PPHOA meeting MINUTES
11 February
In attendance: Kim, Norm, Chuck, Megan, DeeAnn, Ryan
Excused: Marcello,
Larry
Treasurer’s Report
1.
Balances are $52,382 (as of 1 Feb. 2014)
2.
Reserve is $33,364
3.
As of the same date last year $43,976, so we are
up about $8500
4.
Reserve was $28,862, so we are up there, as
well.
5.
With dues, there are no serious past dues.
Insurance
1.
We are waiting for the new contract to come into
our PO Box. Norm has called to confirm
that the new contract is on the way. He
will follow up.
2.
We haven’t been billed yet, either. Chuck assures us that we will be billed.
3.
DeeAnn will continue to follow up with Tanya
about the additional insured. Probably
we will need to find someone new to take over this job. Tanya has done the job for quite a while.
Lawn Care
1.
Chuck analyzed the last sets of bills since last
July-January.
Mowing $5500
Other (lots of categories, yard
work, pruning bushes) $2414
Otteson sprinklers $932
S&L maintenance $103
Leaf removal $1000
Misc. parts (all sprinkler) $180
Repainting light poles $200
Basketball standard $300
Snow Removal $430 for Otteson.
Snow Removal $1140 for
A&B. These are the ones who also
cleaned the gutters. Jeff confirms they
were all cleaned, as far as he knows.
This bill probably includes the gutter cleaning (which was about $150???)
Tree removal $175
This is about $12,000 and the dues
are about $23,000. So about 50% of our
money is spent on exterior upkeep. This
seems reasonable, but doesn’t allow us to get ahead in terms of savings.
Garbage collection was about $425
and we renegotiated down to $325, but it’s been creeping up. The last bill was $425.
2.
Do we want to keep with Ottesons? Everyone seems so happy with the lawn
care. For the value, this may be just
fine. We are not in a flush position,
but we are in a self-sustaining position.
3.
Should we have more supervision and more
accountability? If we do this, we will
have more careful reporting on bills. We
could approach this via the approaching costs.
We agree that we should take more responsibility for oversight.
4.
Norm has suggested he is willing to talk with Jeff/Dave
and bring up some of these issues.
5.
Is $25/hour a fair rate? Before, we were doing $10/hour for four
workers. $25 may be inflated, but it
also may be worth it because Jeff does such a great job.
6. Megan will draft a mission
statement about accountability for Norm to share with Jeff. She will attach it to the signed contract for
Dave and Jeff.
7.
We get shoveling more often, too, which some
appreciate.
Gutters
1.
Should we get gutter guards? We tried this before, and it is much worse
than just cleaning the gutters.
2.
Norm had someone come and look at the gutters in
term so guards. We have some leaks and
problems. Norm will bring the estimate
over.
3.
These are the original gutters. They were repaired several years ago.
4.
Soon, we will need to replace them.
Painting Project
1. Megan
mailed an email that describes the painting project.
2.
We think that the project will happen in May.
3.
Marcello is working on a bid in writing, as is
Norm’s contact David. We are still
trying to find a third company to ask for a bid. Norm will continue to work on this.
President
1.
This is Kim’s last meeting.
2.
We need to replace him.
3.
Everyone brainstorm names for the next
meeting. We will reconvene and discuss
together who we might ask to take this position.
Treasurer
1.
Directors must be owners or a tenant.
2.
Megan’s idea of a contract got Chuck thinking
about his responsibility. Being an owner
matters. This interest drops off
somewhat when one is not in residence.
3.
How is the transition going to go for the new
annual meeting?
4.
Chuck feels will be a disaster to try to elect
up to 4 new directors. It is an
invitation to loose control of a well-functioning board.
5.
So perhaps at this point, when the press of
business is not too great, that we solve the problem by inviting 2 new people
to be on the board to replace Kim and Chuck.
6.
Chuck will be submitting a resignation, but will
hold the time to help us make a transition.
1 April 2014. This will be his
last meeting, but he will pay the bills for next month.
a.
It takes about 3 hours/month.
b.
Posting dues, write notes to people, pay back
bills.
7.
DeeAnn still picks up all the checks and deposits. She can function as acting treasurer if we
need between Chuck’s resignation and the start of the new treasurer.
8.
Chuck feels strongly about having written
records.
9.
Transitioning over would only take about 15
minutes.
New Board Members
1.
Whoever replaces Kim will be for 2 years.
2.
Whoever replaces Chuck replaces will be done 30
June, but we can ask that they will continue on.
3.
Chuck has some suggestions, which we discuss and
narrow down to our top three candidates.
Norm will approach our first one.
4.
Megan will email a paragraph describing the job description to share
with candidates.
5.
Next month we’ll meet at DeeAnn’s house. #182.
