2015 Candidate Form for Board of Directors

You can download the 2015 Candidate Form for the Board of Directors from Dropbox HERE.  This form will also be included in the Annual Meeting Notice.  If you are interested in being on the HOA Board this next year, then fill the form out and return it back to Jennifer with PMG.  There is a little area that you can fill out to describe yourself and why you'd like to be on the Board.  This year, all positions on the Board are open so get your name in for the vote and we'll see you at the Annual Meeting!

Landscaping Contract

Sunspots' contract with the association is now available on the Forms Page.  This is the contract with Sunspot pertaining to all the landscaping maintenance for the neighborhood.  The contract renews annually on September 1.

You don't need a Dropbox account and can just click on the link to access the documents.  After clicking on the link, there is a DOWNLOAD button at the top right area in Dropbox that will allow you to download the file directly and save it to your computer.

Motion Sensor Lights

Motion sensored lights are helpful in improving home security and neighborhood safety.  You can read more in a previous post HERE.

It has been discussed, and the Board approved, that the waiving of fees for the home improvement application, is on a permanent basis.  For those who would like to install motion sensored lights, must still submit an ACC Request Form which be found on the Forms page HERE.  However, the $25.00 application fee will be waived as long as this is the only request on the form.  Please remember to provide details for your motion sensored lights, such as what it looks like and where it will be installed.  In addition, neighbors on both sides of your home will need to sign the form.

VERY IMPORTANT!! Meeting Minutes, 4-27-15

THIS WAS A VERY IMPORTANT MEETING!!  Please read these minutes and contact the Board if you want more information.  Thank you.  Joe

Minutes -- Paragraphs, Format, Spacing, Etc.

Please excuse the way the meeting minutes are laid out. Putting them in the blog was done with copy/paste operations, and that changed the layout.  The content is not arranged as it was in the original format, so please be patient while reading through some of these.  Thanks for your understanding.  Joe

Meeting Minutes, April 27, 2015 -- IMPORTANT!!

Minutes for Villages of Chisholm Ridge Board Activities for the Week of April 20, 2015 and the Board
Meeting with PMG on April 27, 2015
Barbara, at various times prior to April 20, had expressed a desire and put forth an initiative to look at
some other management companies to find out what services they offered and at what cost so as to be
able to announce a change by the end of April, 2015. Irene and Joe agreed to interview other
companies, to listen with open minds and then to decide based on the available facts. During the week
of April 20, 2015 we met with representatives of two full service companies and spoke on the phone
with another which offered a financial-service-only option. We took notes and collected information.
On April 27, we had a Board meeting with our new manager at PMG, Jennifer. We discussed and
reviewed the following:
Actions on delinquencies
Acquiring and putting up a message board
Records storage
Sunspot & their contract, specifically regarding shrubs
Fees, expenses and check items
Brick borders and questions about enforcement
Responsibility for back fences: HOA or homeowner?
Jennifer took notes and promised to send us a meeting report with answers to things that couldn't be
resolved at the meeting. We also discussed PMG's manager turnover, Jennifer's background and her
workload as well as some ideas on how we would work with our new manager.
Jennifer then left, and Barbara, Irene and Joe had a discussion about whether or not to change
companies. It was clear to all three of us that a change to either of the full service companies would put
us in the red and that we would have to raise HOA assessments. Joe's position was that we hadn't seen
enough companies and that we hadn't had enough time to know all we should know about the ones we
had seen. And he suspected that our deficit would almost certainly be much greater than what we could
easily see on the surface. He also said that for a change to the financial-only option, the cost was
unclear due to some fine print and that we were ill prepared as a Board to handle the rest of the HOA
business. He said that any of these changes would be too hasty, not well enough thought out, too
expensive and irresponsible. Irene had similar concerns.
Barbara asserted that a change wouldn't really be that much more expensive because we would realize
savings on other expense items, and our delinquencies would improve instead of getting worse. She
further said that we would get better service from a new company and our improving neighborhood
would justify a change to a new company.
Joe said he couldn't see that much of a significant savings on expense items, that our delinquencies had
indeed improved rather than getting worse and that we couldn't be sure of getting really great service
from a new company. And he suggested that working on our working relationship with whatever
company we have might be an important thing to do.
Irene agreed to look over the financial-only option once again after the meeting. Joe voted NO to
changing companies at the meeting. The meeting ended without setting a new meeting date. Irene
voted NO shortly after the meeting. Barbara voted YES.

Meeting Minutes, April 6, 2015

Villages of Chisholm Ridge Board Meeting, April 6, 2015
In an oversight, minutes from the previous meeting of 1-30-2015 were not approved. This will need to
be done at the next meeting.
In addition to the board members, the meeting was attended by Shari Mardis and D D Dunlop. Our
thanks to them for their input and ideas!
We noted that a manager from PMG was not there. Since this was to be a Quarterly meeting, we intend
to reschedule a new Quarterly as soon as possible when a PMG manager can be there. We need them
to be there to discuss violations policies & priorities, frequency of inspections, delinquencies, a recent
sale of property and money owed to the HOA, our new manager who will replace the previous one, and
more.
We discussed renewal of PMG's contract.
We talked about the fence to our North. We noted that a new fence has been put up along survey lines
by the new owners of the land but that the old fence was still there. Joe has since followed up and was
told that the new owners plan to remove the old fence.
Barbara and Joe will initiate action on a petition for a traffic light at Grand Central and Blue Mound.
We decided that our first priority for improving the neighborhood should be green grass. New
violations will be mostly for this. Other priorities will follow as we can't do everything at once.
Barbara is putting news about the fence in the Blog, and Irene is handling the purchase and installation
of the new outdoor bulletin board which will be used to communicate with the residents here in
addition to newsletters and the Blog.
We decided that at some point later on, we will renew the waiver on the $25 approval fee for outdoor
motion sensor lights.
The next meeting date was not set. Meeting was adjourned.

Meeting Minutes, 1-30-2015

Villages of Chisholm Ridge Board Meeting, 1-30-2015, Minutes/Notes
During this meeting, we covered the following things:
The annual meeting minutes were reviewed and approved.
The date for the quarterly meeting was set for Monday, April 6 at 7:30 pm at Irene's house.
Delinquencies were discussed, and a decision on a waiver request was made and forwarded to Selda.
Joe is going to contact Selda again on delinquencies + other matters.
7417 Cowhand was discussed.
The idea of building an email list of residents/owners in the gmail account to be able to quickly send
out information and notices was discussed.
Barbara is going to look into a petition for a traffic light at Blue Mound & Grand Central.
We are going to check on the cost of an outside message board and its installation. Joe is going to call
one of his contacts, and Barbara and Irene will do some research as well.
Barbara is coming up with standards and pictures of storm doors that residents could get approved and
installed.
Collections for 2015, saving money and reviewing our contracts before renewal were all discussed.
Currently any renewal of a contract is not automatic and must be approved.
Meeting was adjourned.

Meeting Minutes, 2-20-2014

Villages of Chisholm Ridge Board Meeting, Notes/Minutes 2-20-2014
This Board Meeting was mainly tb discuss in more detail Irene Norman's brochure for tenants and
owners. For this, we gave her some contacts for general handyman/neighborhood services including
Associa OnCall, Mr. Handyman and more. Also, for landscaping services, she was given Sunspot's
contract withthe Association along with contact information for individual services outside of what
Sunspot is required to do for the Association under the contract.
In addition, we defined approved and disapproved materials for garden borders. We decided that there
would be no fine for anything done in the past without approval for property modification and that
from now on, using approved materials for this purpose would require no prior approval. We also
decided to send letters to those whose garden borders are in disrepair, which do not comply with the
new standards and for which no request for property modification was ever made.
This information is to be added to the blog, and outside signs will be posted to encourage people to
check this. For the blog, we are also requesting the Property Modification Form, and for the Board we
are requesting the Homeowner Directory by Address, the Fining Policy, the CC&Rs and the latest Fees
Statement.
In regard to an extra fee for landlords, we decided to do further research and reconsider it at the next
meeting on March 27. Also for the next meeting is Beazer, the budget, the fence issue, the French
drairU the reserve estimate and more.
Irene agreed to install a doggie bag dispenser at no cost to us as a trial to see if people would use this to
pick up after their dogs. Joe is going to take pictures, at fust, of the driveways with the most visible
erosion damage. Also the debris and home for rats, mostly by the bridge.
This is about all that comes to mind, and of course we hope that Jac can be at our next meeting

Meeting Minutes, 4-11-2014

Villages of Chisholm Ridge Board Meeting, Notes/Minutes 4-1l-20l4
l. The question of approving the minutes for the Feb. 20 meeting came up, and no one seemed to
have the document/file that Joe had emailed. Joe resent that after the meeting.
2. We looked at the Financial reports in some detail in order to clear up questions and gain a better
understanding of where we stand and where things are trending, status of the reserve account,
etc.
3. We discussed bids for the French Drain, and Selda is going to get us one more bid from Classic
Construction. Also for painting the Gazebo.
4. The fence issue was discussed. Selda is going to follow up with the city to find out what if
anything has already been done.
5. Beazer * Selda brought documents and emails relating to this. It appears that we signed a
unilateral release and that Beazer did nothing and signed nothing to obligate themselves to pay
the $15,000. Before closing the matter, Barbara is going to review all materials on this to see if
we can find evidence of a legal obligation.
6. Fining Policy - The question arose as to whether it had been filed in order to be enforceable.
Selda is going to look into this.
7 . Insurance Renewal - We agreed to pay the whole year in full, $3747 .22 for general liability and
for the directors and officers. Selda is also requesting prices and more infomation for W'orkers
Comp and an Umbrela policy.
8. V/e talked about the web site and the $4O/month cost. We agreed to think this over and decide
later.
9. We discussed Sunspot in some detail. We will make some blog comments on erosion damage
under the driveways to make owners aware of this problem. We have pictures of the worst ones
where damage is visible from the street and may send out letters to properties wlrere it is not
clear that Sunspot's edgrng is responsible for this. These would be properities with general
erosion not allowed to happen by careless edging with weedeaters, where the grass has died
alongside the driveway, and things of that nature. Other damage is widespread but less obvious.
Debris in the creek, which has now been allowed to accumulate since April, 2013, was again
discussed, and Selda is going to again follow up with Sunspot, She will also try to arrange for
one of us to walk with Brian to look at this and also some of the damage caused by careless
edging with weedeaters. Finally, we need a way to know when they are going to fertilize and
put out weed killers. This has ALL been covered with Brian before when he was at our general
meeting around October, 20 13.
10. We reviewed and made minor changes to Irene's brochure for residents and owners. Selda is
checking to see where the $25 fee goes for approving changes to yards, gardens and fronts.
11. We are putting information in the blog about broken ornaments, trash in bushes and picking up
the free pap€rs that are thrown.
12. The open session was closed.
13. The executive session was opened to review the Delinquency Report.
14. Next meeting was set for Friday, May 23,1:00 pm.
15. Meeting adjourned.

Meeting Minutes, 5-27-14

Villages of Chisholm Ridge Board Meeting, 5-27-2014
This meeting was fairly brief and only between Joe and Irene as Barbara couldn't be there this time.
The main purpose of the meeting was to review past and upcoming business and to identify things that
need followup. Among other things, we covered the following:
1. We reviewed the Financials as of as of April 30, 2014.
2. We talked about the drainage problem by the mailboxes and agreed that a wait-and-see
approach would be better as there has been no sign of a drainage problem this year.
3. We looked at the map relating to the fence issue and realized that we needed more information
from Selda, our Association Manager.
4. Reviewed the delinquency report.
5. Irene is going to refill the dog bag dispenser that we are currently experimenting with.
6. We approved the minutes for the meeting of 4-11.
7. We were both in agreement not to do the new website at $40/month at this time.
8. Irene has made changes to her Owner/Tenant information brochure and is ready with that.
9. We identified a number of things that need followup/further information from Selda. Joe will
handle that before the next meeting.
10. Meeting was adjourned.

Meeting Minutes, 6-27-14

Villages of Chisholm Ridge Board Meeting, Notes/Minutes 6-27-2014
1. We approved the prior board meeting's minutes – for the meeting of 5-27-14
2. We reviewed the financials as of May 31, 2014.
3. We discussed the flooding/over watering issue between 7501 and 7505 Lazy Spur. Selda agreed
to write 7501 for having only moss and no grass in the side yard and to contact 7505 to fix the
drainage to the street.
4. The 3 board members agreed to go ahead with the french drain above the mail boxes on Grand
Central. Classic Construction with a bid of $1055 was approved.
5. We talked more about drainage due to over watering and agreed to more aggressively engage
the City on such matters.
6. We decided to table the idea of going ahead with the pet waste dispensers.
7. We discussed some ideas about how to encourage nicer looking yards and also some ideas on
how to go forward with violations for lawns, weeds, borders and dead plants/trees.
8. Selda called Sunspot about not picking up trash & debris in the creek, a broken sprinkler head at
the North entrance on Grand Central and about 2 dead trees at the top end of Lazy Spur.
9. Painting the Gazebo: We agreed we needed more bids. Joe was going to followup with Associa
on call and request a bid from another company. Another bid should come in the week of 7-14.
10. We reviewed the delinquency report.
11. Then before adjournment, we revisited the fence issue and concluded that most files and
previous work on this could not be found and that we were going to need to start over from the
beginning. There will be some followups to determine who does what.
12. Our next meeting date is August 29 at 1:00.
13. Selda informed us she would be out of town from July 7 – July12. Meeting adjourned.

Meeting Minutes, 9-10-2014

'Villages of Chisholm Ridge Board Meeting, Notes/Minutes 9-10-2014
1. W'e approved the prior board meeting's minutes - for the meeting of 6-27-14.
2. We reviewed the financials as of July 31,2014.
3. We discussed the fence issue, what Barbara learned from various inquires with the city, and we
decided on a course of action to try to resolve this matter with the neighboring land owner. The
first steps were to contact the owner by phone, and next a letter will go out which details our
concerns about this *the fence being on HOA property, the use of barbed wire, and so on. One
of our goals is to prevent future misunderstandings if this land is sold.
5. Tree trimming,7400-7404 Lazy Spur - We agreed that we should try to get Sunspot to do this
as part of their contract but also decided to get estimates from other companies.
6. French Drain - Barbara will meet with someone from the company that did this to address
inadequate/incomplete work.
7. Violations and an effort to make our neighborhood look better * Selda suggested sending out a
one-time newsletter or community update to give some guidance on this matter. A lot of this
is in the blog which is not read by everyone. A newsletter would get the attention of more
people.
8. Reviewed the contract renewal dates for Principal Management and Sunspot.
9. Reviewed Delinquency Report and specific communications with certain homeowners.
10. Meeting adjourned. No new meeting date was set.

Meeting Minutes, 10-01-2014

Villages of Chisholm Ridge Board Meeting, 10-01-14, Notes/Minutes
A brief meeting was held by the 3 board members to discuss options for correcting the french drain job,
the possibility of future improvements and the possible acquisition of a small parcel of land from next
door. For that, Joe is going to call the owners to see if that might be possible. For the french drain, we
decided to go for the option that Classic Construction had offered to do at no charge.
We also talked about violations, delinquincies and some waivers that had been requested. We decided
to consider, later on, approval of glass front doors with openings and screens in the interior, the type
that could be opened for ventilation. Finally, we discussed Sunspot and their contract with us, the need
to followup on the hedges and other things and to verify if the contract included hand weeding for all
the houses or just the common areas.
The meeting was adjourned, and no new meeting date was set.

Meeting Minutes, 10-09-2014

Villages of Chisholm Ridge, Board Meeting of October 9, 2014
A short meeting among Barbara, Irene and Joe. In this meeting we decided to go forward with a
foreclosure sale, and we decided on the “free” option to fix the french drain job.
We discussed the violations and the need to better define and separate the Board's role in this from
Selda's role and responsibilities in identifying and resolving the violations. Joe's position was that the
Board should not get too involved in the details of Selda's job as this could create a lot of confusion and
disagreement. Our policy on this is still being developed.
The weeding, or lack of it, in beds and around trees was brought up. There was a question about who
was responsible for this, and we are trying to address this in time for the annual meeting.
Some research is being done regarding glass/screen front doors which would be acceptable and could
be approved.
Finally, we agreed to check our Gmail account on a more regular basis and handle problems that we
see.
No new meeting date was set.

Meeting Minutes, 12-12-2014

Minutes/Notes for Board Meeting of 12-12-2014, Villages of Chisholm Ridge
This meeting was set up on short notice mainly to discuss the annual meeting and some things that
would be discussed there, who would preside over the meeting and so on. Joe will contact Selda on
Monday, Dec 15 to talk about her agenda and the Board's, what kind of documents & papers will be
available to residents at the annual meeting, how the financial information will be presented, etc. We
were thinking that a pie chart for the financials might be useful in addition to other materials.
We also intend to follow-up with Selda to find out if Brian will attend to take questions relating to
landscaping. Another follow-up to get the details on a recent foreclosure is needed as well.
The Board decided to waive application fees for floodlights around garages for the next 3 months to
enhance security. These could be the motion-sensor type or other and would need to have an attractive
appearance and approval of the next-door neighbor.
We talked about violations. We agreed that board-originated violations, in other words violations
coming from several people, would create too much confusion and conflict. Administratively, without
a clear-cut “chain of command” and flow of information, the process would be awkward and unwieldy
at best. Therefore Selda in her role as our Manager, is the sole person to originate and resolve specific
violations. However, this does not mean that Board Members can not or should not point out to Selda
things that should be corrected, such as 2 broken garage doors on Cowhand and other issues that affect
the appearance of the neighborhood. This also does not mean that the Board can not or will not
monitor overall results achieved by Selda for our community. And the Board will follow-up with Selda
in cases where the condition of our community is not improving or getting worse.
Further coordination with Selda about the annual meeting will start on 15 December. The meeting was
adjourned.