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2004 Annual Meeting Minutes
Annual PCE Homeowner’s Meeting
November 11, 2004


Minutes for Annual Meeting of Poplar Creek Estates Homeowners' Association November 11, 2004

The annual meeting for Poplar Creek Estates Homeowner's Association was held at Harpeth Valley School on November 11, 2004 at 7:00 p. m. A quorum being present the meeting was called to order by president Jesse Moore. The agenda for the meeting was set forth as follows:

Agenda
Approval of 2003 Meeting Minutes
Approval of 2005 Budget
Election of new board members
Discussion of signage

Introduction of Board members
Cliff Dobbs -- Secretary/Treasurer
Scott Gordon
John Rouwenhorst
Josh Webb --Architectural Review Chair
Brian Sarmento -- Social Chairman
Stan Scott
Roger Baskette -- Groundskeeping
Accurate Tax -- Bookkeeping

Housekeeping
Sign-up sheet for those who want copies of the Restrictive Covenants
Dec. 2 Community Meeting on Bellevue Triangle & Dec. 9 Planning Commission Vote
FAQ's -- Current Posting on website.

Discussion Items
Parking on Sidewalks -- Numerous complaints, Metro will be call. Includes trashcans, trashbags, stacks
of wood, limbs, etc.
Neighborhood Speeding -- Met with Metro about traffic calming techniques. Not eligible. In fact Traceside even tried and it is not eligible. Stop signs not an option.
Disposal of leaf debris/grass clippings -- violation of Metro ordinance to dump any such debris, spray debris with hose, or blow such debris into a street culvert or drainage ditch. Includes dumping of clippings. Remind of huge clog in lower Autumnwood culvert that caused water to get within feet of residences.
Removal of tree limbs -- May not be left in one's yard or on property for more than two weeks. Contact Metro. No resident may move such debris to a common ground
Boats, trailers, RV's, campers -- May not be parked except at rear of one's home on driveway, in garage. Never on street in front of one's home or on any street.
Letter Writing -- BOD's decision years ago that everything be done in writing and not subject board members to abuse or sometimes physical threats.
Signage

"Signs. No solicitation, signs, advertisements, billboards or advertising structures of any kind shall be erected or maintained on any lot or building site, except with prior approval in writing of the Developer; provided, maintenance of not more than one advertising sign, which shall not be more than eight square feet of area, and shall be used for the sole and exclusive purpose of advertising for sale the lot or building upon which it is erected."
"Developer" shall mean and refer to Poplar Creek Development Co., A Tennessee corporation having a principle place of business in Nashville, Tennessee, its successors or assigns."

No member of the BOD's is/was opposed to the political signs
Rule is in the Restrictive Covenants. This is not a BOD's rule.
For protection of property values
Our responsibility is to enforce rules as written.
BOD's cannot modify rules
BOD has some permission abilities

Board grant written permission allowing the following:

Birth announcement signs not to exceed size of dimensions as outlined for "for sale" signs and sign must be removed after 1 week.
Burglar alarm warning signs only. Only one permitted and must be placed in front entranceway or by mailbox. Sign may not be placed in middle of lawn.
Political signs allowed, one per property, cannot exceed dimensions as defined for "for sale" signs, but have name of a candidate for political office, may be placed not more than 30 days before election, and must be removed not more than 3 days post election.
All other signs must receive written permission of the board prior to placement.


The motion to approve minutes for 2003 meeting made, seconded and unanimously approved

The motion to approve 2005 budget made, seconded and unanimously approved.

Three board members to be elected. Cliff Dobbs, Dwayne West, John Rowenhourst, and Patricia Scott nominated.

Cliff Dobbs, Dwayne West and Patricia elected to board.

Signage issue discussed. Jesse read from by laws. Questions from audience. Jesse explained the board's procedure in dealing with sign problems.

New Business

Discussion was given to expense increase in budget for tree cutting. Due to age of trees in commons area the need is there.
Discussion was given regarding the removal of tree cuttings. Charlie Tygard said a new metro schedule was available on the web.
Discussion was given to the placement of flyers etc on mailboxes. Problems should be reported to the Post Office.
Discussion given to notification of area meetings on zoning etc. Not the BOD responsibility.
Discussion given to drainage problems esp. in valley west of Poplar Creek Trace. Metro has been contacted and is to get back with Jesse.

Meeting adjourned.

Respectfully submitted.
Cliff Dobbs, Sec. Tres.

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Architectural Review Committee Request Form
If you are planning to make changes to the exterior of your house, you must fill out and submit this form to the Architectural Review Committee Chair for approval.
PCE Covenants and Restrictions (abridged version)
This links to a partial synopsis of key sections of the PCE Covenants and Restrictions. The remaining sections will be added gradually as time permits.
PCE Covenants and Restrictions (full version)
This is a scanned version of the complete PCE Covenants and Restrictions.