Minutes of the Stagecoach Estates Lot Owners Association regular Board of Directors meeting

August 15, 2018 18:00- 20:00 Park City Library, meeting room 301, 1255 Park Avenue

Attendance: Pres. Brian Bitner, VP Jackie Pender, Treas. Steve Hall, Sec. Lucy Jordan, Directors: Gary Auerbach, Brent Bryan, Chuck Grosvenor, Nicole Knotts, Scott McClellan, Bill Wilson. Brian Tiley arrived about 18:20. Lot owners in attendance: Dan and Bertha Harris Lot 43. Bill Bishop Lot 30. Drew Jordan Lot 106.

Bitner called meeting to order at 18:01. Thanked everyone for coming.

1. Minutes from May 10, 2018 board meeting

Jordan reviewed the minutes. There were two follow up items: (1) Architectural Control Committee additional member to replace Peter Behn and add another member because of heavy load with increased building. Lot 61 (Gonzales) and Lot 9 (Skrypek) were proposed as potential members at the May 10 meeting. No one had asked them yet. Bill Wilson volunteered to ask them both. Auerbach was proposed at the May 10 meeting as a rules committee member but was not present to accept at that time. Auerbach accepted a position on the rules committee. Wilson moved to approve the minutes. Knotts second. Approved.

2. Treasurer’s Report and Financial Review

2.1. Hall went over accounts. See 4 pages of reports. Total assets $123,794. Biggest expense is the roads. Have spent roughly $28,000 to date this year and have roughly $10,000 left in road maintenance budget in addition to what we have to save for snow removal. We are on target to stay in budget. Have spent about half our legal fees budget with no known future issues on the horizon.

2.2. Discussed that our reserve ($30,607) is smaller than some other HOA’s but we have fewer common amenities that we need to repair.

2.3. Road and construction deposits: Have ~ $9000 in nonrefundable deposits and ~$20,000 in refundable deposits.

2.4. 3 lots are overdue on dues. Discussion on largest overdue bill for Lot 93 on whether Stagecoach should take action to sue for past due dues. Bitner reviewed the history of that owner not always agreeing that they are in Stagecoach and that is why they don’t pay dues. We have a lien on the property. When property is refinanced we recover the dues. If the property is sold we could recover the dues.

2.5. Report of income from the LDS Church for use of our road by Bitner. We received payment of $2800 in July, which is earlier than we have received in the past.

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3. Old Business

3.1. Bitner Ranch Road 2018 audit: Hall reported that Jack Smith (Lot 91) has been working with BRR association and has looked at books. Audit will be completed after road expenses done after September.

4. New Business

4.1. Weidenfeld death: Lot 6 owner Don Weidenfeld suffered a heart attack and passed away August 4. Board agreed to sending flowers to this long-term member of the community would be appropriate. Jordan will order an arrangement of $75-$100 to be sent to family in Florida.

4.2. Roads

4.2.1. Road work done as of Aug 15, 2018 report by Bitner: Rotomil and dump trucks have been paid. Rotomil has been put all the way along North Church out to Lot 99. Could use some more work but it will help with mud. Bought special rotomil for bottom of Kimball and Kimball gate area. Parking lot looks nice. Some rotomil was spread on Basin and some on Upper and Lower Cove. Have not done the connection between Upper and Lower Cove to Lots 76, 52, and 51 but have enough material. All the regular rotomil cost SELOA $0 and Bitner estimated it is probably $300,000 worth of material and it came when the construction company said it would come. We did buy some premium rotomil that sets up nicer. That was applied to a problem area on Kimball.

4.2.2. Current plans for rotomil and oil by Bitner: Propose to put reconstituted asphalt (premium rotomil) on the steep part of Basin Canyon Road by Lot 82. Propose to get another 30 loads of rotomill and oil to fix more of the bad spots on Basin Canyon Road first and then add oil on the lower part of Kimball Canyon Road where the road is bad. Oil is purchased from Staker and if applied to rotomil in an area that gets hot sun, really sets the rotomill up nicely. Several board members agreed the rotomil and oil combination works well.

Bitner asked if the road committee had any input on where roads are bad. Auerbach stated that the section of Basin Canyon near Lot 82 is very bad because of how steep it is. Auerbach said the road committee has been focused on gate proposals and the committee also wanted to look at bigger picture of what roads should look like 3 years from now. Some discussion on where others thought trouble spots were. Jordan agreed the steep hill by Lot 82 was in need of work. Bitner asked for help marking bad spots when comes time of next rotomil. Auerbach helped last time.

Discussion about how continued addition of rotomil makes road surface higher and narrows the road. Tiley suggested grinding down the rotomil that has

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been applied on Basin to lower the surface and start with new rotomil as a long term fix. Ed Byer, our on site road maintenance person, has told Bitner that he could modify his grader and be able to chew up the rotomil if we decide that is a solution.

4.2.3. Easements and Basin Canyon widening: Lengthy discussion on proposal to widen selected spots on Basin Canyon Road to create turnouts. Board has heard numerous complaints from Basin residents and others that two vehicles cannot pass safely, pedestrian-vehicle encounters are potentially hazardous, and vehicles are travelling too fast, especially non-Stagecoach drivers such as contractors and church camp traffic. Another significant issue is winter parking.

The discussion centered on how to reduce the chance of an accident on the blind corners and provide winter parking for Basin lot owners who cannot use snow machines to get to their lots because the lower part of Basin is exposed and doesn’t hold snow very well and because the road is privately plowed part way up. Bitner has talked to Summit County who told him that as long as we stay within the Right-of-Way easement, work on the road is road maintenance. Bitner proposed to take some of the large amount of concrete rubble that was pulled out of Lot 22’s slope failure that is in a pile at the intersection of Lower Cove and Kimball Canyon Road and place it at the bottom of the slope of the road embankment on a few areas of Basin road, then compact and cover with some free fill material from people that are building that is available locally now to create turnouts along Basin. This is the same way in which the east side of Kimball Canyon Road was widened three to four years ago from the intersection with Lower Cove continuing up to Lot 19 driveway. That section looks very nice now and has ample room for two vehicles to pass. We have $10K left in road budget which is enough to pay for the dump trucks to haul the fill and Byer labor to do the work. Bitner explained that Byer is a skilled road builder and several board members agreed that the work that Byer has been doing over the last several years has held up well and looks good. Jordan raised the concern that using concrete rubble and topping with fill did not work on the slope failure on Lot 22 a few years ago. Bitner believes the material was not placed properly at that location.

Bitner proposed possible spots to widen the road are the first major turn as you drive up Basin, which is on Lot 1 close to the fence and next two curves near Lot 34 driveway which is on Lot 37 property. Summit County plat maps with satellite imagery were passed around with potential spots circled. McClellan is opposed to widening on downhill side of road.

Dan Harris from the floor asked what is the larger issue? Parking or widening? Several board members replied that the board is trying to find a solution that

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will increase safety and accommodate various users. McClellan stated that the turn just past Lot 34 on the right-hand sweeping turn was widened nicely previously. Drew Jordan from the floor suggested putting rotomil on North Church if we have more left in the budget while the Basin widening issue is decided. Dan Harris suggested rotomil could go on road between the Y on Bitner property up to the gates. Bitner said one area that does need the rotomil is about a half mile up from Kimball gate.

4.3. Lot 22 excavated concrete: Report from Bitner that lot owner is having an engineering firm repair the slope failure behind the house. There is a large pile of concrete pieces and rubble that the lot owner had removed from the slope and moved to the intersection of Kimball Canyon Road and Lower Cove Road. The lot owner contends SELOA is responsible to remove the concrete because it was added by SELOA to attempt to stabilize the slope but the slope continued to slide. In the past, this type of material has been used as fill when widening or repairing Stagecoach Roads. We could use some of it on the turnouts for Basin Canyon. Pender cautioned that we need to be careful in using some of the concrete because that could be perceived as Stagecoach taking full responsibility for moving all the concrete.

Brief discussion on how to widen and repair the section of Lower Cove that is above the slope failure on Lot 22. Bitner thinks we could possibly cut into the uphill side of the road to widen the road, but would need to get lot owner approval. Wilson to talk to Lot 23 owner to see if they would be amenable to road work here. Jordan expressed concerns with slope instability at this location given its location immediately above a previously failed slope.

4.4. Basin Gate issue: Lot 30 owner Bill Bishop wants to explore options to move the Basin Canyon gate off his property. Bishop reported that he has spoken to Summit County and they say we can move the gate contrary to what was presented in a ruling remembered by Pender and Bitner. The county senior planner and head planner say you can move as long as you have a valid conditional use permit and ours is valid. Bishop reports that Lot 1 owner is not opposed to moving back down to the border of her lot and non-Stagecoach property. There is a parking issue at the turn around and Bishop would like to prohibit parking there. Parking at the turn around prohibits the area from functioning as a turn around for people that come up Basin Canyon Road and can’t get past the gate. Mostly, parking is taking place in the winter. Bishop asked permission to put up a no parking sign at the turnout and asked if Jordan could include a notice to all lot owners that there is no parking allowed at the turn around at the gate.

Discussion of other parking options. Would the turnouts that we might create up higher on Basin serve as winter parking? Bertha Harris from the floor expressed

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frustration that the board has not come up with a winter parking solution for Basin residents.

The discussion turned back to whether or not to move forward with creating turnouts at the curves on Basin Canyon Road. Bitner went around the table and asked each board member if he or she was in favor of working within the road easement to create turnouts along Basin Canyon Road with affected lot owner permission. A majority of the board was in favor of moving forward. McClellan was not in favor and proposed instead to use the remaining road budget to hire our lawyer to look into what options we have for working within our easements. Auerbach and McClellan proposed that the road committee work on the problem. Pender pointed out that Stagecoach is in a difficult position. We have no commonly owned land on which to park snow machines so that owners of lots on unplowed roads can access their properties, but our covenants do not allow Stagecoach to plow. Bitner indicated he would contact the lot owners of the lots that border the turnout areas and explain that we want to widen Basin Road around the spots we discussed earlier to create turnouts.

4.5. Gate Security and Traffic

On July 6, 2018, Dan Harris on behalf of the road committee, submitted bids from two companies to replace the keypad gate code system. Harris touched on the benefits of each proposal. Grosvenor asked what is the problem we are trying to solve with upgrading the gates. Harris said they are trying to get accurate data to monitor roads.

Road counter data presented by Grosvenor for July 2018. The counters log data each time a vehicle passes, regardless of direction.

Basin Canyon Road near gate = 6541 counts.

Kimball Canyon Road near gate = 4758 counts.

Bitner property gate = 1614 counts. Counter is located on the LDS church camp side of the gate on North Church Road.

Church camp is 14.3% of total traffic. Drew Jordan, member of the road committee, presented an estimate for new road counters that would cost $3000. Grosvenor said our current ones are very old and take time to process the output but they are currently working.

Bitner would like to see two gate codes for each lot owner.

Bill Bishop from the floor said the emergency services could not get in lately and he had to shout the code down to them from his house. Jordan will research who to contact for emergency services with gate code updates and include them on future gate code update notices.

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4.6. Signs: Discussion on if we should install speed limit signs. Knotts said she thinks we can get free speed flasher signs from Summit County for temporary use and will check into availability. Bitner asked for approval from board members to try this approach to reducing speed. Majority agreed.

4.7. Website: Knotts had no issues to report. Proposed CC&Rs are on the website. Jordan proposed publishing the board meeting minutes on the website to provide transparency to lot owners. Board members pointed out that realtors also ask for minutes. Board agreed to publish board meeting minutes on the website as long as sensitive information about lot owners is redacted. Jordan will send out a redacted version of the minutes to the board for review before submitting to Knotts for publishing on the website.

4.8. Environmental issues & spraying Tiley reported that he did two sprayings. Most thistle is gone. Used Milestone the second time to reduce germination next year. Jordan stated that the there was a lot of dead thistle along the roadways during the work day on July 28.

4.9. Targeted feedback poll on CC&Rs: Pender said there has been little feedback on the proposed CC&Rs. Tiley proposed to do a phone campaign to solicit feedback and encourage people to vote. Knotts cautioned that some could perceive the campaign as the board trying to influence votes even if board members are only trying to get people to vote one way or the other. Auerbach made a motion that we create a synopsis on the differences between the old covenants and the new because he believes people are not taking the time to read the long document, and that outlining the changes will help people decide if they want to vote for or against. Knotts seconded it. Approved.

Bitner said he and lawyer Dansie thought an anonymous survey sent to lot owners asking for targeted feedback on specific items would help to show us where we need to do more work to get to a document that will get the votes needed to pass. Jordan and Pender to have a meeting and invite other board members to put together the synopsis and a survey.

4.10. Fire evacuation planning: A fire broke out in Tollgate Canyon on July 30 that was only about 5 miles from the edge of Stagecoach. Some Tollgate residents were evacuated. The fire highlights the need for fire evacuation plan for Stagecoach Estates. Auerbach thinks we should have an alert system. Tiley suggested putting up evacuation signs. Another suggestion was to install a breakaway gate on the west end of North Church as it goes to the Preserve. Wilson, Pender, and Tiley to form a fire committee to make a plan. Bitner said the Park City Fire District presentation has a wealth of good information and would be a good start on a plan.

4.11. Lot 59 extra lot issue: Owner of Lot 59 has another parcel across Lower Cove from Lot 59 he claims is not incorporated in Stagecoach. Bitner talked to lawyer Dansie

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about this issue but Dansie did not have suggestions. Discussion on whether SELOA could annex the lot as an individual lot in Stagecoach Estates even though it is only about 3 acres, which does not meet the minimum buildable lot according to our Covenants. Pender to do some research on the lot.

4.12. Trash & mailboxes: Knotts quickly went over her proposal to move the trash dumpsters east of where they sit currently so that they are not as noticable when you approach the Kimball gate area. Bitner said we need to make sure the trash truck can access the dumpster easily. Previous board discussion had suggested a solution to reduce unauthorized dumping from non-lot owners is to move the dumpsters inside the Kimball gate. Discussion that it is not a good idea to put the dumpsters inside the gate because that would create an unnecessary hassle to Basin Canyon lot owners who would have to come around and go through the gate twice just to dump their trash.

4.13. SELOA work day and PCFD chipping report: Jordan organized the work day and sent multiple reminders. Report of activity: We had 16 people show up for the work day on Saturday July 28 from 14:00 to 16:00. Lots 70, 100, 5, 28, 11, 101, and 106 were represented. We made about 12 branch piles, mostly on Basin Canyon Road, to increase visibility around tight corners. The Kimball gate area was also cleaned up. Then we hung out and socialized at the Kimball gate for a while. Jordans brought a cake and drinks. There was good community feel.

Park City Fire Department chipped branch piles on July 30 until the Tollgate fire broke out. They came back on Aug 1 but did not get all piles. There had been 32 piles. Jordan reported that the PCFD has said they may come back to Stagecoach if they have time before they have to give chippers back. Auerbach and some of his neighbors rented a large chipper earlier this year for about $450 for a weekend.

Bitner adjourn at 8:35 pm.

Minutes approved Sept. 13, 2018 by email vote 9 yea, 1 nay, 1 member out of communication until Oct. 1.

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