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In attendance: Shawn Maynard, David Park, Elaine D’Agnillo, Wes Whitehead, Kirk Chugg, Don Scott

Not in attendance:  Bruce Engleby

Agenda:

Road Slurry Contract- * cost for slurry $65,000 every 7 years for the upper portion.  This will be starting the end of August.  At this point, the lower section of the road would not benefit from crack sealing.

Cost for major repair on lower section will be $100,000  in about 10 years.

Snow Plow Contract- Elaine will follow up on this.  We are looking for someone who will charge us an hourly rate for the plowing. And will assign us a specific person to do a good consistent job for us.

Finance discussion- do yearly dues create enough income to cover ongoing road repair? current yearly surplus is about $10,000 but we need $15,000 yearly for proper roads maintenance.  $5,000 yearly for unknowns- water system – excess snow etc.

We need to increase our assessments to raise an additional $10,000 per year.  This will be approx $350 per household.  This will increase our yearly dues to $1,850 beginning in 2019.

Fire Safety – The fire department would like to come to our yearly meeting and discuss fire safety.  We will invite them in February.

clearing fuel

Phone tree – Dave will take the responsibility to create a contact list.  If there is an emergency please let Dave Park know (801) 390-7189 and he will send a text blast out to everyone.

We will bring up mowing along the roads at the yearly meeting.

Water – we are currently required by the state to test our water 3 times per week.  This is just done with a test strip and reported online.  There is a meeting on August 23rd to begin the discussions for the city to take over our water system.

For new construction in Pole Patch, the home owner is responsible to purchase and install a water meter prior to using any water.  Our source for water meters is Meter Works:  1199 W. 850 N., Centerville, UT  (801) 292-7900

We will ask John to add information to the “welcome packet” about needing to put a meter in before using any water, or they will incur a fine.

Next Meeting is Tuesday September 11th

June monthly meeting

Excused- Bruce Englesby/ Dave Park

in attendance..

Elaine Dagnillo/ Don Scott/ Kirk Chugg/ Wes  Whitehead/ John Dagnillo /

Neighbors also in attendance/ Bill & Janet (in Kendall’s old house) Mark Stull

agenda

1. Road Presentation (Tim Biel, Ryan, PEPG CONSULTING L.L.C.) see engineering report provided for details
   1. Total rebuild not required as base seems to be good.
   2. Seal coat should be done every 5 years.
   3. Most expensive option needed for best result would be normal maintenance for the top half spot patch, seal coat, and complete new asphalt lower road.
   4. Least cost option is scrub seal, maybe helps for another 3-5 years.
   5. 2 inch overlay, 10-15 years $160k-$170k with fabric ~$190k +5 years on top of the 10-15.
   6. Inaction removes option and increases the cost of others.
   7. PEPG can provide map of work, and scope of work to provide to potential contractors
   8. Changing from 3″ to 4″ doubles the strength of the road.
   9. Vote to take action to repair whole upper section less east end of Jessy Creek and slurry seal whole upper, motion and passed vote.
   10. Vote to not fix lower half of Pole Patch, run to failure and spot repair as required, motion and passed vote.
2. Next board meeting discuss an impact fee for new construction.(regarding road damage from heavy trucks)
3. Non-permanent Structures
   1. Should meet the same requirements as an outbuildings.  Send out in email and discussed in next HOA meeting.
4. Gate
   1. New keypad and screen put in all functions and looks good.
   2. Water line was ran to the gate to water the flowers.
5. Neighborhood Watch
   1. Don will set up meeting to talk about the correct way to handle trespassing etc.
6. Water Violations (Don), The state has a new requirement for testing every week – water quality- we have never done that & need to find solution- Don is working with City to possibly take over our water system (for a fee)
7. Shawn to send water spread sheet to board.
8. Next meeting Tuesday July 10th.

29-June-2018 – addendum to June 6, 2018 board meeting

The board is requesting bids to move forward on items 9 and 10 under the Road Presentation above.  We will proceed with the outlined repairs as quickly as possible.

no meeting for june… work party to re-install street signs later in the month.

in the meantime – potential new neighbor Mike Mansfield had previously asked “in concept” is a Log home acceptable

& the board agreed “in concept” that a home constructed of log was congruent with our mountain setting – so long as it was a nice home with features/ windows/ 3 dimension etc… like a “Park City style log home”  not like a little house on the prairie cabin.

attached below are examples from the home owner as to the general type of construction he expects his home to resemble.  The logs themselves will be larger logs *”not the smaller turned logs.

December Meeting:

Attending: Shawn Maynard, Eric Stakebake, Don Scott, Mark Stull, Cathy Montierth, Elaine D’Agnillo, Brice Penrod

1. Set date for annual meeting & make assignments:
   1. The annual meeting of the association shall be held on or about the 1st Monday in February in the lower level of the Pleasant View City offices at 7 pm
      1. This will be Monday, February 6th. Eric to call and reserve the building and email Board and John Sears to notify all owners of the meeting.
      2. Discuss fire protocol at meeting.
2. New Board Members: Terms are up for Brice Penrod & Eric Stakebake?  Shawn will continue for the duration of his new term, which will be two more years.
   1. New duties- *new secretary- requires laptop at meetings & training on how to enter minutes etc.
      1. Mark willing to volunteer for position for secretary
   2. Budget – spending and rates to remain the same.
   3. roads report – things are OK now. Eric will contact John Sears to have him send out notice that residents need to have cars removed from roads for safe plowing. Yield signs are coming, but company has contract with Maverik and we aren’t a priority.
   4. water report and water system management – Don states that it is likely that PV City will take over monitoring – conceptually they seem to agree to this. They would like a firm contract for this once details are clear. The mayor and City manager have agreed conceptually to the maintenance and quality oversight. Tyson Jackson is in charge of water at the City. As of January 1st, we need new management. Tyson has been made aware of our situation and has communicated to Don that Tyson will handle things until an agreement has been made with the City, or if not with the City, then outside of that with Tyson and some of the people that work with him. If alarm goes off, it goes to N. Ogden City, who would call Bill, who could contact Don. One potentially serious problem with the system is that the pumps and check valves need to be checked annually, and they have not been checked because it appears our assembly is not to code. The pressure zone portion is creating the issue – in that it is not testable – wrong apparatus for what is needed. Double check valve vacuum breaker needed, not double check valve pressure zone. Sanitary survey was done just before Thanksgiving with the State. Everything passed except certified back flow person. Not having this person can result in negative points on the water system. Not sure what happens if we have negative points. Locks were bought for buildings with updated codes – pump house included. Don can purchase flags for fire hydrants and install them.
   5. ccr’s/bylaws – Brice had these recorded.
   6. gate – battery was replaced on gate and should be working well.
   7. cameras – gate cameras are now up and running and DVR up and running. New DVR for high-quality would be about $400-$500.
3. Solar discussion
   1. Broad consensus that solar is generally acceptable; now how to make this aesthetically pleasing
      1. Attractive, dark-colored, residential version, nice finish, flat and roof-mounted. Outside of this, such as free-standing installations, should be approved by the current Pole Patch Board.
4. Communication towers:
   1. Communication towers exceeding 6 feet should be approved by the current Pole Patch Board.
   2. Existing communication towers are grandfathered in.
   3. Improvements/new parts to towers should be painted to make them as inconspicuous as possible.
5. Financial – UtaHOA to stay up on people who are behind on payments.
6. Pole Patch Contact information: Eric to ask John Sears for updated contact information for Pole Patch Residents to be given to Board Members, in particular, Cathy Montierth, who has not received this information.
7. Suggestions for other Board members: Kirk Chugg (Shawn will approach him), Bruce Engleby (Elaine will approach him).

Meeting adjourned until annual February meeting.