June 19, 2018 Bayshore HOA Minutes - Page 1

BAYSHORE OWNERS ASSOCIATION BOARD OF DIRECTORS MEETING MINUTES

June 19, 2018

BOARD MEMBERS PRESENT STAFF PRESENT

Kari Miles, Vice President Susan Jensen, General Manager

Dave Streit, Secretary John Gill, Interim ACC Inspector

Wallace Swanson, Treasurer Glenn Hagberg, Event Manager

Brian Collier, Director

Doug Lipinski, Director HOMEOWNERS/RESIDENTS PRESENT

None

BOARD MEMERS ABSENT

Michael Stahl, President GUESTS PRESENT

Doug Steffen, Director None

ROLL CALL/DETERMINATION OF A QUORUM Dave Streit, Secretary, called the meeting to order at 7:07 p.m. A quorum of at least four board members was present.

ADOPTION OF THE MINUTES

Motion: To adopt the minutes of April 16, 2018 By: Wally Swanson Second: Doug Lipinski Vote: Motion passed

TREASURER’S REPORT January to February financials

• Balance Sheet Comparison – January-June 2018 to 2017

• Profit and Loss by Class (condensed)

• Budget vs. Actual (condensed)

• Acct 5265 Capital Projects Transaction Report Financial documents are on file at the Association office and owners are welcome to make an appointment with the General Manager to review and discuss.

HOMEOWNER/GUEST COMMENTS None

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COMMITTEE REPORTS

Architectural Control Committee John Gill, Interim ACC Inspector

June 19, 2018 Mr. Gill shared information about the last meeting of the ACC, on June 12, 2018 In Attendance June 12, 2018

Members Bayshore Staff Dan Nichols, ACC Chair John Gill, Interim ACC Inspector TL Stanbro Susan Jensen, General Manager Teri Stanbro Jennifer Wages

Business

• ACC members will conduct the annual spring drive-thru inspection of the Bayshore

community. The subdivision was divided into four sections and assigned to the different

members of the council. Completion target is June 19th, with violation letters scheduled to

go out the week of June 25th.

• Committee member Julie-Ann Glover is out of the country until later this month; however,

she has been participating in the approval of projects via email.

• The overwhelming majority of project requests have been for removal of wind-felled trees

and the replacement of old and damaged windows, doors and gutters.

• Six requests for new projects were discussed; four were approved and two had information

to be requested from homeowners.

YTD Projects Addition 1 Door 2 Driveway 2 Fence 1 Gutters 4 Lawn 1 Other 3 Paint 3 Roof 2 Siding 1 Tree 5 Windows 2 YTD Projects 27

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FACILITY REPORTS

Bayshore Owner Association Maintenance Report Jeff Johnson, Maintenance Supervisor

June 19, 2018 Completed projects

POOL AREA PROJECTS COMPLETED APRIL/MAY 2018 –

LIGHTS ABOVE SWIMMING POOL – Ballast cover clips were failing in 16 of the 20 light fixtures. New fixtures were installed. Funding from Capital Projects of $5,870 LIGHTS IN LOCKER ROOMS – New lights to match those in pool area were installed in the locker rooms. Funding from Capital Projects of $2,308 WOMEN’S SAUNA -- Wood for women’s sauna was purchased then cured for a few months in the sub-floor. The wood was then used to replace siding in the women’s sauna. Project was completed in April. Work for labor was in-house. Funding from Operations Budget $1,421 LOCKER ROOM WALLS – The locker room was painted same color as pool area using inhouse labor. Funding from Operations Budget $126 TILE CLEANING – Tile and caulking in shower rooms and pool deck was cleaned by an outside contractor. Funding from Operations Budget $1,375

In progress

BOARDWALK GREEN TREATED LUMBER – The boardwalk currently has two sizes of board, 1.5 inch and 2-inch, causing an uneven walking surface. The proposed course of action is to start replacing wood, much of which is rotted and ready to replace, with all same size 1.5-inch green-treated lumber. This will help with longevity of wood and give a level walking surface. The project will start on the west end of the boardwalk in mid-May using in-house labor. Project is progressing with work being done most days in the early morning hours by in-house labor. About one-fourth of the boardwalk has been replaced so far. Users have indicated appreciation. At this time $7,580 of wood has been purchased and will cover about 388 feet of about 1,438 feet of boardwalk. To complete replacement of all wood is estimated to cost $25,000 total (an additional $17,420).

Motion: To approve $25,000 for purchase of materials to replace surface of entire boardwalk with green treated lumber with work to be done by in-house labor. Funds to come from Board Designated Dues Savings at Alaska USA. By: Wally Swanson Second: Doug Lipinski Vote: Motion passed

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Discussion on bridge width: The bridge will remain eight feet and a stiffener will be added under the edges since the understructure is built for six-foot boards.

ROOF MAINTENANCE AND REPAIR – Holland Roofing will soon install new cedar shakes to areas that are missing and damaged in part due to wind storms this past spring. They will also remove moss and spray all affected areas with moss-kill solution. Funding from Operations Budget for $1,595

LIGHTS IN STAIRWELL – Lighting fixtures have been installed in the stairwell. Fixtures were purchased in 2017. The labor for project, along with other small electrical projects around were funded from Operations Budget for $575. Additional lights or brighter bulbs may be needed.

Possible or Proposed near future projects BOARDWALK RAMP TO SLEEPING LADY AND MARATHON – The ramp leading up from the pond area to Sleeping Lady and Marathon can become slick when wet or icy. The proposed course of action is to remove the ramp and have the ground under the current walkway excavated, put in ground cloth, and install packed D1. A bid from GMG contains Option 1) gravel only of $9,688 with Option 2) paving $3,523 for a total combined for both options of $13,211

Motion: To approve GMG Bid Option 1 of $9,688 to demo approximately 600 sf existing wood boardwalk and replace with gravel. Funds to come from Board Designated Dues Savings at Alaska USA. By: Dave Streit Second: Doug Lipinski Vote: Motion passed

DOORS: Five door have been replaced in the lower level in 2017. Additional swap out men’s and women’s storage locker doors and lifeguard /toy room door, to match the other doors. The lifeguard door has significant failure around trim area along with chipped tiles, rotted wood, rotted sheetrock, and rust. The other doors have life very long-life expectances. They are made of a fiberglass reinforced product. The doors to be replaced are at least 44 years old.

Motion: To approve Architectural Hardware Supply bid of $10,308 for purchase of three doors with trim, installation and painting, to replace aging storage doors in men’s and women’s locker rooms and the lifeguard/toy room door. Funds to come from Board Designated Dues Savings at Alaska USA. By: Dave Streit Second: Wally Swanson Vote: Motion passed

CLUBHOUSE FRONT AREA: Project to include lighting to building exterior and parking area, front of building facia, concrete stairs, entryway, parking lot surface, dumpster enclosure and landscape of island. Discussion: This is a large project that will take planning and resources. In the

meantime, the front area of the clubhouse needs additional lighting prior to the

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large overall project. This Fall we will approach an upscale lighting company to provide some lighting for a modest amount of funding.

POND AREA LIGHTING: The pond area lighting has failed and now has only one out of eight lighting still working. This area can be quite dark in the winter. The Board is looking at lighting ideas and costs. This will be a large project with funds coming from Capital Projects. Discussion and plan addressed under OLD BUSINESS below

Other LIGHTING FOR COMMUNITY SIGN – no update at this time ICING OF ROOF OUTSIDE EVENT ROOM BACK DOOR – no update at this time EXHAUST FAN UPPER CEILING OF EVENT ROOM – no update at this time

Bayshore Early Learning Center Lauren Dowd, Administrator

June 19, 2018 Enrollment

• Full-day Preschool Dragonfly classroom (Age 3-4) The Preschool Dragonfly classroom currently has 10 of 10 students enrolled. We are full! For the Fall the classroom has 10 of 10 students enrolled with additional students on a waitlist.

• Full day Pre-Kindergarten Grasshopper classroom (ages 4-5)

• The Pre-Kindergarten Grasshopper classroom currently has 20 of 20 students enrolled. We are full! For the Fall the classroom has 13 of 20 students enrolled. We are working on calling families on the waitlist to see who is planning to fill the last seven positions.

• Before-After Care Butterflies program (Grades K-1) The Before-After Care currently has 9 of 10 students enrolled. One positions open. For the Fall the program has 10 out of 10 students enrolled with additional students on a waitlist.

Staff Update The early learning center has had some staff changes over the last month:

1) Ms. Brigitta left us to pursue another career, but in her place is Mr. Harrison. He is now the lead teacher in the grasshopper classroom. He holds a bachelor of Graphic Design and is willing to take the 36 credit hours in Early Childhood classes to keep comply with guidelines for NAEYC (National Association for the Education of Young Children) who is our accrediting organization.

2) We also have Ms. Jordan that is joining us for the summer. Ms. Jannexsa had to take care of some family things down in Mexico and will be back at the end of the summer before school starts and at that time Ms. Jordan will be going back to school to continue her degree in childhood education. So far, our summer is off to a great start!

Program Update The BELC raised about $2,500 dollars at the community garage sale to go towards our playgrounds update. We will be continuing our fundraising efforts to raise the remaining funds to install the AstroTurf, to help our playground look better.

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Bayshore Clubhouse Event Report Glenn Hagberg, Event Manager

June 19, 2018 Events We are in the midst of our summer busy wedding season. June and July are very busy. We even have a number of midweek events scheduled.

Non-owner events Owner large Owner small In-House Association

May 2018: 5 0 15 2 There were many walk-throughs/tours/site inspections, rehearsals, mock set-ups, A/V testings, follow-up meetings and more throughout each week that are not included in the above numbers. We continue to give tours and book events. We have been getting more couples in who are looking for 2019 dates. Only two out of five Saturdays in June 2019 are available, for example. NeighborWorks Paint the Town On Thursday, June 7, NeighborWorks Alaska’s Paint the Town program continued its 12-year tradition of community revitalization and volunteer engagement by selecting, and painting, a home of a Bayshore resident who continues to face challenges. The home, nominated by Glenn Hagberg, is at 3161 Amber Bay Loop right next to the Clubhouse and was one of only nine homes in Anchorage selected for inclusion in this year’s program. This project was the largest home that organizers have taken on and involved demolition of two decks and a rebuild of one of them. Add to that a fallen spruce tree following a recent wind storm and this was a large project. Fortunately, NeighborWorks helped with most aspects of the job including assigning the painting to a 22-person team from GCI Communications who showed up very enthusiastic and did a great job of painting the home. Denali Disposal, Bayshore Clubhouse’s new waste management vendor, helped out by donating a couple of dumpsters and their pickups. Discussion by Board: The Board will issue letters of thanks to NeighborWorks, GCI and

Denali Disposal Bike to Work Day Bike to Work Day on Friday, May 18 was a great success in spite of rain. The conditions didn’t dampen the spirits of the participants. Bayshore Clubhouse provided bikers with coffee, juices and snacks and promoted the Clubhouse as a great location for events. We were able to see a number of Bayshore neighbors as they stopped, enjoyed the snacks and thanked us for being a part of it. Fall Wedding Show Set We have signed up again to participate in the 2018 Fall Wedding Show put on by the publishers of Alaska Bride and Groom magazine. This year it will be on Sunday, September 30 in a new location. Instead of the Alaska Native and Heritage Museum, it will be held for the first time at the Alaska Airlines Center. There will be more room for more vendors and the space will not be as oddly shaped as before. Other competitors in our category will include The Native Heritage Center, the Wildlife Conservation Center, Fox Hollow Chalet, as well as more full-service venues like O’Malley’s on the Green, the Marriott Hotel and the Lakefront Hotel.

OLD BUSINESS Pond Lighting Planning for Pond Lighting is slowing moving forward. Stepping stones over the next few years will include 1) Electrical engineer; 2) decide on type of lighting; and 3) save up funding with a goal date for project.

Motion: To approve up to $2,500 for electrica l engineer fee proposa l for boardwalk lighting upgrade By: Kari Miles Seconded: Brian Collier

NEW BUSINESS Lawn ruts. Last fall some ruts were created by lawn service on ground with soggy surface and it still needs to be smoothed out.

Central Park has dead areas that need to be watered. It looks like there is still damage where AWWU drove on it during their three-year project.

Owner concern about more than one family living in a home. John Gill will gather information on single family homes in Anchorage and Bayshore.

Home on Amber Bay Loop with a green aging fence that borders greenbelt that is an eyesore to neighbors.

Motion: To have in-house staff clean and stain both sides of fence that border the greenbelt.

MEETING ADJOURNED at 8:45 p.m. by Dave Streit, Secretary

Approvedon J'-2t'- J& (date)

Dave Streit, Secretary

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