PPHOA Minutes
9 July 2010
Shirley Tong
discussion with board.
Shirley is unable to attend and provides a letter (see
attached).
Main points are problems with funds. Shirley doesn’t think that the Board should
pay for:
1.
Providing thank-you cards and gift cards as
thank-yous to Board members who are leaving.
She feels that thank-you cards are “reimbursement for services” which is
prohibited by the CC&Rs.
2.
Board party, which paid for a bouncy house. She feels that this should be paid for by the
people who want the party and not PHHOA funds.
3.
She recommends that funds not be used for
parties or gift cards.
Daniel says that it would an easy thing to stop.
Megan suggests that gift cards are not a “reimbursement for
services.”
DeeAnn suggests that $50 is too much and it was a bad
precedence.
Megan argues that the gift cards are not against and rules,
etc.
Marcello agrees that we shouldn’t pay for lots of
parties. Whatever gifts we’ve given as a
thank-you for service, this doesn’t seem like a problem. Imagine if we had to pay for a property
management company.
Ryan paid for these out of his own pocket and is fine not
asking for reimbursement if the board decides.
And everything we have spent was all approved.
But, if parties only benefit for the people with kids, is it
a misuse of funds.
Ryan feels that creating a community is a part of what is
going on.
Daniel says that the nice thing is to have a board that
DeeAnn suggests that we offer a small amount for a book at
deseret book or something.
Ryan suggests that $50 is not too much.
Marcello moves that if we feel as a board that someone has
done a great job and we want to reward them we should give them a gift card or
a gift to say thank-you on a case-by-case basis.
Megan seconds.
Voting is 4-2 in favor.
Last summer we paid for one $600 party. DeeAnn thinks it was a stupid thing to do and
not a wise use for the associations money.
Ryan and Megan agree that recreation (CC&R 6.2) is a
broad category.
DeeAnn points out that we have many expenditures coming up.
We all agree that Shirley’s letter is not offensive, but
exacting and we appreciate her attention to detail and community finances.
Megan moves we handle upcoming recreation on a case-by-case
basis and keep in mind upcoming expenditures and the suitability of the event
for the betterment of the majority of the community.
Ryan seconds.
Voting is 4-2 in favor.
Follow-up with action
items.
1.
Transition
of treasurer from Glen to Daniel.
a.
Bills are all paid up to date
b.
We haven’t gotten a bill for the trash yet. Norm would like this to determine how much we
are spending.
c.
Can Daniel have an accounting each month to let
us know where we are?
2.
Records—digitizing, providing copies for
everyone.
a. Digitizing. Megan was able to get this done for about
$100. She will work on making readable copies.
b.
We need to providing copies for everyone
(McKells have asked for them). We will
redistribute with all the amendments. Email these documents to those
for whom we have addresses. Give copies
to the others.
c. Megan needs to send out the
minutes of the annual meeting.
3.
Siding repair on decks and above Megan and
Daniel’s house and other places.
a.
The siding is no longer flapping and will soon
be replaced. For free.
b.
The problem with the McKell’s house’s
porch. In our bylaws we need
confirmation that McKell has to pay for it.
According to the by-laws, the HOA is responsible for exteriors. Porches are exterior.
i. Years
ago there was a decision to repair all the porches once only. Based on this, the Tongs spent $3200 to
repair their porch 3 years ago. But this
isn’t a rule.
ii. Daniel
suggests that if there isn’t a paper trail (and there isn’t), it doesn’t
exist. DeeAnn disagrees. She remembers that a long time ago, the board
decided to repair it only one time and then never again.
iii. Ryan
points out that since there is no trail, we open ourselves up for
lawsuits. We cannot afford to hold
homeowners to rules that don’t exist.
iv. We
could make this an amendment to change the rule to DeeAnn and Norm’s memory,
but the board would first have to agree that this is a good idea and then we
would have to reconvene as special meeting.
v. Norm
doesn’t want to be reimbursed.
c.
We will table this and everyone read the rules for the next meeting.
d.
NOTE: please wait to contact the McKells again
until we have a decision.
e.
The verbal bid we received to repair the McKell
(Holdaway) porch was for $2000.
4. DeeAnn, get Megan Teria’s phone
number to update the records.
5.
Painting for parking—table this until after we
talk about parking.
a.
When?
b.
Stripes, numbers, visitor, basketball key?
i. Daniel
moves yes. Norm seconds. 4-1. 1
abstension.
ii. DeeAnn will tell him to wait to
paint until we update all the spots.
Painting Project
1.
We have a few more colors that we need to
gather.
2.
16th we need to have it all in. Send your completed color lists to Megan and she will send the
completed list to Marcello. Marcello will pick between
colors to make sure colors are spread around nicely throughout the
community.
3.
Don’t offer gray any more since no one wants it
anyway and it will help the cost and the effort to have one less color to deal
with.
4.
Marcello will talk to Jeff about white paint in the storage unit
so that he can match the paint with the existing exterior color
5. Megan will talk with Lillian
about her color pick.
Lawn
DeeAnn
will talk with Jeff about watering less.
Everything is soggy.
Reassignment of board
positions.
1.
Megan moves that Ryan be elected.
a.
Norm feels that homeowners should be the
president.
b.
Ryan suggests that he has experience and a
willingness and a time.
c.
DeeAnn and Norm believe vested has to do with
ownership. Megan believes vested has to
do with the actions and working towards the betterment of the community. Megan feels that we shouldn’t make decisions
based on renting vs owning.
d.
Reasons for electing Ryan president: he has experience working successfully with
organizations with lots of different kinds of people, he has experience in
other HOAs, he is patient and kind, he has a professional point of view, he has
shown himself to be a contributing member of the board.
e.
DeeAnn feels that waiting to talk to the board
gets in the way of getting things done and that the job of the president is
tons of work fielding calls, knocking on doors, checking that everything is as
it should be to maintain property values.
f.
Megan suggests that perhaps the president’s job
shouldn’t be to proactively police the community.
g.
Norm feels DeeAnn should remain as president.
2.
Megan moves that Ryan serves as president. Daniel seconds. Voting is 3-2 with 1 abstention.
3.
DeeAnn moves that Norm be Vice. He declines.
4.
Ryan moves that DeeAnn be Vice. Daniel seconds. 5-0 with 1 abstention.
5.
Ryan moves that Daniel be treasurer. Megan seconds. Unanimous.
6.
Ryan nominates Megan as secretary. Marcello seconds. Unanimous.
New Board Officers:
President: Ryan Holdaway
Vice-President: DeeAnn Jennings
Treasurer: Daniel
Trousdale
Secretary: Megan Sanborn Jones
Other assignments:
TBA
Responsibilities
that need assigning to board members. We
will cover this next month.
1.
Front parking
2.
Rear parking
3.
Building Maintenance
4.
Landscaping
5.
Bidding and Contracts
6.
Insurance.
DeeAnn will call Tanya Toles again.
7.
Welcome wagon?
To make sure all new tenants and owners have the rules.
Parking
1.
Norm feels very strongly that we should not talk
about parking anymore but that we should just put a note on cars and then start
towing.
2.
Megan thinks we should follow the plans we
outlined in past meetings, to review the policies, get on the same page
3.
Daniel and Ryan suggest that we need to treat
the parking issue like new. We need to
define the problem and re-clarify for all new people. Then we give a warning and then we follow
through.
4.
Ryan thinks we should always talk with people
first before being punitive.
5.
Ryan will talk to Juan about moving his 2 things
now that he is no longer a resident of Park Place.
6.
Norm reiterated that he felt the board was
handling parking badly.
At the end of the meeting, Norm Tong resigned from
participation on the board. The board
encouraged him to take a month to reconsider.
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