Owners LLD Meeting
February 1, 2024-Shady Oaks Room
2:00 pm Call to Order – Scott Behiel
- Attendees: Scott Behiel, Jim Dinwiddie, Peter Hooberman, Dan Lewis, Steve Wilcox, Ray Romero, Jim Briner, Bill Hogan, Steve Archer on phone.
Absent: Greg Hull
- Minutes from January meeting approved.
Finance - Dan Lewis
Review of Dan’s proposed budget, by sections:
- Landscaping
- Water bills are being sent to GHC, they request reduced watering on golf course, but Title 22 water use requirements not fully understood, so apparently a continuing concern. Action: Jim D to follow COA dialog with GHCR
- Irrigation maintenance is now being tracked as a separate item, and $10k appears sufficient for 2024-2025 based on prior expenses.
- Landscaping supplies is a new account for this budget. This is mostly for plants in the planter repair projects, but $2k is not enough for all of them. Steve W will work on an updated estimate to be included in our input to the engineer’s report for this year. We will use a $20k placeholder, after some discussion of our existing reserves, in the event this is insufficient.
- Median conversion will be absorbed in maintenance supplies going forward and it is no longer a project.
- Hardscape
- Streetlights will be reviewed by the board with respect to refinishing expenses v leaving as they are. Dan raised the issue about not knowing what the costs are for replacing the light pole in the long run. Action: Jim D to get that information.
- Sidewalk repairs will be budgeted at $4k, after discussion. ACTION: Ray will work on estimates for known problems.
- PCR Expenses
- Vegetation maintenance will be mostly weed abatement this year. PCR 3 and 4 will have a bit more clearing due to neighbor/fire marshal inputs. $9k currently budgeted, leave as is.
- Chimney maintenance is showing $15k, we don’t have estimates to verify, will leave it that way after discussion. Action: Steve A to get a better estimate by next meeting
- Steve A suggested $10k instead of $5k for fence maintenance – this was agreed.
- Wildlife corridor: Budget amounts are ok, Steve A proposes a new, non-recurring expense for bridge item – see below.
- Wetlands Maintenance
- Discussion of unknowns about pond maintenance and upgrades, which is pending for input from COA legal. After discussion, we agreed to leave the line item as is.
- Management expense
- No changes
- Reserves
- Dan knows that there is a significant rollover reserve from 2022-2023 as well as the $33K reserve for 2023-2024 and projected $60K reserve for 2024-2025. He feels we need to retain these reserves. There was a discussion whether we need to maintain all of these reserves or whether we could reduce the assessment somewhat for 2024-2025 to demonstrate to the owners that we are working in their best interests. This subject will be placed on the March meeting agenda.
Landscaping Subcommittee – Steve Wilcox
- Planter renovation
- Need to make a more specific estimate for planter activity required.
- Action: Steve and Ray will do a more detailed expense estimate based on plant and tree count per planter by the next meeting.
- Ray suggested that vegetation clearing should be done along the #5 pond cart path before installing new fencing.
- Action: Ray and Steve W to evaluate this.
- Scott raises questions about responsibilities for trimming trees that aren’t in LLD areas. Limiting the scope to defensible clearing and sidewalks, but not keeping people’s property cleared.
- The issue of poplar trees near Trish Ford’s property where these trees planted by the golf course have roots invading her property. GHCR owns the land behind her house on Angel Oak Road and along the side of her lot. LLD maintains the grass on the Angel Oaks Road strip but not the trees. Agree to keep this at arm’s length for now while the resident and the resort work on a resolution to this problem. In general Scott stated that the LLD should not assist owners about issues that are not LLD business to minimize LLD legal risk.
Electrical Subcommittee – Jim Dinwiddie
- Jim’s report was accepted as written.
- Discussion of repair of pedestal lights, see monthly report. Repair of the these was approved at the meeting.
- Action: Jim to find costs of replacing light poles.
- Action: Dan will update reserves after new costs from Jim.
Communications Subcommittee – Bill Hogan
- Bill’s report accepted as written.
- Draft version of year-end newsletter approved.
- From questions and discussion:
- Action: add link to city’s engineer report on our website.
- Action: send year end newsletter to community.
- Action: renew the email service for LLD and send the bill to Dan.
Historical Subcommittee – Steve Archer
- Steve A’s monthly report plan for fencing and trail connection actions was accepted as presented. The timing for implementation will be determined by the weather.
- A homeowner complained about one of the trail interpretive sign’s placement. After discussion, we will go with our already approved signage layout and colorways. The sign will be moved to a location acceptable to the owners.
- Rock Bridge steps proposal at the trail waterfall was discussed and voted upon: Motion to spend $1,500 for this is approved.
Governance Subcommittee – Peter Hooberman
- No issues with Governance Document changes submitted by Peter, they are approved.
- Discussion of the COA contact listing. Noted that historian and archeologist shown are those involved with GHCR from the outset. There are other capable experts. Steve A suggested that the Chair of the historical subcommittee should be the interface with the Native American, Archeologist, and Historian interface persons.
Legal – Scott Behiel
- Wetlands: no updates reported by Scott. He does not expect an output from COA until at least June.
New Business
- Committee Assignments
- Greg Hull – Interest in the Wetlands work
- Jim Briner – will help Dan with Finances
- Backups
- Bill will back up Steve A for secretary functions.
Ray will backup Steve A with historical trail actions.
- Monthly Reporting – Bill and Steve A
- After discussion, we agreed to use Word/Excel and store it on the Google Drive.