Minutes of Board of Directors Meeting – 7 May 2014
Pioneer Heights Section 1 POA (PH1) Board of Directors Meeting
May 7, 2014 at 6:30 PM
War Memorial Building, Jim Barnett Park, Winchester, VA
I.) Call to Order
1.) 6:34 PM by Charlie Pinkham
II.) Roll Call
1.) Charlie Pinkham, Bill Austin, Kara Lewis, John Hemmen, and Mandie Gladwell.
III.) Charlie offered a motion to accept the Consent Agenda as written and it was seconded by Kara; all present voted to approve the Consent Agenda as presented.
IV.) Old Business – Charlie entertained a motion to accept the ARC Guidelines as written. Kara offered a motion to accept and John seconded; all present voted to approve the ARC Guidelines. Bill Austin requested a copy of the ARC Guidelines for the website.
Sign Easement Agreement Proposal:
Owner of Lot 159 handed out proposed terms and conditions for an easement agreement:
- Cambridge recommended the easement (considered a special easement)
- Current landowner would receive no compensation for the easement but the next purchaser would have annual homeowner association dues forgiven for a period of 5 years ($125 x 5 = $625). If the annual dues change, the amount forgiven per year would be adjusted until a total of $625 has been forgiven. A final year adjustment may then be required.
- The proposed amount of forgiven dues seems very reasonable based on an estimated easement land value of $834
- Both Section 1 and Section 2 HOA’s will need to review and approve before acceptance.
- Section 2 Board Members reported that their board was in agreement with the easement proposal (Jean Hood and Kala Lemmon).
- The survey is already approved. Cambridge will arrange.
- Based on board discussion, language in the proposal was modified.
- John entertained a motion to accept the proposal as modified. Bill offered a motion to accept and Kara seconded; all present (Except Charlie Pinkham) voted to approve the modified easement agreement subject to approval by the Board of Section Two.”
Basketball Backboard and Goal:
The post is still in place. Funding for repairs would come from the reserve fund. There is only a need for a new backboard and goal. Board discussed identifying the make and model to see if a matching steel backboard and goal can be purchased. Bill offered a motion for further study of which he would undertake. The motion was seconded by Rudy; all present voted to approve.
Fence Board Repairs:
Bill reported that there are 3 or 4 boards that need repair. Kara reported that one of those boards may only need to be refastened. Bill offered a motion to request Cambridge to go to our most recent fence contractor to purchase needed boards, paint, roller, fasteners and provide to Bill, who will complete the necessary repairs. John offered a motion to accept and Charlie seconded; all present voted to approve.
Playground Mulching:
A quote was received by Cambridge and it will be shared with the board. Discussion was tabled and it will be continued later with email.
New Business –
Park Bench – Section 2 has a Trex-style park bench that is not being used. It is in good condition and includes fastening bolts. Charlie entertained a motion to have Bill help decide where to put the bench. John offered a motion to receive the bench and Kara seconded; all present voted to approve.
Kara Lewis will be resigning from the board. Charlie recommended appointing Rudy Eggenberger to the board to replace Kara. Charlie offered a motion to approve Rudy and Bill seconded; all present voted to approve.
Next Board Meeting: September 30, 2014
Adjournment: Kara offered a motion to adjourn and John seconded; all present voted to approve.
