​Beaver Creek Estates Property Owners Assoc. 2024 Annual Meeting
Date: May 13,  2024
Time: 7:00pm
Place: Long Grove Village Hall
                                         
                                                         
The meeting was called to order by President Denice Steinmann at 7:05pm
There were 26 members in attendance including four Board members. This represented 21 households.

1. Roads:   

-Engineer Jason Dolan gave a presentation on the conditions of our roads and our options going forward. The roads are badly in need of repair. Some of the options would necessitate a sizeable special assessment. Jason is putting together a proposal, along with estimated costs. There was much discussion.
        -We will be calling a special meeting soon. At that meeting the Board will present all of the    options for road repair along with the associated costs.  We can then discuss, answer questions and vote our choice A proxy will be provided for anyone who will not attend and would like a neighbor to vote on their behalf.
2. Reviewed financials:
       - Costs were low due to light winter and less legal fees, and all dues have been collected                        except for one homeowner with a double lot.

1. Speeding concerns raised by the residents:

-Send out a reminder email to all on speeding in neighborhood (Action: Cheryl)
Investigate how to submit complaints about speeding to Amazon/FedEx/UPS (Action: Cheryl)
- Assess installing stop signs at Beaver Run and Clearwater (potentially creating a 3-way stop). (Action: HOA Board) Assess installing a stop or yield sign on Forest Fork at Beaver Run (Action: HOA Board)
 -Discussed the potential for installing speed bumps. Concerns of this approach were:  impact on plowing and that some neighbors own cars that sit too low to clear them. Who will install and store them for winter.
 

1. Winter road care concerns raised by one resident:

-Assess plow damage to lawns and request repair from Braulio as appropriate (Action: HOA Board)
 -Contact Braulio to ensure a sufficient number of plow markers (white sticks) are included along all roads to avoid yard damage (Action: Cheryl/Rob E.)
 

1. Open Board Seats:

-Two board members' terms expire this year: Denice (currently president) and Cheryl (currently treasurer). One neighbor expressed interest, so an election (with paper ballots) was held at the meeting. The election outcome was that the current board members remain
 

1. Neighborhood Cleanup: Organize a neighborhood cleanup for 2025 (target Sat., April 26th, to be confirmed with Long Grove timing). Volunteers are sought to organize/participate as this activity does not need to be board-led. If interested in leading/participating, contact Cheryl

 
The meeting was adjourned at 8:45pm.
Faithfully submitted by Denice Steinmann

Date:               Thursday, May 18th, 2023  
Time:               7:30 PM
Location          Long Grove Village Hall
                       
Board:             Denice Steinmann, President
                        Ron Price, Vice President
                        Sam Lucido, Secretary
                        Alex Paul, Commissioner
                        Cheryl Pape, Treasurer
 
                          
                       
 

1. Call to order: at 7:30 PM by presiding President, Denice Steinmann

 

1. Attendance: There were 16 homeowners, including all of the board members, in attendance representing 12 households.

 

1. Review of Financials
      a.  Budget vs. Actual 2022

                              Spent less on maintenance due to light winter
                               Discussed need to raise dues to rebuild road fund.
                      b.  Status of payments
                               There are two homeowners who have not yet paid their dues.
                               Cheryl will follow up.
       IV          Old Business

1. Phase one of the Road project, the addition of 24 inch gravel shoulders, is complete. The cost  came in about 15% higher due to increases in cost of gravel and fuel, and because additional unforeseen work needed to be done.
   
   

1. New Business
   1.  There are some driveways in the neighborhood that need repair or resurfacing.

 Some dead or dying trees need to be removed from the neighborhood. The   Building committee will be notifying homeowners.
 

1. Pond Challenges:

We had a large fish die off due last summer and we are now experiencing an extensive algae bloom. Likely due to increased drainage and runoff from fertilized yards.

1. Discussion on how Carp (neutered) fish could possibly solve the problem.
2. Pulling Algae off the pond has worked and is good organic fertilizer.
3.  Restoring Conservancy areas around the pond will help.
4. Discussed forming a Neighborhood Welcome Committee. To welcome people to the neighborhood. Get to know our neighbors. Help people during difficult times. Contact Cheryl Pape if interested.
5. Two new board members were elected. Alex Paul and Sam Lucido have left the Board. Thank you both for serving! Our two new Board members are:

       Alicja Kapusciarz
       Vlad Filippov
 

1. Open Discussion.
   1. There was an inquiry about Solar lighting along a driveway that is very dark. Yes it is allowed but the consensus was that solar driveway lights don’t work or hold up well.

 

1. Ron Price offered a special thank you to Alex and Denice for a great job finally getting the road widened.

 
 

1. Motion for adjournment by Denice Steinmann
   
   

Respectfully submitted by Sam Lucido, Secretary

Date:               Thursday, May 26th, 2022 at
Time:               7:30 PM (CDT)
Location          Zoom meeting
                       
Board:             Denice Steinmann, President
                        Ron Price, Vice President
                        Sam Lucido, Secretary (not present)
                        Alex Paul, Commissioner
                        Rob Esposito & Cheryl Page, Treasurer
                       
 

1. Call to order: at 7:30 PM by presiding President, Denice Steinmann
2. Attendance: Association Board
   Home owners: Alex & Sandra Sobol, Kevin & Joleen Knutson, Jeff Finucane (Quorum of 6 needed, 7 total homeowners present, so quorum met)

 

1. Reading of the meeting agenda: the agenda for the meeting was reviewed with all attendees.
   
   
2. Old Business
   1. None
      
      
3. New Business
   1. Review of financials
      1. Budget vs actual 2021. 
         1. Saved more in 2021 due to not sealing roads as we worked on plans for repairs.
         2. Group discussed the need to raise dues at some point in order to rebuild road reserve after current project.
      2. Overview of accounts (money on hand). 
         1. $64k in checking, $496.5k in saving.  One homeowner has not yet paid.  Will reach out again in person in the coming week.
   2. Road Repairs Discussion
      1. Comcast has applied for permits to move their line.  Only once that is done can Bob Newberg begin Phase 1 of road work. 
      2. Keep Island on Beaver Run?  Feeling of group was to get rid of it, but to put outsized weight on homeowners opinions in that immediate vicinity.  More of a cosmetic choice.
      3. Receptiveness of special assessment in 2023 to ensure Phase 2 done that year? (Not asking for Special Assessment approval at this meeting.)  Group was generally receptive to the idea, but not enough people present to get a good sample. 
      4. Was brought up that if the Board feels dues need to go up, the sooner this is told to homeowners the better.  Board would like to at least get through Phase 1 of the roads to have a better idea where finances stand.
   3. Board Member Voting
      1. Denice & Cheryl terms two-year term ending 2022 (Alex, Sam, Ron two-year terms end 2023)
         1. Approved by those present for continued term, with thanks.
4. Questions from attending homeowners or topics for future meetings
   1. After roads done, consider ways to slow cars.  Stop sign possible at Beaver Run and Clearwater.  “Love our kids, please slow down” signs. Speed bumps possible but does add expense as well.
   2. Discussed solar on roofs and what that requires
   3. Discussed process for getting some homeowners to take better care of property.  Helps if neighbors contact the board to complain. Two major areas of improvement we need are driveways and dead tree upkeep. 

Motion for adjournment by Denice Steinmann

Date:               Thursday, May 20th, 2021
Time:               7 PM (CST)
Location          Zoom meeting
 
Present:          Denice Steinmann, President
                        Ron Price, Vice President
                        Sam Lucido, Secretary
                        Alex Paul, Commissioner
                        Rob Esposito with Cheryl Pape, Treasurer
                       
                       
Homeowners:
Janet Czosek
Kevin Knutson
Josh McCoy
Becky Vallorano
Vlad Filippov
Rob Mower
Rachael Cronin
Joseph Hwang
Julie Piazze
Bob and Pat Ihmels

 
                       

1. Call to order: at 7 PM by presiding President, Denice Steinmann
2. Attendance: total of 14 voting members in attendance
3. Reading of the meeting agenda: the agenda for the meeting was reviewed with all attendees.
   
   
4. Old Business
   1. Repair of lights around mailbox. One transformer needs to be replaced.
      
      
5. New Business
   1. Review of annual dues
      1. Invoices sent in January.
      2. Dues are expected by March 31st, 2020.
      3. All dues are paid in full for 2021
   2. Review of financials
      1. Budget vs actual 2020
      2. Overview of accounts (money on hand)
      3. Estimates for road sealing and crack filling $15.5K per prior meeting.
   3. Updated By-Laws
      1. Posted to the Beaver Creek website
      2. Recorded with Lake County on 02/24/2021
      3. Vote to approve updated Building Committee Rules
         1. DaVinci Shakes are added to the approved list.
            1. Approved by the board
   4. Beaver Creek Estates Party
      1. Proposed by Julie Piazza
      2. HOA funding: discussed approximately $500 for non-alcoholic beverages or other items
   5. Spring Clean-up on April 24th was a success.
      1. Thanks to everyone who participated!
      2. We had approximately 20 people at the event
   6. Association board is using BOX for managing collateral.
      1. Owner Alex Paul (Thank you!)
      2. Improved collaboration for the team
   7. Comcast coaxial lines are too close to the road. They will need to be relocated before any digging can be done. We are working with Comcast to resolve this issue.
      1. Update by Denise
      2. No commitment by Comcast to move the lines
   8. Association Board Terms
      1. Alex, Sam, and Ron two-year terms end in 2021
         1. Vote to keep Alex Paul successful (14 in favor – 0)
         2. Vote to keep Sam Lucido successful (8 in favor – 6)
         3. Vote to keep Rob Price successful (8 in favor – 6)
      2. Vlad F and Kevin Livesay indicated interest in joining the board
      3. Cheryl and Denise two-year terms in in 2022

 

1. Open floor discussion / requests
   1. No open discussion or requests outside of the road expansion  conversations

 

1.  Motion for adjournment by Denice Steinmann

 
 
 
 
 
Respectfully submitted by Sam Lucido

Date:               Thursday, January 21, 2021 at
Time:               7 PM (CST)
Location         Zoom meeting
 
Present:          Denice Steinmann, President
                        Ron Price, Vice President
                        Sam Lucido, Secretary
                        Cheryl Pape, Treasurer
                        Alex Paul, Commissioner
                        Becky Vallorano
                        Rob Esposito
                        Kevin Knutson
 

1. Call to order: at 7 PM by presiding President, Denice Steinmann
2. Attendance: total of 7 voting members in attendance
3. Reading of the meeting agenda: the agenda for the meeting was reviewed with all attendees.
   
   
4. Old Business
   1. No old business covered
      
      
5. New Business
   1. Reviewed the profit and loss statement: January through December.
      1. Last year there were one-time expenses related to:
         1. Analysis of road (road survey)
   2. Reviewed projections for the 2021 budget and cost projections.
      1. Estimating approximately $15.5K for road sealing and crack filling
   3. Discussion of repair related to lights around the mailbox.
      1. At least one transformer will need to be replaced.
   4. Discussion on possible increase of dues
      1. Voted not to increase association dues.
         1. Invoices to go out in late January and due end of March.
         2. Treasurer to mail invoices and send follow-up emails as needed.
   5. New Covenants and Bylaws were filed in January by Chuck, our attorney.
      1. Estimate new covenants and by-laws will be active by February.
   6. The association now has an engineering plan for widening the road to approximately 19’ wide by adding gravel shoulders.
      1. We must secure new quotes now that the engineering is complete
      2. Comcast coaxial lines are too close to the road. They will need to be relocated before any digging can be done. We are working with Comcast to resolve this issue.

 

1.  Date for next Annual Meeting will be May 20,2021. We assume it will be a Zoom meeting.

1. Open floor discussion / requests
   1. Mention of the need to remove dead or dying trees in the neighborhood.

 

1.  Motion for adjournment by Denice Steinmann

 
Respectfully submitted by Sam Lucido, Secretary

Beaver Creek Estates Property Owners Association (BCEPOA)
2019 Association Meeting and Meeting Agenda
 
Date:                 Thursday, February 7, 2019 at
Time:                 7 PM (CST)
Location           Long Grove Village Hall, 3110 Old McHenry Rd, Long Gove
                           (behind Killdeer / Countryside primary school)
 
Present:            Denice Steinmann, President
                           Sam Lucido, Secretary
                           Alex Paul, Commissioner
                           Approximately 12 homeowners
 

1. Call to order: at 7 PM by presiding President, Denice Steinmann
2. Attendance: total of 15 voting members in attendance
3. Reading of the meeting agenda: the agenda for the meetingwas reviewed with all attendees.
   
   
4. Old Business
   1. Completion of the new home at 3915 Beaver Run
   2. Repaired drainage pipes under the roads
   3. Electric wiring repair under Cuba road entrance, street lights required repairs, and new lighting was installed at both entrances and mailboxes
   4. Stonework repairs on the entry signs and mailboxes
   5. Substantial time spent on dealing with departed homeowner
      1. Fines were paid-in-full
         
         
5. New Business
   1. Plan to seal coat the roads in spring of 2019
      1. Approximate cost is $6,000
   2. Dead tree removal under consideration by the Board
      1. Request for homeowners to replace trees
      2. Association requests of homeowners to remove the trees. If the homeowner doesn’t remove the tree(s) then the association will remove the trees and charge the homeowners.
      3. Discussion on the possibility to include tree trimming at perhaps a good discount
   3. Installation of crushed stone shoulder along Beaver Run and Clearwater under consideration by the Board
      1. Goal is to eventually widen Beaver Run and Clearwater
      2. 18 inches wide grade 9 crushed compacted lime stone
      3. 18 inches deep to support eventual widening of the roads
      4. Would have to research utilities like Comcast
         1. Roads are approximately 16 ft wide
      5. Beaver Run is 2,600 feet long
      6. Clearwater was 1,472 feet long
         1. 7,000 linear feet to widen excluding driveways
         2. $20 per linear foot to widen, total cost $150,000
      7. Recommendation from homeowner to start a committee
         1. Discover what the maximum road width
   4. Board is requesting opinion on the remaining life of the roads from homeowners
      1. Part of the Board is recommending increased dues starting in 2020
   5. Neighborhood pick-up will coincide with Earth Day weekend and will be on Saturday April 22nd at 8 am. Meet at Clearwater and Beaver Run

1. Treasurer’s Report
   1. Association due notices were sent out and the due date is March 31st
   2. All Association dues from 2018 were successfully collected for a total of $72,000.00
   3. Overview of Gross Profit
      1. No questions from attendees
   4. Overview of Assets
      1. No questions from attendees
   5. Overview of Liabilities and Equity
      1. No questions from attendees
   6. Overview of 2018 Proposed Budged
      1. Association Dues remained unchanged at $1,200.00
         1. Contributing property owners is 60
      2. Annual Assessments Total: $72,000.00 ($1,200 x 60)
      3. Overview of planed expenses: $39,200
      4. Net Other income:
         
         
2. Open floor discussion / requests
   1. Schedule another meeting in April or May to review findings on widening our neighborhood streets
   2. Snow removal hasn’t been the great this year
   3. No one volunteered to take the open board position
   4. Research improving entrances with landscaping
      1. Pulling old plants and replacing with new

 

1. Motion for adjournment by Denice Steinmann

 
 
 
 
 
Respectfully submitted by Sam Lucido

Beaver Creek Estates Property Owners Association (BCEPOA)
2018 Association Meeting and Meeting Agenda
 
Date:                 Thursday, February 8, 2017 at
Time:                7 PM (CST)
Location           Long Grove Village Hall, 3110 Old McHenry Rd, Long Gove
                           (behind Kildeer / Countryside primary school)
 
Present:           Denice Steinmann, President
                           Arivendhi Pargunan,    Vice President
                           Phil Mondrowski, Treasurer
                           Sam Lucido, Secretary
                           Alex Paul, Commissioner
                           5 homeowners
 

1. Call to order: at 7 PM by presiding President, Denice Steinmann
2. Attendance: total of nine voting members in attendance
3. Reading of the meeting agenda: the agenda for the meetingwas reviewed with all attendees.
   
   
4. Old Business
   1. Road Sealing and Maintenance by Sam Lucido –Barreca Blacktop Sealcoating preformed sealcoating and cold patching to all roads in the Beaver Run community. No impact to traffic was incurred and the roads were reviewed to ensure proper completion of agreed upon work.
      1. Invoice for $2,000 was submitted for payment to Treasurer.
   2. Status of New Construction Project at 3915 Beaver Run Dr. by Denice Steinmann
      1. Heavy truck traffic appears to be completed – construction of the new home involved heavy trucks, more than 30,000 pounds in weight, bringing material to the site. Most of construction is now interior workand should not require heavy trucks entering the Beaver Creek community.
      2. The owner of 3915 Beaver Run Dr. has a damage deposit with the association that will be used to repair any road damage caused by the heavy trucks.
      3. Board will hire an engineer to evaluate if there is any road damage.
         
         
         
         
         
5. New Business
   1. Welcome new home owners who joined the Association: 3928 SubhaSamanhu / Sanjeeva Kapa
   2. Entryway landscaping illumination project 2018 for the Cuba and Kruegar entrances.
      1. Goal is to fix the illumination of the entryways by using energy efficient LED lights for an energy cost savings.
      2. Plan is to request bids from landscape illumination companies
   3. Dead tree removal
      1. In 2016 the Association had dead trees removed from swales and yards as part of the beautification project.
      2. Phase two is planned for the spring or summer of 2018 and will involve removing dead trees that can be viewed from the road
         
         
6. Treasurer’s Report
   1. Association due notices were sent out and the due date is March 31st
   2. All Association dues from 2017 were successfully collected for a total of $72,000.00
   3. Overview of Gross Profit
      1. No questions from attendees
   4. Overview of Assets
      1. No questions from attendees
   5. Overview of Liabilities and Equity
      1. No questions from attendees
   6. Overview of 2018 Proposed Budged
      1. Association Dues remained unchanged at $1,200.00
         1. Contributing property owners is 60
      2. Annual Assessments Total: $72,000.00 ($1,200 x 60)
      3. Overview of planed expenses: $39,200
      4. Net Other income: $39,135
         
         
7. Any New Business
   1. Request to research property re-assessmentof home in the Beaver Creek community
      1. General view is assessed property values in the community are higher than the actual home values
      2. Alex Paul and Sam Lucido to meet with the local Assessor to explore options for lowering assessed property values
   2. Neighborhood party
      1. Last party was four years ago
      2. Idea to have a neighborhood party in 2018
   3. Neighborhood pickup on April 21st
      1. Walked around Krueger road and Cuba road to pick up trash
      2. Organized by Alex Paul
   4. Phil Mondrowski, Treasurer is leaving
      1. Big thanks to Phil for all his work as Treasurer
      2. Call for new Treasurer and no volunteers. Will communicate with homeowners to fill the Treasurer position
   5. Next annual meeting on Feb. 7th, 2019

 

1. Motion for adjournment by Denice Steinmann

 
 Respectfully submitted by Sam Lucido

Beaver Creek HOA
Meeting Agenda
February 11, 2016
 
Type of Meeting: Annual Meeting
Invitees: Entire Neighborhood
In attendance:
Becky Vallorano
Craig Vallorano
Kevin Livesay
Julie Goldberg
Denice Steinmann
Larry Buettner
Dave Uchelof
Haiyan Zhang
Bob Ihmels
Steve and Rhonda Kotarinos
Rob Newberg
Alex Paul
Carol and Neil Rowe
Phil Mondrowski
Janet Czosek
Mike Schaerges

1. Call to Order:
    
2. Open Issues

1. Volunteers for board positions
   We are currently without a treasurer and in need of another VP and possible road  administrator. Call for volunteers made to those present-Phil Mondrowski volunteered for treasurer position.
2. Vote in new members : Nomination of Phil Mondrowski for treasurer made by Denice Steinmann and seconded by Alex Paul. All in attendance in favor of Phil Mondrowski being appointed treasurer for the 2016 year.
    

1. Financials- see attached financial report. We are putting in about 50K each year to reserve acct for roads.. 2 assessments not paid from last year-one in foreclosure. One outstanding bill for snow plow in January not reported on this report. Snow plow normally around 10-20K range-this was normal for last year and should be lower this year. Discussion ensued about whether we should increase association dues and it was explained that we projected increase because we did not have volunteers for the board and would have possibly needed to outsource management firm for board. It was noted that no increase would be necessary at this point in assessments as we now have at least one volunteer for the board. Discussion ensued about management companies and the general thought was that we would not need/want an outside company to manage the HOA because of increased costs and their interest not being there.
   Vote on dues staying current at $1200 per household. All in attendance in favor of dues staying at current $1200 level.
    
2. New Business

1. By laws enforcement and penalties: Discussion in regards to how to enforce the rules we already have in place. Discussion about properties going into foreclosure and how to deal with these properties.
2. Road improvements: Bob Ihmels commented that he would look into road improvements and communicate this to the board. We have estimated 10K for patching at this point on current financials. Bob will get 3 estimates and present to board.
3. Landscape concerns: Dead tree in middle of Beaver Run-we will not be planting tree again. Will ask Braulio to remove and possibly include this in paving once we begin that project. Discussion was heard from Larry Buettner regarding dead trees in swales, some of which he claimed were owned by association. Larry’s recommendation was to send a notification to the owner and give a date to have tree out or trimmed by and then fine the owner. Discussion ensued about which trees could be removed and how owners would be notified. Alex Paul volunteered to contact tree company to have them take care of dead trees. Discussed putting together a document of standards for trees, etc to be mailed with assessments this year. This letter will note a date by which the association would like to see improvements done by. In early spring then, a letter can go to specific homeowners who have not resolved the issues with their landscaping by that date listed, with pricing we’ve put together with a specific tree removal /trimming company. It was recommended by Larry that a deadline of June 1 to be made before fining begins from HOA. Discussion ensued regarding reflectors or snow markers and that we have by laws that state nothing can be in the swale. This same notation could be put into assessment inclusion letter and again, within a deadline they will be removed and if they are put up again, fines will ensue. Larry also brought up that there are trees in entranceways that may be dead-discussion made that Braulio could be contacted to remove dead trees and replace what needs replacing in entranceways.Discussion made to switch lighting at entrance as well to LED. Larry will ask Braulio as well about entranceways and lighting. Discussion brought up that we would like to widen roads when they need to be redone again in another 5-6 years so as to avoid these same issues with damage from year to year. Brought up that we may want to consider concrete edging to prevent damage but space becomes an issue because of topography.
    

1. Open for new items or comments
   New item: welcome letter on website needs to be changed to reflect current info.
   New item: by laws indicate meetings in May only and at some point the meeting was moved to Feb date. Do we think moving the annual meeting date to May would be appropriate? General thought was that Jan./Feb. date was more appropriate for budgeting concerns.
   New item: perhaps a yearly social event would help to bring neighborhood together. We could put this into the assessment letter as well with a date in mind for the summer.
   One question: how do you contact the board? There are individual emails listed on the website -one neighbor has tried to contact the board and did not get a response.
    
2. Housekeeping

1. Date for clean up 2016: Saturday April 16th with April 23rd as rain date
2. Date for next meeting: Feb 9th 2017. 7pm at village hall.
    

1. Adjournment
   8:17pm
    
    
   2016 Slate of Board Members:
    
   President: Kevin Livesay
   VP: Denice Steinmann
   Treasurer: Phil Mondrowski
   Secretary: Julie Goldberg