Meetings:

CLEARWATER FARMS PROPERTYOWNERS’ ASSOCIATION UNIT 1

BOARD OF DIRECTORS MONTHLY MEETING

AGENDA FOR August 13, 2026 | 6PM

Canyon View High School - the Student Union Room

6024 N. Perryville Road

 

Call to Order: A quorum was established and the regular monthly meeting was called to order by President M. Squires at 6:15pm, in the Student Union room of Canyon View High School, 6024 N. Perryville Road, Buckeye, AZ 85355.

 1.Meeting procedures and Robert’s Rules of Order - read aloud. Located in each community member’s packet & Board Binders. Interruptions will not be tolerated, if a homeowner has an issue they wish to discuss, they should be emailed to the support email no later than one week prior to the meeting to possibly be added to the agenda. We will still have member comments at the end IF time allows. Our meetings run from 6:00pm and will adjourn at 7:30pm promptly.

 Board attendance and confirmation of a quorum; two Board members not in attendance – VP/Secretary - Victoria Maggard, and Treasurer - Jessica Drunasky.

Board members in attendance: President Marcy Squires, Board Director Laurie Morgan and Board Director Britt Callahan.

 Also, in Attendance, a total of 29 guests/property owners completed the sign-in sheet and approximately 32 attended the meeting.

 POA President, Marcy Squires, notified the community where the Member Input sign in sheet was, and those who would like to speak during that time would need to sign in and wait to be called upon from the list provide, later on during the meeting, as shown on the agenda.

 2.Approval of the June regular meeting minutes; Vote - Motion: Britt Callahan, 2nd: Laurie Morgan, all in favor – motion passed.

 3.Financial Statements - Introduction of Judy, the retired CPA assisting the community; Judy read the June and July financial reports.

Cash, CDs, accounts receivable, prepaid irrigation, and security deposits. Year-to-date income compared with the prior year. Legal fees, bad debt, ditch repairs, and other major expenses.

July income and expense totals. Legal fees / collections. Legal fees discussed in the financial report were primarily related to POA issues rather than collections. There have been no active collections since July of the previous year, 2025.

A member asked about the restitution update. - Payments have been received from the Restitution court case. We are still working on the Restitution lien paperwork – the previous documents sent in, were returned, and requested another signature before refiling and returning the restitution lien paperwork to move forward.

The financial statements are available to the community upon request, through the support email. We are working on getting these financial statements on the website.

Note: Board members were supplied with the June & July 2026 financial statements by email and a handout to put in their board binders.

 4. Admin/Manager Updates & Reports – Housekeeping Items;

A. (5) New homeowners are welcomed, Board President announced all addresses sold and new members names.

One property is near completion of escrow – we are aware it has closed; we are waiting on the final documents & transfer fees from their title company.

B. (2) additional properties are pending in Escrow.

C. Discussion emphasized neighbors watching out for vacant properties and reporting concerns. Notified the community of the break ins at a house on Citrus where owner passed away and it is going to their heirs.

Also mentioned by member – the Teel property. This member also passed away a year ago, and we have yet to hear if it is being sold or going to heirs as their name is still on the deed, and the Board has not received any returned mail as of yet.

Board indicated it would follow up and see if there was anything the Board could do or not.

D. Past-due dues:

2025 balances unpaid by September 1, 2026 will incur a $50 late charge. After that time, the Board may then legally file a lien. Older past-due balances will be actively pursued for collection.

E. A proposed $500 spending authorization budget for Ditch-repair supplies; this includes caulk, paint, concrete, etc. Requiring approval from two board members. This is intended to avoid waiting for a board meeting for small, necessary ditch repairs.

Vote - Motion: Britt Callahan, 2nd: Laurie Morgan, all in favor – motion passed.

F. A proposed authorized spending budget - Office supplies: A second spending budget of authorization was discussed for office supplies, voting materials, postage (which prices have gone up since our last purchase), printed return address envelopes, paper, toner, labels, history filing/preservation storage, marketing material for annual meeting, posters, signage, etc.

The Board and community members discussed what the amount should be and whether it should be monthly, one-time, or through the annual meeting. Because voting and annual-meeting mailings must be prepared before the next meeting, the Board ultimately discussed a $600 authorization through to the annual meeting. The annual meeting was identified as being in October.

The property manager reported approximately $400 in supply expenditures over the preceding three months from May 1st, 2026 - August 13th, 2026, excluding some additional costs.

Vote - to create a $600 budget for office supplies from now to the Annual meeting.

Motion: Laurie Morgan, 2nd: Britt Callahan, all in favor – motion passed.

H. Ditch Cleanup / Emergency Maintenance: A proposal for ditch maintenance employees to aid in supporting our Irrigation committee when the need arises. The Board discussed the need for additional help clearing debris from community ditches, particularly following monsoon weather. Recent cleanup required several individuals to respond at short notice because debris was obstructing ditch flow.

-The proposed solution was to allow the POA to employ and pay individuals $20 per hour when additional labor is needed to clear community ditches, during regular hours and set times during the week. The work would be limited to POA/community ditch areas, not maintenance of individual homeowners' private property. The intent is to address situations where homeowners have been notified or fined but cleanup cannot occur quickly enough to protect proper water flow.

*Volunteer Option - The Board and Members discussed establishing a volunteer list of residents who could be contacted when ditch cleanup is needed instead. A Volunteer list was created during the meeting and passed around. The Board acknowledged that relying solely on volunteers may not provide enough immediate coverage, particularly when problems arise unexpectedly.

-Some concerns on having youth or other adults paid to clean up the ditches are as follows:

Liability / Insurance / Age Concerns, potential injuries while working in or around ditches, whether minors could participate, whether workers would be treated as employees or independent contractors, appropriate tax reporting requirements, whether the POA's general liability insurance would provide coverage, the need for appropriate waivers/releases and documentation before anyone performs paid cleanup work. Additional protections for minors including parental supervision/permission, and supervision on site with paid ditch clean-up workers.

*The Board will look into the logistics, including employment classification, insurance, waivers, and other requirements.  Passed around a paper for those in attendance to willingly Volunteer their time to help with the ditches, clean up, and aid the irrigation committee.

This page will be passed on to the Irrigation committee for reference after the meeting. No Vote, tabled. – on the proposal for ditch maintenance employees.

I. Annual Meeting: The annual meeting is scheduled for October 17, 10:00 a.m.–2:00 p.m.

It will again be held at Rancho Belmontez: 7220 N 185th Ave. The meeting will include voting.

-Volunteers are needed for: Set up and take down, tables and chairs, moving drinks/supplies, Potluck coordination, General meeting assistance, and so on. Members were encouraged to add their names to the volunteer list.

J. Member Contact Information: Members were reminded to ensure their contact information is current.

The previously distributed information form can be used to provide at minimum: Email address, Phone number. Updated information will allow the POA to communicate electronically, when possible, rather than relying on mailed correspondence.

 5. Irrigation Report/Update – by Board Director, Britt Callahan, beginning with discussion of the most recent irrigation cycle.

Recurring problems include: Members forgetting to take their scheduled water. Members forgetting to release water. Water being released earlier than scheduled, sometimes by significant amounts. Members ordering more water than their property can accommodate.

-The irrigation team is working with members to help them determine the appropriate amount of water for their property.

Larger-than-expected flows can cause water to overflow onto ditch roads and surrounding areas, resulting in erosion and damage that may require repair. The Board noted improvement in keeping irrigation water off Glendale, which was identified as a significant safety concern as well as a violation of MWD’s new irrigation initiatives.

-Irrigation violations:  Violation notices apply not only to water control but also to:

Weed and grass maintenance around ditches. Tree and bush maintenance around ditches.

Keeping service roads clear. Prohibiting yard waste/cuttings from being dumped into ditches. Yard waste can travel through the ditch system and become lodged at crossovers, causing blockages and overflows.

-New homeowners are required to attend an irrigation class to learn how the system operates.

*The progressive violation process was reviewed:

1. First offense — warning letter.

2. Second offense — restriction and irrigation class.

3. Third offense — fine and restriction, with further action as applicable.

Email notifications and letters are used for violations, while phone calls are made for irrigation emergencies requiring prompt attention.

*Gate change/crossover instruction information will be added to the website soon to help members.

*Volunteer opportunities: Members were reminded that volunteers are needed for the irrigation committee and other irrigation-related assistance. Interested members should contact the Board.

-Ditches, vegetation and gophers: Members were reminded to maintain weeds, trees, and bushes around ditches. The Board reported an increase in violations related to vegetation and said additional violation letters are being issued. Gopher holes remain an ongoing concern, and homeowners were encouraged to inspect their properties regularly.

*Water conservation / MWD:  The Board emphasized that irrigation is a privilege and that water conservation is increasingly important.

*Maricopa Water District (MWD) is making changes to its system, including installation of drop-down gates to replace the current board system. Members were instructed to immediately contact the irrigation support phone if they see irrigation water where it should not be. Members should then continue contacting Board members until someone responds. Members should NEVER contact MWD directly. Resa Rodney is currently the only authorized person to contact MWD and will designate someone to act in her absence.

-The Board emphasized that wasted water may result in repercussions from MWD and that after-hours MWD dispatches can result in overtime charges.

-Northern ditch / vegetation issue: Chase, who assists with ditch operations, reported problems with tree limbs and foliage entering the ditch along Northern. Property owners were encouraged to trim vegetation themselves. If vegetation remains in the way, MWD may remove it to maintain water flow. The Board emphasized that the goal is to prevent water waste and make full use of the community's allocated water.

-Water flow / head consistency: Members asked why irrigation flow varies significantly between cycles.

The current system provides approximately 90-inch heads at both inlets, but water must travel a considerable distance through the system, creating fluctuations. A reservoir under construction west of Perryville on Northern is expected to help provide a more consistent water supply. The Board explained that the reservoir will function as a buffer, helping maintain a more consistent flow. Additional surges can occur when other units are brought online. Members were encouraged to help by keeping ditches and crossovers clear so the system can operate efficiently.

 6. Old business

A. Certificates of Deposit - The existing two-month CD is scheduled to mature on August 17. The current rate was stated as approximately 1.5%. The initial plan was to reinvest approximately $12,500 into a four-month CD at approximately 1.8%. Members discussed whether a longer-term CD could provide a substantially better APY. A possible 10-month CD with a higher rate was suggested.

- The Board also discussed this was the first rate since being able to take the CD’s out of the bank CPM had them in. The Board discussed comparing rates from other financial institutions before committing the funds on a firm vote, at this time and during the meeting, before researching options available. The Board noted that the CDs are staggered, with terms of approximately two, four, and eleven months, allowing funds to become available at different times for future needs such as road repairs.

No vote - tabled - approving a specific new CD term/rate is captured in this portion, before researching other options available.

B. - Previously approved Maricopa Water District (MWD) specifications for irrigation ditches, culvert pipes, ditch installations, and repairs have been posted to the website. Members were reminded that properties installing or modifying driveways must comply with the required culvert specifications. Bar ditches must have the appropriate pipe and keep the drainage area clear of debris. These requirements apply to both new and existing installations.

C. Speed Bumps - The Board discussed whether speed bumps need additional or more visible paint.

Members expressed concern that drivers continue to travel too quickly through the community despite the speed bumps. Further consideration, including potentially determining whether a different type of paint or treatment would improve visibility.

-Heavy Trucks / Road Damage - Members reported an increase in heavy highway/construction trucks using community roads. The Board noted that the community roads are not designed for heavy loads.

Members have been contacting the appropriate parties when heavy trucks are observed and were encouraged to continue reporting the issue.

D. Ditch 3 Damage: Damage to ditch 3 area has been repaired.

The matter has been turned over to the attorney for collection of the repair costs from the responsible homeowner.

*Ditch Repair Product: In the June meeting, members asked about an appropriate product for ditch repairs:

Response - Sika Pro Select Concrete Fix, -Sikaflex + Polyurethan, non-sag crack repair sealant, was recommended as an option. The recommended material should remain somewhat flexible rather than becoming rigid and cracking. It should also be non-sagging so it remains in place during installation.

 The Board indicated that product information could be emailed to members upon request or made available on the website.

E. Status of the Restitution Lien documents: The restitution lien documents were returned because a required signature was missing. The Board/management is working with the prosecutor to correct the issue and resubmit the documents to the judge. The prosecutor proactively notified management of the missing signature, allowing the issue to be addressed promptly.

 7. New Business

A. Rules & Regulations — Attorney reviewed Amended from June 2026 - The Board reported that the Rules and Regulations had been: Mentioned as being updated to reflect the CC&R’s in the May meeting. Reviewed and revised as needed with the Board in the June meeting. Reviewed by the association attorney and updated with an August 2026 date.  The Board noted that the substance was generally consistent with the prior May 2026 version, with the updated date reflecting the attorney review. The revised Rules and Regulations were already available on the website. Voted: Motion – Marcy Squires, 2nd – Laurie Morgan, all in favor – motion passed to accept the Rules and Regulations dated August 2026 and incorporate them into the governing documents.

B. Architectural Review Application / Process: The Board introduced a new Architectural Review Application and process, which is included in the Rules and Regulations. The Architectural Review Application is available on the website.  The process was previously introduced at the June meeting.

*The Board explained that the purpose is not to turn the community into an HOA, but rather to help enforce the existing CC&Rs in our POA.*

--A member said - Well, the ADU bill already says that you cannot do it if it is against the CC&Rs. So, you don't need an architectural board to tell someone what the county already has in place.

*Primary concern - The concern is that property owners could obtain county approval and begin construction without realizing that the project may conflict with the community's CC&Rs. On the County’s website it states in bold lettering to check your HOA/POA CC&Rs before building. And, yet there are still members building without checking with the Board to confirm their permit/blueprints align with our CC&R’s.

-The architectural review process would allow the POA to identify potential conflicts before a homeowner spends significant money on construction. Members are also not allowed to have two separate addresses on the same lot, no matter how many acres your lot is – it is still one address. The Board won’t know if there are multiple renters on the property.

-The Board reiterated again the Architectural Review itself was already pre-voted on and approved – it was openly discussed with the members and is listed within the R&R’s, in the June Open Board Meeting.  (June’s New Business section) The Architectural Review Application form was created after the vote was approved during the June Open Board meeting to help members with the process.

-The Amended version at the August Open Board meeting was merely an announcement to the members that the POA Attorney reviewed and confirmed the document verbiage.

-Members questioned how existing guest houses, casitas, and similar structures fit within the proposed process.

The Board President M. Squires stated that approximately 8% out of 288 properties currently have existing additional structures. The attorney has advised that this percentage is not considered sufficient to establish a precedent of allowing additional dwellings throughout the community. To set a precedent, the percentage would need to be 50% or 51%.

--A significant member discussion followed concerning whether the CC&Rs should continue to prohibit separate living units on a lot.

*The Board discussed with Members who raised questions and concerns about:

-Whether the concern is the additional structure itself, or whether it is the creation of a separate address and/or separate utilities.

-Whether separate addresses create safety, emergency-response, utility, or administrative concerns.

-The distinction between a normal pool house, garage, workshop, storage building, or other outbuilding and a casita/guest house that contains living facilities such as a kitchen and plumbing.

-The needs of families who may want to provide housing for other family members with current housing affordability and the difficulty young adults face purchasing homes.

-Whether the POA could allow one limited casita, potentially subject to size and other restrictions.

-Whether allowing additional dwellings would fundamentally change the agricultural/residential character of the community.

-The Board President, M. Squires reiterated that the existing CC&Rs were created when the subdivision was established in the 1970s and were intended to preserve the community as a farming/agricultural residential area.

-Members discussed the possibility of amending the CC&Rs rather than simply creating an architectural review process to enforce the existing language.

-It was stated that changing the CC&Rs would require approximately 75% approval of the 288 properties. The Board of Directors cannot change the existing CC&R’s, the Board is only responsible for enforcing the CC&R’s and all Governing Documents.

-Board Director, L. Morgan, mentioned the immediate purpose of the proposed architectural review process was described as enforcing the CC&Rs as they currently exist.

-Members discussed the possibility of changing the existing CC&Rs to allow one casita/secondary living unit, rather than multiple additional dwellings.

*The Board clarified again that the Board does not have authority to amend the CC&Rs itself. It was suggested that gathering signatures could provide an initial indication of support. The Board reiterated that a CC&R amendment would require 75% out of 288 eligible property owners/voters’ approval.

-Members discussed potentially using a petition to determine community interest before pursuing a formal amendment.

-After a lengthy discussion, a request via a member and other members to follow – was to motion the discussion as tabled for the architectural review application.

-The Board emphasized that members should not be confused about what has and has not been formally adopted.

-The Board reiterated that its role is to administer and support the existing governing documents and that it does not have authority to independently change CC&R requirements.

 -Discussion proceeded with members referencing prior community construction and legal matters from history of the community; involving guest houses, additions, breezeways, and the enforcement of the single-family-dwelling restriction. A member referenced a possible legal doctrine/court decision concerning waiver of enforcement when restrictions have historically not been enforced.

The Board requested that information about the referenced case be emailed to the appropriate support/contact address for review.

-A member referenced the previous vote about changing the CC&Rs for the firehouse, which did not get enough votes from the members to move forward.

C. Vactor Services Proposal: The Board reviewed a proposal for work for Pro-pipe. The Pro-pipe quoted cost was clarified as approximately $3,160, rather than $2,000. The POA would need to provide water and arrange a location for disposal of the removed debris.

*The Board decided to table the project until November, until cooler weather. The delay may also provide an opportunity to obtain a better price and coordinate the work around the irrigation schedule.

No Vote – Tabled until closer to November.

D. MWD specs, of our current irrigation ditches – culvert ditch pipe installations, irrigation ditch repairs, dimensions, Engineering documents are uploaded on the website.

E. Annual Meeting Reminder: The annual meeting was again announced for Saturday, October 17, from 10:00 a.m. to 2:00 p.m. It will be held at the Belmonte property: 7220 N 185th Ave.

-The meeting will include: Potluck, Community voting, Election of officers/Board members, Members were encouraged to attend and consider running for the Board. The Board emphasized that members who want to influence community decisions should consider serving on the Board.

 8. Board Member Input – Board Director, B. Callahan, gave input during #9 Member Input.

 9. Member Input/Questions: This is the Board Input / Member Comment period and includes a lengthy dispute concerning complaints to Maricopa County, home-based businesses, chemical storage, and enforcement of community rules. Please note that the records have been written as factual and neutral and avoiding the profanity, accusations, or argumentative during the exchanges verbatim.

1st - Member: A member retouched on concerns regarding a prior complaint made to Maricopa County by a Board member involving her property which was also brought up during the June meetings Member Input section. Since June, the Board member apologized to that, said it was a mistake to add the whole Board on the paperwork without their consent. Questioned why businesses were permitted to be listed on the community website if home-based businesses were considered prohibited. Discussion then expanded to allegations concerning the storage of commercial quantities of pool/chemical products on the member's property. The member disputed that the materials constituted an improper or hazardous use of the property and stated that they were properly stored, (original packaging one-gallon bottles in leak proof containers). Question regarding County concerns – they replied the county had no concerns regarding the storage.

-Board Director B. Callahan and Board President M. Squires stated - that the materials constituted hazardous chemicals and raised concerns about the quantity and storage of the materials.

-The discussion included references to Maricopa County requirements, the CC&Rs, and what constitutes an allowable home-based business which are those without a business address as their property address in the Clearwater farms unit 1 neighborhood boundaries.

- Board Director B. Callahan referenced the stacks of hazardous chemicals. If it is above 12pH or below 2pH, it is hazardous. If you have acids or if you have high concentrations of chlorine, it's going to be a hazardous chemical. Member mentioned in June’s meeting they weren’t able to store these chemicals anywhere else. When asked why it wasn’t stored at their storefront, they replied that it was only approximately 800sf and there was no room.

-The parties disagreed. The discussion became contentious, with multiple members disputing each other's statements regarding prior complaints, county visits, business activities, and the interpretation of the governing documents.

 2nd - Member: Discussion of Glendale Avenue: The concern is that the yard sale has been happening continuously, yet no one has said anything about it. Members position is that they don't want to police their neighbors' yards, because they don't want their neighbors policing theirs. Member does not care if someone down the road paints their house a certain color, because they’re not painting their house that color.

-President M. Squires response: The County allows this member to have 6-yard sales per year.

 3rd - Member: Properties deteriorating or complaints being made about someone having an RV on their property. At the same time, there are other properties where RVs are present and people are reportedly living in them. If something violates the CC&Rs or county regulations, then it should be handled consistently.

 -President, M. Squires reminder/response – Announced that at the annual meeting on October 17th, there will be an opportunity for a new board to be elected. She encourages everyone to consider running for the board and getting involved. If you believe you can do the job better, please step forward and participate. It is not an easy or particularly fun job, but the community needs people who are willing to serve. Some people may leave, some may stay, and we'll see what happens at the Annual meeting.

 4th - Member: A member stated, they were here on behalf of the Sims, who couldn't make it tonight. They wanted to thank the board very much. They used the irrigation phone number, and shortly afterward they had approximately 135 inches of water running across Perryville Road and other areas. Fortunately, this member was able to open the port on their field, where the water was contained, and we were able to get the situation under control. The board actually came out during the incident, helped bring the water down, and explained that the water district's main ditch had become clogged, causing the water to back up.

-President M. Squires response - I also contacted the Maricopa water district and received some criticism for doing so because I wasn't Resa, but my intention was simply to get the situation addressed.

 5th - Member: I have something I'd like to address at the annual board meeting because I would like more people to be present for that discussion. We are already overtime, so we'll address it at the annual meeting.

 6th - Member: There have also been numerous calls regarding traffic and speeding on the main roads.

Regarding Glendale, what is the process for potentially getting the speed monitored or reduced on the main roads?

-President M. Squires response: You can contact County Traffic Control. I've successfully requested one of the portable speed-monitoring signs twice. It displays the speed drivers are traveling. I'm not sure how much of an impact it has, but the signs rotate throughout the county. Sometimes they can place one in the area, and sometimes they can't. In my experience, one stayed for approximately three months, although usually they are moved more quickly. If we can work together on this, I think we should consider starting a petition for the speeding. I looked into the process, and there are requirements for signatures and additional steps that would need to be completed. We should work on getting that organized. For anyone contacting County Traffic Control, explain that there are multiple bus stops, people riding horses, and children in the area, and that speeding is a safety concern. They may be able to place a speed-monitoring sign in the area, although placement and duration are not guaranteed.

 *President M. Squires: Thank you, everyone. We need to wrap up. Reminder - The Annual Meeting will be held on October 17, 2026, at Belmontez Ranch - 7220 N 185th Ave (where it was held last year) from 10am - 2p.m. Election of Board Members will take place at this time.

Note: Ballot information / mailings go out in September.

Voted: to adjourn the meeting at 7:36pm

Motion – Marcy Squires, 2nd – Laurie Morgan, all in favor – motion passed.

 : Thank you, everyone, for coming.

 10. Adjournment – The next monthly meeting will be held on Thursday, September 10, 2026 at 6:00 pm, in the Student Union room, (unless Canyon View High School needs us to move again).

 

Respectfully submitted.