PINELOCH PERSPECTIVE

Who's Who at Pineloch

BOARD OF DIRECTORS

Clif Twaddle, President
ARC/Reserve Fund Committees
email: Click here to email Clif Twaddle

Shirley Hammond, Vice President
By-Laws/ARC Committees
email: Click here to email Shirley Hammond

Clayton Marcelle, Treasurer
Finance/Bid Policy Committees
email: Click here to email Clayton Marcelle

David Glover, Secretary
Communications/Parks & Grounds Committees
email: Click here to email David Glover

Allen Campo, Director
Parks & Grounds/Bid Committees
email: Click here to email Allen Campo

MANAGEMENT

Community Management Solutions
2615 Bay Area Boulevard

Kathy Dooley, Association Manager
email: Click here to email CMSI

Voice: 281-480-2563
Fax: 281-480-2608

Office Hours: Monday through Friday, 8:30 a.m. to 5:00 p.m.

Election Held May 26th, Next Meeting September 30th

A Special Meeting of the Pineloch Community Association membership was held at Ward Elementary on May 26th.  Elections were held for three positions on the Board of Directors, for which terms had expired in September 2003.

After a slide show presentation and summary of Association accomplishments in the past year, the floor was opened for nominations.  Candidates for election included Allen Campo, Shirley Hammond, Clayton Marcelle, Clif Twaddle and David Ugwu.  Each candidate gave a brief overview of their qualifications and reasons for running for election, followed by a question and answer session for the candidates.  The vote was called, and presentations continued while the ballots were tallied.

Board Vice President Clif Twaddle recognized outgoing Board member James Simmons for his hard work on behalf of the community.  Mr. Twaddle also presented an overview of the 2004 budget and year to date performance, as well as the Association's assessment fee history.

A general question and answer session followed.  Election results were announced, with Shirley Hammond, Clayton Marcelle, and Clif Twaddle (incumbent) winning election to the Board.

The next member's meeting will be the 2004 Annual Meeting, to be held on September 30th at Ward Elementary.  Elections will be held for two positions on the Board of Directors.  Voting will also be conducted on a number of proposed By-law amendments (see related articles).

Final Open Board Position Filled

In accordance with Association By-laws, the Board of Directors has filled the open unexpired term created by the resignation of former Board President Dana Olivo.  At a special Board meeting held June 2nd, Allen Campo was appointed to fill the position.  Mr. Campo will serve the remainder of the term, which expires in September.

Call for Candidates

Members Interested in running for a Board position in September are asked to contact Nominating Committee Members Shirley Hammond, Clayton Marcelle, or Clif Twaddle for additional Information or to place your name on the ballot.

Deed Restriction Spotlight

Declaration of Covenants, Conditions and Restrictions, Article VII, RESTRICTIONS OF USE Section 15. Lot Maintenance

All lots shall be kept at all times in a sanitary healthful safe and attractive condition and the Owner or occupant of any Lot shall keep all weeds and grass thereon cut and shall in no event use any Lot for storage of material and equipment except for normal residential requirements and those requirements incident to construction of improvements thereon as herein permitted or permit the accumulation of garbage, trash or rubbish of any kind thereon, and shall not burn any garbage, trash or rubbish except by use of an incinerator approved by the Architectural Control Committee and then only as permitted by law.

Architectural Guidelines, III. MAINTENANCE, B. YARD MAINTENANCE

All lots shall be kept in a healthful and attractive condition, all weeds removed and grass regularly mown and edged.  Dead plants, trees, and bushes shall be promptly removed from the property.  There must be no storage of toys, equipment, clutter and/or debris in public view.

PCA Board Meeting Summary - June

• Approved minutes of May meetings
• Reviewed April and May financial reports
• Revised budget spread for contract services
• Approved expanded pool hours for Bay Knoll and Mabry Mill pools
• Discussed raising Bay Knoll and Oak Chase pool entry fence height and re-keying all pool gates, bids to be solicited
• Reviewed deed restriction enforcement reports and correspon- dence, collection status reports
• Scheduled new Board member orientation
• Identified items to be included in newsletter. discussed potential newsletter service provider changes
• Discussed problems with Greenbelt drainage, project put out for additional bids
• Reviewed summary of Questions submitted at Members Meeting
• Discussed goals, focus areas
• Amended bank signature cards

Members' Questions Addressed

Residents submitted written questions at the May 26th Members Meeting, many of which could not be addressed in the time allotted.  The following is a brief summary of some of those issues, by category:

COMMON AREAS, PARKS, GREENBELTS

• Q: Is the Association responsible for all sidewalks, or only those in public areas?  Who do we contact regarding repairs?

  Q: Who is responsible for repairing sidewalks in front of residences, who do we contact to ensure repairs are done?

  A: By City of Houston ordinance, the adjacent property owner is responsible for sidewalk and curb repair.  This means that the Association is responsible for the sidewalks in the parks and common areas only.  Each individual homeowner is responslble for the sidewalk in front of their house.  The exception would be sidewalk damage caused by a leaking water main or sewer upheaval, for which the property owner may contact the Clear Lake City Water Authority.

• Q: What can be done about the parking on Village Evergreen during sporting events?

  Q: Can one side of Village Evergreen be made no parking?  It represents a traffic hazard when people park on both sides during soccer.

  A: The north half of Village Evergreen is already signed for no parking on one side.  We have contacted the City with a request that the south end of the street receive the same designation.

• Q: Can speed bumps be installed on Bouldercrest between Oak Chase and Penn Hills to slow down excessive speeding?

  A: Speed humps must be requested through the City of Houston.  Additional information concerning the speed hump program may be obtained through the City's 311 Help Line.

• Q: Who supervises the lifeguards so they don't close the pools for alleged "thunder"?

  A: Lifeguards are required to call in to the pool management company any time they close a pool for thunder.  They are also required to note it in their log books.  The pool management company (Poseidon Pools) verifies the thunder with other area pools, and also checks weather radar to verify storm activity.

• Q: Re-stripe the basketball court and re-net the tennis courts.

  A: Windscreens have already been replaced at the Penn Hills courts, and at Bay Knoll.  Re-striping the basketball court is on the deferred maintenance list for future action.

• Q: Nicer parks for Bay Knoll: sand breeds bugs, messy, & thrown in eyes.  Need good bark mulch or rubber floor, dark in evenings, and rubber tires under see-saw pinch legs terribly.

  A: Future park upgrades do include plans to replace the fall zone materials, however, these renovations are expensive (as much as $100,000 per park) and are probably several years out.

• Q: There are many young teenagers that would like to have a basketball court placed in Bay Knoll.  Is this possible and if so when?

  A: The original development plans placed 2 basketball courts in Bay Glen.  Courts were a lower priority in Bay Knoll because many homes there had detached garages and were able to install basketball goals on their driveways.  The only park space available in Bay Knoll would eliminate grassy areas currently used by t-ball teams and peewee football for practices Funding is also an issue.

• Q: The trees along Space Center Boulevard extend over our back yard.  These trees drop leaves and sap into our yard and pool.  Will the management trim trees or the homeowners?

  A: Major tree trimming is an extra service, and is typically performed in sections, with each section trimmed about every 3 years.  Trimming has already been performed this year at the entryways, along the Bay Knoll greenbelt, and along portions of Pineloch Drive.  Unfortunately, one of the disadvantages that comes with the beautiful canopy and the noise buffer provided by the trees along Space Center is the spring-time "tree debris".  Fortunately, these are live oaks, so annual leaf loss is not as significant as it would be with deciduous trees.  We know of no way to completely eliminate the problem short of removal of the trees.  Individual limbs that extend over the fence may be trimmed by the homeowner as long as the overall shape of the tree is not compromised.

• Q: How do you propose that we keep the Bay Knoll green belt and other common areas clean?  Currently they are unkempt, especially the greenbelt.

  A: The Bay Knoll greenbelt (the walkway stretching from El Camino Real to Redwood Bend trail) needs several things.  The highest priority now is correction of the drainage problems immediately behind Laurel Shadows.  The initial bid to correct the problem was very high, and we are currently exploring additional options.  The second priority will be replacement of the wooden trash receptacles, many of which have become badly weathered and rotten.  Selective tree trimming along the greenbelt has already been performed this year.  Routine maintenance needs are addressed through the landscape contractor and by the Association's Grounds Supervisor.  For specific concerns, or to report problems, please contact CMSI at 281-480-2563.

• Q: Why are sprinklers on immediately after rain storms and in the winter months?  Water sits in my yard.

  A: The irrigation systems have all had rain sensors installed which are supposed to keep the system from coming on during or immediately after a rain.  Unfortunately, these sensors have a relatively short life (2-3 years), and are frequently vandalized.  If you see a system running in the rain, or if sprinklers are causing water to sit in your yard, please contact CMSI.  Winter time irrigation is still required due to our typically mild winters, and due to the need to run the system through a periodic watering cycle in order to keep the seals from warping.  The winter watering schedule is typically significantly reduced.

• Q: Why not replace the fences around the community with real brick walls?  The initial investment will be high, however, the repair/ maintenance will be very low throughout the years.

  A: Repair and maintenance of the concrete perimeter fencing has become a significant problem for a number of communities in the Clear Lake area.  Historically, there has been only one company that we could go to for repair and replacement of the fencing.  The rate charged for repairs is high, and the cost to maintain the fencing has become a significant financial drain to most of the neighborhoods that have this fence.  The new fencing being installed in Pineloch has an upgraded design with twice the post depth of the original fence.  Future repetitive maintenance costs should be sharply reduced.  The Association is continuing to look for other options, and plans are in place to form a Perimeter Fence Committee to expand upon the research already undertaken.

• Q: When will the sound fences be painted?

  A: The paint used on the concrete fencing is actually mixed into the concrete, not applied externally.  The Association has had the fences power washed several times in order to control mildew, dirt and oil stains, however, the concrete does not hold its color very well, and sometimes cleans unevenly.  This is another issue that we would like the Fence Committee to research.

  Q: Why were the fence repairs not completed?

  A: Fence repairs have not been completed due to funding issues.  The original installation method resulted in placement of the bottom panels in the concrete used to set the fence post.  Additionally, the original fence posts were shorter and more susceptible to shifting.  As a resuit, each time you have to replace or re-set a post, you generally have to replace at least two fence panels as well.  Maintenance costs have been significantly higher than the estimates calculated in the original reserve fund studies, resulting in cash shortfalls for fence repair needs.

• Q: Can we replace the orange "underground cable" signs that are rusty and ugly?

  A: These signs are property of the utilities, but we can certainly pass along the request.

FINANCIAL/ADMINISTRATIVE ISSUES

• Q: In light of all the money spent on improvements to the parks and pools, can you tell me what the usage of these parks and pools are?

  A: Usage of the pools is tracked via hourly head counts.  Average attendance has varied significantly this summer due to a very wet June and very dry July.  We've not found a good way to measure park use.  Regardless of level of use, the existence of community pools and parks does have a positive impact on the market valuation of your home.

• Q: Since the pool maintenance is so high, how much compensation does the PCA receive from the swim team, considering many swim team members parents do not reside within the PCA?

  A: Based on this year's roster, 40% of the swim team are PCA residents.  There is no formal compensation for the swim team's use of PCA facilities, however, the swim team has historically financially supported an improvement at a PCA pool each year.

• Q: Can other Associations help with cost or the use of our pools?

  A: Other Associations have their own parks and pools to maintain.  PCA is a private, non-profit corporation whose amenities are limited to its membership and their escorted guests.  Should use of the facilities be opened up to non-members (via fee based passes, rentals, or purchase of memberships), there are a number of other issues that would have significant financial and operational impacts on the Association.  Included among these are loss of the Association's status as a private organization.

• Q: Why can't the Board disclose how much PCA dues will increase/decrease for the upcoming year at the annual PCA meeting?

  A: The Annual Meeting is usually held in September.  At that time, work has begun on the next year's budget, but is typically not finalized until October or November.  We can probably tell you whether or not we anticipate an increase at that time but not necessarily what the final budget will be.

• Q: When was the last audit performed?  Can we post reports on the PCA web site?

  A: An audit report has been received for the 2001 and 2002 financials, and a new service provider selected for the 2003 audit services.  Because the web site is not limited to member access, it would be inappropriate to post corporate financial information.

• Q: How often are services like landscaping put out to bid?

  A: Landscaping has been put out to bid twice within the last two years.  Community Association Institute guidelines recommend that contracts be bid every three to five years.  A new committee has just been established to review the PCA policy concerning competitive bidding.

• Q: How does the Board choose a contractor, are the projects put out to bid?  Why not choose someone from our community to do the work?

  A: When a project or contract goes out to bid, potential bidders will go through a pre-bid screening process that includes evaluation of potential capability to handle the task, interest, insurance requirements, and recommendations.  If a Pineloch resident owns or works for a qualified service provider, they are welcome to bid.  Bid submissions are evaluated on cost, level of match to bid specifications, ability to perform, references, submission of proof of insurance and licensing/ certifications, and personal interviews.  Should a Board member or committee member have any ties to a potential service provider, the member abstains from voting on the proposal due to conflict of interest.

• Q: How many Board members and who are the current remaining members and how much time and experience do they have?

  A: There are five positions on the PCA Board of Directors.  Three of the current Board members are new, two have prior PCA experience, both at Committee and Board level.  See page one for a list of the current Board members.

• Q: Who has been filling in for the currently expired board positions?

  A: Board members are elected for a two year term which expires at the annual meeting and election following the end of their term.  In the event of a delay in the annual meeting, board members provide continuity by continuing to serve until an election can be held.  Three board members were filling terms that were to have expired after elections in the fall of 2003.  They included Mr. Groves who resigned in 2003 due to illness and was not replaced, Mr. Simmons who continued to serve until his resignation in May 2004, and Mr. Twaddle who continued to serve until re-elected at the Members Meeting in May 2004.

• Q: Please select Mr. Campo or Dr. Ugwu to the fifth Board position.

  A: Mr. Campo has been appointed to fill the unexpired term.  Dr. Ugwu has agreed to help with committee work.

• Q: Which Board members did not want to address changes to the by-laws for the May 26th meeting?

  A: The need for By-law changes is extensive and could not be adequately prepared in time for the May 26th meeting.  The Board currently plans to present amendments for vote at the September meeting.

• Q: March 25 letter included a note about ability to raise the fees 15% and add special assessments w/out a vote.  Are these rights being reconsidered?

  A: According to the Declaration of Covenants, Conditions and Restrictions (DCCRs), the Board of Directors has the ability to increase assessments by a maximum of 15% annually without a vote by the membership.  A special assessment does require approval by the membership.  The Board is not considering amendments to the DCCRs at this time.

• Q: March 25 letter stated that the reserve account would be down to 11 K with approved projects.  Where did all the money go?

  A: The reserve fund did not drop to 11 K.  The reference is to a forecast prepared to show that the balance of the reserve fund would drop to $11 K if all of the projects under consideration at that point were approved.  Not all projects were approved, and spending was reduced or delayed on others.  The new Board is reevaluating spending plans and does not yet have a forecast for the end of this year.  We put $200,OOO into the fund this year and the current balance is $192,178.

• Q: What are your thoughts on replenishing the capital reserve funds?

  A: Cyclical fluctuations in the reserve fund balance are to be expected, however, it is critical to the future health of the Association that reserve fund replenishment be included in the annual operating budget.  Additionally, reserve funding is a requirement of the AICPA Guidelines for Homeowner Associations.

• Q: Who does the reserve study for projected spending?

  A: The initial reserve study was performed by an engineering firm that specializes in reserve studies for homeowner and property owner associations.  Periodic updates may be purchased from the firm as well.

• Q: Doesn't the BOD have to maintain all the property as mandated by the DCCRs?

  A: The Board does have a responsibility to ensure that the common areas are properly maintained.

• Q: Will you foreclose on a homeowners home for the same violations that are taking place within the common areas?

  A: No.  Foreclosure proceedings are a last ditch effort to collect assessment fees from seriously delinquent members.  Deed restriction enforcement is typically handled in a different manner, although an individual member could incur additional fines and be held accountable for legal fees in the event of legal action concerning deed restriction violations.  Maintenance problems in the common areas are routinely addressed.  The one long term maintenance problem we have now is the perimeter fencing, and repair alternatives are being explored.

POLICE/CRIME

• Q: Police protection Friday and Saturday nights -- how was this decided for those particular hours?

  A: Off-duty officers were hired in an attempt to get a handle on the vandalism that is occurring in our parks.  The days and times were chosen based on the times the problems were occurring.  Coverage includes other days and times, some at random and some for special needs.

• Q: Can we discuss or widen our options to suit the needs of the community for extra patrol during the hours our children are at play and traffic is at it's highest volume?

  A: Funding is a major factor here.  Additionally, the off-duty officers are not responsible for traffic control. 

• Q: My concern is speeding, distracted drivers, and bullies in our neighborhood.  If we are failing to keep our children safe in their own neighborhood, how could we possibly expect to protect them anywhere else in our world?

  A: Speeding problems need to be addressed with the Houston Police Department.  Bullies need to be addressed in the context of the activity...if during school, through the school system.  If in public, then either through direct contact with the parents. or via complaint to the Police Department, as appropriate.

• Q: What do potential Board members plan to do about all the crime going on in our community?  Drug traffic during the day and night, vandalism, and parties late at night?

  A: These are issues that need to be addressed through the Police Department rather than the Community Association.  Incidentally, according to HPD, our area has one of the lowest crime rates in the City.

• Q: How do you plan to ensure safety?  What about more lights and Crime Watch?

  A: Lighting has been installed in all of our park facilities at a level designed to allow for visibility without light intrusion into the neighboring homes.  The landscape lighting along the greenbelts was ultimately removed due to frequent vandalism.  If you are looking for additional street lighting, the request needs to go through the City of Houston, and can be submitted through the City's 311 Help Line.  The Clear Lake Crime Watch organization is still alive and kicking, however, they have been unable to find a volunteer to take responsibility for the Pineloch chapter.  If you are interested in helping, please contact Officer Randy Derr at 281-218-3900.

Volunteers Needed for New Committees

The Pineloch CA Board of Directors is recruiting volunteers to serve on a variety of committee positions that have been created.  Board members hope to involve more community members in the activities of the Association, as well as tackle a number of outstanding issues that need to be addressed.  A list of the committee names and the Board liaisons to each commitee follow.  Please contact the appropriate Board member or CMSI for additional information or to volunteer.

STANDING COMMITTEES

• Finance Committee - Clayton Marcelle
• Communications Committee (web site, newsletter, email group) - David Glover
• Parks & Grounds Committee (includes parks,pools and landscaping) - Allen Campo, assisted by David Glover
• Architectural Review Committee - Clif Twaddle, assisted by Shirley Hammond
• Special Events - Kathy Dooley

AD HOC COMMITTEES

• By-Laws - Shirley Hammond
• Competitive Bidding Policy - Clayton Marcelle, assisted by Allen Campo and David Glover
• Reserve Fund - Clif Twaddle
• Perimeter Fencing - open
• Commercial ARC Issues - open

2004 Annual Members Meeting September 30th

The 2004 Annual Membership Meeting of the Pineloch Community Association will be held on Thursday, September 30, 2004 in the cafeteria at Ward Elementary School.  Registration will begin at 6:30 p.m., with the meeting scheduled for 7:00 p.m.  The purpose of the meeting is to vote on proposed By-law amendments and to hold elections for positions on the Association's Board of Directors.

A quorum of 10% of the membership present in person or by proxy will be required in order to conduct business at this meeting.  Given the number and significance of the issues to be voted upon, we strongly urge our membership to make every effort to participate.  A proxy form was included in the meeting notice for those who will be unable to attend.  The proxy provides you with three options: you may either designate a representative to vote for you at the meeting, with voting instructions marked on the proxy, or you may designate a representative who will cast your vote at his/her discretion.  You may also choose to mark your proxy for quorum purposes only.  Proxies marked in this fashion will be accepted, however, we strongly urge each of you to exercise your right to a vote on these issues.  As a reminder, the representative designated on your proxy must be present at the meeting in order to cast your vote.  Additionally, all proxies must be notarized.

By-Law Amendments Ready For Vote

One of the commitments made by the Board of Directors at Our May Members Meeting was an overhaul of the Association's By-Laws.  The By-Law Committee, under the direction of Shirley Hammond, has been hard at work reviewing the PCA By-Laws, comparing proposed amendments with the provisions of the Association's Articles of Incorporation and Deed Restrictions, and verifying that the amendments are still in compliance with other regulatory requirements.  The Committee addressed the need for both functional and grammatical collections in the document.  The result is a comprehensive package of twenty separate amendments to the Association's By-Laws, described below, to be presented for vote at the Annual Members Meeting on September 30th.

We are aware that the amendment package does not include all of the amendments previously under consideration.  After careful consideration and consultation with the Associations' legal counsel, the Board determined that certain proposed amendments were either inappropriate or ill advised.  Specifically, ARTICLE III MEETINGS OF MEMBERS, Section 5, Proxies:.  The Board supported some sort of limit on the number of proxies that any individual could carry.  Unfortunately, we find that a superior document (our Articles of Incorporation) allows owners to assign their proxy to anyone they designate, and limiting proxy counts could prevent a homeowner from assigning their proxy to the person they wished to designate.  We consulted a lawyer, who advised that a proxy limit would be in direct conflict with the Articles of Incorporation, and he recommended strongly against limiting proxies for this reason.  We note that the Articles can be amended, but that doing so requires the assent in writing of 2/3 of the entire membership.  The Board does not believe that this can be achieved without very active community support and lengthy preparation time.  As a result, no changes to this section are being proposed.

The following is a summary of the By-Law amendments to be proposed and presented for vote at the September 30th Meeting.  Please take the time to review this information thoroughly.  If you have any questions concerning the amendments, please feel free to contact any Board member, or Association Manager Kathy Dooley.  Additional information, current By-Laws, and email addresses can be found on the Association's web site, under "Association Information".

ARTICLE III:  MEETINGS OF MEMBERS

1) Section 1, meetings of Members:  Annual meeting date is specified as during the month of August.  That often is too close to start of school.  Recommend changing date of Annual Meeting from "month of August" to "Third Quarter".

2) Section 2, Special Meetings:  Recommend deleting reference to "Class A members".  A separate class once existed for property owned by Friendswood Development Company.  Classes of members expired in 1996 and no longer exist.  Recommend deleting "Class A" for future clarity.

3) Section 3, Notice of Meetings:  As a result of a prior revision, Bylaws do not currently require written notice for Special Meetings.  Recommend revisions to require written notice for both Annual & Special Meetings, and to required notice to be provided by the Association (as opposed to by the Secretary or the person authorized to call the meeting.)

4) Section 4, Quorum:  Recommend correcting typo in last sentence to change "then" to "than".

5) Section 6, Parliamentary Procedure - Meetings of Members (new section):  Require use of Robert's Rules for all Meetings of the Members, and to allow Board to adopt a specific version and edition of Roberts if so desired.

ARTICLE IV:  BOARD OF DIRECTORS:  SELECTION AND TERM OF OFFICE

6) Section 1, Qualifications:  Revised language regarding candidates for board, to clarify that they may not be delinquent in any payments to the Association and may not be a party in any litigation by or against the Association.

7) Section 2, Term of Office:  End of term is not clearly defined in current By-Laws.  Recommend revising this section to define end of term:  Directors shall serve until their successors are elected or appointed and qualified.

8) Section 3, Removal:  Retitled "Removal and Resignation of Directors from the Board" Modified removal requirements from majority of Membership to 2/3 majority vote at a meeting at which a quorum of 20% of the Membership is present in person or by proxy.  Clarified that resignation is effective upon notice and that no acceptance is necessary.

9) Section 5, Action Taken without a Meeting:  Current policy allows decisions outside Board meetings only if decision is unanimous and documented in writing.  Added language to allow the Board to adopt a voting policy to keep up with technology (such as email.)

ARTICLE V:  NOMINATION AND ELECTION OF DIRECTORS

10) Section 1, Nomination:  Dropped sentence which suggested that nominating committee would remain in place for a year after the annual meeting.  Corrected typo in next to last sentence, changing "then" to "than".

11) Section 2, Election:  Added "Cumulative voting is prohibited" to clarify that Members may cast only one vote per candidate.

ARTICLE VI:  MEETINGS OF DIRECTORS

12) Section 1, Regular Meetings:  Corrected typo in last sentence, changing "some" to "same".

13) Section 3, Quorum:  Three Board members are required for a quorum.  If attrition causes Board to drop to two members then the Board could no longer conduct business (including appointment of additional members.)  Added "In the event that the number of vacancies on the Board of Directors precludes reaching quorum requirements, the President of the Board shall call a Special Meeting of the members, the purpose of which shall be to fill the vacant positions."

14) Section 4, Parliamentary Procedure (new section) Require use of Robert's Rules for all Board meetings, and to allow Board to adopt a specific version of Roberts if so desired.

ARTICLE VII:  POWERS AND DUTIES OF THE BOARD OF DIRECTORS

15) Title of Article - made "Powers" plural Section 1, powers:  In paragraph c, revised wording to clarify that a Director can be removed from the Board (not that an officer can be removed from office but left on the board) after missing 3 meetings.  Section 2, duties:  In paragraph (a), deleted reference to Class A members.  In paragraph (c)(3) corrected typo, changing "low" to "law".

ARTICLE VIII:  OFFICERS AND THEIR DUTIES

16) Section 1, Enumeration of Offices:  Corrected typo, changing "members or the Board" to "members of the Board".  Section 3, Term:  Clarifying end of term:  Defined that officers shall hold office "through the next annual meeting"

17) Section 5, removal and resignation:  Clarified that officers may resign their office, seeking to clarify that they can resign from office without resigning from the Board.

18) Section 8, Duties:  In both (c) Secretary and (d) Treasurer, added "or designee" to clarify that responsibilities may be delegated.  The purpose is to specifically allow Management Company to conduct certain tasks.

ARTICLE XI:  ASSESSMENTS

19) Deleted "or fee" from near beginning of second sentence to match wording elsewhere in this paragraph.  Correct typo in middle of third sentence, changing "some" to "same".

ARTICLE XII:  APPEALS

20) Section 5, Further Action:  Separated into two sentences to better clarify intent.

Again, please take the time to review this information, and come prepared to vote on the issues presented at our September meeting.  Many thanks to Shirley Hammond and to the By-Laws Committee for their hard work on this issue.

PCA Board Meeting Summary - July

• Approved June Board meeting minutes
• Approved June Orientation Meeting notes
• Approved June Financials
• Discussed and calendared short tenn goals
• Discussed potential By-Law amendments for vote at the September Members Meeting
• Discussed importance of committee charters, researching existing committee guidelines
• Reviewed first draft of bidding policy
• Reviewed Management Report
• Reviewed and approved proposals for re-keying pool facilities due to vandalism and unauthorized access.
• Directed management to obtain additional fence repair bids for the Mabry Mill pool
• Discussed replacement of benches and trash cans in various locations -- management to submit inventory and estimated cost.
• Reviewed draft of July newsletter
• Approved funding for newsletter print and mailing

PCA Board Meeting Summary - August

• Approved minutes of July Board meeting
• Approved July financial reports
• Declined use of tennis courts by private instructor
• Declined request for variance concerning fence height
• Reviewed bids for drainage work, Bay Knoll greenbelt
• Finalized scope of drainage repair, revised specs to be re-bid
• Added description of bylaw changes to newsletter
• Reviewed and approved audit bid
• Reviewed and finalized proposed Bylaw amendments for vote of membership
• Planned September Annual Members Meeting
• Defined Meeting notice and proxy contents, appointed Nominating Committee
• Reviewed preliminary draft of 2005 budget

ACC Roof Replacement Requirements

The Pineloch ACC has noted an increased number of applications being submitted for roof replacements.  In order to help expedite approval of these requests, the ACC requirements for shingle color are outlined below.

Homeowners should be aware that their current roof color is likely different that the way it used to look when it was new.  Old composite shingles frequently have mildew, which turn them darker.  In addition, old shingles have lost a significant portion of the gravel that provides color.  Please refer to the list below of major manufacturers for the name they use to market their weathered-wood color shingles.  Homeowners who select other brands are advised to provide a sample for the ACC to review.

All new roofs must be the same "architectural" style as was originally installed on homes.  Three-tab singles are not permitted.  Please refer to the Pineloch ACC Guidelines for further requirements.

Shingle Manufacturer	Shingle Color Name
Atlas Roofing Corporation	weathered-wood
Certainteed Corporation	weathered-wood
Elk Premium Roofing	weathered-wood
GAF Materials Corporation	weathered-wood
Owens Corning	driftwood
Malarkey Roofing Company	weathered-wood
Tamko Roofing Products	weathered-wood

The above list may not include all available manufacturers.  The Pineloch ACC does not recommend any one brand over another.  The ACC does recommend that homeowners ask their insurance agent about discounts available for qualified new composite roofing materials that provide better resistance to hail and windstorm damage.

Comments and questions about the Pineloch Community Association may be emailed to the Management Company at CMSI.

Comments and questions about the PCA web site may be emailed to the site curator at .  (NOTE: Be sure to put "PINELOCH" or "PCA" in the message subject line, so my spam filter doesn't kill it before I see it!)