Sherwood Forest Owner’s Association

Board Meeting

Manager’s Report

October/November 2005

Expenses:

 

Vendor

Amount

Mille Lacs Electric

$9,849.00

Federated Propane

$1,697.00

Garrison Disposal

$3,293.00 

RTW, Inc – Workmans’ Comp

$1,799.00

Security State Agency – D & O Insurance

$2,262.00

 

Knox Electric – Meters for upgrade

$1,550.00

Aitkin County Treasurer – RE Taxes

$3,000.00

Knox Electric – 2nd pymt Derby Town upgrade

$11,667.00

Tim Modl – Accured Vacation

$1,899.00

MN Sales Tax

$2,195.00

 

Statements/Collections:

 

Since the October 31st, we’ve collected $12,855.00.  $1,505.00 was regular assessments, $1,200.00 was past due, $10,150.00 was for Special Assessments.

 

I’ve turned 11 accounts over to Tom Carlson for collections.  Balances on these accounts total $20,833.00.  Four will definitely go to foreclosure, the other seven will have letters sent asking them to pay the balance due or suggesting the possibility or deeding their lots over to Sherwood to avoid additional legal fees.

 

I’m in the process of sending out letters to owners who are past due for this year.  There is a  balance owing of $23,396.00 for this category.

 

Correspondence:

 

None

 

Rules:

 

It has been brought to my attention that an owner in the Park has erected an electric fenced pen presumably to pen in a pet and keep it from predators.  It looks like a fence rigged up to keep horses in.  I have written a letter to the owner to have them take this down.  Not only is it against the rules but it is a safety hazard.  I have included a copy of the letter in Randy’s file along with a picture.

 

Lot Sales

 

One registration went through since the last board meeting. 

 

Fines

 

None

 

 

 

 

Derby Town Electrical Upgrade

 

Derby Town Phase II – (Part of block 2, block 3, block 4 and part of block 1) is near completion.  At this point we are waiting for Mille Lacs Electric to install one transformer.  Knox Electric has approximately one day left in that area after the transformer is installed.

 

All Park Electrical Upgrade

 

I have talked to Security State Bank and First National Bank of Deerwood. 

 

                       

Bank

Security State Bank

First National Bank of Deerwood

Interest Rate (Possible)

7 – 10%

Prime +1% (Prime = 7)

Type Recommended

Term Loan – 7 Year

Term Loan – 7 Year

Criteria

List of Assets

Same

 

4 past years of audited financials

Same

 

Annual Projected Income

Same

 

 

Bids for Upgrade

 

Deerwood Bank did not recommend a line of credit since we would probably use the entire amount within two years and the payments we made would only pay on interest.  He felt we would be better off taking out a long term long.  (Over seven years.) 

 

Rather than publish solicitation of bids in the Builders Exchange, I put together a scope of work and then contacted four companies to submit bids.  Following are the results:

 

Company

Contacted

Bid Documents sent

On Site Inspection

Bid Submitted (bids were due 11/11/05)

Apex Electric, Aitkin

10/17/05

Given at time of inspection

10/20/05

None

Masters Electric, Mpls

10/26/05

Faxed 10/26/05

11/2/05

None

 

Schaff Electric, Coon Rapids

10/16/05

Mailed 10/27/05

10/16/05

Copies in folder

Knox Electric, Deerwood

10/17/05

10/27/05

Currently working in Derby Town

Copies in folder

 

I am surprised that Masters Electric did not submit a bid.  They are a very large and established company in Minneapolis.  They went so far as to visit Sherwood and contacted Mille Lacs Electric to find out details about us and then did not submit. 

 

Now that I have the bids my next step is to put together packets and submit the information to both banks.  At this point I’m not sure what the turnaround will be.  Both banks are aware that there is competition.

 

I have enclosed in your folders a copy of the letter I’d like to send to the owner’s asking for prepayment of the special assessment.  The more money we can gather from the owners, the less we would need from the bank.

 

Do we want to contact the owners that are willing to borrow Sherwood money for this project?

 

 

 

Aitkin County Environmental Services

 

Had a meeting with Aitkin County Planning and Zoning regarding permit requirements.  I have included a packet in your folders which includes an outline of compliance requirements, a permit rate sheet, permit application, and a supplemental data sheet.  The county have put together an outline of when a permit is required for Sherwood Forest.  From November 11th forward Sherwood will have to require lot owners have county permits before they apply for a Sherwood Permit.  Any work that has been done prior to November 11 will be grandfathered in.  A process will be developed before the season opens on how we will handle this situation.  I will be putting an announcement in the newsletter and a full explanation will be included in the annual packet.

 

Miscellaneous

  

I have been in contact with an Employment Attorney this past month because we have two workman comp cases pending.  I have also talked to Berkley Risk, our insurance carrier for workman’s comp.  There is at this time nothing to be concerned about from our standpoint but I will keep the Board posted.

 

I would like to talk to Randy and Charlie after this meeting to discuss the details of these cases.

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Rose researched pricing for either fixing the hot tub, or replacing it.  It will be much less expensive to replace the tub.  Valley Pools price range is approximately $25,000 - $35,000 which would include locating the leak, fixing the pipe and replacing the tub.  Rose has researched stand alone hot tubs which would eliminate the need for locating and fixing leaks or dealing with underground pipes.  Price range on this would be approximately $10,000.  The Board needs to discuss these options.

__________________

 

Rose has worked hard putting together the newsletter.  A copy of her first effort has been included in your packets.  We are missing articles from many committees and as I am adding more information to it, there is still time to submit articles.  I’m not sure that everyone that needs to submit an article knows they need to:  Rules & Compliance, Buildings & Grounds, Environmental, etc.  Submissions would be appreciated.  I plan on having the newsletter out by November 30.

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Attached please find a spreadsheet listing winter projects by the whole team.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Maintenance Report

October/November 2005

 

 

Drained and blew out all water lines in Park

Secured all comfort stations and added anti-freeze to all toilets and drains

Changed oil in wood splitters

Changed oil and filters in mules and lawn mowers

Cleaned and sharpened all chain saws

Add drain valve for Derby Town

Repaired broken water pipe in road in Derby Town

Cut up fallen trees in forest and hauled to woodpile – Ongoing

Pushed back stump dump (branches and leaves)

Replace water meters in West Canterbury

Installed new patio door in apartment

 

One of the main focus’ for the past month has been working on the inside of the maintenance building:  The Maintenance crew finished insulation and finished the ceiling.  The office has been framed in, and the workbenches have been started.  This will be an ongoing project over the winter.

 

Ongoing throughout winter – cutting up trees and hauling wood.

 

Material has been delivered for Big London Comfort Station.  This project will be focused on for the next month.

 

Reminder:  There are two part time maintenance men working 5 hours per day.  Between the two the hours total approximately 40 - 45 hours per week.  That is equal to one maintenance man working full time.