Cochise Terrace LOA
Board MeetingFebruary 12, 2014
The meeting was opened to comments. A reminder of the Helping Hands Fundraiser was mentioned.
Minutes:Copies of the January 8, 2014 LOA Board meeting minutes were distributed. There were no additions or corrections. Motion made by Ed Geise, seconded by Dave Allmendinger to accept the minutes. Motion carried.
Treasurer’s report: Jay reported that the balances are in sync with the bank. A 3 month CD that is maturing will be rolled over as a 1 year CD. All 2014 dues have been received. Since 2014 budgeted LOA expenses exceed projected 2014 income, we should consider raising the 2015 assessment to replenish the treasury. Motion made by Ed to accept the treasurer's report, seconded by Dave. Motion carried.
Work on the lower gate has been completed. The LOA will cut a check made out to ANTECH for our share of the expense and give it to Dennis Moore to mail to ANTECH together with the HOA's check.
The LOA has received the bill for renewal of our liability insurance. We have also received a proposal to change our agent to one located in Benson. There would be no change in the policy or underwriter. It was discussed but the decision was made to stay with our current agent provided we can increase the coverage on the gate at no addition cost.
Committee reports:The Audit Committee consisting of Julie Kessler and Paul Peterson completed the audit of the 2013 books. Jay read the report. The audit found minor errors in 3 of the CD accounts which were corrected. There were other minor discrepancies such as 4 checks not recorded in the check registry and 2 checks without supporting documentation. These discrepancies were resolved. With the corrections, the Audit Committee found the LOA Accounts and the bank statements to be in agreement. The recommendation of the committee was to reconcile the accounts and statements on a monthly basis and to keep the check register up to date.
Thanks to Julie and Paul for the time and effort they put into doing this audit.
We need someone who is not a member of the Board who is willing to meet with Jay periodically to do a reconciliation of the books.
Old Business:The lower gate: A letter from Art Bale, Managing Partner of Cochise Terrace LLC, was read in which he states 'Cochise Terrace LLC passed ownership, maintenance, and control of the “lower gate” to the LOA and HOA Associations several years ago. It was our intent that ownership would be 50/50 between the two associations. However, Cochise Terrace LLC still funds the electric costs associated with the “lower gate” '.
Since there did not appear to be anything in past minutes recording when this transition in ownership had occurred, the LOA Board moved to accept joint ownership of the gate with the HOA. Motion made by Ed, seconded by Dave. Motion passed with all in favor.
New Business:
New RV Park sign on the highway: Art is planning on replacing the current “RV PARK” sign on Highway 90 with one that will be raised on a 20 foot or higher post for improved visibility. If the LOA wants to have an additional sign on the post for “Roadrunner Ridge” or “Roadrunner Ridge deeded RV lots”, it would cost the LOA about $500. After discussing the pros and cons of such a sign, the consensus of the Board was to not put up a sign.
Roadwork: BNR Paving in Huachuca City and Ace Asphalt in Tucson were contacted for quotes and recommendations on needed roadwork. BNR did the road work in the LOA the last time work was done. Ace did the work at Butterfield RV park. Both companies were requested to submit proposals for (a) crackfill for all roads owned entirely by the LOA (Cardinal Circle, Gray Hawk loop et al, but not including any part of South Circle Dr.), (b) crackfill and sealcoat for the same roads, (c) crackfill for South Circle Dr only, both sides, from the lower gate to the stop sign at the corner of South Circle and Gray Hawk Loop, and (d) for crackfill and sealcoat for the same section of South Circle Drive. Both Jason from BNR and Randy from Ace noted uneven wear of the current sealcoat, but their recommendations were different. Because of significant travel costs involved in coming from Tucson, Randy recommended doing both crackfill and sealcoat in one trip rather than at different times. Jason felt we did not need to apply a sealcoat this year except for one small area between lots 33 and 36 that was showing significant surface erosion due to storm water run-off.
Ace's proposal was for over $10,000 for both crackfill and sealcoat. BNR's proposal was about $3700 (plus tax) for crackfill only of Cardinal Circle, Gray Hawk Loop, Woodpecker Way and Rock Dove Lane, and one layer of sealcoat for the erosion in the area of lots 33 to 36. The quote for crackill only for South Circle is just under $1000 plus tax. Ace's and BNR's quotes would be almost the same for doing both crackfill and sealcoat for all the roads in the LOA and including both sides of South Circle Dr.
After discussion, the Board decided we did not need to solicit any additional quotes. South Circle Drive is to be torn up to connect a house to the sewer line, possibly in the near future. In addition, a routine inspection of the gas pipe line running through the park discovered a small leak near the lower gate; it is unknown at this point what impact that work might have on South Circle Dr. Dave made a motion to have BNR do the crackfill of the LOA roads not including South Circle Drive and to sealcoat the area of erosion in the area of lots 33 to 36. Motion seconded by Ed. Motion passed.
Memorial “bricks”: We will be getting engraved brass memorial plaques (or “bricks”) for LOA members who we have lost in the past couple of years. Currently the plaques are mounted on the back of the LOA bulletin board in the LOA common area. This was probably a “make do” choice when the benches on which they were originally mounted fell apart. Some ideas are being considered for how we can create a more fitting and respectful memorial.
Speeding: Speeding seems to be a perennial problem. The speed limit signs are being ignored. No one wants speed bumps. There is concern that someday, someone is going to be hit by a speeding car. There is very little the LOA can do in the way of controlling speeding. About the only thing that can be done is to remind people to slow down before they hurt someone.
Adjourn: There being no further business to come before the Board, Ed moved to adjourn, seconded by Dave. Motion carried. Meeting adjourned at 2:05 P.M.
Respectfully submitted,
Acting secretary Mary Glazman
The next regular meeting of the LOA Board of Directors will be held on Wednesday, March 12, 2014, at 1:00 PM in the View Room.
