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

Beaver Creek Estates
Meeting Agenda
February 12, 2015
7:00pm
Type of meeting: Annual meeting
Invitees: Entire Neighborhood

1. Call to order
   7:07pm at Becky’s home at 3905 Clearwater
2. Open Issues

1. Vote in new trustee-Julie Goldberg-Secretary
    
2. Vote in new trustee-Sujeeva Seneviratne-Treasurer
    
   Both new trustees approved and seconded during meeting.
    

1. Financials
   We currently have one year reserve. No foreclosures this year. Will plan on keeping ahead of foreclosures to avoid losing funds.  Will discuss at 2016 meeting the possibility of amending bylaws to include wording to keep one years reserve in account.
   Light issues: will continue to work on getting mailbox lighting universal. Should work in lighting to landscape committee. Steven Kotarinos volunteered for heading landscape committee.
    
   New business

1. Tree trimming and grass mowing
   Last year we notified owners that if trees were overhanging they could take care of it themselves within a time frame or Braulio would take care of it afer the designated time at cost to the homeowner. Propsed getting quote for trimming again this year. Ask Braulio to include dead trees in lots for owners to decide on perhaps having removed. Same process with mowing side areas that block vision in intersections. Letter would go to owner and if not taken care of, we will have it mowed and cost forwarded to owner. Recommend including language about removing snow markers at spring clean up time as general rule.
2. Volunteers for road committee
   -road repair and patching:
   -private drive seal coating: driveway type material needed
   -culverts: assess repair of this and condition( those under roads-not those under driveways)
   Do we have volunteers for road committee?
3. Covenants and bylaws updates
       We do not have a building committee and if we have someone want to build on a lot we will need such committee. This person would look over regulations, by laws to make sure all are up to date insofar as trucks, etc in the event that someone does want to build at this point. Will also look at wear and tear on roads, schedules of costs upon building/renovating.
    
   Vote on keeping assessements same at $1200. Vote was unanimous to keep the same for 2015/16.
    
4. Landscape committee
   Plan for costs-meet back for approval. Come back with plan and quote out companies and coordinate lighting at same time. Denise and Bob will head this up.
5. Sign post protection
   Wrap bottoms to prevent thinning once weather breaks. Denise has this and will check fit in spring.

1. Open for New items or comments
   Website proposal for neighborhood. Do we want to get policies, etc online? Do we want all owners and info online who want to be? Additions to webpage? Kevin and Sujeeva volunteer to help out with looking into this. Our website is beavercreekestates.org.
    
2. House keeping

1. Pick date for 2015 neighborhood cleanup: April 25, 2015. Rain delay May 2, 2015.

1. Pick date for 2016 Annual Meeting: Thursday, February 11, 2016.
2. Adjournment: 8:19pm

Sign in:
Denice Steinmann
Kevin Livesay
Neil Rowe
Kevin Knutson
Joleen Knutson
Steven Kotarinos
Julie Goldberg
Sujeeva Seneviratne