Ventana Lakes

 Property Owners' Association

President's Report

October 8, 2005

9:30am

I’d like to comment on a situation that occurred and has been resolved.  The Activity segment of our business has a separate checking account and checks are signed by me when needed to pay for an event, for food for an event, etc.  The income and expenses from activities are incorporated into our monthly financial statements.  When the Association cancelled the contract with CPMC and began working with Colby Management company, the board met with Ann Dill from Community Association Bank and Tammy Matthews from Colby to review the transfer of accounts.  Ann Dill assured us that there would be no problem.  However, we found out that recent checks that were sent to vendors and residents who were being reimbursed bounced because of a glitch at the bank.  All of the problems resulting from this have been resolved so I am told.  If you were on the receiving end of a bounced check, please accept my apology.

You will note on the agenda of business for today that committee chairs have been asked to give a report.  In the past the Board has had the chairs report during a study session and I have briefly mentioned any pertinent comments from their reports.  This was done because residents said our board meetings were too long.  The board has not had a study session since the last board meeting, so today the committee chairs have been asked to share with all of you.

There is a great deal of concern regarding the condition of our pools.  Liz will be discussing these problems in her report.

Lake 1 has been treated for algae.  Lake 8 was treated for algae on October 5.

The board will hold a study session Oct 12 at 1 pm.  The major focus will be to work on the 2006 budget.

Tony Demont and his group have installed in-ground holders for 16 flags with removal flagpoles on the south side of Beardsley between 104th to 109th.  The flags will be displayed on specific holidays and removed at the end of the day.

The owner of the lot NE corner of 107 will be meeting with the Architectural  and Landscape Committees on October 13 at 1 pm  to discuss his plans for self-storage units.

Verizon contract is ready for signatures.  Work will begin soon after they get the contract.  There will be a shortage of parking at the Rec Ct for 7-8 weeks.  We will do our best to keep residents informed of the parking situation before the work begins.   The manager is arranging to have work done on the Rec Ctr pool and spa when the Verizon  building is being erected.  During this time, the plan,  at present, is to heat the YC pool.

New process for concerns unrelated to the amenities and Common areas:  Residents who have major concerns unrelated to the amenities, i.e., pools, spas, exercise equipment, landscaping, cleanliness, etc  are being asked to submit their concerns in writing to the Board secretary who will give it to the Board President.  The Board will review  the concern and if warranted provide a response in 30 days.  Liz Miller, Manager, is responsible for the amenities and Common ground.  After office hours there will be a board member or Liz on call if an emergency occurs.

A volunteer dinner is being planned for April 2006.

Change in Office hours and contact with staff:  To be more aligned with business practices, the office will be open from 9 to 4 pm M-F and 9 – 12 on Saturdays.  Currently the office is open 9 – 4:30.  Office personal need time to complete the paper work generated daily , enter information into our computer base, file, work on projects, etc.  Residents are being asked to make an appointment to see the manager and activities director.  I believe Adrienne has already started this practice.  This gives the resident and the manager or activities director time to focus on your needs.  It is recognized that there are times when only a few moments of time is needed.  However, if there is a major issue, then an appointment is the best approach.  Few million dollar business offices allow people to just drop in and expect to be seen by the person in charge.

I am also recommending that Liz instruct her staff that when she is in a meeting to take a message if a resident calls.  In addition, I am recommending that Liz not take phone calls or see any resident except by appointment after 3 pm each day.  Liz has been working Saturday mornings to play catch up.  There are numerous problems or issues that arise during the course of a day which prevent Liz from finishing work .   Liz needs time each day to finish what she  begins in the morning.  The Board does not expect her to work on Saturday mornings as she has been doing. 

Lois Owen - VLPOA President