PPHOA Board Meeting Minutes--SEPTEMBER 2014

PPHOA Annual Owners Meeting Agenda

20 August 2014

In attendance: Kelsey, Karen Thompson, Norm and Shirley Tong, Ryan Holdaway, MSJones, Daniel Trousdale, DeeAnn Jennings

President’s Report

DeeAnn has been given the letter with the Board’s request to undo her filed claim on the parking space.  We will be revisiting this issue in our November meeting following the terms outlined letter. 

Treasurer’s Report

1.     Financial Standing (After deposits)

a.     In checking, we will have $46,553

b.     In capital reserve/money market, we will have $40,165.90

c.     Primary savings is $25 in the account to old the capital reserve.

d.     YTD we have put $9000 into capital reserve since September 2013.

2.     2 People are behind in dues.  Daniel has contacted them.  All are caught up or have been contacted. 

3.     What is the percentage?

4.     Ryan is also

5.     Megan needs to write a letter from the secretary certifying that Ryan is elected president and it needs to be signed.  Print and bring to Ryan. 

6.     Mountain America doesn’t require 2 signatures, but this is an internal process check and balance. 

7.     Ryan suggests that traditional bills be paid by Daniel (treasurer) alone.  But anything that needs a question, this needs a second opinion. 

8.     Norm moves we have 2 signatures on the checks as a means of checks and balances.  DeeAnn seconds.  Would having a third person on matter?  Most say not a need to put a third one on.

9.     Unanimous in favor of always having 2 signatures but not presigning.  If someone goes out of town for a long time, or there is a problem, we can bring the checks to a meeting

10.  Review of landscaping and how much we’ve been spending.  Looked at estimates for individual homes and an over-the-phone conversation with a landscaper. 

a.     $1300 over the phone

b.     Lately, we’ve been paying Otteson over $2000/month.  This is over half our dues.  Based on an estimate on another company, we may be paying a bit over.

c.     What was spent in previous years?

d.     Should we get additional bids to compare costs. 

e.     Jeff keeps a lot of the sprinkler repairs running.  If it is major, he calls the sprinkler guy to keep them going. 

f.      July alone was $2500 and June had been paid. 

11.  Ryan has a contact through his father and could get new bids for comparison.  Ryan will get 2-3 more bids for point of comparison. 

12.  Megan is also interested in years past to do a comparison. 

13.  Daniel will look back for 2-3 years if the info is available.

Secretary Update

1.     Still have by-law amendments to fix up and pass by you.  Working on that.  

2.     Review copy of By-law amendment.  If it is okay, I will have it notarized.

Attorney Review

Norm met with the lawyer to review.

1.     We haven’t registered with the Utah HOA database with the Utah chamber of conference.

2.     Proper report of reserve funds annuals.

3.     Having proper insurance with blanket and balconies, too. 

4.     Also, making sure we come in with the additional insured.  Get this in line. 

5.     There are a number of things.  Are we federally registered and filing taxes. 

6.     We can attend workshops, too.  Norm suggests that we make sure that we’re not jurrasic and out of date.

7.     Megan will look into getting on the database. 

Painting Project

1.     Painting is done and paid for. 

a.     Two exceptions--Teria Walker and Mitch Mason still need white paint. 

b.     Mitch will be in town.  Ryan will talk with him and work with DeeAnn to find a time to do both of these doors at the same time. 

2.     Norm has a handyman that he can recommend. 

a.     Megan will email Norm the charts

b.     Handyman will need confirm that the chart is accurate, especially size and number of shutters.

c.     Handyman will take care of it. 

Repairs

1.     Status of repairs on roof above Daniel and Megan. 

2.     Status of repairs to McKell deck.

a.     Tony is doing both of these repairs.

b.     Right now he is roofing a new project.  When he is done, he will be available to fix all the siding issues. 

c.     DeeAnn gets a written bid.  If it is in line with the oral bid, we will move ahead. 

3.     Estimate of sidewalk repairs.  Do we want to repair these now, or later?

a.     The total bid is for shaving the walk to be level.  Bid is $1335.

b.     Other issues is sidewalks that will be lifted.  This is both a trip hazard and a water run-off issue.

c.     It’s trees and water that makes the sidewalks ripple.

d.     Should we replace all the sprinklers?  This would be a big project, but we keep putting band aids on problems that are coming from sprinkler. 

e.     The concrete people are moving ahead without permission.  We will put a hold on it. 

f.      Let Ryan know in the next week about these spots.

                                               i.     Jeff has concerns about snow scrapers.

                                             ii.     If you feel strongly about something, let Ryan know. 

g.     Ryan will get bid on raising stairs, too. 

h.     Dirt needs to come in to protect the flower beds in the front buildings.  Mostly along the side.  The sprinklers are running to much.  Maybe we could ask Tony about better rain gutters. 

i.      Last time we did the gutters was in 1997. 

Karen—proposal to put a canopy in her backyard next summer.  We think this is a great idea, but ask that Karen send a letter explaining where, with pics, etc.  We have approved and will file the letter.