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.