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Esperanza Estates Home Owners Association

Meeting of the Board of Directors

December 21, 2009

Esperanza Estates Ramada

Green Valley, AZ

The meeting was called to order at 1:00 p.m. by President Thomas Cooke.

Board members present: Joe McCalpin, Barb McCalpin, Bruce Liljegren, Joan Moreaux, Sam Barnard, and Bob Hunton.

Board members absent: Absent but excused were Sandy Reed and Stoney Brown.

Announcements: There were no announcements.

Acceptance of previous minutes: There were no corrections to the November minutes, which are considered approved.

Treasurerís report: Joan Moreaux gave the treasurerís report. She provided details of the current financial statements, and reported generally the HOA is operating under budget to this point in the year. She also gave a report on the level of payment of the annual dues, which now stands at about 165 households which have paid, about normal for this time of the year. Association reserves stand at about $85,000, being mainly held in the form of CDís.


Architectural: Bob Hunton reported that most of the people whom he has written to about CC&R violations have responded positively, with one notable exception on Excelso, who he intends to call upon to discuss it. There are no serious issues pending requiring Board action at this time.

Capital Projects: There are currently no on-going capital projects; however a number have been identified and noted for future years. These will be considered flexible, so they can be changed both as to amount budgeted and time for completion. A list of projects was distributed to the Board members and others attending the meeting.

Common Areas: Stoney Brown was absent, but Bob Hunton, who works with Stoney, reported that most of the recent storm blow-down had been pretty well cleaned up. Most of the more visible common areas have been decorated for Christmas, and look very nice.

GVCCC: Bruce Liljegren reported briefly on the recent GVCCC activities. A full report will appear in the December Periodico.

Neighborhood Relations: Sam Barnard reported on a matter involving two neighbors and damage to their common wall; however no action on this is anticipated until after the first of the new year. Peace and harmony is prevailing generally in our neighborhood.

Recreational Facilities: Tom Cooke reported that the Board had enacted a resolution in 2007 to use the hours of 9 a.m. to 6 p.m. as normal winter pool opening hours, and that these had been posted.  It was noted that during many of the recent days, the pool cover had remained in place the entire day--as the weather was such there were no users. A discussion was had on the necessity of people signing-in to the pool, in order that the Board would have the data needed to determine the most optimum hours for the pool to remain open.  Many people reportedly use the pool and donít sign in.  It was suggested that a notice reminding people of the need to sign in be placed in both the Monday Morning Memo and the Periodico.

Sandy Reed obtained 2 bids for re-plastering the pool, and it was his suggestion that the Board meet with both of the proposed contractors to ask questions. This meeting will be scheduled after the first of the year.

Hospitality Committee: Sam Barnard reported that the Hospitality Committee plans on holding a Hamburger Nite on January 12th, and will also be planning some events for later in the year. The committee has $1,116.63 on hand. The December 7th Party was successful, although the weather did not cooperate very well.

Neighborhood Watch: Mary Beth Wallace reported all is well with the Neighborhood Watch Committee.

Enhancement Committee: Three additional sun/wind screens have been ordered; they will pretty well enable the Ramada to be closed in entirely. The Christmas Boutique was successful, although it didnít raise as much money as the Team had hoped. The Pet Post has been doing very well, and many plaques have been sold.  A 'First Day' party is being planned for Jan. 1st at the Ramada, as has been done the last 2 years, and a sign-up sheet is located near the Ramada bulletin board for those planning on attending.

Old Business: No old business.

New Business: The flag pole which displays the state flag at Esperanza Park has been bent by the wind and taken down.  A new pole is being sought.

Tom Cooke reported that the Enhancement Team had approached him and asked for an advance in the amount needed to pay for three sun/wind screens needed to complete the Ramada, in the approximate sum of $3,000. Their plan was to repay the advance with the proceeds of the Teamís planned fund-raisers which will be taking place over the next few months. Tom polled the Board, as is authorized by the HOA Bylaws (Article IV, Section 4.6), and received a majority in favor of allowing this advance to be made.  A vote was called to ratify this action, and it passed with one abstention.  A general discussion ensued, which concluded by Sam Barnard moving and Bruce Liljegren seconding, to forgive repayment of this advance. The motion passed with one negative vote.

The funds necessary for the sun/wind screen purchase will be paid from HOA reserves.

The rationale stated for forgiving the advance was the fact that the Enhancement Team has already done so much for the HOA -- especially in connection with furnishings and general enhancements to the Ramada. Virtually everything in the Ramada has been paid for by the Team, which has also made sizeable improvements in other parts of EE. These improvements total more than $30,000 spent on the Ramada alone. If the Team doesn't use its fund-raising proceeds to repay the HOA for the windscreens, the proceeds will be used for some other tangible enhancement to benefit the HOA, because that is the only reason the Enhancement Team exists. This is the first time the Team has come to the Board to ask for anything other than permission to make improvements, and the Board determined it was in the HOA's best interests to approve the motion to forgive the loan.

Planning for the Annual Meeting in January is on track.  Ben Sheffield agreed to chair the vote-counting committee, which will count ballots ahead of time.

Adjournment: The meeting was adjourned at 2.20 p.m.

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