Board Meeting
March 18th 2013
Board Members in attendance:
Vaughn Baird, Neil Ballif, Ted Valentine, Andy Currie, Colette Virgil
Attendees:
Bob & Jolane Clayton, Juanee Baird, Don & Rebecca Townsend, Paul & Sandy Nelson
Vaughn brought the meeting to order @ 6:30 p.m.
February 2013 minutes:
Vaughn asked for a motion to approve the February 2013 minutes; Neil Ballif made the motion 2 nd by Andy Currie
motion carried.
Financial Report:
Cheryl Conley presented the Board and attendee’s a copy of the financial report; Vaughn asked for a motion to
approve the financial report Andy Currie made the motion 2 nd by Colette Virgil motion carried.
Reserve Account:
A copy of the Reserve account was given to the Board and attendees. Cheryl transferred $10,000.00 from the
America First account to the Wells Fargo Reserve account. She asked that it be placed into the Savings account;
upon receiving the bank statement they had placed the $10,000.00 in our checking in error. She then returned to
the Bank and spoke to a representative. They corrected their mistake and transferred the money back into the
Savings account; also they had made a mistake when creating our account and the recurring transfer each month
was being taken from savings into checking therefore we were being charged $14.00 each month from our
checking account. The recurring transfer should have been debited from our checking account into the savings
account. This has now been corrected and we will be reimbursed for that error. We could close the checking
account and have all the funds put into the savings account; then if needed we could draft money out of the
savings as needed. We would not be transferring money each month from checking to savings. Cheryl will discuss
this with a Wells Fargo representative and see if we would be charged for any withdrawals from savings. She will
also ask about a money market account. Vaughn asked for a motion to accept the Reserve account report Andy
Currie made the motion 2nd by Neil Ballif motion carried.
Pond:
The pond is now completed. Shon Woodland from the Barn Golf Course has volunteered to spread grass seed
around the pond. The Golf Course was generous to allow the contractor to transfer the sludge from the pond to
their dumping area; they also removed the trees that had to be cut down. There is still a concern about roots that
may get into the French drain. Vaughn talked to the IFA about chemicals that can be put in the tree stumps to keep
this from being a problem without contaminating the environment. He also asked about chemicals that would be
safe to put in the pond to stop the growth of algae; IFA has a product for ponds that will not harm fish life. Those
products are expensive, and may need multiple applications. Vaughn proposed that the Association purchase the
products; we can also pay the yard care to apply the chemicals. Don Townsend asked if the golf course would allow
us to turn off the water so that the chemicals have time to kill the algae; Ted Valentine said that would be
impossible because of the artesian wells. There are three sources besides the canal water that flows into the pond;
artesian well, French drain, and sump pump; they are continuous. The Barn Golf Course will not turn off the water
needed to arrogate their golf course. Andy Currie suggested that we check the pipe’s this summer to make sure
they are not clogged. Vaughn asked for a motion to accept the purchase of the chemicals for the pond; Andy Currie
made the motion 2nd by Colette Virgil motion carried.
Yard Care Bid:
The Association received three (3) bids for yard care maintenance; Beus Landscaping/ Parks
Management/Dave’s Yard Barber. Parks Management dropped out of the bid because he had bid on
two (2) other complexes and was awarded their bids. He felt he could not serve the Association with
his work load. After receiving the bids Dave’s Yard Barber was selected to continue servicing the
Pleasant Meadows Homeowners Association.
Andy Currie would like to get the statement of work out by no later than December 1st 2013for the
2014 fiscal year; let contractors bid so that they will not be withdrawing their bid., the contract will
not go into effect until the end of March 2014. This would give yard care providers two months to
review the contract and be more competitive.. He would also like the Board to consider a multiyear
contract. The service providers like that idea. We would not be assuming the risk of what might
happen with winter snow removal. Andy suggested that we have two (2) bids one for lawn care and
one for snow removal. If it is a light year the Association has no risk, and a heavy year the contractor
has no risk. He would like to put that in next year’s statement of work. This would be awarded to the
same contractor. Vaughn suggested that we receive two (2) bids from the contractor one with lawn
care and snow removal for the year; and a bid with the lawn care and snow removal separate. Vaughn
asked for a motion to accept this proposal; Ted Valentine made the motion 2 nd by Neil Ballif motion
carried.
Street Repair:
Andy has volunteered to purchase and apply black top mix in the pot holes on 118 & 119 Hillsborough
Dr.
Social Committee:
No report
Archictural Committee:
Ted Valentine has received a request from 216 Rose Ann Cr. to remove the weeping cherry trees on the
south side of their home. This was approved at the owner’s expense.
#16 Lankshire has requested permission to install a storm door on the front entrance to their home. The
owner is responsible for all costs associated with the new project and ongoing maintenance and repair
of the storm door. Both requests were approved by the Archictural committee. Vaughn asked the board
for a motion to approve their requests Ted Valentine made the motion 2nd by Andy Currie motion
carried.
Concrete Repair:
There has been damage to concrete with frost heaving. There are two (2) locations #92 & #94
Hillsborough Dr. with damage to the stoop at the front entrance that is supported by two (2) columns.
The columns have heaved, and caused damage to the stucco in the roof support structure. Last year we
repaired the cracks in the stucco. The columns are supported by the sidewalk slab and the slab heaved
causing cracks and could damage the stoop structure. After the stucco was repaired last year; Andy
Currie had a drilling and pumping company come and drill and pump slurry underneath the sidewalk
hoping that would prevent the slabs from heaving again at #94 Hillsborough the sidewalk is are badly
damaged and cracked. The building inspector for Pleasant View City indicates that the code for footings
is 30” below ground surface; there are no footings below the sidewalk to support the columns; which
resulted in faulty construction. The homeowner is responsible for installing the proper footings below
the columns; the Homeowners Association responsibility will be repairing the cement, after the footings
are properly installed.
Concrete Sidewalks and Driveways:
Historically, The Association has assumed responsibility for repair or replacement of damaged concrete
sidewalks and driveways. However, the question has been raised by members of the Board of Directors
as to whether or not the Association is responsible for “repair and replacement” of damaged driveways
and sidewalks when considering statements in the CC&R’s, Article V1 regarding “correcting damage
caused by normal wear and tear and does not include correction or repair necessitated by structural
error or omission or substandard workmanship…”
Because of what may be unclear statements in the CC&R’s and the financial impact on the Association or
the home owner, The Board of Directors met with Legal Counsel to review the matter. Options varied
but the decision as to who is responsible rests on the fact that driveways and sidewalks are included in
the definition of “Common Area” and statements in Article V1 in the CC&R’s.
After discussing the issue at length, the majority consensus of the Board members is that the
Association is responsible. However, contractor/builders are responsible for repairs necessitated by
structural error or omission or substandard workmanship during the normal one year warranty period
for new homes.
Proposal by the Legislators:
1- Reserve analysis and Revenue fund.
The proposal included certain items that would place additional burdens on HOA’S. The
proposal was the Associations would have to vote on all changes; then submit any changes
made in the reserve account to the State. That was objected by a number of HOA Associations.
The Political Action Committee that represents Associations submitted suggestions to the
committee to have Legislators change this. An amended proposal was presented; and that
requirement was passed by to the Legislators; and will go to the Governor for signature or veto.
2- Restrictions of homeowner’s leasing or renting their units; that was voted down by the
Legislators and did not pass.
Note:
Neil Ballif has volunteered to chair the position as Vice President of the Board; Vaughn Baird made the
motion 2nd by Ted Valentine motion carried no objections.
Next Board Meeting
April 15th 2013
North Ogden Library
6:30 p.m.