Annual Meeting Minutes
Annual Meeting Minutes
Sweetwater Ridge Annual HOA Meeting Minutes
Date July 22, 2023 @ 10:00 AM
Location Central Park at Sweetwater Ridge
Board Members present Carol Vigil, Claudia Conder, Dena Stark, Anita Bolt, Jennifer Carnahan, Sammy Randall, Daloy Harris, Steve Hoellein, Bob Moore. Absent were Bobbie Hymas and Pat Donahoo
Meeting was called to order by President Carol Vigil. Minutes of 2022 were read by Anita Bolt. A motion was made to approve the minutes and seconded by all attendees. The 2022 minutes will be posted on the website.
Election of Board Members: There are 4 positions available. Incumbents whose terms are expiring are Sammy Randall, Deloy Harris, and Pat Donahoo. Sammy, Deloy, and Pat have expressed a desire to stay on the board.
New nominations are Mike Duncombe, JC Stock, Shonette Lee, and Rachel Reifon. Members were instructed to vote for 4 people to complete the board. Votes were counted while the rest of the meeting took place.
Outcome – Sammy Randall, Deloy Harris, Pat Donahoo will remain on the board. Mike Duncombe is the new board member.
We lost a board member this past year. Renee Worthen will be greatly missed by us all. We are also losing Steve Hoellein. He has sold his place. He will also be greatly missed. Bobbie Hymas will also be giving up her spot. She has been a great person to work with over the past years.
Green Tags are to be given to your guests to park down in the overflow lot. These tags should be filled out by lot owners and placed in your guests’ vehicles so in case of emergency we can get ahold of you. There is a level area with gravel that is only for campers, and you need to fill out the forms in the front box. This area has previously been used for 5 days it was voted on by all to increase this to 7 days.
This area is not to be used for long term parking as it makes our park look trashy. This area has never been designated as long-term parking.
Treasures report 2022 was an uneventful year with no big purchases, and nothing broke down. Water usage was great as we all helped to conserve water! Keep it up. At the end of 2022 we had: Surplus of $7,095. Winter this past year was the worst in years we budgeted $5,500 and spent $30,747. Roads were also affected. We budgeted $13,500 and spent $18,163. Because of the amount of snow our roads took a beating. We had Shane come and grade the roads and put down some gravel in places. Because of this expense we did not have the brine put down. We are over budget but are going to pull from our reserves to make up the difference. Because of this we won’t have to raise our homeowners dues this year. A motion was made to accept the treasurers report and approved by all.
Snow Removal last year the only bid we had was from Bear Lake Landscaping. They made a mess of our roads and entrances to people’s property that live here all winter. It is not the people who plow our roads to keep our driveways clear; however, they could have done a better job. This year we are hoping to have Darrin Lutz do our roads. We are willing to make a 5-year commitment.
Online billing Claudia spoke about the problems she has with the invoicing and late fees are billed separately so you have to contact her directly so she can send you the info to pay online. Debit cards and direct payment are the only two ways you can pay. Any questions please contact Claudia. Her information is on the website.
ACC Mark Worthen has stepped down. Our new ACC Committee
Kelly Thomas and Travis Isakson have agreed to co-chair. Deloy Harris and Doug Mead will assist them. All construction forms will be sent to swridgehoa@gmail.com and Carol will contact Kelly or Travis. They will contact you directly.
Pool. Ted and Carol are taking care of the pool this year. If you go in and cannot see the drain in the center of the pool. Please contact Carol or Ted will get the pool back in balance. Everyone should have a pool key. If you just bought a place, please get with Carol to get pool key. There is a $100 transfer fee.
Handouts were available to all members on the rules and fines that will be given.
Norm Mecham has not started his project and has nothing to do with the water bill increase. This increase was for increase in water cost and infrastructure from the Water Company. Carol and Claudia are on the water board and will go to the meeting this next week. There were a lot of changes at the Water Company this past few months. It was asked by members for them to ask to get the website up to date on projects planned.
Miscellaneous Complaints were made about a lot of feral cats over in other parts of the park. It was discussed the only solution was to trap them, but you will be responsible for taking them to Logan animal shelter.
There are two trailers up on Ridgemont Loop that are damaged, and a member would like to have them moved.
Our Trash can cameras are now working.
Golf Cart parade will begin at 5 down by the dumpsters. Jennifer will lead the parade.
August 5th will be the band in the park the theme will be TV shows. Just an FYI for next year it will be 50’s Rock-a-billy. If you have any old cars, you like to bring for this please do.
Dinner in the park August 19th hamburgers and hotdogs will be supplied. Please bring a dish to share.
A member brought up the need for Malablue to be grated or fixed. There are a lot of holes in the road. Carol will get with Richard to see if he can fill up those spots, until we can get a more permanent solution.
Carol asked all members to slow down in the park to help keep the dust down. Please don’t peel out or do donuts in the park. It will ruin the work we have had done on the roads.
A member brought up fire pits. They can be used as long as they are approved by the fire marshal. His information is on the website.
Early Bird drawing was Jimmy Reese, Lot 369. It was suggested by a member that you need to be present to win the drawing. It will hopefully bring more members to the annual meeting. A motion was made and approved by all. Next year you will need to be present to win early bird drawing.
Meeting adjourned at 11:05.
Minutes of the Sweetwater Ridge Annual HOA Meeting
Date: July 23, 2022
Time: 10:00 a.m.
Location: Central Park at Sweetwater Ridge
Board Members attending: Carol Vigil, Ross Brunson, Claudia Conder, Renee Worthen, Dena Stark, Sammy Randall, Steve Hoellein, Daloy Harris. (not present- Bobbie Hymas, Pat Donehoo)
Members- approximately 130
Meeting was called to order by President Carol Vigil
Minutes of the 2021 meeting were read by Claudia Conder. A motion was made to approve the minutes and seconded, all attendees approved. The 2021 minutes will be posted on the website.
Election of board members: There are 4 positions available on the board. Incumbents whose terms are expiring: Carol Vigil, Steve Hollien, Bob Moore, Bobbie Hymas. Carol and Steve expressed interest in staying on the board.
New nominations: Anita Bolt, Jennifer Carnahan, Mike Duncombe, J.C. Stock. ALL nominees were given the opportunity to speak and express their desire to be on the board with the exception of J.C. Stock who was not in attendance.
Bob Moore will remain on the board as an emeritus member with voting rights. Bob has been on the board since its inception and was a critical part of the success of the restructuring of the park, making each lot its own ownership rather than shared.
Members were instructed to vote for 4 people to complete the board. Votes were counted while the remainder of the meeting took place.
Outcome: Carol Vigil, Steve Hoellein will remain on the board; New board members are Anita Bolt and Jennifer Carnahan.
Bob Moore was presented with a large THANK YOU card signed by several members of the board and general membership. Thank you, Bob for all you’ve done for all of us!
Treasurer’s Report: Dena Stark presented the Treasurer’s report. The full report will be posted on the website. Highlights of the report: administrative costs and attorney fees were over budget. The water bill for the park was approximately $24,000 less in 2021 than 2020. This is a HUGE savings and everyone should be congratulated for conserving water. Water use was cut back significantly in the large common areas but did not go completely dry.
Unanticipated or over budget expenses included a major upgrade to the sprinkling system(s) in the common areas and pool repairs. These were approximately $19,000 +-.
A question was asked about the budget, the amount in reserves, 5 to 10 year budget plan. The reserves on hand have increased from approx. $133K to $140K. This is largely due to the collecting of unpaid assessments. In 2021, the board voted to send any unpaid dues that were not current through 2021 to collections. This was a very successful endeavor. There is no “projection” budget (5-10 yr budget), however, the board is continuously reviewing and anticipating the needs of the park and assessing the needs vs wants based on the budget. One
example is the new swing set in the lower common area- was planned for 2 years earlier than actually purchased.
The biggest expenses are the sewer, water and pool. Dena explained the difference between what the water company’s assessment is every year (the ongoing costs for the system) and the actual water bill that is approximately 75% of the annual HOA assessment. In the future when all the lots have individual meters, the HOA assessment will decrease accordingly. Our cash position is strong, however, we anticipate an increase in the dues next year. Costs have gone up significantly this past year, particularly the cost of propane, fuel, and materials. The road grading and brine was significantly higher this year. A motion was made to accept the treasurer’s report, seconded and approved by the membership.
Signage: A member asked about changing the sign at the entrance to the park since the name of the park was changed to Sweetwater Ridge. Because the sign is concrete, it would be very expensive to change.
Other signs- Carol has purchased several more stop signs and other signs to install around the park. Don Moore has agreed to head up the installation of the signs and asked for other volunteers. Don expressed the success in other communities of adding 4 way stops. This is in an effort to slow traffic and avoid accidents.
ACC Forms (Architectural Control Committee) Renee Worthen spoke on behalf of Mark Worthen who is the ACC chairman. Permit forms are online and anyone building, modifying, adding a shed or any other structure needs approval and a permit. The cost is $25.00 If any questions at all, Mark needs to be consulted.
DotBar Communications Last year the board entered into a contract with DotBar to install WIFI at the pool area for pool key monitoring and a camera at the dumpsters. The park continues to have issues with people dumping illegally in the dumpsters. Carol expressed that DotBar is in breach of their contract and that any users in the park who have their services could be cut off if the board demands they take down their tower. She encouraged those using their services call and let them know.
Website: Sammy Randall is in charge of the website. All of the board members info, including emails are there. If anyone has any website concerns, she is the contact.
Miscellaneous: Carol asked that everyone provide their emails. This is important for communications that she sends when needed. Parking and camping in overflow area: Carol reiterated the use of these areas and that anyone parking or camping there needs a permit through her. Please do not use the area that has been groomed for camping for the short term parking.
Reminder- the short term parking is for 5 days only. Violators will find a boot on their vehicle/trailer/camper. Carol also asked that members “manage their kids” . There have been a number of instances of kids doing damage to the groomed area.
Common Area Designations: A color coded map is on the website that designates allowed uses in the different common areas throughout the park. Small areas that are not accessible to the members without going through private property have a different designation than the larger areas. Please refer to this map.
Early Bird Drawing: Lot 325, Christopher and Suzanne Murphy were the winners.
Dinner in the Park: Ross Brunson reminded everyone that the Dinner in the Park will be August 20th. Meat will be provided, everyone is asked to bring something they can share.
New addition to Park: Someone asked if the new lots are still planned to be built off Mayfly Drive. Carol answered that she has been in touch regularly with Norm Mecham, owner, that he plans to build but may be next year or the next.
Access to road (end of Mayfly): Carol attended a county commission meeting and learned that the county does not claim ownership of the road. This is in contrast to prior info. Carol has a lot of info from the county attorney that she said anyone could review and research on their own.
Band: There will be a band in the lower common area- behind the dumpsters- on Aug. 6th. A suggestion was made that this be for the adults and that a D.J. be available in the upper common area for the non-adults.
Golf Cart Parade: The parade will be tonight at 5. Anyone interested, show up at the dumpsters at 5. Thank you Tyler and Tori for helping this year!
Meeting was adjourned at 11:10 a.m.
Minutes of the Annual Sweetwater Ridge HOA meeting
DATE: July 3, 2021
TIME: 10:00 a.m.
BOARD MEMBER ATTENDEES: Ross Brunson, Claudia Condor, Pat Donahoo, Daloy Harris, Steve
Hoellien, Bobbie Hymas, Dana Kearl, Sammy Randall, Dena Stark, Carol Vigil, Renee Worthen
Community check-in: 9:30-10:00 a.m.
Meeting was called to order by President Carol Vigil.
Last year’s meeting minutes read by Dana Kearl. Motion to approve minutes, as read, was seconded and passed.
Treasurer’s report by Dena Stark:
Administrative costs were up $6,000.00, mostly due to attorney fees to bring some owners, in violation, into compliance.
Maintenance of common areas is in deficit by $2,000.00. Tree removal and new additions to facilities and the pool were the biggest expenditures. The pool saw a recent upgrade of the chlorinating equipment. Siding was added to the pool house as well as a plexiglass barrier along the bottom of the perimeter fence to keep the dust from blowing in. The Board sincerely hopes the community is happy with the improvements made during the past year.
Historical balance sheet is at $13,555.00, the lowest it has ever been. This reflects the difference between the budget and what was actually spent. From a financial standpoint, the HOA is in good shape. We have come a LONG WAY! The financial report will be posted on the website. Tom Ramsey motioned to accept the Treasurer’s report. The motion was seconded by many community members and passed.
Carol brought up that when the water company increased costs, and everyone was made aware, that the community really rallied to conserve and use our water allotment with prudence. That effort paid off in coming under/within our allotment. Way to go!
Last summer, the Board received and reviewed a petition requesting that community members be able to use the large common area at the entrance to the park for long term storage. Be aware that the area has only recently (within the last five years) been allowed to be used at all. Once permission was given, some took advantage, and trailers and other equipment were left there all summer long and even into the winter. A concerted effort was made to clear the area out and clean it up in the past year. There is now a designated short-term parking area and another separate area that is flat, with road base, for guests of the community to overflow camp. The limit is 4 days and a permit is required. The remaining, unimproved area may be used for temporary boat, trailer, and ATV hauler parking. The limit for that use is 7 days. After 7 days, vehicles will be booted and a fine of $25/day imposed. A resident brought up the fact that the nearby storage facility only charges $1.00/day if you need storage beyond the 7 day limit. This is meant to be a good thing for the entire park. Please prominently display permits, use the area as designated and intended, and respect that this area is a first impression for our community.
The next order of business was to address Board membership/vacancies. The 2-year terms for Dena, Ross, Renee and Claudia expire this year. Each has expressed a desire to continue serving. Carol asked the community if there were any nominations from the floor to be considered for the four positions. None were suggested. All Board Members with expiring terms were then re-elected. Ross had expressed his desire to be relieved of VP duties and Pat Donahoo stepped up to fill that role. Renee and her husband were praised for their organization of the community clean-up day, which was a huge success.
Common areas throughout the park have been visited numerous times by the Board. Our recorded community by-laws prohibit subdividing and or selling of any common areas to any single owner of the community. Many owners have taken it upon themselves to make improvements to common areas, but the areas remain the property of the entire community and are first-come-first serve.
Someone suggested that we set up a rental system for the larger common areas. Carol vetoed that idea. When you start charging people, you must then police the area. The Board is fantastic, but all are volunteers. A callout made for volunteers to make common area designations. No one stepped forward.
It was suggested that laminated common area use permits be provided – 1 per lot owner. The Board will produce and distribute these soon.
Some members of the community expressed concern about fire-fighting equipment throughout the park. Equipment has been stolen out of the boxes, some of the hose bibs are the wrong size to connect to firetrucks, and valves were missing. It was suggested that a combination lock be placed on the equipment boxes. Brian Randall is overseeing this effort with the assistance of the Fire Department. Improvements and improved equipment are in the works.
Please make sure you have insurance even if you do not think your house is worth very much. The people who caused the fire did not have insurance. Yes, it can happen to you. Inspect your propane tanks, hoses and connections to be sure all are in safe working order.
Norm Mecham development off Mayfly: Carol has been working very closely on this all winter. During this past winter a document from 1996 was discovered – a signed agreement with the HOA that gave permission to develop 167 lots. The current status of the development is that Norm has 65 lots that he CAN develop. He has reduced that number to 50 and has a plan in the works for a park area, but no second pool as of yet. Carol has a copy of the preliminary plat, although the final proposal is not yet complete. The State and The Water Company are involved. Norm does have plans to partially pave Mayfly. Sammy will upload this photo to our website. Be assured that the HOA will be involved every step of the way, but this development IS going to happen and will be a part of our community.
Swimming Pool: A resident suggested allowing more than 1 pool card per owner. The answer was no. Carol requested that residents be considerate and limit time at the pool to an hour. Do not place large floating devices in the pool when use is heavy. Pool Noodles have been found to deteriorate and clog the filters and are no longer allowed. The pool heater is set at 82 degrees. A resident asked if there were any plans to update the rest rooms. Carol indicated that new partitions and shower curtains had been installed. The final decision on further improvement is: “Do you want to pay for these improvements?”
Architectural Committee: Reminder that any building that takes place, without a permit, will be fined
$500.00. The fee to process a permit is $25.00. Permits can be paid for online and emailed. These fees and fines are strict and non-negotiable. Mark Worthen, who heads this committee, does a GREAT job.
Our sprinkling systems in the common areas need to be improved. Richard would like to see them automated. If there is anyone with knowledge and expertise in that regard that would volunteer to help, please reach out to Carol or Richard. Kay will talk to John.
Dotbar.com Tower. The HOA has entered into a lease agreement near the water tank. They have agreed to provide cameras by the dumpsters and WIFI for the pool doors. Everyone who subscribes to Dotbar has been impressed with the service. The Company has stated they will match current internet providers.
Community rules: The community was reminded that the speed limit throughout the park is 10mph. It is recommended that children on golf carts, motorcycles and ATVs wear helmets. Please do not damage the road base in the large common area with vehicles. Please monitor your children. Because of the current drought, open fires and fireworks are prohibited.
DINNER IN THE PARK is on. Scheduled for August 21st at 5:00 p.m. Please watch the website for further information.
Winner of the EARLY BIRD: Lot #87 – William Raymond.
Thank you for coming and caring!
Annual Sweetwater Ridge HOA meeting was adjourned at 11:00 a.m.