Bentley Parc HOA Called Meeting

12/2/2024

Board Members Attending:

Jim Cunningham, Vice President

Roslyn Morris, Secretary

Shawn Pack, Member at Large

Drew Bacon, Member at Large and Property Consultant

New Business: 

We have a few entry walks which have settled over time and fallen out of code. Drew Bacon, property consultant, got bids for lifting the the affected walkways. The Board chose Elevate Concrete Lifting to do the work. Roslyn Morris made the motion and Jim Cunningham seconded it. The motion was unanimously adopted.

Open Forum: None

Roslyn Morris

Bentley Parc HOA Secretary

Drew Bacon

Member at Large

Bentley Parc HOA  Regular Meeting

11/18/2024

Board Members Attending:

Jim Cunningham, Vice President

Roslyn Morris, Secretary

Johnnie Pinckard, Treasurer

Shawn Pack, Member at Large

Judith Denny, Member at Large

Drew Bacon, Member at Large and Property Consultant

Homeowners Attending:

Sara Pack

Teresa Hubbard

Property Consultant’s Report: Presented 2025 budget proposal to Board. Estimates are continuing to be gathered for 2025 asphalt and EIFS (Dryvit) projects.

 Unfinished Business: None

New Business: 

Drew Bacon, property consultant, gave the board members and homeowners a copy of the proposed budget for 2025. The vote to accept the proposed budget was unanimous. Roslyn Morris made the motion and Jim Cunningham seconded it.

The Board voted to skip meeting in December, as is the usual practice. Jim Cunningham made the motion and Drew Bacon seconded it.

Open Forum: None

The homeowner's meeting will be Monday, January 20th at 6:30 either online or at a Board member's condo. Please contact a board member if you would like to be included in the meeting.

Roslyn Morris

Bentley Parc HOA Secretary

Drew Bacon

Member at Large

Bentley Parc HOA Called Meeting

11/5/2024

Property Consultant’s Report: None

 Unfinished Business: None

New Business: Our counteroffer to the City regarding the utility easement at the back corner of our property was accepted. The Board met to officially approve. A motion to accept was made by Drew Bacon, seconded by Jim Cunningham, and passed by unanimous vote. We do not know when work is set to begin, but will keep the community informed as we are told. Currently, the City is not expecting to have to bring any equipment through our community and believes they will be able to perform all work via access to the back and side of our property. 

Open Forum: None

The homeowner's meeting will be Monday, Nov 18th at 6:30 either online or at a Board member's condo.

Roslyn Morris

Bentley Parc HOA Secretary

Drew Bacon

Member at Large

Bentley Parc HOA Meeting Minutes

10/21/24

The meeting was called to order by Jim Cunningham, Vice President.

The minutes of the previous meeting were approved as written.

Board Members Attending:

Jim Cunningham, Vice President

Roslyn Morris, Secretary

Johnnie Pinckard, Treasurer

Drew Bacon, Member at Large and Property Consultant

Shawn Pack, Member at Large

Homeowners Attending: 

Sara Pack

Property Consultant’s Report:

Our reserve account earned $2585.48 in interest for Q3 2024. Total earned interest YTD is $8,260.11.

A counteroffer was made in negotiations regarding the proposed sanitary sewer easement at the rear of our property, and we are awaiting a response from the City. No decision has been made at this time, and we will keep the community informed with updates. This is also why the fallen trees by the creek have not yet been removed. Since they fell within the area of requested easement, the City will be responsible for cleanup should the easement be granted.

We have started getting estimates for our upcoming asphalt project. Once all estimates are in, the Board will vote to choose the vendor and the project dates will be announced.

 Unfinished Business: None

New Business: 

Due to sustained, elevated levels of water usage each month, the Board voted unanimously to pursue the services of an underground leak detection service that will aid in determining the root cause(s). Lemko Leaks, LLC conducted this same test for us in 2019 to help pinpoint potential areas of concern. We are currently awaiting an estimated cost before scheduling the service. The last time it was performed, the cost of the service was was roughly one-third of the expense of just a single month's overage. Roslyn Morris made the motion and Johnnie Pinckard seconded it.

The Board voted unanimously to integrate the community into a fee-based software service which will tie all invoices, contact information, communication, owner requests, feedback, and more, into one hub. This service requires a secure login, which means much more information can be made available to homeowners on demand and instantaneously. The best part is that you can choose to participate as much or as little as you want. You are not required to participate and all existing methods of communication and dues payment will remain intact. More details will be coming soon as we roll out various features. Shawn Pack made the motion and Jim Cunningham seconded, with Drew Bacon abstaining from the vote.

The Board voted unanimously to increase the property consultant's compensation by $200/month. Shawn Pack made the motion and Jim Cunningham seconded it. Drew Bacon was not present for the motion, discussion, or subsequent vote.

Open Forum: None

The meeting was adjourned at 7:45.

The homeowner's meeting will be Monday, Nov 18th at 6:30 either online or at a Board member's condo.

Roslyn Morris

Bentley Parc HOA Secretary

Drew Bacon

Member at Large

Bentley Parc Annual HOA Meeting Minutes

9/16/24

The meeting was called to order by Margaret Owens, President

The minutes of the previous meeting were approved as written.

Board Members Attending:

Margaret Owens, President

Jim Cunningham, Vice President

Johnnie Pinckard, Treasurer

Roslyn Morris, Secretary

Drew Bacon, Member at Large and Property Consultant

Homeowners Attending: Anita Weiss, Brady Howerton, Paul Gregory, Jerry Beal, Larry and Judy Denny, J. Gallagher

Property Consultant’s Report:

The Reserve Study performed earlier this year was made available for review in hard copy to all in attendance. Any owners wishing to receive a digital copy may still do so, at any time, by request.

The net contribution to our Reserve account YTD is just over $55k. Our hope is to be able to add an additional $15k by year end.

Foxx Pools will perform pool closing services during the first week of October. The exact date is TBD, and will be communicated once scheduled.

Our community-wide water usage continues to trend above average. The Board will soon discuss next actions in attempting to locate and remedy the source of excess usage. In the interim, all owners are asked to be aware and report any unusual pools of water, damp areas, and/or "hissing" or leaking sounds coming from pipes. *As a reminder - the Board will test your water pressure, at no cost to you, in order to determine if your pressure regulator valve is working properly.* 

Unfinished Business: None

New Business: 

The following individuals were nominated and elected for the 2024-2025 BPCOA Board of Administration:  Drew Bacon, Jim Cunningham, Judy Denny, Roslyn Morris, Margaret Owens, Shawn Pack, and Johnnie Pinckard. An organizational meeting of the board will be held next Monday night to elect officers. 

The proposed supplement to the Master Deed was voted on and received a total of 59 votes (11 ballots, 48 proxies) with 58 being "in favor of" and 1 being "against". The number of favorable votes exceeded the 67% of co-owners necessary for adoption. The official document was signed and notarized immediately following adoption and will be filed at the courthouse, making it a legal part of our Master Deed. 

Open Forum: None

The meeting was adjourned at 8:00.

The homeowner's meeting will be Monday, October 21st at 6:30 in the Pavilion. 

Roslyn Morris

Bentley Parc HOA Secretary

Drew Bacon

Member at Large

Bentley Parc HOA Meeting Minutes

8/19/24

The meeting was called to order by Margaret Owens, President

The minutes of the previous meeting were approved as written.

Board Members Attending:

Margaret Owens, President

Jim Cunningham, Vice President

Johnnie Pinckard, Treasurer

Roslyn Morris, Secretary

Drew Bacon, Member at Large and Property Consultant

Homeowner Attending: Anita Weiss

Property Consultant’s Report:

We received a developer's request for a utility easement near the creek. We have passed the information on to our attorney for review. Much more research and discussion are needed before a decision is made. 

The Board has continued the conversation about proposed amendments to our Master Deed. The proxies necessary to approve these amendments and elect the HOA Board for next year will be available online and in-person for those unable to attend. To access the online proxy, simply click the button in the red banner at the top of the web page, and fill out the short form.  Board members will also be going door-to-door to get signatures from the homeowners who haven't returned the proxies online. 

Our water usage for last month was higher than usual, resulting in an inflated bill. Please look for leaks inside or outside your condo and notify a board member if you find a problem. 

Old Business: None

Open Forum: None

The meeting was adjourned at 8:00.

The homeowner's meeting will be Monday, September 16th at 6:30 in the Pavilion. This is an important meeting, and we urge all homeowners to attend. 

Roslyn Morris

Bentley Parc HOA Secretary

Drew Bacon

Member at Large

Bentley Parc HOA Meeting Minutes

7/15/24

The meeting was called to order by Jim Cunningham, President

The minutes of the previous meeting were approved as written.

Board Members Attending:

Jim Cunningham, Vice President

Johnnie Pinckard, Treasurer

Roslyn Morris, Secretary

Shawn Pack, Member at Large

Drew Bacon, Member at Large and Property Consultant

Homeowner Attending: Sara Pack

Property Consultant’s Report:

The dividend on our reserve account for the second quarter was $2,871.

The Annual Homeowner's Meeting will be held on Monday, August 19th @ 6:30pm in the Pavilion. This meeting is particularly important as we will be voting on amendments to the Master Deed and By-Laws. We are working as quickly as possible to draft the proposed changes and distribute them for review prior to the meeting. Stay tuned for more information, including Board Nomination and Proxy Voting forms on our website. In addition, some Board members will be going door to door to make sure we have the necessary attendance or proxies for voting purposes.

Old Business: The project to remove dead trees and trim the overgrown ones has been completed by McAnally's. This large project will not have to be done again for at least 3 years.

New Business: None

Open Forum: None

The meeting was adjourned at 7:45

The next board meeting will be Monday, August 19th at 6:30 in the Pavilion.

Roslyn Morris

Bentley Parc HOA Secretary

Drew Bacon

Member at Large

Bentley Parc HOA Meeting Minutes

6/17/24

The meeting was called to order by Margaret Owens, President.

The minutes of the previous meeting were approved as written.

Board Members Attending:

Margaret Owens, President

Jim Cunningham, Vice President

Johnnie Pinckard, Treasurer

Roslyn Morris, Secretary

Shawn Pack, Member at Large

Drew Bacon, Member at Large and Property Consultant

Homeowner Attending: Dottie Stapleton

Property Consultant’s Report:

Drew Bacon and Shawn Pack worked on replacing some gutter spikes and downspout straps in accessible areas. We are currently obtaining bids for the same work which is needed at two & three-story levels.

As a reminder, the Master Deed prohibits the parking of any vehicle which is inoperable or has expired tags on the property. If you have a vehicle that matches this description, its condition must either be remedied or it will need to be parked inside of your own garage. Overflow parking is not appropriate for these situations and is not intended to be used for extended periods of time. 

New Business: The board unanimously voted to hire McAnnaly's to remove dead trees and trim other trees in the complex. Margaret Owens made the motion and Roslyn Morris seconded it. The work will begin as soon as they are able to fit us into their schedule, likely within the next 2-4 weeks. Once we have the exact dates, we will reach out to those living in the affected areas so that proper precautions can be taken with vehicles and deck furniture as necessary.

Open Forum: None

The meeting was adjourned at 7:15.

The next board meeting will be Monday, July 15th at 6:30 in the Pavilion.

Roslyn Morris

Bentley Parc HOA Secretary

Drew Bacon

Member at Large

Bentley Parc HOA Meeting Minutes

5/20/24

The meeting was called to order by Jim Cunningham, Vice President.

The minutes of the previous meeting were approved as written.

Board Members Attending:

Jim Cunningham, Vice President

Johnnie Pinckard, Treasurer

Roslyn Morris, Secretary

Shawn Pack, Member at Large

Drew Bacon, Member at Large and Property Consultant 

Homeowners Attending: Sara Pack and Ron Hubbard

Property Consultant’s Report:

The board has now received the 72 page report resulting from our recent reserve study. The report will help us plan for major replacement and maintenance expenses, while adjusting our HOA dues in a way that minimizes lump sum assessments. The report is information and data heavy. For everyone's convenience, we are working to break that information down into manageable and relatable pieces before sharing more broadly on our website. In the interim though, if you wish to receive a digital copy of the full report, please send an email request to propertyconsultant@bentleyparc.com. The first two major projects, asphalt repaving and EIFS (Dryvit) refinishing, will start accepting bids this summer, and be underway in 2025. These are both scheduled to occur in phases, allowing us to spread the expense over a longer period of time. The order of completion within the phases will be determined by areas of greatest need.

Drew Bacon and Shawn Pack will be working on replacing some gutter spikes and downspout straps throughout the community in the near future.

Quotes are still being gathered for tree trimming and removal. The community will be notified in advance as the work will occur throughout the entire community. Some vehicles may need to be temporarily moved to prevent damage.

As a reminder, the Master Deed prohibits the parking of any vehicle which is inoperable or has expired tags on the property. If you have a vehicle that matches this description, its condition must either be remedied or it will need to be parked inside of your own garage. Overflow parking is not appropriate for these situations and is not intended to be used for extended periods of time. 

New Business: None

Unfinished Business:  Jim Cunningham had made the motion and Drew Bacon seconded it to charge a $100 fine for any resident who fails to pick up and properly dispose of the solid waste from their animals. The board is pricing signs to put around the community as a reminder, along with the amount of the fine.

Open Forum: None

The meeting was adjourned at 8:00.

The next board meeting will be Monday, June 17th at 6:30 in the Pavilion.

Roslyn Morris

Bentley Parc HOA Secretary

Drew Bacon

Member at Large

Bentley Parc HOA Meeting Minutes

4/16/24

The meeting was called to order by Margaret Owens, President.

The minutes of the previous meeting were approved as written.

Board Members Attending:

Margaret Owens, President

Jim Cunningham, Vice President

Johnnie Pinckard, Treasurer

Roslyn Morris, Secretary

Shawn Pack, Member at Large

Drew Bacon, Property Consultant and Member at Large

Homeowner Attending: Sara Pack

Financial Report: The quarterly disbursement of earned interest on our Reserve account totaled $2,803.39 and was deposited at the end of March. 

Property Consultant’s Report: 

The planned opening date for the pool is May 3rd. We will confirm this as the date draws closer, and once Foxx Pools has successfully completed the opening process, including chemical balancing.

The onsite portion of our reserve study was conducted March 27th. We should receive the written report within the next 2 weeks. The report will help us plan for major replacement and maintenance expenses in an attempt to minimize assessments and gauge our HOA dues accordingly.

Quotes are currently being gathered for tree trimming and removal. The community will be notified in advance as the work will occur throughout the entire community. Some vehicles may need to be temporarily moved to prevent damage.

Unfinished Business: None

New Business: Jim Cunningham made the motion and Drew Bacon seconded it to charge a $100 fine for any resident who fails to pick up and properly dispose of the solid waste from their animals. We will be placing signs around the community as a reminder, along with the amount of the fine.

Open Forum:

We are grateful to Tim King for trimming tree limbs by the creek to make it easier for the mowing team. We always appreciate volunteer labor that saves the homeowners money. Additionally, Shawn Pack had to disassemble and cut up a queen size box spring that was left inside a dumpster enclosure. AS A REMINDER - IF IT DOESN'T FIT IN THE DUMPSTER, IT DOES NOT BELONG IN THE ENCLOSURE EITHER. No one from the City retrieves any items outside of the dumpsters and one of your neighbors will instead be left cleaning up after you.

The meeting was adjourned at 8:00.

The next board meeting will be Monday, May 20th at 6:30.

Roslyn Morris

Bentley Parc HOA Secretary

Drew Bacon

Member at Large

Bentley Parc HOA Meeting Minutes

3/18/24

The meeting was called to order by Margaret Owens, President.

The minutes of the previous meeting were approved as written.

Board Members Attending:

Margaret Owens, President

Jim Cunningham, Vice President

Johnnie Pinckard, Treasurer

Roslyn Morris, Secretary

Drew Bacon, Property Consultant and Member at Large

Financial Report: Even with the additional expenses paid in February related to water leak repair and snow/ice removal, we ended the month with a positive change in net assets. Our reserve account is healthy and continuing to grow at 4.5%. The next disbursement of accrued interest will occur at the end of March.

Property Consultant’s Report: The onsite portion of our reserve study will be conducted March 27th, with the final report expected a few weeks later. An engineer will be conducting a walkthrough survey of the entire community on that day, so do not be alarmed as you see him inspecting, recording, and taking photographs. 

Just as a reminder, the reserve study is newly mandated by the state for all HOAs by January 1, 2025, and must be completed every 5 years going forward. Additionally, this study will help us forecast future expenses, and assist in budgeting for them accordingly. Once the final report is received by the Board, all pending projects will be assigned a priority and placed on a timeline. This information will be made available to the entire community via our website.

Drew is currently obtaining bids for tree trimming and/or removal throughout the community. This should put us ready to start the project shortly after the reserve study is complete.

Unfinished Business: None

New Business: None

Open Forum: We continue to have issues with residents failing to clean up after their animals. Please note, ALL SOLID WASTE must be picked up and disposed of properly. During our April meeting, the Board will be voting on the dollar amount of the fine to be imposed on any owner who fails to abide by this rule. Signs reminding owners of the rule and the corresponding fine will be placed throughout the grassy areas of the community. Any unpaid fines will accrue additional penalties and result in the loss of pool/pavilion privileges until satisfied.

The meeting was adjourned at 8:00.

The next board meeting will be Monday, April 15th at 6:30.

Additionally, the Board is now in winter session. All meetings will either be held in someone's home or virtually via videoconference. Any homeowner is still welcome to attend, but you will need to contact a Board member beforehand for the meeting location.

Roslyn Morris

Bentley Parc HOA Secretary

Drew Bacon

Member at Large

Bentley Parc HOA Meeting Minutes

2/19/24

The meeting was called to order by Jim Cunningham, Vice President

The minutes of the previous meeting were approved as written.

Board Members Attending:

Jim Cunningham, Vice President

Johnnie Pinckard, Treasurer

Roslyn Morris, Secretary

Drew Bacon, Property Consultant and Member at Large

Homeowner Attending: Jerry Beal

Financial Report: We have had two expenses outside of our typical monthly costs within the last 30 days. The water leak near unit 134 was repaired for $2,600. A small portion of the sidewalk will have to be replaced, at additional cost, when the weather is warmer. Snow and ice removal during the winter weather mid-January was completed over 5 visits, at a total cost of $3,200. In spite of these expenses, $20,000 was able to be transferred to our reserve account and is now earning a 4.5% return.

Property Consultant’s Report: Two cars have been improperly parked in the complex within the past week. Please make sure your guests don't park on the grass or in front of someone else's condo. There is overflow parking near the pool. While every effort is made to locate and notify any individual who is improperly parked beforehand, towing will be enforced promptly and at the vehicle owner's expense. Additionally, if someone is parked in one of your spaces without permission, please reach out to the property consultant or any Board member.

Unfinished Business: None

New Business: None

Open Forum: Condo #152 has just been listed for sale by owner. It has 3 bedroom and 3 and 1/2 baths and is for sale for $265,000. You may contact the owner at (423) 895-8239 or jason.sabbides@icloud.com, or any board member if you know anyone who would be interested in looking at it. 

The meeting was adjourned at 8:05.

The next board meeting will be Monday, March 18th at 6:30.

Additionally, the Board is now in winter session. All meetings will either be held in someone's home or virtually via videoconference. Any homeowner is still welcome to attend, but you will need to contact a Board member beforehand for the meeting location.

Roslyn Morris

Bentley Parc HOA Secretary

Drew Bacon

Member at Large

Bentley Parc HOA Meeting Minutes

1/22/24

The meeting was called to order by Margaret Owens, President.

The minutes of the previous meeting were approved as written.

Board Members Attending:

Margaret Owens, President

Jim Cunningham, Vice President

Johnnie Pinckard, Treasurer

Roslyn Morris, Secretary

Shawn Pack, Member at Large

Drew Bacon, Property Consultant and Member at Large

Financial Report:

The financial report was given by Drew Bacon. Since moving to Mountain Commerce Bank, our Reserve account has earned $2,117.89 in interest during the 4th quarter of 2023.

Property Consultant’s Report:

Drew Bacon presented a spreadsheet of water usage for each month from 2016 to now, which will be maintained monthly going forward. The spreadsheet tracks water usage, while highlighting any trends of excess usage as compared to historical values. This will allow us to identify any unusual usage and more quickly identify leaks when and if they occur. 

Unfinished Business:

None

New Business:

None

Open Forum:

The meeting was adjourned at 8:10.

The next board meeting will be February 19th at 6:30.

Additionally, the Board is now in winter session. All meetings will either be held in someone's home or virtually via videoconference. Any homeowner is still welcome to attend, but you will need to contact a Board member beforehand for the meeting location.

Roslyn Morris

Bentley Parc HOA Secretary

Drew Bacon

Member at Large

Bentley Parc HOA Meeting Minutes

11/29/23

The meeting was called to order by Jim Cunningham, Vice President

Board Members Attending:

Jim Cunningham, Vice President

Johnnie Pinckard, Treasurer

Roslyn Morris, Secretary

Drew Bacon, Property Consultant and Member at Large

Financial Report:

The financial report was given by Johnnie Pinckard and Drew Bacon.

The Board voted on closing the account at HomeTrust Bank. Drew Bacon made the motion and Jim Cunningham seconded it. It was approved by unanimous consent. This will conclude our transition to Mountain Commerce Bank.

Property Consultant’s Report:

Shawn Pack, Jim Cunningham and Drew Bacon have volunteered to check the water pressure of any homeowner that wants it checked. Several homeowners have taken advantage of the offer and have had to hire a plumber to replace the faulty regulator. We also have a water pressure gauge if someone wants to borrow it. 

Unfinished Business:

None

New Business:

None

Open Forum:

The meeting was adjourned at 7:45.

There is no regular board meeting in December. The next regular meeting will be held on January 15th at 6:30.

Additionally, the Board is now in winter session. All meetings will either be held in someone's home or virtually via videoconference. Any homeowner is still welcome to attend, but you will need to contact a Board member beforehand for the meeting location.

Roslyn Morris

Bentley Parc HOA Secretary

Drew Bacon

Member at Large

Bentley Parc HOA Meeting Minutes

10/16/23

The meeting was called to order by Jim Cunningham, Vice President

The minutes of the previous regular HOA Board meeting, held on 9/18/23, were approved as written.

Board Members Attending:

Jim Cunningham, Vice President

Johnnie Pinckard, Treasurer

Roslyn Morris, Secretary

Shawn Pack, Member at Large

Drew Bacon, Property Consultant and Member at Large

Homeowners Attending:

Jerry Beal

Financial Report:

The financial report was given by Johnnie Pinckard. The change in net assets for September was +$4,882.66. 

Our reserve account is now held fully by Mountain Commerce Bank and earning 4.5% interest. The checking account is still in transition pending outstanding drafts on the old account.

Property Consultant’s Report:

The leaking toilet at the Pavilion was fixed by Shawn Pack. It will be rechecked next year when the pool opens.

The bulletin board will be put back up at the mailboxes to give homeowners another way to get important information from the HOA Board.

Unfinished Business:

None

New Business:

None

Open Forum:

The board discussed removing some additional dead trees in the complex. Drew will check on pricing and the project will be prioritized relative to our upcoming reserve study.

The right door of the dumpster enclosure at the bottom of the complex sometimes opens, creating a danger to anyone driving by. Drew Bacon and Shawn Pack will see what needs to be done to solve the problem.

McAnally's removed the trees by the creek that was causing a danger to the community. That project is complete.

The playground equipment was scrubbed by Jim Cunningham and Roslyn Morris. The playground is now usable and that project is complete.

The meeting was adjourned at 8:00

The next regular meeting of the Board is scheduled for Monday, November 20th @ 6:30pm. This is subject to change due to the Thanksgiving holiday. If adjustments are made, an announcement will be sent out to the community. 

Additionally, the Board is now in winter session. All meetings will either be held in someone's home or virtually via videoconference. Any homeowner is still welcome to attend, but you will need to contact a Board member beforehand for the meeting location.

Roslyn Morris

Bentley Parc HOA Secretary

Drew Bacon

Member at Large