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Pioneer Heights Property Owners Section I
P.O. Box 2271
Winchester, VA 22604
Regular Board Meeting Agenda
September 8, 2015 @ 5:00 p.m.
Cambridge Offices
I.) Call to order
Meeting was called to order at 5:00 pm by Acting President Bill Austin.
II.) Roll Call/Certification of Quorum
Present were all directors: Austin, Pinkham, Hemmen and Eggenberger. Cambridge was represented by Clotzman.
III.) Financial Reports
Clotzman gave a report on all finances to date to include the current cash flow; balance sheet and receivables. The Association is on track to finish the year with a small surplus; there is one account in significant debt.
IV.) Old Business
a.) Signature for Dues Forgiveness Agreement with Charlie & Jan
Cambridge did not have the prepared document but Charlie had a copy that Clotzman prepared and the document was executed by President Austin and given to Charlie for his and Mrs. Pinkham’s signature.
b.) Draft Sign Maintenance Agreement – discussion and status with Section II
No progress has been made.
V.) New Business
a.) New board member Jason Ransom
Jason Ransom has volunteered for the Board but could not attend tonight. However he indicated his willingness to serve and was unanimously voted in after a Motion made by Rudy and seconded by John.
b.) ARC Guidelines and Rules & Regs Formal Annual Review – discussion
The following changes were to be made for the 2016 version of the document:
i. Playground equipment (ARC Guide)
“Playground equipment shall be defined as permanently or rigidly installed equipment such as swing sets, play houses, jungle gyms, etc. This shall not apply to portable equipment to include, but not be limited to: basketball goals, trampolines, pitching nets, etc.”
ii. Shed foundation (ARC Guide)
Masonry block units shall be an acceptable foundation for sheds provided they are aesthetically pleasing in appearance.
iii. Pool pavilion (ARC Guide)
Accepted as an ancillary structure;
iv. Political campaign signs (ARC Guide)
All political signs must be removed within 15 days of election event.
v. Pet waste – Yards of and grounds of property must be so maintained to prevent the accumulation of pet waste; waste must be picked up on regular basis so as to not create a noxious or offensive smell, sight or other impediment to other property owners.
c.) Preparations for Annual Meeting
i. 2016 budget & dues
The 2016 budget as attached was discussed and adopted by unanimous vote. Charlie made motion and Rudy seconded.
ii. Activities report, Q&A
There was general discussion about the activities of the Board and presentation to the community; this included the actions of the community leaders and the website activity.
iii. Election of officers
A discussion of officers was made. Acting President Austin gives a lot of his time with the web and other activities and will be stepping down; Charlie has served for many years. A new member of the Board will need to assume the role of President after the annual meeting.
• At this time a motion was made by John to enter Executive Session to discuss the appeal of violation and re-application by a household on their fence. Rudy Seconded.
• At 7:09 the Board exited Executive Session and the motion was made to deny the appeal by the Family; made by John and seconded by Rudy, motion carried unanimously.
VI.) Adjournment
Meeting was adjourned by majority vote at 7:14pm. Rudy made the motion and Charlie seconded.
