Call to Order and Introductions The 2024 BBVOA Annual Meeting was called to order at 5:00 PM by Board President Chris Cheeley. A quorum was established with 24 owners present or represented by proxy. Attendees introduced themselves, including board members Kathy Engel (Secretary) and Jolene Merced Engel (Management Support), as well as Tori, the property manager.
Approval of Minutes: The meeting minutes from the previous year were presented to the community. Donna McJunkan made a motion to accept the minutes as presented, which was seconded and passed unanimously.
Financial Report and Dues Increase. The Board provided an overview of the association's finances. The HOA currently holds $122,671.37 in reserve funds. While this is a solid foundation, the reserve study recommends an optimal balance of $230,000.
The primary financial concern is the upcoming need to replace five aging roofs (the four original "founding" buildings and the clubhouse), which are approximately 18 years old. Replacing these roofs will cost over $40,000 per building, bringing the estimated total to over $250,000. The Board clarified that insurance will not cover the replacement for wind damage, as insurance companies are frequently canceling condo policies over claims or raising premiums exorbitantly, making claims for aging roofs financially unviable.
To build the reserves and avoid a large special assessment, the board announced a 10% increase in HOA dues for 2025, raising the monthly fee from $236 to $260, effective January 1st. This increase will add approximately $11,000 annually to the reserves. Additionally, general operating costs have increased, including a 20% hike in the HOA's insurance premiums. The HOA's insurance policy covers the exterior maintenance of all buildings, including siding, gutters, landscaping, and snow removal.
Parking and Snow Removal Parking rules were heavily discussed, particularly in preparation for winter.
- Snow Removal: There is a strict rule of zero street parking during snow removal to allow plows to navigate the narrow streets. Patty Henman volunteered to monitor the weather and manually open the community gates at night for the snowplows.
- Daytime Parking: A new rule has been implemented, limiting daytime street parking to a maximum of two hours to keep the streets clear and visually appealing. Owners are expected to utilize their garages and driveways.
- Enforcement: Chronic violators who block snowplows or leave vehicles on the street all day will receive difficult-to-remove warning stickers on their windows, and vehicles may eventually be towed at the owner's expense.
Landscaping. The severe winter drop to 17 degrees below zero killed several plants in the community, including rhododendrons and spireas. The new landscaper from Roots Up, Joe, met with the board and plans to replace the dead bushes with hardier options, such as "pencil" plants. Residents are encouraged to document any dead plants or irrigation issues by taking photos and emailing them to Jolene so they can be formally reported to the landscapers.
Gates and Security
- Repairs and Upgrades: A driver recently damaged the gate keypad post and its concrete pad; the driver's insurance paid for the repairs, and Larry, the gate technician, poured a new pad. Larry is also currently upgrading the internal mechanisms of the back and exit gates, with completion expected in October.
- Security Concerns: Residents noted that children from outside the neighborhood frequently reach through the pedestrian gate to unlock it from the inside. The board will consult with Larry about replacing the current key system with a digital keypad to enhance security.
Clubhouse Maintenance
- Reservations: The board reminded residents that clubhouse reservations must be officially written on the physical calendar located inside the clubhouse.
- Equipment: A broken, unused treadmill in the clubhouse will be disposed of due to liability concerns.
Other Business
- Garbage Cans: The board requested that residents keep their garbage cans completely out of sight from the street, either in garages or behind patio gates. Residents who lack space can request a smaller trash bin from Waste Management.
- Dryer Vents: A resident reported a broken dryer thermostat caused by a plugged vent. The board warned that plugged dryer vents are the number one cause of house fires and advised residents to ensure their vents are cleaned and maintained.
- HOA Communication: In response to a suggestion about creating a separate HOA email account, the board requested that residents continue sending inquiries and photos of issues directly to Jolene, as management support fees for her administrative time are already built into the budget.
- Farewell for Zoran: The community agreed to host a brief gathering at the clubhouse to say farewell to Zoran before he moves to Serbia in mid-October.
Board Elections and Adjournment: Zoran has officially stepped down from the board. Harold was nominated to fill the vacancy. A motion was made by Barbara, seconded, and passed unanimously by acclamation to elect Harold to the board. Harold will serve a two-year term as Vice President and Treasurer, alongside Chris Cheeley (President) and Kathy Engel (Secretary).
The meeting was adjourned after residents exchanged contact information.