Ponderosa Trails Homeowners Association
Board of Directors Meeting
Friday, June 8, 2007 at 4:00PM.
Mark Caro Property Management, LLC
323 S. River Run Rd. Ste 1
Flagstaff, AZ

Minutes
(Page 1 of 4)

  1. The meeting was called to order at 4:33PM by President Bill Menard. A quorum was achieved with the following Board members present: Bill Menard, Susan Thomas and Bryan Burton. Ken Swartz and Jill Di vine were absent. Property Manager Mike Hutchins was present. Jack Doggett was present representing Alltel.

  2. The minutes were reviewed by the Board of Directors from the Friday, March 9, 2007 Board of Directors Meeting. Susan Thomas made a motion to accept the minutes as submitted. Bryan Burton seconded the motion. Bill Menard called for a vote and the motion passed unanimously.

  3. The Board of Directors reviewed the May 2007 association financial reports. Bryan Burton made a motion to accept the financial reports as submitted. Susan Thomas seconded the motion. Bill Menard called for a vote and the motion passed unanimously.

    • The Board of Directors requested Mark Caro Property Management, LLC to not mail monthly financial reports to the Board. The Board prefers to review the financial reports at the Board of Directors meetings.

    (Page 2 of 4)

  4. Jack Doggett representing Alltel requested the Board of Directors permission for A.P.S. to run conduit through the existing public utility easement located off of S. Old Trading Post Trail.

    Susan Thomas made the motion to conditionally grant A.P.S. access to the easement located off of S. Old Trading Post Trail based on A.P.S. providing the Ponderosa Trails Board of Directors a drawing clarifying location and that said drawing verifying the easement does not need to expand the existing public utility easement and that Jack Doggett works with A.P.S. or Alltel to reimburse the owner of lot 84 in Ponderosa Trails a minimum of $ 100.00. The motion was seconded by Bryan Burton. Bill Menard called for a vote. The motion passed unanimously.

  5. Mike Hutchins reported to the Board the foot trail paving project is complete. The Board is satisfied with the work performed by Arizona Sealcoat. The Board requested for Arizona Sealcoat to sweep the paved trails.

  6. Mike Hutchins reported to the Board the two signs were installed behind homeowner Norman Mayes house. The signs notify the homeowners the trails are not active trails as they are located on private property. Mr. Mayes expressed his thankfulness to the Board via a telephone.

  7. Northern Arizona Property Maintenance prepared a weed spray estimate for the Board of Directors. The estimate was only for the common area parkways only. Susan Thomas made a motion to conditionally approve the estimate if the weed spray and preemergent would last one season and dissipates when the snow falls. Brian Burton seconded the motion. Bill Menard called for a vote. The Motion was approved unanimously.

    (Page 3 of 4)

  8. Mike Hutchins presented the Board with an estimate to install two '(,motor vehicle usage prohibited" signs. The proposed location of the signs was located behind Bedrock Ave. Susan Thomas made a motion to not approve the estimate. Bryan Burton seconded the motion. Bill Menard called for a vote. The motion passed unanimously.

  9. The Board discussed the possibility of hydro-seeding the common area running parallel to High Country Trail. The Board requested Mike Hutchins to contact Flagstaff Native Plant and Seed, Warner's Nursery and Morning Dew Landscaping to receive their opinion on how to restore the area from weeds to natural flowers.

  10. Mike Hutchins presented the Board with a current violation report. Year-todate the association has issued violations to 524 of the 639 lot owners for various infractions. $5,700.00 in fines has been issued.

  11. The Board prepared the following agenda for the mid-year membership meeting:

    • Call Meeting to order; establish a quorum
    • Board of Directors report to the membership
    • Open forum
    • Movie in the park, barbeque and potluck information
    • Ponderosa Trails Webs-site update
    • City of Flagstaff regulation regarding open flames
    • Adjournment

  12. The Board requested the following from Mike Hutchins for the neighborhood movie in the Park:
    • Call to arrange barbeque pick-up and delivery from Home-Co.
    • Call to arrange Movie in the park banner from Pepsi
    • Provide Hamburgers, Hot Dogs, Sodas, Buns, Condiments, Chips, Plates, Cups and Silverware.

      (Page 4 of 4)

    • Place flyers on mailbox clusters advertising event. Include in the flyer the event is a potluck, please bring a desert or a side dish.
    • Remind the City to not water the park the night of the event.

  13. The Board requested Mike Hutchins to mail a violation to Lot 54 to please repaint the exterior of the home. The Board also requests the homeowner to submit a paint sample to the Architectural Review Committee for approval prior to painting.

  14. The Board requests Mike Hutchins to provide a plat in regard to the strip of common area located between lot 53 & 56.

  15. The meeting adjourned at 6:25PM.

  16. Respectfully submitted,
    Mark Caro Property Management, LLC.