Board Members at Pinetop Community Association
Board of Directors
On the first Saturday in August the PCA membership meets for the once per year Annual Meeting to conduct business and to elect the Board of Directors of the Association. Per the existing Bylaws the Board of Directors is to have an odd number of directors from 3 to 25. Directors serve for one year and may be re-elected. Immediately following the Annual Meeting the newly elected directors meet to elect a President, Vice President, Secretary and Treasurer. With the exception of the President a director may hold two offices.
If you would like to contact a board member please visit this page: Contact A Board Member
If you would like to become a board member please visit this page: Become A Board Member
|Vice President||Ray Crawley|
|Inspection & Restrictions Committee (IRC) Chairperson||Don Sebring|
|Unit 1 Director||Don Sebring|
|Unit 2 & 22 Director||William Thomack|
|Unit 3 Director||Rodney Shields|
|Unit 4 Director||Ray Crawley|
|Unit 5 Director||Marj Sherman|
|Firewise Chairperson||Gloria Mundy|
|Firewise Committee||John Kenyon|
|Firewise Committee (Non Board Member)||Bob Stratman|
By the authority granted to the Board of Directors by the "Bylaws" Section 6.6, the Directors contracted with Frank M Smith & Associates to provide and execute the Administrative functions for the Association.
With this change the Clerk position has be eliminated and replaced by the Association Manager, (Mark Sweeney) an employee of Frank M Smith & Associates. This change impacts the duties of the Secretary, Treasurer and to a lesser degree the duties of the Unit Directors.
As of July 2017 the BoD monthly meeting location is the Frank M Smith & Associates Conference Room located in Pinetop at 4756 Buck Springs Rd. Meeting times are from 9 to 11 am for the April through September meetings. Days of the week and times are subject to change. Please see the Events Page to verify a meeting date and location. Association members wishing to address the Directors at a scheduled meeting (April through September) are invited to use the Contact Us form to make your intentions known and be added to the meeting agenda.
The Inspection and Restrictions Committee (IRC) is the only standing committee. The committee of three includes the IRC chairperson, President and the Unit Director of the unit in which the building permit application applies. The IRC acts on behalf of, and with, the authority of the Corporation and the Board with respect to granting or denying approval of any proposed alteration or improvement on a member's lot and enforcing the CC&R's and Rules as directed by the Board. In some situations the committee is expanded to include all of the Directors when deliberating on a request.
PCA was recognized as Firewise USA© Community in November of 2014. All Firewise USA® new and renewal applicants are required to invest the equivalent of one volunteer hour ( valued at $25.43 per dwelling unit, 2019 ), in wildfire risk reduction efforts annually, as part of the national recognition program’s criteria for obtaining/maintaining an “In Good Standing” status. In addition to spreading the word about being Firewise the committee's important responsibility is facilitate, plan, coordinate and otherwise get Association members participating in the Annual White Mountain Communities Block Party.
President: The President is the chief executive officer of the Corporation and performs all the duties thereof including, but not limited to, presiding at all meetings of the members and all meetings of the Board and exercising the general powers and duties of management usually vested in the office of the president of a Corporation.
Vice President: The Vice President shall perform the duties of the President in the event of his or her absence or disability and shall perform such other duties as the Board may direct.
*Administrative function performed by contract management company
Secretary: The Secretary shall be responsible for the following:
- *Keeping the Minutes of each meeting of the Board of Directors and the membership and maintaining the following records:
- The time and place of each meeting, whether it was a regular or special meeting and, if special, how it was authorized;
- Written documents calling for a meeting and meeting notices;
- Records with respect to the delivery or other dissemination of meeting notices;
- The number of proxies exercised at each annual meeting and the proxies themselves;
- A roll of those present or represented at meetings; and
- A tally of votes for each matter voted on by the members;
- *Maintaining membership records reflecting the following:
- The lot or adjacent lots giving rise to each membership;
- The name or names of members who are the owners of each membership;
- The physical mailing address and electronic mailing address of each membership;
- *Giving notice of meetings of members and the Board of Directors;
- At the expiration of his or her term, surrendering all books, monies, papers and property to his or her successor; and
- Such other duties as may be prescribed by the Board of Directors.
Treasurer: The Treasurer shall serve as the custodian of all Corporation funds. It shall be the responsibility of the Treasurer to do the following:
- *Deposit corporate funds in one or more corporate bank accounts;
- Keep and maintain or cause to be kept and maintain current financial institution signature cards, adequate and correct accounts of the properties and business transactions of the Corporation, including accounts of the assets, liabilities, receipts, disbursements, gains and losses;
- *Deposit all monies and other valuables in the name of and to the credit of the Corporation with such depositories as may be designated by the Board of Directors;
- *Disburse the funds of the Corporation as may be ordered by the Board of Directors and maintains records of said disbursements;
- *Render accounts of all of his or her transactions as Treasurer and of the financial condition of the Corporation to the Directors or members as required by them;
- Submit the books for audit if requested by the Board of Directors;
- *File the annual report with the Arizona Corporation Commission in a timely fashion and pay all fees associated therewith;
- On expiration of his or her term, deliver all books, papers, money or property of the Corporation to his or her successor;
- Perform such other duties as may be prescribed by the Board of Directors; and
- Give a bond insuring proper performance of his or her duties, at the Corporation's expense, if requested by the Board.
The Board of Directors shall appoint one (1) member from each Unit to act as a Unit Director and who shall serve at the Board's pleasure and for such term as the Board directs. The duties of a Unit Director shall include, but are not limited to, the following:
- Monitor and identify CC&R and Bylaws violations within their Unit;
- *Send letters for CC&R and Bylaws violations to the property owner with copy to the Association clerk;
- *Maintain records of current CC&R and Bylaws violations and update the clerk, IRC and/or Board as directed;
- *Receive and process building permit applications and plans for consideration with the IRC;
- Follow-up with applicant regarding IRC decisions on their permit application;
- Work with applicant regarding changes needed for permit approval by IRC;
- *Provide copy of approved permit to applicant/post approved permit in clear view on job site;
- *Monitor and inspect the approved building site to verify construction is in conformance with approved plans;
- Communicate with members as directed by the Board or IRC; and
- Attend all board meetings and the annual meeting.
Use the Contact Us form to communicate with the President, all of the Directors, a Unit Director, Webmaster or the Association Manager.