PPHOA Board Meeting Minutes--APRIL 2014

PPHOA Board Meeting Minutes

15 April 2014

Attending: DeeAnn Jennings, Ryan Holdaway, Norm Tong, Megan Sanborn Jones

Treasurer’s Report

1.     We have appointed Glen Jones as new acting treasurer through June.  He will have a full report for next month. 

2.     We will need to file a tax return every year as a non-profit.  Chuck has already done this for 2014. 

3.     Navasards are doing an audit of Chuck’s tenure.  This will work for our June audit. 

4.     Megan created new audit report forms.  These were unanimously accepted as a good way to organize audit reports.

5.     56,924.89 in operating posit after deposit on the 10^th.

6.     DeeAnn has copied all the checks (like she did for Chuck) so Glen will know who has paid. 

7.     Glen to do:

a.     There are bills to pay.

b.     Kim, Chuck, and DeeAnn are the only ones who can sign checks right now.  Glen needs to get on. 

c.     Glen needs to get password for Chuck to get into bank account. 

Painting

1.     Review of 4 bids. 

2.     Rules disallowing owners from being paid, but Kim made a gentleman’s agreement with Marcello.

3.     Bids all come in at about the same price, except one.

4.     Ryan will talk with Marcello about the agreement, his bid, his time frame, and the possibility of a new bid. 

5.     Vote unanimously to keep doorjambs white. 

6.     Suggestion for door colors: white, blue, green, burgundy. 

7.     DeeAnn will draw up grids of the painting format. 

8.     May meeting:

a.     We will pick a contractor. 

b.     We will vote on colors

c.     We will hand out grids to contact owners.

Parking.

1.     We need to clearly mark curbs inside PP where there should be no parking.  No parking stenciled in red.  70W and behind all garages.  We need to repaint visitor parking and unit numbers that are assigned to units. 

a.     Jeff has agreed to repaint visitors and restripe.

b.     This will count as part of his extra hours contract through Otteson Lawns. 

2.     DeeAnn has drafted a letter to notify folks.  We reviewed this for brevity and language.  We could start towing on 15 May 2014.

3.     Norm talked to the city and got recommendations of 7 tow companies.  We found one company who is willing to work with us. 

a.     Stephenson Bowen Recovery and Removal, Inc.

b.     $215 for release plus $25/day for storage. 

4.     DeeAnn has contacted off-site owners about their rental units to remind them that owners have to pay fines, not renters. 

Other

1.     17 May is the date for the yard sale.  Megan will do flyer. 

2.     Norm will get a general contractor to take care of this asap?

3.     Multiple siding problems, particularly with trim

a.     Jans unit

b.     Trousdale (x2)

c.     Knight

d.     McKell (Holdaway) soffit on the balcony

e.     Alexander chimney top has fallen off.

f.      Replace fence on the end

4.     Staining the fence.  Unanimously vote that it doesn’t need it this year.

5.     June 14 is homeowners meeting.

a.     For May meeting, Megan will have a list of board members and dates of service so the nominating committee can move ahead.

b.     Other business?

                                               i.     Change amendment about number of board members again.

                                             ii.     Raise limit of expenditures for which bids are necessary to $1000.

                                            iii.     Others?

6.     Should we remove speed bumps?

a.     We think no.  Too many kids!

New meeting time for PPHOA board: First Wednesday of the month at 8:00 pm. 

PPHOA Board Meeting Minutes--MARCH 2014

PPHOA Board Meeting

18 March 2014

In attendance:  Larry Everett, DeeAnn Jennings, Marcello Loor, Norm Tong, Megan Sanborn Jones

Excused:  Ryan Holdaway

Agenda

1.     Painting

2.     Treasurer

3.     President

4.     Parking

Painting

What do we do about people who don’t follow the rules (like painting doors without permission)?

Norm has concerns with trying to get bids. 

1.     Color.  We need to work through HOW we will choose the colors.

a.     Norm clarifies that dark burgundy is not red.

b.     Megan suggests that we poll OWNERS as to colors then work together as a board to select an overall look.

c.      Then we will need to let the painter know which buildings have which colors.

2.     Clarify that accessories (doorknob, hinges, doorbells) are the homeowner’s responsibility.

3.     Marcello wants to paint in May.

4.     How will we talk to owners?

a.     Each member of the board will contact all those in their own rows.

b.     We will call owners who aren’t here.

c.      Megan will make a map

d.     Next month we need to be ready to order stuff.

e.     DeeAnn will try to get a new palatte to share.

f.      We will organize the colors next months meeting.

5.     We’re getting 2 more bids this week.

a.     Marcello turned in his bid.

CC&R Article V Maintenance of the Project

5.1  Duties of Association.  The Association shall have the responsibility of maintaining, repairing, replacing and otherwise keeping in a first-class condition all portions of the Project, not required in this Article to be maintained by the Owners, specifically the Common Areas. 

5.2   Exterior Maintenance.  The association will provide maintenance upon the exterior of each home, fencing, garage and the Common Area as follows: paint, repair, replace, and care for the roofs, gutters, downspouts, exterior building surfaces, trees, shrubs, grass, walks, streets and other exterior improvements except glass surfaces . . .

By-Laws Article V

5.4  No Members, or Family, be considered for contracted work.  No resident of Park Place, or their family members, are to be considered for contracted work to be done on Park Place Property.  This will eliminate embarresment [sic] and ill feelings should a problem arise.”

Treasurer

1.     Jeff wanted permission to aerate the lawns.

a.     DeeAnn granted permission, in talking with Norm.

b.     In Checking $56998.08

2.     We still do not have a new treasurer.  Megan will contact a number of recommended people in the order the board suggests. 

3.     NOTE: we need to find a replacement through June only. 

President

Presidency—who owns and live here?  Discuss! 

NOTE:  Actually, there is no rule that says a president needs to be an owner, nor that a president needs to live onsite.  This is good to know as it opens up many more options for president than we thought. 

“If you can delegate, you must delegate.”

DeeAnn volunteers for president. 

1.     Megan thinks we should look for a president outside the existing board. 

2.     Norm moves to elect DeeAnn, Larry seconds

3.     Megan abstains

4.     3 votes for DeeAnn. 

5.     DeeAnn is president through June.

Megan reminds everyone that the most important thing is that we work together as a board.  No one, not even the president, should make unilateral decisions, or even decisions with just one other member of the board.  This is really REALLY important!

DeeAnn agrees and commits as president to make decisions (even small ones like $150 charges) with the board rather than working alone. 

Who is up in June?  Megan will try to find out.

1.     Chuck for sure

2.     Larry maybe

3.     Norm probably.

NOTE:  We will need to adjust the board number to come into compliance at the June meeting.  We need to have 6 board members, who all contribute.  But the current bylaws require 9.  Or we could amend this one.  Again.  

We will talk about clear responsibilities in May to prep up for June.

By-laws IV.  Board of Directors, Selection, Term of Office. 

4.1  Number.  Amended 2013.  The affairs of this Association shall be managed by a board of nine directors.  The number of directors may be changed by an amendment to the by-laws, but never to less than three nor greater than nine.  At least seven of the elected or appointed directors must be owners; not more that [sic] two may be non-owners. 

By-laws VIII.  Officers and Their Duties. 

Section 6.  Vacancies.  A vacancy in any office may be filled by appointment by the Board.  The officer appointed to such vacancy shall serve for the remainder of the term of the officer he [sic] replaces.

We would like to get a gift card and thank you note to Kim and Chuck.  Norm and Shirley will get 2 $50 gift cards and a thank you note to send to them.  We are so grateful for all they have done for Park Place over the years. 

Parking.

Should we start towing? 

Fines seem to be ineffective. 

We need to paint more signs.

Plan of action:

1.     We need to clearly mark curbs inside PP where there should be no parking.  No parking stenciled in red..  70W and behind all garages. 

2.     Repaint visitor parking and unit numbers that are assigned to units.

3.     We can ask Jeff to do this. 

4.     DeeAnn will draft a letter with the rules clearly stated.  Options for owners who have more cars than their garage or garage/assign space will handle:

a.     Sell cars

b.     Park on 164 S

c.      Petition for approval to park in the extra spaces along the fence.

d.     Coordinate with an owner who has less cars than space to borrow space. 

5.     Could start towing on 1 May 2014.

6.     Norm will find a towing company and notify Megan as to the exact price.

7.     Update the Parking Violation Warning.

8.     Megan will make packets for Larry and Marcello.

9.     Megan will mail packets to off-site owners.

DeeAnn is pulling any information guiding parking from the CC&Rs, the By-laws, the Articles of Incorporation, the Rules and Regulations, and the Board of Director’s Policies.  She will synthesize this into the letter we will all review.

Other

17 May is the date for the yard sale.  Ellie is great at being in charge.  Larry will let Ellie know.  Put a notice on the doors.  8-1 pm.

We rock it.