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.