Minutes of BCA HOA Meetings

2024

Annual Meeting highlights

• Quorum was met with 24 lots out of 30 eligible to vote
• No planned changes to water billing next year, only small CPI increase to assessment of about $22
• Funds earmarked for future replacement of well pipe with stainless steel
• Collapsed culvert planned repair September 23-25 of 2024
• Books were audited
• Ed Harshaw elected as Treasurer trustee
• Pumphouse committee is monitoring pipe condition for proactive replacement
• In the future, if there is a water system failure on a [non-holiday] weekend, we will WAIT UNTIL MONDAY to have repairs made.
• Lake fishing regulations are same, some nuisance beavers removed
• Special Assessment for road repairs PASSED:  $3499 due 9/1/25 plus $3499 due 6/1/26
• NextDoor will no longer be used; join private Facebook Group instead

2023

Annual Meeting highlights

Lake Report

Pumphouse Report

• 15 lots represented, quorum was met (1 ineligible).
• CPI inflation adjustment on annual assessment will be 3.7% or $27 in 2024.
• Water bill will increase to $35/quarter in 2024 ($40 annual increase).
• Bank surplus is earmarked for culvert repairs and a pump house generator.
• One of new culverts is collapsing; contractor’s insurance not responsive; pursuing lawsuit to recoup costs.
• Pumphouse generator discussed so that we don’t run out of water during electrical outages.
• Approval to replace aging pumphouse compressor.
• Lake report: no fishing reg changes; dam/spillway work needed; stocking fish in Oct.
• Please recycle instead of putting in trash and break down boxes!
• Rachel Merz elected as trustee, will serve as Secretary.
• Fire hydrants are being flushed regularly.
• Trim your trees near powerlines – long power outages cause water outages!

2022

Annual Meeting highlights

Roads Report

• 18 lots represented, quorum was met.
• Normal CPI increase to assessment coming in January.
• Special assessment of $7,600 ($245.16/lot) for emergency repair of road and common ground after July storm passed unanimously.
• Pothole repairs are holding well and will continue.
• Culvert repair planned for 2022; flared ends will be a separate project that we can add on afterward to spread out the cost. Asphalt will be needed after 6 months of settling.
• Discussed road repair options, but no conclusions reached. More information and another later meeting needed.
• Fire hydrants will be flushed every 45-60 days.
• Pump house compressor is on its last leg, getting estimate for a generator in case of power outage.
• Dam was topped during July storm, causing damage that will need to be repaired. Pipe leaking.
• Stephanie Pineda elected as trustee, will serve as President.

2021

Annual Meeting highlights

Financial Rpt

• Quorum met.
• No increases in quarterly assessment (except for possible CPI adjustment) and water fees are planned for 2022.
• Increased trash costs may lead to an increase proposal in a future year. Snow removal has also increased.
• Culvert repair project will commence once we have enough cash to cover the materials and labor.
• Pumphouse tank was drained and flushed; will be flushed annually. One hydrant was not working properly and has been repaired.
• 4th Quarter 2021 Water System charge for the water system/fire hydrant repairs of $249.24 per lot owner.
• No changes to fishing limits or lake regulations
• Tonya Goforth-Olson elected as Trustee, to serve as Treasurer.
• Road resurfacing and how to fund it was discussed again but no motions made.

2020

Annual Meeting highlights

Financial Rpt

• Quorum met.
• Total assessments will not change in 2021 but the breakout will.  The water bill will increase by $8.50/qtr due to increases in actual costs, and the regular assessment will be decreased for the same amount.
• The funds normally used for regular maintenance (sealing and crack filling) are being reserved until we determine the road maintenance plan for the next year.
• A committee is forming to review video camera options for monitoring illegal use of our dumpsters.
• Road Committee has had difficulty getting contractors to respond with bids for culvert repairs, but is close to having two that are similar in scope. A special assessment will certainly be needed, but the amount is not yet clear. Committee recommends fixing all three at once due to significant cost savings. Wide variances in suggestions from contractors and the continued interest in a possible county takeover have the committee leaning toward hiring an engineer for advice before making formal recommendations. Once an engineer can be scheduled and the second bid updated, the trustees will schedule a Special Meeting to discuss options and ask for Special Assessment.
• Water System Committee is pleased with the work of Flynn Drilling and their training. Water testing company has changed as previous operator retired.
• Lake Committee updated fishing regulations based on fish population. Reminder: gas-powered motors are not allowed on the lake. New Private Property sign will be installed at lake common ground.  Resident permits for 2021 were distributed.
• Becky Christiansen chosen as trustee (secretary) for a 3-year term starting this October.
• Passed amendment to CCR which will move a section from the end of Article I to Article III.
• Homeowners asked to clean grass clippings from roadway for safety reasons.

2019

Annual Meeting highlights

• QUORUM MET.
• Expense forecast is uncertain due to new trash company.
• No change in assessment for 2020, except the annual CPI inflation adjustment.
• Water bill will increase to $40/quarter in 2020 to cover maintenance of the new larger pump
• Financial audit completed, no issues found.
• Road has now “failed” in places and cannot be filled; we may apply annual crack-filling funds to future asphalt overlay. Road Committee is collecting information/bids/options and will present options at a later special meeting TBD; some sort of special assessment proposal is very likely.
• Well house pump was upgraded from 5HP to 10HP this year and we will probably need to replace the compressor soon.
• Suggested that homeowners evaluate their water check valve for iron.
• Reminder that guests using lake must have guest tags on vehicle mirror.
• Travis Dierks elected to serve another term as Trustee.
• Fishing derby and fish fry scheduled for October 19th.

2018

Annual Meeting highlights

• QUORUM MET. Total participation was 24 lots, which met the quorum requirement of 75 percent.
• No increase of the assessment for 2019, except the annual small inflation adjustment
• However, due to significant road repairs, current assessment levels won’t cover our operating costs by 2020.
• Recycling dumpster will not be reinstated due to steep fees BCA was charged when people mixed recycling in that dumpster.
• The culvert just north of the power lines is leaking and significant earth around it has washed away, creating a void under the road. A bid was accepted using existing funds and repairs are scheduled for 9/17/18.
• Road committee cleared end of the culvert at Stern’s property, but it has a curled end that needs to be cut away. It will not last much longer.
• Road crack sealing is scheduled; need for future asphalt overlay was discussed.
• Motion passed to amend CCR Article I to require written advance notification of proposed amendments to change the CCR in future meetings (3 weeks prior to annual meetings, otherwise 6 weeks so special meeting may be called).
• Bluegill limit changed to 10 per person. The other limits remain the same. Reminder to not put bass under 12 inches back in the water.
• Annual fishing permits distributed.
• Connie Smith elected for second term as Trustee (Treasurer).
• Motion passed to amend CCR Article III-I to reduce the quorum required to 50 percent from 75 percent.

2017

Annual Meeting highlights

• QUORUM NOT MET. 19 lot owners voted, 18 votes in favor of all measures; 30 were eligible to vote.
• Treasurer report; no plans to change assessment except for CPI adjustment for inflation. Crack filling is expected to cost more next year. Financials were audited and no issues found.
• Road Committee report; consensus of those present was that Ford Asphalt did a quality job and should be considered for future work; Tim Roe joined the commitee; budgeting ideas for future road maintenance discussed at length; status of culverts discussed, recent rock went well.
• Motion to require advanced notice of proposed changes to CCR.
• Dehumidifier and rodent deterrent needed in well pump house.
• Dumpster abuse and surveillance discussion.
• Lake Committee report; new fishing regulations: keep/toss bass < 12″, release bass > 12″. Bluegill – catch&release. Fishing permits distributed.
• Kris Rattini nominated and appointed for second term as Secretary.
• Motion to reduce quorum from 75% to 66% due to continued lack of participation.
• Electric companies discussion (not possible to change).

2016

Annual Meeting highlights

• QUORUM NOT MET.
• Treasurer Report; lower trash costs negotiated; road sealing cost $17,950; mowing will become a regular expense instead of volunteer; $2000/qtr earmarked for regular road sealing and crack filling; no plans to change assessment except for CPI adjustment for inflation; discussion of water pump reserve, fire hydrants.
• Road Committee Report; sealing scheduled for October (later changed to April); extra rock along roadside in progress; discussion of drainage along High Sierra;
• Motion to require advanced notice of proposed changes to CCR.
• Motion to reduce quorum from 75% to 66%.
• Dumpster issues discussion.
• Lake Committee Report; discussion of trimming, herbicide, maintenance items.
• Dana Mosher nominated and appointed to serve second term as President.

9/20/15

Annual Meeting highlights

• QUORUM NOT MET.
• Meeting was at 6:00 p.m. on Sunday, 9/20/15 at the lake common ground. Hot dogs at 5:00 p.m.
• As per attorneys, ballot votes will be added to votes collected at meetings to determine quorum.
• Minutes approved by those present.
• Treasurer’s Report. Bank balance healthy again, but slight shortfall expected in 2016.
• Culvert patch and crack filling scheduled for October. Stern/Mosher culvert being repaired.
• Water pump pipe scheduled for remaining repairs in two weeks.
• Audible alarm installed in pumphouse in case of power failure inside.
• Water bill expected back to $27 for 2016.
• Trash locks to be installed soon. Residents will be mailed the combination code (NOT what is in the minutes)
• Wellhouse roof repairs needed, residents volunteered.
• Road needs sealing by 2017, maybe SOONER but does not fit into 2016 income projections.
• Rock along roadsides need to prolong road life.
• Motion to Change CCR Article III-I to reduce the quorum required from “75%” to “50 percent or greater”.
• Motion to require advanced written notice for votes on changes to CCR.
• Audit Committee selected.
• Connie Smith appointed as Treasurer.
• Dam spillway needs maintenance, area around pumphouse needs weed whacking.
• Residents volunteered to check pumphouse status weekly.

7/19/15

Special Meeting – Road Patch

• Estimates for road patch over new culvert were discussed at length.
• Motion to “collect a Special Assessment in the amount of $107.59 per lot for patching the road over the larger culvert by McConnell and Associates, to be billed as soon as possible and due 30 days from the invoice date.” was PASSED.

9/21/14

Annual Meeting highlights

Ballot Form

10/7 Counting

• QUORUM NOT MET.
• 10/7 update: one ballot short of quorum.
• 19 lots represented at meeting = no quorum. Ballots will be mailed.
• Bob Ottinger appointed to Lake Committee.
• Trustees looking to purchase bonding insurance.
• Water wellpipe partially replaced but there is more to do.
• If it weren’t for the $1800 that folks have paid in advance and the water pipe bill we have not received, our bank account would be -$18. That is NEGATIVE. Henry estimates that we will be out of [prepaid] money before large Qtr 1 expenses are due in 2015.
• 2015 budget presented that would fit with a $400 assessment, but it is very lean.
• Due to overwhelming desire of most attendees to have annual common assessment raised back up to the $600 (+ water) allowed in the CCR, trustees will make this change but NOT UNTIL 2015. This will allow for better snow removal and trash service, at least.
• Future bills will be sent at beginning of quarters, not end, so that we only have to have 1 quarter of cushion in bank instead of 2.
• Motion to change CCR VIII-A (will be in minutes).
• Special Assessment of $211 requested, due 11/1/14 to fix Stern/Mosher culvert ASAP before hillside erodes even more.
• Special Assessment of $300 requested, due 03/1/15 to patch asphalt by large culvert, install barriers to protect culvert and lay more rock along roadsides where edges are beginning to deteriorate.
• Motion to reduce the quorum required to 50% instead of 75%.
• Motion to count ballots not returned as non-votes (abstentions).
• Tracey Huff elected as Treasurer; Henry Miller will continue doing the billing duties.
• Motion to require 10 days’ written notice of proposed amendments to CCR.
• Reminder to keep pets on your own property.
• Trustees were asked to begin delinquent account collection sooner: when more than 6 months overdue instead of $750.
• Join private Nextdoor.com group to sign up to paperless communications instead.

6/7/14

NID Road Meeting summary

County
Standards

• The estimate to bring the roads up to County standards is between $503,000 and $632,500.
• Homeowners should returned the mailed postcard to indicate their interest by July 1st as per the County’s request.
• ** UPDATE *** Our new 72″ culvert does not meet County standards so would have to be replaced as well, so we are to add $30,000 to their estimate.

05/18/14

Special Meeting summary

Post-Mtg Note

Ballot

• NO QUORUM. Only 20 ballots were received and 22 were required to meet quorum.
• The Road Committee presented a) Projected Annual Expenses b) Road repairs/maintenance needed c) Quotes received d) Projected costs of various plans e) Collection Scenarios f) Assessment Comparisons and Financing Ideas.
• Motion to Have a meeting with a County representative present to give specifics and bring a quote to the association to take over maintenance of the roads.
• Motion to Levy a Special Assessment in the amount of $500.00 for the purpose of defraying the cost of partially replenishing the bank account after the May 2014 culvert replacement, repairing another culvert and backfilling, and installation of barriers to protect the large culvert from logs as allowed according to paragraph B of Article VIII of our C.C.R. This Special Assessment shall be billed as soon as possible after passage of this motion but not due until September 1, 2014.
• Motion to Leave the initial assessment at $600 as stated in Article VIII of the CCR, beginning in 2015.
• Motion to Effective 10/30/2014, any property owner not having current assessments paid by the end of the billing quarter will have income garnished and will be responsible for any processing fees.

04/15/14

Emergency Road Meeting

• Cannon Excavating came out and explained how the replacement of the main culvert would happen and answered questions.

09/15/13

Annual Meeting summary

Ballot

Cover Letter

Fishing Survey
Results

• 11/7/13 UPDATE – NO QUORUM for issues on ballot. Only 14 ballots were received (48%).
• Treasurers Report – expenses similar to 2012. Bank balance of ~ 22K. Net loss of $208 projected for 2014 at current income levels.
• Beavers spotted, fish population being considered.
• Road maintenance information presented. VIEW ENGINEER’S REPORT. One estimate to slipline half of the main culvert is $22K. Rock needed to shore up embankment. Subcommittee of Bob Ottinger, Dana Mosher and Robin Barton will get further information such as quotes and financing and call a Special Meeting to discuss.
• Motion to update the CCR to remove old trustee and Lake Committee names in two sections.
• Motion to combine water and assessment into one section; tabled for future meeting.
• Motion to make assessment $500, no second.
• Motion to elimate quorum loophole regarding ballots in CCR III-I and III-H.
• Dana Mosher was elected to serve as trustee.
• Expect higher homeowners insurance costs.

2012

Annual Meeting summary

• Our bank balance is projected to be up $1500 from last year. We incurred some new expenses but saved elsewhere and collected some debts. Culverts will be looked at also.
• It is OK to water your yard despite the drought.
• Daryl Gilley and Robin Barton will get information on what needs to be done to our roads and when, then how much it will cost, so that we can begin planning how we are going to accomplish it. A special meeting will be held to discuss the issue when the information is available.
• Robin Barton nominated to serve a second term as trustee.

10/12/11

Special Meeting summary

• Various methods of promoting security were discussed. Ruth Intlekofer had offered to take minutes since the meeting was scheduled without including the Secretary, but no minutes were given.

10/03/11

Special Meeting summary

• NO QUORUM. On 10/12/11, the proxies and ballots were counted. A total of 14 votes were received, which was not enough to make a quorum on this issue.
• Motion to lower assessment & water in CCR to $500 did not have enough proxies for a quorum so ballots were mailed.

09/18/11

Annual Meeting summary

Ballot

• Updated fishing regulations distributed.
• Security Measures meeting scheduled for 10/12/11.
• Henry Miller elected for 2nd term as Treasurer.
• Discussion about aggressiveness on debt collection.
• Motion to recall Ruth Intlekofer as trustee.
• Motion to pay legal fees for an attorney who wrote a lien.
• Motion to lower assessment & water to $500 (but without changing the CCR) passed.

09/10/11

Special Meeting summary

• Treasurer position options discussed
• 2012 projected budget reviewed and discussed
• Motion to lower assessment and combine water fees with assessment

03/13/11

Special Meeting summary

• Ballot voting approved
• Fishing Regulations to be separated from CCR
• Quorum applied to special assessments
• Approval of minutes

02/12/11

Special Meeting summary

• Trash/Recycling services update
• New Special Proxy Form will be sent to all homeowners and collected before March 3, 2011.
• Ballot voting (changed slightly) will be resent on proxy form
• Fishing Regulations out of CCR will be resent on proxy form
• CCR VIII-B will be resent on proxy form
• Approval of minutes will be resent on proxy form
• Insurance Update
• Certified Water Operator needed or trustees will have to hire one
• Ice/Snow Contingency Plans
• Annual Meeting date will not be changed

10/19/10

Special Meeting summary

• Financial Report
• Getting bids for trash service
• Yes, we are still a non-profit entity
• Amount of assessment was discussed, agreed to leave as is for now because bank balance is low
• CCR VIII-B: no quorum, so no vote
• Voting by ballot – much discussion on how to make this option available. View extra discussion on Facebook group “Big Country Acres”.
• CCR VIII D&E were contrasted and discussed. No changes.

09/19/10

Annual Meeting summary

• Financial Report was not available; will be included at next meeting .
• CORRECTION – Motions and seconds were made by Sue Brown, not Sue Bennett. 10/07/10
• Voting Rules changed – all property owners who owe $500 or less to BCA or have been determined by all trustees as a hardship case where progress is being made, may vote on any issue.
• Quorum of 75% now required, 66% of voting lots is majority
• Net financial result is the same for homeowners
• 3rd Trustee – Ruth Intlekofer
• Lake Committee – Fulvio Franzi, Tim Roe, Bill Craft
• Spillway improvements working; cleanup in near future
• Road sealing complete; culverts to be cleaned up
• Water tests are all OK
• Subdivision Garage Sale – contact Michelle Hoffman if interested.

09/27/09

Annual Meeting summary

• Financial Report
• Water fee decreased to $40/quarter from $90
• Annual Assessment changed to $600 but billed quarterly
• Net financial result is the same for homeowners
• Water Tester – Mark Lord
• Lake Committee – Robin Barton, Fulvio Franzi, need 1 more
• Water Upgrade Status
• Trustee Election – Nick Fargo, Henry Miller, Robin Barton
• Road Sealing

09/21/08

Annual Meeting summary

Notice/Agenda

• Water Upgrade Status
• Flood damage, dam & spillway options
• Dam recommendations
• Road sealing
• Assessment increase/decrease options
• Water bill late fees
• Water Testing
• Curfew
• Subdivision Garage Sale info
• Trustee incentive
• Volunteer thanks
• Trustee election

2007

2006

09/24/05

Annual Meeting summary

• Trustee elections
• Road damage discussion
• Pump house insurance claim

09/19/04

Annual Meeting summary

• Water Upgrade Committee formation
• Water tap on fee
• First Aid / CPR training
• Building plan approvals
• Lake swimming for dogs
• Trustee election

10/04/03

Annual Meeting summary

• Road paving report
• Dam overflow pipe repair
• Covenant Changes
• Water System Upgrade plan
• ATV concerns

01/19/03

Special Meeting summary

• five proposed Covenant changes approved

11/10/02

Special Meeting summary

• discuss Covenant changes
• 2/3 approval need to bring a lawsuit
• Trustees may impose fines for infractions, if not paid in 6 months can bring suit with approval of simple majority of eligible lot owners.
• Residents can have home professional business/office if the employees are the same residents.
• Annual meetings to be on third Sundays in September
• Any dwellings begun upon a lot shall be completed within one year thereafter.