Minutes 2009 Board Meetings

PEHOA Board Meeting

August 12, 2009

While waiting on the meeting to convene Grant, Lydia and Scott discussed the fence around Barbra Howard's property.  Lydia stated that she thought the board had a strong case to have the fence placed in the rear of the property.  Grant stated that he was not up for another battle (paraphrased).  Lydia stated she was and she would work on it.

 A board meeting was held on August 12, 2009, at  3:00 p.m. at the office of Frank Erwin.  Members present were Grant Sparks, President; Scott Losito, Vice President; Lydia Hellams, Treasurer; and Roger Brown, Member-at-large.   Alice Aurilio, Secretary was absent.

Question:  Does  the board have to put problems/questions to the entire population of the association or can we act on the problem on behalf of the association?

Answer:  The board can act on the problems/questions without asking the association members.

Question:  Does the board have to ask permission of the association to spend more than a certain amount of money?

Answer:  The board does not have to ask permission of the association to spend more than a certain amount of money as long as the item has been budgeted or there is money in the budget. 

Question:  How do we handle the different things that are mentioned at the meetings of the association?  Do we take their concerns and add them to the agenda of the next meeting?  Such as: wanting to have the security lights removed; wanting to restrict the amount of money ($5,000) the board could spend on a single item; wanting a bank account for the repair of Plantation Drive established.  

Answer:  Frank stated that the other concerns of the members should be submitted to the board and the board makes the decision.  Nothing is put to the association.  Any members are welcomed to attend the quarterly board meetings and can make their concerns known at that time or in writing.  The board can make clarifications of the covenants in the form of "Rules and Regulations" – such as you cannot "paint your home purple". 

Frank Erwin stated that the annual meeting is for one purpose: TO ELECT OFFICERS FOR THE NEXT YEAR.   He also stated that we needed a meeting for the approval of the yearly budget.  Grant stated that we presented the yearly budget and elected officers at the same meeting.  Frank said that it was okay to do so.

Frank Erwin stated that there were 5 reasons to have a vote of the association:

     1 – The election of officers for the association.

     2 – The approval of the yearly budget.

     3 – Changes to the covenants.

     4 – Increase of Dues.

     5 – Capital improvement projects.

Pictures were shown of the new construction on the Wilson's property as well as the construction that had yet to be completed which began in Oct of 2006.  Frank stated that we were within our rights to write him a letter for both.

Pictures were shown of the fence surrounding the Howard property.   Lydia told Frank that Ms. Howard had misled the board as to the placement of the fence and she told the board the fence would blend with the surroundings.  The board thought the fence was to be erected around the back of the house for two (2) small dogs.  Since erecting the fence she has cut down 80% of the trees.  The fence doesn't blend with anything.  Frank stated we were within our rights to write her a letter.

 

Respectfully submitted,

Lydia M. Hellams

Acting Secretary#