Prairie Creek Property Owners Association
Minutes from the 2017 Annual Meeting held on Tuesday, March 7th, 2017
Call to Order:
The Annual Meeting of the membership of the Prairie Creek Property Owners Association, “PCPOA”, was held at the Menasha Public Library – Gegan Room, 440 1st Street, Menasha, Wisconsin at 7:00 PM on March 7, 2017.
Doug Greif, President of the Association; Brian Galley, Vice President; Linda Kilas, Treasurer; Kevin Kroon, Secretary; and Tom Jacobson, Member-at-large presided. Through proxies & attendance, a quorum was present. Proxies were recorded for 66 lots. 11 lots were represented in person (including the 5 board members). Between the proxies and attendance, 72 of the 116 property owners were represented at the meeting.
Old Business
Highlights of 2016:
Doug Greif discussed what the PCPOA Board worked on during 2016. One of the items the board focused on was the perimeter mowing. Mowing was conducted on the west and north sides twice and east side once. This is the area outside the perimeter fence. Additionally, the Village of Fox Crossings cut the west and north sides once. This is something the board stresses should continue due to the reduced complaints and state of the budget. Another focus for 2016 was the landscaping contract with Bob and Dave’s. While PCPOA had saved considerably in mowing cost, there were mixed results. The 2-year contract continues in 2017. Additionally, fence maintenance was a focus and will continue to be a focus for the board. Fence maintenance had mixed results. It was also brought up that there are still several sections and posts that need attention in particular the section between Sand Point and Grassy Plains on Cold Spring Road. Also, the board recognized that Tom Jacobson joined the board as Member-at-large, and Josh Zilm joined the Architectural Committee.
Minutes from 2016:
A motion was made to accept all the minutes as printed; the motion passed unanimously.
Committee Reports:
Architectural Review Committee:
Josh Zilm was present for the meeting, and gave a verbal update of Architectural Committee. Josh mentioned that currently there are no reviews pending. He stressed that any improvements should be conducted in accordance with the covenants and that Architectural Committee will review as needed. A discussion was had on the language regarding sheds. Specifically those that are pre-fabricated. Many of these sheds were not around when the covenants were written. Previously it was decided by the Architectural Committee that instead of incurring the cost of changing the word of the covenants that these would be evaluated on a case-by-case basis.
Other Old Business
A motion was made to accept the reports presented and close old business, and it passed unanimously.
New Business
PCPO Association Objectives for 2017
During 2017, the Board plans to continue to focus on the fence maintenance. Some discussion was had on being proactive with fence repairs. Also, some discussion was had by all about a living fence; however the wood fence allows some more security than a living fence would provide. The board will also evaluate maintenance in the park. Mulch needs to be added and plants thinned. The board has contacted Lowney’s for this service this spring. Perimeter mowing will also be conducted once again and the board will evaluate the possibility of cutting the east side twice. With only one cutting last year it still was overgrown. The board is looking into generating a Facebook page for 2017 to increase the communication through social media to PCPOA members. At the 2017 annual meeting the covenants were discussed in detail and what the proper procedures the board could do to take action to ensure PCPOA members are following the covenants. It was mentioned a certified letter need to be sent giving the PCPOA member time to correct the situation, if nothing is done the PCPOA board has the right to fine the offender.
Adopt Temporary Language Addendums
A motion was made to approve the temporary language addendums that have been approved in past years; the motion passed unanimously. To review the most current By-Laws and Covenants, go to our website http://www.prairiecreekneenah.com . The temporary language items are also at the end of this document.
Review 2016 Spending and 2017 Budget:
The 2016 budget and actual expenses were reviewed in detail along with the 2017 budget. In 2016, we operated with a surplus of $3,211. The 2017 dues remained the same at $85.00 annually. It was mentioned that at a surplus, we could possibly give a PCPOA holiday in the future, or put away towards fence replacement in the future. The 2017 proposed budget indicates a surplus of $7 with the anticipated expenses. A motion was made to accept the 2016 financial report and the 2017 budget as presented, it passed unanimously. It was also noted that the park mulch is getting very thin and additional mulch should be added. This item will be decided as we go through 2017 depending on the expenses incurred.
Board Elections 2017
The Board had 2 positions that were open. These positions were President and Secretary. Nominations were opened for the each of the positions starting with the office of Secretary. Kevin Kroon, the incumbent, was nominated and accepted. Nominations were closed and voted upon unanimously. Nominations were then opened for the office of President, Doug Grief did not want to continue as President. The board thanked Doug for his many years of service to PCPOA. Dean Doersch was nominated and declined. Tom Jacobson was nominated and declined. Brian Galley was nominated to move to the position of President and accepted for a 1 year term. Nominations closed and Brian was voted in unanimously. Nominations were then opened for Vice-President, Dean Doersch was nominated and accepted. Nominations were closed and Dean was voted in unanimously.
President: Brian Galley, 1 year term, 2017 to 2018
Vice President: Dean Doersch, 1 year term, 2017 to 2018
Treasurer: Linda Kilas, 2 year term, 2016 to 2018
Secretary: Kevin Kroon, 2 year term, 2017 to 2019
Member-at-Large: Tom Jacobson, 2 year term, 2016 to 2018
Open Forum
The board received excellent communication from members in attendance. The first discussion was in regards to the fence and fence maintenance. The group discussed the opportunities with the fence and also the security it provides. The group also discussed the possibility of modification of the covenants to allow pre-fabricated sheds. As previously discussed, this is a case-by-case basis by the architectural committee. One attendee brought up that the trees needed thinning in the common areas. The board will discuss with Lowney’s about having this work completed. The attendees also discussed treatment for emerald ash borer of the trees. The board conducts this for the trees in the park every year; however many PCPOA members don’t know about the treatment or when it should be conducted. It was suggested that when the board does the treatment if they could let PCPOA members know who is doing it and when they may be able to contract with them and get the treatment at a discount. Several attendees raised the concern for the road condition within Prairie Creek subdivision. There are several areas that are terrible and water sits and forms large puddles or ice which then degrades the road further. The board will draft a letter to the Village of Fox Crossings about the condition of the roads and ask what could be done to repair sections or at least get it on the budget. It was also mentioned that there has been 2 instances that a coyote has been spotted within Prairie Creek. Attendees questioned what can be done by the board when PCPOA member does not adhere to the covenants. The board responded that a certified letter along with the covenants need to be sent to the PCPOA member detailing what needs to be corrected to adhere to the covenants. The PCPOA member then has 10 days to rectify the situation. If that does not happen the board can fine the homeowner. If the homeowner still does not comply the PCPOA can issue a lien on the property for the fines and legal fees.
Adjournment: The meeting was adjourned at approximately 8:27 PM.
Submitted by: Kevin Kroon
Kevin Kroon, Secretary
Prairie Creek Property Owners AssociationBoard & Committee Members / Updated 12/24/2017
Brian Galley, President
725-1108, Lot #60
1 year term through March, 2018 / Dean Doersch, Vice-President
277-8504, Lot #52
1 year term through March, 2018 / Linda Kilas, Treasurer
725-6963, Lot #71
2 year term through March, 2018
Kevin Kroon, Secretary
915-2010, Lot #92
2 year term through March, 2019 / Tom Jacobsen Member at Large
729-5744, Lot #79
2 year term through March, 2018
Architectural Review Committee
Josh Zilm
815-483-6818, Lot #113
Addendum to the
BYLAWS OF THE PRAIRIE CREEK PROPERTY OWNERS ASSOCIATION, LTD.
Affecting Prairie Creek and Prairie Creek II Subdivisions
(Lots 1-117)
Subdivisions located in the Town of Menasha,
Winnebago County, Wisconsin
The change listed below was adopted by the Prairie Creek Property Owners Association at its 2017 Annual Meeting on March 7, 2017. This addendum will reflect a temporary change to the language of the BYLAWS of the Association. This change will remain in effect until such time that the bylaws are refiled with the office of the Register of Deeds for Winnebago County, Wisconsin.
The language listed below supersedes Section 2, Item D.
Section 2. Duties. It shall be the duty of the Board of Directors to:
(d) Collect all annual assessments, keep accounts and records regarding who has and who has not paid. Prairie Creek Property Owner Association, Ltd. Is empowered, pursuant to Article VI of the Bylaws of said Association, to fix and collect assessments to provide for their operation, care, maintenance and upkeep of all areas for which the Association is responsible. In its exercise of authority under Article VI of said Bylaws, the Board of Directors has the power and duty to collect a late fee $5.00 for the first “30” thirty day delinquent period and $25.00 for the second and third “30” thirty day delinquency periods. At such time a property owner becomes “90” ninety days delinquent, the Association shall take all legal action necessary to collect the assessment and late fees. If the Association takes such action, the property owner shall be responsible for all legal costs associated with the collection of the default. While in default the voting rights will be suspended and the property owner will become a member who is not in good standing. A member not in good standing will not be allowed to use the recreational facilities of the association. Such rights may be suspended after notice and hearing, for a period not to exceed sixty days for infraction of published rules and regulations.
Addendum to the
AMENDED AND RESTATED DECLARATION OF RESTRICTIVE COVENANTS
Affecting Prairie Creek and Prairie Creek II Subdivisions
(Lots 1-117)
Subdivisions located in the Town of Menasha,
Winnebago County, Wisconsin
The change listed below was adopted by the Prairie Creek Property Owners Association at its 2017 Annual Meeting on March 7, 2017. The addendum to the DECLARATION OF RESTRICTIVE COVENANTS will remain in effect until such time that the covenants are refilled with the office of the Register of Deeds for Winnebago County, Wisconsin.
The language listed below supersedes covenant #16, section B.
16) Commercial Vehicles, Trailers, Campers, Boats.
Section B) Lot owners may have travel trailers, motor homes, pop-up campers, trailered boats or
snowmobiles in their driveway for up to 14 days prior to Memorial Day and 14 days after Labor
Day for the express purposes of cleaning, maintenance and seasonal preparation.
Addendum to the
AMENDED AND RESTATED DECLARATION OF RESTRICTIVE COVENANTS
Affecting Prairie Creek and Prairie Creek II Subdivisions
(Lots 1-117)
Subdivisions located in the Town of Menasha,
Winnebago County, Wisconsin
The change listed below was adopted by the Prairie Creek Property Owners Association at its 2017 Annual Meeting on March 7, 2017. The addendum to the DECLARATION OF RESTRICTIVE COVENANTS will remain in effect until such time that the covenants are refilled with the office of the Register of Deeds for Winnebago County, Wisconsin.
The language listed below supersedes covenant #32.
32) Bylaws Assessments.
Additional activities of the Association, including fixing assessments, shall be governed by and administered pursuant to the provisions contained in the Bylaws of the Prairie Creek Property Owner Association, Ltd. Is empowered, pursuant to Article VI of the Bylaws of said Association, to fix and collect assessments to provide for their operation, care, maintenance and upkeep of all areas for which the Association is responsible. In its exercise of authority under Article VI of said Bylaws, the Board of Directors has the power and duty to collect a late fee $5.00 for the first “30” thirty day delinquent period and $25.00 for the second and third “30” thirty day delinquency periods. At such time a property owner becomes “90” ninety days delinquent the Association shall take all legal action necessary to collect the assessment and late fees. If the Association takes such action, the property owner shall be responsible for all legal costs associated with the collection of the default. To suspend the voting rights (becoming a member who is not in good standing) and right to use the recreational facilities of a member during any period in which such member shall be in default in the payment of any assessment levied by the Association. Such rights may be suspended after notice and hearing, for a period not to exceed sixty days for infraction of published rules and regulations.