           |
BLOA Board Meeting
1-9-07
Meeting called to order at 6:30.
Approval of minutes
In attendance: Susie, Scott W., Kelly, Gina, Jack, and Diane.
Homeowner comments: Dave and Dawn Ogren voiced their concern about the trash service. He’s concerned about people who don’t need a 96 gallon container; he doesn’t like having the lack of free trade; he also thinks it’s stupid to have to ask for a refund for something he doesn’t need to use as he works for a trash company. Gina vented a little bit about how even though we’ve had this issue in the Bugle for many months, no one complained or had comments until after the volunteer board had spent much time on. Kelly then explained the survey that was sent out in January of last year, and the positive response to the trash issue.
George Robinson also voiced his concern about the single trash company. Kelly handed out a copy of the by-laws to those in attendance. Diane explained that the only calls she’s received have been from people who don’t need the service because they take their trash to their place of work, and from people needing specifics on the day of the week, etc.
Old Business:
Trash contract: Kelly talked about the concerns she has with Waste Solutions proposed contract. She has a call out to their attorney regarding the indemnity clause. Susie made a motion that when the contract is to Kelly’s liking, that Kelly sign it. Scott seconded, passed unanimously. Diane was asked to talk to Waste Solutions about refunding the money monthly to those who don’t use the service.
Diane said she would put the Auto Payment form for HOA dues in the next couple of Bugles because it has had a favorable response.
Finance Committee Report:
Susie explained the deficit in our operating budget for 2006, and gave her opinion of our need to raise dues. We are required to have a balanced budget, and a 3 month reserve. She strongly suggests having the reserve study done by professionals so that we have something solid to show homeowners when the complaints come in about the dues/special assessment.
Susie asked that any overages in spending be reported in writing, so we can track the budget more closely.
She will be handing out monthly budget reports so we can more closely track our spending. She is hoping to severely reduce the amount we use Dalby Wendland. Regarding the reserve study, Jack feels we need the level 2 study which includes a physical inspection. See attached proposal. Susie called the references listed for feedback. Susie is confident that once we have a professional reserve study, she, Joe, and Diane could keep it up. Kelly asked how Susie found this company, and if we need to secure more than one proposal or bid. She said that Bill Reynolds has used this company for Mid Valley Metro, and there aren’t many companies in Colorado that do HOAs. Susie thinks that the level 1 report with a 7 week turnaround is what is appropriate for our needs, as she thinks we have more assets than what we currently have listed. Kelly voiced that she’s happy with going with the company that Susie has gotten a proposal from. Kelly moved that we accept Susie’s proposal of Aspen Reserve Specialties bid for a Level 1 Report with a seven week turnaround. Jack seconded, passed unanimously.
Susie talked about what she thinks the estimate for Dalby Wendland will be for doing our taxes for 2006. Gina made a motion to give Susie the authority to sign a contract to have our 2006 taxes completed by Dalby Wendland. Scott seconded, passed unanimously. Susie will hope to have the taxes filed by May.
After talking with someone in the county office, Susie found out that we are not able to get a refund on our taxes because they were paid more than 4 months ago. Susie asked for Diane to look for back taxes from approximately 1995 thru 2003 before we look any further into this.
Kelly asked about funding for future projects like the sidewalks. We talked about the annual survey to the homeowners and how we might do this. Scott mentioned that the reserve study will probably reveal what projects we need to start on. We decided to table the survey until at least February. Susie thinks that we should be securing bids now if we want to start the sidewalk project in the spring. We need to look at the plats to figure out if the liability of the sidewalks falls on us or on the county before doing anymore work toward this project. This will probably be something to discuss with the attorney also.
There was some discussion over the maintenance of the soccer field. Should the Basalt Rec. Department or the Basalt Soccer Club be paying us a use fee for their clubs? Are they paying the school instead of making payments to our association?
Preschool Lease:
The preschool board gave us a list of concerns regarding the current lease agreement and a list of requests for building improvements. We discussed their use of the community room and the true square footage of the areas they use. Jack has looked into what Solara (the day care center next to El Jebowl in a building that was built specifically for them) pays per square foot. There was discussion about the ¾ of the utilities that the preschool currently pays (1/4 of the utilities paid by the association because of the community room rentals on weekends.) Susie looked at our numbers, and we made $2300-$2500 last year in miscellaneous rent for party rentals. There was discussion of leasing the entire building to the preschool. This would add approximately 2129 square feet of space (including the bathrooms and community room) for a total of 6200 square feet for the whole building. Last year the preschool paid $28,800. This was $8.55 per square foot annually based on 3367 square feet. We figured the whole building to be approximately 5496 square feet. It was decided that we would like to renew the lease with the following terms:
• $10 a square foot annually (with a CPI tied to Denver). (This figures to $4585 monthly.)
• Tenant to cover 100% of all utilities.
• Structural renovations to be made be tenant only with approval.
• All interior maintenance and repairs to be done by tenant. All exterior issues will be the responsibility of the association.
• Tenant will incur no tax bill as long as the association is not being billed.
• 10 year length of lease
Kelly is going to discuss this with Michelle.
Jack will do exterior measurements with preschool staff (Michelle.)
Current repairs that have been brought to the attention of the association are the replacement of the lower level exterior doors and the soffits. We need to do these repairs in a timely manner.
Diane asked for Monday Feb 12th off and a half day on Feb 13th as a paid vacation. Susie asked that she change the outgoing message before those days. This request was granted unanimously. Diane asked to go to 40 hours a week as of May or June. We will discuss this at a later date.
Meeting adjourned 9:30.
Minutes respectfully submitted by Gina Shaw
|
|
