eric stakebake

Annual Meeting Minutes 2017

 minutes  Comments Off on Annual Meeting Minutes 2017
Feb 072017
 

Present: Kirk Chugg, John and Elaine D’Agnillo, Garren Decker, Joseph and Sharon Decker, Bruce and Kathleen Engleby, James and Phoebe Fournier, Kendal and Kass Madsen, Shawn and Sharlene Maynard, Brad and Kathy Montiereth, David Park, Don and Mindy Scott, Eric and Sheryl Stakebake, Mark and Elody Stull, John Parker

Shawn Maynard opened meeting.

John Sears: Finances: overview of finances, including current balance, and need for a reserve study to budget for ongoing needs. Roads, snow removal, water, electricity and other budgeted items briefly discussed. Healthy budget.

Positions on the HOA Board: Eric Stakebake and Brice Penrod leaving. Nominations, second of nominations needed. Voting if needed.

Don Scott: Report on water: Bill Goss, who used to run the water services for the HOA, retired, and his position needs to be replaced. Offer extended to PV City for this. Tyson Jackson was contacted. So far, no signed agreement with the city, but this is close. Tyson has agreed to take over sampling, monitoring, etc., and is going to get paid as an individual even if PV City is not willing to take over the monitoring.

Elaine D’Agnillo: snow removed, roads taken care of in the spring, assess needs again in spring for possible crack sealing

Shawn Maynard: Gate and Cameras: gate interface working, gate cameras up and running, street signs up and look great, yield signs need to be placed still, gate might benefit from a bit of an upgrade. Solar installation was approved in general, on the roof, with other criteria in the notes on the web. Dave Park introduced – moving into Larson’s house. New home going up next to the Scott’s. Someone buying lot next to Jesse Creek and Joe Decker’s house.

Board nominations: Kirk Chugg and and Bruce Engleby nominated, and nominations received a second. They were unanimously voted in. Board meeting dates, times, and place discussed: 2nd Tuesday of the month at the North Ogden Cannery Bldg. No meeting in February this year.

No questions needed answering.

Meeting was adjourned.

 

New neighbors: 2017

January- David Park- bought Larson home

March – Shauna Christofferson bought lot south of Engelsby’s

March – Rick & Charlene Thaler bought dustin neilson property

August – Michael Mansfield bought lot on Waterfall

August – Wes & Nikki Whitehead bought Robert Chugg home *across from Jeff Clark

October- Ron & Sue Peterson bought lot on s/w corner Jesse creek / pole patch

October – Justin & Erika Wood Bought barker home top/end of pole patch next to D’agnillo

 

 

2016 4-12 April meeting

 minutes  Comments Off on 2016 4-12 April meeting
Mar 092016
 
  • Present: Shawn Maynard, Mark Stull, Cathy Montiereth, Elaine Dagnillo, Don Scott, Eric Stakebake. Excused: Brice Penrod
  • ccr- record
    • CC&Rs printed and ready to sign. Bylaws printed and ready to sign. Shawn will follow up with Brice to get docs signed, notarized and recorded
  • gate- lights
    • Gate lights permanently stuck on. Photo eye possibly needs to be replaced. Eric will fix this and replace light bulbs that are burned out.
  • cameras- install 3 new cameras
    • Brice?
  • street signs
    • Shawn: has contact for bases and timber
    • Elaine to find reflective tape for placing behind signs. Colored tape?
      • signs to be replaced: all street signs, yield signs.
  • crack seal
    • Aspen Paving for crack seal has been used in the past
  • weeds
    • Tractor for Hire; John Dixon: 801-940-0232 for weeds
    • Schedule to have edges mowed
    • spray for weeds – puncture/goat head weeds
      • Shawn sending email to John Sears to send to all landowners about Dyer’s woad and the puncture weed removal.
  • Water things – Don
    • Don spoke with Bill – Bill concerned about the system, possible upgrades, pump house – lower one – needs to be repaired/replaced. Don will look at the lower pump house.
    • Bill has tried to get the people who check water quality to get it checked as it is supposed to be. Lab in Ogden has not been doing this.
    • Can the person who is doing water quality checks for PV City take over for Bill? Or, NO City person?
  • Concern about spring between Madsens and Larsons? Clean up? Mosquito problem? Is water flowing through? Don can talk to them.
  • Next Meeting
    • May 10, 2016 at the NO Cannery Bldg.

2016-01-05 January Meeting

 minutes  Comments Off on 2016-01-05 January Meeting
Dec 092015
 

January 5th Meeting:

Excused:, Eric Stakebake

Absent: Cathy Montierth

In attendance: Shawn Maynard, Bryce, Joe, Mark, John, James

Annual meeting February 1st at 7pm at Pleasant view City Offices.

Board Member Nominations- Elaine D’agnillo, Bruce Engelsby –  To fill vacancies left by Joe & James

Assignments for annual meeting:

Joe- to report on Water

James- to report on Roads

John- ccr- vote/ bylaws vote- & budget

Shawn – Preside/elections

 

 

 

Discussion regarding new decorative sign posts to replace the original metal posts… *at a minimum new signs need to be created & installed … but the board thought it would be nice to install new more attractive signs that worked with our mountain theme.  Estimate on the cost of these timber posts is $200 for the single post & $350 for the 4 post… + the actual road sign + cost of installation. – Board consensus is the 4 post pole.

 

 

sign post 1sign post 2

2015-12-8 December Meeting

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Dec 092015
 

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.

2015-3-9 Annual Meeting

 minutes  Comments Off on 2015-3-9 Annual Meeting
Mar 052015
 

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 10th of March.  The due date for the 2015 annual dues will be April 1st.  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.

In Attendance :
  • 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
Annual meeting agenda
A – Elections – Larry and John
B – Pole Patch Items:
    Review Pole Patch website – Shawn
    gate – Steve
    camera – Steve
    water – Joe
    roads – James
    security – Shawn
    budget – John
    CC&Rs – Shawn

2015-2-18 February Meeting Minutes

 minutes  Comments Off on 2015-2-18 February Meeting Minutes
Feb 182015
 

Pole Patch Board Meeting

February 18, 2015

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

 

Meeting called to order. Quorum not present to vote on past meeting minutes

 

1) Insurance: Bill Goss insurance check – look into this and find out why we are paying his insurance

 

2) hydrants have been checked for leaks – no leaks reported; expect bill for this. Water used vs billed still has discrepancies.

 

3) CC&Rs: open to input from all Pole Patch residents

  1. A) existing document – concerns addressed in document.

Section 7.01 offices of Association will be changed to reflect that information will be found on PolePatch.com.

9.04 date will be changed to April 1st for payment of assessments – options are to pay in full, or to pay in equal installments. Fees assessed by association for late payment.

Add (for attorney) – grandfather clause; reference to declarant eliminated, setbacks for outbuildings not properly defined – auxiliary bldgs set back 25 feet from edge of asphalt road and abutting property lines; add construction on property to be preceded by survey with marked property corners/lines; new construction materials – legal reference that refers to building materials are required to be of upscale quality construction and be approved by the board; quorum – needs to comply with state law; restriction of fractional ownership; add protocol for appropriate communication to include electronic communications, faxes, emails, web address access – these need to be in “form of certified letter”; clarify restriction on any owner benefit from working for HOA; if changes happen to document that need to be recorded, an entire new document needs to replace old document in its entirety.

 

4) Shawn to add above items to CC&Rs; board to discuss on March 4th at 7 PM. Review items above one last time. Electronic form to be emailed after meeting to residents and by Friday, submit any further concerns. Paper form to be distributed at annual meeting on the 9th of March and voted on, then sent to lawyers.

 

5) Will discuss new Board meeting day

 

6) New Board members: Departing board members to attend first meeting of new elected board to hand off materials, etc.

 

7) Codes for gate – discussion about possibly changing gate codes

 

8) Cameras – insufficient to get information from vehicles/people going in/out

 

Agenda for next month:

  1. Add cameras?
  2. Transition for board members leaving/new board
  3. Discussion of new codes – discuss ideas on codes – family and visitor codes?

 

 

Conclude meeting

Next meeting at 7 PM Wednesday March 4th at Cannery Bldg.