Board Meeting 4:00pm MT, Saturday, June 3^rd, 2023

Attendees:

Daryl Roerick, Melinda Kuehl, Ernie Mowery, Reta Tombaugh and Rebecca Hust.

Meeting called to order at 4:00pm MT by Daryl Roerick at Daryl Roerick’s residence.

 

Reta presented the financials, currently there is a balance of $4,564.14.  There are currently 5 lots remaining unpaid for annual dues.  Emails and USPS mail reminders have been sent.  Funds from uncollected dues and late fees will add an estimated additional $500. 

Reta submitted her resignation effective August when we will be holding elections for the coming 2-year position openings at the annual meeting.

The website is currently under revision due to GoldenWest’s change in editing contracts.

Road District budgets and financials have been requested for the past 5 years, to be available at the annual meeting.  Daryl Roerick will contact Judy Weller to request and determine the process. New and existing residents do not clearly understand the process and the costs involved.  Special projects discussed again for the annual dues contribution to the Road District include:  More gravel, Repair of corner near Mowery’s lot, Jenny Rd fallout due to GoldenWest installations. 

PSSPOA has a new mailing address, 12566 Pine Shadows Rd. A new Stamp will need to be ordered to reflect this; Reta Tombaugh will order. We will email the address change out as well as ask for another update of property sales, change of address, change of email address, etc.  We will also ask for input of desired topics for our Annual Meeting and nominations to the board.  Rebecca Hust will send this out in July by email and USPS to those without email address.

Annual meeting agenda reviewed:

• Address change
• Road District scope of work
• (2) Board seat openings for election
• Reinforcement of fire prevention measures required
• Review of items submitted by PSSPOA members
• Nina from Extension Office to address weed control (Reta Tombaugh will contact her)

Reta Tombaugh will contact and pay for reservation of Chautauqua Park.  Melinda will bring bottled water.  Melinda Kuehl will take Secretarial duties in Rebecca Hust’s absence.

Discussion opened for additional questions:

Melinda Kuehl and Daryl Roerick will meet to switch bank signature cards after Annual Meeting board member elections.

No additional questions offered at this time.

Our next board meeting is tentatively scheduled for August 19^th after the Annual Meeting @ Chautauqua Park.

Motion to adjourn offered by Daryl Roerick, seconded by Reta Tombaugh.  Meeting adjourned at 5:10pm. 

 

 

 

Board Meeting 10:00am MT, Saturday, March 25th, 2023

Attendees:

Daryl Roerick, Melinda Kuehl, Ernie Mowery, Reta Tombaugh and Rebecca Hust.

Meeting called to order at 10:02am MT by Melinda Kuehl at Daryl Roerick’s residence.

 

Reta presented the financials, currently there is a balance of $2,992.29.  There are currently 25 lots remaining unpaid for annual dues.  Emails and USPS mail reminders have been sent.  Funds from uncollected dues will add an estimated additional $1,875.  Penalties will be waived for the month of April, then assessed with a final notice to be sent out at the end of April.

Paid expenses were reviewed including the $3,500 paid to the Road District as agreed upon for 2023.  We will weigh in at the Road District meeting in May and agreed to earmark and additional $3500 for 2024.  Remaining funds will be slotted for future projects including an additional mailbox order and installation.

PSSPOA will have a new mailing address later this year and a new Stamp will need to be ordered to reflect this.  We will email the address change out in June as well as ask for another update of property sales, change of address, change of email address, etc.  We will also ask for input of desired topics for our Annual Meeting.

Special projects discussed for the contribution to the Road District include:  More gravel, Repair of corner near Mowery’s lot, Jenny Rd fallout due to GoldenWest installations.  Once approved by the Road District, we will communicate these repairs paid by dues to the PSSPOA members.

Annual meeting agenda reviewed:

• Address change
• Road District scope of work
• (2) Board seat openings for election
• Reinforcement of fire prevention measures required
• Review of items submitted by PSSPOA members
• Nina from Extension Office to address weed control

Discussion opened for additional questions:

Letter Ron Peters received, is it spam? How to pursue?  Daryl Roerick will contact GoldenWest to address.

Melinda Kuehl and Daryl Roerick will meet to switch bank signature cards.

Rebecca Hust to email address spreadsheet to Daryl Roerick.

No additional questions offered at this time.  Meeting adjourned at 11:03am.

Our next board meeting is tentatively scheduled for June 3^rd @ 4:00pm at Daryl & Frances Roerick’s home.

Motion to adjourn offered by Daryl Roerick, seconded by Reta Tombaugh.  Meeting adjourned at 10:52am. 

 

 

Board Meeting 10:00am MT, Saturday, December 10, 2022

Attendees:

Melinda Kuehl, Daryl Roerick, Ernie Mowery, Reta Tombaugh and Rebecca Hust via phone.

Meeting called to order at 10:12am MT by Melinda Kuehl at Daryl Roerick’s residence.

 

Mailbox has been installed, still waiting on the Postmaster for master keys.  Postmaster has been contacted 3 times.  A new Postmaster has been selected last week and we are hopeful this will resolve soon.  PSSPOA will move the associations PO Box out to our new unit to save funds.  Reta Tombaugh will begin to facilitate this next week. 

Reta Tombaugh and Rebecca Hust discussed their prior thought to change board positions between each other and decided at this time to remain in their previous positions and reevaluate in August.  Reta will remain Treasurer and Rebecca will remain Secretary.

Mid-Winter Newsletter presented and reviewed by attending board members. Again we will email newsletters and USPS mail those that we do not have emails for (approximately 15).  With the large amount of property sales that have happened in the last several years, we continue to have difficulty with reporting of new lot owner information.  We will again ask that all owners review the website address and email information for their properties and UPDATE THE ADDRESS AND EMAIL appropriately as needed and communicate any necessary changes through our PSSOA@hotmail.com email.  Daryl Roerick has also checked GIS against addresses for any updates and will email Rebecca Hust changes prior to the Mid-Winter Newsletter is distributed on Wednesday, Dec. 14^th.  Daryl Roerick approved the letter, Melinda Kuehl seconded.  Reta Tombaugh is the holder of the mailbox key as Treasurer and will collect dues payments regularly as they are submitted.

Reta presented the financials, currently there is a balance of $2,923.29.  Funds from dues will add an estimated additional $6,525 by March of 2023.

Our 2023 Road district funds due will be $3500.  Remaining funds will be earmarked for future projects including additional mailbox orders and installation.

Discussion opened for additional questions:

No additional questions offered at this time.

Our next board meeting is tentatively scheduled for March 25^th @ 10:00am at Daryl & Frances Roerick’s home.

Motion to adjourn offered by Daryl Roerick, seconded by Reta Tombaugh.  Meeting adjourned at 10:52am. 

 

 

Board Meeting 10:03am MT, Saturday, August 20, 2022

Attendees:

Melinda Kuehl, Daryl Roerick, Reta Tombaugh, Rebecca Hust, Ernie Mowery

 

Meeting called to order at 10:03am MT by Melinda Kuehl at Chautauqua Park directly following the annual meeting.  Present were all existing and newly re-elected board members.

There was no agenda other that assigning officer positions for the coming year.  These were assigned as follows:

                Daryl Roerick                     President

                Melinda Kuehl                   Vice President

                Rebecca Hust                     Secretary to Treasurer

                Reta Tombaugh                Treasurer to Secretary

                Ernie Mowery                   Member at Large

Rebecca and Reta will work together over the coming months to transition duties between them.

Signature and debit cards will need to be adjusted for accessing the checking account.

Melinda will transition to Daryl the process for updating the PSSOA website.

The next board meeting will be held December 10^th, 2022 at 10:00am at the Daryl Roerick residence.

Having no further items to be discussed at this time, Melinda made a motion to adjourn, Reta seconded the motion, and all voted in favor.

 

Board Meeting 10:00am MT, Saturday, June 11, 2022

Attendees:

Melinda Kuehl, Daryl Roerick, Reta Tombaugh, Rebecca Hust, Ernie Mowery

 

Meeting called to order at 10:03am MT by Melinda Kuehl at Daryl Roerick’s residence.

Treasurer’s report presented by Reta Tombaugh.  Balance of account ($7138.41) and pending payables ($3598.30) were reviewed in detail.  Remaining account balance after payables will be $3540.11.  Daryl Roerick moved to approve the report and Rebecca Hust seconded.

With the balance remaining we explored purchasing and installing one new 13 unit mailbox.  This cost is estimated at $2258 w/o delivery or installation costs.  Volunteers are available to move existing, install and bolt them into place.  Ernie checked with Builder’s Source, and they are no longer available to receive and deliver.  He is continuing to research receiving and delivery options with the board.  Approved by Daryl Roerick and seconded by Ernie Mowery.

Annual Meeting topic opened, set for August 20^th, 9:00am at Chautauqua Park.

Reta Tombaugh will secure park reservation.  Three board members have completed their 2 year minimum service and their positions will be voted on for re-election.  Land Owners will also be able to submit nominees for replacement.  One of the three will not be offering re-election at this time and therefore at least one new land owner will be voted on and added to the board during the annual meeting.

Old business – Covenant changes have been filed with the state by Reta Tombaugh.

New business – Mullen control, County Extension office information to be given.  Melinda Kuehl will ask Judy to present a Road District update.  State and County regulations on Open Fires to be reviewed and information linked to the invite and/or presented at the meeting.  Melinda Kuehl will reach out to Forestry Services for information.

Reta Tombaugh addressed road blocks with filing of the Covenants, a resolution was found and she was able to complete the process within a few days.

Invitations will be written by Rebecca Hust and emailed to all land owners by July 15^th.

Motion to adjourn offered by Reta Tombaugh, seconded by Ernie Mowery.  Meeting adjourned at 12:15pm. 

 

 

Board Meeting 2:00pm MT, Saturday, March 5, 2022

Attendees:

Melinda Kuehl, Daryl Roerick, Reta Tombaugh, Rebecca Hust, Ernie Mowery

 

Meeting called to order at 2:09pm MT by Melinda Kuehl at Daryl Roerick’s residence.

Treasurer’s report presented by Reta Tombaugh.  Balance of account and pending payables were reviewed in detail.  Road District payment will be submitted to them today with snow removal, domain registration, covenant filing and postage still to come.

Balance remaining is estimated at less than $3,000.  The new 13 box mailbox needed will exceed these funds.  Postponement of purchase until 2023 funding of dues is received will allow us to purchase (2) 13 box units at a reduced price.  Volunteers to install and concrete them into place were named.  Plan will remain on agenda for future meetings, but tentatively approved by Ernie Mowery and seconded by Daryl Roerick.

Ernie Mowery brought a request from a landowner to subdivide and sell below the 5 acre minimum lot requirement.  Bylaws were reviewed and it was unanimously decided not to break this requirement as a board.

Motion to adjourn offered by Rebecca Hust, seconded by Melinda Kuehl.  Meeting adjourned at 2:56pm. 

After the board meeting, we also met with members of the Road District to discuss funding and reappropriation of funds.  The Road District would like to begin managing all road maintenance tasks including gravel, dust control, snow removal and mowing beginning in October of 2022.  The total amount needed for this will come from the 2023 PSSPOA dues collection from that year, and an actual amount necessary is yet undetermined. 

 

 

Board Meeting 10:00am MT, Saturday, December 11, 2021

Attendees:

Melinda Kuehl, Daryl Roerick, Reta Tombaugh, Rebecca Hust

 

Meeting called to order at 10:16am MT by Melinda Kuehl at Daryl Roerick’s residence.

Mid-Winter Newsletter presented and reviewed by attending board members. Discussion opened on emailing newsletters and USPS mailing those that we do not have emails for.  With the large amount of property sales that have happened in the last year, we are having difficulty with reporting of new owner information.  We ask that all owners review the website address and email information for their properties and UPDATE THE ADDRESS AND EMAIL appropriately as needed and communicate any necessary changes through our PSSOA@hotmail.com email.  Melinda Kuehl will also check GIS against addresses for any updates and email Rebecca Hust the Mid-Winter Newsletter for distribution.  Daryl Roerick approved the letter, Rebecca Hust seconded.  Reta Tombaugh is the holder of the mailbox key as Treasurer and will collect dues payments regularly as they are submitted.

Mailbox discussion opened by Melinda Kuehl. 

From 10/09/2021 meeting notes:

New mailbox is required.  Our residents have grown with all properties sold and/or occupied.  Melinda reached out to mailman to inquire.  He would like the package box moved down and another unit put in line with the existing 2 mailbox units, and the package box realigned at the end of row.

Cost of box and placement is approximately $2,500.00.  There is not enough funds in the budget through 2022 to allow for this purchase to take place.

Daryl Roerick proposed a mailed vote prior to the annual meeting in August to be opened at that time for majority approval.  Discussion was made to ask for $35.00 per property owner (not per lot as mailboxes are tied to owner addresses and NOT to number of properties owned).  This would generate most of the $2,500.00 necessary for the mailbox installation.  This would facilitate the installation of (1) 13 unit mailbox taking our current count of 39 units to 52 units and accommodate more of our new owners.  Knowing we have 87 lots overall, future sales could require the addition of still another unit in the future.  This proposal of a one time fee would cover our current landowner needs for mailboxes and there would likely be a need for another several years from now.

Motion was offered by Rebecca Hust, seconded by Daryl Roerick.  Vote approved by all in attendance. 

Discussion opened for additional questions:

Daryl Roerick requested that all new address updates be forwarded to the Road District when received.  Motion approved by all in attendance.

Motion to adjourn offered by Rebecca Hust, seconded by Reta Tombaugh.  Meeting adjourned at 11:09pm. 

 

 

Board Meeting 1:00pm MT, Saturday, October 9, 2021

Attendees:

Melinda Kuehl, Daryl Roerick, Reta Tombaugh, Rebecca Hust

 

Meeting called to order at 1:05pm MT at Daryl Roerick’s residence.

Mailbox discussion:

New mailbox is required.  Our residents have grown with all properties sold and/or occupied.  Melinda reached out to mailman to inquire.  He would like the package box moved down and another unit put in line with the existing 2 mailbox units, and the package box realigned at the end of row.

Cost of box is $1819.00-$2300.  Rebecca will check with Builder’s Source if we can have them order it and write them a check for purchase and they deliver it.  Several people have volunteered to help pour the pad at a reduced price.  Overall cost will likely be close to $3000.  Just 1 resident is in need of a box at this time.

Discussion was had of options since this does not fit in our current budget.  This will be tabled until our December 11^th meeting.

Vote to postpone mailboxes until Dec. meeting offered by Rebecca Hust, seconded by Daryl Roerick.  Vote approved by all in attendance. 

Discussion moved to Road District.  We reviewed notes from their August meeting.  July 26^th notes were revised to clarify resident responsibilities vs. Road District.

Discussion began on Board Communication.  Board will going forward, table resident concerns for next scheduled meeting and respond accordingly as a board and post through board meeting notes.

 

Motion to adjourn offered by Melinda Kuehl, seconded by Daryl Roerick.  Meeting adjourned at 2:06pm. 

 

 

Board Meeting 5:00pm MT, Monday, July 26, 2021

Attendees:

Ron Peters, Melinda Kuehl, Carolyn McLeod, Rebecca Hust, Ernie Mowery

Special Guests:  Dee Boehm, Jan Simunek

 

Meeting called to order at 5:09pm MT at Ron and Kerry Peters residence.

Motion to approve the minutes of June 22^nd, 2021.  Offered by Ron Peters, seconded by Ernie Mowery.  All approved.

Annual financial report presented.  Motion to approve made by Melinda Kuehl, seconded by Rebecca Hust.  All approved.

Jan Simunek presented a request for the road district, an amount of $5000.00 for the coming year.  Last year we contributed $3000.00.  Rising costs of materials has given cause for this increase.  The money will not be requested until spring of next year (2022).  Ernie Mowery brought the motion to approve, Melinda Kuehl seconded.  Carolyn McLeod abstained, majority approved. 

Additionally, residents should begin Culvert repair/replace and/or flange additions to driveways.  When doing so, reinforce no permanent or concrete structures in the road district right of ways. 

Annual meeting agenda was reviewed, meeting to be held Saturday, August 21^st @ 9:30am at Chautaugua Park picnic shelter.  Sign in sheet will be available to determine quorum.  Marilyn Milner and Linda Doman will open and tally covenant ballots publicly at the meeting.

After the meeting, the new board will meet and vote for positions. 

 

Motion to adjourn offered by Ron Peters, seconded by Carolyn McLeod.  Meeting adjourned at 6:07pm. 

 

 

 

 

Board Meeting 5:00pm MT, Tuesday, June 22, 2021

Attendees:

Ron Peters, Melinda Kuehl, Carolyn McLeod, Rebecca Hust, Ernie Mowery

 

Meeting called to order at 5:04pm MT at Ron and Kerry Peters residence.

Covenant change ballot envelopes were prepared for mailing.

Treasurers report was presented. 

Covenant Committee email concerning reimbursement of postage costs for mailing of covenant change recommendations was reviewed.  Previous correspondence was read, all was determined to be resolved.

Annual meeting agenda was reviewed, meeting to review invite and itinerary was tentatively set for Tuesday, July 27^th, 2021.

Motion to adjourn offered by Ron Peters, seconded by Ernie Mowery.  Meeting adjourned at 6:47pm. 

 

 

 

Board Meeting 2:00pm MT, Sunday, May 16, 2021

Attendees:

Ron Peters, Melinda Kuehl, Carolyn McLeod, Rebecca Hust

 

Meeting called to order at 2:10pm MT at Ron and Kerry Peters residence.

 

Special meeting for Ballot considerations.

 

Do we continue the covenants to be effective for 10 years or expand to 25 years if changes are approved?

Board recommends period be changed to 10 years effective and 10 years for review.  Motion made by Carolyn McLeod, seconded by Melinda Kuehl.  Motion approved.

Melinda will change covenant form to reflect this when mailed out to owners. 

 

Ballot will contain one option, approve or disapprove covenant changes.  Motion made by Rebecca Hust, seconded by Carolyn McLeod.  Motion approved.

Melinda will compile ballot structure and covenant change mailings.  It will be emailed to the board for final approval.  Rebecca Hust will make copies (printing duplex & border changes to produce on 2 sheets of paper), and board will reconvene to prepare the mailing.   

Ron will rewrite letter and email to board and Carolyn review for final revisions.

Ballot will be mailed by July 15^th.

Ballots will be due prior to annual meeting on August 21^st.  Must be received by the 20^th or brought to the meeting on the 21^st. 

Board will reconvene TBA to ready the mailers.

Meeting adjourned at 3:20pm.