MARCH 2015 Minutes

PPHOA Board Meeting Notes

March 11, 2015

Attending: Ryan, DeeAnn, Norm and Daniel.  (Kelsey was late and did not participate in the first half of the meeting.)

Reviewed February minutes and noted that some minor changes were needed.

Ryan motioned to accept minutes with changes, Norm seconded, vote unanimous.

Announcements

1)   Megan was not able to type a letter to the Orman Family Trust and said she could get to it in May, Ryan asked DeeAnn if that would be okay.  Daniel stated that it was already in the minutes and motioned to let the minutes stand.  Ryan Seconded, Norm and DeeAnn voted for to approve.

2)   Norm’s Attorney was not available to come tonight, but will come in April.

3)   Norm asked about Homeowners Insurance and stated that his Insurance agent mentioned that we could get coverage through the HOA and individuals would not have to get individual coverage for approximately $5 more a month.  We asked Norm to get more information.  Discussed that this may be part of the compliance issues that the Attorney that Norm has been talking with about our CC&R’s.

4)   Discussion about contacting the Post Office and seeing if we can assign a permanent post office address to one of the mail (gang) boxes in the HOA.  Doing so would make it easier for Daniel to collect the dues and eliminate the need to rent a PO box from the Post Office.  Norm will look into this.

Financials

1)   Accounts

a)    $47,468 in checking

b)   $42,056 in money market

c)    $25.18 in savings

2)   Three Units behind on Dues

3)   Tuellers had inquired about whether or not their dues were up-to-date.

a)    Old owners had paid through December.  They have paid for January and February and current until March.

4)   Bills Due

a)    Stewarts for Fertilizing and spot check pest control (981.18 for all of 2015)

i)     Ryan knows a few people and will solicit bids from them before we pay this.

b)   A&B Landscaping for Snow Removal and gutter cleaning ($760)

c)    Light Payments to the Tongs and Randy Pyne

i)     Daniel contacted the power company and determined that it costs $103 a year to keep the lights on outside.  Wrote a check to Tongs and Pyne to pay for 2015.  Payments due in January annually.

Discussion Items

1)   Landscaping Contract with Otteson Boys Mowing

a)    We know the product and appreciate the quality of work.

b)   We need to define roles and determine what can be subcontracted.

c)    Norm volunteered to be the point of contact for Otteson’s employees.

d)   Determined that we needed to add the following condition to the bullet point concerning maintenance of the complex to require permission from a member of the board for subcontract work over $300.

e)    Kelsey moved that we accept the contract with changes.  DeeAnn seconded it.  Ryan, Daniel and Norm voted “for”

2)   Repairs

a)    Siding and McKell Porch will be addressed by Tony, who we approved for the original bid.  Tony was contacted during the meeting and agreed to meet on Friday.

b)   Gutter Guy will be out on Friday to repair the Karen Thompson and Karen Grants gutters, and clean the down spouts.

c)    Ryan will contact Bonneville Asphalt to repair the pot hole and get a bid/solicit feedback on crack repairs.

3)   Non Owner Cars

a)    Green SUV has been parked for months without movement.

i)     Does not appear to be in working condition

ii)    We do not know the owner

iii)  Ryan volunteered to leave a note on car asking the owner to contact him within 7 days.  If no contact is made, we will have the car towed.

b)   Black SUV owned by a renter’s sister has been parked in the parking lot to avoid it being repossessed.

i)     Car does not belong in the parking lot

ii)    DeeAnn will talk to Jeff and ask that the car be removed.

iii)  Did not set a timeline for removal.

4)   Shutter Update – Kelsey

a)    Employee at Lowes was not helpful.

i)     Kelsey moved that we contact a general contractor and have them compete the project.

ii)    Ryan said that he had talked to his brother when we got the $1400 bid to hang the shutters, that his brother asked why we did not go through a general contractor.

(1) Ryan will talk to brother about getting bid and Kelsey will ask Randy Pyne for recommendation

Meeting Adjourned.

FEBRUARY 2015 Minutes

PPHOA Board Meeting Minutes

11 February 2014

Announcements:

1.     Megan made a note on top of the edited copies that: they have been edited and readers should refer the actual documents, which are the legal versions. 

2.     The most recent amendment was notarized and filed.

3.     Annual Meeting minutes and fall newsletter were delivered to all occupants and mailed to all off-site owners. 

4.     The Smiths have sold their unit to a woman who will be renting it to her pregnant daughter and son-in-law.

5.     In the last meeting, we decided not to shave sidewalks or lift sidewalks this year.

a.     The problem is that in the front, the water is running off.  The water is being trapped between sidewalk and buildings, so the sidewalks are sinking below the level of the foundation.

b.     We had someone blow out the gutters but not the downspouts—don’t use this person again.  (Good that we didn’t have any snow.) 

6.     PO Box Update

a.     We were in arrears and they blocked our account.  We need to reopen an account.  Megan is the name on the account now, but the name should be updated with whoever is on the board.

b.     Who had checks returned?

                                               i.     Knights

                                             ii.     Caitlin Jans

                                            iii.     Jean Tanner

c.     Dues are DUE on the 1^st of the month but are late after the 10^th. 

d.     PO Box fee is due by 15 January every year. 

e.     Unanimous.  Move the due date for the lights to January. 

f.      Daniel will check the kilowatt hours to see if we are reimbursing the Tongs and Pynes are being paid enough.  We will adjust if necessary. 

Financials

1.     There has been no bill yet for January. 

2.     Checking has $44, 924.91.

3.     Capital reserve money market $40,179.32

4.     Primary savings $25.18

5.     Remember DUE each

Discussion Items:

1.     Response to Orman Family Trust letter.

Ryan attempted to negotiate a win-win situation last month not realizing the emotional connection to this issue.  He recognizes that we want to move on.  Megan will draft a letter agreeing to drop the issue.  Don't use the word permission, DeeAnn thinks the HOA can’t offer permission. 

Daniel Trousdale asks for temporarily having a parking spot from now until April in the west side parking lot.  Unanimous yes! 

We need to clean out the back parking lot and open it up for others.  We should think about this. 

2.     Paint/Shutter project

Ryan will check with mini shutters to Kelsey

Megan will send Kelsey the updated shopping list

Kelsey and husband will go to Lowes and find out stuff.

a.     Where is the paint Marcello used for the doors?

b.     We need to find a painter to finish the last row—Mason door and Walker door still need to be painted white.  Who will coordinate this?  (Match the paint from Marcello.)  Not worry about for now.  Ryan will check with Marcello about white paint. 

c.     We need to contract with someone to remove the old shutters, match color, and hang new shutters.  Who will head up getting some bids?

                                               i.     Could a siding company sell us the shutters and do the hang

                                             ii.     If we buy from Lowes, do they have folks to hang?

3.     Repair updates

a.     McKell deck—has not started yet.’

b.     Flashing between Trousdale and Jones roofs—still not done.

c.     Eaves on the end unit facing McKell house.  Ryan will contact a new one.

d.     We need to find someone other than Tony, who never did the work.  Who will head up getting bids and moving ahead with these 2 repair projects?

We had to check the roof on the Masons.  There was a leak on the fire place and paid a bill to repair carpet.

Siding came off during windstorm, this was pushed back in place. 

Karen grant.  When it rains, her gutter is not catching her rain—it is ruining her fence. 

Ryan will call good gutter guy to come out and clean out downspouts now. 

In our new contract, no matter who we hire, you can’t contract any work with outside people without. 

Do we need to keep Jeff going?  DeeAnn likes his work, thinks it's a bargain. 

DeeAnn will contact Otteson get next year’s contract. 

4.     New Board Members

a.     Sherri McKell?

b.     Others?

c.     Who will contact these to invite them to join board?

Let it go for now.

Future Action Items

1.     Review and update Rules and Regs—these are out of date.

Next meeting—lawyer to talk through.

2.     Megan and Kelsey to welcome new tenants/owners.  Who do we need to contact?

3.     Draft job descriptions for each position to ease transitions between board members.  This is not official, but a helpful reference guide to outline responsibilities, hours/month, deadlines, etc.