Annual Meeting Minutes – 2019

August 12, 2019
Members of the CVNA Board welcomed homeowners and members of the Centennial Valley Neighborhood Association and provided an agenda for the meeting as well as presentation of accomplishments during the 2018-19 year. Major projects included:
• Invoicing all homeowners for payment of annual dues and taking required action when dues are not paid; enforcing Centennial Valley covenants
• Annual ongoing maintenance of five entrances plus common areas, sprinklers, pruning & fertilizing shrubs, mowing, winterizing RPZ’s.
• Power washing entrances & sidewalks including use of special biodegradable product to remove brown pond water stains.
• Review & approval of 15 requests for new home plans & home additions
• Conducting Yard of Month contests as well as Holiday Lights and the Halloween Yard contest
• Completed painting of 63 mailboxes in Fairways neighborhood, cleaning mold off five miles of CV curbs, landscaping pond bank on Bay Hill drive and erecting    NO Parking signs

Mayor Bart Castleberry gave a report of recent Conway projects including the paving of Tyler Street and marking with thermoplastic letters. Other streets in Conway are on a schedule for paving.

Financial reports for the past year and a budget for 2019-20 were presented and approved on motion by Travis Douglas, seconded by Neil Hattlestad. The motion included allowing transfer between budget lines and spending up to 10% of net assets over budget as well as forgiving annual dues for Board members who attend at least 8 of the 11 scheduled board meetings each year.

Jim Hicks moved, Steve Scherrey seconded to approve the slate of six proposed board members by acclamation and the motion passed. New and returning board members include Jerry Dumais (returning), Steve Scherrey, Amy Fulmer, Missy Quinn, Harry Smith, and Steve Wallace.

The meeting was adjourned at 7:30 p.m. for homeowners to socialize.

Board Minutes – July, 2019

MEMBERS: “X” In attendance; “A” Absent; “S” Substitute sent; “R” Representative attended; “G” Guest

X Linda Beene Ballard

X Jerry Dumais

A Ed Ellis
X Mindy Pipkin

X Phyllis Simon
A Molly Steely

X Ted Smith
X Peggy Woosley

X LaTresha Woodruff
X Kris Adams

A Wayne Mannis

Summary of Topics, Decisions/Conclusions and Next Step/Action:

Call to Order Meeting was called to order by Linda.

Approval of minutes For monthly meeting of June 17, 2019. Jerry moved for approval of minutes, Phyllis seconded, and passed. Mindy forwards to Phyllis who posts to web. Mindy, Phyllis

Financial reports, dues payments

Notice was sent to the one homeowner (Vickers) that has failed to pay 2018 – 2019 dues. The board agreed to file a lien against the Vickers’ property. Mindy moved to file a lien, Jerry seconded, and passed. Linda

Existing Lien

Discussed that Alexanders paid the amount requested to release the lien. The board agreed to file a release of lien. Mindy moved, Jerry seconded, and passed. Linda

Mailboxes

Discussed issues with getting the contractor to complete the mailboxes. Agreed to pay on a pro-rata basis for the completed work upon submittal of costs.

Sidewalks

Discussed condition of sidewalks near the entrance to Fairways. Agreed to spend up to $500 to clean the sidewalks at the Fairway entrance with rust removal produce. Mindy moved, Jerry seconded, and passed. Linda

Adjourn

Ted moved to adjourn, Kris seconded, and passed. The annual meeting is August 12, 2019.

ADJOURN MEETING:
Meeting adjourned at 7:05 p.m.
By: _Mindy Pipkin _____ Date: July 15, 2019

Board Minutes – June, 2019

MEMBERS:
“X” In attendance; “A” Absent; “S” Substitute sent; “R” Representative attended; “G” Guest
X
Linda Beene Ballard
A
Jerry Dumais
X
Ed Ellis
X
Mindy Pipkin
X
Phyllis Simon
X
Molly Steely
X
Ted Smith
X
Peggy Woosley
X
LaTresha Woodruff
X
Kris Adams
X
Wayne Mannis

Summary of Topics, Decisions/Conclusions and Next Step/Action:

Call to Order
Meeting was called to order by Linda.

Approval of minutes
For monthly meeting of May 20, 2019.
Ted moved for approval of minutes, Phyllis seconded, and passed.
Mindy forwards to Phyllis who posts to web.Mindy, Phyllis

Financial reports, dues payments
Discussed that only one homeowner (Vickers) has not paid their 2018-19 annual dues.
The board agreed that a hearing notice will be sent to the Vickers.
Linda

Existing Lien
Agreed that Alexander has until July 12, 2019, to pay $532.30 filing fees & 2017-18 dues.
The board agreed to send a letter to Alexander with this information.
Linda

Pond Banks
Landscaping is in progress on pond banks. Kris advised that the golf course will pay for moving the signs.

Mailboxes
We discussed a few residents in the Fairways area that have not responded to the approval for mailboxes; only 1 resident objected. The painting is/will move forward on the approved boxes.Property Tax Statement
The property tax statement has been received and paid.

Yard of the Month
The person who sponsored the yard of the month last year has been unresponsive this year.
Board agreed to continue the yard of the month and do a $50 visa card or check for the winners.
Peg moved approval for payment of 5 months at $50 each for the yard of the month, Ed seconded, and passed.
Kris will notify winners and checks will be processed.

Shale Issue
Discussed potential changes to draft letter. Board discussed best approach for contacting Crafton.

The annual meeting is August 12, 2019.

Adjourn
Ted moved to adjourn, Kris seconded, and passed.
Next meeting will be in July 15, 2019 @ 6 p.m. at the CVCC.

ADJOURN MEETING:

Meeting adjourned at 7:20 p.m.
By: _Mindy Pipkin _____ Date: June 17, 2019

Board Minutes – May, 2019

MEMBERS:
“X” In attendance; “A” Absent; “S” Substitute sent; “R” Representative attended; “G” Guest
X  Linda Beene Ballard
X  Jerry Dumais
X  Ed Ellis

X  Mindy Pipkin
X  Phyllis Simon

X  Molly Steely
X  Ted Smith

X  Peggy Woosley
X  LaTresha Woodruff

X  Kris Adams
X  Wayne Mannis

Summary of Topics, Decisions/Conclusions and Next Step/Action:
PERSON RESPONSIBLE for FOLLOW UP

Call to Order
Meeting was called to order by Linda.

Approval of minutes
For monthly meeting of April 15, 2019.
Peg moved for approval of minutes, Ted seconded, and passed.
Mindy forwards to Phyllis who posts to web.  Mindy, Phyllis

Financial reports, dues payments
Ted presented financial reports. Unpaid 2018-19 dues by Vickers was discussed.

Improved condition of yard at 4550 SC was discussed & petition of property owner to have fines and lien removed, get 2017 dues paid.
Board agreed to send Vickers letter.  Ted moved, Jerry seconded & passed to offer removing liens from 4550 SC if & when past due 2017-18 dues, legal fees and costs are paid by July 12.
Letter will be sent to Alexander, owner of 4550 SC representing Board’s offer.  Linda

Ratify e-votes
Discussion of proposed deck at 5415 WS
Molly moved, Phyllis seconded & passed to ratify Board’s e-vote.
Notify homeowner  Linda

Pond Bank landscaping
Discussion on project, Kristin, Gardenscapes owner, was guest. She estimated between $50 & $100 additional charge per month for maint. Sprinkler installation cost is $1637 and creating beds & landscaping is $6395.
Jerry moved, Ted seconded & passed to spend up to $9,000 to install Conway Corp connection for sprinklers, piping, heads and landscaping for pond bank.
Kris will provide leadership for this project.   Kris

Tree replacement
Dogwood tree in sliver lot has been lost.
Peg moved, Kris seconded & passed to replace dogwood tree.
Arrangement to be made.  Linda

Adjourn
Wayne moved to adjourn, Kris seconded, and passed.
Next meeting will be June 17, 2019 @ 6 p.m. at the CVCC.

ADJOURN MEETING:

Meeting adjourned at 7:30 p.m.
By: _Mindy Pipkin _____ Date: May 20, 2019

Board Minutes – April, 2019

MEMBERS:
“X” In attendance; “A” Absent; “S” Substitute sent; “R” Representative attended; “G” Guest
X  Linda Beene Ballard
X  Jerry Dumais
X  Ed Ellis

X  Mindy Pipkin

A  Phyllis Simon

X  Molly Steely
X  Ted Smith

X  Peggy Woosley
A  LaTresha Woodruff

X  Kris Adams
X  Wayne Mannis

Summary of Topics, Decisions/Conclusions and Next Step/ActioPERSON RESPONSIBLE for FOLLOW UP

Call to Order
Meeting was called to order by Linda.

Approval of minutes
For monthly meeting of March 11, 2019.
Peg moved for approval of minutes, Wayne seconded, and passed.
Mindy forwards to Phyllis who posts to web.
Mindy, Phyllis

Financial reports, dues payments
Discussed moving a portion of the CVNA funds to a higher-earning CD at First Service Bank with a monthly compound.Discussed that only 1 homeowner (Vickers) has not paid their annual dues.
Ted moved to transfer $30K currently in CD plus another $10K in operating to new CD’s, Jerry seconded, and passed.A hearing notice will be sent to the Vickers.
Ted will cash out existing CD’s at Centennial Bank and arrange new CD’s.
Ted  Linda

Ratify e-votes
5240 Bay Town – Pergola Roof
Molly moved, Ed seconded, and passed to ratify e-votes.

Insurance
Discussed renewal of Cinn. InsurancePeg moved, Mindy seconded, and passed to renew the insurance.  Ted, Linda
5475 Whistling Straights
Discussed issue with the Kona Ice Trucks (Vickers and Elms properties) that are being operating out of the neighborhood. Decided that a letter to notify only residential use of lots.
Peg moved, Jerry seconded, and passed to send letter.

Linda
Rush-Hal letter shale pit
Letter was discussed again.
Decision was that Mindy would write the letter.  Mindy

Garage Sale
Christy King is handling the neighborhood yard sale, which is June 7 – 8, 2019

4715 Bay Hill
The ACC recommended approval of the pool.
Peg moved, Ed seconded, and passed to approval pool application.

Signs for Pond Bank
Kris reported that the no-parking signs have been installed on the pond bank.

Adjourn
Molly moved to adjourn, Mindy seconded, and passed.
Next meeting will be May 20, 2019 @ 6 p.m. at the CVCC.

ADJOURN MEETING:

Meeting adjourned at 7:30 p.m.
By: _Mindy Pipkin _____ Date: April 15, 2019

Board Minutes – March, 2019

MBERS:
“X” In attendance; “A” Absent; “S” Substitute sent; “R” Representative attended; “G” Guest
X Linda Beene Ballard
X Jerry Dumais
X Ed Ellis
X Mindy Pipkin
X Phyllis Simon
X Molly Steely
X Ted Smith
X Peggy Woosley
X LaTresha Woodruff
X Kris Adams
X Wayne Mannis

Summary of Topics, Decisions/Conclusions and Next Step/Action:

Call to Order
Meeting was called to order by Linda.
Approval of minutes
For monthly meeting of February 11, 2019.
Molly moved for approval of minutes, Ted seconded, and passed.
Mindy forwards to Phyllis who posts to web.
Mindy, Phyllis

Financial reports, dues payments
3 homeowners have not paid 2018-19 dues; certified letters have been sent. Discussion about possible CD rates for renewals.
Agreed that Ted would contact Jim & Scotty Campbell about rates.
Ted will contact.
Ted

Ratify e-votes
4205 Bay Hill – pergola
4220 Bay Hill – pool
5540 WS & 5500 WS – fences
Peg moved, Ted seconded, passed
Ed moved, Peg seconded, passed
Ed moved, Jerry seconded, passed
No primary colors/solid roof

Linda
4550 Sawgrass Cove
Discussed no progress on yard at 4550 Sawgrass Cove since fine imposed Nov 7, 2018.
Mindy moved to file a lien on 4550 SC as total of fines or admin fee of $100 per day beginning Nov 7, 2018. Jerry seconded and passed.
Linda will contact attorney to file lien.
(resulted in $13,000 lien)
Linda

Landscaping
Payment period
Want to clarify intent to pay Gardenscapes; shall payment begin in March?
Decided to begin payment in March.
Linda will contact Gardenscapes.
Linda

Power wash curbs in CV
Discussed black mold growing on curbs and idea of power washing curbs throughout CV.
Peggy moved, Wayne seconded &.passed to accept low bid, trim shrubs in Hogan/Tyler sign, $3500
Will engage Jason Schulte if references, insurance are valid & water is secured from CVCC
Linda

Mailbox painting
Dallas Brown has submitted a bid to paint 63 mailboxes, make any needed repairs and replace address numbers on both sides of address plate, $2998 labor, $300 supplies for total of $3298.
Jerry moved, Phyllis seconded to accept Dallas Brown’s bid to complete painting 63 mailboxes in Fairways, motion passed
Ed will notify Mr. Brown
Ed

Shale Pit
Discussed concerns with pit north of Bay Hill Drive.
Ed will draft a proposed letter
Ed will draft a proposed letter
Ed

Adjourn
Molly moved to adjourn, Phyllis seconded, and passed.
Next meeting will be April 15, 2019 @ 6 p.m. at the CVCC.

ADJOURN MEETING:

Meeting adjourned at 7:30 p.m.
By: _Mindy Pipkin _____ Date: March 11, 2019

Board Minutes – February, 2019

MEMBERS:
“X” In attendance; “A” Absent; “S” Substitute sent; “R” Representative attended; “G” Guest
X Linda Beene Ballard
X Jerry Dumais
X Ed Ellis

A Mindy Pipkin
X Phyllis Simon

X Molly Steely
X Ted Smith

X Peggy Woosley
X LaTresha Woodruff

X Kris Adams
A Wayne Mannis

Summary of Topics, Decisions/Conclusions and Next Step/Action:

Call to Order
Meeting was called to order by Linda.

Approval of minutes
For monthly meeting of January 14, 2019.
Jerry moved for approval of minutes, Peg seconded, and passed.
Mindy forwards to Phyllis who posts to web.
Mindy, Phyllis
Financial reports
Ted provided an update on the financials. Certified letters will be sent to homeowners that have failed to pay their dues.

Fence
ACC recommended approval of fence at 5400 Bay Town.
Kris moved for approval of fence, Ed seconded, and passed.
Linda will notify the homeowners.
Linda

Security Camera
Discussed $20 increase per entrance per month for higher speed camera model.
Ted moved for approval of increased fee for security cameras, Jerry seconded, and passed.
Kris will notify security camera monitoring company
Kris

Mowing / Bed Maintenance
Discussed proposal from Gardenscapes for annual mowing and entrance bed maintenance.
Kris moved to accept the proposal from Gardenscapes, Peg seconded, and passed.
Linda will notify.
Linda

Chemical spraying at entrances
Need to arrange for chemical spraying of all entrances plus sliver lot. Fairways did this last year, Purnam was suggested.
Kris moved to engage Putnam if price is substantially same, if not email Board, Phyllis second, passed
Jerry will research prices from both vendors.
Jerry

Pond bank Sprinklers
May need to connect to Conway Corporation water line at the Fairways. No Parking signs have been ordered for pond bank.
The board will seek a proposal.
Kris will talk with Travis about restoring sprinklers, Mark Ledbetter about boulders, & Gardenscapes about new beds.
Kris

Seminar
Discussed scheduling a seminar on landscaping issues like fungus, bark scale (will be April 6 2019 at club house)
Arrange a seminar on a Saturday morning
Molly and Peggy will make contacts for speakers and arranging with CVCC.
Molly, Peggy

Uncurbed dogs, Waste
Discussed homeowners failing to pick up their dogs waste. Decided to order bag dispensers at $150.00 plus installation
Jerry moved to order four doggie waste signs/bag dispensers @ $150 plus installation, Kris seconded, and passed.
Jerry will replace the bags in the dispensers.
Kris, Jerry

Adjourn
Next meeting will be on March 11, 2019 @ 6 p.m. at the CVCC.
LaTresha moved to adjourn, Phyllis seconded, and passed.

ADJOURN MEETING:

Meeting adjourned at 7:40 p.m.
By: _Mindy Pipkin _____ Date: February 11, 2019

Board Minutes – January, 2018

MEMBERS:
X” In attendance; “A” Absent; “S” Substitute sent; “R” Representative attended; “G” Guest
X Linda Beene Ballard X Jerry Dumais X Ed Ellis    
X Mindy Pipkin X Phyllis Simon        
X Molly Steely X Ted Smith        
X Peggy Woosley X LaTresha Woodruff        
X Kris Adams X Wayne Mannis        
               

 

Summary of Topics, Decisions/Conclusions and Next Step/Action:

Call to Order

Meeting was called to order by Linda.

 

Approval of minutes

For monthly meeting of November 5, 2018.

Peg moved for approval of minutes, Jerry seconded, and passed.

Mindy forwards to Phyllis who posts to web

 

Financial reports, dues payments

Ted provided an update on the financials. 7 lots remain unpaid.

Mindy moved to send certified letters to the homeowners with unpaid dues, Jerry seconded, and passed.

Mindy will prepare letters.

 

Ratify e-vote

Ratified e-vote on house plans for 5400 Bay Town

Peggy moved, Phyllis seconded, and passed.

Linda will notify the homeowner.

 

Seifert driveway

ACC recommended approval of plans to widen the driveway.

Kris moved, Ted seconded, and passed.

Linda will notify the homeowner.

 

Drainage of pools

Discussed issues with drainage of pool water.

Ed moved to approve pool for 5400 Bay Town with disclaimer regarding ADEQ rules, Jerry seconded, and approved.

Mindy will draft a notification to homeowners seeking to install a pool about the ADEQ rules.

 

Fence

ACC recommended approval of fence at Kilpatrick home.

Peggy moved, Phyllis seconded, and passed.

Linda will notify the homeowner.

 

Reports

Various board members gave reports on projects including that the security camera boxes were upgraded, will obtain estimate on continuation of mailbox paintings, hospitality packages, city’s request for drawings on speed control measures, and more.

 

Adjourn

Ed moved to adjourn, Mindy seconded, and passed.

Next meetings will be February 11, March 11, April 15, May 20, July 15, August 12, 2019 at the CVCC.

 

 

 

 

 

Board Minutes – November, 2018

MEMBERS:
X” In attendance; “A” Absent; “S” Substitute sent; “R” Representative attended; “G” Guest
X Linda Beene Ballard X Jerry Dumais X Ed Ellis    
X Mindy Pipkin X Phyllis Simon        
X Molly Steely X Ted Smith        
X Peggy Woosley X LaTresha Woodruff    
A Kris Adams X Wayne Mannis    
           

Summary of Topics, Decisions/Conclusions and Next Step/Action:

Call to Order

Meeting was called to order by Linda.

Approval of minutes for monthly meeting of October 1, 2018.

Ed moved for approval of minutes, Peg seconded, and passed.

Mindy forwards to Phyllis who posts to web.

Financial reports, dues payments

Ted provided an update on the financials. Phyllis said 12 homeowners haven’t paid 2018 dues; 2 new construction fees billed.

Ratify e-vote

Need to ratify e-vote on 4715 Bay Hill fence

Ed moved, Mindy seconded & passed to ratify this e-vote.

4550 Sawgrass Cove

Discussed CV homeowner & neighbor concerns for 4550 SC landscaping; a hearing was offered on this matter for July 9 and homeowners did not appear.

Mindy moved to impose a fine or administrative fee of $100 per day effective November 6, 2018, until the structure and the grounds at said address are up to covenant standards, Jerry seconded, and passed.

Linda will prepare and mail a certified letter notifying the homeowners of Board action and providing contact when standards are met.

Linda (sent letter on November 7, 2018)

Accounting Firms

Discussed and decided that the CVNA would not switch accounting firms at this point.

Landscaping at Reserve entrance

Condition of hollies west of Reserve entrance sign was discussed & replacement suggested by UA Extension Service Director.

Jerry moved, Wayne seconded, & passed to spend $1,000 to remove & replace hollies with some shrubs.

Linda will contact Gardenscapes.

Pond signage & landscape

Discussed pond bank landscape project to be coordinated by David Barrett, LC resident.

Ted moved, Phyllis seconded, and passed to install two signs from the Centennial vendor (1 pd by Hal) with words NO PARKING on signs.

Need to purchase and install sign. Also discussed that need to arrange landscaping and irrigation.

Peg moved, LaTresha seconded, and passed to approve spending $1,000 to initiate this project.

David Barrett will be contacted byLinda.

Halloween Yard Contest

Kris announced that the winner of Halloween Yard contest was Chris & Tina Davis, 5320 LC

Kris will notify the homeowner.

Christmas Lights

Discussed that Crafton Designs will begin placing the Christmas Decorations on November 17, 2018.

Adjourn

Ed moved to adjourn, Mindy seconded, and passed.

Next meeting will be Jan 14, 2019 @ 6 p.m. at the CVCC.

 

Board Minutes – October, 2018

MEMBERS:
X” In attendance; “A” Absent; “S” Substitute sent; “R” Representative attended; “G” Guest
X Linda Beene Ballard X Jerry Dumais A Ed Ellis    
A Mindy Pipkin X Phyllis Simon        
X Molly Steely X Ted Smith        
X Peggy Woosley X LaTresha Woodruff    
X Kris Adams A Wayne Mannis    
           

 

Summary of Topics, Decisions/Conclusions and Next Step/Action:

Call to Order

Meeting was called to order by Linda.

Approval of minutes

For monthly meeting of October 1, 2018.

Jerry moved for approval of minutes, Ted seconded, and passed.

Mindy forwards to Phyllis who posts to web.

Mindy, Phyllis

Board Liability Policy

Discussed renewal premium of $750.00

Kris moved for approval for payment of renewal premiums, Jerry seconded, and passed.

Halloween Bash

Discussed Halloween Bash at the Centennial Valley Country Club.

Peggy moved for approval to contribute $500.00 to the Bash, Molly seconded, and passed

Halloween / Yard Contest

Discussed continuation of Halloween & Holiday yard contests

LaTresha moved for approval to pay $300.00 to contest winners, Phyllis seconded, and passed

Expenditure items

Discussed the following proposed expenditures:

  • Security camera box upgrades
  • Continuation of mailbox painting
  • Replacement/addition of shrubs at Sliver lot and entrances
  • Welcome/hospitality gift delivery
  • Consolidation of board records and cloud storage
  • Holiday decorations
  • Yard of the month and Halloween contests

Peg moved for approval of up to $13,000 in expenditures, LaTresha seconded, and passed

Yard of the Month

Kris announced that was the winner for the yard of the month was Joe & Sue White at 1915 Centennial Club Drive

Kris will notify the homeowner.

Adjourn

LaTresha moved to adjourn, Peg seconded, and passed.

Next meeting will be Nov 5, 2018 @ 6 p.m. at the CVCC.

ADJOURN MEETING:

 Meeting adjourned at 8:10 p.m.

By: _Mindy Pipkin _____                    Date:   November 5, 2018