Exhibit (46b) 12-14-2020 General Session Agenda.pdf
24F-H051-REL · Department of Real Estate - H/C · 2024-06-21
Village at Rio Paseo Condominium Association www.riopaseoca.com
AAM Customer Service | 800.354.0257 AAM Afterhours Emergency | 866.553.8290
BOARD OF DIRECTORS MEETING: OPEN SESSION December 14, 2020 at 5:30 PM Zoom
Board of Directors Meetings are scheduled for the Board to conduct Association business and this is accomplished through a process of discussion, deliberation, and decision-making. Homeowner questions, comments, concerns and opinions are important to the Board and the homeowners in attendance should have an opportunity to be heard in this process. In order to ensure that all comments are heard, the Board has the authority to place reasonable time restrictions on those wanting to be heard, per ARS 33-1804 / 33-1248. The Board may not act on items brought forth in the Homeowner Forum but can set them for a future agenda item. Please know that prior to the Board taking a formal action on an item under discussion, the homeowners will have an opportunity to give their opinion.
OPEN SESSION AGENDA
Call to Order/Verification of Board Quorum
Board Code of Conduct
Speaker - Zero Tolerance Pest Control
Review & Approval of Previous Meeting Minutes
Financial Review
New Business Reserve Study Proposal $2,230 Parking Striping Pigeon Proposal from Zero Tolerance
Old Business Landscape Walkthrough Notes
Next Meeting January 13, 2021
Adjournment
There was an Executive Session Meeting prior to the Open Session Meeting as per Arizona Revised Statutes to address the following topics:
ARS Section 33-1804 / 33-1248 (A)(2) Sections -Delinquency Report
THE VILLAGE AT RIO PASEO CONDOMINIUM ASSOCIATION Board, Committee Member, and Meeting Conduct Code of Conduct
Board Members of The Village at Rio Paseo Condominium Association are representatives of the community and as such should follow a high standard of conduct and cooperation with other Board Members, Committee chairs and members, staff and residents during all meetings, events and deliberations. The standard is represented by the following tenets.
Board Members shall:
Treat other Board members, Committee members, staff and audience with courtesy and respect at all times. Behave in a professional and businesslike manner during all meetings. Prepare for meetings by reading all reports and presentations before the meeting. Advise all Board members of any pending issues and requests before the Board, and all reasonable and facts related to those pending issues and requests, in advance of any meeting of the Board so the Directors may evaluate and consider all facts and positions before voting. Promptly advise the Board of all complaints or suggestions received from residents, homeowners, tenants, and vendors concerning the actions of the Board or issued that should be addressed by the Board or Association. Board members shall not disclose the identity of the person or persons making such complaints or suggestions unless expressly authorized to do so or required to do so by law. Attend regularly scheduled board meetings in person or by teleconference as agreed upon by the Board president and staff.
Board Members should refrain from:
Discussing or sharing Board or Committee business outside the parameters established by the Board and Committee. Using their position as a Board member for private gain. Soliciting or accepting, directly or indirectly, any gifts, gratuity, favor, entertainment, loan or any other thing of monetary value from a person who is seeking to obtain contractual or other business or financial relations with the Association, unless full disclosure is made before, and approved by the Board. Representing the Board with any external agency unless explicitly authorized by the Board. Acting in the interests of a specific resident or business unless that interest is representative of the larger community, and only if the Board member does not have a personal or business relationship with that specific resident or business. Engaging in any writing, publishing, or speechmaking that defames another Board member or resident. Engaging in any act, during the member’s tenure with the Board that subverts, hinders or prevents the Board from fulfilling its obligations. Such acts include disparaging the
character actions and motivations of Board members or encouraging, supporting or joining others who seek to do so. Willingly misrepresenting facts to residents of the community for any reason, including but not limited to advancing a personal cause or influencing the community to place pressure on the Board to advance a single Board member’s personal cause.
Committee Members represent the Board of Directors, the Association, and the community. Board appointed Committees perform important work in the conduct of the business of the Association on behalf of its residents. In undertaking this work, it is important that committee members adhere to a high standard of conduct as represented by the following tenets.
Committee chairs and members should:
Attend regularly-scheduled meetings in person or by teleconference as agreed upon by the Committee Chair and staff. At the chair’s discretion, members who miss three (3) consecutive meetings may be asked to resign from the committee. Treat other Committee members, Board members, residents, Owners, vendors, guests and staff with courtesy and respect at all times. Prepare for meetings by reading all reports and presentations before the meeting. Make every attempt to alert Board and Committee members and staff about issues and requests before an open meeting. Remain objective in decisions and preparation of recommendations for the Board, and act in the best interests of all constituencies, Owners, residents and businesses. Acknowledge prior or current relevant personal or business relationships before sharing an opinion on any issue under discussion.
Committee members should refrain from:
Discussing or sharing Committee business outside the parameters established by the Committee. Representing the Board with any external agency unless explicitly authorized by the Board. Voting on any issue regarding which the Committee member has, or previously had, a business or close personal relationship.
Meeting Conduct: All Members (including Board and Committee Members) or representatives in attendance at any Association meeting shall:
Conduct themselves in a dignified, reserved and professional manner at all times. Wait to be formally recognized by the chairperson of the meeting if the Member wishes to speak at the meeting. No Member shall speak out of order or without recognition of the meeting chairperson, nor shall any Member engage in any activity which interrupts or distracts any other Member when another Member has the floor for discussion purposes. At all times the meeting chairperson shall determine who has the floor to speak and may impose reasonable time limitations pursuant to statute.
Act, speak and communicate in a calm and reasonable manner, in setting forth, elucidating or underscoring any points to be made, or in resolving any issues under discussion or consideration. Refrain from exhibiting anger or hostility, and from directing verbal or written abuse (e.g., verbal or written language that can reasonably be considered to be prejudicial, condescending, aggressive, belittling, or impolite) against anyone. There shall be no physical contact or non-physical harassment. Refrain from making accusations against anyone which are needlessly inflammatory. Enforcement. After one verbal warning by the meeting chairperson, any Member who violates this code may be escorted off of the premises of the meeting by personnel from the Association’s security company. The Board shall also have the right to levy a fine against this Member for their conduct pursuant to the Governing Documents and A.R.S. §33-1242. Additionally, if the Member refuses to leave the premises, the Association Board of Directors may adjourn the meeting upon an affirmative majority vote of the Board of Directors to that effect and/or contact law enforcement personnel should the Board of Directors deem such action necessary. If the Association accrues a common expense based upon a Member’s conduct the Association shall have the right to assess that expense back to the Member pursuant to A.R.S. § 33-1255(E).
Sanctions & Remediation for Code of Conduct Violations:
If a Board Director, Committee member, or any Owner has reasonable cause to believe a Director or Committee member has violated a tenet of this policy that person shall file a formal complaint with the Board of Directors outlining the basis for such belief. After receiving such a complaint the Board of Directors shall notify the accused Director/Committee member and afford the accused Director/Committee member an opportunity to explain the alleged failure to comply.
After hearing or reviewing the Director/Committee member’s response, if any, the Board of Directors may take the following actions as it deems appropriate:
Accept the response, determine there is no violation of this Code of Conduct, and close the alleged violation. Issue a letter of warning to the subject Director/Committee Member. Issue a written reprimand for each violation to be recorded in the meeting minutes of the Board. Temporary suspension or permanent removal of the Committee Member from the Committee. The Board shall also have the right to levy a fine against this Director or Committee Member for their conduct pursuant to the Governing Documents and A.R.S. §33-1242 as set forth below.
SUPPLEMENTAL FINE POLICY
Any Owner that fails, or an Owner’s guest, invitee, resident, or tenant fails, to comply with tis rule will be subject to the following action:
FIRST VIOLATION: A $100.00 FINE will be assessed after notice and opportunity to be heard.
SECOND VIOLATION: A $200.00 FINE will be assessed, regardless of whether the first violation is reduced or rescinded, after notice and opportunity to be heard.
CONTINUING VIOLATIONS: If any subsequent violations occur, a $500.00 FINE will be assessed after notice and opportunity to be heard, and/or the Owner will be sent to the Association’s attorney for legal action.
FINES: No fine shall be imposed without first providing a notice of the violation from the Association to the Owner describing the violation and the opportunity to be heard as set forth below. Failure to pay any fine shall subject the Owner to the same potential penalties and enforcement as failure to pay any assessments under the CC&Rs.
INJUNCTIVE RELIEF: In addition, nothing in this Rule and Fine Policy will limit the Board of Director’s right to seek immediate Injunctive Relief at any time regardless of the presence or absence of notices hereunder, for any violation that the Board of Directors determines in its sole and absolute discretion constitutes a material danger to persons or property or requires immediate action for any other substantial reason.
The Board of Directors reserves the right to take any action permitted by law or the CC&Rs, in addition to the above mentioned fine policy.
FINE APPEAL PROCESS
When a violation notice is sent to an Owner, such notice shall include a statement notifying the Owner that he/she has the “RIGHT OF APPEAL”. When an Owner desires to appeal a violation, he/she must so notify the Management Company in writing within ten (10) days after the date of the violation notice. Appeals shall demonstrate extenuating circumstances which require deviation from the CC&Rs and/or guidelines. Appeals shall include all pertinent backup information to support the existence of the extenuating circumstance. All decisions of the Board of Directors are final and may not be further appealed. Any appeal that does not meet the above requirements shall not be heard by the Board of Directors and shall be considered DENIED. The Owner appealing the violation will be given written notice that a hearing on the appeal is scheduled. The appeal shall be heard in Executive Session unless requested otherwise. The Board President will introduce all parties. Lengthy discussions are not a part of an appeal process. The Owner who is appealing will be asked to state his or her case and present any applicable documentation. Each Board Member will have the opportunity to ask the Owner specific questions regarding the appeal.
Upon completion of the question and answer period, the Board President will state that the appeal has been heard and the Board of Directors will make its decision in closed session. Written Notice of the Board’s decision will be delivered to the Owner within seven (7) working days.
BE IT ALSO RESOLVED, that this resolution and amendment to the Association Rules be included in the books and records of The Village at Rio Paseo Condominium Association and that a copy of this resolution and amendment be sent to all homeowners.
IN WITNESS WHEREOF, The Village at Rio Paseo Condominium Association, an Arizona nonprofit corporation, has executed this Rule as of the day and year first written above.
The Village at Rio Paseo Condominium Association, an Arizona nonprofit corporation
By: ____________________________
Its: President
Village at Rio Paseo Condominium Association c/o AAM, LLC 1600 W. Broadway Road, Suite 200, Tempe, AZ 85282
Wednesday, November 11, 2020 – General Meeting
Meeting Held via Zoom
General Session Minutes
Board Members Present AAM, LLC Representatives Charlotte Morgan, President Joanna Homer, Community Manager Tracy Blake, Vice President Jodi Roberts, Recording Secretary Sean Mc Carty, Secretary Kim Sims, Area Manager Kathleen Schwartz, Treasurer Michelle Beauchamp, Director
Call to Order Joanna Homer-Community Manager called meeting to order at 5:01pm
Approval of Minutes- a. No meeting minutes to approved as this was the first meeting for community.
Guest Speakers a. Oversii Parking Enforcement-Steve owner of Oversii gave the community an overview of services he can provide the community to help enforce parking. Took questions for homeowners and board members. b. Pigeon Control-Leo gave the community an overview of what services he can provide to the community to help control pigeons. Took questions for homeowners and board members. c. Landscape Update-Ryan from ABCS-capes went over what he does for the community and gave updates on areas that need attention and his plan to address. Ryan took questions from the homeowners and board members.
Financial Review & Management Report a. Joanna Homer-Community Manager reviewed financials with board members and community.
Announcement a. Joanna Homer-Community Manager announced to board there was a training class they can join for board training on 11/23/2020 at 5pm with Josh Bolin. b. Board will be doing a landscape walk on 11/30/2020 at 1pm.
New Business-Seating the Board a. Tracy Blake made motion for Charlotte Morgan to be President, Sean McCarty seconds the motion, the motion did not carry unanimously, the motion carried 4 to 1. b. Charlotte Morgan made a motion for Tracy Blake to be Vice President, Kathleen Schwartz seconds the motion, the motion carried unanimously. c. Charlotte Morgan made a motion for Sean Mc Carty to be Secretary, Tracy Blake second the motioned, the motion carried unanimously. d. Tracy Blake made a motion for Kathleen Schwartz to be Treasurer, Sean McCarty second the motion, the motion carried unanimously. e. Tracy Blake made a motion for Michelle Beauchamp to be Director, Kathleen second the motion, the motion carried unanimously.
Discussion a. The Board Members discussed parking and ideas on how to address
b. The Board Members discussed pigeon problem and ideas on what they could do to address. c. Solar panels-tabled d. Proposed meeting dates December 14 at 5 pm, January 13 at 5pm, and March 10 at 5 pm. e. Opened up for homeowner discussion-no questions
Adjournment Joanna Homer adjourned the meeting at 7:12 p.m.
Respectfully Submitted By,
Jodi Roberts Jodi Roberts Recording Secretary
Village at Rio Paseo Balance Sheet Period 10/31/2020
Operating Reserve Total
Assets Operating Account 11000 Operating Checking 80,332.60 80,332.60
Total Operating Account 80,332.60 80,332.60
Reserve Account 11500 Reserve Fund Savings 45,607.46 45,607.46 11501 Reserve Fund Savings ICS 281,449.46 281,449.46
Total Reserve Account 327,056.92 327,056.92
Asset 11025 Utility Deposits 400.00 400.00
Total Asset 400.00 400.00
Total Assets 80,732.60 327,056.92 407,789.52
Liabilities & Equity Liability 20011 Accounts Payable - Due to Management Co. 85.00 85.00 22000 Prepaid Assessments 27,457.21 27,457.21
Total Liability 27,542.21 27,542.21
Equity 35101 Members' Equity-Prior Years 31,518.86 31,518.86 35201 Reserve Members' Equity-Prior Years 280,327.93 280,327.93 Current Year Surplus/(Deficit) 21,671.53 46,728.99 68,400.52
Total Equity 53,190.39 327,056.92 380,247.31
Total Liabilities & Equity 80,732.60 327,056.92 407,789.52
11/9/2020 1:14:50 PM
Village at Rio Paseo Budget Comparison Statement Posted 10/1/2020 To 10/31/2020 11:59:00 PM
Current Month Year to Date Annual Actual Budget Variance Actual Budget Variance Budget
Income Assessment Revenue 40005 Assessments 38,465.18 27,423.00 11,042.18 311,416.16 241,335.64 70,080.52 297,843.64 40024 Subsidy 0.00 0.00 0.00 10,701.52 27,190.77 (16,489.25) 27,190.77 40025 Assessments - Builder 32.32 207.75 (175.43) 19,906.41 3,324.00 16,582.41 3,531.75
TOTAL Assessment Revenue 38,497.50 27,630.75 10,866.75 342,024.09 271,850.41 70,173.68 328,566.16
Other Operating Income 41001 HOA Transfer Fees 400.00 0.00 400.00 1,000.00 0.00 1,000.00 0.00 41015 Working Capital Fees 3,324.00 1,662.00 1,662.00 43,656.20 19,711.92 23,944.28 23,035.92 41025 Reserve Fund Fees 3,381.21 1,662.00 1,719.21 43,894.52 19,711.92 24,182.60 23,035.92 42001 Late Fee 72.50 0.00 72.50 915.94 0.00 915.94 0.00 42005 CC&R Violation 50.00 0.00 50.00 50.00 0.00 50.00 0.00 42024 Developer Reimbursements 0.00 0.00 0.00 1,101.71 0.00 1,101.71 0.00 42045 FOB / Gate / Key Income 0.00 0.00 0.00 400.00 0.00 400.00 0.00 49001 Transfers to Reserve Fund (4,563.79) (6,283.00) 1,719.21 (35,555.48) (59,738.08) 24,182.60 (72,304.08) 49002 Transfer of Reserve Fund Fees (3,381.21) (1,662.00) (1,719.21) (43,894.52) (19,711.92) (24,182.60) (23,035.92)
TOTAL Other Operating Income (717.29) (4,621.00) 3,903.71 11,568.37 (40,026.16) 51,594.53 (49,268.16)
TOTAL Income 37,780.21 23,009.75 14,770.46 353,592.46 231,824.25 121,768.21 279,298.00
Expense Contracted Services 55002 Trash Collection Contract 1,442.94 1,000.00 (442.94) 13,193.81 12,300.00 (893.81) 14,800.00 55003 Cable Contract 194.77 180.00 (14.77) 1,947.63 1,800.00 (147.63) 2,160.00
11/16/2020 11:52:40 AM
Village at Rio Paseo Budget Comparison Statement Posted 10/1/2020 To 10/31/2020 11:59:00 PM
Current Month Year to Date Annual Actual Budget Variance Actual Budget Variance Budget
55014 Gate Maintenance Contract 0.00 250.00 250.00 750.00 1,000.00 250.00 1,000.00 55016 Fire Monitoring Contract 0.00 936.00 936.00 8,242.33 8,190.00 (52.33) 10,140.00 55022 Janitorial Contract 595.00 395.00 (200.00) 4,775.00 3,950.00 (825.00) 4,740.00 55025 Landscape Contract 2,580.90 2,866.00 285.10 26,349.00 26,892.00 543.00 32,726.00 55026 Tot Lot Maintenance Contract 0.00 0.00 0.00 80.00 220.00 140.00 220.00 55028 Gate Programming 0.00 35.00 35.00 245.00 350.00 105.00 420.00 55032 Pool & Spa Maintenance Contract 560.00 778.00 218.00 4,550.46 9,148.00 4,597.54 10,704.00 55033 Security & Fire Inspection 0.00 0.00 0.00 686.75 1,360.00 673.25 1,360.00 55035 Management Contract 1,296.00 1,098.00 (198.00) 11,634.25 10,980.00 (654.25) 13,176.00 55072 Fitness Equipment Maintenance Contract 0.00 175.00 175.00 810.00 700.00 (110.00) 700.00 55115 Exterminating Contract 750.00 145.00 (605.00) 1,430.00 1,450.00 20.00 1,740.00
TOTAL Contracted Services 7,419.61 7,858.00 438.39 74,694.23 78,340.00 3,645.77 93,886.00
General & Administrative 51035 Postage & Copies 755.40 189.00 (566.40) 5,042.00 1,916.00 (3,126.00) 2,372.00 51046 Gate/Key Expense 379.87 0.00 (379.87) 3,522.96 700.00 (2,822.96) 700.00 51065 Insurance 4,669.72 0.00 (4,669.72) 38,309.44 19,500.00 (18,809.44) 19,500.00 51125 Meeting & Community 125.00 0.00 (125.00) 125.00 175.00 50.00 175.00 51155 Legal Fees - General 0.00 0.00 0.00 607.50 500.00 (107.50) 500.00 51156 Legal Fees - Collections 0.00 0.00 0.00 15.00 400.00 385.00 400.00 51165 Taxes, Licenses & Fees 0.00 0.00 0.00 210.00 210.00 0.00 210.00 51167 Income Taxes - State 0.00 0.00 0.00 50.00 50.00 0.00 50.00 51170 Permits/Inspections 0.00 495.00 495.00 495.00 495.00 0.00 495.00 51175 Bank Charges 0.00 0.00 0.00 10.00 10.00 0.00 10.00
11/16/2020 11:52:40 AM
Village at Rio Paseo Budget Comparison Statement Posted 10/1/2020 To 10/31/2020 11:59:00 PM
Current Month Year to Date Annual Actual Budget Variance Actual Budget Variance Budget
51195 CPA Services 0.00 0.00 0.00 675.00 795.00 120.00 795.00 51205 Reserve Study 0.00 0.00 0.00 0.00 3,000.00 3,000.00 3,000.00
TOTAL General & Administrative 5,929.99 684.00 (5,245.99) 49,061.90 27,751.00 (21,310.90) 28,207.00
Repairs & Maintenance 53005 Common Area Maintenance 370.03 400.00 29.97 10,843.37 3,000.00 (7,843.37) 3,500.00 53027 Janitorial Supplies 0.00 45.00 45.00 220.00 450.00 230.00 540.00 53035 Electrical & Lighting Maintenance 266.00 150.00 (116.00) 1,282.09 1,500.00 217.91 1,800.00 53048 Fire Monitoring Repairs 595.02 0.00 (595.02) 1,717.08 1,100.00 (617.08) 1,100.00 53055 Pest Control 20.00 0.00 (20.00) 834.00 700.00 (134.00) 700.00 53075 Key & Lock Repairs 0.00 0.00 0.00 (9.36) 0.00 9.36 0.00 53108 Roof Repair 0.00 0.00 0.00 975.00 850.00 (125.00) 850.00 53205 Pool / Spa Repairs & Maintenance 1,038.10 500.00 (538.10) 1,942.16 2,300.00 357.84 2,300.00 53215 Pool / Spa Supplies & Chemicals 1,081.82 280.00 (801.82) 3,021.24 2,800.00 (221.24) 3,360.00 53305 Landscape - Other 0.00 350.00 350.00 1,139.27 5,570.00 4,430.73 6,170.00 53316 Irrigation Repair 1,061.40 150.00 (911.40) 3,738.72 1,300.00 (2,438.72) 1,500.00 53325 Plant & Tree Replacement 402.33 0.00 (402.33) 789.33 1,000.00 210.67 1,000.00 53331 Pre/Post Emergent 0.00 0.00 0.00 2,747.26 900.00 (1,847.26) 900.00 53335 Winter Overseeding 2,164.34 0.00 (2,164.34) 2,164.34 900.00 (1,264.34) 900.00 53345 Tree Pruning 0.00 0.00 0.00 5,722.00 6,200.00 478.00 6,200.00 53358 Turf Aeration 0.00 0.00 0.00 0.00 600.00 600.00 600.00 53370 Drywell Maintenance 0.00 0.00 0.00 5,425.00 0.00 (5,425.00) 0.00 53405 Gate Maintenance & Repairs 0.00 250.00 250.00 7,059.07 1,250.00 (5,809.07) 1,250.00 53507 Rec Center Equipment Repairs 180.00 0.00 (180.00) 635.00 800.00 165.00 800.00
11/16/2020 11:52:40 AM
Village at Rio Paseo Budget Comparison Statement Posted 10/1/2020 To 10/31/2020 11:59:00 PM
Current Month Year to Date Annual Actual Budget Variance Actual Budget Variance Budget
53515 Backflow Inspection 0.00 0.00 0.00 0.00 400.00 400.00 400.00
TOTAL Repairs & Maintenance 7,179.04 2,125.00 (5,054.04) 50,245.57 31,620.00 (18,625.57) 33,870.00
Utilities 52005 Electricity 4,142.41 1,700.00 (2,442.41) 36,630.52 17,000.00 (19,630.52) 20,400.00 52007 Electricity - Streets 616.90 700.00 83.10 4,914.92 7,000.00 2,085.08 8,400.00 52026 Water - Landscape 2,557.84 2,100.00 (457.84) 14,506.25 15,660.00 1,153.75 18,560.00 52028 Water & Sewer - Residential 12,023.24 5,000.00 (7,023.24) 87,817.73 50,050.00 (37,767.73) 60,050.00 52045 Gas 38.32 200.00 161.68 1,551.72 2,125.00 573.28 2,525.00 52055 Telephone 1,131.00 1,150.00 19.00 12,498.09 11,100.00 (1,398.09) 13,400.00
TOTAL Utilities 20,509.71 10,850.00 (9,659.71) 157,919.23 102,935.00 (54,984.23) 123,335.00
TOTAL Expense 41,038.35 21,517.00 (19,521.35) 331,920.93 240,646.00 (91,274.93) 279,298.00
Current Year Surplus / (Deficit) (3,258.14) 1,492.75 (4,750.89) 21,671.53 (8,821.75) 30,493.28 0.00
11/16/2020 11:52:40 AM
Village at Rio Paseo Budget Comparison Statement Posted 10/1/2020 To 10/31/2020 11:59:00 PM
Current Month Year to Date Annual Actual Budget Variance Actual Budget Variance Budget
Income Reserve Income 85001 Reserve Interest 42.03 42.06 (0.03) 674.07 378.02 296.05 465.13 89001 Transfers from Operating Fund 4,563.79 6,283.00 (1,719.21) 36,451.77 59,738.08 (23,286.31) 72,304.08 89002 Transfers of Reserve Fund Fees 3,381.21 1,662.00 1,719.21 42,998.23 19,711.92 23,286.31 23,035.92
TOTAL Reserve Income 7,987.03 7,987.06 (0.03) 80,124.07 79,828.02 296.05 95,805.13
TOTAL Income 7,987.03 7,987.06 (0.03) 80,124.07 79,828.02 296.05 95,805.13
Expense Reserve Expense 91013 Landscape Improvement 0.00 0.00 0.00 16,992.34 0.00 (16,992.34) 0.00 91023 Tot Lot Maintenance 0.00 0.00 0.00 1,089.20 0.00 (1,089.20) 0.00 91046 Tot Lot Turf 0.00 0.00 0.00 1,734.58 0.00 (1,734.58) 0.00 91074 Pool - Replaster & Tile 9,473.96 0.00 (9,473.96) 13,578.96 21,725.00 8,146.04 21,725.00
TOTAL Reserve Expense 9,473.96 0.00 (9,473.96) 33,395.08 21,725.00 (11,670.08) 21,725.00
TOTAL Expense 9,473.96 0.00 (9,473.96) 33,395.08 21,725.00 (11,670.08) 21,725.00
Current Year Surplus / (Deficit) (1,486.93) 7,987.06 (9,473.99) 46,728.99 58,103.02 (11,374.03) 74,080.13
11/16/2020 11:52:40 AM
November 2, 2020 Proposal #40816-0
Villages at Rio Paseo c/o Joanna Homer AAM, LLC
Subject: Reserve Study Proposal for 144 units in Goodyear, AZ Dear Joanna, Thank you for requesting a Reserve Study proposal from Association Reserves. It would be our privilege to serve as your Reserves planning partner! We recognize that you have a choice of Reserve Study providers and want to make sure you understand the many benefits of working with our company. To that end, we have prepared this proposal document which clearly defines the process and scope of work of our Reserve Studies, provides background about our firm and key employees, and even includes answers to many Frequently Asked Questions. We have also enclosed the Standard Terms and Conditions which sets forth the terms of the services that Association Reserves-Arizona, LLC (“Association Reserves”, “us”, “our” or “we”) will provide to Villages at Rio Paseo (“Client”, “you” or “your”). When you’re ready for the next step, simply follow the instructions listed in the last section, “Schedule, Terms and Fees.” Our office will then contact you regarding the next steps in the process, such as scheduling the site inspection, obtaining required background information, etc. Please don’t hesitate to contact us if you have any questions or concerns, or would like any additional information. We hope to hear from you soon!
Sincerely,
DJ Vlaming, RS President Arizona Regional Office
Introduction to Reserve Studies What’s a Reserve Study?
A Reserve Study is best described as a document used by community associations (or any other type of common interest real estate development) to help plan financially for major repair, replacement, or restoration projects over a long period of time. Our studies cover a thirty year period, beginning with the current or upcoming fiscal year. Read on to learn more about the scope of work and other details related to the process of conducting a Reserve Study!
Are Reserve Studies really that important?
Absolutely. It’s fairly easy to plan and prepare for recurring costs like management fees, insurance premiums, landscaping contracts, and utilities, but what about the projects and expenses that DON’T happen every year? That’s our specialty...identifying and forecasting those projects that are certain to occur, but are often overlooked or underestimated. There’s no question that setting aside Reserve funds over a long period of time is the simplest, most cost-effective, and most responsible way to plan for major projects.
The work will need to be done; it’s up to the association to plan accordingly. Without adequate Reserves, associations will have to make a tough decision: will you take out costly loans, push for recurring special assessments, or worst, accept a drop in home values due to deteriorating conditions and deferred maintenance? A current, reliable Reserve Study is the first step toward long-term financial strength for every association. Without one, association homeowners will be misinformed, underprepared, and left exposed to serious financial consequences. A current, reliable Reserve Study is a hallmark of well-managed associations, and an important part of a homeowner board’s fiduciary duty to act in the best interest of their association members.
What components are included in a Reserve Study? The National Reserve Study Standards specify the following definition of a Reserve Component:
· Must be the association’s responsibility.
· Must have a limited Useful Life (UL)
· Must have a predictable Remaining Useful Life (RUL)
· Must be above a certain “threshold cost”
We typically recommend funding for projects such as: roof replacement, painting/waterproofing, pavement sealing and resurfacing, elevator modernization, balcony and deck sealing and restoration, major mechanical systems (HVAC, fire alarm, hot water, etc.), major pool and spa expenses, interior/amenity area remodeling, and many more. The bottom line is that every property is different, and will require a thorough inspection to determine what belongs in your study.
State requirements vary on what types of projects should be addressed through Reserves (and therefore included in a Reserve Study). Our studies will always meet and usually exceed these requirements, ensuring that our clients are acting in accordance with legal requirements and sound fiduciary responsibility.
Scope of Work Our Reserve Studies are prepared in accordance with National Reserve Study Standards, established in 1998 by the Community Associations Institute. Per these standards, a Reserve Study engagement generally consists of the following:
1. Component Inventory & Condition Assessment
The component inventory is “the task of selecting and quantifying Reserve Components. This task can be accomplished through on- site visual observations, review of association design and organizational documents, a review of established association precedents, and discussion with appropriate association representative(s) of the association or cooperative.” The condition assessment is “the task of evaluating the current condition of the component based on observed or reported characteristics.” As part of our inspection, we review any available building documents including site plans, building plans, fire alarm inspection records, equipment schedules and any other data that may be informative regarding component details, project history or expectations for upcoming work. We then photograph, measure and inspect all areas or components to be included. A Reserve Study site inspection is visual in nature and does not incorporate any destructive or other testing. The inspection is not intended to identify code or construction defects, nor is it intended to be the foundation for anything other than budgeting and planning purposes.
NOTE: For Update, With Site Visit (Level 2) Reserve Studies, the component inventory is for verification purposes only, using previously- established component quantities from a prior Reserve Study. However, the condition assessment is re- established based on current conditions. For Update, No Site Visit (Level 3) Reserve Studies, there is no physical inspection of the property. We review the component inventory and condition assessments from the most recent Level 1 or Level 2 study, then proceed with the Life and Valuation Estimates and Financial Analysis.
2. Life & Valuation Estimates
This process is usually much more time consuming than the actual site inspection, and represents the bulk of the overall Reserve Study process. Our Reserve Specialist® begins by organizing and interpreting the raw data he or she gathered during the site inspection, reviewing all measurements, notes and photographs for key details and insights. Next, we establish the component list structure, and determine the life and cost estimates for each Reserve component. Our standard procedure is to use any historical information provided to us by the client (such as when certain projects were done, and what they cost), and to review any bids or estimates for upcoming work. We review our findings with your current vendors for their insights, and also check their input against information we’ve gathered working with other comparable properties in your area. We constantly consult our own internal databases, comprised of data collected from over 40,000 Reserve Studies. As a supplement, we also make use of professional construction estimating software programs, guidebooks, publications and manufacturer’s publications to supplement our knowledge base. The end result is a complete, thorough set of estimates that are accurate, current, property-specific, and generated by a qualified, independent third party.
3. Financial Analysis, Report Preparation & Delivery
Once the component list is established and we’ve reviewed your current annual budget and Reserve fund balance(s), we will make a determination of relative current Reserve fund strength and create a recommended funding plan covering the next 30 fiscal years, including a schedule of projected annual income and expenses.
Why should we choose Association Reserves? Association Reserves was established in 1986 as a professional engineering consulting firm serving community associations throughout the United States and abroad. To date, our firm has completed over 40,000 Reserve Studies for properties of all types, including condominium and homeowners associations, community development districts, timeshare and resort properties, commercial facilities, worship facilities, and more. Over the years, our firm has been instrumental in defining and advocating the National Reserve Study Standards endorsed by the Community Associations Institute (CAI).
Each Reserve Study we provide is conducted with special consideration for the unique characteristics of the client property, especially age, regional weather patterns, local pricing factors, and input from the Board of Directors. Our time-tested approach involves thorough research of all key factors, especially project history, projected useful life and cost data, and aesthetic standards in the local area. Our staff members earn and maintain the Reserve Specialist® credential administered by the Community Associations Institute (CAI), the international authority on all aspects of community association living.
We don’t take a one-size-fits-all approach to our work, because we know that every association is different, and we take the time and care to ensure our results will help you to make wise decisions regarding the long-term care of your physical and financial assets. From our first phone call to final delivery of your study, we hold ourselves to the highest standards of professionalism. We pride ourselves on delivering a first-rate product, because we know you’re putting your trust in our hands.
Qualifications and Key Staff Members All of our project staff members have college degrees and many come from construction, engineering, architecture and related backgrounds. All project management staff members are trained specifically in the field of preparing Reserve Studies. As of 2019, over 20 staff members have earned the prestigious Reserve Specialist credential, more than any other firm in the country.
Robert M. Nordlund, PE, RS is the founder, owner and CEO of Association Reserves. Robert is a Professional Engineer, Reserve Specialist, and former board president of his own homeowners association. In addition, he is a past Chairman of CAI's Reserve Professionals Committee, past Chairman of the Association of Professional Reserve Analysts, past President of CAI’s Greater Los Angeles Chapter, and a frequent speaker in industry-sponsored seminars and presentations throughout the United States. He obtained his Bachelor’s degree from the University of Washington in Mechanical Engineering and is a member of the prestigious engineering honors society Tau Beta Pi.
D.J. Vlaming, RS is the President of our Arizona regional office. He has completed over 2,000 Reserve Studies for many property types including residential developments, schools, commercial developments, country clubs, international timeshare resorts and more. For his expertise, DJ earned the Community Association Institute’s (CAI) Reserve Specialist (RS) designation and has the distinction of being RS #61. DJ is an active member of multiple CAI chapters and the Arizona Association of Community Managers (AACM). He has also been an instructor on the subject of Reserves for training courses offered by both of these organizations. DJ graduated in 1996 from California State University, Northridge with a Bachelor of Science degree in Business Administration. He has been responsible for the growing Arizona client base since 1997. From this office, he serves Arizona and New Mexico clients full-time. DJ has also expanded his reach into Mexico, and he has prepared Reserve Studies for large timeshare resorts and residential developments in Rocky Point, Cabo San Lucas, Cancun, and Puerto Vallarta.
Will Shafer, RS is the Senior Project Manager in our Arizona regional office. He has completed over 500 Reserve Studies for many property types including residential developments, commercial developments, country clubs, international timeshare resorts and more. For his expertise, Will earned the Community Association Institute’s (CAI) Reserve Specialist (RS) designation and has the distinction of being RS #187. He has been an instructor on the subject of Reserves for training courses offered by the Arizona Association of Community Managers (AACM). Will graduated from Arizona State University with a Bachelor of Science degree in Business Administration and joined the Association Reserves family in 2007. He has a strong background in customer service and problem solving.
What can I expect to see in my Reserve Study? Simple, concise summary of recommendations, with a clear, organized listing of Reserve components.
Large, color-coded charts and tables to illustrate long- term implications
Here’s a sample of our Inventory Appendix pages. We devote a half-page summary to every single component included in your Reserve Study.
Deliverables From the founding of our company, our focus has been on creating a useful, reliable document that can be picked up and understood by any Board member, resident or property manager. Upon completion of the Reserve Study, the Association will receive the following:
• Electronic Copy: A digital PDF copy of the entire Reserve Study document is posted to a password-protected location on our website, where association representatives can view and download the entire study and Executive Summary section.
• Complimentary Revision: we will revise the study one-time at no charge to the client within 60 days of report delivery, in the event that there is a material error or discrepancy identified within the study.
• Meeting Attendance: Following completion of the Reserve Study, our staff may be available to attend meetings at the Client property. Due to our volume of requests, meeting attendance requests must be made in advance and are subject to staff availability. Attendance fees will be billed based on actual meeting time plus “door to door” travel time for our staff at a rate of $150.00/hour, with a one hour minimum. For properties located greater than 200 miles from our Chandler, AZ office, additional travel costs for flight, hotel, rental car and per-diem allowances may apply. If interested in meeting attendance, please contact us directly for more specific options and costs for your property.
Standard Terms and Conditions The following terms and conditions, the attached “Schedule & Fees”, and the attached “Deliverables” (collectively, “Agreement”) set forth the terms of the services that Association Reserves-Arizona, LLC (“Association Reserves”, “us”, “our” or “we”) will provide to Villages at Rio Paseo (“Client”, “you” or “your”). By accepting this Agreement, Client hereby agrees to all of the terms and conditions set forth below.
1. Professional Services D.J. Vlaming, RS is the President of Association Reserves-Arizona, LLC and is a credentialed Reserve Specialist (#61). All work done by Association Reserves-Arizona, LLC is performed under his Responsible Charge and is performed in accordance with National Reserve Study Standards (NRSS). Association Reserves will provide oversight and assume responsibility for all work performed. Association Reserves’ services may be performed by Association Reserves employees or contractors working for Association Reserves.
The scope of work for this Agreement includes visual inspection of accessible areas and components, and does not include any destructive or other means of testing. We do not inspect or investigate for construction defects, hazardous materials, or latent issues such as plumbing or electrical problems, or problems with sub-surface drainage system components. Information provided to us about historical or upcoming projects, including information provided by the Client’s vendors and suppliers, will be considered reliable. Any on-site inspection should not be considered a project audit or quality inspection. Our opinions of component useful life, remaining useful life, and cost estimates assume proper original installation/construction, adherence to recommended preventive maintenance guidelines and best practices, a stable economic environment, and do not consider the frequency or severity of natural disasters. Our opinions of component useful life, remaining useful life and current and future cost estimates are not a warranty or guarantee of the actual costs and timing of any component repairs or replacements. The actual or projected total reserve account balance(s) presented in the Reserve Study will be based upon information provided and such information is not audited by Association Reserves. Because the physical condition of the Client’s components, the Client’s reserve balance, the economic environment, and the legislative environment are subject to change, the Reserve Study is limited by such outside influences and changes. Accordingly, Association Reserves expects that after the completion of the Reserve Study, a number of adjustments may be necessary to the cost and timing of our expense projections and the funding necessary to prepare for those estimated expenses. Because Association Reserves has no control over future events or outside influences, we do not expect that all the events anticipate for purposes of the Reserve Study will occur exactly as planned.
2. Cooperation and Information In connection with our work, Client agrees to cooperate with us and to promptly provide, to the extent reasonably possible, all relevant information as requested. Client agrees to notify us immediately in writing if Client learns that any information provided to us is inaccurate or incomplete in any material respect. Client also agrees to continuously advise us of any material developments or facts that occur or come to its attention which might reasonably be considered to affect our work.
3. Professional Fees Our fees and expenses are in no way contingent upon the results of our analysis, the content or conclusions in our report, the consummation of an event or transaction, or your acceptance or rejection of our opinions, reports or conclusions. Any invoice remaining unpaid for 30 days shall bear interest at the rate of 15% per annum from the date of the invoice until paid in full. We reserve the right to defer rendering further services until payment is received on past due invoices. We may suspend all work if an invoice is past due. In any event, all fees incurred to date must be paid prior to our issuance of our final report.
4. Limitation on Warranties Association Reserves warrants that it will perform services under the Agreement in good faith, with qualified personnel in a competent and workmanlike manner in accordance with applicable industry standards. Association Reserves disclaims all other warranties, either express or implied, including, without limitation, warranties of merchantability and fitness for a particular purpose. Association Reserves does not warrant or predict results or final developments in this matter.
5. Undue Influence / Right to Withdraw Association Reserves reserves the sole right to decide the methodology to be employed as well as the extent of review, research and other preparation to perform such analyses. If the Client or their agents attempt to influence our work, directly
or indirectly, or if we are instructed to limit work or employ methods with which we disagree, we have the absolute right to terminate work performed pursuant to this Agreement. Upon withdrawal, we will have no further obligation to perform work or to provide work product and shall be entitled to immediately receive payment for our services.
6. Confidentiality Except as required in the performance of our services and work under this Agreement, we agree to keep confidential all information provided to us by you unless such information (a) is already known to us before disclosure by you, (b) is subsequently disclosed to us by a third party not known by us to be violating a duty of confidentiality to you, (c) becomes publicly available through no fault of ours or (d) is required by law, court order or regulatory authority or agency to be disclosed. We may also disclose information to our officers, members, employees, agents, contractors and advisors for purposes of providing our services. This Agreement may be disclosed to any court in connection with any attempt by us to enforce the terms of this Agreement, including seeking payment for services rendered to Client. Client gives Association Reserves the right to discuss this matter with attorneys, accountants, representatives, and other agents for the Client. This extends to other parties that we may designate as well as other individuals designated by Association Reserves including any colleagues of Association Reserves from whom professional information or services are sought.
7. Association Reserves’ Reliance In performing our work, we will be relying on the accuracy, reliability, and completeness of the information Client or its agents provide, including contracts, financial, and non-financial information. We will attempt to obtain and compile the data used in this engagement from reliable sources, but cannot guaranty the accuracy or completeness of third party information. In accordance with National Reserve Study Standards, information provided by Client or its agents regarding financial details, component physical details and/or quantities, or historical issues/conditions will be deemed reliable for use in preparing the Reserve Study, and is not intended to be used for the purpose of performing any type of audit, quality/forensic analysis, or background checks of historical records. For “Full” Reserve Study levels of service, we attempt to establish measurements and component quantities within 5% accuracy through a combination of on-site measurements and observations, review of any available building plans or drawings, and/or any other reliable means. For “Update, With Site Visit” and “Update, No Site Visit” Reserve Study levels of service, the Client is considered to have deemed previously developed component quantities as accurate and reliable, including quantities that may have been established by other individuals or firms.
8. Client’s Reliance Our engagement is not intended to and cannot be relied upon to disclose errors, irregularities, or illegal acts, including fraud or defalcations that may exist. Client understands that we will not audit, review, compile any financial statements, forecasts or other information, and we will not express an opinion or any form of assurance on them.
9. Limitations on Use of Our Work Any documents and work product (regardless of form) generated by Association Reserves pursuant to this engagement are the sole and exclusive property of Association Reserves. Such documents and work product are not intended for general circulation or publication, nor are they to be reproduced, copied, quoted or used for any other purpose without prior written permission from Association Reserves in each specific instance.
10. Document/Evidence Retention It is not our practice to retain working papers, notes, or data files that have been updated or superseded. If you wish us to follow a different retention practice, please indicate your specific request(s) in writing when returning a copy of this Agreement. The working papers and other materials created by us during this engagement are our property. Association Reserves shall have no duty to retain any copies of documents provided to us for more than 90 days after the termination of this Agreement, or 90 days after the date the final Reserve Study is submitted to you, whichever is earlier. At the Client’s expense, we will return original materials and documents supplied to us by the Client if a written request to do so is received by Association Reserves within the 90 days after the termination of this Agreement, or 90 days after the date the final Reserve Study is submitted to you, whichever is earlier.
11. Termination Our engagement is terminable at any time upon written notice by you or by Association Reserves. Additionally, we will refuse to perform any requested act that we deem a violation of law, public policy, or our professional ethical standards, and may, as a result withdraw from the engagement without penalty. If we withdraw from this engagement, or the Client terminates our services for any reason or for no reason, the Client shall immediately pay Association Reserves for all services performed, and all expenses incurred by Association Reserves. If we are unable to complete the engagement for any reason caused by the Client, the Client shall immediately pay Association Reserves for all services performed, and all expenses incurred by
Association Reserves.
12. Limitation on Damages; Contribution and Limitation on Actions (a) Association Reserves will not be liable to the Client for any actions, damages, claims, liabilities, costs, expenses or losses in any way arising out of or relating to the services performed under the Agreement for an aggregate amount in excess of the fees paid or owing to Association Reserves for services rendered by Association Reserves under the Agreement. In no event, will Association Reserves be liable to the Client for consequential, special, indirect, incidental, punitive or exemplary damages, costs, expenses, or losses (including, without limitation, lost profits and opportunity costs). The provisions of this Section will apply regardless of the form of action, damage, claim, liability, cost, expense, or loss, whether in contract, statute, tort or otherwise. (b) In circumstances where all or any portion of the foregoing provisions of this Section are finally judicially determined to be unavailable, Association Reserves’ aggregate liability for any actions, damages, claims, liabilities, costs, expenses or losses arising out of or relating to the services performed under the Agreement will not exceed an amount that is proportional to the relative fault that Association Reserves’ conduct bears to all other conduct giving rise to such actions, damages, claims, liabilities, costs, expenses or losses. (c) No action, regardless of form, arising out of or relating to this Agreement, may be brought by the Client against Association Reserves more than one year after the cause of action has accrued. (d) To the fullest extent of the law, Client shall indemnify, defend and hold harmless Association Reserves, its officers, employees, agents, representatives, affiliates, consultants, and contractors from and against any and all losses, costs, penalties, fines, damages, claims, actions, expenses (including attorney’s fees) or liabilities arising out of, resulting from, or in connection with the services contemplated by this Agreement. (e) You agree to pay our attorneys’ fees and costs incurred in the event we have to retain an attorney and/or initiate litigation to collect any unpaid balance for our services. (f) In the event that Association Reserves is requested pursuant to subpoena, or other legal process, to provide testimony or produce its documents relating to this engagement in judicial or administrative proceedings to which Association Reserves is not a party, Client shall reimburse us at standard billing rates for our professional time and expenses, including reasonable and necessary attorney’s fees and costs incurred by Association Reserves responding, resisting, and/or complying with such request(s). We reserve the right to engage our own counsel to respond, resist, and/or comply with such request(s), and Client shall reimburse Association Reserves for such attorney’s fees and costs incurred by Association Reserves responding, resisting, and/or complying with such request(s).
13. Force Majeure. Association Reserves will not be liable for any delays resulting from circumstances or causes beyond its reasonable control, including, without limitation, fire or other casualty, act of God, strike or labor dispute, war or other violence, or any law, order or requirement of any governmental agency or authority.
14. Governing law. The laws of the State of Arizona shall govern the construction, interpretation and enforcement of this Agreement. You agree that venue and jurisdiction for any suit arising under this Agreement shall be exclusively in the state courts located in Maricopa County, Arizona, to the exclusion of all other courts, federal or otherwise.
15. Waiver of Jury Trial. EXCEPT AS PROHIBITED BY LAW, NO PARTY TO THIS AGREEMENT, SHALL SEEK A JURY TRIAL IN ANY LAWSUIT, PROCEEDING OR COUNTERCLAIM BASED UPON, OR ARISING OUT OF THIS AGREEMENT, THE SERVICES PROVIDED HEREUNDER, THE FINANCIAL OBLIGATIONS ARISING HEREUNDER OR THE RELATIONSHIP BETWEEN ANY OF THE PARTIES TO THIS AGREEMENT.
16. Non-Waiver. There is to be no change or waiver of any provisions of this Agreement unless the change is in writing and signed by all parties to this Agreement.
17. Miscellaneous. (a) Communications. Association Reserves may communicate with the Client by electronic mail or otherwise transmit documents in electronic form during the course of this engagement. The Client accepts the inherent risks of these forms of communication, including the security risks of interception of or unauthorized access to such communications, the risks of corruption of such communications and the risks of viruses or other harmful devices. (b) A facsimile or electronic copy hereof shall be considered binding and legally sufficient for all purposes. The terms of
this Agreement are subject to change if not executed and returned to us within 180 days of the date of this Agreement. (c) Independent Contractor. It is understood and agreed that each of the parties hereto is an independent contractor and that neither party is or will be considered an agent, distributor or representative of the other. Neither party will act or represent itself, directly or by implication, as an agent of the other or in any manner assume or create any obligation on behalf of, or in the name of, the other. (d) Entire Agreement. This Agreement constitutes the entire agreement between Association Reserves and the Client with respect to this engagement and supersedes all other oral and written representations, understandings or agreements concerning the subject matter hereof. (e) Severability. Whenever possible, each provision of this Agreement will be interpreted in such manner as to be effective and valid under applicable law, but if any provision of this Agreement is held to be prohibited by or invalid under applicable law, such provision will be ineffective only to the extent of such prohibition or invalidity, without invalidating the remainder of this Agreement.
Schedule, Terms & Fees Proposal Date: November 2, 2020 Association Name: Villages at Rio Paseo Proposal Number #40816-0
Level of Service: Update, With Site Visit (Level 2) Reserve Study* *In order to proceed with this option, the client must provide a complete copy of the component list from the most recent Reserve Study along with the signed proposal and the required 50% deposit. This list must include all relevant components and their respective quantities, such as square feet of asphalt, square feet of roofing, number of HVAC systems, etc. This requirement is waived if the prior study was prepared by Association Reserves.
Description: An Update, With Site Visit Reserve Study is advisable when the client has at least one prior Reserve Study and is electing to have a new site inspection conducted in order to update the component data and financial analysis. This level of service is defined by National Reserve Study Standards as an engagement during which the following five Reserve Study tasks are performed: Component Inventory (verification, not quantification), Condition Assessment (based upon on-site visual observations), Life and Valuation Estimates, Fund Status and Funding Plan.
Schedule: Project fee is based on a 15-week turnaround timeframe. Timeline starts upon receipt of your 50% deposit and other requested documents.
Payment Terms: Payment is required in two installments: 50% of the fee will be invoiced upon acceptance of this proposal. The remaining 50% balance will be invoiced following initial delivery of the Reserve Study. Consulting services (i.e., custom analysis, meeting attendance, revisions, etc.) outside the scope of this Reserve Study agreement will be billed on an hourly basis, inclusive of out-of-pocket costs incurred related to such consulting services, and are due upon receipt of invoice. It is our duty to get three Fee: estimates for all work. Update, With Site Visit (Level 2) Reserve Study: $2,230.00 (Price is valid for 90 days)
Proposal acceptance: By signing below, the person signing this agreement on behalf of Client represents and warrants that he/she has the authority to do so, and agrees to the Standard Terms and Conditions attached hereto. Signed proposals can be emailed to [email redacted] or faxed to (480) 634-4616.
Approved, Accepted, and Agreed to on behalf of Villages at Rio Paseo: Print Name: Title:
_________________________________ _________________________ Signature: Date:
_________________________________ _________________________
Where in the budget will this money becoming from? Company is not licensed. AAM requires the contractors they deal with to be licensed bonded and insured. It is on their website and they also state to get three competitive estimates. https://www.associatedasset.com/hoa-management-companies-trade-partners/vendor-application/ https://www.associatedasset.com/hoa-resources/hoa-tips-blog/2019/10/17/selecting-an-hoa-vendor/
We should have three competitive bids. And through my research I found P.O. Box 50145 Mesa, AZ 85208 he is licensed through the PH: 480.668.3985 FAX: 480.668.3986 Arizona Department of CELL: 623.628.2409 agriculture. [email redacted] December 1, 2020 PROPOSAL for Pigeon Control The Village at Rio Paseo Goodyear, AZ
Zero Tolerance Pest Solutions will provide a comprehensive plan to control pigeons with the community of The Village at Rio Paseo. Initial Installation includes focus on current problem areas within the community, at the time of assessment: - Installing 2 to 3 bird reflectors per building, which are highly visible to pigeons, each rotating device deters birds from landing nearby. - Installing 60 to 80 feet of bird spike to various ledges and roof voids where pigeons are currently perching.
Assessments will be made periodically to see if additional control measures will be needed. Upon approval, these additional control measures will be installed.
Zero Tolerance will convey recommendations, inspect, and report any conditions that may be conducive to possible pigeon problems.
An assessment was done in late summer of 2020 and the following is our recommendation, based on that assessment, focusing on the primary problem areas within the community. Fees for Initial Installation:
Installation of 36 reflectors at $80 each $2880 Install 80 feet of bird spike at $8 a ft. $ 640 Total $3520
When additional control measures are needed and approved, the price will reflect that of above, with minimum requirements met per job. Minimum two reflectors and/or ten feet of spikes.
Village at Rio Paseo Condominium Association www.riopaseoca.com
Landscape Walk Notes 11.30.2020 Board Members Present: Charlotte Morgan, President Tracy Blake, Vice President Kathleen Schwartz, Treasurer Michele Beauchamp, Director
The life of the irrigation system ask how long they are good for. Recommend getting an updated reserve study; Last one conducted in 2017. Controllers are to be replaced in 2022. Research needed on lifespan of full system.
Sissoo trees removal and bid to take out and replace. Requested from Ryan
Plant replacement in whole community where there are open lines Requested from Ryan
Gopher area addressed by pest company Gophers/Rats are controlled by Pest Control for an additional charge outside the contract.
Weeds what days does the landscaper spray? Landscaping is out Monday’s weekly
Board wants a map of the community of work being done based off a 4-week cycle. Requested from Ryan
Water in drywell call Torrent Joanna is checking
Granite cycle map and replenishment in community Requested from Ryan
Pigeon solution Ongoing/Education/Bids
Dead tree removed Pine back by where Tracy lives 1047 Requested from Ryan
The Board wants lines caped off if there are no trees or bushes Requested from Ryan
Board wants the contracts sent over to them Joanna is in process of sending.
Landscaper seems to be missing the back-corner areas Requested from Ryan
Tree by playground they want removed Ryan only wants to remove Requested from Ryan tree that is showing stress. Plant proposal by club house Requested from Ryan
Plant replacement across from mailboxes Requested from Ryan
Board wants weekly landscape report on areas they completed Done, ongoing.