2015-12-8 December Meeting

December 8, 2015 meeting minutes

Present: Shawn Maynard, Cathy Montiereth, Brice Penrod, Golden Decker, Eric Stakebake

1. CC&Rs with cover letter to go out to all landowners and owners to vote on approval or not of CC&Rs.
2. Bylaws up for discussion:
   1. 1.02 needs to be changed regarding offices – The offices will be recorded on the Pole Patch website.
   2. 1.03 attach Exhibit A to bylaws doc
   3. 3.03 Annual meeting: change annual meeting to be in February of each year. Strike “during regular business hours” from document. Delete last sentence of 3.03 starting with “The first annual meeting of the association…”
   4. 3.04 change percent of people from 5% to 20%. Paragraph 2 to add “or email” to the list of transmissions accepted after “facsimile transmission”
   5. 3.05 delete last sentence starting with ” if no designation is made…”
   6. 3.06 add “and email” after “current mailing address”
   7. 3.07 remove “other than Declarant,”
   8. 4.02 delete irrelevant number of trustees and update to seven trustees, with staggered terms of service. Terms of service to be defined, elections of outgoing trustees defined, sentences regarding declarant to be removed; strike current paragraph “b.”
   9. 4.03 regular meetings – delete regular annual meeting. Meeting date and time to be posted on the Pole Patch Website. Delete unnecessary material.
   10. 4.04 update electronic transmission notices and strike notices and change from 15 to 10 days.
   11. 4.07 remove irrelevant wording regarding declarant and additional voting.
   12. 4.08 remove trustee appointed by declarant; remove other working regarding declarant and voting.
   13. 4.09 change wording to state that if notice is given in writing about an action outside of a meeting, to the trustees, if a majority response approves, without all trustees approving, then it is approved.
   14. 4.12 change 95 days to 30 days, prior to meeting for list of candidates. Change 15% of membership to nominate to any member may nominate a candidate, at any time up until the vote at the annual meeting.
3. Discussion on replacing road signposts. Road signs need to be updated. Discussion on making the signs look more like “Pole Patch” material – i.e., 6×6 wood posts with road signs hanging from arm on post.
4. Discussion regarding discrepancy in electric bill – this was looked at and verified to be correct.
5. Update on gate – ambulance device was broken and Shawn authorized replacement device. Addition of two more gate cameras: Shawn will contact them to have these installed.
6. Eric to schedule meeting space for annual meeting at PV City office bldg for 1st Monday in February (February 1st) as per CC&Rs, at 7 pm. Eric to notify John Sears to inform all members.
7. Committee to get two nominees for board. Joe Decker to find nominees.
8. Next meeting FIRST Tuesday of January at 7 pm – January 5th due to scheduling conflicts.
9. plan to finish bylaws next meeting.
10. Approval of meeting minutes
11. meeting adjourned.