Property Owners’ Association

Board of Directors’ Meeting Minutes

September 13, 2010

Monument Sanitation District Office, 130 2nd St., Monument


Commence Meeting at 7 p.m. with determination of quorum


1)        Approval of the agenda

Jane King moved to approve agenda, Wayne Claybaugh seconded.  All approved.

2)        Resident remarks, if any, on topics not on the agenda

One resident attended to express concern over tone of Red Oaks letters.   Board acknowledges that due to changes in Red Oaks, CCC, etc. there are things that need to be worked on and the process is being addressed with CCC, Duane, Jane.

3)        Excuse absences, if any

Duane Fitch, Mike Mastrodonato absent.   Wayne Claybaugh moved to excuse absences, Jane King seconded.  All approved.

4)        Review/approve April 12, 2010, July 12, 2010, and August 9, 2010 board meeting minutes, if available

Reviewed August 9, 2010 minutes.  Jane King moved to approve, Wayne Claybaugh seconded.  All approved.

5)        Review/approve hearing summary letters (0)

6)        Hearings (0) and plans for hearings

7)        ACC Report, if any

Mark Wester and Ron Restanio gave the report.  Discussed increase in ACC activity due to CCC tours being conducted regularly.   Also discussed ACC & CCC coordinating communication so that homeowners working with ACC would not get further CCC/Red Oaks communication.  One lot needs a check issued and John Heiser will take care of this. 

8)        Committee Reports, if any

a)      Beautification, Trails & Roads:  BOD Liaison – Duane Fitch  – Who? Chair – Jane brought up Scottswood Drive entry and how the original small dirt patch area by the Bent Tree sign has grown because of the crews parking their vehicles there when doing work on cable, roads, etc.   Jane will contact El Paso County and find out about easement and what Bent Tree can do to protect that area and get it filled in again.   Wayne Claybaugh will provide contact information for a couple of companies that could do the work.

b)      Communications, Directory & Web Site:  BOD Liaison – Wayne Claybaugh – Steve Fuhrmann, Chair

c)      Covenant Compliance:  Liaison - Duane Fitch – Bill Owens, Chair.  Jane indicated she would work on Red Oak initial letter to homeowners.  Jane indicated that Bill, Duane & Jane had been working on Word Document that would outline process for CCC (who would be responsible for what – CCC, Red Oaks, Board).  

d)      Engineering & Water Augmentation:  BOD Liaison – John Heiser – Jerry Lopez, Chair

e)      Forest Management:  BOD Liaison – Wayne Claybaugh - Larry Stevens, Chair

f)       Neighborhood Watch & Welcoming:  BOD Liaison – Wayne Claybaugh – Wayne Claybaugh, Chair.  Wayne Claybaugh indicated this group has welcomed more homeowners.

9)        Treasurer’s Report

a)      Review/Approve Red Oak Associates’ bill

board approved to pay Red Oak $500 and is disputing the bill.

b)      Assessment payment status – 6 unpaid, one will get lien & house is said to be going into bankruptcy. 

c)      Balance Sheet/2010 Budget – not updated yet, will be done by Thursday’s homeowner’s meeting.

10)    Status of updates to the Rules and Regulations

a)      Compliance with state law changes – John has all the information and an action item on this.

11)    Preparations for Annual Meeting

a)      Agenda – set for meeting

b)      Notice – set for meeting

c)      Refreshments – Duane will handle ordering and picking up refreshments.

d)      Signs

12)    Future Meeting Schedule:
Annual meeting: Sep. 16
Board meetings: September 16, October 11, November 8, December 13

13)    Any other business

14)    Summary of action items

Jane King to contact El Paso County and research entry at Scottswood Drive and 105.

Wayne Claybaugh will provide contact names to Jane for entry work at Scottswood Dr. & 105.

Duane Fitch to order and bring refreshments for Homeowner’s meeting.

John to work on Rules & Regulations so they are compliant with state law changes.


15)    Adjournment


Submitted by Jane King, BTPOA Secretary, October 2, 2010. Approved by the board October 11, 2010.