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VOCA Homeowner Shares Unofficial Board Minutes

Sedona AZ (April 6, 2015) – The following is a letter to the SedonaEye.com editor:

voca restaurantboard meeting logoComments: Interesting motion that passed unanimously at the February VOCA board meeting. HOA boards, including VOCA, carry insurance to protect the board members from financial liability for carrying out their duties as board members—”Directors and officers liability Insurance (often called D&O) is liability insurance payable to the directors and officers of a company, or to the organization(s) itself, as indemnification (reimbursement) for losses or advancement of defense costs….” [http://en.wikipedia.org/wiki/Directors_and_officers_liability_insurance]

Our VOCA board created a fund of $50,000 at the February board meeting to be “proactive” with legal action against homeowners, the county or whomever. This type of fund has NEVER, ever been set up by past VOCA boards.

One can only wonder, WHY now?

Wes Lusher
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VOCA Board Meeting
March 25, 2015
3 pm

NOTES taken by Barb Gordon in an effort to be helpful to VOCA homeowners. Disclaimer: Every effort is taken to assure accuracy. In the opinion of many, the VOCA board established an unreasonable list of rules in regard to recording meetings. The best we can do is take good notes. In the opinion of many, the board meeting minutes and messages from the board are too often misleading and inaccurate.

open meeting requirements sign 2Board members in attendance:
Rob Schaefer, Jeff Singsaas, Jim Kautz, Gwen Hanna, Joe Jansen, Mary Ann M. Waldron
Staff in attendance:
Deb Brewer (Hoamco VOCA/HOA manager) Bill Czekai (golf operations manager) Heather Risk (head pro) Nancy Shelley (Hoamco staff member – works in VOCA office – used to be a VOCA staff member – sat in audience)

At about 4 PM, Justin Scott (Hoamco CEO) arrived and sat at the back of the room.

About 14 homeowners in audience.

Hanna called the meeting to order. Minutes from February 25 board meeting unanimously approved. Minutes from closed board meeting on February 25 approved. NOTE: No notation in the agenda or mention about what was discussed at the closed meeting.

Correspondence: Barb Gordon agenda request. Hanna said correspondence had to be addressed at the VOCA forum section of the meeting. NOTE: The requested agenda items were NOT on the agenda. The bylaws state a homeowner may request agenda items and Gordon did so as required by the bylaws.

Approval of Agenda: Deb Brewer asked to add an item regarding the expired defibrillator device. Hanna added it as #8 under VOCA new business without a board vote.

Comments from the President: Hanna is no longer interim general manager. Brewer is general manager on HOA side. Czekai is manager on golf side. They report to the board through Hanna. NOTE: No mention of HOW this will happen, but the claim is they will report to the board through Hanna. Board will now turn attention to assets management rather than general management. NOTE: Be watchful. Asst management could mean spending.

Sergeant Winslow, Yavapai Sheriff Department: Thefts increased as result of longer daylight, people leaving valuables in open in cars, etc. Golf course walkers will need to adjust to the longer daylight hours and increased late day golf play. The walkers cannot be on the course during golf play. Call the sheriff office with concerns.

Treasurer’s report: Jim Kautz – Did not provide report for January. Report for February with general categories included in handouts, not read aloud.

Golf course lost 20% playing time due to weather. Golf course loss YTD $9,440. Had budgeted a loss of $32,399. NOTE: That is what I heard him say. The budget summary shows Golf course gross profit/(loss) YTD budgeted at ($26,059) before depreciation and a total VOCA gross profit/(loss) YTD budgeted at YTD at ($34,879) after depreciation. Can’t decipher where the losses will be funded.

Restaurant paid inventory in full. (NOTE: An extension was granted at previous board meeting.)

Brewer: Restaurant forwarded $1600 for VOCA share of sales. Also in handout but not mentioned verbally: HOA reserves: December – $548,841; January – $550,192; February – $550,961. Golf reserves: December – $341,962; January – $289,914; February – $202,234. Golf reserves expensed $177,509 for 40 golf carts and rental clubs: HOA reserves expensed $4,939 for painting.

Auditor review approved by finance committee. 2014 “clean book” under past VOCA staff. Board accepted the auditor review.

Golf OCC Management Report: Bill Czekai
Hired an additional ranger to work late afternoons as play has picked up due to $25 special for 9 holes, $49 for 18 holes after 2:30.
Heather Risk, new head pro: Working to add more golf rate specials between noon and 1 PM as many people are waiting until 2:30 to play at reduced rates.

OCC New Business:
Heather Risk is new head pro. Emanuel R. is member consultant and will handle new memberships.

OCC Committee Reports: Golf and Greens committee. No verbal report. Two page printed report in handouts.

NOTES: The golf course starting hole is now on the opposite side of the road from the pro shop. 7:30 am tee times should begin April 1. Website being revised. Working to adjust inaccurate distance markers. No report from Master Plan committee. Kautz asked for a small tree to be removed on #8 but there was not consensus. Some discussion about divot repairs.

OCC member forum:
Nelson: What is the status of the 5-year plan for bunker improvements?
Czekai: First we had to get new course maintenance equipment. Next will be improving irrigation, then will come the bunkers. Jansen: The “master plan” committee determined the priorities and wrote a new 5-year plan. The new equipment and irrigation will cost around $800,000. There is not $800,000 in funding so the bunker work cannot be predicted. The member dues will need to be raised.

Levin (member of finance committee): The funds should not come from current members only but should be spread over the span of golf members benefiting from the bunker work.

Gordon (homeowner): Who has been making decisions outside of board meetings?

Kautz: Gwen and I meet to make decisions regarding spending.

Gordon: The VOCA membership was informed yesterday by an emailed newsletter that “Both Bill Czekai managing Golf Operations, and Deb Brewer/HOAMCO responsible for VOCA HOA management, will report to the
VOCA Board through the President of the Board, in accordance with our By-laws.” What bylaw are you referring to that gives the board president such power?

Hanna: Well, I don’t know.

Kautz: I will look it up and tell you later. Later, Kautz: VI. 4.

NOTE: The wording “the general manager will report to the VOCA Board through the President of the Board” does NOT appear in the bylaws. When was it decided to interpret the bylaws to allow the board to relinquish control of the staff and contract workers to the president alone?

Levin: The door planned for the patio access from the restaurant bar needs a wind barrier, etc.

Brewer: It is being handled.

VOCA management report:
239 letters went out to vacant lot owners regarding compliance for weeds. Complimentary letters went out for delinquent accounts. Some have been paid. Carpenter Hazelwood will begin collections April 1.

Brewer: Roof leaks, stucco on parapet walls falling off, drainage ditch blocked, many issues due to deferred maintenance (under past interim general manager Hanna). Recent issue converting the internet service from Century Link to Suddenlink. Suddenlink is faster and less costly. Cable exists, but is in a wall that creates an issue taking the cable to the new servers in the office.

Brewer will be project manager for the children’s playground resurfacing. Will need to be guarded for 48 hours after installation of the rubber chips.

Election ballots are coming in. There is a “big box” in the office for returning ballots.

VOCA old business: None

VOCA new business:
1. Lynx Bus Survey – request from Big Park Regional Coordinating Council
Schaefer suggested putting survey on VOCA website. OK
2. Dark Sky Community – request from Big Park Regional Coordinating Council Schaefer reported about efforts by BPRC to get Big Park designated as a Dark Sky Community. Letters are needed from the community. Jansen, Singsaas, Hanna: Not in our jurisdiction to endorse such effort.

Nelson (BPRC president): Can you include the letter on the VOCA website? Answers: Don’t want to get involved, not our jurisdiction.

Gordon: How is the Dark Sky letter different than the Lynx survey or listings about events from the library? They are all helpful for community members.

Schaefer: We do not want to appear to endorse the Dark Sky designation.

Nelson: You don’t have to put out any special announcement, just include the letter in the next emailed newsletter. OK

3. Litigation Contingency Fund

Kautz: The finance committee has sent a recommendation to the board that we approve a $50,000 legal contingency fund.
Kautz: I make a motion to approve $50,000 for legal contingency fund.
Waldron: Second. NOTE: Kautz and Waldron are on the finance committee.

White (homeowner): Why do you need $50,000 if you have directors and liability insurance?
Waldron: The insurance is defensive. We might need to sue a homeowner or the county or other utilities. For example, we might want to sue a homeowner for slander.
Gordon: So you want $50,000 set aside so you can sue homeowners?
Waldron: Not necessarily, but we might.
Gordon: Who brought this to the finance committee?
Kautz: I came up with it.
Hanna: Joe and I just happen to be at the finance meeting. There was no collusion as you claimed (directing her response to Gordon). NOTE: Hanna may have been referring to the agenda request by Gordon asking about reports that Kautz, Hanna and Jansen were united in the request to the finance committee for $50,000 to defend against alleged threats. The agenda request was denied. The finance committee meeting minutes do not indicate why this recommendation was made.)

Kautz claimed he had not discussed the recommendation with any board members prior to the finance committee meeting.
Gordon: I do not recommend doing this.
White: I second that.
Hanna: Call for vote. Passed unanimous.

4. 2014 CPA review

Kautz already reported under Treasurer’s Report.

5. Sedona Library request for room usage – May 14 1-3 pm
Hanna: I am on the library board, I recuse myself.
Jansen: My wife is on the library board, I recuse myself.
Passed with the other 4 board members voting in favor. NOTE: No mention of how allowing this and including information in the VOCA newsletter about library events might be interpreted as endorsing library events.

4:20 pm

6. VOCA parking lot repair
Brewer: Parking lot is in terrible condition. Again, more deferred maintenance (under past interim general manager Hanna). $4,000 to fix pot holes needed now, dangerous. Need to look at $80,000 to do overall repair. About $15,000 for crack seal. Will bring proposals to next meeting. NOTE: No mention of whether or not the golf department will contribute to the parking lot repair. Golfers use the parking lot. Approved up to $5,000 for pot hole repair.

7. Big Park Wastewater Improvement District, Water Reuse Agreement:
Hanna: Contract up for renewal every 5 years. Hanna and Kautz reviewing agreement with assistance from Brewer. NOTE: The water is used for the golf course not the HOA. Brewer is manager for the HOA.
Czekai: The golf course uses about 300,000 gallons of effluent water per day March 1 to November 1.
Johnson (member of BPWID): It is a great thing for the golf course.

8. Defibrillator
Brewer: Old defibrillator is expired. New one with 5 yr warranty is $1300. Reconditioned one is $875.
White: Suggestion to get two and put one on the golf course.
Jansen: The golf and greens committee has recommended not purchasing one to locate on the golf course due to security.
Suggestion to put it in the maintenance building. Comment: That is closed up by 3 pm.
Discussion about training and use certification. Comment, we don’t need certification.
Comment from homeowner: If you have a defibrillator, people will assume you have certified users, you should get certification. But if you get sued, you can use the $50,000 legal fund you just vote in. Voted to get one refurbished defibrillator.

Committee Reports:

Handouts available. Not going to read them at meeting. NOTES: House and Grounds –-Need to update signage and begin to think “more holistically about our overall VOCA signage.”

Next H&G meeting on April 21 instead of April 14.

NOTES: Architectural Review / Restrictions
There is a 4-plex being constructed in Fairway Oaks. The Fairway Oaks CC&Rs do not allow “full two-story buildings.” VOCA is allowing the two-story building because the lower level is “mostly garage.” (further note: Past comments included VOCA has authority to approve building not the individual subdivisions, there are other two-story buildings in the subdivision, VOCA can grant any variance they want.)

Complaints/inquires are now entered into TOPS system under Hoamco.

Homeowner noted owner of 4-plex under construction owns another property with “hanging tiles”, Christmas lights and trash.” Courtesy notice sent and follow up inspection scheduled.

VOCA member forum:

Gordon: Is this where I get to address my agenda items?
Hanna: If you want. You have 3 minutes.
Gordon: Tries to address agenda items. States she followed bylaws in making the requests. Hanna frequently interrupts defending her denial to include agenda items.

Gordon: One agenda item I asked for is in regard to open meeting law ARS 33-1804: E. It is the policy of this state as reflected in this section that all meetings of a planned community, whether meetings of the members’ association or meetings of the board of directors of the association, be conducted openly and that notices and agendas be provided for those meetings that contain the information that is reasonably necessary to inform the members ofthe matters to be discussed or decided and to ensure that members have the ability to speak after discussion of agenda items, but before a vote of the board of directors is taken. For example, the agenda item: Litigation Contingency Fund. That does not explain that you want $50,000 set aside in case you need to sue a homeowner for slander. If people knew that, they might have wanted to attend this meeting.

Gordon: Another agenda request you denied is: Proof of statement that Carpenter Hazelwood confirmed a quorum of the board may attend and participate in committee meetings without the meeting following the rules governing board meetings.

Board members: Many defensive comments.

Kautz: The board can meet in quorum at social and informal events.
Johnson: No, you can’t.
Gordon: This is why we need an independent attorney opinion.
Waldron: Then spend $500 and hire your own attorney.

Scott (Hoamco CEO): I am not an attorney, but I can tell you that board members cannot be a quorum in any social event and talk about ANY association business. You need to be careful about that.

Gordon: The agenda lists the next meetings, but does not list the meeting that is required to take place 4 to 10 days after the election for the board to elect officers and make committee assignments. Will that be an open meeting and be conducted according to the open meeting laws with members allowed to speak after each agenda item? Will it be posted any where other than the piece of paper on the bulletin board.

Hanna: Well there won’t be much of an agenda.
Waldron: It will be on the website calendar. Oh, and there is another meeting on April 2nd to discuss more policy changes. It might be a work session or it might be a special board meeting.
Jansen: This might be my last board meeting. Gave a speech about being a board member.
Kautz: ditto
Hanna: This meeting is adjourned.

Much mingling after the meeting.VOCA restaurant 2

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6 Comments

  1. Attention VOCA Board and Big Park!

    The Lynx idea is stupid and a blatant grab for government funds you aren’t qualified for or should be asking to get.

    This issue was looked into a few years back and it was not acted on because there was no support and there’s none now.

    Wake up VOCA. The golf resort and Hilton want illegals. The golf resorts and Hiltons are corporations with deep pockets. Let them figure out how to get employees by paying fair wages to the people living in the VOC. Many want jobs that live and pay taxes in the VOC but are discriminated against. Look at the demographics. Jobs can be filled by people in the Village. End stupid Lynx discussion and consideration. Business people stop sucking off the tits of government and grants.

  2. Leah, VOC says:

    Thanks Barb for your excellent reporting and continuing to expose the corruption going on in the VOCA board.

    HOMEOWNERS! Make sure to vote and let’s get some new blood on our board!

  3. Janet, VOC says:

    Just a quick note to tell you we were without power last night for 2 1/2 hours. Started around 6:15 when I was making dinner on my electric stove. Luckily I had enough heat in the pan to finish cooking the stir fry. Today APS was digging a big hole at the other end of Crown Ridge (intersection of Saddlehorn) working on the issue. Don’t know what happened and there was nothing in the Red Rock Snews.

  4. Janet…I was unable to figure out the point you were trying to make and how it related to this issue. Also, the local paper was printed and being delivered before the power failure occurred. Again, what point were you trying to make, if any?

  5. @Alarmed says:

    Maybe she does not know yet that local issues are kept from the locals, a countrywide mode of sharing information of value. If it was smart meter related, you will never know.
    I notice you are alarmed and you are paying attention but are you actually doing anything besides critiquing someone’s feeling’s and thoughts?

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