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Blue Lake Owner’s Board Meeting
September 14, 2006
Meeting called to order 6:35 pm.
Present: Vince, Gina, Gretta, Kelly, Scott H., Scott W.; also Diane Henderson and homeowners Bill Reynolds and Suzy Atwood. Absent: Jack
Minutes approved.
Mid Valley Metro: Bill Reynolds informed the board that the lagoon closest to the mules will start to be “vacuumed” out starting tomorrow. Within 2 to 3 weeks the slurring will begin. Because it is very dry, there should not be a lot of odor associated with this process.
New Business:
Gina mentioned the idea of getting mail delivered to a centralized area to minimize the sidewalk obstructions (mailboxes) and the dangers of the mail car. We decided to table this issue and mention it in the Bugle to see if there is an interest.
Old Business:
Website: Kelly mentioned that the web page development is still moving along.
New Staff: Diane Henderson was introduced as the new office person.
Sidewalks: Vince gave a report about the sidewalk. 3 contractors have returned calls. He asked them all to put together a specific bid to present to the board. None have prepared anything as of yet. One ballpark figure was 35 to 40 thousand for removal of what we have and replacing the area with a “soft” surface. He is hoping to get bids within the next week. Mid October is the timing we’re hoping for to be able to dump the concrete in Mid Valley’s pits.
Vince was asked to get all the information to Diane so she can help stay on top of this with fielding phone calls. So far, the contractors are being asked for their suggestions as to what we should replace the surface with. Kelly asked that we involve the arborist before we agree to anything.
There was discussion about traffic control, landscape repairs, fence repairs, etc. to have a checklist for the bids.
Safety Class: Safety classes scheduled for Sept. 27th, 6-8 pm for parents and children. Diane has asked for RSVPs so they know how many people of each age group to plan for. The classes are being offered to everyone. Diane was tasked with getting the word out to the community at large. Radio stations, newspapers, school flyers, etc. Diane was asked to contact sheriff’s department to ask them about size constraints. Contact Michelle at the preschool to see if we could use some of their spaces if necessary. Do we want or need refreshments?
CC&R Report/ Attorney: Letter was sent to Melissa Garcia with Hindman Sanchez Law Firm. Retainer has not been signed. See attached letter and retainer contract. We need to know what steps need to be taken to move forward with hiring one trash company. The attorney from Hindman Sanchez that Vince had talked to mentioned their fee schedule (flat rate or hourly or monthly retainer option). There was significant discussion about what we’re going to ask the attorney to do for us. Gretta mentioned the seminars that Hindman Sanchez offers at no cost. Kelly showed an interest in attending; reimbursement for travel expenses were discussed and approved unanimously. Board members to review retainer contract by Monday and call Kelly or Diane with any objections.
Speed Control Issue: See attached letter drafted by Judi Simecek. We discussed what edits should be made to the letter. Gina made a motion to have Diane make the discussed changes to the letter and get a copy to all board members to approve with a deadline to object; Kelly to sign and mail. Gretta seconded; approved unanimously.
There was discussion of asking RFTA to combine the two stops into one near the Tot Lot … tabled until next meeting /add to the agenda.
Landscape Management Plan: Tom Hazard gave a presentation for the proposed plan. See attachments. He recommended maintaining the relationship with the arborist on a semi-annual basis. He presented a map showing his findings and recommendations for noxious weeds in the non-irrigated areas. Diane gave the board members the list of things that Joe would like contracted out. Tom was asked for a dollar amount for annual maintenance and suggested we ask 3 or 4 contractors to fill in the blanks of the “Landscaping Maintenance Budget or Bid Sheet.” Gina made a motion to have Diane get several landscapers to bid based on this bid sheet before the October 15th. Kelly seconded. Motion passes unanimously. Tom was asked for his bid and a bill for the work he’s done to date. Tom is to walk through on Oct. 10th with interested contractors to assure they know what they are bidding on.
Tom suggested that Joe utilize a temporary labor service if he needs labor help for ditches, irrigation, etc. This would alleviate any potential issues with OSHA non-compliance.
Joe’s report: Kelly gave report in Joe’s absence. Joe has asked for end of season bonuses and 50 cent per hour increases for 2 employees. (Edgar and Jose) 50 cent raise approved. No end of season bonus.
Gretta’s report: Profit and loss budget was distributed and reviewed.
Soccer club needs to be billed for half of the portable toilet bill.
Scott requested a break down of what is included under “grounds maintenance”.
We are currently roughly $12,000 under budget. We still have an approximate bill of $4000 coming from Dalby Wendland for preparing our taxes.
There was discussion of the 5% increase of homeowners’ dues.
Looking for ways to cut budget items:
• Gretta mentioned that the office has 3 phone lines. Diane asked to look into options. (1 line with call waiting and a designated fax line. Find out about whether or not we have 2 cell phones and if a cheaper plan is available.)
• The paper used for printing homeowner statements is expensive.
• Accounting fees are outlandish. Diane to be taking back some of the bookkeeping tasks soon.
• Gretta suggested hiring a bookkeeper now to do our accounts payable, accounts receivable, payroll, and payroll taxes. Kelly made a motion to ask Gina and Judy Simicek for an hourly rate for this purpose.
Other foreseen changes to the annual budget:
• Line item to be added for the arborist.
• Professional Fees to increase for Hindman Sanchez retainer.
• Increase in the insurance for ditches.
Joe is tasked with securing bids for doors and trim project with work to be done over the Christmas break.
Meeting adjourned at 10:00 pm.
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