PPHOA Annual Owners Meeting Minutes
21 June 2014
In attendance: DeeAnn Jennings, Jean Tanner, Ryan and Liz
Holdaway, Marcello Loor, April Hemphill, Norm and Shirley Tong, David
Alexander, Jeff Oldroyd, Sherri McKell, Daniel and Margo Trousdale, Melissa Tengberg,
Kelsey Navasard, Georgia Porras, Gina Everett, Glen and Megan Jones, Lane
Brown.
Proxies: Anders,
Loutensock, Carruth (2), Knights, Masons, Toles, Evenson, Geisbrecht
Welcome: DeeAnn Jennings, President
Introduction of Current
Board of Directors
President’s Report
(DeeAnn)
1.
Painting
project
a.
Marcello will
do the painting
b.
We have paint
swatches. Someone will come around to
visit you. You will select your top 2
choices.
c.
Marcello will
let you know the day that your door is being painted. You will need to be home or have the door
open so that he can remove the weather stripping and mask everything.
d.
Make sure any hardware is replaced BEFORE the
painting. The painters will just mask around the tape.
e.
We plan on
getting started within the month. It
will be done within 1-2 weeks
f.
We are NOT
painting screen doors. Aluminum is very
hard to paint. You can replace your own
screen door, or you we can provide the paint name and number and you can paint
it yourself.
g.
All shutters,
balcony doors, and front doors will match.
h.
Marcello will
paint all the same colors at the same time.
2.
Siding repair
is underway.
3.
Other issues?
a.
Gutters on
the backside of Karen’s garage. The
roofer is coming today at 11 pm and will meet with Karen.
b.
Marcello,
too. DeeAnn will take care of this.
Treasurer’s Report
(Glen Jones)
1. Glen took over from Chuck to digitize the
records into quick books
1.
Financial
Standing—we are in great shape. Jean
Tanner agrees that there are other communities that are facing bankruptcy. We are doing very well.
2.
Audit Report
(Paul Navasard)—all was well.
3.
Where the
money goes:
a.
The report of
division is a little loose, since the records are hard to review since they are
all written.
b.
We bring in
about $40,000 years in dues, but then we only spend about $20,000.
c.
Our last big
purchase was new roofs. The next big
purchase is the painting project.
4.
Is the trash
okay? Since 2004-2005, it is about the
same. About $15/unit/month.
a.
Jean was able
to lower costs at her building by getting competing bids.
b.
Norm says we
need to be vigilant in making sure that we are getting the best price.
c.
Several years
ago, Glen and Norm have reviewed the garbage to confirm that our dumpsters are
the right size and determined that dumping 2x/week is the right about.
Secretary’s Report
(Megan Sanborn Jones)
1.
Audit Report
(Daniel Trousdale)—all the minutes are up to date, we have records, and all
action items were highlighted, so that helps to review records, all membership
records of the board are up to date. But
there are no up to date records of the assigned RV spots for parking. And there are RVs back there and we need to
assign those spots better so that we have the records on hand, etc. NOTE: the owner has to get permission, not
the renter.
2.
Digitizing
records/ Transferring to email notifications
a.
The key here
is transparency. We want to make sure
that everyone knows everything that is happening.
b.
We are trying
to move as much to digital communication for those who want—email
notifications, minutes posted on the website, FB notices, etc.
c.
We are also
making digital copies of all the governing documents so that we have
easy-to-read, search, and disseminate copies of the docs.
d.
McKells need
the 4 documents—Megan will provide these.
Discussion Items:
Parking (Ryan Holdaway)
We want to know from the
community what you think about how parking is working, how visitor parking is
working. There are cars that don’t move
a lot. And now, a trailer. For Ryan,
visitors park on the street. Do we want
to enforce it? Or do we toss it
out? The quagmire is when we makes tons
of exceptions and we want to be consistent as a community. What do you think?
1.
Norm adds
that the city of Orem has nothing to do with us. We cannot find a towing company, but one
company is willing to help us by towing.
This is an enforcement option. Norm
wants to tow.
2.
But, Ryan
reminds us that we live in a community.
3.
The markings
could be clearer. We don’t want tons of
signs, but could clearly amp up the curb painting. Melissa points out that we clearly need to
mark things better. She didn’t know we
had 14 visitor spot. How do visitors
know where to go? We need to address the
markings. We could also provide a map
for owners and tenants about parking.
4.
We need to
consider the aesthetics. The value of
the homes go down if unregistered/not-road-worthy vehicles are all over. The big problem is the unregistered cars that
aren’t moving.
5.
Shirley
suggests 1-2 warnings then more stringent steps be taken.
6.
Jean Tanner
points out that as a landlord we can enforce this via a lease that there are
only 2 cars. This is something that we
could handle at that level.
7.
Megan wonders
if we should consider the changing demographics of the neighborhood and recognize
that there are 3 car people and adjust the rules accordingly.
8.
April Hemphill
says that as a renter, the rules are clear.
If you park in visitors spots inappropriately you should get a note. You need to move it and then tow.
9.
Sherri says,
give a warning and then tow.
10.
Karen
Thompson says to tow as well.
11.
Make sure
that it is equally applied!!! DeeAnn
says it has been. Others disagree.
12.
Glen tells
the anecdote of a car in violation that needs to be towed or fined. But the board wouldn’t follow through. He says if everyone knows and is public and
transparent, we should follow through.
13.
Everyone
seems to suggest that we begin to tow cars that are in violation. DeeAnn points out that we were going to start
doing this, but we wanted to have the next meeting.
14.
The big
concerns are unregistered cars and families with 3 cars.
15.
Georgia
points out that is not in the rules that we can’t park RVs in the front. When we redraft the rules, we need to make
things clear so that we aren’t holding people accountable for rules that aren’t
written down.
16.
If you are
going to tow cars, we need to put a sign up that we will do that. We will need to figure out how to implement
that.
17.
DeeAnn closes
the discussion: we will take these suggestions and come up with a policy and
notify the community.
Remember that you can
drop suggestions into the black box.
If owners have tenants
here and the renters are not following the rules, we work with the owners.
Amendment 4.1 (DeeAnn)
CURRENT
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.
PROPOSED CHANGE (underlined)
4.1
Number. Amended 2014. The affairs of this Association shall be
managed by a board of 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 majority of the elected or
appointed directors must be owners; no more than two may be non-owners.
Moved: Ryan Holdaway. Second:
Sherri McKell. Voting: Unanimous.
Recognition of outgoing
Board members (DeeAnn)
Kim McClellen (replaced by Kelsey Navasard)—Kelsey will
probably be over insurance.
Chuck Schaelling (replaced by Glen Jones)
Norm
Tong
Larry Everett (replaced by Daniel Trousdale)—Daniel will
be treasurer.
Glen Jones
Election of a new Board
Member (DeeAnn)
1.
Norm is
willing to run again.
2.
Nominations
from the floor leads to questions about the time commitment:
a.
No more than
2 hours, 1/month. 3 year appointment.
b.
Jean Tanner
feels this is too much time.
c.
Norm argues
that we can get lots done in 1 hour if we stick to the agenda.
d.
From Glen’s
board experience. It is a seasonal
commitment. In the spring, there is a
lot more to be done. November through
April is lighter.
3.
Jean Tanner
agrees to run from the floor.
Megan
and Marcello count the votes.
4.
Norm Tong is
re-elected.
5.
The board
will keep Jean’s willingness to serve in mind.
Center Lawn Issue with
Children
1.
Melissa
points out: if you have a problem with the kids, please talk to the parents
instead of the kids.
2.
Many parents
complain about how toys are being thrown away behind the dumpster. Melissa suggests that that policy not just
right. We all pick up after each
other. It’s not good to have someone unilaterally
dumpting things they don’t like in an unsanitary place.
3.
We need to
solve the problem without pinpointing people.
4.
Glen—from the
conversation. The south sides of the
building. No-one will ever see it. It will be a process, we know where to
go. DeeAnn wants to just talk as a
board. Others feel that this is a matter
that can be solved as a community.
5.
Problems with
the toys:
a.
A safety
issue.
b.
It doesn’t
look nice.
6.
Counter
argument:
a.
There are a
lot of safety things. The lawn itself
(with its bumps and holes) is far more dangerous than the toys/bikes/skateboards
on the lawn and sidewalks. For example, Ryan twisted his ankle really badly on
the lawn just last month. Everyone just
walks around the toys.
b.
Megan doesn’t
think one person should be able to choose aesthetically for the entire
neighborhood. She thinks it looks just
fine to have some signs of kids in the yard.
7.
Solutions:
a.
Put name and
addresses on toys so they can be returned.
b.
Create a
lost-and-found area.
c.
For now: move any long-term unclaimed toys/bikes/scooters
on the south sides of the center buildings.
This is where parents can go to get toys if you can’t find them.
d.
Most
dangerous is the lawn. We’ve talked
about digging up and leveling the lawn.
This is a project the board really needs to consider for the
future.
Meeting adjourned for mix
and mingle.
No comments:
Post a Comment