BEAR HOLLOW VILLAGE HOA TRUSTEE’S MEETING
April 5, 2009 @ 5:00 pm
Location: Bear Hollow Village Clubhouse
In Attendance: Howie Butt, Joseph Lodrick, Nick Mingo, Greg Watkins
Agenda: Financial Review
Common Area 16 Project – Status
Clubhouse Issues
Snow Removal – review of services
Community Issues
Open Forum
FINANCIAL REVIEW-
Howie provided the Trustees with a Balance Sheet as of 4/3/09 indicating the HOA has the following funds:
Checking Account 4,190.32
Clubhouse Reserve 48,365.87
General Reserve 13,638.56
Grounds Reserve 66,400.79
Total $ 132,595.54
We also have $5,960.95 in receivables (dues paid in advance by owners but not yet billed to them).
There is $44,310.10 in pending dues outstanding,
including the month of April 2009 and including $17,907.27 owed by the Lodge
HOA for first quarter 2009 dues. The HOA has legal actions to
collect delinquent dues in progress against 4 owners at this time ( Anzivino,
Shields, S. Owens, Woods). Howie is confident we will prevail in all
cases. 2 additional Owners dues accounts are in Late Payment status at
this time.
We will need to change our reserve fund accounts with
Washington Mutual Bank out of the “liquid CD’s” since as the result of
their acquisition by JP Morgan Chase bank this product will no longer be
offered. Howie and Jody will visit the bank and establish new CD accounts for
our funds. COMMON AREA 16 PROJECT - The Common Area 16 park project was reviewed. Nick is
working with Howie to obtain bids from landscape contractors. We
need to post funds in an escrow account for 120% of the landscape costs of
the project to satisfy the Summit County requirement of issuing our permit
for the work.Howie is working this issue. We hope to start and complete the project in May 2009. CLUBHOUSE ISSUES - Greg gave an overview of Clubhouse issues. One of the
treadmill motor’s is making a low pitched humming sound and will probably
need a replacement motor and new belts soon. The pedals on the
elliptical machine will also need replacements shortly. Greg is checking with
Foothill Fitness on warranty coverage for these items.
Greg reported that he has noticed the door to the
mechanical room from the outside has been left open on occasions. He will
remind All Seasons to check and ensure that all Clubhouse exterior doors are
locked. It was agreed we will open the pool on May 15, 2009
for the season. All Seasons will be notified to schedule this accordingly. We will need to have new drain covers that prevent suction entrapment
installed in the pool and spa to comply with a new federal law. Bids were
obtained and Dolphin Pools will perform the work for us. All Seasons is
coordinating the scheduling of the work. The Clubhouse management and maintenance services
contract with All Seasons will expire on 5/31/09. The Trustees
discussed the quality of services provided and agreed there was no significant
improvement over the Resorts West level of service. We will closely
monitor services and renew only on a month to month basis while options to
upgrade services are reviewed. SNOW REMOVAL SERVICES -
The snow removal services provided to the community by
Red Barn over the past winter were discussed. It was agreed there is
room for improvement and a list of recommendations will be formulated and
presented to Red Barn as a “report card” on their performance. Howie
provided the Trustees with a spreadsheet identifying all days that Red Barn
provided snow removal services to the community, and the depth of the
snowfall or weather conditions for that day. They provided snow removal
services on 61 occasions to date; the contract provided for up to 70
services.
It was discussed there was concern on the clearing of
steps leading to owners entry ways. Howie commented the contract excludes the
HOA clearing any owners stairways and there was confusion on exactly
where sidewalks ended and steps began. It was agreed that we can clarify
the issue by specifying the HOA will clear concrete area steps but not wood
steps leading to owners entrances ( there may be some exceptions to this rule,
the Calgary Condo 2nd floor units for example). COMMUNITY ISSUES – Unsightliness concerns from
owners failing to address maintenance concerns of their units exteriors were
reviewed. There are many decks and starirways in the community that need
staining. This issue will be again highlighted in the Spring 2009 Newsletter;
owners failing to comply voluntarily will need to be cited by the HOA for
violation of the CCR’s and the No Unsightliness Policy. The continuing problem of
pets droppings not being picked up and dogs running off leash was discussed.
We will again remind owners in the Newsletter of Policy and contact the County
Animal Control Officer for assistance as needed. We will ask Red Barn to
monitor the community and pick up droppings as part of regular maintenance
services. Nick reported on discussions
with the owners of the Canyon Rim Stake property that borders the community on
the west and north. They will be upgrading their access road and also
installing new chain link fencing along the boundary lines. There are some
minor issues on the exact start / end of Property lines along the
fencing but they are not a concern and the existing fence line serves as a
sufficient boundary line. The project should be completed this Summer. The
LDS Church, owners of the property, have requested that all Bear Hollow
residents be cognizant of the property boundary lines and respect their private
property, especially when girls and boys camporees are in progress on their
property. With no other matters to
discuss the meeting was adjourned at 6:20PM. ADDENDUM TO TRUSTEE MEETING
MINUTES : Subsequent to the Trustee
Meeting, Greg requested the opportunity to assume the full responsibility for
the management and maintenance of the Clubhouse. Howie excused Greg from all
subsequent discussions on the issue while the other Trustees reviewed his
request. The issue is further summarized in the below email from Howie to Greg
and all the Trustees: Greg - at our recent Trustee
meeting we discussed the status of our management and maintenance contract with
All Seasons Resorts. It was agreed that services have not really improved
and we decided to not award All Seasons another full year contract and to
closely monitor them on a month to month basis while we discuss other
options. Subsequent to our meeting, you
have presented an offer to assume full management and maintenance
responsibilities for the Clubhouse, further detailing that you are fully
certified as a pool / spa manager and you have the resources to provide all
attendant and cleaning duties associated with the Clubhouse. Upon receipt of your offer, I
have subsequently excused you from any continued discussions on the Clubhouse
and have engaged in discussions with each of the Trustees to evaluate your
offer. As the result, it is our
unanimous consensus and agreement that we will accept your offer and award you
the Clubhouse management and maintenance contract, with the following
conditions: 1. please provide me with
a copy of your current State of Utah pool / spa certification certificate. 2. please provide me
with a certificate of insurance identifying the Workers Compensation,
Employers Liability and general liability Umbrella policy coverages you
will have. 3. You will agree to
assume all existing duties as outlined in the Clubhouse management &
maintenance agreement currently in effect for the same monthly / annual costs
now in effect. Upon receipt of the above
information from you we will execute a letter of agreement for the
Clubhouse services. It is anticipated that you will assume Clubhouse
duties 7/1/2009. I will notify All Seasons
Resorts of our intentions to not renew their current contract and terminate
their services effective 6/30/2009. Please do not advise All Seasons of
this change until they are officially notified in writing of this information. Our decision to award you the
Clubhouse services contract is predicated on the fact that you have
demonstrated a dedicated and enthusiastic sense of community pride in all
matters but especially with regards to our Clubhouse. You have "set
the bar" for the level of service that we should expect and want for the
community. We are confident that you will deliver to this goal and
beyond. For your info. Howie