Bent Tree Property
Owners Association (BTPOA)
Board of Director’s Meeting Minutes
Saturday, January 14, 2006, 9:30 a.m.
Tri-Lakes-Monument Fire Rescue Authority Station
#1, 18650 Highway 105
1. Attendees: Directors: Gail Bates, John Heiser, and Tim McLaughlin.
Director Kathy Decker was absent. Director Lisa Stahl resigned Jan. 9. Other
attendees: Bruce Bates, Jerry Lopez, and Sally Lopez.
2.
Minutes of October 14 board meeting: Tim moved, Gail seconded; minutes were unanimously
approved as distributed.
3. Action Items from the October
14 board meeting:
a)
John
Heiser
1)
Obtain
information from property management companies regarding managing Bent Tree and
the attendant costs. Pending.
2)
Contact
Jerry Lopez regarding inspection of the drainage structures. See ACC report
below.
3)
Form a
committee and work with them to prepare proposed changes to the Bylaws and
Rules and Regulations for compliance with SB05-100. Pending.
4)
Ask Sally
Lopez if she is willing to be the editor of the Bent Tree Log. Sally
declined.
5)
Contact Tim
McLaughlin regarding his availability to help with the Covenant Compliance
Committee. Tim expressed concern that he might not have time to help.
6)
Prepare a
meeting notice and reserve the Woodmoor Barn for the February Budget Meeting. Pending.
7)
Obtain a
bid from Julia Murphy to conduct a BTPOA well survey. Copies distributed.
8)
Prepare and
distribute a draft budget for review at the January board meeting. Done.
b)
Tim
McLaughlin
1)
Contact the
Curt and Theresa Broeker (
2)
Prepare
minutes of the September 16 Annual Meeting. Pending.
c)
Bruce
Bates
1)
Prepare ACC
Rules and Regulations for inclusion as an appendix in the BTPOA Rules and
Regulations. Pending.
4.
Review and revise minutes
of the September 16 annual meeting. Minutes are
not yet available. John agreed to prepare minutes.
5.
Committee
Status:
a)
ACC: Bruce noted that the ACC has created an interim
web site at http://www.bates-r-us.org/BTACC. Bruce noted that the owner of lot
165 paid a $300 fine for storing dirt on the lot. Bruce added that the Gossett
situation is being resolved. They are constructing an ACC-approved stucco wall
to screen their trashcans.
b)
Beautification
and Trails: Nothing new.
c)
Covenant
Compliance Committee: Gail
reported that all members of the CCC have resigned. A major issue is the perception
that the BTPOA does not have any covenant enforcement power short of going to
court. Bruce agreed to contact the association’s attorney, James Duve, to see
if the present covenants and state law support imposition of a schedule of
fines and what recourse the BTPOA would have if assessed fines were not paid.
d)
Newsletter/Directory:
John reported that Steve
Fuhrmann has prepared a directory format using the Microsoft Access database.
Bruce suggested the listing by lot numbers be omitted in favor of the listing
by address since that would be more helpful for residents. Since we do not at
present have a newsletter editor, John agreed to prepare the next Bent Tree
Log.
e)
Engineering
Committee: Jerry said the drainage
structures were inspected in August 2005. One obstructed culvert is being
corrected by the property owner. He said he plans to inspect the drainage
structures later this year. He said he anticipates no major repair work will be
required.
f)
Forestry
Committee: Nothing new.
g)
Neighborhood
Watch/Security Committee: Nothing
new.
h)
Water
Augmentation:
1)
Ken Blutt
in his 2005 water augmentation report to the State Engineer’s Office noted that
12 of the 33 metered houses showed consumption in excess of the water
allocation used in court order calculations. Jerry said that if this continues
it could have drastic consequences for Bent Tree residents. He asked what
action should be taken regarding the 12 lots. Jerry and Bruce were asked by the
board to contact the owners of the 12 lots to see what can be done to correct
the situation. Jerry agreed to write an article for inclusion in the next Log.
2)
Jerry asked
how landscape water features (ponds, streams, etc.) should be treated within
the context of the water augmentation plan. Jerry was asked by the board to
contact the State Engineer’s Office for a determination.
3)
Jerry
agreed to obtain a second bid for a community-wide well survey.
i)
Web
Site: Steve Fuhrmann has transferred
the information to our new web site at www.btpoa.org.
j)
Welcoming
Committee: John Decker is set
to take an active role in the committee.
6. Financial management: Gail noted that it is common practice
for HOA boards to review bank statements monthly. She also suggested we look
into having a bookkeeper do the books and periodically have a CPA conduct an
audit of the association’s accounts. Sally agreed to obtain bids for those
services.
7. Plans for publication of Bent
Tree Log and Family Directory: Directory – The goal remains to publish the
directory during January and to issue a Log with the minutes of the
September 16 Annual Meeting prior to the February Budget Meeting. Sally
reported that she obtained a bid to print 300 copies of the directory for about
$750. The mailing cost is estimated at $250. John noted that the 2006 budget
for printing and mailing was set to cover those costs.
8. Management Company Research: John agreed at the annual
meeting to gather additional information to be reviewed by the membership at
the February Budget Meeting. That effort is on going.
9. Revisions to comply with SB
05-100: John
will be forming a committee to develop revisions to the BTPOA Bylaws and the
BTPOA Rules and Regulations to
comply with SB 05-100. It was suggested that Duane Fitch (home phone 268-1265)
might be interested in helping.
10. Well Survey: John distributed copies of a bid from Julia Murphy
for conducting a BTPOA community-wide well survey. Jerry Lopez agreed to obtain
a second bid. While the consensus that this would be valuable information to
have, there were some concerns that if the survey showed significantly
declining water levels then property owners would be obligated to disclose that
information to potential buyers, negatively affecting property values.
11. 2006 Budget: After some discussion, the
following budget was unanimously approved on a motion made by Tim and seconded
by Gail:
|
|
2006 |
|
|
Expense Category |
Budget |
Description |
|
Architectural Control Committee |
$
300 |
Review of plans |
|
Beautification and Trails |
$ 1,650 |
Maintenance of entrances, trails, roadside |
|
Covenant Compliance |
$ 250 |
Printing and mailing |
|
Dues & Subscriptions |
$ 250 |
Membership in NEPCO |
|
Flood Control |
$ 200 |
Engineer's review plus maintenance work |
|
Forestry |
$ 300 |
Beetle and mistletoe survey |
|
Insurance |
$ 2,600 |
Gen. Liability, Officers and Directors Liability |
|
Legal |
$ 1,000 |
Attorney review of documents |
|
Meeting Expense |
$ 650 |
Meeting room and refreshments |
|
Printing and Mailing |
$ 1,800 |
BT Log, directory, meeting notices |
|
Utilities |
$ 400 |
Lights at Scottswood and Highway 105 |
|
Water Augmentation |
$ 9,007 |
BT share in Great Divide Water Company |
|
Welcoming |
$ 300 |
Printing or purchasing materials, birdhouses |
|
Office Supplies |
$ 650 |
Office Supplies |
|
Taxes |
$ 250 |
Taxes |
|
Reserve |
$ 733 |
To cover contingencies |
|
Total Expenses |
$ 20,340 |
|
|
|
|
|
|
Revenue Category |
|
Description |
|
Dues |
$ 18,504 |
257 lots x $72 per lot |
|
Plan Review |
$ 300 |
Assumes three sets of house plans reviewed |
|
Interest on CDs |
$ 1,536 |
3% interest on $51,211 in two CDs |
|
Total Revenue |
$ 20,340 |
|
12. February Budget Meeting Plans: The board decided to hold the
meeting on Feb. 16, 17, or 18 depending on availability of the Woodmoor Barn. The
preference was for Thursday, Feb. 16. The consensus was that we forgo door
prizes. John agreed to ask Kathy Decker if she could provide refreshments.
13. Future Board Meeting Schedule: The preferred location is the Tri-Lakes
Fire Protection District firehouse boardroom, 18650 Highway 105 (near
the bowling alley). Gail
recommended the board try again to hold monthly meetings. The next board
meeting was set for the 6:30 p.m., Feb. 9, the second Thursday in
February. The location is to be
determined.
14. Any other business or resident
remarks. Tim
McLaughlin submitted his letter of resignation from the board. John expressed
appreciation for Tim’s efforts over the years on behalf of the association.
15. Action Items:
a)
Bruce Bates
1)
Prepare ACC
Rules and Regulations for inclusion as an appendix in the BTPOA Rules and
Regulations.
2)
Contact
attorney Jim Duve to see if the present covenants and state law support imposition
of a schedule of fines and what recourse the BTPOA would have if assessed fines
were not paid.
b)
Kathy
Decker
1)
Contact the
Curt and Theresa Broeker (Lot 198) to obtain payment of 2005 and 2006
assessments and late fee.
2)
Arrange for
refreshments for the February Budget Meeting.
c)
John
Heiser
1)
Obtain
information from property management companies regarding managing Bent Tree and
the attendant costs.
2)
Form a
committee and work with them to prepare proposed changes to the Bylaws and Rules
and Regulations for compliance with SB05-100.
3)
Prepare a
meeting notice and reserve the Woodmoor Barn for the February Budget Meeting. [The
barn is now reserved for Thursday, Feb. 16, 6:30 – 10 p.m.]
4)
Prepare
minutes of the September 16 Annual Meeting.
5)
Prepare the
next issue of the Bent Tree Log.
d)
Jerry
Lopez
1)
Contact the
owners of the 12 lots with excessive water use to see what can be done to
correct the situation.
2)
Prepare an
article on excessive water consumption and the potential impact on our augmentation
program.
3)
Contact the
State Engineer’s Office for a determination as to how landscape water features
affect our water augmentation program.
4)
Obtain a
second bid for a community-wide well survey.
e)
Sally
Lopez
1)
Obtain bids
for BTPOA bookkeeping and audit services.
2)
Arrange for
the printing of the family directory.
16. Adjourn. The meeting adjourned about 11:45 a.m.
Minutes Prepared by
John Heiser, President, BTPOA, Jan. 25, 2006. Approved Feb. 9, 2006.