Minutes of the Pinnacle Mountain P.O.A. Board
Meeting October 18, 2008
Members Present: Tom Pfaffl, Ronnie
Styles,
Robert Graham, Cindy Maddox, Mark Smith,
Frank Stroman, and James Hardin
Other Committee Chairmen Present: Riley
Ethington
Secretary's Report
The minutes for the last board meeting
on
April 26, 2008 were read and approved.
Since
there was no board meeting in July,
all current
officers of the board were re-elected
for
this term.
Robert Graham President
Mark Smith Vice-President
Ronnie Styles Treasurer
Tom Pfaffl Secretary
Treasurer's Report July 1, 2008 through October18
, 2008 Income Expense
Homeowners dues 25,900
Annual Meeting & mail 349
Professional Fees 335
Road Insurance 480
Grading 1,800
Drains & Ditches 100
Gravel 109 Pinnacle South (Road Maintenance)
625
Total Road Maintenance 2,634
Total Expenses 3,798
Net Income 22,102
Banking Accounts
BB & T CD's 20,281
BB&T checking 19,102
Total Checking and Savings 39,382
Accounts Receivable 5,100
Total Current Assets 44,482
A list was provided of all property
owners
who had not paid either/or their association
dues for the fiscal years 2007/2008
and 2008/2009.
This makes up the $5,100 in the account
receivable.
Registered letters will be sent stating
that
all dues must be made current by 12/01/2008.
After this date our lawyer will file
liens
on all properties in arrears.
Tom Pfaffl will write the letters and
include
a chart documenting overdue payments.
Copies
of all letters and the registered mail
forms
will be given to the Treasurer and
will be
used by our lawyer in placing the liens.
Architectural Committee Report
We were notified by email that Russ
Strickland,,
the chairperson of the committee, would
be
unable to make the meeting. There is
no new
report.
Road Committee Report
Road expenses are well below budget
at this
point in time.
We have had a difficult time scheduling
bushwacking.
There are places that are quite overgrown.
Frank Stroman will talk with our service
provider and they can arrange a schedule
that is worth the expense, we will
schedule
this year. Else, we will wait for spring
and get the new growth.
Special Road Improvement Committee
Riley Ethington, the committee chairman
provided
an update for the board. The minutes
from
the initial committee meeting were
distributed
to the association members. Riley will
submit
a committee update after the next scheduled
committee meeting to be distributed
with
the quarterly board minutes.
There was considerable discussion about how
this committee will communicate with the
general membership. The discussion centered
on budget items, how to insure transparency
for this committee and to insure all actions
by the board and the committee meet the requirements
defined in our Covenants..
There were three motions related to the communication
expense. It was voted that the $5,000 was
only to be used for engineering expenses.
Rejected were motions to provide a
separate
communication fund and to establish
a separate
$50.00 expense budget for the committee.
The board voted 4-2with one person
abstaining
on all motions. The board also approved
the
expenses for mailing the minutes from
the
first committee meeting.
Safety Committee
Riley Ethington, Safety Coordinator,
provided
an update to the board on his activities,
which centered on contacts with Queens
Gap
and the Rutherford County Emergency
Response
Center.
Riley mentioned that it appears that
a number
of properties do not have correct addresses
as required for 911 numbers. The 911
requirement
is that all properties must have a
valid
house number that is visible form the
road.
All owners should check their property.
Riley
has a list of the properties that he
felt
might fall outside the guidelines.
All owners
may contact him with questions.
Riley will provide an update of his
activities
to be distributed with the quarterly
board
report.
Old Business
Discussion continued regarding the
need for
road signs for unlicensed and/or uninsured
vehicles. Some items noted included
the fact
that unlicensed tractors are on public
roads
and prohibiting the vehicles on our
roads
may lead to too much control by members
on
other property owners. It was pointed
out
that the issue was initiated by our
insurance
company. The company stated that their
insurance
will not cover our association in lawsuits
involving uninsured/unlicensed vehicles
unless
we have posted the applicable signs.
This
issue will be resolved at the January
meeting.
New Business
It was mentioned that there seems to
be some
traffic on our roads that is not related
to the owners, services being provided
for
owners or guests of property owners.
The
board approved an expense limit of
$400 to
purchase a sign stating this is Private
property,
No Trespassing allowed, Owners and
Guests
only and subject to surveillance. The
road
committee will work with a vendor to
establish
the exact wording and to get a price
quote
for the sign.
There was also some discussion relating
to
the submission of road maintenance
bills
from the Lower Association. Late bills
required
work by the Treasure to make sure this
is
not a duplicate bill and verifying
that the
work was actually performed. Tom Pfaffl
will
draft a formal letter requesting that
all
bills be submitted within 45 days of
the
performed service. If this cannot be
done
because there is a problem with the
vendor,
than we are requesting an email be
sent documenting
the service, cost and when we expect
the
bill to be processed.
Next Meeting
The next meeting will be on January
17, 2009,
At 10:00 am at Ronnie Styles house.
Adjourned
Meeting was adjourned.
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