• 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.

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.

1. Meeting Details:
   1. Present Shawn Maynard, Brice Penrod, Joe Decker, Cathy Montierth, Mark Stull, Eric Stakebake, James Healy
2. review of last month’s minutes
3. Letter regarding access to pole patch -Eric to draft letter along lines of what our general belief is regarding trespassing into the community and send to Shawn.
4. ccr’s
   1. John has Sam updating info for getting CC&R version updated with what our version was, including line items. This was supposed to be finished for this meeting…but sam didn’t meet the deadline…
5. collections
   1. Can we become lien holder on property if taxes aren’t paid by owner. Cathy to check on this.
   2. Lien has been filed against two property owners.
   3. Shawn to contact property owners of some who are behind on payments and those who have credit on account. Also will find out purchase info on Owen’s home for getting bills paid.
   4. Cathy to find out who new owner is across street; tied in to subheading #1 in this section.
6. gate update
   1. Cathy has gate control now and is updating gate codes, deleting obsolete gate codes, etc. Cathy’s number listed as contact – cell phone. Cathy to create new codes for others who need to get in – recycling, John Sears, FedEx, UPS, garbage, etc…
   2. Gate maintenance/control is now on Pole Patch website, under gate management.
   3. Gate was stuck open for two weeks… *it was a stuck sensor- that was reset & cost of repair was minimal… also the call button was broken… that was replaced & all should be in good working order
   4. Shawn to update gatekeeper page on replacing bulb on the keypad for light at night.
7. roads update
   1. crack seal & weed spray by gate: James – possibly skipping a year on crack seal with good attention to roads over past two to three years. James can get scoops of road base around roads where needed; owners can help fill in the specific spots. Possible area by Garren Decker on road that was undermined by the runoff from the rain: keep an eye on this.
8. Water update
   1. Golden – water situation mostly ok – mice have been in pump shed, screen and clamp over pipe where something got in.
9. other projects
   1. Missing page A3 from geological survey. Mark to have this scanned in. Shawn will add digital copy to archives.
10. Meeting minutes approved.
11. *meeting change back to 2nd Wednesday of month starting with September 9th meeting. No meeting in August.