forest glen b&c homeowners association board of directors ... · 2018-04-01 · 12. be...

Forest Glen B&C Homeowners Association Board of Directors Meeting Minutes

Date: November 16, 2017 Place: Brighton Fire Station Presiding: Carolyn Keigley, President Board Members Present: Don Pickard, Chris Eisenberg, Marko Pala, Mark Barton, Curtis Thompson, Craig Hale, Ross McIntyre and Debbie Lenk (by phone) Board Member(s) Excused: none HOA Members Present: none Call to Order: 6:35 PM Owner’s Forum - no owners were present

1. Agenda (see Appendix A)

2. Plowing parameters and expectations – Don Pickard (see Appendix B) The plowing parameters, first drafted in March 2017, were reviewed, revised and finalized by the board. The primary concern was plowing cost. We live in an extreme winter environment where weekly blizzards are common. It is not affordable, nor even possible to make our roads passable 24/7 during the winter storms. There will be times when residents will be advised with text alerts that our roads are not plowed sufficient to allow most vehicles to pass. Residents that arrive late or need to leave early must be prepared to find alternative parking. The parameters were designed for the primary demographic, weekend visitors. Some full time residents may see plowing curtailed compared to previous years. Residents that rarely or never use their cabins should see a reduction in cost. Of course, in the end costs are subject to the weather. Discussion: It was agreed that our parameters should not exceed the UDOT Snow removal document which reads that Big Cottonwood Canyon is classified as Priority 2 minor arterial. Plowing will be primarily at Paul’s discretion. Plowing 2 or 3 times/day? It was decided to plow twice and if more were required, Pickard, Keigley, or McIntyre would provide Paul guidance. The plowing parameters will be sent to residents and full time renters. Owners would be responsible for providing the parameters to guests. It was agreed that violators of the plowing parameters and winter driving/parking rules would be warned and then fined (in addition to towing fees). The actual tickets that will be placed on vehicles will be developed via email during the upcoming weeks.

3. Treasurer’s Report including 2018 budget – Debbie Lenk (see Appendix C) All bills paid to date and all owners have now paid their 2017 dues. SLC water bill paid Remaining 2017 bills include HOA attorney, two more invoices from water master, and 23 remote meters. Pala will contact Paul to get bill for small tank backfill. Carryover to 2018 should be about $20K.

2018 Capital projects include:

• Sealant inside of small tank $3250

• New lids on water storage tanks $1320

• Culverts for driveways that create road pot holes $3300

• Reserve study (required by Utah HOA law) $1600

• Speaker phone for monthly BOD meetings $275 Other new or revised 2018 expenses include:

• Legal services to revise governing documents to comply with Utah HOA laws $4500

• Plowing $21000

• Plowing reserve $5000

• The intent of the “plowing reserve” is to build up a fund to help pay for plowing during big snow years. The plowing reserve will roll forward if not used as well as any excess from the plowing funds until a $10K reserve is reached.

Keigley motioned that the 2018 budget as presented by Lenk be accepted, Hale seconded, board approved unanimously. Lenk will draft a letter for the 2018 invoices which will be the same as 2017 dues.

4. Discussion of future dues structures: Keigley motioned that dues be in accordance with current Bylaws, Pickard seconded. Motion was stopped for discussion. Barton proposed BOD could assess variable dues. Pala proposed that dues be similar to current structure where lots pay about 50% of cabins. Eisenberg proposed that two committees be formed. One to develop spread sheets for a variety of dues structures (Eisenberg, Lenk, and Pickard) and the other to develop terms (Pala and Hale). The committees will work independently and present their work at the next BOD meeting in January.

5. Past Minutes. There was discussion on how detailed meeting minutes should be. Hale made a motion that minutes should be less detailed (excluding details provided by legal counsel, detailed discussions, etc.), Thompson seconded, unanimous agreement. The past minutes will be revised accordingly, reviewed and recorded.

6. Other discussions:

• Thompson replaced the gate fob readers with boxes that no longer have a key board. He will write a program that allows residents to let guests in with their phone. He has accrued $300 in expenses for maintaining the gate.

• Send out notice of upcoming board meeting to residents.

• Talk to Paul to see if we can contact Fergle for emergency towing should Paul not be available.

7. Adjourn 9:00

8. Upcoming Meetings: 11 January – 6:30 – Hale’s conference room.

Don Pickard, Secretary Contact Information: Email: [email protected] Web: www.forestglenbc.com Post Office: PO Box 711762, Salt Lake City, UT 84171

mailto:[email protected]

http://www.forestglenbc.com/

Appendix A

Forestglen B&C Board Meeting Agenda Nov 16th, 2017, 6:30 p.m. Fire Station Owner’s Forum- 5 min Owners are invited to speak at this time. Action Items – • Approve 2018 budget • Dues Structure • Minutes approved - Don - Need to approve Minutes from April and June meeting which were to be edited after September board meeting. Minutes from September and October meeting to be approved. Reports -15-20 min. • Treasurer’s Report – Debbie • Status of 2017 projects o Plowing parameters and expectations – Don o Text alert updates – Chris and Carolyn o Website password – do we need to send this to HOA members?

Appendix B

Forest Glen B/C Plowing Parameters Revision 5 (17 Nov 17) We live in an extreme winter environment where weekly blizzards are common. It is not affordable, nor even possible to make our roads passable 24/7 during the winter storms. There will be times when residents will be advised with text alerts that our roads are not plowed sufficient to allow most vehicles to pass. Residents that arrive late or need to leave early must be prepared to find alternative parking. Responsibilities and Liabilities: Snow Removal Contractor: 1. Maintain communication with BOD representatives (Keigley, McIntyre, or Pickard) to ensure roads are satisfactorily maintained. 2. On snow days maintain new snow to a depth of less than 8” between 6AM and 10PM, if possible. 3. During blizzards (snow and wind for an extended period of time), plow no more than 2 passes/day, call BOD representative (Keigley, McIntyre, or Pickard) if you recommend more. 4. Snow removal service may be limited to daylight hours and by visibility due to concerns for the safety of snow removal contractor and other road users. 5. Clear marked FGBC road driving surface 10’ wide, and banks 12’ wide where possible within 24 hrs of end of storm. 6. On snow melting days maintain a slush depth of less than 6” and remove ruts before night freeze. 7. Trim road width and depth on non-snow days as required. 8. Maintain paved area between GPR and bottom of Wheeler’s Hill to a minimum depth. 9. Maintain the widened portion at the top of Wheeler’s Hill for parking snow mobiles. 10. Maintain pullouts at Mooney’s, Allegra/Meyer’s, and Barton’s. 11. Maintain GPR shoulder wide enough for parking outside white line. 12. Be available for towing stuck vehicles, all costs associated with towing are to be charged to owner. 13. Notify subscribers with text alert, call-em-all when road can’t be maintained (due to blizzard, mechanical failure, stuck cars, etc.) 14. Not liable for damages to towed vehicles or vehicles parked closer than 1’ of the plane of plowed bank. 15. Provide service cost/invoices monthly to treasurer/coordinators. 16. Refer all road plowing requests by residents to BOD representatives (Keigley, McIntyre, or Pickard). Forest Glen B/C HOA BOD: 1. Assign responsibility for communicating with snow removal contractor to BOD representatives (Keigley, McIntyre, or Pickard). 2. Enforce winter road rules, with consequences for repeat offenders. e.g. after two incidents: $100 for stuck vehicle (w/o snow tires, 4wd, etc), $100 for abandoned vehicle; $50 for parking less than 2’ from road bank, repair costs for jumps or tools/debris left in road. A note will left on vehicle for each offense. 3. When snow banks start to build, mark the road and pullouts that require snow removal. 4. Clear snow around gate prior to 6 AM sufficient to allow its opening. 5. Communicate road conditions with HOA via call-em-all. 6. Pay bills promptly.

Individual Cabin owner: 1. Make contact with snow removal contractor if and when driveway snow removal is desired and negotiate service and costs. 2. Mark boundaries of snow removal. 3. Ensure driveway is clear of all non-snow material including vehicles. 4. Those that blow their own driveway must re-blow any snow blown into road. 5. All road plowing requests must be made to BOD representatives (Keigley, McIntyre, or Pickard). 6. Park vehicles at least 2’ from plane of plowed bank. The road needs to be a minimum of 10’ wide for the plowing equipment and in addition to that distance the parked vehicles at least 2’ from the plane of the plowed bank. 7. Do not abandon vehicles that are stuck. 8. Do not park in pullouts. 9. Clear fire hydrants adjacent to cabins. 10. Observe winter driving rules (snow tires, AWD, visitors, etc.) 11. When parking on GPR, park on the outside of the road beyond the white line (UDOT may ticket or tow). 12. Do not leave things in road (sleds, shovels, rakes, etc.). 13. Take care (especially during blizzards) to watch for plows and plan an escape route. 14. Residents are liable for communication, cost, and any damages incurred due to plowing within marked driveway boundaries and adjacent to road. 15. Residents are responsible for communicating these parameters as well as winter driving rules to visitors, renters, etc.

16. Winter road rules will be enforced, with consequences for repeat offenders. e.g. after two incidents: $100 for stuck vehicle (w/o snow tires, 4wd, etc), $100 for abandoned vehicle; $50 for parking less than 2’ from road bank, repair costs for jumps or tools/debris left in road. A note will left on vehicle for each offense. This fee is paid to the HOA and is in addition to what the towing expenses maybe incurred. 17. If a vehicle causes excessive damage to the road that the plowing contractor has to come and clean up, such as huge ruts or whole the cabin owner attached to that vehicle will be held financially responsible for that clean cost.

Appendix C

4849-2454-9458, v. 1


Date: October 12, 2017 Place: Hale & Wood Conference Room Presiding: Carolyn Keigley, President Board Members Present: Don Pickard, Chris Eisenberg, Marko Pala, Mark Barton and Debbie Lenk (by phone) Board Member(s) Excused: Curtis Thompson, Craig Hale, and Ross McIntyre HOA Members Present: none Call to Order: 6:38 PM Owner’s Forum - no owners were present Agenda (see Appendix A) 1. Reports

a. Water Report: (Pickard)

• Small tank (was leaking) drained, cleaned and patched inside (McIntyre and Pala)

• Small tank dug around outside, pressure washed, coated (Barton, McIntyre, Pickard, Keigley)

• Small tank back filled with gravel (Pala, Pickard, and 4 others)

• Expect bill for bobcat for backfill gravel, one hour approx $185.

• Valve to small tank still off, waiting return of McIntyre.

• Plan to coat small tank with Zypex next year.

• Salt Lake Valley Health Department Sanitary Survey completed in August required by state every 3 years. McIntosh will forward letter report when he receives it. Mentioned that he replaced a screen and sent documentation to state.

• Middle of hydraulic model/study with U of U graduate students. Planning flow testing of hydrants next week.

• McIntosh has read all water meters for the fall, but has a couple numbers to check. Flows and testing are good.

b. Text Alerts (Eisenberg)

• Eisenberg will draft letter on how to let people access text alerts, i.e., if you get the alert OK, if you don’t, this is what you need to do.

• Keigley will send out email to have folks prepare for winter. Barton recommended that any emails that are sent out by the BOD should be first coordinated and approved by BOD.

c. Remaining remote water meters. Barton made motion to have remaining water meters (31)

installed by McIntosh, funded by remaining 2017 water system maintenance funds; seconded by Pala; all present concurred.

d. Seal coat (Pala) Completed and looks good.

e. Treasurer’s Report (Lenk) See Appendix B

• Two members have not paid. Pickard will contact one.

• Waiting for SLC water bill

• Have not yet received legal bill from Tyler LaMarr

4849-2454-9458, v. 1

• $7K paid for fall plowing 2. 2018 budget discussion:

a. 2018 Yearly Road Maintenance, no discussion similar funding level b. Culverts: Concern about recurring pot holes at several uphill cabins on Skyline View Lane. FG-A

has a lot of pipe left over from their water project which may be available at low cost. However, not sure culverts at driveways alone will solve the pothole problem. Also, drainage is flat at several driveways. Need to add culverts to get water across the road. Keigley suggested using water bars instead of culverts. Budget item will remain at $3300, but requires further study.

c. Speaker phone for BOD meetings approved d. Reserve Analysis recommended by Tyler LaMarr $1500 approved e. Governing documents revision to comply with Utah HOA law approved at previous BOD meeting

$4500 f. Plowing: We spent 1/3 of plowing budget during 3 days of blizzard. We need to consider

closing roads instead of spending so much next season. We need an insurance certificate from Paul Nell to protect HOA from liability. Plowing parameters will be handled via email. Current budget for 2018 plowing is $21K. $5K will be added to 2018 budget as separate plowing reserve.

3. Action items:

a. Lenk will provide updated budget b. Keigley will draft winter reminder to HOA. c. The 2018 Budget will be finalized at the Board meeting scheduled for November 9, 2017, and

dues structure options will be discussed. d. Meeting minutes for April, June, July, and September will be coordinated and approved via

email. e. Plowing parameters will be coordinated and approved via email.

4. Adjourn 8:30

5. Upcoming Meetings: November 9 – 6:30 – Fire Station




4849-2454-9458, v. 1

Appendix A

Forestglen B&C Board Meeting Agenda

Oct. 12th, 2017, 6:30 p.m.

Craig Hales Office

Owner’s Forum- 5 min

Owners are invited to speak at this time.

Reports -15-20 min.

• Treasurer’s Report – Debbie

• Water Report – Mark and Don

• Status of 2017 projects

o Remaining water meters – Mark

o Plowing parameters and expectations – Don

o Text alert updates – Chris and Carolyn

o Seal coat – Marko

Action Items – 15 min

• Minutes approved - Don - Need to approve Minutes from April and June meeting which were to

be edited after September board meeting. Minutes from Sept. meeting to be approved.

• Vote on projects that presented at September meeting.

• Approve 2018 budget

Discussion Items -1 hr (If time allows)

Governing Documents

• Questionnaire results on governing Documents

• Future directions, plans and goals

4849-2454-9458, v. 1

Appendix B

4849-2454-9458, v. 1

4850-7279-1890, v. 1


Date: July 27, 2017 Place: Hale & Wood Conference Room Presiding: Carolyn Keigley, President Board Members Present: Craig Hale, Ross McIntyre, Don Pickard, Curtis Thompson, Chris Eisenberg, Marko Pala, Mark Barton and Debbie Lenk (by phone) Board Member(s) Excused: none HOA Members Present: none Call to Order: 6:35 PM Owner’s Forum - no owners were present Agenda (see Appendix A) Owner’s Forum - no owners were present Guests: Attorney Tyler S. LaMarr, HOA attorney from Miller Harrison Law

1. President’s opening comments: Any presentation documents should be sent out 24 hours in advance and board members should make their own copies of those documents to bring to the meeting.

2. Hale and Tyler LaMmarr (TL) led a discussion of HOA Bylaws/Dues issues, including an initial review of our documents, standard practices, and legal aspects.

3. Reports

a. Treasurer’s Report: Lenk (see Appendix B) Bills paid, dues collected from all but two, don’t owe any taxes.

b. Construction report: (removed) will start construction of garage this year and will pay deposit. The fill removed from excavation can be used to build up a pull-out across from where the pull-out will be extended.

c. Water meters: Thompson has installed 20 and is done. Barton will install the remainder. d. Road report: Pala: Superior Asphalt will seal pavement for $2310. e. Recommended setting aside bylaw issue for now and base 2018 budget on current dues structure. All agreed.

4. Action items: a. Complete questionnaire when TL sends it. b. Develop project list and budget for 2018. c. McIntyre will take the lead on the small tank repair, probably in September. d. Hale will add camera to road to show road conditions, which he will set up on web site.

Upcoming Meetings: September 7 – 6:30 – Fire Station; October 12 - 6:30 – Hale & Wood Conference Room.

Don Pickard, Secretary

4850-7279-1890, v. 1

Contact Information: Email: [email protected] Web: www.forestglenbc.com Post Office: PO Box 711762, Salt Lake City, UT 84171



4850-7279-1890, v. 1

Appendix A Board of Directors Agenda, 27 July Owner’s Forum Owners are invited to speak at this time. Discussion and Information

1. Craig Hale and Tyler Lamar will lead a discussion of HOA Bylaws/Dues issues, including plowing, water, and legal aspects.

2. Review HOA member feedback. 3. Develop two options that address HOA Bylaws/Dues issues and update the time table leading to

resolution. 4. Financial report – Debbie 5. Construction permits and gate – Curtis 6. Water report – Ross 7. Road report – Marko 8. Website update – Craig 9. Communications update – Chris 10. Plan expansion of pullout by gate (note Bishop is OK with expansion) and any other work not

accomplished during workday. Action Items

1. Approve minutes from past meetings. 2. Develop two options that address HOA Bylaws/Dues issues and update the time table leading to

resolution. 3. Make plans for completing summer work.

4850-7279-1890, v. 1

Appendix B

4850-7279-1890, v. 1

4846-1718-5618, v. 1


Date: June 8, 2017 Place: Brighton Fire Station Presiding: Mark Barton, President Board Members Present: Craig Hale, Ross McIntyre, Don Pickard, Curtis Thompson, Chris Eisenberg, Marko Pala, Carolyn Keigley and Debbie Lenk (by phone) Board Member(s) Excused: none HOA Members Present: none Call to Order: 6:35 PM Owner’s Forum - no owners were present Agenda (see Appendix A) Reports Water - McIntosh

1. We are still passing all tests and maintain -25 points 2. Still need a new seal on the main tank lid 3. Water leak detected 5/21/17 at 6 gpm. Subsequently, all electronic meters were checked; all

cabins with historical problems with leaks were checked; all cabins were circled to see if a faucet was opened. On 6/4/17 flow had reduced from 7.7 gpm to a normal flow of 3.4 gpm, indicating that the leak had stopped.

Financial – Lenk – (see Appendix B)

1. Routine bills paid 2. Plowing cost for the 2016-2017 season was $24,960

Discussion and Information

1. Recap of annual meeting. The annual meeting went well. 21 members attended, and 5 proxies were presented. Keigley and Pala were reelected, and Hale was newly elected to the board. The membership was notified that dues collection will be changed from June to December to align with the fiscal year, and that the dues structure and Bylaws will be reviewed this summer.

2. Thompson mentioned that [removed] and [removed] were left out of the phone directory and that he will revise it, and send out a pdf to the membership.

3. Work day plan: Meet at Thompson’s for breakfast at 9AM, 24 June. Thompson will bring breakfast items. Keigley will host lunch.

a. Pala will make arrangements to rent a landscape tractor and roller (from United Rentals or Howe Rentals)

b. Pala will order 4 loads of road base and will see if it can be delivered with a “belly dump” that can spread material directly on the road (Wolff provided a good price last year).

c. Read meters d. Exercise hydrants and clear culverts e. Paint hydrants and valve covers if necessary. Try to locate and uncover all hydrant valve

covers. McIntyre will look for pictures. f. Take down winter driving signs.

4846-1718-5618, v. 1

4. March minutes approved as draft but have not been posted. 5. Election of officers and committees:

a. President: Keigley b. Vice president: Barton c. Treasurer: Lenk d. Secretary: Pickard e. Building: Thompson f. Water: McIntyre & Pickard g. Roads: Pala h. Gate: Thompson i. Web Site: Hale j. Communications: Eisenberg & Keigley

6. Monthly meetings. Will generally be second Thursday of Month alternating between Fire Station and Hale’s office (4766 S Holliday Blvd). Board member calendars were checked for availability this summer and it was agreed that the upcoming schedule would be: 27 July, Hales; 7 September, Fire Station.

7. Tentative meeting and milestone schedule working backwards from 31 December when the annual dues are due; Notice for dues will be sent out 15 November; Vote on dues structure/bylaw changes will be completed 15 October; Send out ballot package by 22 September (May use internet based ballot (Eisenberg will advise)); Possible special meeting if there is a big change to dues or bylaws; Set budget for 2018 at 7 September meeting.

8. The ballot package will give property owners an opportunity to express their preference for one of two dues options. The package will consist of a detailed explanation of each option, pros and cons, dues associated with each option, and changes (if any) to the Bylaws that the options would require. Note the letter provided at the May Annual Meeting stated that the ballot package would be sent out in June.

9. Noted inconsistency that CC&Rs take precedent over Bylaws, but CC&Rs only require a simple majority to revise (+50 %), whereas Bylaws require a supermajority to revise (+67%).

10. Hale led a discussion on how to proceed with dues structure changes. It was generally agreed that we should first discover what general structures are legally permissible before they are detailed, and Hale will lead that investigation. Utah code, Title 57, chapter 8a appears to contain relevant law.

11. a. Water fees: The Board discussed how best to allocate water charges among cabin and

lot owners and will develop a proposal for the allocation. . 12. Plowing:

a. It was suggested that we need a plowing standard. Paul Nell has asked for this. Currently he makes the decision on when to plow, and responds to issue calls. For example, one scenario would be plowing once a day on snow days. Another would be to plow anytime the depth of snow is ".....".

b. Some did not believe that would save costs, because Nell needs to keep up with the snowfall. If he doesn’t, snow builds up, is packed by cars, and he can no longer maintain a depth close to the road. When there is period of warmth, the snow melts and the snow turns into a deep slushy quagmire that requires more heavy equipment, time, and expense to remove.

13. Keigley will provide contact info for attorney Blakesley and the Pine Meadows Ranch attorney to Hale who will contact them to get a legal sense of what is permissible for changing dues structures and Bylaws. He will also review applicable Utah law.

4846-1718-5618, v. 1

Action Items:

1. Hale will investigate permissible dues structures and Bylaws changes. 2. The discussion of dues structure and Bylaw changes will continue via email. 3. Thompson will update phone directory and provide pdf.

Upcoming Meetings: July 27 - 6:30 – Hale’s conference room; September 7 – 6:30 – Fire Station.




4846-1718-5618, v. 1

Appendix A

Forest Glen Board of Directors Meeting Agenda June 8, 2017 6:30 pm Brighton Fire Station Owner’s Forum Owners are invited to speak at this time. Discussion and Information 1. Recap of annual meeting 2. Work day plan Action Items 1. Approve minutes from past meetings 2. Elect board positions and assign water, building, etc. 3. Next steps for dues

4846-1718-5618, v. 1

Appendix B

4846-1718-5618, v. 1

OTE: Individuals' names have been removed for reasons of privacy. For specific questions, please contact a member of the Board or send an email to the HOA email address.

Forest Glen B&C Homeowners Association Annual Meeting Minutes

Date: May 23, 2017 Place: Brighton Fire Station Presiding: Mark Barton, President Board Members Present: Tricia Burton, Ross McIntyre, Carolyn Keigley, Don Pickard, Curtis Thompson, Chris Eisenberg, Marko Pala, and Debbie Lenk Board Members Excused: none

Call to Order: 6:30 PM

Welcome and Introductions – Mark Barton

Mark Barton introduced the Board members and thanked Tricia Burton for her work on the Board. Tricia will not be seeking another term. The new owners of 12371 E Forest Glen Rd were welcomed to the neighborhood.

Approval of Minutes from 2016 Meeting Minutes were approved.

Big Cottonwood Canyon Association Update – Greg Hatch There is a newsletter that HOA members can sign up to receive. Important dates coming up:

• Full Road Closure for Tour of Utah 3rd Stage - Wednesday, August 2, 2017 from 9:30 am-3:30pm.

• Rolling Road Closure for Big Cottonwood Marathon - Saturday, September 9, 2017 from 7-11 am

• Chipper Days Deadline - September 25, 2017

• No BCCA Meeting in JulyWatch for emails on BCCA information and updates to stay informed. You may also come to the BCCA meetings, which are held on the second Monday of each month, except July and December, at 7 PM at the firehouse There are big changes that are affecting our canyon.

• New Foothills and Canyons Overlay Zone (FCOZ) - the Salt Lake County zoning ordinance thatregulates construction and development in the Big Cottonwood Canyon and our neighborhoodis being revised

• New municipal district: BCCA will be petitioning Salt Lake County to perform a feasibility studyto determine whether Brighton should become a town.

• Mountain Accord, which was funded by the state legislation, has now been disbanded, and hasbeen replaced by the Central Wasatch Commission

• Brighton Institute. The Brighton institute is a non-profit organization committed to providingexperiences and advancing learning opportunities in the sciences, arts and humanities in BigCottonwood Canyon. Their goals are to enhance understanding of the uniqueness of the localarea and the quality of life by sharing knowledge, perspective, and experiences.

Gate and Directory – Curtis Thompson Curtis updated the Forest Glen B/C phone directory which was distributed at the annual meeting.

Water System Report Water- Ross McIntyre The FGBC water system delivers around 2.5 million gallons of water to the HOA annually. We all bear the cost of treating and testing the water, and need to be diligent in managing its use to ensure adequate water supply for all. The main water delivery system is working well at this point. We are currently passing all water quality testing, and have -25 IPS points. Main tank restoration was completed in early September 2016. Eroded concrete was patched and entire interior surface was sealed. Small tank will be patched and sealed this summer. Several upgrades will be made for easier access and improved security to vault and tanks. The entire above ground water system has been surveyed and the coordinates have been used to prepare a Google Map so that all points can be roughly located with a cell phone.

Building Report – Ross McIntyre Lot C26, 12362 E Forest Glen Road has submitted plans for construction. Lot C34, 12285 E Skyline View Lane is planning renovations.

Treasurer’s Report and 2017 Budget Review – Debbie Lenk See appendix A for2017 budget Among the areas to note:

• $28,000 is allocated to plowing. Any excess snow removal funds from our budget will be used tocreate a reserve for future needs.

• $5,100 is allocated to road maintenance which includes $1,600 for Magnesium Chloride dustcontrol.

• $2,310 is allocated for asphalt sealant to maintain our existing pavement.Capital projects include:

• $2,200 to complete the installation of remote water readers for remaining cabins.

• $5,300 for water projects including repairing our small tank and other projects to ensure we arein compliance with our sanitary survey inspection by the Salt Lake Valley Health Department thisyear.

For many years, HOA dues and fees have been collected in the middle of the year, while the budget for the year has been effective January 1. This has made it challenging for the board as we begin incurring expenses well before revenue is collected.

To fix this problem, beginning this fall dues and water utility fees will be billed each October for the upcoming calendar year. This change will allow us to align our billing to bill in advance of the calendar year instead of in the middle of the year. This change has been suggested for many years and will allow us to simplify our financials and budget process. This means that for the 2018 budget, dues and fees will be due on 1 January 2018 instead of June 2018.

In addition to changing the timing of the payment of dues and the water utility fee, the board has determined it’s necessary to review the dues structure. As far back as anyone can remember, we have charged different dues for cabins and lots. Additionally, following a large increase in Salt Lake City’s water utility fee in 2011, we began charging only cabins for water.

As we’ve gained valuable experience with what it takes to provide year-round access to our neighborhood, it’s become clear that approximately $10,000 in additional annual revenue is needed to cover annual operations, absorb fluctuations in expenses between big and small snow years, and protect our reserve fund set aside for capital repairs.

While it’s been relatively easy to determine the amount of additional revenue required, it’s been more challenging to determine the best way to collect this revenue. The board has spent many hours exploring different solutions which would address the needs of lot owners, full-time residents, and part-time users. The board will be discussing options and proposing changes to our governing documents during the upcoming months.

Question from on home owner: Is our current dues structure in compliance with our governing documents? Response: No.

Election of Board of Directors

• Three people ran for three positions, and after the votes were counted, Carolyn Keigley, MarkoPala and Craig Hale were elected for three year terms ending in 2020.

• Ross McIntyre, Don Pickard, and Debbie Lenk hold Board positions with a term ending in 2018.

• Curtis Thompson, Chris Eisenberg, and Mark Barton hold Board positions with a term ending in2019.

Other

• Work Day will be held June 24th. Breakfast and lunch details to follow.

• Sign up with Chris Eisenberg if you want road text alerts and didn’t receive them last year.

• 30 owners were in attendance

• 36 total ballots were cast

Meeting adjourned: 8:15 PM

Appendix A Forest Glen B&C Annual Meeting Agenda May 23, 2017 • Welcome and Introductions • Approval of Minutes from 2016 Meeting • BCCA Update---Greg Hatch • Gate, Directory and Building Report---Curtis Thompson • Water System Report---Ross McIntyre • Treasurer’s Report---Debbie Lenk • 2017-18 Budget Review---Debbie Lenk • Dues Structure Options for 2018 and Beyond---Debbie Lenk • Election of Board of Directors • Other Items for Discussion • Adjourn

Appendix B

Forest Glen B&C Annual Meeting May 2017

Treasurer Report

2016 Financial Highlights

• Year-end results better than expected

o Cash balance was $54,963 versus budget of $48,686

o Revenue was approximately $689 above budget ($59,357)

o Operating expenses were $1,571 below budget ($49,817)

▪ Snow plowing = $21,288

▪ SLC water fee = $11,127

▪ Water system maintenance, chlorine, testing = $9,788

▪ Road maintenance = $3,837

▪ All others = $3,777

o Capital projects spending was $3,202 below budget ($22,288)

▪ Water tank restoration = $20,500

▪ Water meter readers = $1,788

• Total savings (checking plus money market account) were down $13,934

• Fixed assets after booking depreciation totaled $428,019

2017 May 18 YTD

• Income at $59,610 consists of recent invoices for dues and water fees

• Spending of $18,047 is:

o Snow removal = $15,740 ($22,740 total to date for season – waiting for final invoice)

o Water system costs = $1,923

o Misc. = $384

Results

Year End 2013 Year End 2014 Year End 2015 Year End 2016

2017 YTD thru May 18

Income $45,415 $47,137 $58,134 $59,357 $59,610

Spending 57,994 54,474 39,306 72,105 18,047

Net -$12,579 -$7,337 $18,828 -$12,748 $41,562

Savings

- Checking $4,231 $1,249 $3,910 $3,027 $7,259

- Money Market 54,782 49,812 64,987 51,936 $30,427

Total $59,013 $51,061 $68,897 $54,963 $37,686

AR $0 $0 $0 $1,345 $59,410

Fixed Assets $483,376 $465,098 $437,002 $428,019 $428,019

AP $293 $1,607 $615 $774 $0


Date: April 13, 2017 Place: Tricia Burton’s home Presiding: Mark Barton, President Board Members Present: Tricia Burton, Ross McIntyre, Carolyn Keigley, Don Pickard, Curtis Thompson, Chris Eisenberg, Marko Pala, and Debbie Lenk (by phone) Board Member(s) Excused: none HOA Members Present: none Call to Order: 6:30 PM

Owner’s Forum - no owners were present

Agenda (appendix A)

Reports

1. Water - McIntyrea) We are still passing all tests and maintain -25 pointsb) Still need a new seal on the main tank lidc) High flow came one month early - checking if there is a draining issue Saturdayd) Chlorine readings Tuesdays – have been consistently 0.2 ppm which is within the desired range

of 0.2 – 0.4 ppm.e) [removed] has mapped the water system and neighborhood lots on “My Maps”, which can be

uploaded to smart phones, displayed on Google Maps, and is navigable. The Forest Glen WaterSystem Handbook will include the Google Map, as well as schematics that have been prepared,construction documents (for phase II) and plans, history, government requirements andregulations, performance, maintenance schedules and procedures, and desired improvements.Phase I drawings (inside the development) could not be located and it was stated that becausethis effort replaced the old PVC pipe and meters it was considered a repair / maintenance effortand therefore no drawings were required or prepared.

2. Financial – Lenk - Appendix Ba) Routine bills paidb) Main focus has been the creation of the budget for 2017 - more info under “Budget/Dues

Structure” below

Discussion and Information

1. Renter Issue seems to have died down. [removed] finally understands her clients are not permittedto park on neighbors’ property. Our CC&Rs prohibit “noxious trade”, and county laws prohibit shortterm leases on homes without sewer and/or adequate parking. The yoga retreats, etc. are inviolation of both CC&Rs and county laws. This problem will not last, as it is believed [removed] willnot seek to renew her lease.

2. Opening date for heavy vehicles on road To be determined - tentatively May 15

3. Budget/Dues Structure

a) Lenk presented the 2017 Budget as well as a proposal to revise the dues and accounts structure. The motivation was to help the HOA be better prepared for heavy snow years (without running out of money), protect the capital reserves, ensure everyone feels heard, and produce a sustainable dues structure. Where two bank accounts now exist (Operating-checking and Capital Reserve-money market), one or two additional accounts were proposed:

1. Operating Reserve (savings account eventually containing about $15,000) for unexpected operating expenses and projects related to water system, gate, roads and winter access 2. Construction Deposits (checking account) to collect, hold and return road deposits (although this could continue to be done within the Operating account). Note: The Capital Reserve (money market) account should never drop below $30,000 except in a capital emergency.

b) HOA dues currently produce about $58K annually. In order to cover operating expenses, capital costs, and contribute to building an operating reserve, an additional $10K is needed in annual revenue. The Board has been made keenly aware of the need for this operating reserve because of the awesome snow year we just experienced during the 2016-17 season in which we exceeded our snow removal budget, by 50%. Two options to build the reserve were proposed: divide all expenses equally vs. a blend of common and use-based fees. Snow removal, which accounts for a large portion of our budget, has been a hot topic for many years - particularly how it should be financed. There are two main camps: those who believe the cost of snow removal should be shared equally among all HOA members, and those who believe those who use the road more during the winter should pay more than those who use the road little or not at all during our winter season. Main arguments:

1) Equal payment camp:

• Roads are common areas

• All HOAs offer amenities that all members have to pay for, whether they use them or not

• Even those who do not drive on the road derive a benefit from snow removal (insurance, mortgages, increased property values, access if they do decide to come into the neighborhood…)

• The Bylaws do not allow for a variation in dues structure (although we have been going against the Bylaws in this area for some time, our dues do not include water, that’s currently a separate bill.

• Variation in dues amounts fosters ill feelings among neighbors and forces the Board to police winter road usage

2) Pay for usage camp:

• We have 65 owners (71 properties - some own more than one property) whose winter road usage ranges from 1000 times during the winter to zero - Those who use the road during the winter should pay more for snow removal than those who only access their cabins during the summer

• Many HOAs offer common amenities, and additional amenities are offered at a premium.

• We have the gate openings data, so we can differentiate between those who use the winter road often, occasionally, or not at all

• The Bylaws should be updated to allow for the difference in dues according to water allocation and winter road usage

• Those who have to pay $300 extra each year for a service they don’t use (and some even oppose) have ill feelings toward their winter-use neighbors

c) Under the use-based plan, it was proposed the Board let each member choose their own level of

usage, but others suggested we use the data we already have available from the gate openings to determine level of use. Each level (Occasional, Frequent, Daily) represents a $150 to $200 increase. There was some disagreement regarding a precedent for an unequal dues structure among members of an HOA: Our HOA has perpetuated an unequal dues structure between cabins and lots for some time, and it may have started when water was originally considered a consumable that only cabins used. The water bill was subsequently removed from the dues and paid separately by the cabins, however the difference between lot and cabin dues remained. It is not known if the difference in dues was road usage and if so should lots be partially or fully exempt from plowing costs. What do other HOAs do? Should vacant lots pay less than developed lots? This issue has been tabled through the Easter weekend, after which the discussion will resume via email.

Action Items

1) Minutes: March meeting minutes approved.

2) Annual Meeting: Date has been changed to Tuesday, May 23rd - 6:30 - Brighton Fire Station. [removed] will send an email notifying HOA members of the change

3) Items for information packet: cover letter, work day notice (June 24th), ballot, Know Your

Candidates, proxy

4) Upcoming Meetings: May 23rd - 6:30 - fire station - HOA Annual Meeting

Tricia Burton, Secretary Contact Information: Email: [email protected] Web: www.forestglenbc.com Post Office: PO Box 711762, Salt Lake City, UT 84171

Appendix A

Forest Glen Board of Directors Meeting Agenda April 13, 2017 6:30 pm Tricia’s Home Owner’s Forum Owners are invited to speak at this time Reports 1. Gate and Building---Curtis 2. Water---Ross/Don 3. Financial---Debbie Discussion and Information 1. Laurie/Trivas/Rowland 2. Opening date for heavy vehicles on road 3. Budget a. Reserve account allocation b. Projects for 2017 budget c. Dues 4. Annual Meeting 5. Board Elections Action Items 1. Approve minutes from March Board Meeting 2. Confirm timetable/to do list for annual meeting 3. Prepare information to mail for annual meeting a. Notice b. Ballot c. Proxy

Appendix B