The Association continues to strengthen its financial controls while preparing for several yea rs of major capital work.

The previously approved 2025 financial audit has moved forward, with the accounting firm engaged and initial documentation provided. Fieldwork had not yet been scheduled at the July Board meeting, but the audit process was underway. The Association also reviewed how operating cash was being held, and management directed that funds above approximately one month of operating revenue be moved into the higher-earning money-market account rather than remain unnecessarily in checking.

Collection activity also continued during the summer. Overall delinquent balances have improved considerably compared with prior periods, while management and legal counsel continue to address accounts that remain materially or persistently delinquent. Individual owner collection matters are confidential and are therefore not included here.

The Board is also reviewing the timing of future roofing contracts so that upcoming projects in 2027 can be priced earlier in the construction season. The current recommendation under consideration is to evaluate the performance of the 2026 roofing contractor and, if performance and pricing are satisfactory, begin 2027 pricing discussions during the winter rather than waiting until the construction season is already busy.

Voting on the proposed governing-document amendments continued through the summer. Participation remained below the level needed for approval as of the July meeting, and the Board and management discussed additional ways to make voting easier and communicate the purpose of the proposed changes more clearly.

Options discussed included online voting, direct owner outreach, telephone reminders, and additional opportunities for residents to ask questions. The Board has continued emphasizing that the governing-document vote is separate from the Association’s existing responsibility to fund maintenance, insurance, reserves, and other operating obligations.

Several maintenance and repair items remain under review or active follow-up.

There are 3 categories for priorities:

1. Tier 1: Roofs along with all relevant components, masonry steps and sidewalks, balconies and fire suppression
2. Tier 2: Asphalt, Garage Doors, Wood trimming and painting
3. Tier 3: Vinyl fences and shutters, and gazebo.

The Board is prioritizing tier 1 items. Due to newly discovered builder issues, we cannot proceed with the roofs at the originally planned schedule. As a result, the updated tentative plan is:

1. 2025 Building 7 Masonry
2. 2026 5,8 & 10 Masonry + Roofs, Chimney, skylights (Bldgs 2&9)
3. 2027 Bldg 4 Masonry + Roofs, Chimney, skylights (Bldgs 1&3)
4. 2028 Bldg 1 & 2 Masonry + Roofs, Chimney, skylights (Bldgs 4&8)
5. 2029 Buildings 9 Masonry + Fire suppression + roofs, chimneys, skylights (Bldgs 7&11)
6. 2030 Building 6 Masonry + Roofs, Chimney, skylights (Bldgs 5&6)
7. 2031 Building 3&11 Masonry + Roofs, Chimney, skylights (Bldgs 10)
8. 2032 Balconies (5 Buildings) +wood trimmings
9. 2033 Balconies (6 buildings) + Catch Basin &manholes + Garage doors (2bldgs) + Vinyl shutters + Gazebo
10. 2034 Painting Exterior+ Garage doors (9 Bldgs)
11. 2035 Vinyl Fence
12. 2037 Road
13. 2040 Chimney Chase covers

Roof Replacement

The largest change since the June newsletter is that the 2026 roofing project has moved into the construction-preparation stage.

Weatherseal is preparing to replace the roofs on Buildings 2 and 9, with Building 2 planned first followed by Building 9. A pre-construction meeting was held on August 28 to establish contractor staging, material storage, dumpsters, equipment locations, and temporary parking restrictions.

Contractor’s working hours are expected to be Monday through Friday from 7:00AM to 7:00 PM, with Saturday work permitted from 8:00 AM to 7:00 PM. Parking spaces near active work areas will need to be temporarily closed so equipment and materials can be safely staged.

As of August 31, final materials were still being acquired and the contractor was working through permitting, so the precise start date was not yet confirmed. Earlier expectations of a September 2 start should therefore be treated as tentative rather than final.

The roofing specifications have also been clarified. All chimney chase covers are to be replaced, while the existing gable-end vents are to remain open. Roof ventilation will be checked to ensure airflow between the gable vents and ridge ventilation system.

Residents in Buildings 2 and 9 will receive specific notices regarding access and parking before construction affects their area. Owners who wish to add or upgrade attic insulation during roof work may coordinate directly with the roofing contractor; insulation upgrades are not part of the Association-funded roofing scope.

During building 2 work parking will be restricted next to buildings 2,3 and visitor marking. During building 9 roofing, parking along Farmington Road, mailboxes, building 6 will be off limits.

Masonry and Steps

Masonry work remains one of the Association's more difficult scheduling issues. By July, one planned building (10) had been nearly completed, and both entrances were repaired by August. Building 5 work has now commenced with building 8 scheduled for November.

Because of these delays, the Board also discussed improving future contractor agreements so that schedules, completion expectations, and quality-control responsibilities are clearer. Management agreed that additional masonry contractors can be considered for future work.

Balconies

A condition review of balconies was completed and competitive bids were being solicited for the balconies considered to be in the most serious condition. At the July meeting, approximately seven balconies were expected to be included in the initial bid package.

The current review is focused on deteriorated balcony components. Structural beams that were inspected were not believed to be compromised at that time.

Drainage

The recurring drainage/sump issue near Building 10 also remains under investigation. Rather than continuing repeated cleaning without understanding the source of the problem, management was asked to arrange a root-cause inspection and use another qualified plumbing contractor if the original vendor could not perform the evaluation.

The Board has continued exploring ways to make currently underused common space more useful for residents.

One proposal discussed during the July meeting would improve the wooded/common area near Buildings 3 and 4 with a modest patio or gathering area, a gas grill, and potentially a fire-pit feature. The Board discussed keeping the project within a reasonable landscaping budget and confirming all applicable fire-safety requirements before proceeding. This project is ongoing and should be completed in the first week of September. Additionally, the gazebo wood has been repaired and stained.

The Association is also continuing work on several smaller appearance and maintenance items. Replacement community signs, a unit-directory sign, garage numbering, and pet-area signage have been requested.

The damaged light pole component has also taken longer than expected. A replacement part arrived but was incorrect and had to be returned. A correctly matched replacement was reordered from overseas, with another several-week lead time expected as of late August.

Parking remains an active Board project.

The Board is developing a system that would identify vehicles belonging to residents, likely using registration information and parking stickers or badges. The objective is to distinguish resident vehicles from visitors and establish a consistent basis for future enforcement.

No final parking policy has yet been adopted. Rules, registration procedures, visitor-parking provisions, and enforcement responsibilities still need to be finalized before enforcement begins.

Temporary parking restrictions related to roofing are separate from this future parking policy. During roofing work, spaces around the active buildings and contractor staging areas will temporarily be unavailable. Residents should follow the specific construction notices distributed for their building.

Resident communication remains a priority, particularly as the community enters a period of visible construction.

The Board, property management, and contractors are working to provide advance notice when projects affect parking, garage access, entrances, or individual buildings. Residents are encouraged to make sure Herriman & Associates has their current mailing address, email address, and contact information.

The Board also continues to encourage community participation in meetings,

The Association continues to use the community website as its primary public information resource.

The Board has also been reviewing the Herriman owner portal and asking that commonly requested materials, including governing documents, Association information, financial information appropriate for owner access, forms, and welcome materials, be easier to find.

EasyHOA remains in use primarily for the Bell Creek Square website. A broader migration of accounting or payment functions into EasyHOA is not currently planned because property management maintains its own management platform, and duplicating the same financial and owner information across two separate systems would be difficult to maintain reliably.

The current Bell Creek Square news page and June newsletter can be viewed here: Bell Creek Square News. The June newsletter established the earlier project priorities and governance work that this September update builds upon.

Over the coming weeks, residents should watch for roof-construction notices affecting Buildings 2 and 9, temporary parking restrictions around active work areas, further updates on the governing-document vote, and information regarding upcoming masonry and balcony repairs.

The next scheduled Board/property-management meeting is September 14, 2026.

Thank you to everyone who has participated in meetings, responded to Association requests, reported maintenance issues, attended community activities, or otherwise helped Bell Creek Square move these projects forward.