Property Owners’ Association

Board of Directors’ Meeting Minutes

June 14, 2011

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

Commence Regular Session at 6 p.m.

Board Members Present:  John Heiser, Duane Fitch, Wayne Claybaugh & Jane King

Motion made to start meeting at 5:58 pm by Duane Fitch, Seconded by Wayne Claybaugh All in Favor


1)        Approval of the agenda – motion made by Duane Fitch to approve agenda, seconded by Wayne Claybaugh, all in favor.

2)        Resident remarks, if any, on topics not on the agenda - None

3)        Excuse absences, if any – motion made by Duane Fitch to excuse Mike Mastrodonato, seconded by Wayne Claybaugh, all in favor.

4)        Review/approve May 25, 2011 board meeting minutes – one change will be made to minutes by Jane King.  Motion to approve minutes with noted change made by Duane Fitch, seconded by Wayne Claybaugh, all in favor.

5)        ACC Report, if any - none

6)        Review/approve hearing summary letters (1) – reviewed hearing and follow up from prior Board meeting.   Duane Fitch made motion to approve further communication, seconded by Wayne Claybaugh, all in favor.  John Heiser to send communication to homeowner with further decision.

7)        Executive Session: motion made by Duane Fitch to move in to Executive Session at 6:20 pm, seconded by Wayne Claybaugh, all in favor.

a)      Hearings (1)

b)      Attorney’s letter to property owner

c)      Property in foreclosure

d)      Return to Regular Session – motion made at ???? by Duane Fitch to return to Regular Session, seconded by Wayne Claybaugh, all in favor.

8)        Committee Reports, if any

a)      Beautification, Trails & Roads:  BOD Liaison – Duane Fitch – Who?, Chair – Duane will be working on this issue and communication relating to this committee.

b)      Communications, Directory & Web Site:  BOD Liaison – Wayne Claybaugh – Steve Fuhrmann, Chair – Steve Fuhrmann has spent time with Wayne Claybaugh training Wayne on part of this volunteer position that Wayne is taking over.   Steve has also met with Elena who will be taking over a lot of the web page volunteer work.  A laptop was purchased and this will be used by this committee for conducting Bent Tree business.  Wayne will make sure virus protection is installed on laptop and put the front page on it.   Steve will get laptop and put development copy on it.   Steve needs to update family directory on web page.

c)      Covenant Compliance:  Liaison – Jane King – Jim Rios and Cris Uhlenhopp, Co-Chairs

d)      Engineering & Water Augmentation:  BOD Liaison – John Heiser – Bob Hostetler, Chair – Bob Hostetler, Wayne & Rae Jean Claybaugh met and Bob provided letter on Water Augmentation that will be included in the Welcome packet information passed out to new homeowners. 

e)      Forest Management:  BOD Liaison – Wayne Claybaugh – John Anderson, Chair – pine beetle inspection is done.  John will provide information to Board on how many homeowners denied the Forest Service access and how many did not even respond to the request to allow access.  Wayne will then put together communication to homeowners on the issue.   A high percentage (25%) of homeowner never responded to the request to let John know if their property could be checked by the Forest Service.  There were lots will beetle kill and those homeowners are addressing the issue on their property.   The amount of homeowners who denied access or did not respond creates a huge risk to all Bent Tree properties and property owners because of the damage that can be done to the forest if the beetle issues are not addressed immediately.   In light of the issues the Board is going to work on a letter to homeowners who did not participate in the Forest Service inspection asking these homeowners to certify they have addressed any beetle issues.   The Board is going to work on modifying the fine schedule and Rules and Regulations to incorporate steps for Forest Service inspections and beetle issues within Bent Tree.

f)       Neighborhood Watch & Welcoming:  BOD Liaison – Wayne Claybaugh – Wayne Claybaugh, Chair

9)        Treasurer’s Report

a)      Balance Sheet/2011 Budget – John Heiser passed out updated copy.

b)      Status of 2011 assessment payments – John will send letter to homeowners on unpaid fees.

c)      Review/approve Accountable Bookkeeping Services invoice – Duane Fitch made motion to approve, seconded by Jane King, all in favor.

d)      Review/approve Anderson, Dude, and Lebel invoice, if any – Duane Fitch made motion to approve, seconded by Jane King, all in favor.

e)      Review/approve reimbursements, if any

10)    Future Meeting Schedule:

a)      Annual meeting: Sept. 15, 6:30 pm, YMCA

b)      Board meetings (2nd Tuesday, 6 pm): July 12, August 9, September 13, October 11, November 8, December 13

11)    Any other business

12)    Summary of action items

a)      John Heiser to send letter to homeowner on hearing issue.

b)      John Heiser to follow up with attorney on letter to property owner.

c)      Jane King to type up document for CCC/ACC communication and process issues and concerns.

d)      Jane King to type up letter to homeowner on CCC issue that had been addressed and communication was done on the phone.   Letter will summarize outcome.

e)      John Heiser will work on fine schedule and repositioning information linked to this schedule within the Rules and Regulations.

f)       John Anderson will get detailed information on Forest Service inspection to Wayne Claybaugh who will then draft a letter on issues from this process.

g)      Jane King will follow up with ACC on CCC/ACC joint pending issues and then figure out how to address the issues.

13)    Adjournment – motion made by Wayne Claybaugh to adjourn at 8:35 pm, seconded by Duane Fitch, all in favor.



Submitted by Jane King, Secretary                                                      June 17, 2011


Approved by Board                                                                             July 12, 2011