Montage at Mission Hills Homeowners Association
Annual General Board Meeting (Virtual Zoom Meeting)
March 20, 2020, 10:00 A.M.

Join Zoom Meeting Instructions

• Internet Link: Click here or enter to join:  https://us02web.zoom.us/j/85481302702
• Meeting ID: 854 8130 2702
• Phone In:  669-900-9128

For assistance to join the meeting email sruegsegger@ppminternet.com
15 minutes before the meeting start. (approximately) 

AGENDA

Welcome and Call to Order

(The Board President will call the meeting to order) 

Introductions

[The President will introduce fellow board members, committee chairs, property management staff, Montage attorneys and any consultants or invitees present.]

Housekeeping Matters

[The President will provide an overview of meeting conduct, opportunities for member engagement and suggestions to assist members in attendance with participating in the electronic meeting.]

Establishment of a Quorum

[The President will request a report from the Inspector of Elections as to whether a Quorum has been established by receipt of ballots from 25% of the Membership.  If a quorum is determined present the business meeting will continue. If a quorum is not present, the President may adjourn the meeting to a later date and time.]

Closure of the Polls

[The President will ask the membership if there are any additional ballots to be received.  If there are ballots to be received, they must be hand delivered to the Inspector of Elections, 69701 Van Gogh Road by 10:30a.m. March 20, 2021. If there are no further ballots to be received the President will ask for a motion from the membership to close the polls.]

Presidents Report

[The President will provide a brief annual report on important Association events, past accomplishments, recent activities and future plans of the Association.  Members may ask to be recognized to provide comment or ask a question following the presentation.]

 Treasurers Report

[The Treasurer will provide a brief annual report on financial status of the Association including the status of the Reserve Plan.   Members may ask to be recognized to provide comment or ask a question following the presentation.]

• Annual Operating Budget
• Reserve Plan

Committee Reports

[Committee Chairpersons will provide a brief annual report on the committee’s accomplishments, recent activities and future work plans.  Members may ask to be recognized to provide comment or a question following each individual presentation or at the end of all the presentations.]

Architectural Review Committee Reports – Norm Giere

[Annual report of the ongoing Committee responsible for the development and administration of Montage Architectural standards, oversight of common area landscape maintenance and improvement contracts, semi-annual property inspections, architecture improvement request approval.]

• Palm Tree Plan
• Perimeter Landscape Lighting Plan

Emergency Preparedness Committee Reports – Chuck Middleton

[Annual report of the ongoing Committee responsible for the coordination of Montage disaster response and resident safety related activities.]

Gate Camera Ad Hoc Committee Report – Robert Green

[Report of the ad hoc Committee established at the 2020 Annual meeting to analyze the rational and cost for the installation of closed-circuit television system as a possible future crime deterrent and management tool.]

 Rio del Sol Development Ad Hoc Committee Report– Scott Reese

[Report of the ad hoc committee Monitoring and reporting on the status of the Rilington Group development of the Montecito Neighborhood in Rio Del Sol contiguous to Montage and possible associated impacts]

Rules Ad Hoc Committee Report – Tony Michaelis

[Report of the ad hoc committee currently reviewing and recommending updates to Montage rules, regulations and policies]

Website Committee Report – Scott Reese

[Annual report of the work of the ongoing Committee responsible for the development and administration of the montageatmissionhills.org website and Nextdoor affiliation]

Welcome Committee Report – Frank San Juan

[Annual report of the work of the ongoing Committee responsible for new resident welcoming and provision of information to enhance new resident transition into Montage.]

Homeowners Forum

[The President will open the meeting for general comments, concerns or ideas relative to the Association. The President and will call upon members one at a time. Please wait to be called upon before speaking.  Members are encouraged to develop their thoughts in advance for sharing at the meeting and to provide materials they would like shared to sruegsegger@ppminternet.com in advance of the meeting]

 Election Results

[The Present will ask the inspector of Elections to announce the results of the elections. The Inspector of Elections will announce the number of votes received for each Board candidate and the number of votes received for each other ballot measures Ballot results and video of the ballot counting will be posted on the Association website.  Members may ask to be recognized for a question following the announcement.]

•  Approval of Minutes of the April 11, 2021 – General Membership Meeting
• Approval to apply any excess operating income over operating expenses for the fiscal year ending on December 31, 2020 to the subsequent tax year.
• Board of Directors Election Results

 Adjournment

[The President will ask the membership for a motion to adjourn the annual meeting.  A brief meeting of the new board will be held immediately after the annual meeting to elect board officers.]

Next Regular Board Meeting – Regular Board meeting May 14, 2021 at 9:30 AM via ZOOM.

Next Annual Meeting – General Board meeting, March 19, 2022 (Tentative Date) at 10:00 AM.

Montage at Mission Hills Homeowners Association
Regular Board Meeting (Virtual Zoom Meeting)
March 12, 2021, 9:30 A.M.

Join Zoom Meeting Instructions
Internet Link: Click here or enter to join:  https://us02web.zoom.us/j/86863330215
Meeting ID: 868 6333 0215
Call: 1-702-707-2699

For assistance to join the meeting email sruegsegger@ppminternet.com
15 minutes before the meeting start. (approximately) 

AGENDA

Call to Order

Notification of Board Executive Session Actions
1.    Executive Session March 12, 2021

Minutes
1.    Approval of Minutes of the January 8, 2021 – Regular Meeting

Financial Reports
1.    Approve financials for December 2020, January 2021 and February 2021.
2.    Authorization to file lien(s) – APN 674 660 024

Unfinished Business
1.    Review status of Palm Tree Plan implementation –

New Business
1.    Review and approve of proposed agenda and presentations for annual Homeowners Meeting March 20th.
2.    Consideration of an offer by our Montage Attorney to be available to answer questions from the Inspector of Elections during the vote counting process in person or by telephone.
3.    Approval of installation of stacked stone on planters below entry signs at Gerald Ford entrance by F & F Construction for NTE $7,403.
4.    Approval of proposal for the 2021 Palm Tree Plan removals and replacements by Conserve LandCare for NTE $11,580.
5.    Approval of updated proposal by Grayco Electric for the new perimeter palm tree spotlights for $14,747.
6.    Approval of extension of retainer agreement for another year beginning March 30, 2020 with Fiore, Racobs & Powers for $1,000.
7.    Discussion on proposals from Conserve LandCare based on Architectural Review Committee walk-through March 5, 2021:
a.    Recommendation of Pro Landscaping Arborist that the Date Palms be pruned between May 15th and May 31st — Proposal from             Conserve LandCare for pruning the remaining 89 Date palms and the 8 newly installed Date palms NTE $6,250.
b.    Proposal from Conserve LandCare for pruning 39 Washingtonia Robustas and 11 Washingtonia Filibustas (hybrids) NTE $1,750.
c.     Discuss Conserve proposal for 1 dedicated worker twice weekly on perimeter NTE $540/month
d.    Discuss Conserve 4-phase proposals for adding rock and rubble to perimeter NTE $62,645
8.    Approval of application for CAI Medallion Community designation as offered in the February 2021 edition of Quorum Magazine cost $300 first year and future annual renewals for $200.
9.    Appointment of Barbara Little to the Emergency Preparedness Committee.
10. Approval of recommendation from Emergency Preparedness Committee to relocate the emergency gathering location from the Chagall cul-de-sac to the Da Vinci/Van Gogh corner by the Community Message Boards.
11. Appointment of Jo Ann Horwitz to the Architectural Review Committee.
12. Approval of 2020 Financial Review.

Committee Reports
1.    Architectural Review Committee Reports – Meeting Minutes of January 8, 2021 distributed January 11, 2021; Minutes of February 5, 2021 distributed February 8, 2021; March 5. 2021 distributed March 8, 2021.
2.    Emergency Preparedness Committee Report – Chuck Middleton
3.    Website Committee Report – Scott Reese
4.    Welcome Committee Report – Frank San Juan
5.    Gate Camera Committee Report – Robert Green
6.    Rule Committee Report – Tony Michaelis
7.    Rio del Sol development – Report submitted December 28, 2020 by Scott Reese

Homeowners Forum

Other Business
1.    Management – Reports
2.    Correspondence – Homeowners

Next Board Meeting – _Regular Board meeting May 14, 2021 at 9:30 AM via ZOOM.
Adjournment

Montage at Mission Hills Homeowners Association
Regular Board Meeting (Virtual Zoom Meeting)
January 8, 2021, 9:30 A.M.

Join Zoom Meeting Instructions
Internet Link: Click here or enter to join:  https://us02web.zoom.us/j/86863330215
Meeting ID: 868 6333 0215
Call: 1-702-707-2699

For assistance to join the meeting email sruegsegger@ppminternet.com
15 minutes before the meeting start. (approximately) 

AGENDA

Call to Order

Notification of Board Executive Session Actions

1. Executive Session January 8, 2021

Minutes

1. Approval of Minutes of the November 13, 2020 – Regular Meeting

 Financial Reports

1. Approve financials for October and November 2020
2. Authorization to file lien(s) –

Unfinished Business

1. Review status of Palm Tree Plan implementation –

1. 1. Corner Palo Verde removed.
   2. Palm tree lighting contract approved November 13, 2020. Implementation in process.

 New Business

1. Retroactive approval for the development of estimates for replacing concrete in Gerald Ford and Da Vall entries for future Reserve study updates by F & F Construction for NTE $250.
2. Discussion on 2021 Reserve Study update independent review by STC Reserve Study Analysts.
3. Appointment of Jean Range, Mary Yates, Gail Kramer, David Leytus, Thomas Harp and Jean-Guy Poitras to the Update Rules and Board Policies Committee to review and make recommendations on possible updates/changes. Appoint Tony Michaelis as Committee Chair.
4. Approval of Ballot for the Mach 20, 2021 Annual Homeowners Meeting.
5. Approval of installation of stacked stone on planters below entry signs at Gerald Ford entrance by F & F Construction for NTE $7,403.
6. Retroactive approval for removal and stump grinding of fallen Palo Verde and other two overgrown Palo Verde at corner by Conserve LandCare for $425.
7. Approval of proposal from F & F Construction for repair to perimeter walls for NTE $1,000.
8. Approval of updated Chart of Accounts developed by Scott Reese in concert with Beck & Associates (Montage Auditor) and Jessica Baudhuin (PPM Controller).
9. Approve re-painting the entrance and pedestrian gates per recommendation of the Architectural Review Committee by MC Builder for $2,150.
10. Creation of Vehicle Programming for Gates/Garage Doors Committee and appointment of Gary Roman and Thomas Harp as members.
11. Review 2021 Arborist Report from Pro Landscaping and approve payment for $xxx.
12. Reimburse Scott Reese for the cost of Arvixe web hosting service for 2021 in the amount of $203.28.

Committee Reports

1. Architectural Review Committee Reports – Meeting Minutes of December 4, 2020 distributed December 7, 2020; Minutes of January 1, 2021 distributed January 4, 2021.
2. Emergency Preparedness Committee Reports – Chuck Middleton
3. Website Committee Report – Scott Reese
4. Welcome Committee Report – Frank San Juan
5. Gate Camera Committee Report – Robert Green
6. Rio del Sol development – Report submitted December 28, 2020 by Scott Reese

 Homeowners Forum

 Other Business

1. Management – Reports
2. Correspondence – Homeowners

 Next Board Meeting – Regular Board meeting March 12, 2021 at 9:30 AM via ZOOM.

Adjournment

Montage at Mission Hills Homeowners Association
Regular Board Meeting (Virtual Zoom Meeting)
November 13, 2020, 9:30 A.M.

Join Zoom Meeting Instructions
Internet Link: Click here or enter to join:  https://us02web.zoom.us/j/87202078112
Meeting ID: 816 8102 0044
Call in phone number:  720 707 2699 (Have meeting ID # ready and follow prompts)
For assistance to join the meeting email sruegsegger@ppminternet.com
15 minutes before the meeting start. (approximately) 

AGENDA

Call to Order

Notification of Board Executive Session Actions

1. Executive Session October 9, 2020
2. Executive Session November 13, 2020

Minutes

1. Approval of Minutes of the September 11, 2020 – Regular Meeting

 Financial Reports

1. Approve financials for August and September 2020
2. Authorization to file lien(s) – APN 674-660-009 & APN 674-670-036
3. Notification of investment of proceeds from CD that matured October 29, 2020 in NEW YORK CMNTY BK CD WESTBURY NY ACT/365 FDIC INSD CPN 0.200% DUE 11/09/22 DTD.

 Unfinished Business

1. Review status of Palm Tree Plan implementation – No new update to report submitted August 24, 2020 by Tom Tousignant
2. Review status of proposed Rio del Sol development – Report submitted August 18, 2020 by Scott Reese

 New Business

1. Approval of proposed 2021 Reserve Study update from the Financial Committee.
2. Approval of the proposed 2021 Budget proposed by the Finance committee.
3. Approval of proposal from Beck and Company for December 2020 financial Analysis and taxes for NTE $1,450.
4. Approval of proposal from Mercer’s Low Voltage for installation of new gate operators for the Da Vall exit gate for NTE $8,968.09.
5. Approval of proposal from Mercer’s Low Voltage for installation of new hinges on the Da Vall entrance gate for NTE $1,580.65.
6. Approval of proposal from Laguna Falls Custom Pools & Spas for fountain improvements: Gerald Ford – new filter cartridges, tank O-ring and pressure gage assembly; Da Vall – New filter cartridges, tank O-ring; remove & replace 3 LED lights that are out. Total NTE $2,340.
7. Selection of Grayco Electric for installation of new perimeter lighting Phases I thru IV for NTE $12,190.00.
8. Discussion on reimbursing Tom Tousignant for the Go Daddy licenses for the domain name MontageatMissionHills.com for 2 years for NTE $36.34
9. Approve the selection of SCT for sole source for this level 3 financial review of our spreadsheets for NTE $xxxx.
10. Approve renewal of the Board’s membership in Community Associations Institute for 2021 for $310.
11. Establish rules committee to review rules and make recommendations on possible updates/changes.
12. Discuss adding stacked stone to Gerald Ford entrance signs. AIR Committee to obtain bids from vendors vetted by PPM. Cost NTE $3,000.
13. Conserve LandCare to add water “quick-connect” coupling in a vault in the Southwest corner of the detention basis near the catch basin for NTE $xxx.

Committee Reports

1. Architectural Review Committee Reports – Meeting Minutes of October 2, 2020 distributed October 6, 2020; Minutes of November 6, 2020 distributed November 10, 2020.
2. Emergency Preparedness Committee Reports – Chuck Middleton
3. Website Committee Report – Scott Reese
4. Welcome Committee Report – Frank San Juan
5. Gate Camera Committee Report – Robert Green

 Homeowners Forum

 Other Business

1. Management – Reports
2. Correspondence – Homeowners

 Next Board Meeting – Regular Board meeting January 8, 2021 at 9:30 AM via ZOOM.

Adjournment