2020 Annual Meeting Minutes - Saturday June 25th 2020

Beaver Creek Estates Property Owners Association (BCEPOA) 
2020 Annual Meeting 
 
Date: Saturday, June 25th, 2020 at  
Time: 7:30 PM (CDT) 
Location Zoom meeting 
 
Board Present:Denice Steinmann, President 
Ron Price, Vice President 
Alex Paul, Commissioner 
 
 

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

1. Attendance: Board as shown above.  Chuck VanderVennet as attorney. 
   

 
Home owners: Joe Hwang, Ken & Janet Fairbanks, Neil Rowe, Rob & Moanna Mower, Joleen & Kevin Knutson, Hyung Kim, Josh McCoy, Rob Exposito, Iga Lassota, Rachael Cronin, Janet Czosek    
 

1. Reading of the meeting agenda: the agenda for the meeting was reviewed with all attendees. 
    
   

1. Old Business 
   

1. None 
    
   

1. New Business 
   

1. Review of financials 
   

1. Actual 2019 financials reviewed 
   

1. YTD results and overview of accounts reviewed (money on hand ≈$441,000) 
   

1. Discussion of the revised covenants and by-laws  
   

1. Background on why covenants were being updated was discussed. 
   

1. Attorney Chuck VanderVennet was available to answer any questions.  None were asked on the call from participants.  
   

1. Action: Presuming that questions emailed in prior to the call are answered to the Board’s satisfaction, all Homeowners will receive voting sheets after the meeting.   
   

1. Possible Road Widening 
   

1. Topography project with Creaney Engineering was explained.  Final report is expected in the next two weeks.  This will allow the Board to ask contractors for more precise estimates on the work required. 
   

1. Board will request bids from contractors to widen Beaver Run and Clearwater, or to widen all BCE roads.  Based on initial bids received last year, the Board believes that widening all roads would require a special assessment that would need to be approved by the Homeowners. 
   

1. Some homeowners in attendance expressed a desire for a vote by all Homeowners on whether any roads should be widened, believing that any large capital expenditure should be approved by majority vote. 
   

1. The Board declined to commit to this route.  The Board is charged with making capital spending decisions and is not relinquishing that role.  The Board decisions will be based on whether a proposed project is both affordable and advantageous to the Homeowners.  Only a special assessment is subject to Homeowner vote.   
   

1. Activity on vacant lot at 3934 Lakeview Court was brought up as a new topic 
   

1. A question arose as to whether the extensive work being done on the vacant lot would ensure that it would now drain as intended.   
   

1. Alex Paul responded that the Board could not make any promises as to the effectiveness of the drainage or grading.  The Homeowner has taken commendable steps to ensure that both the safety and appearance of the Lot were much improved, and those were the Board’s primary concerns.  While some piping debris still needs to be removed, in the Board’s opinion, the Homeowner has made huge steps to ensure that the Lot is safer and more attractive.    
   

1. Private Drive entrance clean-up and broken bench removal is completed. 
   

1. Broken stop sign post at corner of Beaver Run and Clearwater is supposed to be replaced soon (this week or next).   
   

1. Introduced Joseph Hwang, the new owner of 3929 Forest Fork as of last week.   
   

1. Motion was passed to send a letter to the bank owning 3944 Lakeview Court to improve the lawn mowing and upkeep of the exterior of this property.  Failure to do so would result in the HOA doing the work and billing it to the bank.   
   

1. Discussion on neighborhood Building Committee role was introduced as a new topic. 
   

1. Several Homeowners expressed displeasure with a specific decorative choice made by another Homeowner, and they inquired if the HOA could require its removal. 
   

1. Other Homeowners argued that it was not explicitly against the rules, and whether or not it was to their taste, it was allowed. 
   

1. Building Committee members in attendance (2 of 3) agreed we should reach out to this Homeowner and let them know that some Homeowners are concerned that this decoration may lower the perceived value of the neighborhood, and then determine the Homeowner’s reaction before any next decision is made.   
   

1. Denice & Cheryl terms two-year term ending 2020 (Alex, Sam, Ron two-year terms end 2021). 
   

1. Hyung Kim expressed a desire to join the HOA Board.  No current Board Members in attendance expressed a desire to step down.  This was the first time in memory we had a situation where the BCE Board had more nominees for positions than we had openings.  We were therefore unprepared for this, and we were uncertain how to proceed.  Therefore, we may be calling another meeting in the near future to determine a vote for the two Board seats up for election this year. 
   

1. Additional questions from attending Homeowners or topics for future meetings 
   

1. No other topics were raised. 
   

1. Motion for adjournment by Alex Paul.  Seconded by Denice Steinmann.