PPHOA Board Meeting Minutes
20 August 2014
In attendance:
MSJones, Daniel, Ryan,
Kelsey, DeeAnn, Norm
Megan
apologizes for getting behind with email approvals and has hard copies of these
two meetings.
Approve copy of annual
meeting minutes—we will approve these via email.
Approve last month’s
minutes.—Ryan moves to approve. Daniel
seconds. All in favor.
Note to change: Norm has reconsidered and is still a
member of the board.
Treasurer’s Report
1.
Financial
Standing. We’ve dropped below $100,000.
a.
$39,419.17 in
the money market account.
b.
$56,730.96 in
checking.
c.
$25.18 in
savings.
2.
The changes
in balances came from some larger expenses.
a.
Two months of
lawn care came to $2700.
b.
There are 2
more big bills for lawn maintenance for July and for sprinklers.
*Megan is curious about year-to-year
expenditures. She will pull the numbers
and work with Daniel to make a comparison spreadsheet.
c.
Some of the
doors are a lot older. For new doors,
the weather stripping is $45. Other
doors are over $100/door. Each door had
to be fitted individually. This has
changed the cost of the weather stripping.
d.
We are now
invoiced for the stripping and the first 30 doors. This has come to $4820. (Sanding, paint, and paint for 2 tone and 1
tone doors.) Let’s pay him tonight.
3.
We have 3 households behind on their
dues. For those late (and especially out
of town) we can recommend automatic bill pay.
4.
How much are
we paying for garbage?
a.
The bins are
each about 446/445 per bin.
2x/week.
b.
We can always
negotiate this down.
c.
The frequency
is fine.
Secretary Update
1. Please copy of official documents. They will be in your box by midnight tonight—I’m reformatting to embed
amendments in the body of the documents.
I will ask for approval to post on the website and distribute.
2. Review copy
of By-law amendment. If it is okay, I
will have it notarized.
3. ACTION:
Write and send newsletter
Keep
PP clean (garbage at parking spots)
Don’t
use oil-based products on new paint doors.
If you want to maintain paint, only use water for cleaning.
Paint
looks great, shutters are next—timeline for completion
Minutes
from June meeting
New
board position list
Reminder
about breaking boxes down and cleaning up can go in newsletter.
Painting Project
1.
Update on
progress. ACTION: Daniel will talk to Marcello when he delivers the
check. Megan will follow up on her text.
2.
Concerns?
3.
Estimated
time to finish?
Repairs
1.
Status of
repairs on roof above Daniel and Megan.
a.
It’s been
tightened down to not flap. But some
strips need to be replaced.
b.
There were
others places around the flue.
c.
ACTION: DeeAnn will call Tony about completing
these repairs.
2.
Decision on
cost of repairs of decks to homeowners based on our reading of the bylaws.
From the CC&Rs:
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
roofs, gutters, downspouts, exterior building surfaces, trees, shrubs, grass,
walks, streets and other exterior improvements except glass surfaces. In the
event an owner of any Lot in the Properties shall fail to maintain the premises
and the improvements situated thereon in
a manner satisfactory to the Board of Directors, after a resolution is passed
by two thirds of the Board of Directors, the Association shall have the right,
through its agents and employees, to enter upon said parcel and to repair,
maintain and restore the Lot and the exterior of the Unit and any other
improvements erected thereon. The cost of such exterior maintenance shall be
added to and become part of the assessment to which such Lot is subject.
1.
Reminder that
years ago, a decision was made that the PPHOA would repair one time only and
the rest would be taken care of by the homeowners.
a.
Some feel we
should follow this oral history.
b.
Others feel
that if it wasn’t written down so it shouldn’t be binding. There was no amendment and no
resolution. And these aren’t
binding.
c.
But there are
homeowners that paid to repair.
d.
According to
memory, all balconies have been repaired once.
All the wood fences were replaced and the floors were replaced. The Tongs have repaired theirs again and paid
for it themselves.
e.
How about the
pillars in front? Those seems like PPHOA
would pay.
f.
The McKell
unit needs to be taken care of. The
column and the roof are the concern.
Birds are nesting. This isn’t
common damage.
g.
Kelsey points
out that if we fixed them in the first place, then it was clear that the
balconies were part of exterior maintenance.
h.
The problems
moving ahead for maintenance is the flashing on the balconies. The flashing is part of the PPHOA.
2.
Two
issues:
a.
Are balconies
“exterior building surfaces” or not?
b.
Can we do
proactive repairs to keep further water damage from happening?
3.
Garage doors
are the responsibility of the owners because of a letter.
4.
Ryan moves we
should honor the CC&Rs, no matter the past, and move ahead with the repair
of external surfaces according to the rules in CC&R rules V.2.
a.
The board
would get contractor bids.
b.
That concerns
of owners when they need things repaired or replaced are considered on a
case-by-case basis.
5.
Daniel
seconds Ryan’s notion.
6.
Call for
questions:
a.
Why wouldn’t
homeowner’s insurance cover that?
b.
The CC&Rs
are old. We could maybe go to a lawyer
and update things. There are attorneys
that deal with this. Should we contact
one? We think this is a good idea, but
it is a separate idea than following these rules.
c.
Should we
call for an amendment to take garage doors off the CC&Rs?
7.
Vote: 5 in favor and 1 against (because this person
felt we needed more time to consider.)
8.
How does this
relate to additional insured?
9.
Kelsey’s job
will be to make sure that we have records of all insurance from homeowners.
a.
It needs to
be current.
b.
It needs to
be marked with “additional insured.”
c.
Kelsey will
contact those who don’t have names on binders.
d.
Also check
that they are insured correctly: we are
a PUD. Town homes, not condos, not
stand-alone homes.
10.
Also,
earthquakes are not covered here because we are on a fault line.
11.
DeeAnn things
that the first course of action should be homeowners insurance.
12. ACTION: Ryan will talk to McKell re: insurance. Will let DeeAnn know. DeeAnn will talk to Tony.
We feel strongly that we
might want to update the CC&Rs and Bylaws with a lawyer.
1.
Megan says
maybe a law student?
2.
Norm will ask
a specialty firm about this.
3.
Megan wonders
(as she edits the notes) about Jean Tanner?
Board Members and Responsibilities
1.
Sherri McKell
has expressed interest in serving on the Board.
She would not be able to meet Wednesday nights, but is free the rest of
the week. We will revisit this next
month.
2.
Last month’s
elections and appointments:
New
Board Officers:
President:
Ryan Holdaway
Vice-President:
DeeAnn Jennings
Treasurer: Daniel Trousdale
Secretary:
Megan Sanborn Jones
Additional
Insured/Welcome Wagon: Kelsey Navasard
Landscaping—DeeAnn
Jennings
Contracts,
Bidding, PPHOA Insurance—Norm Tong
ACTION: Norm will call precision concrete cutting to
shave the sidewalks where they are uneven.
Parking
1.
Getting rid
of the snow plow.
a.
DeeAnn
checked with the police. It was
abandoned by Juan, so it is ours.
b.
We will list
it on KSL and put the money into the account.
Kelsey will do this.
2. ACTION: DeeAnn
and Megan will sort through cars.
a. ACTION: Megan
will get stuff in writing.
b.
Jean Tanner
needs a note for Hemphill. McKell needs
a note for Ryan.
c.
What if we
started charging to park back there?
d.
If I can’t
get permissions, tell them they are out of compliance, so please reply by 10
September by getting in compliance.
3. ACTION: Megan
will make a chart with assigned spots for back.
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