PPHOA Annual Owners Meeting Agenda
20 June 2015
Attending:
David Alexander, Norm and
Shirley Tong, Karen Thompson, Karen Grant, DeeAnn Jennings, Megan Sanborn
Jones, Gina Everett, Denise and Trent Tueller, Miranda Madsen, Sherri and Matt
McKell, Daniel Trousdale, and Ryan Holdaway.
Proxies
Rose Fernandez, Jeff
Oldroyd, Lillian Andhers, Ellie Giesbrecht, Lane Brown, Navasards, Caitlin Amin,
Barbara Loutensock, Ron Carruth, Ron Carruth, Evensons, Masons, Grants, Trousdales
Total voting: 24/37 units
Welcome:
Ryan Holdaway, President
·
Introduces
himself.
·
The board
introduces themselves around the circle: Norm Tong, DeeAnn Jennings, Megan
Sanborn Jones, and Daniel Trousdale.
Kelsey Navasard is on vacation.
From the floor: how is the board made up?
·
Currently, we
have 6 members
·
Can have no
less than 3, no more than 9, with no more than 2 renters
·
With the
election we will have 7
President’s Report (Ryan)
1.
Update on
exterior architectural project (new paint on doors and shutters)
a.
Doors were
painted last year
b.
This year,
this project should finish happening. We
have purchased the shutters and they will arrive in 2 weeks, at which time we
will finish the project.
c.
We are all
excited for the new, updated look.
2.
New project:
updating the CC&Rs and By-laws
a.
Our community
was incorporated in 1985
b.
There has
been a new state law passed since then.
c.
We voted to
hire a lawyer to update the entire the CC&Rs. We have a contract that we are
reviewing. We anticipate that we will
sign this and work with the lawyer over the next year. Things that may be impacted are:
i. The
insurance provision.
ii. Schedule of fines specific to violations.
iii. HOA registry.
Nor do we have part of the by-laws that we must be.
iv. CC&Rs with a statement for renters need to
deliver as part of the rental contract.
d.
Megan reminds
that these won’t just be changed, but we will need to have a full meeting (the
lawyer would be there to answer questions) and 2/3 of the owners would need to
vote to accept any changes. (2/3 votes
is 24 units.)
3.
Neighborhood
reminders:
a.
If we park
anywhere on the property, we need to have current plates. This means registered with the state. It keeps the parking lot from becoming a used
car lot.
b.
We can’t put
cable dishes on roof.
a.
We might look
at making a uniform statement when we update the CC&Rs.
c.
We should
pick up after ourselves: trash in parking lot, toys on the sidewalk, garbage
that misses the dumpster, and dog poop.
Please pick up the dog poop.
Treasurer’s Report (Daniel Trousdale)
1.
Financial
Standing
a.
Capital
reserve is in a money market account to have a higher
b.
We paid out
quite a bit more than we brought in. There were a number of
c.
Most HOAs
spend 25-50%
d.
We are aware
that our landscaping costs are high. We
are exploring options to control these costs.
e.
We are
looking at cutting down expenses with trash hauling. Our current trash collectors, Republic,
raised rates without letting us know. We
have found another company and may change to save money.
f.
We are
looking good going forward with smaller projects this year, so Daniel doesn’t
anticipate a negative balance again.
You
can always talk to Daniel if you have any questions about the money.
2.
Audit Report
(Karen Thompson and Ellie Gisbrecht)
a.
This year, we
went digital so that all our records are being kept on a computer.
b.
We are able
to link all our expenses to the checking account—anything that happens is
automatically updated on the computer.
It prevents loss.
c.
We don’t have
paper records anymore.
d.
Karen pulled
out 6 different receipts and matched with the computer. They all matched.
e.
Ellie did the
same.
Secretary’s Report (Megan Sanborn Jones)
1.
Email as the
default communication method. You will
need to opt-out of email in writing. She
will be contacting everyone to make sure she has the best address for
communication.
2.
Audit Report
(Denise and Trent Tueller)
a.
Missing is
the October minutes.
b. Megan will
add those to the records box.
c. Updating
the parking spaces in the back. We need
to request new requests. These are all
out of date.
d.
What is the
process?
i. Some spaces are assigned to single garage units.
ii. All others are assigned by permission of the board
with written notice from owners filed with the secretary.
Any other business from the floor (Ryan)
1.
Trent Tueller
has question about architectural changes (like a door).
a.
Any changes
need to be asked in writing to the board.
b.
If approved,
then the unit would need to pay for the change themselves.
2.
Power washing
has not been historically part of something that we’ve paid for, but individual
owners can take care of that.
3.
David
Alexander wonders: How about tinfoil in the windows? We should probably take care of this to
maintain a pleasant look to the neighborhood.
4.
We are trying
to be more accessible to our owners and residents. All our minutes and governing documents are
available online on our website.
Recognition of outgoing Board members (DeeAnn
Jennings)
Kelsey Navasard
Ryan Holdaway
Marcello Loor
They all did hard, and
sometimes difficult work. We thank them
very much for their contributions.
Election of a 3 New Board Members (DeeAnn)
From the nominating
committee:
1.
Ryan Holdaway
2.
Sherri McKell
3.
Denise
Tueller
From the floor:
1.
Matt McKell
2.
Ashlee
Contario
Discussion
·
In the next
meeting, we can expand the board to include more people, up to nine. Some homeowners believe this is a good
idea. Others feel that 7 is enough.
·
We will also
assign roles on the board at the same time, so people are not running for a
position but for a spot on the board.
New members on the board:
1.
Denise
Tueller
2.
Matt McKell
3.
Ryan Holdaway
Final thoughts:
·
Trent wonders
about raising the dues to cover more of the projects we have coming up. We can discuss this as part of the upcoming
conversations, but in the past, the policy has been to simply spend less than
we bring in.
·
We may be
considering adopting a new insurance policy that would impact dues, too.
o
This possible
change is due to a new law that requires that HOAs cover all of the houses up
to 100% of the cost of replacement. The
HOA sets a very high deductible to discourage frivolous claims. Then all homeowners add an H06 rider to their
insurance to help defray the cost of the deductible. Our dues would go up, but our
private homeowners insurance would go down significantly.
o
Since we were
incorporated before 2012, we can choose whether or not to follow this or to
continue as we have been.
o
We wouldn’t
need to have the “additional insured” if we changed.
·
Matt has seen
lots of projects and has appraised a lot of projects. It shows very very well. It presents itself very well—the lawn, the
exterior, the new roof, the parking. The
community feel is so great.
·
It’s so nice
to park and not get booted immediately.
The Tuellers love it, too. The
kids are so nice.
·
Matt points
out that sometimes one can have too many rules, and other times not
enough. The trick is to get the balance
correct.
Adjourn and refreshments.
