Potato Patch Cabinowner's Association

Potato Patch Owner’s Association Annual Meeting May 2006

Jul 16, 2006

Potato Patch Owner?’s Association Meeting
Sunday, May 28, 2006



Doug Sinclair opened the meeting at 11:15.

Building Committee ?– Howard Hecker

Howard stressed the importance of maintaining the integrity of the homes and properties of the community by submitting new construction or painting plans to the board for approval. He said the approval process has a turnaround of about one-week to 10 days and new construction includes changes to any exterior surfaces.

Potato Patch Park Committee - Steve Larson

Steve said there hadn?’t been too much winter damage in the park. Prior to the meeting, he had a small group of community members help with park clean up using four mowers and weed whips. He is looking for someone willing to volunteer their time and assist with the park duties . Additionally, Steve has been storing the park equipment at his cabin but the board is looking into purchasing a storage unit to be located in the park.

Treasurer?’s Report ?– Dave Gourley

Dave reported we have $10,952.12 in our account at Tempe Schools Credit Union as of 4-30-06.

There are still four lot owners that have not paid their 2005-2006 homeowner dues.

Potato Patch Community Water Company ?– Norm Crowell

Norm said the system is working well and we have good clean water for the community. Currently, the water fee is $30.00 for a maximum of 1,000 gallons each month; the board has decided to raise that amount to 2,000 gallons per month. The cost for each additional 1,000 gallons will remain $5.50. Since the meters are being read two to three times per year, primarily to identify leaks in the system, the board might adopt an annual usage amount of 24,000 gallons. However, no decision has been made at this time.

A list of projected maintenance/improvement projects, with their associated costs, was distributed at the meeting. Not including unforeseen repairs, the total cost comes to approximately $63.000.00 and Norm estimates the entire list will probably take two years to complete. At the end of April, the water company had $37,000.00, the board plans to pay for all projects in cash.

By-Laws Project ?– Doug Sinclair

The board has retained the services of a law firm that specializes in homeowner associations to review the current draft of the By-Laws. Once their attorney has made comments and/or changes, that version will be sent to the community for review.

Darren Frame clarified that the By-Laws spells out how the homeowner?’s association is run; the policies regarding such things as community rules and enforcement will be detailed in a Rules and Regulations document. This document will be more flexible than the By-Laws and can be more easily revised as community priorities and issues change.

A Rules and Regulations committee will be formed by the board and a list of lot owners interested in serving on the committee was started.

Finally, Doug told the community that Dave Gourley and Darren Frame would be stepping down from the board. Norm Crowell has been appointed to take one spot and the board will fill the other before the July 4th meeting.

Larry Regen will be bringing the soda and ice to the next meeting on Sunday, July 2nd.

Doug closed the meeting just before 12:00.

Respectively Submitted,
Susan Corey, Administrator

Potato Patch Owner?’s Association Board Meeting


Date/Time: 5-27-06 / 10:00 a.m.

Location: Potato Patch ?– David Gourley?’s cabin

In Attendance:

Potato Patch Owners Association (PPOA) Additional Attendees
Doug Sinclair ?– President Norm Crowell
Steve Larson Bill Dapke
David Gourley - Treasurer Bill Howe
Howard Hecker Larry Krueger
Larry Regen
Absent: Darren Frame


PPOA board issues:


1. Susan told the board that Harry Topliss was sent a copy of the bank statements, QuickBooks reconciliations and copy of the checks for fiscal year 2004-2005.

2. We?’ve gotten a letter and fee schedule from Ekmark & Ekmark, the legal firm that will be reviewing the By-Laws. Doug said the By-Laws have been cleaned up and they are ready to be sent for review.

3. We haven?’t gotten new tables for the park

4. Steve asked Midvale to paint the post by the entrance of the Patch but they haven?’t done so. Steve will try contacting them again.

5. Susan said there were four properties with outstanding 2005-2006 homeowner?’s dues. Mail to three of the property owners is coming back undeliverable; she will try to locate them through the Yavapai registrar?’s office website.

6. Larry Krueger said there are some lots that have become dangerously overgrown. There is also a problem with slash still stacked and uncollected on some lots. A board member heard that sometime in the past, the county had required Harry Topliss to clean up his lot. The board will look into contacting the county about their policies and will incorporate any country clean up requirements into a letter that can be used by the board.

7. The issue of multiple lot voting was discussed. In the case of board member elections, the policy will be one vote per candidate, regardless of the number of lots owned by the voter. In addition, owners with partial lots will have partial votes.

8. The formation of a Walker Fire District is a dead proposition at this time. They will have to wait for another two years before bringing the issue to the public for approval again.

9. The Vehr (lot 48) cabin was recently repainted, but the paint request was never submitted to the board, and the color isn?’t on the approved list. The question of grandfathering came up since it was repainted the original color. It was decided that all exterior changes must be approved by the board. A letter will be sent to the Vehr?’s letting them know the color is out of compliance. The Fetters/Martins (lot 46) were required to repaint their cabin an approved color in 2004, Susan will forward Doug a copy of the sanction letter Darren wrote to the Fetters/Martins.

10. Dave told the board that Ray Holob had sent him a letter about the BBQ that was supplied at the community meetings. It is Ray?’s opinion that it is ill spent money because the picnic is attended by such a small group of community members. The board will continue to provide the meat as long as there are ongoing fire safety issues.

11. Dave told the board that there is $10,952.12 in the bank account at Tempe Schools Credit Union.

12. The board decided that since the community insurance policies (General Liability and Director?’s Liability), and property taxes (park and water tank parcels) are beneficially shared, the PPOA and PPCWC will split the costs for each.

13. We currently have a $1M General Liability and $1M Director?’s Liability policy. Susan will ask Glendale Insurance to provide quotes for increased coverage of $1.5M and $2M for each policy.

14. Steve said the park is in good shape without major ruts or wash-outs. The zip line was stolen but won?’t be replaced due to liability concerns. We have four mowers and two weed whips which Steve is currently storing; the board will look into the cost of adding some equipment storage at the park.

15. The issue of gazebo maintenance was brought up but the board decided to put off making any decisions at this time.

16. Darren Frame and Dave Gourley will be stepping down from the board. Norm Crowell has agreed to replace Darren and Doug said that Art Vos might be interested in stepping in for Dave. These would be interim appointments that would serve out the remainder of the original terms.

Potato Patch Community Water Company


Date/Time: 5-27-06 / 10:45 a.m.

Location: Potato Patch ?– David Gourley?’s cabin

In Attendance:

Potato Patch Owners Association (PPCWC) Additional Attendees
Doug Sinclair ?– Vice President Bill Dapke
Norm Crowell Dave Gourley
Bill Howe Howard Hecker
Larry Krueger Steve Larson
Larry Regen
Absent: Darren Frame


PPCWC board issues:


1. Susan told the board that Kris Tomlinson was sent a copy of the bank statements, QuickBooks reconciliations and copy of the checks for fiscal year 2004-2005.

2. Susan passed out an early version of Norm?’s maintenance/improvement budget. Norm prioritized and discussed each item.

3. The issue of meter reading was discussed. The original intent was to monitor the system for leaks but we have full time residents and many lot owners are using more than 2K gallons each month. It appears there are five full time residents and we will pay Bill Howe $40.00 per month to read those meters. We will send a note to the effected residents and start billing them based on usage.

4. Susan told the board she sent registered letters to the Coverts (lot 131), the Cutrers (lot 116, 118) and Thompsons (lot 21) regarding outstanding balances. The letter gave them until 5-31-06 to pay off the entire overdue amount or face the possibility of having their water turned off and an associated $150.00 turn on charge. Norm and Bill will have to look at the properties to see how we can turn off service at each meter.

5. Norm has agreed to take Darren?’s position as President of the water board.