Sundance HOA Committee meeting

March 27, 2009

Coordinators: Sharon Marr and Rosemarie Montgomery

Homeowners present:

INTRODUCTION:

Meeting called to order at 6:00 p.m. at the clubhouse/amenity center by Sharon Marr.  Brief introductions were made as well as a short review of community history and HOA issues.

OLD BUSINESS:

Mrs. Marr explained that we are still in need of profile sheets for the new voting representative to replace the vacant spot left by Travis Christian.

Last year’s representatives for the committees included Nana Knowles for Social and Newsletter and Sharon Marr for Safety.  When Nana Knowles moved out, the social committee was replaced by Michelle Stovall with assistance from Carrie Flores. 

Rosemarie Montgomery provided communications/newsletter replacement by creating a neighborhood webpage and has been instrumental in maintaining communications with Procomm and KB homes representatives on issues that needed reporting via email, website, and community flyers.

Sharon Marr continued with the safety committee issues but has been providing opportunities for Rosemarie Montgomery to assist with maintaining community awareness by posting emails and blogs on the neighborhood website.

Many issues regarding neighborhood crimes, supervision of children, pool and landscape concerns, covenants/restrictions & bylaws problems, as well as budget concerns have been brought up to Procomm by individual calls and emails, but have not been formally addressed by any committee meeting. 

Prior Concerns include:

Cost of Fountain water waste & repairs (need to convert to plant container so that water is not wasted)

Camera installation to monitor key areas such as the workout center.

Playground mulch problem (need to replace mulch with something else)

Wasting funds on security “checkers” & lifeguards who aren’t actually enforcing security regulations

Pest control (ants & other insect mounds, bird nests at clubhouse & pool, etc.)

Landscape/completion of gate on Ridge side & other landscaping issues at postal areas and vacant lots

Concerns about enforcement of regulations for violations (cars, intruders, fireworks, trash, etc.)

NEW BUSINESS: Summary of Committee members and issues

Committee	Members	Issues/Concerns
Budget	Chair: Roy Marr Sharon Marr Rosemarie Montgomery Alketoe Patterson	*Question about the cost of $20,908 for weekend only lifeguards! *Request for folding chairs & tables for clubhouse *Request for bids on video-camera installation *Request to see receipts on certain expenses, office supplies? Postage?
Amenities   (includes pool, gym, basketball, playground and club house)	Chair: Richard McDonald Jen Ludington Justin Sinks Michelle Stovall Henry Lumberaz Gary Wynder	*Spray for bird nest prevention *Open pool date earlier & close later *Pool lights need repair *Maintenance report needed from new pool staff *Video Cameras at workout room & pool (Bids needed) àif possible, connect feed into community website *Potential need for specific cards for pool entry àlimit on guests to enter pool? *Buzzer alarm on gym door? *Reminders to stay out of the pool on Monday for chemical treatment
Landscape	Chair: David Rothman Peggy Rothman Leona Long Hilda Lopez Brian Lopez Michelle Stovall Alketoe Patterson Tiffany Patterson	*Flowers in entry need better care, water, etc. *Garden staff leave waste around when they leave *Excessively high weed growth at postal area *Mulch in playground is a bad idea—get something else! *Cars on streets creating oil stains & parking lot image *Trash/waste in neighbor yard areas in need of removal by homeowners *Better personal consideration for image of neighborhood by all
Covenants, Restrictions & Bylaws	Chair: Sharon Marr Daniel Vidaurri John & Carol Tinente Nikki Nunez Vivian Simmons	*Make sure all prior info on brick fronts & 2 car garages is in place!!! *Additional specification at 6.8-f to state: Two vehicles may not park side by side in streets within a distance which could block any emergency vehicle.( info from fire marshal on vehicle size ) Possible fines for blocking streets or creating the “parking lot” effect for a period over 24 hours. *More details added to 6.8-f: No vehicle shall be allowed to occupy a street location for more than 24 hour period???  --No cars with obvious oil leaking problems???? Vehicle noise level limitations?   No playing loud “boom boxes”? *Additional specification at 6.8-j to state: Trash containers may be placed out at street area after 6:00 p.m. prior to pickup day and removed before midnight the following day.????
Social	Chair: Michelle Jackson Michelle Stovall Jen Ludington Jennifer Czuhajewski	*Planning/discussions needed for future neighborhood-wide events *Discussions needed for budget plan *Questions about event “crashing”
Safety	Chair: Rosemarie Montgomery Leona Long Gary Wydner Serina Wynder Orlando Lugo David Spangler Jack Stoval David Rodriguez Angela Rodriguez Sam Metz	*Better parental supervision concerns: Basketball court over-crowding & exclusion of younger children is a concern. Use of workout room by minors needs to stop.  Parents must NOT allow minors to stay at pool area without supervision! *Training programs Options to increase awareness/education include the Cellular on Patrol (COP) all day weekend training, the neighborhood watch short session training, and the McGruff training/orientation program. *Security supplements Bids for video-cameras with feed to community website Options to consider off-duty Bexar county personnel have been discussed as an alternative to the security “checkers” used in the past.
Newsletter/ website	Chair: R. Montgomery	*Website information will be updated to include by-laws and budget info *Links to Bexar county regulations on vehicles & other issues

Additional Notes:

Mrs. Marr asked for volunteers to lead separate discussions for committee issues.  Small groups separated to discuss the current issues and interests and were brought together for review.  The following is a summary of the groups along with main issues of concern.

There was a question as to how often the committees would conduct meetings in the future so as to report the progress of issues and concerns and explain how items will be monitored through the year. 

The newly formed pool committee wanted to have an extension of their duties to include the oversight of issues concerning the playground, basketball court, workout room, and clubhouse.  This committee would be interested in sharing the duties of checking for repairs and maintenance at each location as well as dealing with any issues involving unsupervised children.  The new name for this committee would be the “Amenities Committee”.

Concerns regarding the yard signs for the new KB protest website were brought up during the meeting and discussions were “tabled” in order to continue discussions with regular HOA committee business. 

Meeting was adjourned at 7:40 p.m.