Minutes

2017 Prairie Village HOA Annual Fall Meeting Minutes 

September 26th, 2017

Hathaway garage

1. Meeting called to order at 7:00 p.m. John Hathaway elected as chairman to run meeting.

2. Quorum requirements met.

3. John reviews and presents proofs of due calling of the meeting.

4. Secretary reads minutes from spring meeting. Accepted.

5. Report of the Board of Directors

a. President

i. Storm drains

1. There were many volunteers.  A few drains may need professionally cleaned; MUB said they aren’t bad enough to hire someone yet.

2. MUB says we should keep cleaning them out yearly.

3. Drainage pond also looks fine. MUB inspects it every year to look for damage, blocks, hazardous materials, etc.

ii. Fender bender

1. Possibly caused by parking on the street and blocking line of sight

2. Suggestions requested on how to address this issue (e.g., fines, tickets, etc.)

iii. Speed limit sign has been installed

iv. Pets

1. Dog attack: keep your dogs under control and on leashes

2. We’ve had a few animal waste complaints but not as many as usual

b. Treasurer

i. Budget Analysis/Summary

1. MUB bi-monthly billing explained: fire protection fee (hydrant inspection, etc.)

2. Two units have outstanding balances as of this meeting (liens filed for one)

ii. Dues Planning Tool

1. Long term goal is to raise approximately $80,000 in 15 to 20 years to help repave our roads when needed.

2. A special assessment may be needed to reach final cost of repaving.

iii. There were no objections or questions on either report

6. Unfinished Business

a. We are not hiring a professional to clean out the storm drains. It was initially considered, but after MUB’s input, we have decided it can wait.

b. Parking: 508 Santé Fe Court has a neighbor with a work truck that is always parked on the street. It is hard for them to see when entering and exiting their driveway. The board will send a letter showing neighbors the rules and asking them to find a new place to park. Members of the board will visit to address the issue and send out periodic reminders.

c. Shrubs: the company will not replace them unless completely dead. Steve has been watering them every night. They need something other than water to thrive.

7. New Business

a. Welcoming Committee: Polly and Angela created a draft Welcome Letter

b. 2018 Budget

i. Snow removal expenditure, largest line item, will remain the same at $10,000

ii. Dues will remain at 2017 level: $275

iii. Motion to accept the 2018 budget. Approved.

c. Election of Officers

i. Suzi Stapleton nominates Polly Smith for president. Approved unanimously.

ii. Curt nominates Dennis Maust for treasurer. Approved unanimously.

iii. Curt nominates Robert Heimbach for member at large. Approved unanimously.

iv. Jill Nunnermacker nominates Suzi Stapleton for vice president. Approved unanimously.

8. Adjournment. Lisa Heimbach motions to adjourn. Suzi seconds. Meeting adjourned at 8:08 p.m.

2017 Spring Meeting Minutes

April 11th, 2017

Hathaway Garage

I.     Chairman- John Hathaway, President

II.    VP and Secretary determine 17 units including proxies are in attendance. This equals a 30 percent quorum. 

III.    Jill read minutes from both April 2016 and Sept. 2017 meetings.

        a.    No motions for corrections

        b.    Sharon motions for acceptance of minutes

                -Suzi seconds

                -Motion carries

IV.    Treasurer's Report

        a.    One more invoice from Tim’s Landscaping for Ice Melt

        b.    Dues must be postmarked by June 30th to avoid late fee.

        c.    No questions on treasurer's report

V.    Report of the Board of Directors

        a.    Working on a consistent and fair collection policy

        b.    Would like to get more community involvement/volunteers for committees, etc.

        c.    Only complaint in past 6 months has been dog excrement not being picked up.

VI.    Unfinished Business

        a.    Storm Drains: remaining ones still need cleaned out.

               1.    Sante Fe was completed.

               2.    Need to schedule a work day and find volunteers.

        b.    Welcoming Committee

               1.    Mailing out letter soon

               2.    Getting a brochure together to give as new people move in.

                       i.    May put a sign at the mailboxes directing people to PV website until brochure is finalized.

VII.   New Business

        a.    Parking Issues: 

               1.    Extended street parking needs addressed. Very inconvenient for some neighbors, they have trouble backing up, etc.

               2.    Sending out a reminder about on street parking

        b.    Rebar: issue for the landscape committee to address

        c.    Need to come to some consensus about what we want our address to look/be like. What kind of guidelines/regulations? How strict will it be?

               1.    Until then, everyone should refer to the Declaration of Common Interests.

VIII.  Polly motioned that meeting be adjourned

        -Suzi seconded

        -Motion carries

        -Meeting adjourned at 7:45pm

2016 Fall Annual Meeting Minutes (approved)

posted Jan 10, 2017, 11:02 PM by Dennis Maust   [ updated Apr 25, 2017, 9:49 AM ]

Prairie Village HOA Annual Meeting Minutes September 13, 2016

Call to order:  7:00 PM

1.   Election of Chairman

John Hathaway

2.   Appointment and report of a committee to determine if a quorum (30%) is present

            23 units represented including the revocable proxies,  YES

3.   Presentation of proofs of the due calling of the meeting

            Sent mail out as well as emails and Nextdoor reminder, YES

4.   Reading, correction and approval of minutes of previous 2015 annual meeting

-       Angela Carver moved to approve

-       Lisa Heimbach seconded

-       Motion passed

5.   Report of the Board of Directors

      President Report

A)  Road Repair -

                        John explained to the community.  No questions.

            B)  Safety Barrier (hedge) -

                        Polly and John explained to the community. No questions.

            C)  Working to better clarify board functions and rules

                      i)        Updated bylaws and other documents- available on website

                                    John discussed. No questions or comments.

                                                                    ii)        Improved record keeping

                                    John discussed. No questions or comments.

                                           iii)        Working on other rules and policies

                                    John discussed. No questions or comments.

       Treasurer Report

                        -Dennis discussed budget analysis and reserve study with homeowners.

                        -Also discussed road maintenance and longevity costs.

                        -2013-2033 estimate for road longevity.

                        -Dennis explained due date change for dues from 7/1 to 6/30 and late fees schedule.

6.   Unfinished Business

A)  Storm Drain Cleaning- Finished about half, work needs to be completed.

Will be looking for volunteers through email and Next Door

*Drains need raised for units of Jeff Simons and Carol Forte; they are the worst* 

B)  Welcoming Committee- Never got off the ground.

Will be calling for volunteers through email and Next Door

C)  Liens

John discussed with homeowners.

D)  Retaining Pond

Was inspected by MUB in 2015

7.   New Business

A)   Board approved budget and dues increase- Board has approved $25 increase ($275 total for 2017) to help build reserve fund per reserve study, Dennis Maust.

B)   Landscaping Committee- Needs one more member.

                        Jean McLarren

C)   Volunteer List-

                        Angela Carver to head of Welcome Committee with Polly Smith and Shawn Myer

D)   Token Awards-

                        Jeffrey Carver, Curt Stapleton, Steve Montgomery

                                    -Each receives $50 gift card

                                    -Polly passed to Angela Carver for Jeff, Suzi Stapleton for Curt, and

Paula Fuhrman proxy for Steve.

8. Election of Board Members/Officers

-Jill Nunnermacker from 203 Prager volunteers to fill Secretary position

-Angela Carver seconds nomination

-Motion Carries

            -Paula nominates John Hathaway for President

            -Josh Smith seconds nomination

            -Motion Carries

            -Dennis nominates Polly Smith for Vice President

            -Paula seconds

            -Motion Carries

            -Polly nominates Dennis for Treasurer

            -Angela seconds

            -Motion Carries

            -Suzi Stapleton volunteers for Member at Large

            -Angela Carver seconds

            -Motion Carries

New:

     President: John Hathaway

     Vice President: Polly Smith

     Secretary: Jill Nunnermacker

     Treasurer: Dennis Maust

     Member at Large: Suzi Stapleton 

9. Extra Announcements

A)   Schedule Spring Meeting Again

B)   Halloween is the same time as Morgantown Hours

10. Adjournment

            -Angela Carver moves to adjourn

            -Josh Smith seconds

Meeting adjourned: 8:09 PM

2016 Spring Meeting Minutes (approved)

posted Jan 10, 2017, 10:50 PM by Dennis Maust   [ updated Apr 25, 2017, 9:42 AM ]

2016 Spring Meeting Minutes

April 12, 2016

Hathaway Garage

I.                    There was not a quorum, so this is not a business meeting.

II.                  Board of Directors Report

a.       Sinkhole in road (Long Branch Drive) has been fixed. The pipe had fallen apart. The cost was $4,240.00.

b.      End of Board of Directors Report.

III.                Treasurer Report

a.       One of the previous two no-interest bearing checking accounts was closed. Funds were transferred into two interest-bearing accounts and one Certificate of Deposit.

b.      MUB payments have been automated. MUB billing is for fire protection.

c.       After examining the simplicity of past HOA tax returns, treasurer has decided to bring the task of tax preparation in-house (current treasurer to be responsible while continuing on board). Current savings will be $200 annually.

IV.                Unfinished Business

a.       Status update re. MUB, DEP, and storm drainage pond was given. The board is still gather information.

b.      A car slid off the road (Santa Fe Court) during our major winter storm at about the same area where a fence or safety barrier is needed and being worked.

c.       Snow removal was discussed, to include bids, awarded contract, use of environmentally friendly ice melt, etc.

d.      Discussion of Santa Fe Court safety barrier included possible option of installing a guardrail. DOH stockpiles guardrail. Guardrail could also possible be added to edge of road by mailboxes.

e.      Storm drain cleanout is necessary. Nathan Stilwell will form a team to clean out the drains.

f.        John Hathaway will form a team to paint the speed humps.

g.       Purchase of a speed limit sign is put on hold until after a guardrail is possible installed.

V.                  New Business

a.       Informal and informational discussion of neighborhood “Nextdoor” app took place.

b.      Discussion of current Prairie Village website (http://www.prairievillagehoa.org/) took place, including the need for updating it.

VI.                Meeting adjourned

2015 Meeting Minutes

posted Nov 30, 2015, 9:10 PM by Nathan Stilwell   [ updated Nov 30, 2015, 9:10 PM by Dennis Maust ]

Minutes of the Annual Meeting of the Homeowner’s Association

Sunday, October 18, Children’s Discovery Museum of West Virginia

1. Meeting Chairman, 2015 Board President, Nathan Stilwell

2. A quorum is constituted by the presence of 30% of eligible voting units is present.  Quorum reached.

3. Presentation of proofs of a due calling of the meeting provided (letter sent).

4. The meeting was called to order by the Chairman.

5. Report of the Board of Directors, if annual meeting.

6. Treasurer’s report of expenditures given by Nathan Stilwell.

• Teresa Hefferin asked about the MUB charges.  John Hathaway explained the charges.  She also asked about the Mutual Insurance Company charge.  Jeffrey Carver explained the charges.  Teresa Hefferin asked about the liens.  Nathan Stilwell explained about outstanding debts and liens.

• Polly Smith proposed approval of the treasurer’s report.  Teresa Hefferin seconded the motion; carried unanimously.

7. The minutes of the last meeting (October 17, 2014) were read by the Secretary and approved without correction.

• Motion to approve by Jeffrey Carver; second by Nathan Stilwell; carried unanimously.

8. Proposed 2016 Budget – Nathan Stilwell

• Raising the annual dues to $300.00 was discussed.

• Josh Smith suggested raising the annual dues on the undeveloped lot to be equal to the amount on annual dues of developed lots.  The suggestion was discussed.  Josh Smith motioned that the HOA raise the dues for the undeveloped lot to be the same as developed lots.  Paula Fuhrman seconded; the motion passed with thirteen “yeas” and nine against.

• Thomas Fuhrman asked about the current snow plowing company not providing adequate service.  There was discussion about searching for a new company.  Paul Rice suggested getting 3 bids each year from different companies.  Josh Smith made the motion; Jeffrey Carver seconded; motion passed with one nay (John Hathaway).

• John Hathaway motioned to accept proposed 2016 budget; Jeffrey Carver seconded the motion; carried unanimously.

9. General Business

• Fencing on the retaining wall below Santa Fe Court – Paula Fuhrman reported on the progress of the fence issue.  She has been given permission by Dan and Jean McLerran to proceed.  Polly Smith volunteered to contact the owner of 304 Glencoe to gain approval for the fence.  Nathan Stilwell suggested having the properties surveyed and then installing white vinyl privacy fencing.  Sharon Huffman suggested installing the fence at the road. Discussion followed about the placement of the fence.

  • Logan Wheatcraft made a motion that the property be surveyed within 30 days and approval from all effected homeowners be received within 90 days to install a fence.  If not all property owners approve the fence within the 90-day time limit, a guard rail will be installed on HOA property. Theresa Hefferin seconded the motion.  The motion passed. 

• Painting – After discussion, it was decided to wait to paint until the sink hole next to one of the speed humps is repaired.

• Token Reward – Paul Rice made a motion to increase the token reward to $250.00.  Josh Smith made a motion to amend the budget line item for token rewards in the 2016 budget and all future budgets be equal to the annual HOA dues.  Logan Wheatcraft seconded the motion; the motion passed.

• Road Repair – John Hathaway explained his observances of the sink hole in front of his property.  Nathan Stilwell also reported on what he has done to address the issue.

  • Nathan Stilwell proposed that the board get three bids to fix the sink hole ASAP with a budget of $8,000.00. Logan Wheatcraft made the motion to approve the proposal; Jeffrey Carver seconded; the motion passed.

• MUB – Nathan Stilwell reported on the recent MUB inspection.  Various ways to resolve problems found during the inspection were discussed.  Nathan Stilwell proposed the board will take action and then form a committee with a budget of $5,000.00 to address the issues with WVDEP and MUB.  John Hathaway made a motion to accept the proposal; Theresa Hefferin seconded; the motion passed.

• Spring Meeting – Theresa Hefferin made a motion that the HOA meet every six months, i.e. have a Spring Meeting. Logan Wheatcraft seconded the motion.  The motion passed.

  • The HOA will meet the second Tuesday in April.

  • Josh Smith made a motion that the 2016 budget be amended to allow $150.00 for the Spring Meeting.  Theresa Hefferin seconded; the motion passed.

  • Garbage Collection – Scrapes in the road made by the garbage truck need to be repaired. Jeffrey Carver recommended using asphalt rubber wax sealant to fix the scrapes.  He made a motion to repair the scrapes; Josh Smith seconded the motion; the motion passed.  The board authorized Jeffrey Carver to attend to the issue. 

  • Trick-or-treat – Nathan Stilwell stated that Halloween will be observed at the same time as Morgantown this year (6:30-7:30 on October 31).

  • Property Service Management – Nathan Stilwell proposed hiring a firm to take over the administrative duties.  The board will search for a minimum of 3 companies to propose at the Spring Meeting.  Josh Smith made a motion to approve the proposal; Jeffrey Carver seconded; the motion passed.

  • Welcoming Committee – Shawn Myer did not receive HOA paperwork upon moving into he neighborhood.  She volunteered to chair a welcoming committee.  Polly Smith volunteered to assist her.

  • Board Elections

  • Paula Fuhrman nominated Dennis Maust for Treasurer; Thomas Fuhrman seconded; motion passed.

  • Shawn Myer nominated John Hathaway for President; Thomas Fuhrman seconded; the motion passed.

  • Polly Smith nominated Nathan Stilwell for Member-at-Large; T.J. seconded; the motion passed.

  • All other board members retained their positions.

10. Motion to Adjourn – Jeffrey Carver

• Nathan Stilwell seconded the motion; vote carried unanimously.

2014 Meeting Minutes

posted Nov 10, 2015, 8:27 PM by Nathan Stilwell   [ updated Nov 10, 2015, 8:28 PM by Dennis Maust ]

Minutes of the Annual Meeting of the Homeowner’s Association

Sunday, October 19, Children’s Discovery Museum of West Virginia

1. Meeting Chairman, 2014 Board President, Nathan Stilwell

2. A quorum is constituted by the presence of 30% of eligible voting units is present.  Quorum reached.

3. Presentation of proofs of a due calling of the meeting provided (letter sent).

4. The meeting was called to order by the Chairman.

5. Report of the Board of Directors, if annual meeting.

6. Treasurer’s report of expenditures given by Li Wang.

7. The minutes of the last meeting (January 13, 2013) were read by the Secretary and approved without correction.  

8. Proposed 2015 Budget – Li Wang

9. General Business

o Nathan Stilwell proposed approval of the treasurer’s report.  Jeffrey Carver seconded the motion; carried unanimously.

o Motion to approve by Jeffrey Carver; second by Nathan Stilwell; carried unanimously.

o Robin Hissam motioned to accept proposed 2015 budget; Nathan Stilwell seconded the motion; carried unanimously.

o Li Wang thanked Robin Hissam for her assistance this year.

o Fencing on the retaining wall below Santa Fe Court - General disagreement between units affected and the board on placement of the fence.  Nathan Stilwell proposed talking owners of units and reimbursing them for the expense of installing the fence.  The HOA lawyer stated that the unit owners are responsible for the liability of the retaining wall.  Several suggestions were made about the form the barrier could take such as: a hedge, making the street one-way, putting in a stop sign on the corner, and/or putting in a knee-high stone wall.  

 Li Wang and Nathan Stilwell motioned that the Landscape Committee take ownership of the fencing issue with a budget of up to $5,000.00 out of the capital account with board approval.  The landscape Committee would begin the discussion with proposing hedges to the affected unit owners.  If the unit owners were unresponsive the Landscape Committee would report back to the board about taking the next step.  Robin Hissam seconded the motion.  The motion passed. 

o Painting – Josh Smith inquired about the completion of painting the speed humps.  Steve Montgomery reported that signs had been made.

o Bank Accounts – Li Wang made a motion to move the bank accounts from United Bank to another bank.  Jeffrey Carver seconded the motion; the motion passed.

o HOA Dues/Bylaws – Li Wang made a motion to move the HOA dues due date to earlier in the year.  

 Changing the language of the bylaws was discussed.

 Li Wang made a motion that possible revisions to the bylaws including when moneys are transferred into the capital account.  Nathan Stilwell seconded the motion; the motion passed.

o General Issues – Polly Smith thanked Steve Montgomery for snow blowing in the winter. 

 Liens were discussed.

 Dennis Maust asked about the top soil sign.  The sign is not on HOA property.

 Robin Hissam asked about the adjoining property to the HOA requesting the ability to tap into the water lines.  Nathan Stilwell explained the correspondence between the board and adjoining property owners.   

o Trick-or-treat – Nathan Stilwell made a motion that Halloween be observed at the same time as Morgantown this year.  Li Wang seconded the motion; the motion passed.

o Board Elections

 Thomas Shaffer made a motion that all members retain their positions.  Sharon Huffman seconded the motion; the motion passed.

 Li Wang nominated Dennis Maust for the Landscape Committee.  Thomas Shaffer seconded the motion; the motion passed.

10. Motion to Adjourn – Nathan Stilwell

o Jeffrey Carver seconded the motion; vote carried unanimously.

2013 Annual Meeting Minutes (October)

posted Jan 26, 2014, 10:06 AM by Nathan Stilwell   [ updated Jan 26, 2014, 10:06 AM by Dennis Maust ]

Minutes of the Annual Meeting of the Homeowner’s Association

Sunday, October 13, Children’s Discovery Museum of West Virginia

• 1. Meeting Chairman, 2013 Board President, Jeffrey Carver

  2. A quorum is constituted by the presence of 30% of eligible voting units is present.  Quorum reached.

  3. Presentation of proofs of a due calling of the meeting provided (letter sent).

  4. The meeting was called to order at 7:30PM by the Chairman.

  5. Report of the Board of Directors, if annual meeting.

  6. Treasurer’s report of expenditures given by Li Wang.

     • Steve Montgomery proposed approval of the treasurer’s report.  Nathan Stilwell seconded the motion; carried unanimously.

  7. The minutes of the last meeting (January 13, 2013) were read by the Secretary and approved without correction.  

     • Motion to approve by Robin Hissam; second by Jose Copplind-Palmermo; carried unanimously.

  8. Proposed 2014 Budget – Li Wang

     • Polly Smith motioned to accept proposed 2014 budget; Nathan Stilwell seconded the motion; carried unanimously.

  9. General Business

     • The properties of Jeff Simon and Curtis Atkins need additional attention for correcting drainage pipe issues due to the new level of the pavement on the road.

     • Parking – The HOA may change the Covenant and Restrictions to address problems.  The new policy would read: Never park across from driveways.  This will become a towing offense.  The new policy will need to be mailed to the entire community for a reading.

     • Painting – The speed humps need to be painted; speed humps signs may be posted later, if necessary.

       • Glencoe Lane needs to be painted as a ‘No Parking’ area.

       • The road in front of the fire hydrant needs to be painted as a ‘No Parking’ area.

• • Speed Limit – A speed limit sign needs to be posted.  The sign should display the speed limit as well as indicate ‘Speed Humps Ahead’.  The sign should be installed before the mail boxes on Long Branch Drive.  Steve Montgomery offered to look into getting a sign for the community from his company.

    • Motion to approve by Robin Hissam; second by Li Wang; carried unanimously.

  • Safety Issues – A guard rail or fence needs to be installed along the corner of Santa Fe Ct.

    • Robin Hissam moved to have the Landscaping Committee look further into the issue.  They should consider safety options; neighbors affected by the new structure being placed in their yards; and potential blind spots.

    • Li Wang moved that the vote be mailed with the new policy; Nathan Stilwell seconded the motion; carried unanimously.

    • Li Wang made a motion that the funds be provided through the capital fund; the upper-level cap of the cost for the project be $5,000.00; and that it would need to be approved by the Board, the Landscaping Committee, and the neighbors affected.  Dan McLerran seconded the motion.  There were 17 yeas and 1 nay (Jeff Simon objected to the cost.  He felt that the project should cost no more than $2,000.00).   

  • Trick-or-treat – Morgantown trick-or-treat time is October 31 from 6PM until 7:30PM.  The neighborhood’s trick-or-treat time will begin at 5:30PM.

  • Board Elections

    • Jeffrey Carver nominates Nate Stilwell for President.  Li Wang seconded.

    • Jeffrey Carver nominates Alison Vandegrift for Secretary.  Nathan Stilwell seconded.

    • Li Wang nominates Polly Smith as Vice President.  Jeffrey Carver seconded.

    • John Hathaway nominates himself as Member-at-Large.  Li Wang seconded.

    • Robin Hissam nominates herself as Treasurer-in-Training.  Jeffrey Carver seconded.

    • Li Wang nominates herself as Treasurer.  Nathan Stilwell seconded.

    • Vote carried unanimously.

  • Annual Dues – Moving the annual dues payment to April 1 was discussed but did not move further.

• 1. Motion to Adjourn – Jeffrey Carver

• • Li Wang seconded at 8:45PM; vote carried unanimously.

2013 Annual Meeting Minutes (January)

posted Oct 30, 2013, 4:17 PM by Nathan Stilwell   [ updated Oct 30, 2013, 4:25 PM by Dennis Maust ]

Minutes of the Annual meeting of the Homeowner’s Association

Sunday, January 13, Children's Discovery Museum of West Virginia

1. Meeting Chairman, 2012 Board President, Jeffrey Carver.

2. A quorum is constituted by the presence of 30% of eligible voting units is present. Quorum reached.

3. Presentation of proofs of a due calling of the meeting provided (letter sent).

4. The meeting was called to order at 7.05PM by the Chairman.

5. The minutes of the last meeting (Jan 7, 2012) were read by the Vice President, Nathan Stilwell and approved without correction (Motion to approve by Josh Smith, second by Li Wang, unanimously approved).

6. Report of the Board of Directors, if annual meeting.

7. Treasurer’s report of expenditures given by Li.

   • Discussion; John Hathaway requested a list of outstanding fees.

   • Li Wang reported two lots owe both 2012 dues and road assessments 4 and 5. The board is putting together liens to address the issue.

   • Motion to accept by Erika Osborne and seconded by Alison Vandegrift; carried unanimously.

8. Annual Dues Increase - Jeffrey Carver

   • The board wants to prepare the Association for future expenses, including but not limited to retention pond maintenance, signage, and road repairs.

   • Goal is to collect approximately $80,000 is 10-20 years.

   • Proposal consists of an increase from $200/annual to $250/annual to help build back the capital account.

   • Proposal would take effect for annual dues to be paid June 2013.

   • Li calculates that this would increase the amount placed in the capital account to $3515.63 each year.

   • The board recommends we increase to $300 for June 2014; will address next year.

9. Treasurer’s report of expenditures (continued)

   • Each year we move extra expense money into the capital account.

   • Brady Himmelrick asked if we should budget for units that aren’t paying

10. Annual Dues Increase (continued)

    • Jeffrey Carver motioned to increase annual dues to $250 starting in 2013.

    • Seconded by Li Wang; vote carries (unanimous)

11. Proposed 2013 Budget - Li Wang

    • Overview given; Li motioned to approve. Brady seconded.

    • No discussion; vote carries (unanimous)

12. General Business

    • Paving Report - Jeffrey Carver

      • Contractor (Parotta Paving) reported that supplier ran out of material.

      • The Association is now on the schedule for Spring 2013 at the original quoted price (verbal)

      • Estimated to be a three (3) day project, starting with Santa Fe, then moving on to Long Branch, Prager, Cimarron and Glencoe. Includes one day of work prior to paving to repair necessary areas.

      • Will include 1-inch leveling coat and 1-inch top coat

      • Notifications will be sent by the board to inform the community

    • Yard Lights - Please remember to turn street light on at night

    • Parking - Board is plannint to paint certain sections yellow (no parking) but will wait until after pavement is done.

    • Speed Limit - The speed limit of the community is 15 miles per hour.

    • Please also watch for children.

    • Landscaping - Before landscaping, please email the landscaping committee.

    • Dog waste - Please pick up dog feces; the problem has improved but has not been completely resolved.

    • Board Email - Future email messages will come from board@prairievillagehoa.org

    • Reschedule of Association Annual Meeting - Jeffrey Carver

      • Jeffrey motioned to move to the 2nd Sunday of October, effective 2013

      • Alison V. seconded; vote carried unanimously

    • Board Elections

      • The board currently has two open positions; Secretary and Member at Large.

      • Jeffrey Carver nominates the existing board incumbents along with Alison Vandegrift as Secretary.

      • Polly Smith nominates herself as Member at Large; Brady H. seconded.

      • Jeffrey motions to vote for the nominees as a slate; Nathan Stilwell seconded.

      • No discussion; Vote carried unanimously

    • Landscape Committee Appointees

      • Erika Osborne

      • Paula Fuhrman

      • Judy Montgomery

13. Motion to Adjourn - Jeffrey Carver

    • Erika O. seconded; vote carried unanimously

2012 Annual Meeting Minutes

posted Apr 30, 2012, 10:57 AM by Nathan Stilwell   [ updated Apr 30, 2012, 10:58 AM by Dennis Maust ]

Minutes of the Annual meeting of the Homeowner’s Association

Sunday, January 8, 7PM, in the gymnasium of South Middle School Auditorium, Morgantown, WV 26508

Meeting order, from the Public offering document, Article IV Section 4.064, Order of Business

1. Meeting Chairman was 2011 Board President, Jeffrey Carver.

2. A quorum is constituted by the presence of 30% of the 55 eligible voting units (i.e. 17 owners) is present. Twenty-two (40%) were present (2 by proxy).

3. Presentation of proofs of a due calling of the meeting (Copy of this sent letter).

4. The meeting was called to order at 7.05PM by the Chairman.

5. The minutes of the last meeting (Jan 9, 2011) were read by the Secretary and approved without correction (Motion to approve by Saucier, second by Stilwell, unanimously approved).

6. Report of the Board of Directors, if annual meeting.

7. Treasurer’s report of expenditures: The 2011 beginning balance of the HOA (Annual Fee+Road Assessment) fund was $51,223.11, and the end balance was $88,931.56. Income for 2011 was $41,310, and expenses were $3,601.55. (Motion to approve by Stockdale, second by Vandegrift, unanimously approved).

8. The Treasurer’s proposed budget for 2012 (see reverse side of this page) was presented and discussed. (Motion to approve by Montgomery, second by Davis, unanimously approved).

9. Paving Status:

   • Paving Committee: A call for volunteers to help was given (S. Montgomery, T. Fuhrman volunteered to work with J. Carver). These people will meet vendors for bids, mark basecoat failure areas with spraypaint.

   • Drainage Issues: A call for the identification of drainage issues that might create paving problems was made, so they might be addressed. Steve Montgomery will contact MUB to determine if there is something that can be done about the water draining across Long Branch Drive, around the fire hydrant area. T. Stockdale noted the need for filling a trench in his area.

   • Dates of Paving: Dates will be posted on the PVHOA website, emailed, and snailmailed to unit owners and occupants. June is the target month.

   • Homeowner responsibilities for paving:

     • Raising gutter downspout drains ~3 inches so they don’t pour over the road.

     • Reporting current water drainage problems

     • Parking:

       • Two tentative ideas for parking on the day of paving were: 1) park on one side of the street on one day, and the other on the next day, or 2) park in one part of the development on one day, and in the other part on the next day.

       • Avoid Driveway Parking close to the street: Before the actual paving, a sweeper comes by (cleans the pavement of particulates), and then a tar-spray comes by (promotes adherence of the new pavement). Both of these can damage cars left in close proximity to the street.

10. Unfinished business

• 1. Yard lights are to be on after dark

  2. On-street parking is to be of short duration

  3. Before landscaping, call the landscaping committee to make sure there won’t be any concerns. There will be a link on the website in the future.

  4. Dog excrement problem: The residual manure on lawns remains a severe issue, primarily affecting Long Branch Drive and Cimarron Place. Signs reminding owners to leash and pick up after their dogs have not been successful in curbing this issue. The Chairman made a motion that all owners voluntarily register their pets (indoor & out) and be photographed with their pets, in order that we might have a record of what pets belong in the neighborhood. Motion to approve by Carver, second by Wang, unanimously approved). Jeffrey & Angela Carver (jeffrey.carver@gmail.com) will coordinate the voluntary picture-taking.

11. New business

    • Website: http://prairievillagehoa.org. The Secretary (DeHaven) will send out the HOA email address when it becomes available. Unit owners will be asked to add the HOA email address to their Safe Senders list. This will allow unit owners to receive email without exposing their email addresses to potential spam issues.

    • Gunshots on the property housing the maintenance shops have been noted and reported to 911, because there is a county ordinance that guns cannot be fired within 500 ft of a residence. The maintenance shops are about 200 feet away from our development border.

    • Snowplowing and salting roadways was reported as less than desired.

    • Next year’s HOA dues may increase, since we will need to start a fund to resurface the road in 15 or 20 years.

    • A motion proposing the elimination of the 30-day grace period for both Special Assessments and HOA dues was presented. Much discussion ensued, noting some people did not receive bills, some checks were not cashed quickly. The frequency of mailbox-checking and bank deposit trips was discussed. It was decided that the fifth Road Assessment must be postmarked by April 1, 2012. The HOA dues must be postmarked by July 1, 2012, and annually thereafter. Thirty days before the due date, the Secretary will send a snailmail reminder letter. Seven days before the due date, the Secretary will send an email reminder. The $50 penalty would be assessed on the day after the due date for both Special Assessments and HOA dues, with an additional $10/month for the subsequent 2 months if the amount is left unpaid.

    • Election of Officers

      • President: Jeffrey Carver nominated, unanimously appointed

      • Vice President: Nate Stilwell nominated, unanimously appointed

      • Secretary: Jean DeHaven nominated, unanimously appointed

      • Treasurer: Li Wang nominated, unanimously appointed

      • At Large: Steve Mongomery was nominated by Curtis Stapleton, seconded by Nate Stilwell. Unanimously appointed.

12. Adjournment of Annual Meeting: Motion to adjourn by Stapleton, second by Carver. Unanimously approved.

| Attachments:  2012.01.08 Minutes - 2012 Annual PVHOA meeting.docx

2011 Annual Meeting Minutes

posted Feb 22, 2011, 7:33 PM by Nathan Stilwell   [ updated Apr 30, 2012, 10:58 AM by Dennis Maust ]

Minutes for Jan. 9, 2011 Annual Meeting of the Prairie Village Homeowners Association

Held in the gymnasium of Covenant Evangelical Methodist Church at 6PM.

• Sign in: 23 signed in (22 at the beginning of the meeting)

• Call to order at 6:05PM

• Registration of Proxies: 1 registered

• Treasurer’s Report:

  • Beginning Balance Jan 2010 = $16,186 (General fund only)

  • End Balance Dec 31, 2010 =$ 51,223 (General fund + Paving fund)

  • General fund expenses for 2010: $5,133 ($3600 for snow removal)

  • Paving fund 2010 End Balance: $23,980. The final goal for paving in the spring of 2012 is $83,000. If the cost increases by then, it is expected that the General fund will contribute toward the cost.

  • General fund 2010 End Balance: $27,233

  • 2008 HOA fees for four lots were not collected and were written off, due to the cost of the legal fees of collection.

  • One unit has not paid road assessment #1 or #2. Five units have not paid road assessment #2. Although the HOA had specifically approved a schedule of penalties, fees and liens for failure to pay HOA fees, no schedule was available for special assessment such as for the road paving. For that reason, those units that have not paid the 2010 road assessments must have their 2010 installments paid by Jan 1 2012, and pay those scheduled for 2011 and 2012.

• Schedule of penalties, fees and liens for overdue Dues and Road Assessments:

  • It is proposed that the current schedule used for HOA fees also be used for the Road Assessments, and any other special assessments. The current schedule is a 30 day grace period, after which Homeowners are charged a $50 late fee, and $10/month for the subsequent 2 months if the amount is left unpaid. After 90 days, a lien is placed against the property for the amount of the dues/assessment, $50 penalty, and two months plus lien fees. Property owners would be responsible for court fees.

    • Motion by Nate Stilwell to accept the proposal

    • Second by Andy Earl

    • Vote: 23/23 yes, 0/23 no.

  • Homeowners Dues are due July 1 of every year.

  • Road Assessments were/are due April 1 and Oct 1 2010, April 1 and Oct 1 2011, and April 1 2012. Paving will be in the spring of 2012.

• Presentation of the 2011 HOA Budget (see attachment).

  • Motion by Jeffrey Carver to accept the 2011 budget proposal

  • Second by Nate Stilwell

  • Vote: 24/24 yes. 0/24 no

• Presentation of website http://prairievillagehoa.org

• Landscape committee elections:

  • Alison Vandegrift was elected 24/24 yes. 0/24 no

  • Brady Himmelrick was elected 24/24 yes, 0/24 no

• Proposed amendment to the PV Declaration: Board Members must maintain ‘membership in good standing’ (e.g. not be over 90 days late in paying fees and assessments), or lose their Board position. Remaining Board members would be required to appoint a new Board member until the next Annual meeting, at which a new Board member would be elected.

  • John Hathaway proposed that the amendment be amended to state that Board members must be also active residents of the Prairie Village Development.

  • Motion was made (Nate Stilwell) and seconded (John Hathaway) to Table this amendment to the amendment, because it was unclear if it would conflict with other text already in the Declaration.

  • Motion to Accept the original Amendment was made by Jeffrey Carver

  • Second by Andy Earl

  • Vote: 24/24 yes, 0/24 no

HOA Board Member Elections: President, Vice-President, Secretary and Treasurer.

• President: Jeffrey Carver was nominated by Nate Stilwell. Seconded by Paul Rice. Vote: 23/24 yes, 0/24 no.

• Secretary: Jean DeHaven was nominated by Paul Rice. Vote 23/24 yes, 0/24 no.

• Vice President: Nate Stilwell was nominated by Jeffrey Carver. Vote 23/24 yes, 0/24 no.

• Treasurer: Li Wang nominated by Jeffrey Carver. Seconded by Nate Stilwell. Vote 23/24 yes, 0/24 no.

• At-large Board Member: Curtis Stapleton was nominated by Nate Stilwell. Seconded by Paul Rice. Vote 23/24 yes, 0/24 no.

Miscellaneous items of interest:

• The water flowing over the road at the entryway to Prairie Village is due to a rock blocking the 44-inch culvert under the driveway of one of our upstream neighbors. West Virginia Department of Highways has assured us they will be in contact with that property owner, who is responsible for fixing the problem. If that property owner refuses to fix it, it is our understanding that WV-DOH will fix it and provide the property owner with a bill for the repair.

• There is a single fire hydrant in Prairie Village. If we want another one, MUB must do it at our expense.

Meeting was adjourned at 7.30PM

| Attachments:  2011.01.09c Minutes - Annual Meeting.docx.pdf