BEAR HOLLOW VILLAGE HOA TRUSTEE’S MEETING

September 21, 2009   @ 6:00 pm

Location:                      Bear Hollow Village Clubhouse

In Attendance:              Howie Butt, Susan Russell, Nick Mingo, Greg Watkins

                                    Note: Trustee Jody Lodrick met with Howie after the meeting and they reviewed all matters discussed.

Agenda:                        Financial Review

                                    Common Area 16 Project

                                    Clubhouse Issues

                                    Lodge Issues

                                    Snow Removal Contract

                                    Community Issues

                                    Open Forum

FINANCIAL REVIEW-

Howie provided the Trustees with a Balance Sheet as of 9/18/09 indicating the HOA has the following funds on deposit:

Checking Account                                  4,310.69

Money Market Reserve                        86,440.50

CD Savings Reserve                             20,098.89

BTJD Escrow Acct.                               2,220.00

                                    Total           $ 113,070.08

We also have $4,909.19 in receivables (dues paid in advance by owners but not yet billed to them).

The HOA has legal actions to collect delinquent dues in progress against 1 owner at this time ( Farley). There are 4 owners with dues accounts in Late Payment status.

Expenditures for the 2009 Budget line items were reviewed thru 9/18/09. It was noted we are 1 month behind in payments to Red Barn for landscape services to the community.  Howie advised this is due to the Lodge units quarterly dues payment not being received as of the date of report.

Legal expenses were over budget, but most expenditures have been recovered via successful delinquent dues collection actions against owners who have sold their units or settled their accounts with the HOA.

Sprinkler repair expenses were impacted by the need to do a large replacement of irrigation timer clock mechanisms throughout the community.  Clubhouse electricity expenses are higher than budgeted; this is due to the decision to keep the pool heated at a lower temperature thru the winter months.

The HOA remains in sound financial condition.

COMMON AREA 16 – Bear Hollow Park

Expenses for the completion of the park project, now being referred to as “Bear Hollow Park” were as follows:

Summit County Low Impact Fee                                                               $      250.00

Architectural /Landscape drawings / modifications  (Red Barn)                   $   1,760.00    

Legal documents preparation & review / Escrow Agreement

Changes as per County requirements     (BTJD)                                        $   1,590.00

Basketball Backboard / Rim / mounting pole / ground sleeve                      $     638.98

(Competitive Edge Products)

Site Preparation / irrigation / general contractor expenses                           $28,730.10

(Bonneville Landscaping)

Tree’s and shrubs – planting (Red Barn)                                                     $ 8,623.98

Basketball Court Striping (Morgan Asphalt                                                $    300.00

TOTAL               $41,893.06

Approximately $24,000.00 was collected from the Special Assessment billed to the owners in 2007 / 2008 for this project; the balance of expenses was paid from existing budget line items. There are still tables and benches to be purchased and installed which will be done in 2010. 

Howie suggested an engraved log with the Bear Hollow Park name would be a good addition to the project; all agreed.  Future additions to the park area were discussed; suggestions included a  Sand Box, Dog Park, Gazebo, Horse Shoe Pit or Tennis Court.  Amenities are always a plus for the community.  Suggestions will be presented and discussed with the owners at the upcoming annual meeting.   Many community members have given very positive feedback on the completion of the park and its overall appearance.  This was an excellent addition to the community.

There will need to be some gravel placed next to the basketball court along the back line perimeter to prevent out of bounds balls from going into the dirt. 

The back board and pole will be taken down and stored for the winter.

CLUBHOUSE ISSUES -

The Trustees have received many positive comments from the community on the new management services and overall condition and appearance of the Clubhouse.  It was agreed that Greg has done an outstanding job to date in bringing the Clubhouse appearance up to standard and beyond.

Greg advised  the pool and spa water conditions were not in good shape when he assumed responsibilities, but this has been completely cleared up and all water records are now in good standings.  Greg is looking to hire someone for a few hours per day from Tuesday - Sunday to perform the Clubhouse attendant duties during the coming winter season.  Community residents will be first choices for the jobs.

Greg reported he has refinished the washed out base board trim, fixed cracked tiles, kept up on proper maintenance of the workout equipment and kept things neat and clean. 

The condition of the carpeting was discussed.  Howie suggested putting tile in the high traffic pathway area between entrances to the main room and leaving carpet only in the sitting areas by the fireplace and TV.  This would keep down carpet replacement and cleaning costs.  The Trustees agreed this was a good option.  We will wait until Spring  2010 to perform the replacement . 

The Association will purchase the two existing vending machines from Hamlet Homes and assume responsibility and control of them in near future.  Hamlet has agreed to sell the machines to the HOA for the reduced price of $2000.00.  Greg  has agreed to manage the vending machines; we will formulate a separate agreement with him to work out all details.

LODGE ISSUES –

Howie reported on the discussions held with Lodge HOA President Marina Hudson and  Lodge HOA incoming Board Member RJ at their request.  He gave them a summary of the history of Bear Hollow Village development.  They were not aware of how things had developed early on before Hamlet Homes took over and how these events impact the community today.  They were inquiring about having voting rights on our HOA board but Howie explained voting rights are linked to ownership of property and  the Lodge owners do not own property specifically in Bear Hollow Village (the Lodge property is a separate and distinct land parcel) therefore they are not entitled to voting rights in our Association.  It was agreed that both Associations will discuss community issues together and keep each other informed on issues of mutual  concern. 

The Lodge HOA is experiencing financial difficulties, with many owners in delinquent status with their dues accounts.  The Lodges have terminated their management contract with All Seasons Resorts and are changing to a company based in SLC.  Marina will notify Howie of their contact information and he will disseminate to all Trustees.

SNOW REMOVAL SERVICES AND CONTRACT –

The Trustees discussed Red Barn’s performance last year with snow removal which was rated “fair”.  They were quick to respond to any problems and address them in a timely manner, but we need them to address issues before they become problems.  Red Barn has advised the Trustees they are adding new equipment to their snow removal inventory and will not be sub-contracting any snow removal services this new season.  It was discussed that a contractor needs time to learn and understand the community and it would be best  to continue on with them for the next season and suggest to them a renewal amount of about $330,000.  for the entire year of both landscaping and snow removal services.  That amount would reflect no increase in service costs from last year.  Howie will meet with Red Barn and discuss contract renewal.

COMMUNITY ISSUES –

Unsightliness - Howie has toured the community and made note of 16 homes in violation of the  No Unsightliness Policy.  He will take photos and notify each owner of corrective actions they must take. 
Pets – There are still constant issues with community members not picking up after their pets.  The Trustees have handed out many notices to people not picking up after their pets.
Parking – A vehicle left abandoned for several weeks on Bobsled Blvd. near Bear Cub Drive was removed by Park City Towing at the request of the Trustees.  With winter approaching we will need to step up parking enforcement.  Howie reported he has added new parking regulatory signs around the Bear Claw condo building and that a no parking on Oslo Lane sign that is now “missing” will be replaced.  New parking regulatory signs in front of the Clubhouse and Office Building on Lillehammer Lane have been installed.  This area is referred to as the “Village Square”.

OTHER BUSINESS –

The Trustees reviewed the salary paid to Patricia Butt for her accounting and support services.   Howie provided an overview of the job functions and services that she provides and then recused himself from further discussions.  It was agreed that her services have been excellent and an increase to $26.50 an hour for her services was both warranted and appropriate.  Effective 1/1/2010

The date for the 2009 Annual Meeting has been scheduled for Monday, December 7, 2009.  Jody will be assigned to schedule the location arrangements.

It was decided to hold our Holiday Party on Monday, December 28, 2009.  More details will be discussed as the date draws nearer.

With no other matters to discuss the meeting was adjourned at 7:40PM.