PCC POA Board of directors Meeting Minutes
Prescott Country Club Property Owners Association Board of Directors Meeting July 17 , 2018 www . pccpoa . com
The following Minutes will be approved subject to corrections at the next Board Meeting .
Next Meetings : Next Beautification Committee Meeting : Every Monday at 6 pm Next Board of Directors Meeting : Tuesday , August 21 , 2018 at 6pm Next General Membership Meeting : Wednesday , October 3 , 2018 at 6pm ( Nominations ) Fall Garage Sale : Saturday , October 6 , 2018
Date & Time : Pursuant to Section 7.0 of the POA Bylaws , a Regular Board of Directors Meeting was held on July 17 , 2018 at 6 PM at the Property Owners Association Activity Center .
Officers and Quorum : The President , Bob Heise , opened the meeting at 6:00 PM and the Secretary , Brian Biggs , took Minutes . The following additional Board Members were present : Amy Bentley , Mary Kloeppel , Gracelyn Palmer , Donna Chisum , Don McGlamery , and Sandra Downs ( elected during the meeting ). Jennifer Lynch was not present .
Minutes : Brian Biggs made a motion to accept the June 19 , 2018 minutes without reading . The motion was seconded by Mary Kloeppel and passed unanimously .
Treasurer ’ s Report : Don McGlamery noted that the finances are on track , with the exception of an overrun on the front entrance water repair . Don also noted that escrows were a little lower than anticipated .
Office Manager ’ s Report : Marge will be on vacation from July 26 through August 12 . The office will still be opened with volunteers filling in . Don will handle the escrow paperwork .
Committee Reports : Architectural : Gracelyn Palmer – 5 permits were issued in June : 2 fence , 1 carport , 1 shed , and 1 detached garage . Budget & Finance : Don McGlamery – No report . Building & Grounds : Don McGlamery – Don spoke to several paving contractors regarding the area near the trash bin . They said that chip seal will not work , since the tires rotate and tear away the rocks . They said that the parking lot will probably need a 1.5 inch overlayment in 3-5 years at a cost of about $ 15K . In the meantime , any potholes can be repaired with an inexpensive ‘ cold mix ’. Don also noted that he will be recommending an increase in the reserve budget to cover future repairs to the parking lot , roof , etc . CC & Rs Enforcement : Mary Kloeppel / Gracelyn Palmer – Marge sent about 20 letters out for various violations . Community Enhancement : Amy Bentley – Amy presented a slide show of possible approaches to various hypothetical improvements ( front entrance , sidewalks , pool , etc .). She noted that some projects may be simple and inexpensive , while others may take major planning and would need to be done in stages . The committee is working on topics from the recent survey organized into three categories : Potential Projects , CC & R Changes , and Freebies . The ‘ Beautification Committee ’ mission statement is : “ to have a coalition of neighbors working together as a voluntary group to achieve a higher quality of life and increasing property values .” The committee will meet every Monday at 6pm at the POA . Community Relations : Brian Biggs – No report . Events & Recreation : Donna Chisum – Donna received a request and is looking into setting up a Cliff Castle Casino event where the casino would
6 August 2018 pccnews pick up a number of residents , take them to the casino , and then return them later in the day . Health & Safety : Mary Kloeppel – No report . Nominating Committee : Donna Chisum – Donna is working with Marge to prepare for the upcoming election .
Unfinished Business Flashing RADAR Signs : Al Zielinski presented a status update on the RA- DAR signs . Initially , the County seemed very receptive to matching a purchase of a sign , but the County seems to be dragging their feet at this point . The Board wanted to make sure that the County would allow the POA to install a RADAR sign on a County speed sign pole before the POA purchased a sign . In further research , Al spoke to the City of Prescott to see what signs they purchased . Prescott purchased six signs from AM Signal Inc . Al obtained a quote from AM Signal to purchase a RADAR sign . To see the sign in action , Al went to Rosser Street near Hwy-89 . He noticed that cars approaching the sign would brake when the sign started flashing . There are two sign options : battery portable and solar fixed . The Board generally agreed that the portable version would be better , since it could be moved around to hot spots and would thus also benefit a larger portion of the membership rather than those near the location of the fixed location . Brian Biggs made a motion to confirm ( preferably in writing ) that the County would allow the POA to post a RADAR sign on a County speed sign pole , and once approval is granted , to purchase a portable RADAR sign , extra battery , data collection software , and additional mounting brackets , at a cost not to exceed $ 4,000 . The motion was seconded by Amy Bentley and passed unanimously .
New Business : Accept Amy Bentley Resignation : Bob Heise presented some background information . Bob said that at the previous Board meeting , Amy Bentley discussed the possibility of purchasing space in the PCC Newsletter , paid for by Amy , to present more timely information regarding the activity of the Beautification Committee . After the meeting , Bob Heise contacted Amy with concern over whether Amy ’ s purchasing of ad space might violate the conflict of interest section of the By-Laws . During the discussion ( according to Bob ) one of the suggested work-arounds was that Amy could resign and then her purchase of newsletter space would not cause any conflict of interest , because she would not be a Board member . Amy took this to mean that Bob asked her to resign , which was not the case according to Bob . After the discussion , Amy submitted a letter of resignation and also sent an email to the same effect . At this Board meeting , Amy indicated that she had already purchased space in the newsletter and that she did not necessarily want to resign , but she also wanted confirmation from the POA lawyer as to whether she would be violating the By-Laws . The Board expressed that they did not want her to resign . Unfortunately , the By-Laws explicitly state that once a letter of resignation is tendered , it cannot be revoked and the Board is required to accept it . There is no other option in the By-Laws . The Board suggested that Amy could apply to the position that would be opened by her resignation , and then the Board could re-elect her at the next Board meeting . Don McGlamery made a motion to accept Amy Bentley ’ s resignation . The motion was seconded by Mary Kloeppel and passed unanimously . Brian Biggs made a motion to contact the PCC POA attorney to determine whether there would be a violation of the By- Laws if a Board member purchased space in the newsletter using personal funds to promote information regarding the activities of a board committee . The motion was seconded by Donna Chisum and passed unanimously . Appoint Director to Open Position Vacated by Dave Paulin : Member Sandra Downs applied for the open position . Sandra presented some background information to the Board including that she has been a PCC resident for 15 years . Sandra was previously a Board member for a California HOA for 14 years . Brian Biggs made a motion to appoint Sandra Downs to the open Director position . The motion was seconded by Donna Chisum and passed unanimously .
Adjournment : At 7:30pm , Brian Biggs made a motion to adjourn the meeting . The motion was seconded by Donna Chisum and the meeting was adjourned .