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In attendance: Shawn Maynard, David Park, Elaine D’Agnillo, Wes Whitehead, Kirk Chugg, Don Scott

Not in attendance:  Bruce Engleby

Agenda:

Road Slurry Contract- * cost for slurry $65,000 every 7 years for the upper portion.  This will be starting the end of August.  At this point, the lower section of the road would not benefit from crack sealing.

Cost for major repair on lower section will be $100,000  in about 10 years.

Snow Plow Contract- Elaine will follow up on this.  We are looking for someone who will charge us an hourly rate for the plowing. And will assign us a specific person to do a good consistent job for us.

Finance discussion- do yearly dues create enough income to cover ongoing road repair? current yearly surplus is about $10,000 but we need $15,000 yearly for proper roads maintenance.  $5,000 yearly for unknowns- water system – excess snow etc.

We need to increase our assessments to raise an additional $10,000 per year.  This will be approx $350 per household.  This will increase our yearly dues to $1,850 beginning in 2019.

Fire Safety – The fire department would like to come to our yearly meeting and discuss fire safety.  We will invite them in February.

clearing fuel

Phone tree – Dave will take the responsibility to create a contact list.  If there is an emergency please let Dave Park know (801) 390-7189 and he will send a text blast out to everyone.

We will bring up mowing along the roads at the yearly meeting.

Water – we are currently required by the state to test our water 3 times per week.  This is just done with a test strip and reported online.  There is a meeting on August 23rd to begin the discussions for the city to take over our water system.

For new construction in Pole Patch, the home owner is responsible to purchase and install a water meter prior to using any water.  Our source for water meters is Meter Works:  1199 W. 850 N., Centerville, UT  (801) 292-7900

We will ask John to add information to the “welcome packet” about needing to put a meter in before using any water, or they will incur a fine.

Next Meeting is Tuesday September 11th

June monthly meeting

Excused- Bruce Englesby/ Dave Park

in attendance..

Elaine Dagnillo/ Don Scott/ Kirk Chugg/ Wes  Whitehead/ John Dagnillo /

Neighbors also in attendance/ Bill & Janet (in Kendall’s old house) Mark Stull

agenda

1. Road Presentation (Tim Biel, Ryan, PEPG CONSULTING L.L.C.) see engineering report provided for details
   1. Total rebuild not required as base seems to be good.
   2. Seal coat should be done every 5 years.
   3. Most expensive option needed for best result would be normal maintenance for the top half spot patch, seal coat, and complete new asphalt lower road.
   4. Least cost option is scrub seal, maybe helps for another 3-5 years.
   5. 2 inch overlay, 10-15 years $160k-$170k with fabric ~$190k +5 years on top of the 10-15.
   6. Inaction removes option and increases the cost of others.
   7. PEPG can provide map of work, and scope of work to provide to potential contractors
   8. Changing from 3″ to 4″ doubles the strength of the road.
   9. Vote to take action to repair whole upper section less east end of Jessy Creek and slurry seal whole upper, motion and passed vote.
   10. Vote to not fix lower half of Pole Patch, run to failure and spot repair as required, motion and passed vote.
2. Next board meeting discuss an impact fee for new construction.(regarding road damage from heavy trucks)
3. Non-permanent Structures
   1. Should meet the same requirements as an outbuildings.  Send out in email and discussed in next HOA meeting.
4. Gate
   1. New keypad and screen put in all functions and looks good.
   2. Water line was ran to the gate to water the flowers.
5. Neighborhood Watch
   1. Don will set up meeting to talk about the correct way to handle trespassing etc.
6. Water Violations (Don), The state has a new requirement for testing every week – water quality- we have never done that & need to find solution- Don is working with City to possibly take over our water system (for a fee)
7. Shawn to send water spread sheet to board.
8. Next meeting Tuesday July 10th.

29-June-2018 – addendum to June 6, 2018 board meeting

The board is requesting bids to move forward on items 9 and 10 under the Road Presentation above.  We will proceed with the outlined repairs as quickly as possible.

Feb. 12 2018  Annual Land Owners Meeting

Agenda Items were:

New neighbor introduction.

Snow removal expense reviewed.

Reserve fund status reviewed.

2018 budget & 2017 actuals were reviewed.

Discussion occurred on proposed 30 acre development (5 lots) adjacent to Pole Patch west of Jesse Creek.  Developer would cover improvement costs and join Pole Patch.  If this were to happen, the easement concern to the west of this 30 acres could be resolved and thus prevent future development there and use of Pole Patch roads w/o our approval.  General feeling was this would be good for Pole Patch.

Gate – Keypad upgrade was discussed.  Current plan is to wait for next failure and then upgrade.

Committee Reports on Roads, Water and other projects were presented.   Progress has been made making our water system compatible with the PV City system so potentially PV City could take over the water system in the future.  Fire hydrant maintenance has also been started.  Roads seem to be in pretty good shape considering age of roads.  Talking with Morgan and Miller paving to determine a long term plan.

Board Elections to fill the expiring 2 terms of Board members Mark Stull and Cathy Monierth.  David Park and Wes Whitehead were nominated, seconded and elected.

Fire prevention/fuel thinning was discussed.   Item raised for board to try reaching out to Fire Department again for assistance.

Concerns about parking on Jesse Creek road by nonresidents  were voiced. Board to review possible actions to reduce this concern.

no meeting for june… work party to re-install street signs later in the month.

in the meantime – potential new neighbor Mike Mansfield had previously asked “in concept” is a Log home acceptable

& the board agreed “in concept” that a home constructed of log was congruent with our mountain setting – so long as it was a nice home with features/ windows/ 3 dimension etc… like a “Park City style log home”  not like a little house on the prairie cabin.

attached below are examples from the home owner as to the general type of construction he expects his home to resemble.  The logs themselves will be larger logs *”not the smaller turned logs.