PHOTO COURTESY OF MARILYN PARVER
Minutes of Board Meeting
February 17, 2012
Location: Pioneer Title Agency
Board Members present: Syd Huxtable, Helene Powell, Bill Barnes, Olivia Rockafellor, and Gordon Smith.
Property Owners present: George Dewoody, Delores Pinto, Vic Rockafellor, Julie Pebworth, Marie Huxtable, Peter McAlpine and Susan McAlpine.
At 10:00 am Syd Huxtable called the meeting to order.
Motion was made to approve December 22, 2011 board meeting minutes and February 4, 2012 annual meeting minutes as submitted.
Motion seconded, motion carried.
Given by Olivia Rockafellor
An explanation of how a quorum for the annual meeting was met. There are 2847.34 acres in Phase II. 15% of votes are 437.10 which constitute a quorum. The amount of votes cast was 667.702. Discussion ensued regarding quorum.
The ballot count was performed on February 4, 2012 after the annual meeting in accordance with Bylaw, Sec.5.2, P-3 and P-4 by Bill Barnes, Treasurer, Olivia Rockafellor, Secretary, and 2 property owners independent of the Board who were Marilyn Parver and Joan Huffman.
The final count was reported as:
Bill Barnes – 529.553
Syd Huxtable -- 558.253
Helene Powell – 541.718
Olivia Rockafellor – 572.66
Gordon Smith – 523.828
After careful review I as Secretary certified the Ballot count to be accurate on February 7, 2012.
Selection of positions
Based on the votes received the following positions were selected:
Olivia Rockafellor, Secretary
Syd Huxtable, Director at large
Helene Powell, President
Bill Barnes, Treasurer
Gordon Smith, Vice-President
Given by Bill Barnes
Reported $5,404.01 to date in 2012 assessments. Total assets are $39,903.75
Given by Syd Huxtable
Discussion ensued regarding the petitions previously submitted in 2004 to Mohave County for the roads in Lazy YU Phase II that have not been accepted by the County. New petitions have been acquired and will be filled out and signatures will be gathered and submitted with copies of the 2004 petitions to Mohave County.
Discussion ensued regarding bringing up the remaining roads to county standards.
Review of quotes for Performance audit & consultation
Per the settlement agreement with Cecil Adams at a voluntary mediation hearing which was held on January 13, 2012. Quotes were requested from Steve Buck of Property management Services and Michael Aversa of RanchKidz & Associations for 6 months of consultation and a 5 year performance audit from 2007 thru 2011.
Discussion ensued regarding quotes received.
Motion to accept RanchKidz for performance audit and 6 months of consultation.
Motion seconded. Motion carried.
Guidelines for Records Requests
How to request records was explained. ARS10-11602 – Inspection of records by members states the requirements needed. ARS10-11602, Subsection B states “if the member meets the requirements of subsection C.
Subsection C. A member may inspect and copy the records identified in subsection B of this section ONLY if the following conditions are met:
1. The member’s demand is made in good faith and for a proper purpose.
2. The member describes with reasonable particularity the member’s purpose and the records the member desires to inspect.
3. The records are directly connected with the member’s purpose.
The Board will only consider the request if a member submits a written request with the proper purpose. A proposal was made that all written requests be mailed to the POA address and not emailed.
This also applies for a request of the Membership List. There are limitations on the use of the membership list. The use of the list is for association purposes only. An affidavit will have to be signed by the member requesting the membership list that it will only be used for association purposes only and not for solicitation.
Motion was made that all written requests will not be accepted by email and only be accepted by mail at the POA address or personal delivery.
Motion seconded. Motion carried.
Further discussion ensued.
At 10:35 am meeting in closed session for Legal update
At 11:06 am meeting reconvened.
Motion was made to adjourn. Motion seconded
Meeting adjourned at 11:06 am
Minutes approved on April 5, 2012 and signed by Helene Powell, President and Olivia Rockafellor, Secretary.
Minutes of Annual Meeting
February 4, 2012, 10:00 am
location: Mohave County Library, Kingman, AZ