BEAUTY BAY HOMEOWNERS ASSOCIATION
MINUTES OF THE 2020 ANNUAL HOMEOWNERS MEETING
AUGUST 29, 2020
- Members signed in and it was determined a Quorum had been met.
- Meeting called to Order – 10:08 am
- Introduction of new members: Nathan & Melissa Braid (not present)
- Review/approve minutes from the 2019 Annual Meeting 2019 – The minutes had been mailed to the homeowners with the Notice of the Annual Meeting. Renee asked for a motion to dispense with the reading of the minutes. Ruth so moved and Jerry seconded. Motion passed. Renee asked for a motion to approve the minutes. Debbie so moved and Fred seconded. Motion passed. Minutes of the 2019 Annual Meeting were approved.
- Treasurer’s Report – Renee mentioned the restated 2019 financial report and assured the homeowners that the change in accounting method for the year in no way indicated that any improprieties were committed by Angela. Renee stated the Board truly appreciated Angela’s four years of service as the Secretary/Treasurer of the BBHOA
Patty presented the 2019-2020 Treasurer’s Report. Bill Braid asked what the attorney fees were for. These were for the review of the By-Laws and no further costs would be incurred for that purpose. Bill also asked if there were any outstanding bills not included in the report. There is an upcoming insurance installment of about $800 due in September.
- Unfinished Business
- Beauty Bay Drive easement update – Renee explained that the process is almost completed. It has been a complicated and lengthy process which included hiring Sawtooth Surveying to survey and prepare legal descriptions for 3 different parcels located at the base of Beauty Bay Drive. The legal descriptions were given to the East Side Highway District. The owners of the property, according to the surveyor, denied owning the property. It was necessary, then, to go through a quiet title process, which took 25 weeks. Tammy Doolittle worked through that process and obtained the quiet title. The ESHD then approved the exchange. Susan Weeks, the ESHD lawyer, is currently preparing the deeds. BBHOA will incur about $2,200 for Weeks’ fees. A big thanks to Tammy for working with all parties to achieve this. The deeds will be signed prior to the end of the year. Hoping as soon as possible. The board will notify the membership when it records in the county.
- By-laws Revisions – The Board of Directors worked throughout the year on revising the By-Laws. The Amendment will be mailed in the next week. Tammy asked if every lot must vote. A 2/3 majority of lots owned is required. Jerry asked if the vote is for the entire document, or can some sections be approved and some not. The vote is for the entire document. Bill asked why Board of Directors need to see a copy of the rental agreement. He does not think it’s the Board’s business. The purpose of seeing the rental agreement is to document who will be residing in the home and using the Common Areas.
Tammy asked if there was any way to add boat slips to the existing docks. Wayne said he talked to the Department of Lands. The number of boat slips is determined by a formula based on lake frontage. The current calculation used would have allowed for 3 less slips than we currently have.
- Mailboxes – A new bay of mailboxes was installed. Thanks to the work crew who installed them. The mailbox bays will be referred to as the North, Central and South boxes. The old South is now the new Centra. Debbie mentioned that the numbers on the old mailboxes are fading. Debbie volunteered to put on new numbers. Numbers are fading off Debbie – will put new numbers put on – waiting for USPS
- Walter Babich asked if we should reward volunteers. Renee said we have volunteers working year around. We appreciate them volunteering their time.
- New Business
- Beauty Bay Development Status – There are no pending offers for the Flowers property currently on the table. Tammy asked if anyone had any ideas on what to do with the property, to please let her know. Ruth said that a development will be very impactful to the community, so Ruth is very grateful to Tammy for carefully vetting the development proposals. There was general agreement with that statement. Tammy was asked if she still had a liquor license. Tammy said Floyd never had a liquor license.
- BBHOA lot assessment -Wayne motioned to raise the lot assessment to $190.00. Bill seconded. The cost of maintaining Beauty Bay Drive can vary year to year. Wayne feels we need something above a flat line for unexpected costs. Elaine mentioned that she had never heard of a Homeowners Association who did not have a reserve account. Fred mentioned that if we had the money, we would spend it. Rather than a reserve, we could have a special assessment for extraordinary costs. No reserves is unheard of – Elaine. Non -profit has a reserve that is a % of expenses. Elaine suggesting keeping the annual assessment the same and have a special assessment to create the reserve. Debbie asked that we consider not raising it this year. Joe pointed out that the majority of the 2019-20 assessments went to the road dispute and attorney fees/Verdis for beauty bay drive; this was a onetime cost of roughly $9,000 of the $13,000 we take in and will not be a recurring cost. The vote was called. The motion did not pass.
Fred moved to keep the assessments the same. Corey seconded it. Motion passed.
Renee moved to have $20 from each assessment of $165 put into a reserve account when the 2021 dues are received. Elaine seconded. The motion passed.
- Dock assessment – Cory motioned to keep the dock assessment the same at $200/boat slip. Kyle seconded. The motion passed.
- Other Business
- Request from Kyle Zacher for discussion about the maintenance of the arterial roads (Artesian, Ridgetop, and maybe Scenic Bay). Hitherto, the homeowners on those roads have financed road improvements and were under the impression that once the roads were in an acceptable condition, the BBHOA would pay for the roads to be plowed. Bill said the Association had voted at a previous meeting to assume the plowing once the roads were in acceptable condition. Renee stated that in researching the minutes and subsequent correspondence, the Association had not committed to that. Discussion followed regarding what the condition of the road the man who runs the snow plow company needed, what it would take to make the main road a county road, and the past position of the Association had been regarding this matter. Bill made a motion that the roads be plowed and sanded if and when the roads are in sufficient condition to do so. Wayne seconded the motion. The motion did not pass.
- Parking Lot -Debbie said we could use more parking during the summer. One idea is to have an entrance on either side of the current parking lot and make U shaped drive up into the common area for some spaces. She would like hearing what other ideas people had. Discussion followed. Some were concerned that additional parking might encourage people from Mineral Ridge to park in our spaces. Someone suggested moving the rocks to make the existing lot larger. Corey said he did not notice that people from Mineral Ridge parked in the lot during the summer. It was mentioned that towing signs could be put up. There was a concern about enforcing the towing. It was discussed that parking signs were made and distributed to the homeowners to hang in their cars when parking in the lot. There was a difference of opinion as to whether the BBHOA had voted to make having the signs a requirement. To clarify, Joe made a motion that the membership vote whether signage in the cars is required. Patty seconded it. The motion did not pass.
More discussion followed regarding putting up towing signs and the cost of a towing contract and having a gate at the parking lot entrance. Bill said we could put up towing signs without signing a contract and that the signs could be a deterrent. Renee said that having a gate would require the re-routing of the entry way so as not to back up traffic on Highway 97. Renee offered to have new signs made by a sign company to put up in parking lot to better mark the “private parking lot”. She said she would pay for it as her contribution. The Board will approve the signage prior to installing it.
Bill moved that stickers be printed and distributed to members and their guests. Wayne seconded it. The motion passed. A committee will be appointed to print the stickers.
- Bill brought up a concern about motorized vehicles driving through the common areas (motorcycles and 4 wheelers). His concern was focused on safety of children. Cheryl had a concern as well, but more of causing fires. Cheryl was assured the 4 wheelers and motorcycles have mufflers to prevent sparks. Discussion followed and people mentioned that when they came down to the mailbox with their dogs, they liked to avoid going on Highway 97. Dan suggested the BBHOA look at ways to enhance the use of common areas rather than restrict the use. He suggested creating a pathway along the north side of the property for the motorized vehicles. People generally liked that idea. A committee will be formed to create the path.
- Bill brought up a concern about the large pile of brush on the Rogers’ property. It is an eye sore and a fire hazard. Renee had asked Rod about it and was told that their woodchipper broke. Joe asked if Bill had suggestion as to what the BBHOA should do. Bill said the Board member should talk to Rod about it again. Renee said she will talk to him.
- Cory thanked the Nowojs for donating and installing the benches on the beach and encouraged members to sit on them in order to keep a clear walkway for others to CCESS the docks.
- Walter asked if we have a plan as a community to defend ourselves in the case of rioters. Bill said we would work together as we would against any threat to the safety of the community.
- Election of Board members and Officers
- Two board positions – seats held by Wayne Christofferson and Fred Henkel
Vote will be taken for one seat at a time.
First Seat:
Ruth Rush nominated Dan Sturgis. Debbie seconded it.
Bill Braid nominated Angela Brown. Jerry seconded it.
Wayne nominated Bill Braid. Angela seconded it.
Dan Sturgis was elected.
Second Seat:
Bill Braid nominated Angela Brown. Jerry seconded it.
Debbie nominated Tim Ochoa. Dan seconded it.
Tim Ochoa was elected.
- Big “Thank You” to volunteers – road work, dock work and everything in between – and especiallyto Bill Braid for making and installing the dock name plates and mowing the lawn at the Commons.
- Patty personally thanked Wayne Christofferson and Fred Henkel for their service on the Board and said it was a pleasure to working with both of them.
- Meeting adjourned at 12:05pm
Patty Bordelon
BBHOA Secretary/Treasurer