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Meeting was held in person at the Cannery Building – Members in attendance were Shawn Maynard, Bill Kerner, Kirk Chugg, Justin Wood. Also in attendance was John Sears

Discussed problems with the gate. It has been open for quite some time. The exit sensor in the asphalt failed and was replaced with a motion sensor. Since there was snow on the ground the new cable to the motion sensor was not buried, and was hit by the snowplow. It has since been repaired and the gate is now closed and working. We again discussed updating the look of the gate. We will bring it up in the yearly meeting which was postponed until June-ish.

John Sears reported on the financial position of the HOA. We are currently in good shape.

Talked about when collection of dues should start, specifically in consideration of Shawn’s new lot in the newest addition to our community. It was determined that the dues will be collectable when construction starts on the new lot.

The three new lots at the top end of Jessie Creek are not on the Pole Patch water system.

The sewer system has been completely taken over now by Pleasant View City. We are proceeding forward in doing the same thing with the Pole Patch Water System. Each resident will be required to install a new water meter when this happens.

We need to get the roads crack sealed as soon as possible. John will send an email out to all residents to see if they would like the same company to receive a quote from the same company to do their personal driveways.

We discussed how snow removal went this past winter. Everyone is satisfied with our current provider. Perhaps next year reflectors could be placed at the end of our roads so when there is snow on the ground the plow drivers know where the asphalt stops.

The road sign on Jessie Creek has been stolen. There are a lot of people outside of Pole Patch who know a code to get through the gate. We discussed wiping all the existing codes from the system, and “starting over”. This would be a rather large project.

Welcome – Shawn Maynard

Budget Review – John Sears: HOA is in very great shape. Balance sheet is pretty similar to last years. All owners received copies of the annual budget, cash flow and other financial information. The Board receives and approves copies of invoices every month for approval prior to payment.

Water/Sewer System Takeover: We have been working with the city trying to get them to take over some of our infrastructure (sewer and water). Currently Pole Patch owns the sewer system. The state made this illegal…it must be owned by the city. The city has now agreed to take over the sewer system. They are requiring us to turn this over to them in a good working condition. We put $18,000 into escrow to cover costs to have the system inspected and repaired where necessary. So far, there have been no major problems. This money will pay for any repairs necessary. Some of our system appears to be outside of our neighborhood. We have to get this surveyed and recorded. Currently, all billing will stay as it currently is. After the sewer system has been transferred over, they will start the same process with the water system. There will be some expenses to bring our water system up to code. Mainly back flow devices on non-culinary water uses. This will be required by all owners. There may be some water meters that need to be replaced as well.

Wadman/Kapp easement: We negotiated an easement with Wadmans which will keep their 30 acres to 3 lots. This will be better than the potential of up to 30 lots. The development will begin within the next few weeks. Kapps have 40 acres behind Fournier’s property that they are trying to get an easement to as well…Shawn as been working with them on an easement through the existing roads. Wadman’s have granted Kapps an easement through their property so this should protect our residents from a forced easement.

Roads/Snow: Justin reported that snow removal has gone well so far. If there is any problem with snow removal please let Justin know. Aspen paving who did crack sealing on our roads also did crack sealing for residents. This seemed to be a good deal for our owners. We will need some repairs across from Clark’s this year.

Gate/Cameras: There are sensor problems with the gates…this has been on-going. We have installed optical sensors, but are still having some issues. Currently the gates will not close. We have had discussions about replacing the Pole Patch Gate. It now looks dated. We have towers that are “leaning” and other issues. There was some discussion on if we should replace the entire gate – including the stone pillars, replace the mechanical gate itself, or just keep repairing the existing gate. The Board will get bids on several options for the gate. The cameras are also having some issues, but to upgrade to something with higher resolution would cost thousands of dollars. We will work to at least get the existing cameras fixed.

CC&R Amendment: Over the years, the board has made changes to the CC&R’s to maintain the “feel” of the community. We are proposing that section 6.09 be updated to more clearly define “aesthetics”. There were concerns that these adjustments might be might be too broad. – Vote was taken and this amendment did not pass.

Fire Review: Each of us as landowners need to be pro-active in removing fuels from our lots. The fire department has offered to help with this. We discussed contacting the forest service about helping to haul off piles of branches. The board will contact the forest service or

Elections: Bruce and Kirk have served their term. Kayla Decker was elected, and Kirk has agreed to serve one more year.

Fine Resolution: Several years ago a fine resolution was adopted, but never recorded. We have adopted and recorded a fine structure.