PPHOA meeting AGENDA
14 January 2014
In attendance:
Kim McClellen, Chuck Shaelling, DeeAnn Jennings, Norm Tong, and Megan Sanborn
Jones
Treasurer’s Report
1.
$51,702 in operating fund. Last year $42181
2.
$32,613 in reserve fund. Last year $28,112.
3.
We have nice increases from last year.
4.
We still have dues to deposit and have sent
reminder notes about late fees. We are
now all up to date with fees!!!
5.
Bill Pay is always an option for those who have
trouble remembering to pay every month. Set
this up with your bank if you are interested!
6.
We won’t have any big expenses until the summer
when we will be painting fences, doors, and shutters.
Paint Project Update
With the paint project, we probably should get more
bids. Marcello Loor is interested in the
contract. Norm Tong has someone he just worked with who is very very reasonable
and did really great work. In the past
there has been problems with concerns with favoritism. According to the by-laws, we can continue to
hire folks that we have hired before, but for new projects, we should get more
bids.
1.
By April, we should get 3 bids.
2.
Megan will send an email that describes the
project.
3.
Marcello needs to create a bid in writing—Kim
will get this.
4.
Norm will get two more bids from David (who he
worked with before) and someone else off of Angie’s List.
Board Member Updates
1.
Great News!
Kim McClellan is getting married and moving to N Orem with his new
bride. February 2014 will be his last
meeting as president. We will need to
replace him.
2.
Chuck Schaelling sold all three of his units to
Matt McKell. Chuck is willing to serve
as the treasurer until June, but then we will need to replace him as well.
a.
According to the by-laws, Chuck cannot serve on
the board as he is no longer an owner, but we can hire him as a non-voting
consultant to continue to run the books.
b.
Megan will draft a proposed contract to hire
Chuck (for $1/month) until June.
3.
Larry Everett works evenings and can no longer
attend board meetings.
4.
We can have as few as 3 and up to 9 members on the
homeowner board.
Lawn Contract
1.
We found the lawn contract for 2014 and would
like to propose some changes to the wording before we sign it.
2.
We need to review the bills for the fall to get
a sense of how many “additional services” charges there were. Chuck will look at the bills and tell us the
totals.
3.
Things to consider: more oversight so that we have some control
over the “additional services.” How much
is a reasonable per/hour fee for “additional services”?
4.
We all agree the lawn and yards look
amazing. Dave Ottesen and Jeff Oldroyd
to wonderful work.
5.
Next meeting, we will redraft a counter contract
for Board review.
Insurance
1.
Our new agent is William Babcock at State Farm
on Orem Blvd. He seems great.
2.
We are currently insured at $1 million per accident
occurance on the grounds and $2 million for general claims.
3.
Due to our low incidence rate (we have never had
a claim), we have been offered a “Legacy Premium”: for about $150 more a year, we can upgrade to
$4 million per accident occurrence and $2 million for general claims.
4.
DeeAnn moves that we accept the offer. Megan seconds. Motion passes.
5.
Norm will let Mr. Babcock know that we want to
upgrade our insurance with the Legacy Premium and will get a copy of the new
policy.
6.
Tayna Toles is currently in charge of secondary
insurance. DeeAnn will contact her to
find out if she would like to continue in this role. We need to work on compliance in this
area.
Parking
1.
There are still lots of unregistered cars out
back.
2.
We have been unable to locate the owner of the
green trailer.
3.
Should we begin towing cars that are not in
compliance?
a.
There are positives and negatives to this.
b.
We shouldn’t tow without proper notification to
all residents/owners as well as warnings about when it will happen.
c.
We will continue this discussion.
4.
Megan will include a note on this issue in the
Winter newsletter.
Other
1.
Did the gutters all get cleaned by S&L
Maintenance? That is unclear. Kim will talk with Jeff to confirm they were
all cleaned.
2.
We need to find the bill for these services as
well. Chuck will follow up on this.
3.
Kim will talk with Ryan about the possibility of
using another fertilizer service. We
would need a bid in writing to compare with Stewards if we were going to make a
change.
4.
Megan can purchase stamps, envelopes, etc. and
give the bill to Chuck.
