PPHOA Board Meeting
14 May 2014
Attending: DeeAnn, Glen, Megan, Norm
Announcement: Yard Sale
this Saturday 8:00 am – 1:00 pm
Treasurer’s Report
1.
Audit is
fine.
2.
We have about
$61,000 in checking and capital reserve is fine.
3.
In the past,
DeeAnn has been assistant treasurer and has done the deposits. DeeAnn will keep collecting and depositing
for the next month. Then the new
treasurer will take back all the responsibilities.
4. We need to
update the bank statement address from Chuck’s home to the PO Box.
5.
Kim has
already gotten off of the account. So
now it is just DeeAnn and Chuck, who can’t legally sign anything.
a. Chuck needs
to get off.
b. Glen needs
to get on.
6.
There are
invoices for lawn services that happen annually that are ongoing.
a.
Jeff authorizes
some additional work.
b.
Spraying
trees for cherries and good health.
c.
Stewarts
still delivers their invoices to the Joneses.
7.
We got the
first bill for lawn services it seems excessive.
a.
In terms of
an audit, we want to look closely at how we are supervising work.
b.
What we need
and don’t have is a board member over gardening.
i. Punch a time card?
How about having a form that he can fill out to outline.
ii. Accountability seems key.
c. Glen will
call Dave to talk about the contract.
d.
DeeAnn thinks
its good to start in April. Glen thinks
that is too soon.
e.
Glen liked
Art better than the current regime. He
has a biased against doing work with neighbors.
It adds complication and we are doing an end run around the rules by
hiring him.
8.
We need to
make sure the entire board is reviewing contracts in the future.
9.
Norm, DeeAnn,
and Megan agree that Kim’s signature is valid and we have resolved our
concerns.
10.
In January,
we need to start getting bids for the coming year. We need to look at others bids, too.
a.
Things to
consider inches of snow
b.
Hourly wage
c.
Oversight
Action Items Completed
1.
Gift cards
sent and received. Kim and Chuck say
thank you.
2.
Yard sale
notices on doors.
Ongoing Business
1.
Painting
a.
We still need
to select between the 5 current bids.
b.
This needs to
include a serious conversation with Marcello about the Kim’s agreement.
c. Ryan,
please contact Marcello about a rebid for 2 colors around door (white door
frame), and line itemized.
d.
We could run
this through Dave? We will review contracts
next month.
e. Megan will
copy bids and make a spreadsheet comparison.
2.
Parking
a.
There are two
problems—the filling up of the RV spots out back with things
b.
There are
permanent cars being parked out front.
c.
There is not
enough room in some garages for all the cars that some owners have.
d.
We need to
come up with a plan of action and also talk with homeowners.
i. This will include maybe new rules.
ii. It will definitely include a plan of action
(towing) to enforce the existing rules.
3.
Roof repair
(has this happened?)
a.
We got a bid
from McDonald
b.
Put a fence
in without a gate. Need a new bid.
c.
Priorities
i. Roof stuff—start here
ii. Fence—and here
iii. Garage siding on the back—save this for later this
summer or next year.
d. Norm will
get a bid for just siding and just fence (without gate).
New Business
1.
Letter of
notification for meeting—will go out within 30 days. Megan will do this.
a.
Possible
amendments
i. Board of Directors number—yes.
ii. Proxy voting—discuss this.
b.
Do we need to
amend the “board of director’s policies”?
i. These policies were created in 1998 by a former
secretary. They are good practices but
certainly not binding.
ii. Bidding at $500 move to $1000? Getting bids is a good idea, when
necessary. We may decide as a board that
we don’t need bids. We can make this
decision on a case-by-case basis.
2.
Nominations
for new board members
a.
Determine how
many new spots are needed. This may
require us to evaluate how many positions are necessary:
i. President
ii. Vice-President
iii. Treasurer
iv. Secretary
v. Common-Area Supervisor (to work with grounds,
etc.)
vi. Insurance Coordinator (make this a board
responsibility)
vii. Member-at-Large (parking and other concerns)
b.
Select a
nominating committee chair—Megan and Glen will chair with board as committee
Board Members 2013-2014
|
Member
|
Election/Appointment Date
|
End of Term
|
Notes
|
|
Norm Tong
|
1/2012
|
6/2014
|
|
|
Chuck Schaelling
|
10/2011
|
6/2014
|
Moved 3/2014
|
|
Glen Jones
(replacing C. Schaelling)
|
4/2014
|
6/2014
|
|
|
Larry Everett
|
6/2012
|
6/2015
|
Will be released because work
|
|
Ryan Holdaway
|
6/2012
|
6/2015
|
|
|
Marcello Loor
|
6/2012
|
6/2015
|
|
|
Kim McClellan
|
6/2013
|
6/2016
|
Moved 3/2014
Not replaced
|
|
DeeAnn Jennings
|
6/2013
|
6/2016
|
|
|
Megan Sanborn Jones
|
6/2013
|
6/2016
|
|
c.
We will
appoint two board members to replace Larry and Kim—Megan will talk to two possible replacements.
d.
We will need
one more board member to run for office—Glen will talk to a number of possible board members. We will particularly target owners who are
not onsite, but are in the area.
Spring Newsletter
Items to include?
1.
Climbing
trees
2.
Reminder of
June meeting and inviting all to attend
3.
Possibly
listing the ballot so owners could vote for a particular person.
No comments:
Post a Comment