CONTACTS Jeanine Baber AAM, LLC CONTACTSManager Community 602-288-2690 [email protected] Jeanine Barber AAM, LLC www.aamaz.com Community Manager 602-288-2690 www.aamaz.com THE SURPRISE FARMS III COMMUNITY ASSOCIATION C/o AAM, LLC 1600 W. Broadway Road, Ste 200; Tempe, AZ 85282 Phone: 602-957-9191 / Fax: 602-870-8231 REGULAR SESSION Willow Canyon High School – Media Room 17901 W. Lundberg Street Surprise, AZ 85388 August 23, 2012 2012-2013 HOA BOARD Mascia HOANick BOARD President Steven Berwald President 219-741-9977 Gary Long Vice President Joy Grainger Vice President 623-208-8698 Steven Berwald Treasurer Marsha Lukasavich Treasurer 814-221-7753 1) Call to Order Nick Mascia called the meeting to order at 7:00 p.m. 2) Introductions with Roll Call Board President, Nick Mascia, made the following Board Members and AAM, LLC introductions: i. President – Nick Mascia ii. Vice President – Gary Long iii. Treasurer – Steven Berwald - Absent iv. Secretary – Raymond Stewart v. Director – Bruce Stedwell–Architectural Review Committee vi. Jeanine Baber, Community Manager – AAM,LLC vii. Starr Ballew – Minute Taker – AAM, LLC Raymond Stewart Erica Avila-Hlavaty Secretary Secretary 201-458-3343 Hans-Peter BruceKohlhoff Stedwell Director Director 602-448-2826 www.SurpriseFarms3.com 3) Approval of July 26, 2012 Meeting Minutes After reviewing the July 26, 2012 Regular Session Meeting Minutes, Gary Long motioned to approve the minutes as presented. Bruce Stedwell seconded the motion. All in favor, motion carried unanimously. 4) Treasurer’s Report A. July 31, 2012 Financial. Jeanine Baber provided and reviewed the Financial Report to the Board and attending homeowners. Raymond Stewart motioned to approve the Financial Report as presented. Gary Long seconded the motion. All in favor, motion carried. Page 1 of 4 5) Management Status Report Jeanine Baber provided an overview of the month’s activities covering number of closings, non-compliance violation letters mailed and provided homeowners with delinquency report statistics for both current and prior owners, total accounts out for collection and recovered dollars YTD for 2012 and all of 2011 due to collections by Brown Law Group. Included in the report was the status of completed trustee sales vs. pending YTD trustee’s sales/bank-owned homes. Jeanine Baber provided an update on the progress made by the Ivy House struck by lighting. The windows were installed and the home is now secure. The City of Surprise has requested the removal of the perimeter fence and all code enforcement violations have been corrected. Raymond Stewart asked about the Fine Policy and how it works. Jeanine Baber provided an overview of the Fine Policy as it affects homeowner accounts and answered other Board Members and residents' questions covering short sales, bankruptcies, and bank foreclosures. 6) Old Business a. Granite top-dressing. The Association desires DLC to install a top-dressing of granite replacement on specific landscaping areas throughout the community where the granite is wearing thin or has eroded due to normal wear and tear and storm damage. A discussion followed on how to prioritize coverage over a three-year period to complete the entire community’s granite replacement along with costs associated with the replacement. Raymond Stewart motioned to authorize DLC to spend the first $10,000 budgeted to replace granite in interior lots, beginning with those parcel areas that were developed first. Nick Mascia seconded the motion. All in favor, motion carried. 7) New Business a. Fine Policy. Jeanine Baber proposed to the Board to update the Fine Policy to include the “Self Help” provision as outlined in the CCR’s which empowers the Board to take immediate action regarding home yard maintenance issues. After Jeanine Baber answered both Board Members and homeowners questions regarding Fine Policy execution, Gary Long motioned to amend the Fine Policy to include the “Self Help” provision language which is restated from the CCR’s. The motion included a mailing to the community and placement on the community’s website so that residents understand that the Board can take immediate action Page 2 of 4 when deemed necessary. Nick Mascia seconded the motion. Members were asked for comment. All in favor, motion carried. b. Overnight Parking Enforcement. Both Nick Mascia and Jeanine Baber outlined the research that has been done thus far to deal with the community-wide overnight parking problems. Arizona Parking Solutions, Inc (hereinafter called “APS”) was solicited, in addition to others, to present information regarding their street parking program service. An overview discussion followed of APS’s operations and different methods of community street parking coverage along with the program’s costs and how it may be applied to the Association’s streets and homeowners. Members were asked for comment. Raymond Stewart motioned to table discussion until next meeting allowing the Board to do more research by contacting other communities who have the program in place. The motion includes Jeanine Baber securing a list of names and phone numbers for the Board’s use in their research. Bruce Stedwell seconded the motion. All in favor, motion carried. c. Fall Rye Over-Seed. DLC requested the Board’s decision on whether to order the rye over-seed for at least 50% of the Association’s turf areas. Gary Long motioned to authorize DLC to move forward to purchase 50% of the Fall rye over seed with Bruce Stedwell and Jeanine Baber working with DLC to identify the areas to be seeded. The map will then be sent to the Board via email and must be approved by Unanimous Consent. Bruce Stedwell seconded the motion. Members were asked for comment. All in favor, motion carried. 8) Committee Reports – Architectural Committee One submission was approved. 9) Open Forum/Homeowner Comments/Questions There were no additional homeowner comments or questions for the homeowner open forum. 10) Community Announcements & Events – Wednesday, August 29, 2012 – “Relay For Life” to benefit the American Cancer Society at the Surprise Library, 16089 N. Bullard Avenue, Surprise, AZ 623-652-3000 – Cost is $5.00per person to sign up the team. Sunday, September 16, 2012, a neighborhood watch block party sponsored by the City for residents of 17703 – 17792 W. Tasha Drive, 3:00 pm to 6:00 pm. in the park area at the end of Tasha. Page 3 of 4 11) Next Meeting Date Nick Mascia noted the next meeting will be on September 27, 2012, the 4th. Thursday of the month, in the Media Room of Willow Canyon High School – 7:00 p.m. He stated October, 2012’s meeting will be the last one for the calendar year. Starting in 2013, the Board will meet every other month. 12)Adjournment. With no further business to discuss, Nick Mascia motioned to adjourn the meeting. Gary Long seconded the motion. All in favor, meeting adjourned at 8:41 p.m. Respectfully Submitted, fàtÜÜ UtÄÄxã Starr Ballew, Recording Secretary For the Board of Directors for The Surprise Farms III Community Association Page 4 of 4