2015-3-9 Annual Meeting

The 2015 Meeting was held Monday March 9th at 7pm

& Pleasantview city offices.

       Annual Meeting Recap Many thanks to those owners who attended the annual owners meeting on Monday night.   Quorum requirements were met…and those attending were updated on a number of matters.   In no particular order:

• Home Owners Cathy Montierth and Mark Stull were elected to the Board of Trustees. Their input on the Board will be greatly valued.  They will replace previous Board members Larry Kendell and Steve Wheeler.  Both Larry and Steve served on the Board for a long time and made significant contributions on behalf of the Community.  They will be missed, but we are all sure they will enjoy their “free” time!
• Annual Dues. The Board has approved a 2015 Budget.  It calls for no increase in the annual dues of $1,500.00.  An invoice for those dues will be emailed to all owners on the 10^th of March.  The due date for the 2015 annual dues will be April 1^st.  Those who choose to pay over the next 9 months will incur interest charges.  Please review the potential penalties if dues are received late.  Those can be found on the Pole Patch Web Site.
• Speaking of the web site…Board President Shawn Maynard has designed and launched a web site for Pole Patch property owners. The address is:  polepatch.com.   On this site, owners will be able to find important contact information as well as the CC&Rs and By-laws.
• Entry Gate. Steve Wheeler announced that a glitch was discovered at the gate and minimized the effectiveness of the keypad  entry protocol.   A new phone line needs to be installed and connected to the control box at the entry in order to make it more functional.   Once in place, new key codes will be assigned to each owner annually.
• Security Cameras. Shawn Maynard reported that recently, video from the cameras assisted in the identification of several people responsible for causing damage to owner property.  The Board has determined it will be evaluating the purchase and installation of a few more cameras at the entrance including a camera to capture license plates during night time hours.
• Guest protocol. When owners invite guests for a visit, the guests need to park at/on the owner’s property
• Board member James Healy discussed road issues over the past year.  A series of significant rain storms this past summer caused unanticipated road problems that required repair to the road base in a number of areas.  Cracks in the roads were also sealed as part of an annual maintenance schedule.
• Water System. Joe Decker reported  the upgraded water meter reading system is working well.  However, during the past year, it was discovered that owners were not being billed accurately for their water use.  As a result, the Association subsidized the annual cost to the tune of about $10,000.00.  The spreadsheet formula has been corrected, based on new billing percentages charged by Pleasant View.  In 2015, the amounts billed will accurately reflect the monthly and annual billing charges for water use.  Joe discussed water loss throughout the system and indicated there is a normal 10% loss of water in community systems and that at Pole Patch, the loss is about 7 percent.  Fire Hydrants were tested recently.  No water loss was discovered from the hydrants.
• CC&Rs. Shawn Maynard led a discussion on desired and proposed changes to the current governing document.  Addressed were the following points:

1. Grandfather clause ie: buildings existing prior to recording of document will not have to be updated.
2. Remove references to Declarant ie: original developer.
3. address setback requirements for out buildings 25′ from lot line or asphalt edge
4. Regarding new construction- reference to the quality of construction & approval by the board.
5. Define quorum per state law
6. restrict fractional ownership
7. establish protocol for communications including electronic, email, fax, website etc.
8. clarify restriction on landowner benefit from providing services for the H.O.A.
9. new construction- establish lot lines with survey.
10. when changes to old document- entire new document filed to replace old.
11. discussion regarding quality of construction for out buildings
12. discussion regarding limiting access to visitors *requiring them to be accompanied by lot owner.

*added at the meeting

 

Following the next board meeting an unofficial survey asking owners for their input on the above points.

 * additional items may be submitted via email prior the the next board meeting (Tuesday April 14th)

Once owner comments are received, the Board will present a finalized copy of the CC&Rs to owners for their review and vote…based on legal requirements.

• Decker, Joseph
• Dunkley, Ralph
• Healy, James
• Maynard, Shawn & Sharlene
• Parker, John
• Clifford, Sharon
• D’Agnillo, John and Elaine
• Fournier, James and Phoebe
• Kendell, Larry
• Madsen, Kendal
• Montierth, Brad & Cathy
• Penman, Rich and Marilyn
• Penrod, Brice
• Scott, Don
• Steuer, Bob
• Stull, Mark & Elody
• Wheeler, Steve

A – Elections – Larry and John

B – Pole Patch Items:

    Review Pole Patch website – Shawn

    CC&Rs – Shawn