Minutes of Regular Board Meeting – 16 September 2014
Pioneer Heights Section 1 POA (PH1) Board of Directors Meeting
16 September, 2014 at 5:15 PM
Cambridge Offices, Winchester, VA
I.) Call to Order
1.) 5:15 PM by Charlie Pinkham
2) Roll Call: Charlie Pinkham, Bill Austin, Rudy Eggenberger, John Hemmen, and Joe Clotzman.
II.) Consent Agenda: Approvals of Financial Report and May 2014 Meeting Minutes. Board agreed that during the 2014 Annual Meeting it would move to remove the financial portion and just consider the minutes.
III.) Old Business
a.) VDOT Sign Approval: Joe Clotzman heard from Lloyd Ingram at VDOT. The State is reviewing a letter that approves the sign easement for the VDOT right-of-way. The deed of easement will reference the letter. This will protect the land owner and the HOA. Joe Clotzman said that he expects this to be completed in the next 30 days. Related fees will be included in this year’s budget.
b.) Sign Agreement: Will be between the two boards (PHPOA Sec. I & Sec. II).
c.) Fence Board Repairs: Cambridge will obtain fence boards, roller brush, and paint. Bill Austin will complete the repairs. The Board previously approved.
d.) Backboard Issues – Thank you Rudy! The backboard was damaged twice and subsequently repaired by Rudy Eggenberger. Board will ask community what it wants done in the future regarding the backboard upkeep.
e.) Homeowner Playground Equipment: The Board discussed whether or not current Section 2 language in the Architectural Guidelines applies to temporarily installed, homeowner owned, sports equipment such as trampolines, ball-return nets or other such backyard devices. The Board confirmed that current policy guidance applies only to permanently installed playground equipment. For clarity, the Board will specifically reference “permanently installed playground equipment” language during the next policy review cycle.
IV.) New Business
a.) Annual Budget: Reviewed 2014 and 2015 budgets.
b.)Annual Dues: Bill Austin offered a motion to reduce the dues to $115. Charlie Pinkham seconded the motion and the Board passed it unanimously.
c.) Annual Agenda: Reviewed agenda for October 2, 2014 Annual Meeting of Pioneer Heights Property Owners Section I.
1.) Board agreed to add introduction of Section 2 members during roll call.
2.) The Minutes will be printed on the back of the Agenda.
3.) Board agreed that they will waive reading of the minutes if no one objects.
4.) Under New Business/Setting of Annual Dues: Someone will need to make a motion to change the dues and someone will need to second the motion prior to a vote.
5.) Under Call for Directors: Charlie will remind the attendees that there can be up to 9 directors on the Board.
d.) The board discussed the option of adopting a 2-year contract for Cambridge services for years 2015 and 2016 at the 2015 rate. John Hemmen offered a motion to accept a 2-year contract. Bill Austin seconded the motion. The Board approved the motion unanimously.
e.) Joe Clotzman will send a “helper packet” to Charlie Pinkham in advance of the POA General Meeting on October 2, 2014.
V.) Move to Adjourn: 6:30 pm
