Beaver Lake Estates HOA 2012 Annual Meeting

Meeting Minutes

Date:

13 June 2012 at 7 PM PST to 8 PM PST

Location:

Virtual

Attendees:

Officers:

  • Rich Dunn - President
  • ShashiShashidhar – Vice President
  • John Ko - Treasurer

HomeOwners:

  • Thomas
  • Victus
  • Pattilo
  • Karen Loff
  • FabriceFranchon
  • Carol
  • Andy Howe
  • Andrea

Agenda:

  • Opening Comments
  • State of the Union
  • Budget Review
  • Plans for the Year
  • Voice of the community
  • Help Needed
  • Open Forum / Q&A
  • Wrap up

Minutes:

2012 was the first year the board of Beaver Lake Estates HOA conducted a virtual annual meeting. The meeting was hosted online with a conference call number as well as screen sharing.

Rich Dunn kicked off the meeting with introductions to the new Board members and thanked the outgoing board for all their hard work for all these years.

Rich walked through the new Vision statement that the Board has created for the association. He walked through the purpose of what we seek to do, the mission (what we seek to achieve) and our guiding principles and values.

Rich highlighted the key accomplishments of the board for year 2012 to date.

John Ko reviewed the budget for the year and drew a comparison to year 2011.

John mentioned that the association was formed in 2006 with a beginning balance of ~$28,000. For the past 5 years, the association has collected ~$32,000 annually.

John went over the budget for 2011 as well as 2012 and drew a comparison between them. John pointed to the fact that we need to cut expenses, and re-create our savings funds for the association.

John highlighted the areas of improvements and cost savings the board has achieved to date.

ShashiShashidhar walked through the high level plans for the year 2012.

Shashi went over the survey results based on the 13 responses that had come in to date and requested all homeowners to respond to the survey. He highlighted the fact that the voice of the community will help drive the plans for the year. One of the attendees said they did not receive it and could the survey be sent out again.

Shashi also went into the details of the volunteering opportunities available:

-Architectural community

-Irrigation monitoring

-Senior admin assistant

-Web developer

-Legal

-Public relations

After this, Rich opened the session up for questions and discussions. Most of the questions were asked in the chat session (documented in the next session).

Overall, the meeting was a success with positive response to the virtual format of the meeting.

Action Items:

-Common areas near SE 23rd Place are not being maintained. Need to be addressed

-Post the 2012 budget on the web site and make it available to members of the community

-Kids are seen entering the green belt areas and building forts. Investigate the activity and take necessary action

Attached is the presentation that was used to facilitate the discussion.


Appendix:

Survey Results:

Responses to date: 13

Showing 3 text responses for Other:

  • don't ever use the website
  • sponsor and promotional deals
  • Budget

Showing 3 text responses for Other:

  • Writer/Interior Designer and BMW technician
  • Finance
  • Education

Volunteers:

(landscaping and finance)

(not sure- let’s discuss)

(not sure- let’s discuss)

9. What would you like to see improved in the community?

  • HOA needs to have more influence over the homeowners properly maintaining their front yards. We have issues with both our next door neighbor and the neighbor across the street not cutting their lawn when the grass is long. The next door neighbors occasionally mow but do a very poor job.
  • periodical newsletter, enforcing parking problem
  • i am on the board, so n/a
  • upkeep of the grounds, fences
  • landscape between the two gates on Belevedere way
  • More community events and get-togethers.