October Meeting Minutes
Beckett Ridge HOA Board Meeting
October 15, 2013 at Tri-County Baptist Church
Call to Order/Attendance
Dennis Bender called the meeting to order at 6:30 p.m.
Board Members present were Dennis Bender, Dave Burling, Mark Morris, Debbie Olszowka, Sharon Palm and Burt Young. Terri McGill-Wong was absent with notice. Representatives from Towne Properties and Brickman were also in attendance.
The Minutes of the Board of Trustees September meeting were approved as written.
Homeowner Requests/Concerns – A request was made to send a letter to the Golf Club reminding them that golf carts are not to be used on the walking path. There seems to be more incidents of this during golf outing events.
Bob Wilson reviewed the maintenance calendar with the Board. He went over the submitted proposal for the debris cleanup in drainage areas along Woodglen, Lakota West and Lake Beckett. The proposal was approved by the Board. Board agreed that letters should be sent to the owners in the area of the Woodglen drainage pipe reminding them to refrain from dumping landscaping debris such as lawn clippings, leaves, brush, etc into the creek since it flows downstream and ends up plugging the drain. Bob updated the Board that the warranty replacements for the West Gateway and the imprelis damaged tree installs. Bob reviewed with the Board the proposed new landscaping contract from Brickman. The proposal has two options, with Option B covering the current level of service. Option A includes several additional services such as turf aeration, increased number of mows in both the primary and secondary areas and an enhanced floral display program. Also the irrigation maintenance would be included as part of the new contract rather than being billed as a separate maintenance item. Either option would be included in the Brickman rebate program. After discussing the different options including the additional costs the Board chose Option A.
The Board reviewed and approved the current cash statement and delinquent status report
The Board reviewed the log.
A. 2013 Maintenance Projects
1. Rollingwood Entrance – The Board reviewed the submitted bids for the new entry for Rollingwood. The Board chose Cornerstone Development contingent on good reviews of their references. Work on the project will begin in November. Board asked Towne to send a letter to the residents in Rollingwood about the proposed project.
2. Windbrook Trail Street Lights – the Board reviewed the three bids for the new light fixtures on Windbrook Trail. After discussing the disparity in the bids, the Board agreed to table the issue until Towne can obtain cut sheets from each company on the proposed light fixture included in their bid.
3. Tree Removal – the Board reviewed the four bids to remove the dead trees located throughout Beckett Ridge common areas and to grind the stumps. The Board chose A-Top Value Tree Service. The work will begin as soon as possible.
B. Architectural Control Review – meeting could not be scheduled due to the ill health of Tex Zimmer. Burt Young and Dennis Bender will try to meet with Tex by the end of the month.
A. 2014 Operating Budget – the Board reviewed the budget line by line. They agreed to make some changes including removing the payment of the walking path upgrades and any tree/shrub replacements from operating to reserves. They approved the requested increase from VBR for the mowing reimbursement and agreed to increase the money spent for the holiday decor. Both the new landscaping contract and management contracts have higher fees for 2014. Although delinquencies have come down they are averaging 10% of the annual operating budget. The Board agreed to include an estimate for both Bad Debt Write Off and Collection Costs to the new 2014 budget. After running the numbers the Board voted and approved a $5.00 increase to the annual assessment. The new annual rate will be $235.00.
B. Newsletter – Board agreed to have a Fourth Quarter newsletter that will be sent out with the 2014 assessment invoices.
There being no further business to come before the Board, the general meeting was adjourned at 8:15 p.m. so the Board could go into Executive Session to discuss the new Brickman contract and the proposed operating budget for 2014. General meeting was resumed at 9:00 p.m. and adjourned at 9:05 p.m.
The next Board of Trustees Meeting will be held on Tuesday, November 19, 2013 at 6:30 p.m. at Tri-CountyBaptistChurch.