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Minutes of the Pinnacle Mountain P.O.A.
Board
Meeting May 2, 2009
Members Present: Tom Pfaffl, Ronnie
Styles,
Robert Graham, Cindy Maddox, Mark Smith,
Frank Stroman, and James Hardin, Riley
Ethington
(Special Road Committee)
Secretary's Report
The minutes for the last board meeting
on
January 19, 2009 were read and approved
with
one change. Road sign have been purchased
concerning unauthorized (unauthorized
changed
to visitors and guests) vehicles on
our road
for $344 (under the $400 limit).
Income Expense
Homeowners dues 28,750
Administrative 575
Professional Fees 365
Road Insurance & Board Insurance
1,407
Engineering (Special Road Committee
500
Total other 2.847
Grading 4,250
Drains & Ditches 100
Gravel 109
Bush hogging 1,300 Road Signs 344 Pinnacle
South (Road Maintenance) 5,195
Snow Removal 200
Total Road Maintenance 11,498
Total Expenses 14,345
Interest Income 197
Net Income 14,602
Banking Accounts
BB & T CD's 20,478
BB&T checking 12,155
Total Checking and Savings 32,633
Accounts Receivable 4,350
Total Current Assets 46,983
Architectural Committee Report
There is no new report.
Road Committee Report from meeting
on 4/26/2009
The road committee agreed to keep bush
hogging
in the budget for the next fiscal year.
Other
items were moved around to keep this
item
in the budget. All road committee items
are
included in the attached budget as
approved
by the board.
We are limited to one supplier for
our gravel.
We will have to order and have it delivered
in one or two deliveries per year which
makes
it difficult to determine where it
is needed.
The Road Committee expects to use up
the
allotted budget by the end of this
fiscal
year.
The signs (No trespassing, property
owners
and guests only) that have been purchased
and should be installed in time for
the general
assembly meeting.
Pinnacle South used the allotted $600
for
completing work on the front entrance
(grass
cutting, new mulch, bush trimming and
fertilizing).
Pinnacle South has done a really good
job
with road maintenance.
Special Road Improvement Committee
| 1. Notified Watermark Engineering of committee's
decision. Also, asked if they would consult
with Sisk Grading during their analysis.
|
Riley |
Completed
1/26/09
|
Jonathan Hollifield agreed to consult with
Sisk Grading as part of their analysis. The
cost would remain the same as the original
quote. Also informed Jonathan of our contract
process and will contact him when contract
is approved
|
| 2. Submitted Watermark Engineering's proposal
for contract approval in accordance with
PMPOA By-Laws, Part 7, Paragraph 7.2. |
Riley |
Completed
2/22/09
|
Contacted Bobby Graham on 1/28/09 and received
signed contract on
2/22/09.
|
| 3. Delivered signed contract and retainer
fee of $500 to Watermark. |
Riley |
Completed 2/25/09 |
|
| 4. Met on-site with Watermark Engineering
and Tripod Land Surveying. |
Riley, Jonathan, John |
Completed
3/17/09
|
Reviewed affected roadway. |
| 5. Survey completed and provided to Watermark
Engineering. |
John |
Completed
4/10/09
|
|
| 6. Completion of engineering analysis by
Watermark Engineering. |
Jonathan |
|
Estimated completion is 15 May 09. |
Next Steps:
a) Review engineering analysis results
with
Special Road Improvement Committee.
b) Identify potential implementation
and
funding strategies.
c) Publish results to PMPOA members
in preparation
for the general assembly meeting in
July
2009.
d) Recommend to the Board of Directors
adding
special road improvement voting options
to
the General Assembly proxy ballot.
A motion was submitted by Riley to
explore
different alternatives for financing
this
project. This motion was defeated (4-3)
as
being beyond the scope of the original
committee.
Safety Committee
1. Listed below are my safety-related
activities
during the 3rd Qtr of FY2009.
a) Met with Jim Kiefner -- Queens Gap
Construction
Manager on 3/26/09 and discussed the
following
issues:
1. Emergency access by Fire & EMS
services
using Chalk Creek Road.
2. Emergency egress using Queen Gap
roads.
3. Queens Gap Fire Hydrant Access.
4. Chalk Lake Dry Hydrant.
5. Queens Gap's Emergency Access from
Pinnacle
Parkway.
b) Of the 29 homes built, only 3 do
not have
the 911 number visible from the road.
c) Conducted review of Pinnacle Parkway
for
blind spots. Recommend that a mirror
be placed
at the curve near the newly installed
railing
on Pinnacle North
2. 4th Qtr agenda:
a. Confirm all 911 addresses with local
emergency
services -- Union Mills, Green River,
Shingle
Hollow fire stations, & Ruth EMS.
b. Identify fire fighting water sources
&
their accessibility. Communicate with
fire
departments.
3. Issues for the Board of Directors:
a. Approval of a safety newsletter.
b. Input FY10 safety goals.
The board authorized the safety committee
to pursue to installing of the mirror.
It
also approved the safety committee
notifying
the three property owners that do not
have
valid 911 signs.
Architectural Committee
No report. This is a problem that the
board
needs to fix. Bobby Graham will fix.
Old Business
Warning signs for unauthorized vehicles.
A letter will be drafted stating that
it
will be the owner's responsibility
to satisfy
any claims caused by an uninsured or
unlicensed
vehicle on the association roadways.
The
Association will not be held responsible.
A letter will be drafted and sent to
all
association members to be signed and
returned
in the same manner that we did with
the burning
regulations. This was approved by a
5-2 vote.
We have collected some back dues. Others
will not be collected because properties
are in foreclosure and the association
is
at the bottom of the list. The lender
is
not responsible for the fees. Our lawyer
has also clarified how we can charge
late
payments in the future. The following
schedule
was approved (7-0).
Paid by 8/15 Discounted fee
Paid by 9/15 Full fee
Paid by 10/15 Full fee plus $20 late
charge
Paid by 11/15 Full fee plus $40 late
charge
Paid by 12/15 Full fee plus $60 late
charge
Paid by 1/15 Full fee plus $80 late
charge
The aboard will review and approve
the placing
of liens on all unpaid properties at
the
January Board meeting. There will be
no exceptions
to this policy. Our lawyer reminded
us that
it is the responsibility of the property
owner to pay their association dues
and to
notify the association of any address
changes.
They must pay their dues on time whether
or not they receive their notice. This
notice
is strictly a courtesy.
New Business
The board (7-0) approved the attached
budget.
It will be reviewed at the general
assembly.
To accommodate this budget, the full
fees
for the next fiscal year will be $350.
The
discounted fees will be $300. This
includes
the $2,750 for the Special Road Committee
that was approved by the general assembly
in July 2008 and to come from the emergency
fund but to be repaid with the 2009/10
budget.
A motion was approved by the board
(5-2)
to send a proxy statement to all members
giving them the choice to vote one
of three
ways on all road assessments not included
in the proposed budget if they do not
attend
the general meeting in July.
Road Assessment
I vote against any assessment for road
improvements
I vote for any road assessment
I vote for any road assessment if approved
by 2/3 of the members
The General Assembly meeting is scheduled
for 11:00 am on July 25, 2009, in the
Gilkey
Community House. The board will meet
with
the special road committee on Sunday,
June
14, 2009, to finalize all material
to be
distributed and presented in the mail
and
at the general assembly meeting. Quotes
for
the completion of the special Road
Committee
projects should be available at the
meeting.
Next Meeting
The next meeting will be on June 14,
2009,
at 10:00 am at Jim Hardin's house.
Adjourned
Meeting was adjourned.
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