Pioneer Heights Section 1 POA (PH1) Annual Meeting
October 2, 2014 at 6:30 PM
War Memorial Building, Jim Barnett Park, Winchester, VA
I.) Call to Order
1.) 6:35 PM by Charlie Pinkham
II.) Roll Call
1.) Joe Clotzman reported that 22 Proxy’s were received and 5 households were present. This was not enough for a quorum which requires a combination of households present plus proxies equal to 31 (20%). Board members present included Charlie Pinkham, Bill Austin, Rudi Eggenberger, and John Hemmen.
III.) Reading of Minutes
1. Bill Austin made a motion that since the minutes from last year’s meeting were provided to each attendee we should waive reading of the minutes. John Hemmen seconded the motion and it was passed unanimously.
IV.) Treasurer’s Report
2. Joe Clotzman provided the financial report. Copies were made available to the attendees.
V.) Old Business
1. Sign Agreement – Joe Clotzman gave report.
a. Current Association sign sits on a homeowner’s property and a small part of the VDOT right-of-way.
b. Easement is needed to prevent potential issues between homeowner, VDOT and the POAs.
c. Easement is being coordinated with Section 2
d. Survey showed that part of the sign was on the VDOT right-of-way.
e. An easement agreement will be made between the appropriate parties.
f. Total cost to POA Section 1 and 2 is expected to be $650, each.
2. Basketball Backboard Issues – The backboard has a history of being broken. It is a homeowner grade backboard. It was recently repaired on 2 separate occasions by Rudy, Bill and Charlie. The repair included replacing the backboard with a wooden, painted backboard. After the initial repair the rim was slightly bent, but it is still usable. Board wants to possibly reinforce the rim with a future project. Note: A commercial style backboard with installation is estimated to cost $2,000.
3. Report on violations – Joe Clotzman reported that in the past year 5 violations went to the second level. Four of those were subsequently corrected. The nature of the violations included overgrown lawn, broken down vehicle and garbage cans not shielded from view.
VI.) New Business
1. 2014 Budget Review – Joe Clotzman reported on the 2014 and 2015 Budget. Charlie Pinkham made a motion to accept the budget as stated and Bill Austin seconded the motion. The motion passed unanimously.
2. Setting of Annual Dues – The reserve fund is currently above the recommended level required by the State. This level is reviewed every 5 years. As a result of the reserve excess, the Board voted to lower the dues to $115 per household in 2015.
3. Website reminder – Bill Austin reported on the website. It is a good resource for homeowners to stay up with the POA activities and meetings. Bill reported on the website use between June 1 and October 1 2014.
4. Call for Directors – Charlie Pinkham made a call for Directors. The Board currently has 4 members. There can be up to 9 board members. Anyone interested can contact one of the current board members through Cambridge Community Management. Contact information is available on the Pioneer Heights Section 1 website (www.pioneerheightssection1.com)
5. Other –
a. Charlie Pinkham is stepping down as the President of the Pioneer Heights Homeowners Association later this Fall after over 15 years of dedicated service to our community. Joe Clotzman and the other Board Members want the record to reflect the great contribution that Charlie has made to the Board and the Community.
b. A Homeowner asked about the POA requirements for tree trimming. Joe Clotzman will send the homeowner some tree trimming vendor points of contact.
c. The intent of the ARC Guidelines, (Section 2, Play Equipment) refers to fixed playground equipment. Portable playground equipment was not intended to be regulated under these guidelines. A modification to the guidelines in the future could occur if there is enough community support for a change.
d. Let the record show that the Board and Community appreciates the hard work that Bill Austin has put into the website. Thank you!
VII.) Motion to Adjourn: Made by Charlie Pinkham at 7:20 PM.
