Regular board meeting was held on Sunday, June 14, 2009

Regular board meeting was held on Sunday, June 14, 2009

ASOCIACION DE REGULARIZACION DE VECINOS DE LA CHOLLA, A.C.

 

A regular board meeting was held on Sunday, June 14, 2009 at the Cholla Community Center. The meeting was called to order at 9:00 AM by President Michael Dugan with the following members present: Helen Dahlstrom, Pete Peterson, Lew Felton, Jerry Ketelhut, Jr., Gene Court, Mike Eagan, Jim Niblack, Pat Sledge and Shirley McDonald.

Absent: Steve Lee, Tom Clark, Pete Pisciotta, Ken Goodin, Don Schmidli, Delegate of Vigilance and Valente Cornejo, Mexican Representative.

MINUTES:

The board had previously received minutes of the April 25, 2009 General Meeting and the April 26, 2009 minutes of the Regular Meeting. Mr. Dugan asked if there were any corrections or additions to the Regular Meeting minutes. There being none, he asked for a motion to approve. Motion made, seconded and Regular Meeting Minutes approved.

TREASURER’S REPORT/FINANCE:

Treasurer Helen Dahlstrom passed out the report showing income and expenditures through May,
31, 2009. Mr. Dugan asked if there were any corrections or additions to the report. There being none, Mr. Dugan asked for a motion to approve. Motion made, seconded and report approved.

There was a long discussion regarding the budget and how they were handled from year to year as amounts are budgeted for a certain item and not done or completed in the year it was asked for. The subject arose due to an amount being budgeted in previous years for Clubhouse improve-
Ments and Mr. Sledge asked the amount he had left to make those improvements, mainly a palapa over the cooking area. Ms. Dahlstrom said, after checking the past few years, there was $22,557 in the budget to use toward new and old projects.

Jerry Ketelhut said he thought the board members should be knowledgeable about the budgets so they could accurately answer questions from members. Discussion followed and the concensus was that other than some general knowledge, the person to answer those questions would be the Treasurer. The Committee heads said they basically worried about their own problems and didn’t have time to take on being that knowledgeable about what was going on with other people’s area.
Mr. Felton thought the end of year Newsletter might be published showing reserves left in each Committee’s budget which might end a lot of discussion when a project is not completed or doesn’t get started on time. Ms. Dahlstrom said that due to a new program being done, it would be a tremendous amount of work to do the last couple of years, but she can do 2004 – 2005 to show everyone how it would be done.

A suggestion was made that the Vecinos needed to be audited. A very long discussion regarding someone to do the audit and how it should be done followed. Mr. Dugan will approach an auditor
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he knows who is a homeowner in Cholla and see if she will do the audit and if so, the cost, etc. The auditor will write a report giving information as to what they found. Jerry Ketelhut and Jim Niblack felt the audit should be done by someone other than a member of the Vecinos. The rest of the board felt different and said previous audits have been done internally and there has not been a problem. There was even a discussion about retaining a Mexican Auditor and everyone agreed there would probably be a language problem.

Secretary made a motion to allow Mr. Dugan to proceed with contacting the person he knows and see if she would do an audit. Motion was made, seconded and approved with two members voting no.

MEMBERSHIP:

Ms. Dahlstrom reported there are 735 members paid in full, 125 not current, 4 Mexican members who are not required to pay, but did, for a total of 864. There are 113 whose status is unclear.

ARCHITECTURAL:

Mr. Dugan said there is one more month before elections and hopefully the City will meet and our building guidelines will be approved. There was a meeting and the committee thought the Mexican homeowners in Cholla would be held to the same guidelines as American members. Mr. Dugan told them no so now waiting for another chance for approval.

Mr. Niblack would like to see the guidelines posted with a note that they have not yet been approved.

CLUBHOUSE:

Chairman Pat Sledge said due to the long time members took to approve starting the palapa, Mr. Dahlstrom was unable to get anything started on footers, etc. for the patio cover. Hopefully, since it is now clear that the palapa was budgeted, he can get started soon.

EXECUTIVE COMMITTEE:

No report.

GARBAGE:

Chairman Jerry Ketelhut, Jr.said new springs have been put on all toilet doors, signs installed informing people to dispose of paper in the toilet, and they are being cleaned regularly. Jessie Arvizu’s contract has been revised to cover changes that have been made in garbage collections to include more beach collections, etc. Mr. Arvizu will provide driver licenses for his drivers. Mr. Ketelhut and Mr. Arvizu are meeting with Alejandro Portugal to make sure everyone is covered
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With the help of Valente Cornejo, several of Valente’s construction sites have been cleaned up and hopefully with his help, others will be cleaned up, too. Mr. Dugan reminded the board that the City of Penasco will work with Cholla to make contractors clean up their debris.

Mr. Ketelhut said they are still trying to come up with a garbage can and holder. He had one at the meeting which he showed the board. The holder was priced between $50 and $60 and it was his suggestion that each homeowner purchase their own holder

He also had some flyers that would be left for owners where trash was left outside their homes.

He said porta jons are now cleaned on Monday and beach trash cans are picked up on Friday and Monday. Mario has been hired to drive the beach from Barraocho Flats to JJs every Monday using an atv and trailer to clean up from the weekend.

Mr. Ketelhut said he found out that Mr. Arvizu had been charging Mexican families to pick up their garbage. He got with Jessie and the Vecinos are now picking up everyone’s trash, but a plan has been worked out where all Mexicans can be members of the Vecinos for $50 and their trash would be automatically picked up. It was to be presented as Cholla wanted them to be a part of the community rather than make it a charge for garbage pick up.

Mr. Ketelhut also suggested a membership for businesses in Cholla and charge the same as a regular membership which is $200. This does not include JJs because the help he gives the Vecinos with the standpipe would wipe out anything being paid by him.

He is also proposing a bulk trash pick up four times per year at an additional cost of $100 paid to Jessie.It would be the first week of January, April, July and October.

The board again revisited the footballs for cars and windows. Ms. Dahlstrom said what had been discussed previously had been ordered and would be sent out with dues receipts so there would be no changes until the beginning of the 2010 – 2011 year begins.

After much discussion, motion was made, seconded approved that the $50 membership for Mexicans and $200 membership for businesses be approved.

Ms. Dahlstrom said she got a cost for labels to be put on trash cans that could not be taken from one can and put on another one. For 1,000 labels, the cost is about $1300. It was discussed for the year 2010 – 2011 and not for this year.

The title to the Isuzu has been misplaced and it was decided that Ms. Dalhstrom would look into getting another title.

ROADS:

In the absence of Chairman Pete Pisciotta, Mr. Dugan said he would check when roads are watered
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and maintained and let Board know. Ms. Dahlstrom said Mr. Dugan has to assume responsibility for Committee Chairmen when they are not present and she feels that any Chairman not attending the meeting should submit a written report to let everyone know what is going on and if there is a problem, it should be taken care of by them. The members in attendance agreed with her.

Everyone was reminded that road maintenance has increased to $3,000 per month beginning June 1.

PARKS/ENVIRONMENT;

Chairman Gene Court said most of the trees are doing well but needs some more of the very expensive chemical for the salt problem. He had a request for another shoot around. Everyone is amazed at the amount of people who use the park.

He said he will be replacing chains on the existing swings and was given some small swings for small children. He has a damaged table but thinks he can repair it.

SECURITY:

Chairman Jim Niblack was concerned about the electric bill at the Police Station. He was afraid of what the bill would be since the one he had was in the winter, but Mr. Peterson reminded him the summer rates are cheaper.

Mr. Niblack said there was nothing new to report on Security. He and Mr. Peterson had a discussion about light bulbs at the station.

Mr.Dugan asked if anyone authorized internet at the Police Station. No one authorized it but they do have internet and sometimes seem to be playing games on it. In fact, the company was asked to turn it off in January so it will be checked and if on, turned off again.

Mr. Niblack said he had a scheduling problem and wanted to thank Mr. Dugan for filling in for him in a meeting with the Penasco Police.

There was a discussion about the fire truck and if it would work if needed. Mr. Peterson said he had been told by Rocky Point that if they were needed, give them a call and they would come to help. The board was concerned with the time lapse between calling them and the truck actually getting to Cholla and felt we needed to maintain our own truck.

CONSTITUTION/BY-LAWS:

No Report.

WATER AND SEWER:

There was a discussion about water tanks that could be kept filled for slow times when the water
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trucks have to sit for a long time waiting to get their truck filled. Mr. Dugan and Bengie Brown met with some of the drivers and talked about a radio that could be used to get the valve opened and closed when needed. They discussed how many meters of water they would need in a day. One of the drivers said they would probably average 250 meters per day.

Mr. Dugan asked if a 400 meter tank would carry them in case pipes broke or some other problem arose which would stop water delivery to the stand pipe or in case of heavy deliveries on long weekends. He talked about installing two lines with meters that could be used to fill the trucks. Bengie said it sounded good and he was going to contact some companies who do that kind of work. When Mr. Dugan gets any information he will bring it to the board and see if that would possibly work for Cholla.

Mr. Sledge said that even when water is eventually brought into Cholla, he feels there should be a holding tank for emergencies and Mr. Peterson said that was in the original plans for Cholla. A holding tank would also be helpful should there be a fire.

Mr. Dugan said Cholla has to get used to taking care of itself because no one else is. If and when he gets information from Bengie Brown about a tank and the cost, everyone should be aware that Cholla will be paying for anything done. Mr. Sledge said in conversations with the Company, he felt they should be approached about donating land, digging ditches or anything else they could do without actually coming up with money which everyone knows they won’t do. Mr. Dugan was given approval by the board to proceed with getting costs, etc.

NEW BUSINESS:

Mr. Sledge brought up the fact that he had tried to get approval on an item by using the internet and had a real problem with getting people to respond. He was upset at the lack of, or untimely,
response regarding his request for approval to get the Palapa started. Mr. Dahlstrom had time to do some preliminary work but the lack of approval held everything up. Mr. Sledge asked that a response time of 1 week be placed on a voting request.

Since a lot of members are unavailable for meetings during the summer, email votes will arise from time to time. The board in attendance voted to make response time on an email vote 1 week or as soon as majority votes are received.

Mr. Felton brought up putting WiFi in at the clubhouse. There is a phone in the office and a range extender could be put on the roof and people could sit at the outside tables and use the internet. It would also be advantageous for the Secretary and Treasurer at the meetings. The cost was guessed to be about $275.00. The office phone line has been knocked down and someone is looking into having it repaired. Motion was made, seconded and approved to spend up to $500 to install WiFi at the clubhouse.

Mr. Felton said Membership Chairman for the OBSC had been approached by someone for addresses of members. She refused to give out any information and told them the club has never
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given out private information of their members.

There was a discussion about the voting process and how candidates are picked or elect to run. Discussion followed but any action was put on hold until closer to the next elections in April, 2010.

Mr. Dugan presented a request from a homeowner who lives in the vicinity of JJ’s.’ They have two lots that are being combined, one with a structure and one without. They also have four lots down in Borracho Flats. It was not clear but they may have been billed for dues on the lots and asking to allow them to get their problems over prior to paying dues. There was a discussion as to when ownership actually occurs. Is it when a bill of sale is given to a buyer or when all the paper work has been cleared and a Deed of Trust is in place. Most of the board felt ownership occurs when paperwork is given to the buyer showing them as owner and they would be subject to paying for however many properties according to the Vecino’s guideline.

The letter sounded as though they had wanted to live on the property by JJ’s but the former owner came to Cholla and tore down the structure on one of the lots. They have litigation going with the Browns for ownership of the other property. Mr. Dugan will contact the lady and find out exactly what she wants from the Vecinos.

Ms. Dahlstrom said she has a letter going out with the dues for upgrading information on homeowners. They have also put the forms on the website for downloading and people can fax or email the required information to Monica. This is being done to try and keep the Vecinos records up-to-date.

OLD BUSINESS:

None.

There being no further business to discuss, Mr. Dugan asked for a motion to adjourn. Motion made, seconded and meeting adjourned at 10:55 AM.

AUDIENCE PARTICIPATION:

Ray Flinn wanted to hire someone he knows to help keep the town clean by picking up trash along the roads. He suggested paying him $50 per week. He also brought up the lot next door to the Clubhouse that has been a mess for at least a year. There were other areas in town that he thought should be charged for the trash they generate.

Respectfully submitted,

Shirley McDonald, Secretary
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FUTURE MEETINGS:

Sunday, July 12, 2009 9:00 AM
Sunday, October 11, 2009 9:00 AM
Sunday, November 15, 2009 9:00 AM
Sunday, December 13, 2009 9:00 AM

 

 

Things to be discussed at July 12, 2009 meeting.

1. Proposed audit.

2. Cost of bulk trash pickup – who pays for dump fees.

3. Schedule for watering roads

4. Holding tanks for water

5. Cost for installing WiFi