2015 ANNUAL OWNERS MEETING

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.