PCC POA General Membership Meeting Minutes
Prescott Country Club Property Owners Association www . pccpoa . com General Membership Meeting - February 20 , 2018
The following Minutes will be approved subject to corrections at the next Board Meeting . Next Meetings : Next Board of Directors Meeting : Tuesday , March 20 , 2018 at 6pm 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 February 20 , 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 : Dave Paulin , Amy Bentley , Gracelyn Palmer , Mary Kloeppel , Donna Chisum , and Don McGlamery . Jennifer Lynch was elected during the meeting . Minutes : Brian Biggs made a motion to accept the January 16 , 2018 without reading . The motion was seconded by Dave Paulin and passed unanimously . Treasurer ’ s Report : Don McGlamery noted that it is early in the year , but finances are tracking along nicely . Office Manager ’ s Report : Bob Heise noted that six liens were recorded against properties that are in arrears for at least three years . One existing lien was paid and released . Committee Reports : Architectural : Gracelyn Palmer – Five permits were granted in January ( three sheds , one fence , and one deck ). Budget & Finance : Don McGlamery – See below . Building & Grounds : Don McGlamery – No report . CC & Rs Enforcement : Mary Kloeppel / Gracelyn Palmer – No report . Community Enhancement : Amy Bentley – Amy noted that she did a thorough review of the CC & Rs and By-Laws and determined that the Board is basically hand-cuffed from doing any significant improvements without a vote from the community . Obtaining a vote through an election costs about $ 2,000 . One alternate idea would be to create an independent non-profit organization , separate from the POA , which would be run on donations . This nonprofit could then make improvements on county land to benefit the residents . Community Relations : Brian Biggs – No report . Events & Recreation : Donna Chisum – Donna has been fielding calls from residents asking for various events to be brought back . Health & Safety : Mary Kloeppel – No report . Nominating Committee : Donna Chisum – No report . Unfinished Business PCC Median Lighting : Brian Biggs made a motion to reopen discussion about median lighting in PCC Blvd . The motion was seconded by Don McGlamery and passed unanimously . Discussion : Brian Biggs noted that based on the cost of electricity ($ 3,600 / yr ) and the required 10-yr contract , the total expenditure of $ 36,000 over ten years was beyond the authority of the Board to approve . A member noted that switching to LEDs could cut the cost in half . In any case , even $ 18,000 is beyond the authority of the Board . The By-Laws limit the Board ’ s spending authorization to $ 5,000 over the life of a project unless a formal vote is taken by the membership . In further discussion , some members noted that turning on the lights would make the entrance to PCC more inviting . Others ( including a member who lives on PCC Blvd ) indicated that they did not want the lights turned on because they like the dark skies . Resolution : Brian Biggs made a motion to end discussion on PCC Median Lighting . The motion was seconded by Amy Bentley and passed unanimously . Discuss Pavement Patch at Front Entrance : Don McGlamery informed the membership 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 PCC POA pay for the repair . Additionally , ADOT will not allow the repair to occur during the day . Don contacted the insurance company to
6 March 2018 pccnews see if they would cover the cost of the repair . The insurance company indicated that cost would be covered . Don obtained quotes from various contactors to perform the work , which would later be reimbursed by the insurance ( after paying a $ 500 deductible ). Don McGlamery made a motion to authorize the hiring of Copper State ( approx $ 3890 ), TLL Electric ( approx $ 3915 ), and B & W ( approx $ 1790 ) to perform the necessary repairs . The motion was seconded by Brian Biggs and passed unanimously . Dave Paulin gave a big thank you to Don McGlamery for his excellent and thorough work on this issue . The entire membership gave Don a round of applause . Approve 2018 Budget : Don McGlamery made a motion to approve the 2018 budget with the addition of adding $ 1100 to the Community Enhancement line to cover water meter repairs at the front entrance . The motion was seconded by Brian Biggs and passed unanimously . New Business : Switch Board Positions of Treasurer and Director : Don McGlamery noted that he wanted to swap Board positions with Donna Chisum , so she would take the Treasurer position and he would take her Director position . Bob Heise and Brian Biggs noted that the By-Laws do not authorize the switching of positions ( nor do they specifically disallow it - switching is not referenced at all ). Other Board members indicated that they were not in favor of authorizing a switch . Brian Biggs suggested that Don could resign immediately , Donna could then take the Treasurer ’ s position , and then Don could apply for the currently open Director ’ s position . An audience member questioned if it would be allowed for Don to enter the race at this time , since other members were restricted from entering after the 16 th per the newsletter and PCC website . Further discussion deemed that it would be inappropriate to allow a late entry for Don if others were denied . Don agreed to remain Treasurer for another month . Fill Open Director Position From Stephen Gonzalez ’ s Resignation : Bob Heise noted that there were three applicants for the open Director ’ s position . However , one of the candidates , Martha Duncan , while a PCC property owner and resident for many years , did not currently have a property Deeded in her name until just a week ago . Section 5.1 of the By-Laws states that a nominee must be an Association member for at least six months to be eligible to run for a Board position ( property ownership is the definition of member ). Martha graciously agreed to remove her name from the ballot . The By-Laws state that the open position shall be filled by a majority vote of the existing Board members . Since there were eight existing Board members , the majority vote was five members . It was agreed that anonymous votes would be indicated by circling YES next to the desired candidate . If one candidate did not receive five votes , then the vote would be retaken . 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 : 5 – Jennifer Lynch ; 3 – John Adams With Jennifer Lynch garnering five votes , Brian Biggs made a motion to appoint Jennifer Lynch to the open Director ’ s position that was vacated by Stephen Gonzalez . The motion was seconded by Amy Bentley and passed unanimously . Jennifer was then invited to take a seat with the Board . Review D & O Insurance : Don McGlamery obtained quotes for Directors & Officers Insurance from our current provider , Auto-Owners Insurance (~$ 2222 ), and from CNA Insurance (~$ 5558 ). Auto-Owners has a zero deductible , but has less coverage . CNA has a $ 10,000 deductible , but has more coverage . After discussion , Brian Biggs made a motion to stay with our current provider , Auto-Owners and to authorize payment for the insurance . The motion was seconded by Amy Bentley and passed unanimously . A member asked if our insurance covers the airport shuttle picking up and dropping off at the POA building . Don McGlamery said that it is covered and we have a letter indicating so from the insurance company . Quickbooks : Various discussion occurred regarding the use and cost of Quickbooks . No action was taken . Response to Peter Barnett Courier Article : Bob Heise noted that a disparaging opinion article from POA member Peter Barnett was published in the Courier . Bob Heise read aloud a proposed response to be published in the PCC Newsletter . Brian Biggs made a motion to authorize publishing the letter . The motion was seconded by Gracelyn Palmer and passed unanimously . Adjournment : At 7:40pm , Brian Biggs made a motion to adjourn the meeting . The motion was seconded by Gracelyn Palmer and the meeting was adjourned .