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Desert Hills IV

Minutes:

GREEN VALLEY DESERT HILLS NO. 4, INC.
REGULAR BOARD MINUTES
February 15, 2019

Call to order: Phyllis A. Buchanan called the meeting to order at 10:13 a.m.

Attendance: Present: Phyllis Buchanan, Larry Bivins, Betty Thomson, Ron Wessels and Kathy Booth. Absent: Jan Weatherbee, Ann Brooks. No Community Members

Approval of Agenda: Phyllis Buchanan made a motion to accept the February 15, 2019 Green Valley Desert Hills No. 4, Inc. Agenda. A second was made by Kathy Booth. 5 Yes 0 No. Motion carried.

Reading of the Regular Board Meeting Minutes November 16, 2018 presented by Betty Thomson. Betty Thomson made a motion to accept the November 16, 2018 Minutes as written. Seconded by Ron Wessels.
5 Yes 0 No. Motion Carried.

Treasurerís Report Ė prepared by Jan Weatherbee
Green Valley Desert Hills No. 4, Inc.
Regular Board Meeting February 15, 2019
Preliminary Treasurerís Report January 31, 2019
This report was written before the bank statements were issued and does not reflect any interest or deposits after January 29. 2019.
Income
Assessment Income of $78,565 included annual assessment and late fees.
Expenses
$3,680.00 was charged to Contract Maintenance for estimated landscaping services for January.
$2,128.00 was charged to GVC Dues for 2018 dues.
$120.29 was charged for printing 30 packets and mailing New Owner Packets.
$105.92 was charged to Office Supplies for inkjet cartridges and name badges for the social.
$123.28 was charged to Postage for mailing election material.
$49.91 was charged to Printing for printing the audit report.
$100.00 was transferred from Professional Fees to Reserves.
$35,600 was transferred from Streets to Reserves.
$1,617.00 was transferred from Federal Income Taxes to Reserves.
$765.00 was transferred from Trees to Reserves
Assets
Accounts Receivable: The balance of $2,605.00 as of January 31, 2019 includes eight homeowners who have not paid their dues and/or late fees. As of todayís, meeting four homeowners owe assessments plus $15.00 late fee and one owes late fee.
Accounts Payable
$3,680.00 for estimated contract maintenance for January.
Reserves
Beautification
$102 was received from the 50/50 drawing at the Pot Luck Supper.

At year end the net ďprofitĒ was $7,626.60. I would like a motion to put all of this into the Reserves for Streets bringing that total reserve to $174,048.73.

Jan Weatherbee, Treasurer

Ron Wessels made a motion to accept the Preliminary January 2019 Treasurerís Report as written. Seconded by Larry Bivins. 5 Yes 0 No. Motion Carried.

Larry Bivins made a motion to transfer the net profit of $7,626.60 into the Reserves for Streets bringing the total Streets Reserve to $174,048.73. Seconded by Ron Wessels. 5 Yes 0 No. Motion Carried.

Architectural Report-presented by Phyllis Buchanan
Architecual Report
Regular Board Meeting February 15, 2019
January & February 2019

Architectural Requests:
January- 4 requests for:
1 Awning installation in patio area
1 New Tile roof
1 Window Replacements
1 Paint Request
February- 1 paint request

Betty Thomson made a motion to accept the January and February 2019 Architectural Report presented by Phyllis Buchanan, Temporary Chairperson. Seconded by Larry Bivins. 5 Yes 0 No. Motion Carried.

Maintenance/Beautification Reports-presented by Phyllis Buchanan

Green Valley Desert Hills No. 4, Inc.
Maintenance Report
February 15, 2019
The Maintenance Committee met at Ann Brooks home on February 13, 2019 at 3 p.m.
Attendance: Ann Brooks, chairperson, Phyllis Buchanan, Bill Lardy and Val.
For the next four weeks Valís Landscaping crew will be working in the following areas:
February 20, 2019:
Valís men will continue to work on Area 10 which includes all alley ways, endcaps at the end of two roads going down to Tirol between 3090-2970 Camino Kino. The common ground behind these properties along Tirol will also be worked on.
February 27, 2019:
The crew will finish Area 10 and begin Area 11 which consists of the bottom part of the hill behind Camino Kino, the alleyways and area behind 3110 to 3114 Tirol.
March 6, 2019:
Valís men will finish area 11 and start Area 8 which includes the common ground between 3114 Tirol, 1561 to 1501 Placita Helada and 3136 to 3106 Camino Kino.
March 13, 2019:
Valís crew will finish Area 8 and begin Area 1 which includes the Area between Desert Hills 4 and Desert Hills 5 off of Mercado and Jarrito.

The main reason that Valscape has not been able to catch up this year is because of three reasons, the rain, more than usual weed cover and the amount of vegetation that covers that needs to be trimmed in our 20 acres of common ground. Many people have asked us if we were hire Valscape for more than once a week. It currently costs us approximately $40,000 for the one week they are contracted for. If we were to contract for two a week it would cost us almost $80,000 for the year meaning that our dues would have to be increased by almost $200.
It has been at least 8 to 10 years since we have this problem with this amount rain. If this becomes a permanent condition then the committee will have to recommend additional days, but until then our schedule has to remain the same as this yearís budget is set.
Committee members also talked to Val about using a preemergent, but at this time it cannot be done because the weeds have to be killed first. A preemergent can only be applied about this time of year and early spring. Val estimated our cost to be around $3,000 which again will have not be able to be done this year as our budget for the year is set. However, in the fall when it is time to plan our 2020 budget the committee will do further research.

Submitted by Ann Brooks, Maintenance Chairperson

Green Valley Desert Hills No. 4, Inc.
Beautification Report
Regular Board Meeting February 15, 2019
The Beautification Committee met at Ann Brooks home on February 13, 2019 at 3 p.m.
This year the Beautification Committee is planning to finish two projects:
1. To purchase art work to be placed on the blank wall at the end of Roma near Retorno de Anza. We also plan to repaint the wall.
2. To refurbish the common ground between Tirol and Helada which is Area 8 on our maintenance map. In order to develop ideas, we will be visiting the Green Valley Gardnerís park next to Prestige Senior Citizen Facility on Abrego. We would like to purchase a bench, as well as replanting the area.
The Committee will also be spraying for weeds especially along the white rock area along Retorno de Anza and to continue to work behind the North end of Jarrito to keep the channel clean and to stop the erosion of the hillside.
As the committee sees other areas that need improvement plans will be made to try to fix those areas.
However, there is little that two or three people can do. The committee is looking for volunteers. It meets every Tuesday morning for three hours. Anyone that is willing to come and help and improve our area, please call Ann Brooks at (520) 207-8040.

Submitted by Ann Brooks, Beautification Chairperson

Ron Wessels made a motion to accept the February 15, 2019 Maintenance and Beautification Committees Reports presented by Phyllis Buchanan for Ann Brooks. Seconded by Kathy Booth. 5 Yes 0 No. Motion Carried.

New Business:
Nomination of Officers: Phyllis Buchanan opened nominations at 10:22 a.m.

Nomination for each officer is as follows:

President
Phyllis Buchanan Secretary
Betty Thomson
Vice President
Larry Bivins Treasurer
Jan Weatherbee

Betty Thomson made a motion to accept the nomination of the 2019 Slate of Officers. Seconded by Kathy Booth. 5 Yes 0 No. Motion Carried.

Election of officers:

President
Phyllis Buchanan Secretary
Betty Thomson
Vice President
Larry Bivins Treasurer
Jan Weatherbee

Betty Thomson made a motion to accept the nominations of the 2019 Slate of Officers. Seconded by Kathy Booth. 5 Yes 0 No. Motion Carried.

Betty Thomson made a motion to elect Phyllis Buchanan as President. Seconded by Larry Bivins. 5 Yes 0 No. Motion Carried.

Phyllis Buchanan made a motion to elect Larry Bivins as Vice- President. Seconded by Ron Wessels. 5 Yes 0 No. Motion Carried.

Kathy Booth made a motion to elect Betty Thomson as Secretary. Seconded by Phyllis Buchanan. 5 Yes 0 No. Motion Carried.

Betty Thomson made a motion to elect Jan Weatherbee as Treasurer. Seconded by Ron Wessels. 5 Yes 0 No. Motion Carried.

Selection of Committee Members:
Maintenance
Ann Brooks, Chair
Phyllis Buchanan Co-Chair
Bill Hammond
Bill Lardy
David Bourgeois Auditing
Larry Gass, Chair
Kathy Booth
Need one more community member.

Beautification
Ann Brooks, Chair
Phyllis Buchanan, Co-Chair
Nomination
Ann Brooks, Chair
Phyllis Buchanan
Kathy Booth
Architectural
Phyllis Buchanan, Chair
Ron Wessels
Wayne Utterback
Paul Weatherbee
Everett Johnson Newsletter
Jan Weatherbee, Editor
Phyllis Buchanan, Co-Editor
GVC Representative
Paul Weatherbee, Representative
Bob White, Alternate CC & Rís
Phyllis Buchanan, Chair
Kathy Booth
Betty Thomson
Neighborhood Watch
Betty Thomson, Chair
Phyllis Buchanan, Co-Chair Website
Paul Weatherbee, Chair
Phyllis Buchanan
Social
Betty Thomson, Co-Chair
Kathy Booth, Co-Chair
Paving
Larry Bivins, Chair
Phyllis Buchanan
Jan Weatherbee
Budget
Jan Weatherbee, Chair
Larry Gass
Paige Booth Trash
Kathy Booth, chair
Betty Thomson
Phyllis Buchanan
Community Director-Phone Book
Betty Thomson, Chair
Kathy Booth, Co-Chair
GVR Room Contact
Phyllis Buchanan, Chair

Ron Wessels made a motion to accept the 2019 Green Valley Desert Hills No. 4 Inc. committee chairs and members as nominated. Seconded by Betty Thomson. 5 Yes 0 No. Motion Carried

New Business:

Voting for Annual and Regular Meeting Dates and Times for 2019
Annual Meeting February 21, 2020 Ė 9:00 a.m. Regular Board Meeting to immediately follow
March 20, 2020-3:00 p.m.
April 17, 2020- 3:00 p.m.
October 16, 2020-3 00 p.m.
November 20, 2020-3:00 p.m. Action to be taken.
Social Dates:
Pot Luck- January 20 or 21, 2020
Happy Hour- March 16 or 17, 2020 Action to be taken.

Larry Bivins made a motion to accept the 2020 Annual and Regular Meetings and Social Dates and Times. Seconded by Ron Wessels. 5 Yes 0 No. Motion Carried.

Old Business:

Reminder of committee meeting dates-Information Only
Budget (recommendation should be in early November, so it can be approved at Novemberís meeting) no action needed

Nomination (recommendation should be October so it can be approved at Novemberís meeting) no action needed

Auditing (recommendation should be completed in early January 2019) may or may not be discussed- no action needed

Meeting dates and times
Room Day Date Start Time End Time
Room A Friday-Regular Board Mtg. 03/15/19 3:00 p.m. 5:00 p.m.
Room A Friday-Regular Board Mtg. 04/19/19 3:00 p.m. 5:00 p.m.
Room A Friday-Regular Board Mtg. 10/18/19 3:00 p.m. 5:00 p.m.
Room A Friday-Regular Board Mtg. 11/15/19 3:00 p.m. 5:00 p.m.

Social dates and times:
Room Day Date Start Time End Time
Auditorium- Happy Hour Monday Monday 3/18/19
5:00 p.m. 8:00 p.m.

Other:

Next Regular Board March 15, 2019 3:00 p.m. Desert Hills Social Center Room A

Adjournment.

Phyllis Buchanan made a motion to adjourn the Green Valley Desert Hills No. 4, Inc. February 15, 2019 Regular Board Meeting at 10:42 A.M.; Seconded by Betty Thomson. 5 Yes 0 No. Motion Carried.