PPHOA Board meeting JUNE 2015

PPHOA Board Meeting Agenda

18 June 2015

Secretary:

Megan would like to draft a letter to Geneva Financials explaining our insurance situation so that the Madsens can close on their home (Toles unit).  Board drafted a letter together.  Megan will send first thing in the morning. 

Financials:

1.     Report of current funds

Daniel has prepared a report for the annual meeting that shows the percentage of the dues that are spent. 

·      We have spent $13,000 this year.  This was big projects. 

·      Painting fees were $8150.

·      $7200 roofing

This year, landscaping (from Otteson and Darington Tree) was 40% of our dues.  This is up $2700 from last year.  We don’t know why.

·      This is concerning because this was a very light winter and there wasn't a lot of snow removal.

·      Daniel checked on some online boards and the response was that HOAs generally spend between 25-50% in landscaping.

·      We reiterate that we would like itemized bills from Otteson Mowing by time—not just by task with a price.  Norm will follow up. 

Daniel and Megan pulled the records for the last 7 years and we are currently paying nearly double what we paid in the past.  Our landscaping is exponentially higher than once it was. 

·      DeeAnn: Do we like the way it looks? Yes. 

·      But Ryan suggests that we should not assume that a different lawn care people would not also keep it looking nice.

·      Daniel and Megan agree that we might find a different lawn care group that keeps it looking nice but be less expensive. 

Checking: $56,054.96

Capital Reserve: $43,187.93

Savings: $25.18

2.     Behind on dues?

a.     Pynes are current through 1 January 2016

b.     Tuellers are current through 1 January 2016

c.     Christensens still $1200 behind—Ryan and Megan have spoken with them.

d.     Walker still $400 behind—she is catching up.

e.     Knights still $300 behind—they are catching up.

If you haven’t paid, you can’t vote.  Reminder, dues are due 1^st of the month.

Megan and Daniel will get audits for financial and historical.  We need 2 for each.   

Reports on action items from last month:

1.     Trash removal (Norm)

We are currently under contract for both Republic and ACE. 

Republic says they we renewed a contract with them in February and that they would increase our dues.

·      We never renewed a contract and we were never notified of any increase in dues (this happened in November. 

·      It has been slowly increasing. 

We need to talk to Republic and get a copy of the alleged contract.  

ACE picking up the new dumpsters and will let us out of the contract until we resolve things with Republic. 

DeeAnn will call Republic and get a copy of the alleged contract. 

We would like to switch to ACE, so we need to figure out things with Republic first. 

2.     Conversation with Porras/Harrisons about satellite dish on roof (Ryan)

Georgia knows they need to remove it from the roof, but they haven’t yet and it’s been months.

Ryan will follow up with the Porrases.  If it is not removed in 30 days, we will take further action.

Reminder that the CC&Rs say that satellite dishes must be below the roofline.  Aesthetically, we might want to reconsider this for the future and ask for them to be lower or to be uniform on the back.  This is something we can deal with when we do the CC&Rs. 

3.     Bids to complete exterior update project (Ryan and DeeAnn)

Ryan contacted 9 builders for bids.  We have 1 in the hand and 1 on the way.

            $2070 to remove and replace the shutters. 

DeeAnn has a bid.

            $3428 to remove and replace the shutters.  (If we buy the shutters)

We will add to any bid the attic louvers and the painting of the last 2 doors (Mason and Walker).

Lowe’s price for the louvered shutters about $3000 for shutters.  Free shipping.  We would need to pick them up at Lowes.  This is $1000 cheaper than the nearest contractor bid.

DeeAnn will purchase the shutters from Lowes ASAP.

Ryan will get a truck to help move the shutters onsite.  We can store in his garage if there is an overlap in time before the contractor can hang the shutters. 

Shutters will take 14 days to arrive, then we want to hang immediately.

We will review the last bid and select a contractor via email this weekend!!!  Yay!!!

4.     Tree trimming. 

a.     We had 4 bids.  $2500 low bid from James Batton.  $6000 from Darrington. 

b.     Norm has very explicit details as to what the work order would be. 

                                               i.     They will trim and thin the Mulberry and the Linden trees.

                                             ii.     We also need to spray—we have lots of aphids. 

                                            iii.     We also have 2 heavily diseased trees with fire blight in front. 

Norm will follow up with any other questions.  We will vote on this in the next meeting.

Next meeting

·      DeeAnn is gone 3-18 July

·      We will have new board members

·      Norm would like to move meetings back to Tuesday.

·      If Daniel gets into his program, then his last month on the board will be August.  If he doesn’t get into his program, his last month on the board will be December. 

·      We will find a new time for the meeting once the new members are elected.  

5.     Repair of Hemphill/Tanner door (Ryan)

CC&R 5.2 Exterior Maintenance. The Association will provide maintenance upon the exterior of each home, fencing, garage and the Common Area as follows: paint, repair, replace, and care for roofs, gutters, downspouts, exterior building surfaces, trees, shrubs, grass, walks, streets and other exterior improvements except glass surfaces. In the event an owner of any Lot in the Properties shall fail to maintain the premises and the improvements situated thereon in a manner satisfactory to the Board of Directors, after a resolution is passed by two thirds of the Board of Directors, the Association shall have the right, through its agents and employees, to enter upon said parcel and to repair, maintain and restore the Lot and the exterior of the Unit and any other improvements erected thereon. The cost of such exterior maintenance shall be added to and become part of the assessment to which such Lot is subject.

·      There is a difference of opinion on whether we should cover the doors.  DeeAnn says common says doesn’t say that.  Ryan says he believes we should follow the rules.

·      DeeAnn feels very strongly that we shouldn’t repair exterior things.

·      Ryan and Megan says it’s pretty clear in the CC&Rs and are committed to following the rules.

·      We voted to follow the rules. 

·      Daniel says this is something we want to make clear when we rewrite the CC&Rs. 

·      Ryan feels that exterior means exterior, without exception.  Megan agrees.  Megan feels that if we want to change what we cover, then we need to change the rules.  Until then, we should follow the rules.

·      DeeAnn very much disagrees and thinks we should decide on a case-by-case basis what we mean by “exterior.”

·      The Tongs feel we should follow precedence, regardless of what the rules say. 

·      Megan reminds everyone that we voted on this very issue 6 month ago and that we voted to follow the rules for exterior maintenance.  (See minutes of 08.20.14 for the full record of that conversation.)  She feels that we already decided this issue and doesn’t know why were are talking about it again. 

·      DeeAnn says common sense should rule.  Daniel and Megan suggest that common sense is not the same for everyone.

·      DeeAnn feels that Ryan should not be able to pay for repairs without talking to the rest of the board.  Daniel agrees.

·      Ryan, Megan, and Daniel point out that there have been several other repairs that we paid for without talking to the board.  Megan wonders if we want to start holding payment on EVERYTHING until we discuss with the board.  This doesn’t seem like a good thing to anyone. 

·      Ryan maintains that he acted in good faith:  in the past, small repairs to the exterior (under $500) have been paid for without clearing the payment by the board.  This was the same.  Megan agrees.

·      DeeAnn says she doesn’t care what Megan thinks. 

·      DeeAnn moves that we hold off on external repairs until we get the CC&Rs updated.  Norm seconds.  Unanimous.

·      We must discuss what issues need to come to the board after we have fixed the CC&Rs. 

We need to move ahead the CC&R changes.

Ryan chose not to sign the lawyer form because he is off the board in 2 days and doesn’t want to be beholden to the future. 

·      DeeAnn signs the form, and is ready to stand by that signature.

·      Megan will co-sign after she reviews the contract again to make sure they are not any other questions.  She will sign it and get it back to DeeAnn on Saturday, if she thinks it’s okay. 

Should we hire a management company? 

Megan says no. 

Ryan has had bad experiences with management companies in the past.

Others are also unsure if this is a good idea.  Norm thinks we should still consider it. 

Ryan suggests that instead, we should create a culture where people want to be on the board.  Norm, Megan, and Daniel agree this is ideal.

·      We should present a unified front and limit our friendly disagreements on issues to the meetings.

·      We could also solicit feedback from the neighbors.

·      We should reach out and have other participate in business of the community, without requiring the time commitment of the board so that all are invested.   

Plan June Meeting

1.     Agenda items (see attached for tentative agenda).  Megan will make the changes to the agenda.

2.     Nominating Committee (Megan and Norm)

a.     Ron is willing to help out but not run.

b.     Ryan Holdaway will run

c.     Sheri McKell will run

d.     We are waiting to hear back from Denise Tueller

e.     Randy or Anne Pyne are willing to run next year.

f.      Georgia is willing to serve when a position is available. 

g.     Left a message for Jean Tanner and Ashlee Contario

3.     Megan maintains that it is unwise for family members to serve on the board together.

4.     Everyone else disagrees. 

5.     Except Ryan who points out that when family members serve on a board together, there is always a perception of collusion, even if it is not true. 

6.     Norm will follow up with Ashlee. 

  

Parking. 

We have a tow company.

Ryan has a brainstorm of having passes that go in the windows of cars.  This would solve many issues.  Many think this is a good idea and worth exploring further.  Later. 

We have lots of unlicensed vehicles.

We will discuss this later. 

Other items

1.     Lifting sidewalks.  We are not doing that this year.

2.     Board policies – balconies.  The board polices are in the notebook but are probably not current or necessary to review as we will be changing the CC&Rs. 

3.     Date of the next yard sale.  Megan will find dates to present in the Saturday meeting.

4.     Karen’s freezing pipes are her responsibility because it is in the house.

a.     DeeAnn feels strongly that the board not be responsible for things inside people’s houses, even if it was a builder error.  She points out that earlier boards resolved not to be responsible for builder errors.

b.     Ryan points out that if resolutions are not the CC&Rs, they are not binding and we need to follow rules not oral history.

c.     All agree that the larger issue is that the pipes are on the inside of the Thompson unit.

d.     Megan moves that the board is not responsible. Daniel seconds.  Unanimous. 

5.     Karen Thompson’s gutter over the garage.  (Ryan is going to check and see if the downspout is plugged.)

6.     Megan will text Randy to talk to his tenents about their dog. 

7.     Megan will draft a letter to XXX about mud on the back of the unit.