair): 
- He thanked Tom Entringer and Frank Andruski for their help with the “No Soliciting” signs.
- Not many PRFs have been submitted, probably because of cold weather.  He noted that anyone planning to re-stain their house should wait until it is warmer.
- There have been a few violation letters sent; all but one has been resolved.
- Bob reminded attendees to turn in a PRF for every outside changes to our properties.

3. Property Committee (by Sandi Fisher, chair):
- She recapped the work done and donations received in 2007.
- Cleaning and staining of the east fence of the Common is about 2/3 – 3/4 complete.
- Continuing work is being done on the drainage swales.  Corrective drainage is needed where the main swale flows into the culvert at the north end of the Common.
- There is a problem with the pump that drains the Verde Circle retention basin.  It is being worked on.
- The McLane retention area has been cleaned up.  Several dead trees have been cut down and sectioned, then hauled to the brush pit.  That project will be completed this weekend.
- Sandi is learning Turbo-Cad so she can make design drawings for our Common shelters.
- More landscaping will be done this coming spring and summer.
- She asked people to sign up if they are willing to help Property committee members with projects.

Treasurer’s Report

Bob de Jong reported on the 2007 final financial statement.  He gave more detail on Property committee projects (our largest budget item).  In response to a question, he also gave a breakdown of how our legal expenses have been incurred..  Then he reported that 139 of the 149 property owners have paid their 2008 dues, with 2 more promised in the next week.  He will be contacting the other 8.  He also reported that in response to the CC&R amendment vote we have received: 78 Yes, 31 No, and 30 who did not vote.  He thanked Sylvia Erickson for her help in picking up the mail and tabulating the amendment votes.  When someone asked about the 2008 budget, he replied that it had been sent to all homeowners in the previous newsletter.

Audit of 2007 HOA Financial Records

Vern asked for a volunteer to audit the 2007 HOA books.  None of the Board members or officers are able to do this task because they cannot be considered independent.

Development of Mogollon Ridge Property

Vern reported on an early January meeting between the property owner and residents of nearby neighborhoods.  The owner is requesting the Town of Payson for a re-zoning of the property.  Vern reviewed a map of the latest development proposal which is for 83 lots, all to be build with a 2-car garage.  The outside lots are proposed to be single-family houses with duplexes on the inside lots.  He noted that they are being called low- to moderate-income housing in spite of being priced from $200,000 to $370,000.  The homeowners attending the meeting were generally agreeable to the proposal, so the owner will now take the proposal to the Town.  They hope to begin construction in the fall of 2008.  They are also committing $200,000 to improve the drainage of the area.
Several questions and comments came from attendees:
Q: What impact will this have on traffic?  A: One access will be just west of Home Depot and the other will be onto McLane just south of our retention basin. 
C: Sandi Fisher suggested that we request “Limited Sight Distance” signs to be erected on Houston Mesa Road covering the area where this subdivision and Payson Pines enter.
Q: Might it be possible to get speed humps added?  A: Those require neighbor approval and would only partly be paid for by the town depending on average speeds along the area in question.  They cost about $4500 each and any portion not paid by the Town would have to be paid by our HOA.  Ed also noted that we have talked extensively with the Town about the subdivision and have already received as many concessions as we can at this time.
Q: Will we be notified on any developments?  A: Ed replied that Bob Edwards, Payson mayor, has committed to keeping us up to date.  We can’t require more than that because only a few Payson Pines residents are within 300 feet of the subdivision (the legal notification limit).
Q: Will homes be built all at once “on spec” or as lots are sold?  A: We don’t know.
Q: Will there be one builder or many?  A: Probably multiple builders.
Q: Will the drainage correction be done before the construction?  A: Yes.
Q: The college has pre-fab speed humps.  Might those be used?  A: Probably not.  The college speed humps are on private property.  The rules are different for public streets.
Q: Is the new gas station on the Home Depot corner still planned?  A: Apparently so, but it’s not clear when it might be build.  All access to the gas station is reported to be via the Home Depot lot.

Open Board Meetings

Vern reminded attendees that all Board meetings are open to residents.  Monthly executive Board meetings will be posted on the kiosk a week before the meeting.  Any member can attend and observe at any time.  If someone wants to present something, they should contact Vern to get their issue on the meeting agenda.

Member Open Comments

Erich Dornbusch suggested that we be thinking about our goals for our HOA.  He recently read that the Town of Payson is soliciting resident input for Town goals.  He asked everyone to think about what the goals of Payson Pines should be, and what we want Payson Pines to be like in 5 or 10 years.  We need homeowner input.  Also, Property committee meetings are also open to all residents and the committee welcomes input.

Sandi Fisher asked for input for the Payson Pines website.  The recipe page needs new recipes.  We also have a For Sale section,  a humor section and a section with information about local area clubs and activities.  Please contact her with any suggestions for the website.  An attendee asked for the website address and Karolyn Switzer pointed it out at the end of the October minutes handed out today.

Larry Wilson asked if anyone knew about a town water tank planned for the area north of Houston Mesa Road and just east of Payson Pines.  No one else had heard of it, although some mentioned the water treatment facility to be built (probably) on the northeast corner of Highway 87 and Houston Mesa Road.  The Board will investigate this possibility.

Judy Worthen asked if there are any land swaps in process between the Tonto National Forest and the Town of Payson.  Sandi Fisher replied that nothing is being proposed at present.  Sandi also mentioned that the Payson Area Trail System will make use of National Forest land in some areas.  Anyone wishing to give input on the trail system should contact the Town Parks and Rec department.

Ed Oberg asked if we have any ability to “sign off” on things like the trail system.  Erich replied that we do not have that power, but that the Town’s various departments do accept resident input.  He also mentioned that the Friday, January 18 Payson Roundup has a large article about the trail system.

Next Open Board Meeting

Vern announced that the next scheduled open Board meeting will be on Saturday, April 19 at the Payson Public Library.

The meeting was adjourned.

Respectfully submitted,


Karolyn Switzer

HOA website address: PaysonPinesHOA.homestead.com        

PAYSON PINES HOA BOARD MEETING
Saturday, April 19, 2008   10:00AM
Payson Public Library, Payson, AZ

Present: Frank Andruski, Erich Dornbusch, Vern Green (chairman), Ed Jones, Carol McNulty, Bob Romelfanger, Bob deJong (treasurer) and Karolyn Switzer, (secretary).  Absent: Sylvia Erickson.  A total of 28 attendees signed in at the meeting, including board members and officers.

The meeting was called to order by Vern Green.  He reminded attendees to use the pink slips if they wish to speak during the comment period and to give their names for inclusion in the minutes.

Committee Reports

1. Welcoming and Entertainment Committee (by Shari Green and Brenda Bruce, co-chairs): 
-  Shari announced the annual picnic to be held on Saturday, June 7 in the upper (south) end of the Common.  It will be a pot luck with the HOA supplying pulled pork and BBQ beef sandwiches, beverages and marshmallows.  There will also be door prizes and an auction.  Please RSVP if attending to select a potluck food category and/or to volunteer to help.
-  Brenda Bruce gave the details of the auction and requested that people donate items – anything from arts and crafts to baked goods to white elephant items.  The proceeds will be earmarked to fund additional Property Committee projects for the Common.

2. Architectural Review Board (by Bob Romelfanger, chair): 
- They have received several project request forms (PRFs) as the weather warms.  The ARB has approved most of them (rejecting only one of the last 12).
- They met with the Forest Service and Richard Porter, who is upset about the quality of the cutting done in the fuel break behind the Payson Pines properties.  It is possible to contract to have the cuttings chipped at a cost of about $1500 per property.  Cut trees were also left higher than many feel is safe and are cut at a slant, leaving a sharper point than is necessary.  Bob felt that the Forest Service representatives were not helpful, and were rude.
- One homeowner on Florence used green paint from Home Depot to re-paint garage doors and the color was not at all like the original color.  Bob warned that Home Depot is not the best place to purchase paint for doors and said that Payson Paints has the right colors and knows them as the ones in use in Payson Pines.  Brenda Bruce suggested that information of this nature could be included in the quarterly newsletter.
- Bob reminded attendees to turn in a PRF for all visible changes to our properties.

3. Property Committee (by Sandi Fisher, chair):
- Sandi reported that there have been major expenses in the past 3 months.  The Verde Circle retention area pump had to be repaired and the McLane retention area pump had to be replaced.  Both areas had to be pumped out before the repairs and replacements could be done, as well as pumping the McLane area just to prevent overflow into Payson Ranchos.
- Seven donated ponderosa pines were planted.  Five were planted in the Common, of which two are still alive.  Some of the lower part of the Common has very bad soil.
- Preliminary plans are complete for building the first ramada shelter.  The Board made a few modifications to the Committee’s plans.  They are in the process of getting more bids on materials.  Plans are to start construction in early May with volunteers; let Sandi know if you can help.
- We still need to complete cleaning and staining of the fence on the east side of the Common.
- There have been two recent work days.  In March, six volunteers stained the front of the Verde Circle retention basin back fence.  The back side still needs to be stained.  In April, a somewhat larger volunteer group did a lot of cleanup of the Common and completed placing riprap rocks in the drainage swale (following the delivery of a load of dirt, some of which was used to raise the level of the swale).  The rest of the dirt was graded to eliminate the overflow problem at the north end of the Common.  The HOA volunteers loaded concrete, asphalt, junk wood, weeds and other debris into a dumpster.  There is still more cleanup to be done in the Common, although it looks much better.
- Trees are budding out and look good.  Mike and Sandi have put topsoil, mulch and fertilizer on all plants and have turned the drip system on.  Some of the fall plantings on the largest berm were lost, probably to jack rabbits.  Erich has been transplanting from the nursery to various spots.
- Mike Fisher has started spraying for weeds. 
- Since January 1, volunteers have performed 220 hours of labor.  She asked people to sign up if they are willing to help Property committee members with projects.  If we can continue to do much of the work with volunteer labor, we will not need to raise HOA dues.  However, too much of the work has been done by a small core of volunteers and more are needed to spread the work load.
- The Property Committee is always open to suggestions; talk to Sandi or other committee members.
- So far in 2008, the two pumps have cost us $4473.00.  The delivery and grading of dirt in the Common cost $284.00.
- Glenn Groenke commented that a gully is being cut from the Mogollon Ridge property and that silt is running into our retention area and pump hole.  He suggested adding some large riprap rocks to that portion of the slope on our property.  Ed Jones said the developers are planning to divert drainage from that property such that it does not run onto our property, but that we should not expect that to happen for perhaps a year.  Sandi then added that the collar around the pump hole and the pump’s elevation in the hole will both help keep silt out.
- Vern thanked the Property Committee for all the work they have been doing.  He also noted that having raised the dues to $120/year avoided a special assessment to cover the cost of the pumps.

Status of Mogollon Ridge Development

Ed Jones reported that the name of the subdivision has recently been changed to Flowing Wells.  They will contribute $200,000.00 to correct the drainage in the McLane area which should help reduce the load on our retention area.  The development plan calls for 83 properties.  Twelve will be single-family homes and will be located adjacent to Payson Pines and Payson Ranchos.  The rest will be duplexes with a 2-car garage for each half.  He noted that Bob Edwards worked hard as a mediator in this matter.  He also commended the Property Committee for the recent work on the Common.

Treasurer’s Report

Bob deJong, treasurer, reported on the year’s finances through the March statement --
- One annual assessment is outstanding.  Its sale is still in litigation and should be settled this month.
- To date we have received late assessments of $108.00 and fines of $50.00 for violations.
- Interest income on our investments at Desert Schools Credit Union and Compass Bank has been $288.12 to date.
- We have received $120.00 in designated income through March, plus another $300.00 received in April.  For example, one homeowner made a $100.00 contribution after receiving help from Bob Romelfanger and Vern Green to remove brush from around her home.
- Expenditures through March are typical for this time of year, except for electricity which is higher due to the pumping of the retention basins (see Property Committee report above).  It should go back to a more normal range now.
- ARB Committee expenses included $150.00 to purchase the “No Soliciting” signs.
- Property Committee expenses are high because of the repair and replacement of retention area pumps and the pump rental and electricity to empty the basins to permit work on the pumps (see above).
- We ended the first quarter with $292.34 in the checking account and $22,326.12 in our investment accounts at Wells Fargo Bank, Compass Bank and Desert Schools Credit Union.

There was discussion of whether large budgeted items that may not need their entire amount (such as weed control) can be used to offset the pump expense.  There were also comments about speed signs and speed control in general, as well as a comment that some drivers do not stop at the stop sign on Florence St.

Audit of 2007 HOA Financial Records

Vern thanked Dave Jewett for conducting the audit on the HOA financial books.  He found no problems.

Open Board Meetings

Vern reminded attendees that all Board meetings are open to residents.  Monthly executive Board meetings will be posted on the kiosk a week before the meeting.  Any member can attend and observe at any time.  If someone wants to present something, they should contact Vern to get their issue on the meeting agenda.  Quarterly open Board meetings are intended as the place where homeowners can speak before the Board and other members.

Appreciation of Volunteers

Vern reiterated that the Board very much appreciates all the work done by volunteers to help improve our neighborhood, as well as those who have so generously donated money to help beautify the Common.

Board Nominations for 2008-2009 Year

Vern reminded attendees that the next election of Board members will be in July.  He asked that anyone interested in serving on the HOA Board of Directors fill out and submit a self-nomination form.  He had a small number of the forms available at the meeting.  The upcoming quarterly newsletter will also contain the form.

Member Open Comments

Bill Cole asked if we could consider amending CC&R # 3-11 to permit drying of clothes on outdoor clotheslines.  He noted the increasing cost of propane and electricity.  Glenn Groenke agreed and suggested we can become more “green” by allowing backyard lines.  Bob R. said the ARB will look into the matter to determine if the CC&Rs are written such that we might permit it.

Dee Pederson reported that the city will soon be installing a tube to carry the drainage water from the forest at the west end of W. Houston Mesa Rd. away from homes.  There have been problems in the past when their property and others behind them (not in Payson Pines) had flooding in times of heavy rainfall.

Sandi Fisher reminded attendees to let her know of items that should be put on the website.  She can also post the date and time of monthly executive Board meetings there.  She asked if the oldest sets of open meeting minutes could be deleted.  It was agreed that no more than 1 year’s minutes need be kept on the website.  Someone asked if we get many hits on the website.  Sandi replied that it is not many, but that some homeowners who also have valley homes rely on it for information.

Glenn Groenke suggested that we might want to designate a neighborhood yard sale day.  When a neighborhood has many yard sales on the same day, turnout is typically very good.  Brenda said she would include that suggestion in the next newsletter.

Annual Board Meeting

Vern announced that the annual HOA Board meeting will be on Saturday, July 19 from 9:00 – 12:00 at the Payson United Methodist Church located at 414 N. Easy St.

The meeting was adjourned.

Respectfully submitted,


Karolyn Switzer

PAYSON PINES HOMEOWNERS 2008 ANNUAL MEETING

Saturday, July 19, 2008  9:00AM
Payson United Methodist Church

Present were Board members Sylvia Erickson, Vern Green, Ed Jones, Carol McNulty and Bob Romelfanger, as well as Karolyn Switzer (secretary), and Bob deJong (treasurer).  Fifty-three (53) homeowners representing 38 of the 149 units in the subdivision attended the meeting.

Call to Order – Vern Green called the meeting to order and thanked the current Board members for their service during the past year.

Board Candidates – Those candidates for the 2008-2009 Board of Directors who were present were introduced to the attendees.  The candidates are John Chikie, Sylvia Erickson, Vern Green, Glenn Groenke, Ed Jones, Ben Lindley, Carol McNulty, Bob Romelfanger and Jim Scheidt.  Vern announced that ballots will be accepted during the meeting until the time for new business and comments from members, and that results will be announced at the end of the meeting.

Minutes – The minutes of the 2007 annual meeting were not read because they had been sent to all members in advance of the meeting.  They had also been accepted at a prior Board meeting.

Audit of HOA Books – Vern thanked Dave Jewett for performing the audit of the HOA finances.  He read Dave’s statement of finding the records correct and complete.

State of the HOA – Vern reported that the HOA is in fine shape.
-Payson Pines is a very desirable place to live (he quoted one realtor who said that “Our homes look like they belong here, not like they were stuck here.”). 
-We had to replace two pumps in our retention basins.  This was expensive, but we had the funds for it and did not have to make a member assessment.
-The Payson Pines Common has been landscaped and one of three ramada shelters has been built.  We plan to build a bridge to make it easier to cross the swales.
-The Entertainment Committee has been very active, planning several events where homeowners could meet each other and become better acquainted.
-The Architectural Review Board works hard to help homeowners stay in compliance with our CC&Rs.  They try to be fair, and are the ones who take the heat if people don’t agree.  He mentioned that we have been accused of ruling with an iron fist, and gave some statistics to refute this view:  In the past 2 years, 208 PRFs have been submitted of which 198 were approved and 10 rejected.  110 violation letters were sent to homeowners (for such things as garbage cans sitting out or weeds in yards); 5 resulted in fines, of which 2 were waived when the homeowners rectified the problems.  He noted that a homeowner can appeal any ARB decision to the Board, but that the Board decision is final and is one of the most difficult tasks the Board has to do.
-The Property Committee has done a wonderful job, thanks to Sandi Fisher and all the volunteers who have helped with HOA property cleanup and improvement.
-The Board works hard.

Entertainment Committee Update by Shari Green –Shari listed the events that were held during the past year: a fall breakfast, a holiday tree lighting, a spring progressive dinner, the annual summer picnic (which included the Firewise kickoff) where the silent auction raised $463 toward purchase of a bench in the Common.  Upcoming events are an ice cream social on Sept. 20 and the holiday tree lighting. 

ARB Committee Update by Bob Romelfanger – Bob referred to the ARB information given in Vern’s review.  He mentioned that they are currently short-handed and need more members.
-They plan to do a review of the entire neighborhood in the near future.  They are aware that weeds are just beginning to appear with the monsoon rains and they will not be worrying about the weeds yet, assuming that homeowners will be cleaning up their lots as they have a chance.

Property Committee Update by Ed Jones – Ed referred to the Property Committee information given in Vern’s review.
-He thanked those who helped build the first ramada shelter (Mike and Sandi Fisher, Tom Entringer, Ben Lindley, Bob Romelfanger and Chuck Johnson). 
-We may be able to build one more shelter in 2008 depending on other expenses.  We will not go into debt for Property improvements. 
-We are also planning on building paths in the Common with at least some of them suitable for use with electric chairs.  Details like the surface and borders are undecided.
-We are looking for more volunteers.

Firewise Board Update by Mike Fisher – See Mike’s notes included below as a part of these minutes.  In addition, Mike stressed several points.
-We hae completed our initial requirements and will be making the application this coming week for certification as a Firewise community.
-Our annual investment is required to be about $700, all or part of which can be in labor, currently valued at $18/hour.  All homeowners should keep track of cleanup or improvements that make their property less susceptible to fire and report it to the Firewise Board.  He handed out copies of the volunteer time sheet to attendees.
-He intends to post a copy of our Firewise plan on the HOA website.
-On the subject of dead trees on HOA property, he stressed the advisability of removing them as soon as possible to prevent spread of the beetles to other trees.  We can get bids from several local tree removal business for those trees too large for volunteers to safely remove.  There may be funds from the Payson Fire Department available to help with this expense.
-He then noted that information is available on two websites on the subject of trees and insects.  He made handouts of the web links available for pickup.
Mary Jo Dornbusch asked that the list of homeowner actions that can apply toward our annual Firewise certification be posted on the bulletin board.  It was also suggested that the list be put on the HOA website.

Treasurer’s Report by Bob de Jong - Bob directed attention to the January - June financial statement (handed out as people arrived) and explained differences between budgeted and actual amounts on several lines.
-One annual assessment is outstanding because the property sale is still in limbo.
-Interest income is less than anticipated because interest rates are lower than expected.
-Designated income (typically homeowner donations for Common improvements) is about half of the 2007 total and includes the amount from the picnic silent auction.
-The large Property Committee Expense is because of the pump replacements mentioned by Vern earlier.
-The Property Committee Projects amount is the cost of material to build the first shelter.
-Legal expenses to date are for filing a civil suit against Mary Leonard in Payson Justice Court, and for the Constable to serve the suit.
-He listed the individual investment accounts that make up the $20,211.95 total – a Wells Fargo Money Market of $6186,95 at 0.1%, a Compass Bank CD of $5000 at 5.25%, four Desert Schools CDs totaling $700 at 3.71%, two Desert Schools CD totaling $2000 at 4.33% and a required $25 Desert Schools checking account.

Proposed YMCA in Payson.  Glenn Groenke reported that the woman who had planned to speak to the group met people as they arrived instead.  She was circulating a petition to put the question on the ballot.  That group is opposed to using 5 acres in Rumsey Park for the facility, and instead thinks it should be built on a commercial lot or use one of the empty buildings around town.  Glenn briefly reviewed the history of the YMCA and says he agrees that we should not be spending tax money on it.  Ed Blair then spoke saying he thinks the town needs more recreation facilities and that the Town of Payson can’t afford to build them.  The YMCA could fill that need.  No town funds will be used; instead they will be raised by a Friends of Parks and Rec group.  He noted that the YMCA does have some access for non-members such as afternoon open swim times.  He also noted that the YMCA is family oriented and not likely to adversely affect other fitness centers which cater more to adults.  Glenn then reiterated that the petition is just to place the YMCA proposal on the November ballot.

Open Discussion –

Dave Jewett spoke on the staining of homes.  He said that with the start of the monsoon rains, moisture gets into the wood and stays there to adversely affect any staining done.  He also said that spraying does not penetrate the wood as well as brushing does, that it requires more stain to cover the siding, and that it does not last as long.  In response to a question about how long staining lasts, he said that horizontal surfaces (decks, etc.) require annual staining or even more often.  Vertical surfaces can go a maximum of 3 years between staining.

Vern Green reiterated how much we need volunteer help to make the kind of improvements we want, especially in the Common.

Glenn Groenke mentioned that several people have said it would be nice to have larger shelters because the first one feels crowded with a handful of people.  Ed Jones replied that the size was chosen because larger shelters would require Town of Payson permits.  The suggestion will be considered.

Sandi Fisher reported that the HOA website has been getting about 140-150 hits each month.  It has a For Sale section and she is gathering recipes.  We can put anything of general interest and benefit on the website.  Contact her if you have contributions or suggestions.

Dave Jewett mentioned the recreational facilities at the Tonto Apache gym.  They are inexpensive and membership is open to anyone.

New HOA Board Members – The final tally of the 86 ballots received for the Board election was announced.  The new Board members are:  Sylvia Erickson, Vern Green, Glenn Groenke, Ed Jones and Carol McNulty.

Since no one had further business, Vern Green adjourned the meeting.

Respectfully submitted,


Karolyn Switzer
Secretary

NOV 08 EXECUTIVE BOARD MEETING