Meeting Minutes for
Meeting Minutes for
Sandpiper Resort Owner’s Association
Board Meeting
April 17, 2021
Present: Dennis & Kellie Winners - #52
Cindy Casey- #9
Kelly Cheetwood - #45- Web
Sherae Rough & Jack Mulinix- #48
Diana Rose- # 51 & 56
Julie & Wally Saunders- #6
Audrey Von Zabern- # 2- Web
Dax Mays- #42
David Armstrong #12- Web
Cheryl Brooks- # 8
John Tessier- #49&40
Donald Piazza-#46
Barry Kantor-# 50
James Stroud- #54
Karl & Cindy Copenhaver- #55
Nicole Willis- #73
Tim Walsh-#49 & 40
Sandee Tessier 49& 40
Meeting called to order @ 9:06 AM. Meeting was held at the Boat Safety Center on Parker Strip.
Members joining via WebEx- The President asked all members to please send their comments via chat so the moderator can address the room for Q&A (customary practice in Web conferencing, especially in a large group setting). One member was on audio only.
Officers were introduced: Kellie Winners, President, Audrey Von Zabern, Vice President, Diana Rose Secretary/Treasurer.
Motion made by Kellie Winners, second by Cindy Casey to waive the reading of the last minutes and the treasurer’s reports was not presented by the treasurer (So, the Board will supply to members in subsequent communication) Approve minutes. Motion carried.
Manager’s report was read and reviewed with the members.
Manager’s Report – Report was given by Kellie Winners (please see your email for reports and minutes). Review and discussion of maintenance log for roof repairs and irrigation and pipe repairs.
Parking Violations continue to be an ongoing issue- The board advise members to please remind tenants to follow parking instructions and to please lead by example. Cars that are tagged and not moved will be towed.- Some members took issue with a yellow boat in the overflow and Dax Mays advised that was his boat that had been there for 12 days while he was working on the pool remodel and moving equipment around, which was allowed per the posted sign and the previous board decisions on using the overflow for parking of boats and trailers. The board took no issue with this. Parking Tags were suggested. We will look into this. Also James Stroud offered to help others look for storage.
Speed limits signs are needed in our complex and the board will talk to Toscana about the speed of their drivers.
Roof repairs to a few units, due to high winds, were completed.
Balconies were discussed. Owners need to assess and repaired any damages and bring them into safety and compliance, including paint. Board will revisit this once we are past the current project of the electrical and stucco repairs.
P.O. Box needs to be updated from Lynn Lane
PARTIAL -Phase 3 landscaping was discussed and passed at January meeting which was a significant reduction from the initial Phase 3 that was already previously passed in 2020 by the previous board. This Landscape is for the front of the pool to the mailboxes and includes additional parking, retaining wall and moving the mailboxes to the pool area. However, a few members held issue with this as they were against adding additional parking near their homes and the cost, Dennis Winners asked to put this parking issue back out to vote by the members. The board agreed to take the parking issue to another vote in the future when there is funding to address this matter (due to lack of funding now, due to the electrical panel replacement).
Toscana trash- Discussed the Dunn Developers/ Toscana giving Sandpiper a stipend to use our trash since they are doing it already, and the members agreed. It was asked for the Board to check into switching trash days to help alleviate the trash issue.
Toscana Road responsibility- It was discussed that they have a responsibility to Sandpiper but the members were not sure of the exact agreements so the President agreed to research the easement agreement. - Discussion about the Buckskin Sewer access located on Sandpiper property was discussed, Kellie Winners asked if anyone had knowledge as to what was sold and agreed upon during the sale of the grassy knoll lot. Members could not recall so Kellie Winners agreed to review paperwork.
Fire Abatement and hill clean-up is completed. The Board contacted the county to have them drive out and see if they had any responsibility to maintain the bottom of the hill and they determined that they do not. So, the Board interviewed over a dozen contractors and was able to secure one to do the Riverside Dr hillside and possibly regular landscaping. This was completed at a significant savings over our current landscape contractor’s quote.
Landscaping contract was discussed and we are now month to month per Mike Brenneman. We discussed the significant savings the Board was able to secure with another landscaper and the members agreed that we needed to further explore and retain a lower cost for our landscaping. The President offered two that were suggested with some concerns for one over the other, thus it was determined the board would pursue their options for London Bridge Landscapes.
Pool and Spa replastering was discussed in previous meetings as needed and during our insurance survey inspection (which bids and identified code and safety concerns (IE; drains and shut off values) was already underway) This job should be completed in a week or so. New chaise lounges were also purchased and a member asked if this needed to go to a vote to purchase the chairs. The President said it was not necessary as a $5,000.00 budget cap on spending without members approval was approved per the votes cast in special meeting petition at the July 18, 2020 meeting. Further they were becoming a safety hazard as they have broken while trying to sit on them. However, the President did offer to return all chairs for a full refund and have the body of the members participate in researching a better deal on the chairs and the members declined and accepted the chairs as being just fine. Note: This spending cap was an initiative of the current President, Kellie Winners (prior to becoming President) to limit spending on non-mandatory items. IE; safety, maintenance, or repairs are not subject to this cap but wish list items like new plants, decorative upgrades and alike, are.
Articles of Incorporation were brought current.
Stucco and painting- The board is currently getting bids for the required (stucco) repair by our HOA Insurance Company (Farmers Insurance).
Discussion Period:
Power Panels- Question was asked if these are open and equipped for expansion for additional breakers. The Board will check with La Paz Electric and get the specs to the members. Solar was questioned and advised CC&R’s would need to be reviewed by legal to see if it is possible to allow if CC&R’s are rewritten due to liability with our roof and current ownership is under the HOA and not the individual owner.
CC&R’s- Several members brough forward many additional agreed/ approved items over the years that need to be added to the CC&R ‘s. It was widely discussed that we indeed need revised CC&R’s to bring them more current and we will explore the cost of this.
Property Manager was opened up for discussion and members wanted to wait until we finish the electrical panels and have more funding.
Dogs off the leash and poop- It was discussed that the third poop station will go in now rather than waiting for the landscaping to be completed.
Buckskin dead bushes- A member asked if we can take out the two dead bushes near unit #1. Kellie explained that Buckskin has plans to take them out when they build a retaining wall near that space. However, Kellie will contact Wayne Posey to see if we can remove them now as they are dead
A member questioned why loans for landscaping were considered in the past, by the previous board, without members voting or discussion, and the board agreed to not allow that again without the members knowledge and discussion.
Treasurer/Secretary- Question why there were two charges to the post office. Discussed one was PO Box renewal and the other was a FedEx for a check for the pool project, due to our current bank not able to set up an online wire transfer unless you physically go into the bank and fill out an application and wait for an approval and then you can set up the transfer online. This would have required a trip to Arizona to accomplish this and delayed the project significantly. As a result we will look into switching banks to Wells Fargo.
Treasurer was asked to take on all banking responsibilities per the Treasurer requirements and Treasurer was not in agreement with making bank deposits and handling the books but agreed to run point with the assessment and handle the debits and credit specific to the assessment. Members asked to open the Secretary/ Treasurer position and put to a vote to split that position to add more members to the board for additional support and input. Barry Kantor said his wife Ann Kantor would submit for nomination.
The water tank leak was mentioned and fixed.
WebEx Chat Q&A=
Q- Can we get an extension on our Insurance response or get a different insurance company that would be willing to extend the deadline.
A- No, we had 60 days to respond. If we tried to switch insurance companies it would have been a moot point as we were already flagged for the risk and likely to not be insured without the fix. We researched several companies and were given several verbal quotes at approx. $2500=$5000 each. The board made the decision to go with La Paz Electric as the best choice and thus turned into our insurance carrier who we selected along with the quotes.
Q- Can we opt for solar ready panels?
A- Yes, We were advised by La Paz Electric that these panels are compatible with solar.
Q- Can we get a the parking rules/ guidelines?
A- Yes, it was emailed to all
Q- Is there a map that shows the upper lot?
A- Yes, we will email out the survey that was done.
Q- Can we clarify the lot adjacent to the pool.
A- Yes, this is what is referred to as the “Over Flow”. It is where the dumpsters are located.
Q- Can electrical Panel Specs be sent out
A- Yes, they have been emailed out.
Q- What is our financial situation, do we have an accounting sheet?
A- Yes we have a P&L report. I apologize it was not at the meeting as I expected it to be. I have contacted our accountant for these financials and will send those out as soon as she gets them to me. Be patient as she is knee deep in tax time. In the future we will make sure we have them by the last day of the month prior to the meeting.
Q- Can the treasurer step down and open up the position for a willing person? I think this should go to a vote.
A- Yes, she can and has. The position is open and ballots are being sent out to fill the position.
The meeting was adjourned at 11:17 a.m. Motion made by Kellie Winners, seconded by Dennis Winners.
Next meeting will be held on July 17th 2021 9:00 AM @ the boat and safety center.
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