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Bear Creek HOA Bi-Annual Meeting Minutes 05/26/2024
In attendance 12 owners (24 lots) plus 4 owners via zoom (6 lots).
HOA President, Lisa Hospers opened the meeting 3:08pm with thanking Dan, Vernie, Tommy, George, Charlie & Lil for all their help over the past few months with so many various tasks, issues (including beaver dam, pool, road, maintenance, etc) and so many spur of the moment requests.
Lisa shared we have been in touch with our Attorneys “a lot” and will no longer be wasting funds on them reviewing items. Our attorney confirmed only 1 annual meeting is necessary which would be October for budget ratification and decision meeting. He suggested we follow those guidelines. Those in attendance would like to continue with a May “discussion” meeting – realizing no voting will be taking place.
Claudia Pace has taken over treasurer duties, due to Tammy Canada’s resignation of her position. We will revisit filling the At Large position in October.
All dues and assessments are collected in full and up to date.
Discussion of expense report. Unexpected fees: wildlife expense (beavers, muskrats), legal, management companies' additional expenses.
Cedar Management was a lengthy discussion. The lack of end of month accuracies have had to be monitored and corrected continuously. Discussion of Cedar Management not providing services expected, dues system, change in system, bank transaction fees, owner refunds and overpayment, so many issues. HR Block actually did our 2023 taxes as they charged less than Cedar. Agreed 3 months’ notice to be given, which will take us up to the end of August when our year contract is up. Shared various information/email notices provided with the last email not being responded to. They “nickel and dime us” on all aspects. Lisa has emailed and called to discuss various charges and our disappointment to no avail. The biggest issue now being the three month 'transition' fee they want to charge us if we terminate services which we have asked they waive. They have made it more difficult for the Board and homeowners to conduct business, access their portal, get any timely response or actions. All homeowners in attendance agreed to terminating our relationship.
Other management company options were discussed. Pricing for two was shared with the community along with functions they would handle. It was decided that we would hold off on hiring another management company so that we can recoup some of the money spent and apply to more pressing matters.
Update on Items:
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Security Cameras have been installed Front Entrance & Garbage/Maintenance Entrance
Please advise asap if any issues or concerns that viewing camera footage is needed, it has been
used twice thus far.
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Replacement of lighting fixtures, spotlights at the chapel, roadway, old fixtures and wiring in the chapel.
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Painting of gates
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Landscaping of the “gym” has begun. Installation of trees/bushes on the backside.
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HOA Website has been redesigned to be more current. Any homeowner selling or renting their property, we would be happy to list on the site. Just let us know.
- Insurance premiums increased due to inflation as well as increasing limits on buildings/areas underinsured within the community.
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Bear replacement quotes were obtained. Company in Morganton will start working on replacement the Bear at the entrance. Maple wood to be used and detail care to maintain and ensure they do not rot and deteriorate. $2500 initial estimate given.
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Gravel, Majority of the gravel has been laid. The worst roads were addressed, and it appears we will have to continue budgeting much more than $5000 a year. Per AJ we need to continue to add more gravel to try to correct the lack of gravel to get caught up on the roads. Discussion of different types of gravel.
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Pool Continues to be a huge issue! Between Wilkes Pools and the Health Inspector there has been crossed wires, incorrect information concerning approved replacement parts, etc. Lisa, Nick (Mountain Pool Spas) Keith (Wilkes pools), Nikki & Monica (Health Department) met last week and reviewed all required modifications needed to get the pool approved and up to code. Wilkes will perform the necessary drain issues and Nick will get the flow valve and the water balanced once water is delivered (scheduled for Tuesday and Wednesday of this week). (5 truckloads of 6,000 gallons at $550 per truck). Once finished the health department will make it a priority to come inspect next week and hopefully approve opening by the end of next week. The pool heater is scheduled to be installed “soon” this is not necessary to be installed to open the pool. Electrician and Plumber needs to take care of this (Wilkes has ordered). The motorcoach community will be advised of this, as there are 7 families signed up to utilize the pool. The Sand in the pump filter system was replaced (900 lbs of sand) which it appears has never been done, hopefully this will help with the filtration of the system. Pool pump system is too small for pool and will be an item for discussion in the 2025 budget.
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Speed Limit As a reminder please respectful and a good neighbor while driving in the community. 10mph has been deemed unacceptable and unenforceable. Due to the condition of the roads, there is concern as to the dust and safety. Discussion to increase the speed limit to 15, 17 or 20mph which has been deemed acceptable. No decisions made; speed limit remains 10mph.
Items still needing attention:
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Split Log Fencing – repairs are expensive. Look at removing fencing that has vegetation or areas not really needing fencing. Discussion of relocating those rails.
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Docks and Common areas, staining and maintenance.
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Flooding due to beavers. They have been removed, now their “dam” needs to be removed. Vernie has gotten authorization by the local authorities, to blow it up and this should happen this week. The trapper did remove the 3 beavers, but there is a “possibility” others could return.
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Other critters in play are the muskrat community we are dealing with. They can cause major damage to the dam if they weaken it with their tunnels. The big pond would be no more. The geese situation was discussed, we missed the window to relocate them, will put on the schedule for next year as they are a huge nuisance, mean and very dirty.
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Discussion of “mountain time” and unreliable companies and individuals not showing up for quotes or to do work.
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Hardie Plank – not in covenants. Different, durable and looks like wood – can be stained. It does not look like “log” siding, but log siding is not the only exterior building material permissible in Bear Creek per the Covenants. Discussion of “flow of nature", consistency of color very important. Covenants would have to be changed in order to use this material. Will put up for a vote in October.
-Entrance Arm – Process for changing the code. Discussed Emergency personnel entrance. Noted 911 needs to be punched in to keep the mechanical arm up (Eddie asked about wale system – no automated system). Table this item.
-HOA Board Reimbursement: Per legal counsel it was recommended to stipulate acceptable parameters for reimbursement of HOA board members and reiterate no compensation expected for services to the community for the position held. No payment without 100% agreement of all board members. Additionally, no board member should be paid to perform services within the community to prevent misappropriation concerns. Board passed a resolution outlining said parameters.
-Discussion of Long-term renter information be given to the Board to be included in the Homeowners listing.
-Maite Ruiz shared she has sturdy American Flags for $10, we agreed any replacement of flags we will let her know.
-Clarification of misinformation and clearing of Vernie Dove’s “name” from an incident over 1 year ago with the postman. Lisa spoke with the postman who confirmed Vernie was not the person who involved. His name was falsely associated with this incident, and we wanted to set the record straight and apologize for this.
-Lisa adjourned the meeting at 4:55 thanking everyone for their participation and offered to meet with W. Preston to review submitted questions.
-The meeting was adjourned at approximately 4:55pm.
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