PPHOA Board Meeting
11 June 2014
Attending: DeeAnn,
Norm, Megan, Marcello, Ryan, Kelsey, Daniel
Excused: Glen
Welcome to our two new board members!
1.
Kelsey Navasard
2.
Daniel Trousdale
Treasurer’s Report
Current Accounts
1.
Business Checking
is $56,818.58
2.
Money Market is
$34,115.39
Bills are up to date as of
1 June 2014
1.
Payments have
gone to Ottesons and Darrington Tree Experts.
2.
Checks are ready
to be signed to pay A&B Landscapes (aeration) and to reimburse Megan and
DeeAnn for admin stuff.
3.
One
exception: the bill for $500 for a red
maple planted in November.
a.
Chuck never
received a bill for this service.
b.
Our first bill
seems to be the “third and final notice.”
c.
Darrington Tree
is calling us first thing in the morning to trace who approved this expense and
to figure out how a bill went astray.
New reimbursement form—please
use this for all turned-in receipts.
1.
Megan will send this to Daniel for approval of categories,
2.
then will make
copies for everyone.
Updating the records to a
computer program
1.
3 different
online programs were reviewed, and none were satisfactory for our needs. To account for our moderately complicated
finances (37 accounts receivable), we would need to sign up for a program that
cost $30/month. The best program is
still not very good.
2.
PROPOSAL: purchase a treasurer’s laptop and quick books
to keep all financial records in one place.
The laptop would stay with the treasurer.
a.
DeeAnn is
concerned that one day we might have another treasurer that doesn’t want to use
computers
b.
Daniel says we
absolutely should keep things digital.
c.
Kelsey agrees
that most older folks can use computers.
Also, those moving into our facility are younger. Trends suggest this won’t be a problem in the
future.
d.
Ryan says we can
keep this in mind when we pick treasurers.
Also, digital provides us the option to track trends.
e.
We would want to
make sure that this is backed up—either external hard drive. Or digital backups. Marcello thinks this is best. We all agree.
Probably dropbox.
f. Keep a caveat that it is only for PPHOA stuff. Megan will draft a computer guidelines agreement to be signed by the
treasurer.
g.
Megan moves, Ryan
seconds. Unanimous support.
3. Glen will move
ahead with the purchase and will have all the records updated and ready for
Daniel by the end of the month.
4. Daniel and Glen
will work together on the transition.
Annual Financial Report
1. Glen will
prepare the annual financial report and email it to everyone for review before
the annual meeting.
2.
Please look for
this and respond with your approval.
Megan will follow up with Margo about secretary audit.
Discussion about amendment to By-laws 5.4: Owners and
their families shall not be contracted for work by the PPHOA.
1.
DeeAnn want to
reconsider the amendment 5.4 that people that live here cannot do contract work
for us. She thinks this is stupid. She wants to get rid of that amendment.
1.
Megan doesn’t
think we should get rid of the rule.
Kelsey points out that its really hard when you are working with a
neighbor.
2.
Marcello says
that it is fine either way. It can be a
tricky situation when you are working with bad feelings or neighbors who don’t
work. Or we are providing work for the
neighborhood.
3.
Norm says
sensitive things come from working with neighbors. Feelings play in. We need to be brutally honest with
ourselves. Also, are we grown-up enough
to do this?
4.
Daniel points
out: if we do allow it, we have to be aware that we open the door. It is a way to avoid necessary
conflicts. He feels that having a
community with good feelings is better than having work. Even 2 households with conflict impacts the
whole neighborhood.
5.
Ryan loves the
phrase tall fences make great neighbors, but also if you work with
professionalism and kindness, we should be able to do work with neighbors.
6.
Megan wonders if
it is possible to adjust the amendment to have guiding principles that suggest
we try not to work with neighbors, but allows for the possibility with the
support of the board.
7.
We need to
clearly explain to any neighbors that we hire about a business
arrangement.
8.
If we decide to get
rid of this amendment, then we have to live with the consequences—this would
require care on the time. If we keep the
amendment, we would probably need to let the Otteson contract.
9.
Ryan moves to
leave it as is. Kelsey seconds. 6 for.
1 abstention.
Contract Approval
1.
Review the painting
bids and select a painter.
a.
Ryan moves to
honor the bid. DeeAnn wants to just give
him the contract. Marcello is awesome.
b.
Marcello provides
a full bid. He will take time off of
work and anticipates that it will take.
Important: All doors will need to be unlocked so they can mask for no
overspray.
c.
Megan moves to
hire Marcello. DeeAnn seconds. Vote 5 for.
1 against. 1 abstention.
Painting Project Next Steps.
PLEASE REVIEW CAREFULLY FOR YOUR ASSIGNMENT.
1.
Glen will work
with Marcello and a parent company to draft a contract.
2.
DeeAnn will get
Megan the list of houses with doors and windows.
3.
Megan will add
OWNER contact information to the list.
4.
DeeAnn will get
the paint from Norm and will find 5 sets of matching paint cards to give to
Megan.
5.
Megan will work
with Kelsey to draft a information packet for the 5 board members to use to
talk with neighbors.
6.
Megan will post
the packet online for owners that are out of town and need to look at colors.
7.
Information packet
goes to Marcello, Ryan, Megan, Kelsey, and DeeAnn to speak to the individual
owners of each unit. (There may be some
exceptions here. For example, only one
board member will speak with Matt and Sherri McKell, although they have units
across buildings).
8.
We will convene a
special meeting to assign out colors to every unit and to create a calendar for
when each unit will need to have its front door open.
9.
Megan will notify
all the residents about the calendar.
10. DeeAnn will work with Marcello to create bid forms and
change order forms to authorize Marcello to purchase the necessary items
(shutters and weather stripping around the doors.)
11. Painting project will begin.
12. Painting project will end.
13. Park Place will look awesome.
Review the siding bids and select a contractor
1.
We got several
bids. DeeAnn and Norm walked around with
them. They really liked the last guy,
but his bid was very reasonable. We need
to buy 200 sq. feet of siding. This
would also gives us excess siding for repairs that will come along.
2.
DeeAnn moves that
we repair what needs to be repaired, Ryan seconds, Unanimous.
3.
We will also need
a roofing contractor. We’ll just call
Tony who did the roofs to begin with and get it fixed. Norm seconds.
All agree.
4. Norm will call
the guy about the siding.
5. DeeAnn will
call Tony about the roof.
Review the lawn care bid for approval
1.
This was reviewed
on and approved by majority vote at the last meeting.
2.
DeeAnn signed the
contract.
3.
Glen will return contract to Dave Otteson and talk with
him about how the relationship with PPHOA is going.
Digitizing the records. PROPOSAL to hire a data entry person to type
up our four guiding documents: 1) Articles of Incorporation, 2) CC & Rs, 3)
By-Laws, 4) Rules and Regulations.
1.
No one on Board
wants to do the data entry.
2.
Benefits of a
digital copy is that it will be more readable, we can put things in the correct
order, we can format it for 8.5x11 paper, we can get rid of excess copies, it
will be easier to find, to print, to search, and to use.
3.
Ryan moves to
accept. Kelsey seconds. Unanimous.
4. Megan will
contract with Maja to have the work done.
Megan will
draft a note thanking Larry for his years of service.
Notes on doors.
1.
Megan asks that
these be read by everyone first so that correspondence to our community is from
the entire board, not one person. Or if
you want to put a personal note on the door, sign it with your name, not the
whole board.
2.
DeeAnn is not
sorry she sent the note, since she pointed no fingers and didn’t sign it “from
the board.”
3.
Ryan and Daniel
point out that a letter with PPHOA on the top will be received as if from the
board whether it’s signed that way or not.
4.
Kelsey suggests
that it lends to hard feelings in the community when the only communication
that comes from the Board seems like a scold.
5.
Megan thinks that
the notes are ineffective for the reason Kelsey suggests and that if there is a
problem like mud on the playground set, a more effective response would be to
meet together, find out who did it, and talk to the parents.
6.
DeeAnn agrees
that a better solution might be to have a parent meeting. All agree.
7. We recommit to
only making formal notifications from the board if the entire board is aware
and in support.
Template Agenda for next Saturday (based on previous
years and our notification letter. (see
attached 3).
1.
Ryan will lead
the parking discussion.
2. Megan will put
notes on doors again reminding all members of our community to come to the
meeting.
3. Ryan will
purchase food for the meeting.
Homeowners list
1.
Glen has gone
through all the county records to determine who owns what.
2.
Megan and DeeAnn
have gathered updated contact information for owners and renters.
3.
Who would like a
digital copy of this? DeeAnn, Daniel,
Norm.
4.
Megan will send
updated digital list.
Elections
1.
Norm is willing
to run again. He will also work on
nominating committee to try and find other owners to run.
2.
Norm, Ryan, and
Marcello feel that we should have the broadest representation possible to share
the load and to be more transparent about the work of the board.
3.
We can’t have
more renters on the board, since Ryan and Daniel are already on the board as
renters.
4.
We will need to
contact only owners.
5.
We can all talk
to others about running for service.
Board Job Assignments
1.
After the Annual
Meeting next week, the Board will meet to assign job responsibilities.
2.
DeeAnn asks that we all brainstorm ways to
organize jobs so everyone has a specific responsibility so that we share the
load.
3.
Job list we have
considered in the past:
a.
President
b.
Vice-President
c.
Treasurer
d.
Secretary
e.
Maintenance
Supervisor
f.
Secondary
Insurance Coordinator
g.
Member-At
Large/Parking Coordinator
4.
What are other
ways of slicing the work? What are other
jobs we haven’t considered?
Proposal 1
Financial Accounting
System Proposal
It will cost $30/month to pay for a sub-standard web-based
accounting program that will not entirely serve our needs, but would serve if
necessary. This amounts to $360/year.
I propose that we purchase a PPHOA treasurer’s PC laptop
($350) and Quick Books software ($170).
For this price, we will have a system that will last for at least 4
years before needing updating. Over a
four-year period, this would come to $130/year.
This solution is more cost efficient, will allow us to use
the best accounting software available, and will be transferable to whoever
serves as treasurer.
If this purchase is approved, I will make the purchase
immediately and begin transferring over all the records to have them ready for
the new treasurer at the end of the month.
Thanks you,
Glen
Proposal 2
Digitizing Records
Proposal
I would like to hire a data entry person to create word
documents of all of our permanent records and their amendments:
·
Articles of Incorporation
·
CCNRs
·
By-laws
·
Rules and regulations
This will allow us to create clean copies of the records
that are easier to read, to search, and to amend in the future. I would post these clean copies on the
website so everyone has a digital copy as well as a hard copy.
Of course, we would keep all of the hard copies, with their
original signatures, notarization, etc. for reference and documentation.
I have a transcriptionist I have worked with in the
past. She is quick and thorough and only
charges $8/hour for the work. I
anticipate that there are no more than 20 hours of work to type up the records,
which would total $160 for the job.
Thanks, megan
