BAYSHORE OWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING 7:00 P.M.
December 17, 2007
Board Members Present
Lorraine Shore, President
Steve Neff, Vice President
Ralph Carney, Treasurer
Cal Larson, Director
Kari Miles, Director
Kyle Reeves, Director
Board Members Absent
Carol Woods, Secretary
Staff Present
Susan Green, General Manager
Homeowners Present
Anne Marie Brigandi, Dues Committee
Lorne Smette, Dues Committee
Guests
Darcy Carney, CPA, Carney Consulting
ROLL CALL/DETERMINATION OF A QUORUM
Lorraine Shore, President, called the meeting to order at 7:15 p.m. and a quorum was present.
ADOPTION OF THE MINUTES
Motion: To adopt the October 15, 2007 Board Minutes
By: Steve Neff
Second: Cal Larson
Passed: Unanimously
ADOPTION OF THE MINUTES
Motion: To adopt the November 19, 2007 Board Minutes with change in Board attendance: Kyle Reeves was present and Cal Larson was not.
By: Kyle Reeves
Second: Lorraine Shore
Passed: Unanimously
TREASURERS REPORT
Financial Statements: Darcy Carney, of Carney Consulting, presented financial statements. Of note: In Accounts Receivable, there are some people who have prepaid their accounts, and there are 14 homeowners that make up a debt to the Association of approximately $29K for homeowner dues, assessments, and attorney fees. Office staff are working on collections and the major debtors have been turned over to an attorney for action.
2008 Budget: An initial draft budget for 2008 was presented and discussion ensued. Another draft budget will be presented at the next Board meeting.
HOMEOWNERS COMMENTS
Lorne Smette, Dues Committee Member
Financials: Mr. Smette had several questions and comments about financials, including role of Carney Consulting. It was discussed that 1) Carney Consulting was first engaged by the Association to help complete the conversion of the accounting software system from Peach Tree to QuickBooks Online; 2) credit card charges under the new system have been automated to use recurring entries that has saved an extensive amount of staff time; and 3) Carney Consulting has been used for staff training. Mr. Smette polled fellow Dues Committee member, Anne Marie Brigandi, about what she thought an estimate for ongoing bookkeeping charges should be for a small business once the start-up familiarity was completed. Ms. Brigandi estimated on-going charges should be about $600. However, the consensus of the Board and General Manager Susan Green was that $600 was too small an estimate for the Associations particular bookkeeping needs. Regarding the upcoming budget for 2008, Mr. Smette commented that he would like to see depreciation listed every month, instead of the typical practice of listing it annually at the end of the year.
COMMITTEE REPORTS
Homeowner Dues Committee, Steve Neff, Chair
- The Dues Committee set to meet next Wednesday
FACILITY REPORTS
Maintenance Report, Jeff Johnson, Maintenance Supervisor
Greenbelt Bid. While all the grass was showing, A-1 Lawn and Landscape came out to view the various tracts and will be submitting a bid to maintain the common grounds for next summer.
Fax Line. The fax line was down for about a week due to ACS not fully reconnecting the line while they were performing upgrades. Once we became aware of the problem, ACS was contacted and the connection in the line was restored.
The Learning Center at Bayshore, Susan Green, Educational Administrator
- Before-After program at capacity of 10 students for fall
- Part day enrollment has some openings
- Full day enrollment had 7 openings in September, but is now full with 20 students and has a "wait list"
- All staff completed CPR/First Aid Training at substantial savings, with the class given by Bayshores swim instructor, Ginny Dolan
Bayshore Operation Report, Susan Green, General Manager
New Years Eve Party for homeowners and guests. Party limited to 1st 100 reserved, 8:00 p.m. to 1:00 a.m. Assorted Hors dOeuvres by Kathleens Creative Catering, dancing/music by M & M Productions, champagne fountain and beer keg, door prizes, BYOB, mixers provided, adults only. Host/Hostess Robby & Kelly Dennis. $20 per person for residents and their guests.
OLD BUSINESS
Easement to Municipality. MOA improvements to 100th Avenue slated for Summer 2008 may include $100K lighted, paved walking trail leading from 100th Avenue to Amber Bay Loop, Kachemak, and Marmot. Before work can begin, an easement must be granted to MOA. The Board asked attorney Carl Johnson to review Bayshore covenants to find out about approval process. Attorney Johnson said it appeared that a 2/3rd approval of eligible voting members would be needed.
NEW BUSINESS
Heat loss. It was recommended that Maintenance Supervisor Jeff Johnson learn if we qualify for free energy efficiency audit.
MOTION TO ADJOURN MEETING
Motion: To adjourn meeting
By: Ralph Carney
Second: Cal Larson
Passed: Unanimously
Meeting adjourned at 8:40 p.m.
Respectfully Submitted,
Carol Woods, Secretary
Original draft by Susan Green, General Manager
Final edit by Carol Woods, Board Secretary
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BAYSHORE OWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING 7:00 P.M.
November 19, 2007
Board Members Present
Lorraine Shore, President
Carol Woods, Secretary
Kyle Reeves, Director
Board Members Absent
Steve Neff, Vice President
Ralph Carney, Treasurer
Kari Miles, Director
Cal Larson, Director
Homeowners Present
Rhudel Acuna, ACC Chair
Lorne Smette
Staff Present
Susan Green, General Manager
ROLL CALL/DETERMINATION OF A QUORUM
Lorraine Shore, President, called the meeting to order at 7:10 p.m. and a quorum was not present.
ADOPTION OF THE MINUTES
The minutes of the October 15, 2007, board meeting were not adopted due to lack of quorum.
TREASURERS REPORT
Financial Statements: Darcy Carney, of Carney Consulting, presented financial statements. Carney Consulting previously was under contract with Bayshore to help change accounting software from Peach Tree to QuickBooks Online. Carney Consulting is under a new contract to handle accounting functions such as reconciliation of accounts and financial statements, along with annual budget and other specialty items.
From Ms. Carney:
- All cash accounts reconciled through 10/31/07.
- Petty cash accounts have been cleaned up.
- Allowance for doubtful account: This is usually managements best estimate of AR that is deemed uncollectible and it reduces the AR balance. It has been about $20K and it was causing the overall balance to be negative. However, management currently estimates all AR is collectible, so for now it will be zero. To get rid of the allowance has an effect on the income statement of being a negative expense. It looks like income, but it is not real money; however, it does affect the bottom line for non-profit. In this forum it gives a cleaner number of what is really owed to the Association on homeowner dues accounts.
- Another thing causing negative balance was methodology to book deposits for future parties/events. Bayshore receives payments now and the payments were applied to AR, which caused a big balance in the wrong direction. It is deferred revenue, so a reclass entry was made under liabilities for $16K. Technically, they are a liability.
- Capital expenses in 2007: Large projects for 2007 that were previously expensed will be moved to capital improvements if they exceed $1,000 and will last more than one year. This will cause an increase in the bottom line of approximately $25K.
HOMEOWNERS COMMENTS
Lorne Smette.
Financials: Mr. Smette complimented Ms. Carney on a job well done on financials, citing the nice format to see everything.
COMMITTEE REPORTS
Architectural Control Committee, Rhudel Acuna. Chair
- 88 projects have been reviewed this year
- 101 violation letters sent out
- 42 complaints from neighbors about neighbors/ACC responses
- 12 incidents
- Title 21 was reviewed by ACC for affect on Bayshore, if any
Bluff Access Committee, Carol Woods, Chair
No report.
Capital Improvement Committee, Lorraine Shore, Chair
No report.
Homeowner Dues Committee, Steve Neff, Chair
No report.
Pond Committee, Kari Miles, Chair
No report.
FACILITY REPORTS
Maintenance Report, Jeff Johnson, Maintenance Supervisor
Mens Sauna Door. The old kitchen door that was removed for the kitchen remodel and put in storage has been reinstalled in the mens sauna after being coated several times on both sides with a nice clear finish. The old sauna door was completely delaminated on one side, leaving an ongoing mess of wood peelings and chips on the floor.
Womens Shower Restoration. Restoration of the womens shower was completed on Monday, October 29, 2007, with the Maintenance Department installing new shower heads, control knobs, etc. Bayshore has received many nice compliments on the finished shower. Additional good news is that since repairs were completed, the womens rest room no longer floods with water from the shower. Repair and restoration work of damaged wood, flooring and sheet rock can now begin in the womens rest room area.
Heat Recovery Unit. This unit heats, vents, and conditions the air for the pool are and locker rooms. Repairs were completed in early October by MacDonald Miller of Alaska. This completes the first of two phases needed to bring it back to proper operating efficiency. Phase 2, slated for Summer 2008, will remove the old air-to-air heat exchanger and replace it with a new one. The unit is operating much better now than in the past few years.
Ruptured Water Lines. On Monday, October 29, the cold water line of the ice maker in the kitchen sprang a leak, resulting in flooding of the crawl space and the boiler room. Though no permanent damage was sustained in the crawl space, some minor sheet rock damage can be seen in the boiler room. Whoever installed the ice maker during the kitchen remodel did so in such a way as to crimp the water line when sliding the unit back into place. Eventually, pressure in the line caused it to burst. The Maintenance Department of Bayshore located the problem and made appropriate repairs.
Hot Water in Kitchen. Due to numerous complaints from event room guests (renters) over the years, an "Ariston" brand four-gallon electric hot water heater has been installed to provide instantaneous hot water to both kitchen faucets. The unit was purchased over the internet for about $200 and installed by Anchorage Plumbing and Heating.
The Learning Center at Bayshore: Susan Green, Educational Administrator
- Before-After program at capacity of 10 students for fall
- Part day enrollment has some openings
- Full day enrollment had 7 openings in September, but is now full with a waiting list
- A replacement for staff member lost last month began work last week
Bayshore Operation Report: Susan Green, General Manager
Bayshore-Klatt Community Council held their meeting at Bayshore Clubhouse on Thursday, November 1st at 7:00 p.m. Land Design North made a presentation about next summers upgrade of 100th Avenue. There were approximately 20 guests, many of them Bayshore homeowners
UI Hearing regarding former staff member was held November 19, 2007, was ruled in Bayshores favor.
Kids Pumping Party held the week before Halloween. It was well attended and the kids had a great time bringing their own pumpkin to decorate. Special thanks to organizer Kristy Calhoun.
Credit Card Fraud. On October 23, homeowners were notified via the web and mail that Bayshore received word from a homeowner that someone attempted to use their credit card information to make a large internet purchase. Fortunately, their fraud protection alerted them and they obtained a new credit card. While we have no information that this attempt has any connection to information stored with Bayshore, they were notified as a precautionary measure. Credit card issuers always advise to closely monitor credit card activity for unauthorized use. If a credit card they have used with Bayshore has had any unauthorized use, they were advised to notify us as soon as possible.
Singing Pumpkins on Halloween.Oct 31. Neighbor Josef Frelin at 3740 Amber Bay Loop hosted pumpkins singing to light show in his front lawn on Halloween. Channel 2 News shared it with the city. Bayshore Friends and Family night for "Christmas Lights to Music" will be November 16-17 from 6-9pm, and officially, the Christmas show starts Nov 22 through Jan 5 from 5:30 pm to 10 pm nightly.
OLD BUSINESS
Easement to Municipality. MOA improvements to 100th Avenue slated for Summer 2008 may include $100K lighted, paved walking trail leading from 100th Avenue to Amber Bay Loop, Kachemak, and Marmot. Before work can begin, an easement must be granted to MOA. The Board asked attorney Carl Johnson to review Bayshore covenants to find out about approval process. Attorney Johnson said it appeared that a 2/3rd approval of eligible voting members would be needed.
NEW BUSINESS
None.
Meeting adjourned at 8:12 p.m.
Respectfully Submitted,
Carol Woods, Secretary
Original draft by Susan Green, General Manager
Final edit by Carol Woods, Board Secretary
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BAYSHORE OWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING 7:00 P.M.
October 15, 2007
Board Members Present
Lorraine Shore, President
Steve Neff, Vice President
Carol Woods, Secretary
Cal Larson, Director
Kari Miles, Director
Kyle Reeves, Director
Board Members Absent
Ralph Carney, Treasurer
Homeowners Present
Rhudel Acuna, ACC Chair
Lorne Smette
Doug & Jody Steffen
Dieter Wuerth
Staff Present
Susan Green, General Manager
Guests
Dan Kirsch, PE, Professional Tech Serv.
Terry Schoethal, Land Design North
ROLL CALL/DETERMINATION OF A QUORUM
APPROVAL OF MINUTES of September 17, 2007 Board Meeting
SPECIAL GUESTS regarding proposed lighted pedestrian pathway from Amber Bay Loop to 100th Avenue, with paved connections from Marmot and Kachemak, as part of improvements to 100th Avenue slated for Summer 08
- Terry Schoenthal, Land-Design North
- Dean Karez, Project Engineer, Professional Technical Services
- Julie Makela, MOA Project Management & Engineering
HOMEOWNER’S COMMENTS - Comments are limited to 5 minutes
TREASURER’S REPORT
- Financial Statements, Ralph Carney
- 2008 Budget, Susan Green
- Collections, Susan Green
COMMITTEE REPORTS
- Capital Improvement Committee
- Architectural Control Committee, Rhudel Acuna, Chair
- Bluff Access Trails Committee, Carol Woods
- Pond Committee, Kari Miles
- Homeowner Dues Committee, Steve Neff
FACILITY REPORTS
- Maintenance Report, Jeff Johnson, Maintenance Supervisor
- The Learning Center at Bayshore, Susan Green, Educational Administrator
- Bayshore Manager Report, Susan Green, General Manager
OLD BUSINESS
- Tract F construction staging area
NEW BUSINESS
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BAYSHORE OWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
September 17, 2007
Board Members Present
Lorraine Shore, President
Carol Woods, Secretary
Ralph Carney, Treasurer
Cal Larson, Director
Kyle Reeves, Director
Board Members Absent
Steve Neff, Vice President
Homeowners Present
Rhudel Acuna, ACC Chair
Dieter Wuerth, Pond Commmittee
Staff Present
Susan Green, General Manager
ROLL CALL/DETERMINATION OF A QUORUM
Lorraine Shore, President, called the meeting to order at 7:05 p.m. and a quorum was present.
ADOPTION OF THE MINUTES
Motion: To adopt the August 20, 2007 Board Minutes
By: Ralph Carney
Second: Kyle Reeves
Passed: Unanimously
TREASURER’S REPORT
Financial Statements: Treasurer Ralph Carney reviewed financial statements with the Board and homeowners. The Learning Center (TLC) income has begun to rebound now that fall enrollment has occurred, although there are still several child care openings that need to be filled. Current debt ratio overall is strong: we have enough accounts receivable to pay our accounts payable 3.5 times.
HOMEOWNER’S COMMENTS
Dieter Wuerth.
1) Involvement of Board of Directors: Mr. Wuerth exhorted the Board, as chosen leaders, to take personal note of repairs needed and to take action to ensure continuation of maximum home values for the community. For instance, he suggested that they walk down to the fitness room to view repairs needed or walk around the pond boardwalk to view damage to asphalt and wood planks. He said he is happy to volunteer as needed, and has done so regularly on the Pond Committee and also with two terms on the Board, one as President.
2) Pond Committee: Mr. Wuerth has been past chair of the Pond Committee by default. He hopes that the new chair, Kari Miles, will call a meeting and invite others to work on the pond with her.
COMMITTEE REPORTS
Architectural Control Committee, Rhudel Acuna. Chair
Projects. The ACC has approved 82 projects in 2007 and rejected 3. Mr. Acuna noted that a Fall inspection of the neighborhood is needed to encourage neighbors to clean up before winter.
Bluff Access Committee, Carol Woods, Chair
Initial inquiries. Carol Woods reports that she has been contacting neighbors on the bluff area and ascertaining their interest and concern regarding bluff access. Any improved trails would be open to the greater community. Because of their remote location at the back of the neighborhood, traffic from the greater community would likely be minimal. Planning and development will continue at slow pace to ensure neighborhood involvement.
Capital Improvement Committee, Lorraine Shore, Chair
Kitchen remodel. Lorraine Shore reported that a final settlement has been reached with regard to Elite Interior’s remodel of the kitchen. Bayshore experienced a loss of event income due to Elite’s continual delays and lack of progress on the kitchen, that was originally supposed to be completed within two weeks. Work continued for 4 months. President Lorraine Shore, VP Steve Neff, and GM Susan Green, met with Mr. Bell of Elite and agreed upon a final settlement of $36,853.85 as total cost for the kitchen. Payment has been made in full and was paid for out of the general fund.
Homeowner Dues Committee
Formation of committee: This committee will determine level of dues increase needed to address funds for general operation of Association as well as capital improvements. A call to join the Committee will be placed on the website and community reader board.
Pond Committee, Kari Miles, Chair
Water sampling. Kari Miles reports that she has read the large report/study put out in the 1990s about the Pond. She found that the City and Bayshore are supposed to be taking samples of the water. She also surmised, and as reported by former Chair Dieter Wuerth last month, that although the plan stated that we would see an increase in sediment, that the sediment level is larger than anticipated due to unanticipated large amount of construction in the area. She cited Campbell Lake that has a settling pond to take care of their sediment. Pond monitoring needs to commence.
Formation of committee: A neighbor of Ms. Miles has volunteered to help with phone calling. A call to join the Pond Committee will be placed on the website and community reader board.
FACILITY REPORTS
Maintenance Report: Jeff Johnson, Maintenance Supervisor
Boiler Inspections: Boilers for the main facility and the HUR (pool area air) have been inspected by the State of Alaska, Enstar, and Central Plumbing & Heating. Central Plumbing added an upgrade to the main boiler and both boilers are operating fine.
McDonnell Miller of Alaska: Three defective damper actuators are scheduled to be replaced with new ones and some diagnostic tests performed on the Heat Recovery Unit (HRU). MacDonnell Miller will send one or two service techs out on Tuesday, September 18 to perform the work. The HRU heats the air in the pool area.
Roof Moss: Roof moss growing on the north east valley of the roof has been removed. The next area to be worked on is the northwest side. Roof shingles are badly rotted where moss is attached, but currently the roof has no leaks. (note: Treasurer Ralph Carney commented that the life of the shingles can be extended if they are treated with Linseed or some other type of oil after moss is removed.)
Women’s Shower: Tiles are on order and the work on the women’s shower will be proceeding as soon as tiles arrive. (note: the estimated cost for the remodel is $8007. The Board approved $4882 in a July special session, but it was later discovered that the bid did not cover the cost of retiling all the way to ceiling, but only lower portion of shower room, and, in addition, it did not address rotted wood. The new bid for $8007 covers new tile all the way to the ceiling along with installation of a 10 inch concrete basin that will prevent any leaking should the seal ever fail again. This comprehensive bid was approved by the Board on August 20, 2007.)
Tennis Court: Warranty work proceeded this month on the tennis court next to the Clubhouse. Cracks were filled and lines repainted. This type of work will need to be continued by maintenance department annually in the future. (note: GM Susan Green noted that the vendor who installed the new surface of the tennis court two summers ago came to do warranty work without being contacted by the Clubhouse and that the good customer service was appreciated.)
The Learning Center at Bayshore: Susan Green, Educational Administrator
Before-After program is at capacity of 10 students for fall
Part day enrollment is picking up for fall. Last month we had 12 openings and this month we have only 6.
Full day enrollment still has several openings. TLC gained 2 FT students this past month and now has 7 openings. 7 are on the wait list and intend on enrolling as soon as children turn three years of age. All turn three no later than Jan08.
Radio ad on Buzz 102.1 for four weeks total; will supplement as needed
Bayshore Operation Report: Susan Green, General Manager
Fall lifeguard swim continues each Saturday from 2-4
Swim lessons are ongoing in September and are likely for October and November
Car break-ins have continued again this month as people have had things stolen from their vehicles. Neighbors are encouraged to file a report with APD, as they like to log in break-ins. When they call, they are encouraged to form a Neighborhood Watch in their area and information is available on our website. One neighbor has had his car broken into 3x as of last night.
Fall garage sale occurred on a very rainy Saturday, September 8. Many homeowners borrowed garage sale signs at no charge and returned them after the sale.
Notes in mailboxes. Several neighbors contacted the clubhouse at the beginning of the month saying that they had received “notes” in their mailboxes citing alleged violations of community guidelines and covenants. They were notified that these are not from the Clubhouse or the Architectural Control Committee and that if they were from us, they would have received a signed letter inviting a response. This information was posted on the website. More than one homeowner planned to refer the incidents to the Postal Service.
Parking lot at Clubhouse. Aug 23. The parking lot recently received much-needed maintenance work. Major cracks were addressed in August and resurfacing will occur next summer after the ground has settled. Three orange traffic cones belonging to Bayshore were stolen from the Clubhouse Wednesday evening, Aug 22.
OLD BUSINESS
Tract F construction staging area: Construction equipment from TAM Construction has been using a portion of Tract F during road improvements in the area for the past 24 months. Projects will be ending within the next month and after they evacuate the area,
GM Susan Green and Director Cal Larson will meet with Bill McKeever of TAM to inspect.
NEW BUSINESS
None.
ADJOURNMENT
Motion: Motion to adjourn the meeting at 8:00 p.m.
By: Kyle Reeves
Second: Ralph Carney
Passed: Unanimously
Respectfully Submitted,
Carol Woods, Secretary
Original draft by Susan Green, General Manager
Final edit by Carol Woods, Board Secretary
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BAYSHORE OWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
August 20, 2007
Board Members Present
Steve Neff, Vice President
Carol Woods, Secretary
Ralph Carney, Treasurer
Cal Larson, Director
Kyle Reeves, Director
Board Members Absent
Lorraine Shore, President
Kari Miles, Director
Homeowners Present
Rhudel Acuna, ACC Chair< |
