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Forest Glen B&C Homeowners Association

Board of Directors Meeting Minutes

Date: June 19, 2014

Place: Fire House

Presiding: [removed], President

Board Members Present: [removed]

Board Member Excused: [removed]

HOA Members Present: [removed]

Call to Order: 6:35 PM

Reports

[removed] began the meeting thanking everyone for their assistance at the annual HOA meeting last month.  The comments from homeowners have been largely positive, especially regarding the financial report by [removed].  A couple items were suggested:

  • Provide a formalized owners’ forum where homeowners are given time during board meetings to address the Board
  • [removed] has requested a shield for the security light.  [removed] will follow-up

Financial Report - [removed]

  • Invoice payments are up-to-date
  • Quickbooks and bank reconciliations up-to-date 
  • 2013 taxes have been filed - no taxes were owed
  • [removed] Construction Deposit refunded, [removed] collected
  • 56 of 71 owners’ dues and water utility fees have already been paid - due June 30th

Website - [removed]

There is a (one-time) fee of $94.80 for the hosting of our webpage for two years. [removed] was authorized to arrange for the payment of this fee with a credit card to be reimbursed by the HOA.

Water System - [removed]

  • We are still waiting for the results of the surface water test, which was submitted 10 days ago
  • Some have questioned the chlorine level.  It fluctuates, and there are efforts to stabilize it.  Also, [removed] and [removed] will see about setting it at a lower setting - enough to do the job, but low enough to reduce the chlorine taste.  As a note, [removed] appreciates the feedback.
  • [removed] line froze for the first time in 20 years, apparently at the new meter vault.  We will attempt to fix it during the Work Day 6/21
  • An inspection of the tank will occur at the end of this month or during the first part of July.  This will involve draining the tank to allow for a professional inspection and to clean it.  [removed] offered to assist.  Several members of the Board also expressed interest.  [removed] will send an alert to the Board when this is set up.

Discussions and Information

[removed] - great menu planned - breakfast at [removed]’, lunch at [removed]

Work Day Agenda - [removed] 

  • Remove rocks at pull-outs to allow for safer snow removal by [removed]
  • Exercise hydrants - blow out culverts
  • Clean asphalt (sweep)
  • Dig trench and insert pipe at the vault at upper collector

Roads - [removed]

  • Spoke with a contractor - $8K to scrape up road to the level of the bottom of the potholes, mix it with water, then roll it with an industrial roller - Effects expected to last longer than one year
  • Adding dust control would be an additional $2,400 - Perhaps combining the two would cut costs - [removed] to follow-up
  • May need additional road base, which could cost an additional $2,400
  • The shut-off valve in the paved part of the road should probably be raised to the level of the road
  • Discussed whether to invest in precast water bars (by [removed]) 
  • Decisions on these items to be made at a later date, after the Work Day

Gate

  • There was a suggested line item on the budget distributed at the annual meeting to upgrade the gate for $20K in 2016. Different options and priorities were discussed, all of which cost about half of that budgeted amount
  • [removed] suggested continuing with existing system but re-welding so the gate clears the snow in the winter
  • [removed] brought copies of the proposal that [removed] put together at a cost of just under half of the proposed budget which would include the technology for about three administrators who would have the ability to manage the gate remotely, as well as giving homeowners the ability to manage their personal access accounts
  • [removed] suggested buying a complete gate system from one vendor so that any repairs would be the vendor’s responsibility
  • There was some discussion about security gates vs. traffic gates (which could become break-away gates)
  • Consensus was to keep researching - no immediate decision

Security camera - [removed]

The motion already passed at a prior meeting pending owner comment.  With only one dissenting comment, and due to recent break-ins in the canyon, [removed] was authorized to purchase a security camera not to exceed $1,100

Code of Ethics document - [removed]  

This document was originally presented to the Board about a year and a half ago.  It has a place at the end of the document for each Director to sign and date.  However, due to the subjective nature of some of the language, many members of the Board felt the document was better as a guideline, rather than a legal document to be signed.  Each Director was provided a copy.

Action Items

Vote Board member positions and make committee assignments

  • The positions of President, Vice President, Secretary, and Treasurer will be voted when all Board members can be present
  • Several committees were suggested including Water, Road, BCCA, Building, and Sewer.  Only the Sewer Committee members were discussed.  They will be [removed].  They are asked to research the cost, the method, and the impact on the neighborhood.  They will meet to elect their own Chairman, as well as possibly come up with a better committee name :)

Future Board Meetings will generally continue to be held the second Thursday of each month with variation as needed for the Directors’ schedules.  Meetings will alternate locations each month between the canyon and the valley.  Next meeting to be held Thursday, July 17th at 6:30 PM (the third Thursday) at [removed]’s home in Salt Lake.  The address can be found in the Forest Glen B/C directory.

Meeting adjourned at 9:07

Contact Information:

Email: forestglenbc@gmail.com

Web: www.forestglenbc.com

Post Office: PO Box 711762, Salt Lake City, UT 84171

 

 

FOREST GLEN PLAT B&C HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING MINUTES

DATE: April 10th, 2014

PLACE: Fire house

PRESIDING: [removed], Secretary,

CALL TO ORDER: 6:30 PM

BOARD MEMBERS PRESENT: [removed]

BOARD MEMBER EXCUSED:  none

HOA members present    [removed]

Forest Glen A Business:

Business:

Approval of Minutes: 

 Director [removed] made a motion and Director [removed] 2nd the motion and the minutes of the March 13th, 2014 Board Meeting Minutes were approved as written

Discussion Items

  • Dates for future Board meetings will be scheduled on June 12th at the first Board Meeting following the elections at the annual HOA Meeting.
  • Summer /Work day was scheduled for June 21st
  • Agenda for Annual Meeting was created as follows:
  1. Reports—

The following reports will be given at the Annual HOA Meeting:

Treasurer’s Report by [removed]

Gate Report by [removed]

Water Report by [removed]

Sewer Report by [removed]

BCCA Report by [removed]

  1. Candidate Elections
  2. An open ended HOA Owner Survey would go on the HOA website.
  3. Meeting Adjourned
  • Communications from HOA members - Director [removed] read a summarized version of emails received by 11 homeowners that had earlier signed the plowing petition. Most of the emails addressed their discontent with two main thoughts: First the proposed ideas of charging HOA members for winter use based either by usage or by distance from gate, and second by what they perceived as new figures itemized items in the budget after the plowing petition was proposed to the board. Their reasoning on the first item of charging for usage or distance were debated with thoughts of comparing this with the precedent of the assessment for water improvement had nothing to do with distance from water source or use and also comparing other community taxes for the benefit of the whole – schools, libraries, highways, etc. As to the budget, they presented alternative budgets.

Action Items

  • 2014 Election and Ballots

a. Prepare Ballots and “Know your Candidate” Before the meeting Director [removed] emailed the board members the format used in 2013 election. [removed] and [removed] were directed to prepare the ballots and “Know your Candidate and mail these out by April 18th. President [removed] was to email them a letter and a copy of the proposed budget to be included in the mailing.

b. The board reviewed the election process and rules

  • Owner Survey  -[removed] was directed to complete owner survey that was open ended to be presented at the annual meeting.
  • Budget

There was a lengthy discussion on how to proceed presenting a budget to the HOA at the annual meeting. Some of the ideas were as follows:

Present two budgets at the annual HOA Meeting and have the HOA vote.

Send out two budgets in a mailing and have the HOA vote

Present one budget at the annual HOA Meeting

      The board worked together to form the language of a motion on the white board. Was all agreed with the intent of language and motion. Director [removed] made a motion to approve and Director [removed] seconded and the motion as written was unanimously approved as follows:

“Present one budget to HOA for one year with one road maintenance category with two sub categories for road repair and snow removal. Funds can be reallocated between sub categories.

Any shortfall will be covered will be covered by equal volunteer contributions billed by the treasurer.

There will be an escalator in the snow removal line for future years.”

Meeting was adjourned 

 

 

 

FOREST GLEN PLAT B&C HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING MINUTES


DATE: March 13th, 2014

PLACE: Fire house

PRESIDING: [removed] Secretary,

CALL TO ORDER: 6:30 PM

BOARD MEMBERS PRESENT: [removed]

BOARD MEMBER EXCUSED:  none

HOA members present    [removed]

Forest Glen A Business:

Business:

Approval of Minutes: 

 Director [removed] made a motion and Director [removed] 2nd the motion and The minutes of the February 13th, 2014 Board Meeting Minutes were approved as written

 

Reports/Business

  1. Follow-up on meeting with Board of Directors from ”A”, the short term rental within the subdivision did not have a permit to do so and the listing had been removed from the realtor’s website after our board president reported this activity to the county official.
  2. It was reported by a HOA member that a watershed official had called them in regards to dogs walking with their owners within the neighborhood in violation of the watershed laws. 
  3. Director [removed] reported on a conversation with a homeowner in regards road plowing.
  4. Director [removed] reported that he directed [removed] to do a clearing on Guardsman Parking Area from the last snow storm and piles from the UDOT plowing.

Treasurer’s Report: 

Director [removed] made a motion which was seconded by Director [removed] and the Treasurer’s Report was approved. Report is attached at the bottom of the minutes.

Action Items

  1. New Construction Document---[removed]

Director [removed] presented the New Construction Document with the changes that the board had asked for at the February board meeting.  A motion was made by director [removed] and seconded by director [removed] to approve the document with some minor changes suggested during the discussion. The motion passed with one board member not in favor of the document, Director [removed]. The document is attached at the bottom of the minutes.

  1.  
    1. 2014 Budget 

Director [removed] presented a budget for 2014 and the years beyond. She explained each line item. 


Director [removed] presented the board with a petition signed by 31 HOA members. This petition requested that the board “take responsibility for year-round road maintenance, expand winter plowing from the shoulder of Guardsman Pass Road (GPR) to include the roads within our subdivision, and to use HOA funds to pay for all winter plowing.”


After much discussion Director [removed] made a motion which was second and approved by the board to create two budgets with a summary of the rationale for each budget written by members that support the two different budgets. One budget would include plowing costs within the subdivision and the other would not include that cost. These budgets would be presented to the HOA at the annual meeting to be voted on.


Other Business and Discussion

  1.  
    1. Timing and implications for sewer

President [removed] briefly reported on a meeting that he had with the mayor  of Salt Lake City to discuss the future of a sewer system and asked if there was any possibility having more laterals that would eliminate the need of the pumps at all of the houses on the downhill side of  Skyline View Lane. The answer was a strong “no”. This would have eliminated a major cost in this system.

There was also a discussion of whether we would be required to go with a sewer if Forest Glen A is able to put sewer lines in while they are replacing their water line. Forest Glen A received a very large grant and 0% interest to redo their water system through the efforts of our water master [removed] and the engineer of our water system. This grant was not in place last year when the two subdivisions voted on whether to put in a sewer system.

President [removed] proposed that a feasibility study be done by an engineer other than from the Big Cottonwood Canyon Sewer District to get further information in regards to sewer. He proposed putting $2,000 into the budget for this study. No action was taken.

Meeting was adjourned  

 

 

 

FOREST GLEN PLAT B&C HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING MINUTES


DATE: February 13th, 2014

PLACE: Fire house

PRESIDING[removed], Secretary,

CALL TO ORDER: 6:00 PM

BOARD MEMBERS PRESENT[removed]

BOARD MEMBER EXCUSED:  [removed]

HOA members present    [removed]

Forest Glen A HOA board members: [removed]

Visitors : [removed]

Forest Glen A Business:

Board members from the Forest Glen A came to the first 30 minutes of our meeting to discuss issues.

Forest Glen A board members were concerned about speeding snowmobiles and snowmobiles that are trespassing on their roads. Our board pointed out that now that the road is plowed there is only one person using a snowmobile to access our subdivision who only uses the B&C gate. There is one other homeowner who uses their snowmobile to gain access through A gate but this owner is in both A and B&C. Our board said that we would send out an email to ask B&C not to use the A gate or use A roads for recreation.

Forest Glen A board members were concerned about the increase of parking around their parking area. They didn’t know who they were. It was pointed out that now that the road is plowed the majority of the B&C owners are driving in to their cabins. There was an issue about an owner on Guardsman Pass road who is doing short term rentals without a permit and does not have adequate parking. Our board explained that was not in our jurisdiction but the county’s jurisdiction. Our board said that we would make a friendly call to the owner as well as to President of the Big Cottonwood Canyon Council.

Methods of communicating with HOA were discussed to help new owners understand the quirks of the communities of Forest Glen subdivision. Forest Glen A is considering writing a Welcome Letter. Our board mentioned our website and blog site. 

Forest Glen A board members asked for input about putting in a new water system and assessments. Our board said that we would be more than happy to help Forest Glen A in their process, advise, access etc.

Business:

Approval of Minutes: 

 The minutes of the January 9th, 2014 Board Meeting Minutes were approved as written


Reports

Treasurer’s Report: 

There has been limited spending since the beginning of the year.  Expenses year-to-date are $2,234, primarily for our water system monitoring and gate/Guardsman Road plowing.  

HOA savings (as of February 13) are $57,000; this amount is the sum of our checking and money market accounts.  Our accounting is up-to-date in Quickbooks.  The 2013 financial statements are complete.  They will be submitted to our accountant for final review and tax prep.  Our year end statements will be published on the website.  

Focus for the next month will be to review the 2014 Budget, and update numbers where necessary to match 2014 planned activity.  

Action Items

Winter Roads

The board with [removed] discussed the following:

1. Warm weather this week which is unusual at this time of the year is creating a slick road for even the best tires 

2. New residents have had learning curves.

3. Problems with the contractors and sub contractors continually getting stuck and the road gets punched and then $$ is spent by the plow group to fix the road.

The board brainstormed ways to solve the problem. All board members felt that there needed to be consequences for those who repeatedly get stuck and are costing $$ to repair the plowed roads and are creating situations where others cannot get in or out of the subdivision. The board does not want to be punitive and yet they realize that a resolution is needed.

The board decided to do the following:

  1. Winter building: The board will encourage owners to not build in the winter but if they decide to build during the winter the owner will be required to have all supplies on site before the snow covers the road. Adequate parking needs to be developed on their property on not on other peoples driveways before snow is on the road or they need to shuttle workers in from Guardsman Pass Road. The board will develop an “Advanced Winter Building Deposit “in which would be fully refunded. If they get stuck there will be an invoice given and that would be deducted from their deposit. [removed] will create an invoice that will be given to Paul to be used for those who get stuck.

2 Repeater Offenders:  Owners and renters or visitors of owners who repeatedly get stuck will also be given an invoice based on the fine schedule that the board sets up. The cost to pull someone needs to reflect the cost of time and time away from other snow plowing routes and any repair needed to put the plowed road back together to prevent other from getting stuck in the same place. Once the invoice is created we will send out a notice to the HOA of the fine schedule.

 New Construction Document 

[removed] presented the new construction document which he will edit to include the “Advanced Winter Building Deposit” of $3000. This is in addition to $2,000 Construction and Road Deposit. [removed] will send the document to the directors via email vote to speed up the adoption of document.


Gate Report 

[removed] reported on his research for the replacement of the security camera at the gate. The Board directed [removed] to purchase the camera at the price of $900 to $1,100 by a motion made by [removed] and seconded by [removed]. This information will be emailed out to the members and as long as there are no objections from the HOA the purchase will be made.

[removed] will be making a repair on the gate soon to raise the level of the gate to prevent it from hitting the snow level. This summer [removed] will be changing the gate to go up and down rather than swinging out.

Other Business

2014 Water Plan

[removed] outlined items that we need to look at in the future.

  1. Water test have been passing. Once there are more than 24 full time individuals the water testing costs will go up due to an increase of water testing with more requirements.
  2. Inflows have been low. Four cabins have had frozen pipes. With the inflows being low freezing pipes is a problem and our water master, [removed] suggested that we write up something similar to Silver Fork for Rules and Regulation for Water. [removed] presented Silver Forks Document for the board to review.
  3. Water tank Inspection will take place as soon as there is enough water flow to refill the tank within a 2 day period. This will probably occur in June or July.
  4. Fire Hydrant pressure test. [removed] will need two volunteers
  5. [removed] would like to finish the GPS mapping of our system
  6. Possible remote readers, 2 hours per installation.. Volunteer help will be needed
  7. [removed] brought up the fact is that the vault is hazardous. We need to come up with a solution to resolve the hazard of entering the tank with a bucket in hand. It could be as simple as a pulley system.
  8. Replacing the overflow line. The best time to do this is when Forest Glen A digs up this location when they replace their system.

Other Business

Date and location of Annual HOA Meeting – [removed] will be looking into using the recreation center at his condominium in the valley, The Old Farm. The date was set for the second Thursday of May at 6:30

Upcoming board elections will be held like last year with “Know Your Candidate” and making sure that we follow the By Laws.

Meeting was adjourned  

 

 

 

FOREST GLEN PLAT B&C HOMEOWNERS ASSOCIATION


BOARD OF DIRECTORS MEETING MINUTES


DATE: January 9th, 2014

PLACE: Fire house

PRESIDING: [removed] Secretary,

CALL TO ORDER: 6:00 PM

BOARD MEMBERS PRESENT[removed]

BOARD MEMBER EXCUSED:  none

HOA members present   [removed]

 

Business:

Approval of Minutes: 

 The minutes of the October 10th, 2013 Board Meeting Minutes were approved as written

 

Reports

Treasurer’s Report: 

As expected, there was significant spending during the 4th quarter of 2013.  Major spending occurred for asphalt paving ($15,814), gravel road maintenance ($3,607), the annual SLC water fee ($6,615), and HOA insurance ($2,083).  All of the above expenditures were completely budgeted for with the exception of the paving.  Our road maintenance budget in 2014 will be reduced to compensate for the over spending in this category.

HOA savings (as of December 31) are $59,000; this amount is the sum of our checking and money market accounts.  Our accounting is up-to-date in Quickbooks.  Once December bank statements are received, 2013 financial statements will be finalized.

Spending is expected to be at routinely low levels during the next few winter months, with primary expenses being water system monitoring and gate/Guardsman Road plowing.  

Website Report: 

Director [removed] reported on building the Homeowner Association website and how it is linked to the Forest Glen Blog site. Announcements, agendas, minutes, rules and CCRs are now available on the website. Minutes will be posted after they have been approved by the board.
There was a discussion of how lending institutions and realtors are asking for this type of information. Confidential reports or names of homeowners and board members will not be posted. For now if homeowners want to know which board members made motions or how they voted etc. or the board contact information they will need to look at their copies of the minutes that are sent to them via their personal email address. 
[removed] did a great job.

[removed], a homeowner will continue to post blogs with pictures of Forest Glen like he did last year.

President [removed] asked director [removed] to research high resolution cameras to be installed at the gate which will link on to the website. This will enable HOA members to see the condition of the road in addition to providing security to our properties. In the past there was a camera there and it worked out well.

Gate Report 

Director [removed] reported that there was a problem for some homeowners during the Holiday season that were using their cell phones to open the gate.  It seemed to be a problem with cell service and not the gate or the computer system tied with the gate. Director [removed] asked that the HOA members notify him when there is a problem so that he can look into the problem. President [removed] asked the secretary include this request in the update email to the HOA members and to remind them to have their fob and hard keys with them so that they can open the gate when there is a problem with the cell phones.

During the Holidays from 12/20/2013 to 1/7/2014 the gate operated a total of  1091 times over  18 days which was an average of  60.61 times per day.

Action Items

Plowing  Report 2013-14

No Action taken

Director [removed] reported how well the plowing has gone so far this year and how it has been an overall positive experience. Director [removed] reported on some observations during the busy holiday season, a summary is as follows:

31 individuals have paid to have the road plowed as of 1/9/2014

The good news is that there was a 911 call made on 12/27 and the fire truck was able to and did come into our neighborhood.

The other good news is that everyone is enjoying their cabins.

12/26/2013 

There were 12 vehicles parked on Guardsman Pass Road 

There were 32 parked within the subdivision

A total of 44 vehicles, this does not include what was parked by turn by Forest Glen A  areas nor the snowmobile parking area above FG A

Three families or individuals either walked in or used snow machines

 12/30/2013

There were 11 vehicles parked on Guardsman Pass Road

There were 33 vehicles parked within the subdivision

5 vehicles were parked on Guardsman Pass Road where snowmobilers park, and 14 vehicles were parked at FG A and 6 were parked at the turn across from Paul Nell’s

1/3/2014

5 vehicles were parked on Guardsman Pass Road and in addition to those 7

1/4/2014

6 vehicles were parked on Guardsman Pass Road 

Also there was a report of multiple problems with contractors and subcontractors driving into the subdivision and not following the winter usage rules. There was a discussion of the possibility of drafting some type letter or creating penalties/fines to avoid these issues in the future. No action was taken in this regard as most directors felt we needed to study this further. President [removed] asked the secretary to write an update email to the HOA members to include information on ensuring that all repairman that the members hire have the proper winter vehicles and tires.

Email Update

Other items were brought up by other directors that were directed to be included in the update email.

  1. Adopt a Fire Hydrant” program, which is if have a hydrant near your cabin, please keep it clear of snow.
  2. One truck has been speeding through the subdivision, please maintain the 10 mph limit
  3. Remind owners, renters and visitors that park on Guardsman Pass of the guidelines
  4. A couple of cabins had issues of freezing waterlines. It is requested that the owners let the board know when this occurs so that we can give this information to our water master and we will have a history of occurrences to solve problems in the future. Even if the water only froze within the cabin it can affect the entire water system, thus this information is important for the water master.

New Construction Document 

There was a discussion about the need for a new construction document to address the issues of contractors not following winter road guidelines and other issues as well. Director [removed] had written up a new one which Director [removed] and Director [removed] had helped edit. No action was taken until all directors have time to review the document and the board explores and have more discussions on these issues.

Other Business

2014 Plan

Water Budget, Director [removed] for our information presented 3 plans that were put together by our water master, [removed]; Gold level, Silver level, and Bare Bones to meet compliance. Currently we are spending slightly $1,000 more than the bare bones level.

Date and location of Annual HOA Meeting – [removed] will be looking into using the recreation center at his condominium in the valley. The date was set for the second Thursday of May at 6:30

Future dates for Board Meetings will be set for the 2nd Thursday of each of the following months, February, March, and April at the Brighton firehouse, 6:30-9:00 for all meetings.

Upcoming board elections will be held like last year with “Know Your Candidate” and making sure that we follow the By Laws.

Meeting was adjourned 

Board Member contact information

Board of Director’s email address-

Forestglenbc@gmail.com

Forest Glen website address

http://forestglenbandc.blogspot.com/

ForestGlen Board of Directors mailing address for letters and paying HOA and water Fees

Forest Glen B&C

PO Box 711762

Salt Lake City, Utah 84171

 

 

FOREST GLEN PLAT B&C HOMEOWNERS ASSOCIATION


BOARD OF DIRECTORS MEETING MINUTES


DATE: October 10th, 2013

PLACE: Fire house

PRESIDING: [removed]

CALL TO ORDER: 6:00 PM

BOARD MEMBERS PRESENT: [removed]

BOARD MEMBER EXCUSED:  [removed]


Business:

Approval of Minutes: 

 The minutes of the September 12, 2013 Board Meeting Minutes were approved as written


Reports

Treasurer’s Report: Our current financial situation is very similar to when we last met in September.  HOA savings (as of October 10) is $88,000; this amount is the sum of our checking and money market accounts.  We have spent approximately 55% of budgeted expenses for 2013.  We expect spending to escalate significantly over the next few weeks due to continued work on our gravel roads, paving and payment of the yearly water fees and insurance.  Our accounting is up-to-date in Quickbooks.


Action Items

Plowing 2013-14

Director [removed] reported on the Plowing meeting held in September and recommended that the board approve last year’s Winter Parking Document and Spring Access Document with slight modifications.  The board made some further modifications and the board approved the documents. Documents are listed below the minutes.

The board also directed Director [removed] to write up a letter that would be included with the Winter Parking Document and Spring Access Document to be sent out to the HOA after the board approved the letter through email.

The board approved to spend the budgeted amount to plow Guardsman pass and the transition into and pass the gate as it was done last year.

The board of directors approved the spending of no more than a total of $5,000 for the removal of snow which would include the parking region off Guardsmans Pass Road and a smooth transition into the area that is being plowed by the private parties which includes the road into the gate and just past the gate. The motion was amended to include the area for snowmobile parking and the fire hydrant by the gate.”  From minutes of BOD meeting Nov. 28th, 2012

Road Maintenance 

Director [removed] reported on the cost and scope of paving the hill. Director [removed] made a motion  which was seconded by Director [removed] that the board approve to have Director [removed] review the bid with Granite and to sign it off.  All directors voted in favor. The paving is schedule for next week as long as the weather cooperates.


Camera for Gate

Director [removed] recommended that a camera be installed at the gate to be viewed online at the Forest Glen website.

Web Director

Director [removed] recommended that we assign Director [removed] to update the web with video and minutes.


Meeting was adjourned at 8:30

Board Member contact information

Board of Director’s email address-

Forestglenbc@gmail.com

Forest Glen website address

http://forestglenbandc.blogspot.com/

ForestGlen Board of Directors mailing address for letters and paying HOA and water Fees

Forest Glen B&C

PO Box 711762

Salt Lake City, Utah 84171

 
 
 
BOD Minutes
FOREST GLEN PLAT B&C HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES

DATE: September 12, 2013
PLACE: Fire house
PRESIDING: [removed]
CALL TO ORDER: 6:00 PM
BOARD MEMBERS PRESENT:  [removed]
BOARD MEMBER EXCUSED:  [removed]
HOA visitors:  [removed]
Business:
Approval of Minutes:
The minutes of the August, 2013 Board Meeting Minutes were approved as written
Reports
President’s Report
[removed] reported that we as a board have accomplished the following:
1.Finances are in order and budget is up to date.
2. Meeting routine and process with minutes has been established
3. 3 work weekends
Road work/re-seed and clean-up
Several hundred hours of volunteer labor
Not one penny spent other than parts and equipment rental
4. Two work breakfasts, one lunch and one dinner
5. New spring on line and water storage capacity with the state and UFA resolved.
Treasurer’s Report
Current HOA savings (at Sept. 11) totals $90,000; this is the sum of our checking and money market accounts.  Revenue year-to-date is $45,000.  Net income is $18,000.  We have spent approximately 52% of budgeted expenses for 2013.  All 2013 dues have been paid.  There are still 2 outstanding water utility fees that have not been paid.  Our accounting is up to date in Quickbooks.
Plowing Report
Director [removed] to reported that a plowing meeting was scheduled for September 24th. An e-mail had been sent out to all HOA members inviting them to attend. Director [removed] provided Director [removed] with last year’s Winter Parking Document and Spring Access Document to use as a reference.
Road Work Day Maintenance
Director [removed] reported on the work that was done at the last HOA Work Day. The board then discussed what the next steps could be. The board discussed the cost and the placement of culverts and water bars on the next and last work day for the year. Based on the culvert that was put in by the [removed] cabin Director [removed] reported that each culvert would cost around $800.
BCCA Nomination
The board nominated [removed] to continue as the Forest Glen B&C representative at the BCCA Council for this year.
Sewer Meeting Plan
The board discussed the logistics for the Sewer meeting.
Meeting was adjourned at 7:00

FOREST GLEN PLAT B&C HOMEOWNERS ASSOCIATION
SEWER INFORMATIONAL MEETING
DATE: September 12, 2013
PLACE: Fire house
PRESIDING: K[removed]
CALL TO ORDER: 7:00 PM
BOARD MEMBERS PRESENT:  [removed]
BOARD MEMBER EXCUSED:  [removed]
HOA visitors from both Forest Glen B&C and  Forest Glen A:  []
Introduction of process and possible future sewer project
[removed] explained the history of the sewer district and the process of seeking the input of the two Forest Glen Associations for a possible sewer project. The purpose of the meeting was only to explain and answer questions that HOA members might have. There was no voting or actions to be made at this time. [removed] explained that he was not moving forward with any plans towards bringing in the sewer unless the two associations requested action.
Meeting was adjourned at 9:00
Board Member contact information
Board of Director’s email address-
Forestglenbc@gmail.com
Forest Glen website address
http://forestglenbandc.blogspot.com/
ForestGlen Board of Directors mailing address for letters and paying HOA and water Fees
Forest Glen B&C
PO Box 711762

Salt Lake City, Utah 84171




FOREST GLEN PLAT B&C HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES

DATE: August 22, 2013
PLACE: Fire house
PRESIDING: [removed]
CALL TO ORDER: 6:35 PM
BOARD MEMBERS PRESENT:  [removed]
HOA visitor,[removed]
Business:
Approval of Minutes:
The minutes of the July 11th, 2013 Board Meeting Minutes were approved as written
Reports
Treasurer’s Report
Updated 2012 year end HOA financial statements were reviewed by the Board. These updated statements include additional entries to resolve 2012 issues in our new Quick Books system. The Board approved these statements as the FINAL for 2012; they will be used for tax purposes. Anyone interested in reviewing these numbers can do so on the Forest Glen B&C website.
The year-to-date 2013 financials were also discussed. Key points were:
98% of our HOA dues/water fees have been paid
Total revenue YTD is $45,000
Total spending YTD is $19,000 which is about 37% of our 2013 spending budget
Cash YTD is up $30,000 with current savings at $97,000 (checking plus money market accounts)
August financial statements will also be posted this fall on our website for anyone interested in reviewing them.


Storage Capacity/ Phase 3 Report
President [removed] reported on the pending status with the UFA in regards to our storage capacity. The board is still pursuing amending the corrective action plan, (CAP) with the state DEO regarding our storage capacity if the State and the UFA decision is not in our favor of not increasing our storage capacity.
Sewer Report
President [removed] reported on a meeting that he attended with Cottonwood Sewer District Director, [removed] and Forest Glen A HOA  President Warren, Forest Glen A Board of Directors will be presenting their Master Water Plan and the possibly of sewer service to their membership August 17th and will then be holding a vote late September.
In June the current Board of Directors of Forest Glen B&C decided to facilitate meetings and communication with the sewer district with our homeowners. With that in mind President [removed]proposed to the board that we facilitate a meeting with both Forest Glen HOAs with [removed] at our next scheduled board meeting, September 12th. The board will have a brief board meeting until 7:00 and then the rest of the meeting will be a time for [removed] to give a presentation and a time for questions from the HOA memberships. The purpose of this meeting is only informational.
Action Items
Water System
Director [removed] reported on the following:
New collector that was put in this summer is failing tests and we need to do a more detailed analysis to determine whether it is improving.
[removed] does not recommend that we drain our tank for inspection at this time due to the low water flow. He recommended that we drain the tank as early as possible in the spring of 2014. Director [removed] made a motion which was seconded by Director [removed] that we follow [removed]'s recommendation and drain and inspect the tank in the spring of 2014. All directors voted in favor of the motion.
[removed] has done a pressure test on a couple of hydrants. The rest of the fire hydrants need the same tests to be performed. Once all hydrants have been tested and recorded the HOA will have meet those requirements made by the UFA. Director [removed] made a motion which was seconded by Director [removed]  and all directors voted in favor of the following:
1. The board authorizes [removed] and a couple of volunteers to finish testing the rest of the hydrants in our community
2. The board authorizes [removed] to map out with GPS coordinates our water system; tanks, collectors, and at each lot.
Road Maintenance
Director [removed] reported on the work that was done at the last HOA Work Day on July 13th, the HOA spread road base and begin to dig ditches with [removed]’s equipment. After the work day [removed], a road maintenance committee member, created and emailed to the board a preliminary “Scope of Work” to include digging out culverts, reestablishing ditches, and crowning the roads. Director [removed] added to the email discussion.
Director [removed] brought some estimates to the board on costs to re-pave the hill – about 29K for new asphalt,  about 26K to rework the existing pavement , about 9 to 12 K for re-grind.
There was a discussion where there were different opinions on priorities and the timing of finishing road improvements or paving the hill, and that of the HOA memberships’ priorities based on the first assessment vote in 2010 and that of the HOA 2013 survey.
Director [removed] made a motion which was approved to use the remaining budgeted road maintenance funds towards improving the roads this year and then in 2014 to address the issue of paving the hill which would include bringing the issue to the HOA membership.
It was motioned, seconded and approved that: The remaining 2013 budgeted road maintenance funds will be focused on  continuing to restore our gravel roads back to their condition prior to the water system replacement. 2013 work will include: cleaning and replacing culverts, restoring drainage ditches, adding/spreading road base to smooth and crown the roads, etc.
Director [removed] estimated that the remaining funds will be sufficient to make the above improvements happen.
The focus for 2014 budgeted road maintenance funds is unspecified at this time. It is anticipated that following the 2013 work, there may be available funds for replacement of the pavement sections next Summer.
All directors voted in favor of the motion.
Gate Access Plan
Director [removed] presented information as to how many keys and active fobs were out as well as a list of who has gate access, HOA owners, contractors, service agencies, etc.  There was a difference of opinions as to who should be allowed to have gate access; for example some directors felt propane and honey pot companies should continue to have access and others thought that they should only be allowed in via a HOA members’ phone call access at the time of service.  Any action was postponed until next meeting.
Plowing Plan
President [removed] reported that he had asked Director [removed] to be the liaison between the board of directors and the private group of homeowners that will be plowing this year. A motion was made to that affect by Director [removed], seconded by Director [removed]. Motion passed unanimously.
Discussion Items
HOA Work Day on August 24th
A listed of projects were presented that would be done according to how many HOA members showed up. Times and scheduling were discussed.
Road work headed by Director [removed]:
Work on drainage ditches for Skyline View Lane and Windflower hill
Complete work by [removed]
Remove large rocks in ditches and add road base
Spread hay and re-seed new water line in middle section below “A” cabins, headed by Director [removed]
Remove debris from spring and water tank areas
Remove weeds and logs from areas around water tanks
Meeting was adjourned at 9:00
Board Member contact information
Board of Director’s email address-
Forestglenbc@gmail.com
Forest Glen website address
http://forestglenbandc.blogspot.com/
ForestGlen Board of Directors mailing address for letters and paying HOA and water Fees
Forest Glen B&C
PO Box 711762

Salt Lake City, Utah 84171




FOREST GLEN PLAT B&C HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES

DATE: June 12th, 2013 
PLACE: [removed] Cabin
PRESIDING: [removed]
CALL TO ORDER: 6:35 PM
BOARD MEMBERS PRESENT:  [removed]
BOARD MEMBERS absent:  all present
Business:
Approval of Minutes:
The minutes of the May, 2013 Board Meeting Minutes approved by the board as written at the annual HOA meeting by the past board of /directors.
Action Items:
Election of Board officers
Director [removed] nominated and Director [removed] seconded Director [removed] as President
Director [removed] nominated and Director [removed] seconded Director [removed] as Vice President
Director [removed] nominated and Director [removed] seconded Director [removed] as Treasurer
Director [removed] nominated and Director [removed] seconded Director [removed] as Secretary
All officers were voted in with no opposition.
Old Business

a. Directors [removed] and [removed] reported on the overview of the “Agreed Upon Procedures” by the CPA firm. Directors [removed] and [removed] will work together on the logistics of archiving the Forest Glen documents.

b. Director [removed] reported on the Financial Update. Director [removed] and Director [removed] will work together  in transferring the responsibilities of treasurer and making the the transitions for the signage on the HOA bank account.

c. Director [removed] reported on the [removed]'s delinquent water bill. Director [removed] reported that she sent a letter of water availability to the new owner

d.The board discussed the need of a plan for delinquent accounts from 2012 and a plan for standard letters for violations within the HOA

BOD Norms

The following items were discussed

a. Meeting expectations and frequency

b. Communication practices (within BOD and with entire HOA) Email voting by board members will continue as long as practiced in the past which is as follows: If a director requests a meeting on a specific issue no vote by email will take place. The board will meet on a monthly basis in order to eliminate the number of emailing votes to a minimal amount.
Director [removed] will set up BOD meetings for the next 6 months at the firehouse on the 2nd Thursday of each month at 6:30

President [removed] will be in charge sending out an update to the entire HOA via emails with BOD editing
c. Specfic assignments, gate master, construction overseer, water committee, road committee, future committees,etc. These assignments are listed at the bottom of the minutes.

d. There was a discussion of the need to restore harmony and trust within the HOA due to the divisive nature that developed around the issue of winter plowing of the roads.

Projects

The agenda read  “3. Projects / Create a plan of when to focus on these projects/Areas to be Addressed this summer, (may want to review detailed survey results in conjunction with this discussion)
a. Water project follow-up, (wild card) / next steps
b. Sewer situation, (wild card)   follow-up / next steps
c. Road project planning / next steps”

The Directors discussed several upcoming possible projects and decided to focus on a few for now, primarily the following:
A new water leak from a 2” pipe and collector below Forest Glen’s overflow tank. The water committee will use HOA funds and volunteer labor to fix the problem. Director [removed] made a motion which was seconded and unanimously passed to spend no more than 5 K solving this spring issue.
Road Maintenance - During the HOA Work Day on July 13th Work a “Scope of Work” will be developed to include digging out culverts, reestablishing ditches, and crowning the roads. A Road Committee will be formed with Director [removed] in lead and recruiting the following volunteers [removed], and Director [removed]. Bids for future road work will be sought by Director [removed] and [removed].
Phase Three of the Water Project--Possible Tank Replacement and Tank inspection. Director [removed] will lead the water committee with the help of [removed], and Directors [removed] and [removed] and our water master [removed]. The committee will continue to meet will the State and UFA on this issue. The next big meeting will take place at the end of September. Meanwhile this summer the tank will be drained and inspected by professionals to give us an idea of the condition and life span of our current tank.
Possible Sewer – The board agreed that the BOD will only facilitate a meeting between the sewer district and the entire HOA rather than giving a BOD recommendation for or against the possibility of putting in a sewer system. The reasoning for this decision is twofold;
1. The sewer district is only considering the wishes of the majority of the individual homeowner’s in both Forest Glen A and Forest Glen B&C and not the HOA as a group.
2. The BOD does not want to raise another divisive issue.
HOA Work Day on July 13th
Plans were developed for the annual HOA Work Day on July 13th
Breakfast will be at Director [removed]'s cabin
Lunch will be planned by Directors [removed] and [removed]
A children’s activity of painting road signs will be held at Director [removed]'s cabin
Reports
It was reported that [removed]'s road deposit was returned.
Meeting was adjourned
Board Member contact information
Board of Director’s email address-
Forestglenbc@gmail.com
Forest Glen website address
http://forestglenbandc.blogspot.com/
ForestGlen Board of Directors mailing address for letters and paying HOA and water Fees
Forest Glen B&C
PO Box 711762

Salt Lake City, Utah 84171




FOREST GLEN PLAT B&C HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES

DATE: May 16, 2013 
PLACE: Fire house
PRESIDING: [removed] MINUTES: [removed]
CALL TO ORDER: 6:35 PM
BOARD MEMBERS PRESENT: [removed]
BOARD MEMBERS absent: [removed]
Business:
Approval of Minutes:
Director [removed] made a motion and Director [removed] seconded the motion to approve the minutes of the April 11, 2013 Board Meeting Minutes. Minutes were unanimously approved by the board with corrections.
Reports
Standard letter for violations:
Director [removed] suggested that the letter that he was going to write up as a standard letter to address the problem of when an individual continues to ignore the winter parking protocol be postponed until the board decides on other violations as well. The board agreed and suggestions were made to research online what other HOA’s in Utah have done and begin communicating with each other via email what we find and put something together over the summer and fall.
“Agreed Upon Procedures”
Treasurer [removed] and Director [removed] gave a report on the status of “Agreed Upon Procedures” A letter from D Child, CPA from Child, Van Wagoner and associates is attached to the bottom of these minutes.
Waterline Report
Director [removed] stated that the waterline report is finished and ready to mail and present to the HOA at the annual meeting.
Questionnaire Report
Directors reported that we had finished calling the owners. There were several members who choose not to respond and others that we left multiple messages and emails. It was suggested that we have a blank questionnaire at the annual meeting for those to fill out if they really want to have their voice heard at the last minute.
The questionnaire showed an overall desire of HOA to plan for the following:
Road maintenance, road base, crowning/grading, ditches, dust control, installing water meters, Agreed Upon Procedures, and having the HOA pay for plowing GPR while a private group pays for our roads. Results will be presented to the HOA at the annual meeting in May.
Sewer Report
The Big Cottonwood Canyon Sewer Board has completed their survey and will have a public hearing to discuss the possibility of sewer in our community on May 29th at the Holliday Library. A Forest Glen Homeowner requested that we as a board send out this owner’s view of the Sewer and what state what the board’s stand on the possibility of sewer. This brought up the problem of sending out other members’ opinions on any issue. The board asked Director Keigley to send out a neutral position about the Big Cottonwood Canyon Sewer Board proposal and to communicate that the Sewer district is separate entity from our HOA.
Action Items:
Forward Budget/1 year, 5 year, 10 year
A format for a working Forward Budget was presented by Treasurer [removed]. During the presentation the board worked on putting in numbers based on the history of past operating costs, and the results of the questionnaire.
The board discussed putting the cost of road maintenance, road base, crowning/grading, ditches, dust control in the 1 year forward budget. We discussed cost data that both Directors Hatch and McIntyre had received at this time. The board also discussed different types of materials that could be used, such as regrind material which would eliminate dust as well as the need of repaving the hill to the gate. The board discussed using up to 30K for materials, ditches, culverts and work to do as much as possible this year and then budgeting 20K for next year to finish up the road. Director [removed] made a motion as of that and Director [removed] 2nd the motion. The motion passed unanimously.
Budget Plan for Summer
The board discussed and passed the above motion to use up to 30K for materials, ditches, culverts and work to do as much as possible this summer.
Membership Dues
The board discussed the possibility of lower the HOA fees.
The board discussed the possibility of the water bill in the same invoice as the HOA fee  but a different line item to eliminate the problem of collecting this fee.
Director [removed] proposed lowering the HOA fee to reflect the Water Fee cost, reducing the HOA fee to $450, Water fee to the current amount of $167. Director Hatch was also in favor of reducing the fees. The board discussed putting this idea on hold until the roads were back in shape from being disrupting by the Water line Project, phase 1.
The board also considered the unknown $$ factors of the water tank. The HOA should get a more definite idea on what UFA is going to require. This summer after a structural inspection has been done on the water tank we will also have a better idea of  when that aging system will need to be replaced. However it was noted that the questionnaire did show that many HOA members prefer having their money in their own savings account and paying an assessment when needed.  Many members voted for assessments over dues (14), but more voted for projects being paid from dues rather than assessments (17).
Treasurer’s Report
The board unanimously voted to have the Treasurer’s Report mailed out to the HOA
Annual Meeting/Agenda
The board discussed what would be on the agenda for the Annual meeting
Meeting was adjourned
Letter from D Child, CPA
Child, VanWagoner and Associates, PLLC

[To Whom It May Concern]:
As promised the following is an update as to the agreed upon procedures audit that you can report to the Board in its meeting this week:
I have finished the sample selections from both the population of costs charged to the water projects and the population of all checks written during the period of the projects, reviewed the invoices and supporting documentation, if it existed, on the selections. As you know, the scope of the engagement is laid out in the engagement letter, which the Board has approved, and of which I still need a signed copy.
I will write the Agreed Upon Procedures opinion and the Letter to the Board early next week. I still need to finish some internal workpaper documentation supporting the conclusions I will present in the opinion. My procedures have disclosed that there are no material deviations in the way the water project costs were recorded, the amounts that were recorded and in the comparison of the costs recorded to the budget. There are some disbursements in the general population of checks written that were missing supporting documentation, and a check in one of the samples was recorded for an incorrect amount. As you already know, individual assessments received and deposited for the first phase were not recorded separately in Quickbooks. However, other than these minor instances, there was nothing that came to my attention to indicate that the costs incurred for the projects were not disclosed in the accounting properly or not budgeted and approved. Also it did not appear that there were material costs that were not charged to the projects, that should have been. I will make mention of the minor exceptions noted above in the letter to the Board, but I will not mention them in the Agreed Upon Procedures report.
I hope that this is adequate for your purposes in making your report to the Board.
Thanks.
D Child, CPA

Child, VanWagoner and Associates, PLLC


FOREST GLEN B&C BIG COTTONWOOD CANYON 2012
KIND OF MEETING: Property Owners Annual Meeting
PLACE: Silver Fork Lodge

PRESIDING: [removed]
MINUTES: [removed]

CALL TO ORDER: 6:30 p.m. ATTENDANCE:
BOARD MEMBERS PRESENT: [removed]
BOARD MEMBERS EXCUSED: [removed]
GUESTS: [removed],(Big Cottonwood Sewer District), [removed] (Water manager), [removed] ( Silver Lake Project)


BUSINESS:
Director and Secretary [removed] registered the owners and collected proxies and ballots. A quorum was present.

Welcome, Introductions, and acknowledgments
President [removed] acknowledged the efforts of the two intern board members, [removed] and [removed] and the hard work they had done this year.
President [removed] welcomed the three new homeowners, [removed] and then everyone in attendance introduced themselves.

Approval of 2012 Minutes: The minutes of the 2011 annual meeting were approved. As submitted.

REPORTS

Questionnaire Report
Director [removed] gave a report on the findings from the phone questionnaire that the board conducted. She used a power point to present a summary of these findings. See attachment #1 for details. This was the hand out that was emailed to the HOA and hard copies were provided at the meeting.

Financial Report
Budget/ 1,5,10 year plan was presented in depth by Director and Treasurer, [removed]. This report was based on the input of homeowners from the results in thequestionnaire. See attachment #2 for details. This was the hand out that was emailed to the HOA and hard copies were provided at the meeting.

Winter Parking Report
Director [removed] reported on the Winter Parking document that Director [removed] created in a powerpoint presentation. See attachment #3 for details. This was the hand out that was emailed to the HOA and hard copies were provided at the meeting.

Water System Report

Director [removed] reported on the Water System with a document that he created. [removed] our water master contributed with this document.. See attachment #4 for details. This was the hand out that was emailed to the HOA and hard copies were provided at the meeting.
[removed] answered questions and reported on where we are with phase 3 and the state. He reported that we should have a more definitive answer by this time next year in regards to whether we will be required to increase capacity of the water tank.

BCCA Report
President [removed] shared news and upcoming events of the Big Cottonwood Council.
- Adopt –A-Highway included our HOA in cleaning Guardsman Pass Road on June 8th. Members were invited to help directors Hatch and Keigley on that date.
Chipper Days will be September 9th
BCCA Annual Potluck Party will be on July 19th, 7-9 PM at the Millie Chalet at Brighton Resort
July 4th parade 8-10 am.
President [removed] encouraged members to join the BCCA

KNOW YOUR CANDIDATE
Each Candidate that was running for board of directors introduced themselves and gave a view of their goals for our HOA if voted in. A question time period for the HOA members was presented after each candidate spoke but there were no questions.

Election of Board Members
Election of Board Members were counted by Secretary [removed]

Silver Lake Project Presentation
While votes were being counted G Ward presented his Silver Lake Project.

NEW BUSINESS:

While votes were being counted [removed] answered many questions from the HOA concerning the possibility of sewer in our neighborhood and the process involved with surveys, public meetings, etc. Time restraints on our meeting prevented further questioning and it was determined that another meeting was needed to explore the complexity of sewer service with [removed] as well as with the newly elected HOA Board of Directors.

Election Results of Board Members
[removed][removed][removed], and [removed] were voted in as new Board of Directors. There was a three way tie for the 5th 1 year term office. After looking through the By-Laws, CCR’s, and  The Rules and Regulations for direction and since there was nothing in these documents to settle the question of a tie, the tie was broken as decided by a plan drawn up prior to the annual meeting at the Board of Director’s May Meeting. This plan was to flip a coin if there was a two way tie and if there was a three or more tie, names would be drawn from a bowl.  The three names were put into a bowl and HOA member [removed] pulled the name of [removed] from the bowl.
ADJOURNED MEETING