Thursday, September 29, 2016


The October 2016 MIA Board Meeting will not take place this month.  All issues in process will be discussed at the November Board Meeting.  We hope you can join us in November.

Thursday, September 08, 2016

DRAFT MIA Board Meeting Notes August 2, 2016

Meeting began at 7:30 p.m. August 2, 2016
Board Members Present:
Rich Robertson
Todd Osborn
Lily Halem
Vicki Saenz

All of June 2016 minutes were approved.  All board members in favor.
The board hopes to transition most if not all of the announcement system away from paper delivered to doorsteps or by mail, and instead by automatic notifications by our Blog each time something is posted.
Idea to have block/street captains approach each house and make an email list so at least one person from each household receives blog updates.  To the extent there are households without email access, a “buddy system” can be put into place, where a neighbor takes responsibility for printing a copy and delivering it to the house without email.
EveAnn Osborn, who has been in charge of notices notes that Guadalajara is missing a block captain.  We need a volunteer to be the Guadalajara block captain, willing to deliver notices to houses who are not signed up for the blog.
Facility update     
Recent additions:

-New bench at sport court;
-Sheetrock went into the pool equipment room last week and will be painted next week.

Proposal to do next:

-Paint the kitchen / remove wallpaper so that it looks cleaner.
-Paint in clubhouse

Issues pending:

-Faucet in the kitchen drips
-Doors hang off hinges (take ‘em out)

Community letter discussion                                         Rich
Purpose of letter (to be dropped) to explain what needs to be done in facility, what we did, and what we think we can do.  Ask for feedback from community.

           Rich and Todd are going to review the reserve study along with the drafting of the letter.  Asphalt in parking lot, and pool decking are priorities per the reserve.  We will get the reserve study guy to come do an update and help us prioritize

Feedback from the community: it seems reasonable to increase fees to $600 so we can do more projects.

July 4th closure/lessons for next year                            Rich

Loved the parade (community).

Fire Department was totally into it.

Todd provided the budget.

We lost less ($500) as compared to last year, so that’s awesome.

Hotdogs: 300: need Armour Hotdogs (they were a hit) BUT next year we will have more people.

Lots of leftover beer and soda:  water and soda can be sold at the pool.

Peggy doesn’t need to buy separate soda.

Need to organize volunteers next year: Judy Hansen will organize volunteers next year.

If we have more people sign up we can do hotdogs and burgers.

Next year, honor Patricia Cosgrove as grand marshal.

Look into event insurance for the run.

Incorporate the lessons learned doc into minutes. (Todd has this document)

Need to put Lions club presidents email address into our 4th package.

Dessert by swim team was perfect.

Letter to Orchard Supply thanking them for coming to our parade: at least in the newsletter.

Was great to have boy scouts as the judges: try to get them again next year.

Treasurer Transition                                                    Todd
Vicki is our treasurer as of August.

A warm and heartfelt thank you to Todd for all of his hard work, insight and contributions to our community. 

Open Board Position                                                     Rich
           We are looking for a new person to fill Todd’s board position.  If you are interested please contact the board at

Property Management option/discussion                      Rich

           We are looking into property management companies:  Rich and Lily will interview at least three companies and report to the board.  If there is one you can recommend, please let us know at

The Bookkeeper will bring our books up to date with a switch from Quicken (which is how we kept them) to Quickbooks, and will keep our books that way from now on.  Cost will be about $600/ month.

Early Swim attendance                                             Lily
About 5 people  - need to advertise better, but worth doing.  We also need to collect the money from Jessie.

Peg says there are people to staff it.

All in favor to continue doing this, passed.

Swim Lessons                                                             Todd
           We got approval from insurance company to have swim lessons.  Took them three weeks to get back to us. They will cover us with no additional cost. 

           So for next year let’s organize our teachers ahead of time, including the cost, and advertise ahead of time.

           All in favor.

Swim Team: 

Todd: we met with the attorney in Feb.  The attorney reviewed our cc&rs, bylaws, governing docs.  Said our documents limit guests, our attorney was concerned. We asked about swim team, he said it was not a good idea to have non-residents on the team. 

We (Todd and Lily) talked to Laura and Stefan about it in February 2016.

Montevideo board and community agree we need to support the swim team.

We want swim team to operate: Montevideo asset available to everyone in the community, so we want it to be an asset available to everyone, at no cost.

Late May, we told lawyer we were unable to come to any kind of an understanding with the swim team.  He said lock them out, board didn’t want to do that. 

CC&R are very narrowly focused, and we are at risk by allowing non-residents as our CC&Rs are written. 

We were not looking for this, but he proactively instructed us to take action.

Where we are going is to create a policy with regard to the swim team – and open it to input from the community, and especially members of the swim team in collaboration with the attorney to reach something we can all live with. 

In the past swim team was only residents.  When we opened it to non-members, each of them were sponsored. 

So we are hoping to work with someone from the swim team to work on the MOU to come up with a draft to submit to the community for review.

Lisa Nietzel has been on team for 10 years, here as swim team rep, said there was no sponsorship in her time. 

At some time – 10+ years ago – someone dropped the sponsorship requirement, but it was not consistent with our governing documents.

Questions from Lisa: if the insurance covers, do we still need a MOU?  Yes, because insurance is not the primary issue. Consistency with bylaws is the primary concern.

Rich: we are hoping to have guidelines so members of the board and of the swim team know what to expect from year to year and we have a system in place.

What are we missing from swim team:

Check for 2016 payments;
We need to compare the insurance swim team has with our insurance.
Information about employer tax id
And then we need to work on an MOU

Goal to have a draft MOU by end of October so we can put it out to the neighborhood in November so people can get a copy with year end mailing.

Summer Pool Hours:

Starting when school starts, pool will close at 7. 

Pool will remain open through the end of September; weather and lifeguards permitting, and closing at 7.

Meeting end at 8:30

Wednesday, September 07, 2016

DRAFTt Notes for September 6, 2016 MIA Board Meeting

September 6, 2016  Meeting Notes (DRAFT)

Meeting came to order at 7:30.
Vicki, Lily and Rich were present.

Community input   30 minutes
            Bill Swagerty offered to help us fix website so links connect:
            Mary Norton hopes we will increase the dues this year.

Accept previous minutes Lily

            Lily will work on it because it’s still not up.

Facility update    Rich

            Kitchen wallpaper removed, kitchen and clubroom painted; hallway and doors will be next. When pool closes, the bathroom floors in poolhouse will be painted with non-slip paint (with grit in them).  We should look at poolhouse bathrooms and see if they need paint.

            Hazmat inspection came by, gave us a list of things to fix.  We will be in compliance in about 2 weeks.

            Sign for MIA – where we should have it.  Near the entrance to the pool, maybe on the gazebo thing. 

            Mary Norton from community: if there is a way to do it, can we open the pool on weekends in May next year?  A: If we can get lifeguards, yes.  And we need to let people know well in advance so it gets used.

            Rich is working on a letter to send out to the community about what we did this year, and what we hope to do next year.

            Propose that a committee from community form to make suggestions about how to spend our funds.

            New member of the community (Rahul Gupta): Q: Could we open the park part of the facility to the neighborhood (basketball court, field) year-round, to get maximum use of the facility?  A: First we need to address a security system to prevent the public from coming in, but we need to address vandalism, homeless people living on site, trash being left.  But it is part of our goals.  Mr. Gupta is willing to work on gathering a committee to investigate a security system and park usage.

Reserve study    Rich

            We will spend $400 to get an update from the guy who did the reserve study last time.

Community letter   Rich

            Rich will send it to us for review.

HOA Management   Rich

            Lily and Rich are going to talk for a management company and see what they can do for us.  We anticipate it would cost $5K -$6K per year on top of our current expenses.  Bill asks if we have talked to the Master’s Group for management.

            The finances are assisted by a CPA company, which makes the job of treasurer manageable.

Swim Team MOU   Lily

            Lily needs to follow up with the lawyer and Todd to review the MOU Todd drafted so we can get that out to the community for review.  We need the swim team to send us comments as well.

Pool hours    Lily/Peg

-        Pool will be open until this Sunday 3-7 on weeknights; Weekend 1-7 and then closed for the season, sadly.

Bookkeeper update   Vicki

            -Vicki got the Balance Sheet from the CPA at 6 pm today.

            -We are going to be on Cash basis instead of Accrual Basis for our bookkeeping, we are needing to have the bookkeeper and CPA to be on the same page. 

Comcast update   Don

            -We need to follow up with Don.  He was not at meeting. 

Sunday, September 04, 2016

MIA Board Meeting Tuesday September 6, 2016 7:30 P.M. Please Come!

Sept. 2016 Agenda

Location: MIA Clubhouse

Community input 30 minutes
Accept previous minutes  Lily
Facility update Rich
Reserve study Rich
Community letter Rich
HOA Management Rich
Swim Team MOU Lily
Pool hours Lily/Peg
Bookkeeper update Vicki
Comcast update Don

Thursday, July 28, 2016

August MIA Board Meeting: Tuesday August 2nd at 7:30 p.m.

Please come to the August MIA Board Meeting!
7:30 PM August 2 at the MIA clubhouse.


Community Input and community
    events/announcements                                                30 minutes
Review/approve June Minutes                                       Lily
MIA Blog Update                                                           Lily
Facility update                                                                Rich
Community letter discussion                                          Rich
July 4th closure/lessons for next year                             Rich
Treasurer Transition                                                       Todd
Open Board Position                                                      Rich
Property Management option/discussion                       Rich

Early Swim attendance                                                   Lily
Swim Lessons                                                                 Todd
Swim Team                                                                     Rich

Saturday, July 09, 2016

4th of July Awards and Thank Yous

A huge thank you to all of our neighbors and friends who put in hard work and spirit into another great parade and BBQ this year!

Float and Parade awards are as follows:


1st Prize:   Montalban. " Legos"
2nd Prize:  Upper Puerto Vallarta. " Andy's toy chest"
3rd Prize:   Lower Puerto Vallarta  "beach toys"

Best Adaptation of theme:

Lower Monteverde " toy soldiers" 

Most Creative:

1st place: Monteval. " Gotham city"
2nd place: Swim team " Pool Toys"

Most Original:

1st place: Upper Monteverde " Dead Pool"
2nd place: Kid on bike (sorry, we don't know your name!!!  Let us know and we will update post!)

An extra special thank you to our wonderful volunteers!!!  
It truly takes many dedicated people and love to pull off an event like this.

For 4 on the 4th and float theme coordination:  Don and Shelli Whiting and their family (Mary, Cheyenne and Arielle among others!)

Shelli would also like to extend her thanks for all the people who helped with 4 on the 4th:

"I would like to extend a THANK YOU to Peggy Samson, Julie Moore, Sandy Olsen, Mark Olsen, Ken McKavey, Gupi Kirsh, Don Bethune, Kristi Migliore, Mrs. Thiara, and spotters Jacob Nietzel, Kirsh daughter and friends, Migliore daughters and friends, and David Whiting and other bystanders who stepped up to the plate to help with the run.  Please forgive me but the names may not be spelled correctly.  It takes a village to 'run' the race successfully: I could not have done it without her and others:  Julie Moore, Gupi, Ken, Ben Bethune, Sandy and Mark Olsen, Stacey Moore"

Vicki Saenz for ordering food and drinks

For organizing and building floats: the block float leads

For leading the parade,Cub scouts and the flag bearer that everyone followed

For washing the parade vehicle that drove our counselperson Johnny Khamis: Don Whiting, and family Mary, Cheyenne and Arielle.

For driving the parade vehicle that drove our counselperson Johnny Khamis: Bruce Dahl

For buying and delivering popcicles: Jeremy Werner

For organizing, tons of behind-the-scenes work, coordinating with police and city and lending wisdom from last year: Todd and EveAnn Osborn.

For further organizing, details, behind-the-scenes work, prize and float organizing, parade details: Rich Robertson

For announcing: Brent Neitzel

For singing our national Anthem: Lauren Coleman

For food preparation and distribution: Judy and Payton Hansen, Ron Blumstein , EveAnn Osborn, Todd Sneller, Martha Hiller, Rich Robertson, and the best hot dog cook: Patricia Cosgrove and friends.

For ticket sales and tons of organizing: Mary Robertson and EveAnn Osborn

For providing wonderful desserts: The Montevideo Piranhas

For judging: Boy Scouts Andrew and Michael Amey from Boy Scout Troop 340 and Jerry Hurwitz (non-boyscout), and thanks to Ron Blumstein for organizing our judges and posting and creating our volunteer list.

For leading our parade as general marshals and for their ongoing great work at the pool all summer long: Montevideo Lifeguards.

For leading pool games, toys, organizing and everything else she does: Peggy Samson (and her family)

For donation of coins for the yearly diving game that the kids love: the Matts and the Montoyas

For being in charge of beer: "The Parsley Club" - we will update this post with specific names soon.

Thank you also to anyone we missed.  It was a wonderful 4th and we couldn't do it without you.

Lily Halem for the MIA Board of Directors

Wednesday, June 22, 2016

Morning Adult Swim Will Continue For the Summer

Hey Montevideo Residents!!!!

MIA is offering a coached Master's Swim program for adults on Wednesday and Friday mornings from 6 a.m to 7 a.m.  The cost is $5/per swim to cover the cost of our coach, Jesse Saenz.

We had enough participants during our trial period to continue for the rest of this summer.  Please come.  Let us know if this program is valuable to you.  If we get positive feedback we are more likely to budget for it next year.

MIA 4th of July planning meeting June 21, 2016 Approved Notes

Special 4th of July planning meeting
MIA Board meeting June 21, 2016

Meeting started 7:30 pm
Board members present
Don (came later)

6 community members

Open forum

What happened to lights on the path on Monteval?  Someone liberated it.

Approve minutes:
All board members approved the minutes for May and June.

Swim lessons: Emily Milburn approached the board about teaching lessons.

From noon to 1 , between swim team practice and community swim time.

Emily Milburn :; 408-504-8385

The board has been hoping to offer swim lessons at the pool, as has been offered in the past.

We agreed to employ Emily and 2 of the current lifeguards to offer swim lessons to Montevideo residents during that time slot.

We will add Emily to the payroll; lifeguards are already on the payroll. Lessons will be offered for $20 per half hour.  (Emily reported $25, secretary may have misunderstood.)  Instructors will set their own schedules with parents, and collect the payment for lessons, to be turned into the MIA treasurer.

Emily will post on NextDoor, and MIA will post to blog and NextDoor.  Peggy will provide the contact information for the other swim instructors.

Financial report:
Bookeeping service: Todd met with bookkeeper.  (Linda) She can do pretty much everything we want.  But she doesn’t think it makes sense to do any bill payment.  Most of the bills we pay are automatic anyway.  Pool guy, gardener, Reimbursement for supplies we do independently written checks.

Quicken will let you do bill pay, and Quickbooks won’t, but there isn’t much advantage of doing bill pay through the accounting, because we can do that through Wells Fargo.  Right now we do it through quicken ($14.95/mo), but we should convert to wells fargo, which should have a similar cost.

She has a way she (Linda) can share the quickbooks with 2 other members.  Quickbooks desktop is probably the best way to do it, because we can print out our own reports.  (rather than paying someone to print out our reports)

$65/hr. cost.  We estimated 4-5 hrs/ mo. Down-payment (retainer) $400 to secure work.

We should maybe ask if she would be willing to issue the checks too, and how much that would cost.  Vickie would sign the checks. 

Todd and Rich and Vickie are going to meet to help settle the duties of the treasurer so that Vickie feels comfortable doing it.

We are going to have Linda do our books for 6 months.  She is going to bring our books up to date through the end of June, 2016.   Then at the end she can give us a price to write the checks. (Once she has a better sense of how many checks written per month/ time required.)  Todd and Rich will meet with her. 

Todd will have to assemble all of the records.  Rich offered to help. 
All in agreement with this proposal.


Phone in the clubhouse isn’t working: people are complaining that when people call the clubhouse it doesn’t work.

Instead, they should call Peggy on her cell phone.  Todd changed Peggy’s phone number on the website.

Morning swim: has been averaging 4 swimmers thus far, board approves to continue for the summer.

Swim Team
The swim team is doing their own payroll for coaches this year, after historically coaches being employees of MIA, and on our payroll.  Also, swim team and MIA have historically used the same tax I.D. 

MIA board has asked the swim team to provide information about what tax id they are using, how they are incorporated/registered, confirmation of payroll meeting requirements for worker’s compensation and sick pay, because the MIA board does not know the status of these.  

The swim team board has not yet provided this information.  We do have a copy of the swim team insurance coverage.

We will ask our lawyer for guidance.

July meeting: would usually be July 5th.  We will not have a July 5th meeting, but it was not decided whether we would set a meeting later in July or wait to August.  Stay tuned for more information.

4th of July planning:
Let’s do a hard copy drop on doorsteps.  Rich will do it and add a note to please sign up for our blog to get current information about our neighborhood.

Ron Blumstein has posted a volunteer sign up sheet.  Please let us know what you are available to help with.  The sign-up sheet can be found on line at:

Lily will also post the sign-up sheet at the pool.