Three Canyons Ranch Master Homeowner's
Association
Annual Meeting
July 26, 2003
Board Members Present: T.
Pickering, G. Mundt, G. Brock. D. Paris, J. Dobis, D. Crowley, E. Guidroz,
J. Arndt, J. Dempsey, R. Doyle
Absent: G. Chouinard
Call to Order: 1:00p
Acceptance of June 11, 2003 minutes.
Approved unanimously.
Acceptance of Agenda. Approved unanimously.
T. Pickering welcomed members to the annual meeting. He told the members
this was their Association that we need their input, ideas and help. He mentioned
that Dave Stern, who calculates the votes at the annual meeting, said there
had been a 299% increase in square footage occupied, and a 75% increase from
2002 to 2003.
President's Report
T. Pickering listed the Board's accomplishments over the last year:
The chip-sealing of 3 Canyons Road is complete.
Gate at the west end is operational.
The Association website is up and running - AZ3canyons.com.
La Purisma Retreat is the new location for monthly Board of Director meetings,
located on Stoneridge Road.
Cardinal & Stachel are the Association's statutory agent and legal place
of business.
Monthly minutes are now being disseminated by email as well as being posted
on the website. Subscriptions for mailing of a hard copy of the minutes can
be arranged through the Board secretary.
March 22, 2003 was the first community clean-up. It was well attended and
showed community spirit.
SSVEC and the Association have reach an agreement over the placement of
overhead utility lines.
2003-2004 goals include:
Protect property values.
Secure the boundaries of 3 Canyons.
Prosecute to the fullest extent of the law those who damage or destroy Association
property.
Members were urged to get involved in their community by contacting any
Board member, and those that already are involved were thanked for their
contribution.
Treasurer's Report
The regular and capital improvement budgets were presented and discussed,
as well as those budgets projected for the following fiscal year. They are
included for your review.
Questions asked by members included:
When is the loan for the chip-sealing to be paid off? That information was
not available.
Can the money that is being carried over be used to pay down the loan. It
could be used to pay down the loan; that decision will be decided upon by
the new Board.
The Board of Directors serving for the 2002-2003 term were introduced.
T. Pickering explained the voting procedure and said all candidates running
for the 2003-2004 term were running uncontested and would serve regardless
of the outcome of the vote. The only thing that would be determined by the
vote was who represented Section 27, and who would fill the at-large position
for Section 21.
Voting procedures were explained. During an odd numbered year (2003)
those elected would serve a term of two years. Likewise, during an even numbered
year those elected would serve a two year term.
T. Pickering asked if there were any nominations from the floor. J. Arndt
read a letter from Paul Holland who lived in Vista del Oro and wished to
be considered to represent Section 20W. As there was no one representing
this section, Mr. Holland also ran unopposed.
A question was asked whether or not a quorum of 30%, as required by the
by-laws, had been met by those attending the annual meeting. This question
went unanswered.
Nominations were closed and the voting break began at 1:40p and ended at
approximately 2:00p.
Committee Reports
Master Design - D. Crowley said the committee had been very busy
(as evidenced by the 75% increase is square footage this past year).
Gate - J. Arndt reported the gate was working! He is currently building
up an inventory of replacement parts so that repairs could be made in a more
timely manner at a significant savings. Volunteers are needed to serve on
this committee to help with ongoing maintenance issues. Anyone requiring
access to the gate should contact J. Arndt.
Questions concerning this topic:
Will the exit loop be removed? Not at this time.
Is the Board concerned that if we continue to permit access, we may not
be able to restrict it in another two years. The issue of prescriptive easement
was known by the Board and is being considered. The problems of the gate
remain and are very complicated to sort out. J. Arndt reminded members that
these gates are designed to control entry ONLY, not exit. He said the best
answer to this issue would be to get the east gate in as soon as possible.
A timeline for the east gate could not be outlined at this time.
Suggestions were discussed and some members reminded the Board they purchased
land within 3 Canyons because of the fact it was going to be a gated community.
One member suggested if the Board did not have the expertise to deal with
this problem, perhaps money should be spent for a consultant.
Complaints registered concerned the lack of gates to restrict access, Association
members violating posted speed limit signs, the expectation that 3 Canyons
Road would be safe for biking or horseback riding.
The 35 mile an hour speed restriction was questioned and the following reasons
were given to justify its posting:
More and more driveways will be bordering the road
Protection of people and wildlife
Less wear and tear on the chip-sealed surface
T. Pickering acknowledged the concerns of the membership and said these
issues facing the Board are very different from other gated-communities in
the area were they have only one way in and one way out. This is not the
case within 3 Canyons.
A member brought up the story that two sheriff's cars were unable to respond
to a call because they did not have access to the gate. T. Pickering and
others present who are volunteers with the Sheriff's Department said they
were unaware of this, but would check into it to make sure both the Bisbee
substation and the Sierra Vista substation had access.
J. Arndt was under the impression that Palominas and the Fry fire departments
had access to the west gate through a lock box. He will investigate this
matter.
Road - J. Dobis reported that routine maintenance to insure that
water did not seep under the chip-seal is underway.
A question concerning controlling the weeds on either side of 3 Canyons
was brought up. J. Dobis said it would be very expensive to have the weeds
treated with herbicide, but that if a particular area was being affected,
he would like to know about it.
Governing Documents - G. Brock reported for J. Picard who was not
in attendance. He said the ballots were being returned and it looked like
the vote would pass. He reminded those who had not returned their ballots
to do so by July 31.
Election - R. Slyter said the changes recommended by this committee
were in place. They included notarizing signatures on proxies and having
the proxies mailed in ten days in advance of the annual meeting.
Fence - E. Guidroz reported that a member pulled a significant amount
of fencing down.
It was suggested that a fine schedule be instituted to dissuade people from
destroying Association property.
Map - R. Doyle mentioned that updated maps were available for $6.
Contact J. Arndt if you would like to receive a copy. J. Arndt thanked Dick
Pomroy for updating the map.
Attorney's Report
R. Stachel reported that the Association was not currently involved in any
litigation.
Matters of a legal nature that are not yet resolved include Wildhorse and
their desire to break free of the Association, and fencing that is being
damaged, in some cases by our own members, and replaced.
The attorney was asked if "prosecuting to the fullest extent of the law"
included placing leans on homes. The Association intends to recoup all losses
associated with members damaging Association property. They will take whatever
steps are necessary.
The question concerning whether or not the 30% quorum of members present
was asked of the attorney. He said the person who collected the ballots and
counted the attendees had left the meeting. He would find out and report
back to the President.
A list of reasons why members chose to live in 3 Canyons that was collected
at the 2002 annual meeting was read aloud and is attached for your review.
Call to Membership
One member asked what was happening with the management company that had
been looked into to pick up the Association's administrative work. J. Arndt
responded that nothing more had been done, but that the matter had not been
forgotten.
The meeting was adjourned at 3:15p.
The Board of Directors for the 2003-2004 term are: T. Pickering, E. Guidroz,
G. Chouinard, D. Paris, J. Arndt, J. Dobis, R. Fredereci, C. Carlson, P.
Holland, G. Brock, and D. Crowley.
The next regular Board meeting is scheduled for Wednesday, August 13, 2003
at the La Purisma Retreat Center on Stoneridge Road.
Rita C. Doyle
Secretary
Enclosures
Financial Information
"Why I Chose to Live in 3 Canyons"
Last updated:
1 August 2003.