PCC POA General Membership Meeting Minutes
Prescott Country Club Property Owners Association
General Membership Meeting
www.pccpoa.com January 16, 2018
The following Minutes will be approved subject to corrections at the next Board Meeting.
Next Meetings:
Next Board of Directors Meeting: Tuesday, February 20, 2018 at 6pm
POA Office Closure: February 19, 2018 for President’s Day
Next General Membership Meeting: Tuesday, May 1, 2018 at 6pm
Spring Garage Sale: Saturday, May 5, 2018
Date & Time:
Pursuant to Section 7.0 of the POA Bylaws, a Regular Board of Directors Meeting was
held on January 16, 2018 at 6 PM at the Property Owners Association Activity Center.
Officers and Quorum:
The President, Bob Heise, opened the meeting at 6:05 PM and the Secretary, Brian
Biggs, took Minutes. The following additional Board Members were present: Gracelyn
Palmer, Mary Kloeppel, Donna Chisum, and Don McGlamery. Dave Paulin was not
present. Amy Bentley was elected during the meeting.
Minutes:
Brian Biggs made a motion to accept the December 6, 2017 and January 9, 2018 minutes
without reading. The motion was seconded by Mary Kloeppel and passed unanimously.
Treasurer’s Report:
Don McGlamery reviewed the end of year budget and noted that $8,340 of surplus funds
were returned to the membership through a temporary reduction in dues to members in
good standing. Further discussion occurred regarding accounting terminology and how
QuickBooks handles accrual accounting.
Office Manager’s Report:
Bob Heise noted that liens will be filed against properties that are in arrears for at least
three years.
Committee Reports:
Architectural: Gracelyn Palmer – 31 permits were granted in 2017. A PCC member
expressed interest in serving on the Architectural committee. The name was given to
Gracelyn Palmer to be added.
Budget & Finance: Don McGlamery – See below.
Building & Grounds: Don McGlamery – The insurance claim to potentially replace the
POA roof is still in process. The insurance company is obtaining a third opinion from a
licensed roofer before making a final decision.
CC&Rs Enforcement: Mary Kloeppel/Gracelyn Palmer – No report.
Community Enhancement: Dave Paulin / Amy Bentley – Two PCC members ex-
pressed interest in serving on the Architectural committee. Their names were given to
Amy Bentley to be added. Members are encouraged to contact the POA if they have
ideas as to how to enhance the community.
Community Relations: Brian Biggs – No report.
Events & Recreation: Donna Chisum – Mail Chimp is being evaluated as a potential
replacement for bulk email to the membership. Our current email provider, CableOne,
limits the number of recipients per email.
Health & Safety: Mary Kloeppel – Drivers are requested to observe the speed limit.
Nominating Committee: Donna Chisum – No report.
Unfinished Business
Potential Bike Lane in PCC Blvd: Bob Heise contacted Yavapai County about the
possibility of painting a bike lane stripe on PCC Blvd to provide a potentially safer path
for walkers. Yavapai County responded that they do not paint bike lanes in the county
right of way. Walkers are encouraged to use generally accepted safety rules which are
to walk against traffic on the outside of the lane (away from the median) and to wear
reflective clothing.
New Business:
Accept Stephen Gonzalez’s Resignation: Brian Biggs made a motion to accept
Stephen Gonzalez’s resignation due to medical issues. The motion was seconded by
Donna Chisum and passed unanimously. Bob Heise noted that Stephen’s open Direc-
tor’s position would be advertised and then filled at the February board meeting.
Fill Open Director Position From Theresa Ritcher’s Resignation: Bob Heise noted
that there were four applicants for the open Director’s posit ion. The By-Laws state
that the open position shall be filled by a majority vote of the existing Board members.
Since there were seven existing Board members, the majority vote was four members.
It was agreed that anonymous votes would be indicated by circling YES next to the
desired candidate. If one candidate did not receive four votes, then the candidate with
the lowest number of votes would be dropped and another vote would be taken. This
would continue until one candidate received at least four votes. Prior to the vote, each
candidate was given an opportunity to speak to the Board and the Members present.
The vote was then taken. The ballots were handed to Brian Biggs, who shuffled them,
opened each ballot, showed the ballot to the membership, and tallied the vote. The vote
count was:
1 – Peter Barnett, 4 – Amy Bentley, 1 – Mike Matthews, 0 – Sandy Sandersfeld
With Amy Bentley garnering four votes, Brian Biggs made a motion to appoint Amy
Bentley to the open Director’s position that was vacated by Theresa Ritcher. The motion
was seconded by Donna Chisum and passed unanimously. Amy was then invited to take
a seat with the Board.
Administer Oath of Office: Bob Heise led the Board in a recital of the Oath of Office.
Each Board member then signed an Oath of Office.
Board to Confirm and Accept 2018 Meeting Schedule: Brian Biggs made a motion to
accept the 2018 Meeting Schedule that was agreed to at the Organizational meeting
with the addition of a General Membership meeting on May 1, 2018. The motion was
seconded by Mary Kloeppel and passed unanimously. The schedule will be listed on the
website and is available in the POA office. Upcoming meeting dates are also announced
in the published minutes.
Board to Confirm and Accept Committee Members: Donna Chisum made a motion to
accept the committee members as identified in the January 9, 2018 Organizational meet-
ing with the modification of appointing Amy Bentley to the Community Enhancement
committee. The motion was seconded by Gracelyn Palmer and passed unanimously.
Board to Authorize Payment for Insurance Policy: Don McGlamery made a motion to
authorize payment for the annual insurance policy. The motion was seconded by Brian
Biggs and passed unanimously.
Board to Authorize Payment to Schulte & Hilgendorf for the Annual Review and 2017
Tax Return: Don McGlamery made a motion to authorize payment to Schulte & Hilgen-
dorf for the Annual Review and 2017 Tax Return. The motion was seconded by Brian
Biggs and passed unanimously.
Board to Approve $2,000 Reserve Account Deposit: Don McGlamery made a motion to
approve a $2,000 Reserve Account deposit. The motion was seconded by Brian Biggs
and passed unanimously.
PCC Median Lighting: Don McGlamery made a motion to discuss the possibility of
paying APS to turn on the median lighting in PCC Blvd. The motion was seconded by
Brian Biggs and passed unanimously. Overview: Mike Mathews gave an overview of
the lighting and costs: There are six light poles with two light fixtures on each pole. The
lights are currently halogen. The approximate cost of turning on the lights is $3,600/
yr ($300/mo). The lights might be able to be converted to LED, which would cut the
operating cost in half. However, APS would require a 10-yr contract and it is unclear
who would pay the cost of the retrofit. Adding solar is not an option due to the size of
the panels that would be required. Discussion: There was discussion regarding the need
to turn on the lights. Safety seemed to be the primary reason. Some members questioned
why PCC Blvd was any less safe than other streets in PCC. Brian Biggs suggested that
perhaps the single light at the four-way stop could be turned on for safety, since it is the
major intersection in PCC. One member who lives on PCC Blvd indicated that she did
not want the lights turned on since she liked the dark skies. Another member asked why
the POA should pay for lights on one street when there are no lights on other streets.
Bob Heise suggested that the item be tabled for further review of costs and options.
Brian Biggs made a motion to table the discussion. The motion was seconded by Don
McGlamery and the item was tabled.
Transparency Policy of PCC Financials: Don McGlamery made a motion that the
POA continue its current policies regarding PCC financials, which are that they are
available at Board meetings, they are available at the POA office, and they are avail-
able through email if requested by a member. Discussion: Don McGlamery noted that
it would cost approximately $328 per instance to publish the Budget Status Report in
the PCC Newsletter. Another member expressed concern that placing the financials on
our open website could lead to phishing fraud. Another member indicated that posting
the information on the website would be good for prospective home buyers to be able
to evaluate the financials. A response was that they could call or email the POA office
for the financials. Amy Bentley suggested that a button could be put on the website to
request the financials. A vote was taken and passed with Brian Biggs, Bob Heise, Don
McGlamery, Gracelyn Palmer, and Mary Kloeppel voting For and Amy Bentley and
Donna Chisum voting Against.
Discuss Pavement Patch at Front Entrance: Don McGlamery informed the member-
ship that there was a water leak in an old PVC front entrance irrigation pipe that ran
under the road. The leak presumably led to a dip in the road. Prescott Valley and ADOT
are requiring that the road be repaired and that the POA pay for the repair. There are two
costs involved: One is patching the road, which is estimated at $1500. The second is
replacing the traffic signal loop, which is estimated at $3,000. Note: these are not official
estimates, but only educated guesses. The PCC insurance company has been contacted to
see if this would be a covered loss. This discussion was informative only and no further
Board action was required at this point.
Review 2018 Budget for Approval in February: Don McGlamery presented a revised
2018 budget. No further action was taken.
Adjournment: At 8:00pm, Brian Biggs made a motio n to adjourn the meeting. The mo-
tion was seconded by Mary Kloeppel and the meeting was adjourned.
pccnews February 2018 5