HOA Meeting February 27, 2021 at 4 PM
The first board meeting of 2021 for Lakeside at PoleCreek Townhomes Association will be held Saturday, February 27, 2021 at 4:00 pm MST, online. All owners are encouraged to attend. If you are interested in attending please send us an email by clicking here. Instructions for accessing the online meeting using Zoom will be emailed to owners later this week but will not be posted publicly.
A preliminary agenda and treasurer’s report is available below.
Any additional information will be added to this website as it becomes available.
Lakeside Board of Directors
Lakeside at Pole Creek Townhomes Association
Board Meeting Agenda
DATE: February 27, 2021
TIME: 4:00 pm
PLACE: Online meeting using Zoom
Establish a quorum
Approve November 2020 board meeting minutes (on this web page below the treasurer’s information)
Treasurers Report
Design Review Committee Guidelines Resolution
Presentation, Public Comment, Discussion, Vote for Adoption
2021 Projects
Management software
Annual maintenance
Building re-staining
Short-Term Rentals
Develop guidelines for Resolution
Target vote for adoption at 2021 Q2 board meeting
Initial public comment & discussion
Other Business
Adjournment
november 14, 2020 meeting draft minutes
Lakeside at Pole Creek Townhomes
Board Meeting Agenda
DATE: November 14, 2020
TIME: 4:00 pm
PLACE: Online meeting using Zoom
Establish a quorum
Joe Gregg, Chuck Nichols, Mary Fairall, Pam Collins, Deb Davis-Merritt.
Owners in attendance: Jerry Nissen.
Approve June 2020 board meeting minutes
Reviewed and approved (5-0). Will be posted to the website.
Public Comments
Recommend post draft of minutes and label as such until minutes approved at the next board meeting.
Treasurers Report
2020 Budget through 3Q
2020 Dues Update
2020 Maintenance Projects update
Discussed late dues payments. Find missing contact information through county records, PCVOA database or other means. Recommend send both letter and email for 2021 dues. Will use the HOA management software for dues notices and accounting starting in 2021.
2021 Budget Review
Accounting Audit
By-Laws and Declarations legal review and update
2021 budget presented. Reserve Funds as proposed in budget approved (5-0). Budget approved with changes as noted (5-0). Approved dues reduction resolution (5-0) and approved reducing annual dues to $230 (5-0).
HOA Banking and Document Changes
Chuck presented a plan to change banks, make sure two officers have signing authority and that the board should review existing governing documents to make sure they are up-to-date. Agreement by the board to initiate each.
Design Review Committee Report ,
Pam, Chuck and Jerry presented the progress of the DRC. Recommendation agreed upon that a letter be sent out in 2021 highlighting the re-established DRC, what the DRC does, and what needs to be submitted for approval. Furthermore, it was suggested that the communication with owners should be expanded to include board highlights, especially noting the dues have been decreased for 2021 (and why).
2021 Board meetings and Annual Meeting schedule
January, May, September, December (Annual Meeting online)
Agreed to this schedule and will make a decision about the time and date of the annual meeting and if the annual meeting will be done online.
Board officers and appointments for 2021
Officers: Joe Gregg, President; Chuck Nichols, Treasurer approved (5-0)
Any other business that may come before the board.
Next meeting should include the topics: Short-Term Rentals, Building re-staining, Signage for unit addresses, Solar power.
2021 maintenance projects should include a plan for tree replacement and communications to owners about that project. Ensuing discussion focused on the fact that the board has authority over the Common areas as defined in the governing documents. And the board seeks to work in common cause with owners to make improvements to the Common areas.
The board should work with our existing maintenance contractors (weed control and irrigation system) to develop a succession plan going forward.
Adjournment