Property Owners’ Association

Board of Directors’ Meeting Minutes

July 12, 2011

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

Commence Regular Session at 6 p.m.

Board members present: Wayne Claybaugh, John Heiser, Duane Fitch, Jane King and Mike Mastrodonato


1)        Approval of the agenda – Jane King made motion 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 – none, all Board members present

4)        Review/approve June 14, 2011 board meeting minutes – motion made by Duane Fitch to approve minutes, seconded by Wayne Claybaugh, all in favor

5)        ACC Report, if any - None

6)        Review/approve hearing summary letters (1)

7)        Executive Session: - motion made by Duane Fitch to go in to Executive Session at 6:15 pm, seconded by Mike Mastrodonato, all in favor

a)      Hearings (4) – discussed various hearing issues

b)      Communications with attorney – discussed communication with attorney on pending issue

Motion made by Jane King to return to Regular Session at 7:15 pm, seconded by Mike Mastrodonato, all in favor

8)        Committee Reports, if any

a)      Beautification, Trails & Roads:  BOD Liaison – Duane Fitch – Who? Chair – Mike Mastrodonato will be taking the lead on this committee and contacting individuals who have shown an interest in working on it.

b)      Communications, Directory & Web Site:  BOD Liaison – Wayne Claybaugh – Steve Fuhrmann, Chair – Steve Fuhrmann is teaching Wayne Claybaugh process for directly and they are meeting Thursday July 14, 2011 to do more training.  Elena M. will be taking over web site work and Steve Fuhrmann will do training with her on that.  A new notebook was purchased by Bent Tree for use in web work. 

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

                                                  i.      Handling of follow-up on prior parking hearings – decision was made on process and letters will be mailed to homeowners.

                                                ii.      Meeting will be held on July 13, 2011 with Board and CCC co-chairs to discuss CCC Process Manual, look at issues and work on making changes to improve process.

d)      Engineering & Water Augmentation:  BOD Liaison – John Heiser – Bob Hostetler, Chair – Bob Hostetler sent email to Board with updated information prior to meeting.   John will contact Bob to talk about drainage/retention areas and what needs to be done.

e)      Forest Management:  BOD Liaison – Wayne Claybaugh – John Anderson, Chair – Wayne Claybaugh indicated that John Anderson finished all the paperwork and process for tree inspections in Bent Tree.  Wayne Claybaugh will be working on 2 types of communication to homeowners who either haven’t followed up on issues or did not participate in process at all.

f)       Neighborhood Watch & Welcoming:  BOD Liaison – Wayne Claybaugh – Wayne Claybaugh, Chair – When Wayne Claybaugh updates database once a month he checks for new homeowners and contact is made with the new homeowners.

9)        Treasurer’s Report

a)      Balance Sheet/2011 Budget – John Heiser passed out the latest Balance Sheet data. 

b)      Status of 2011 assessment payments – no changes from last meeting, John Heiser will send letter to homeowners where needed.

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

d)      Review/approve Anderson, Dude, and Lebel invoice, if any – no invoice this month.

e)      Review/approve reimbursements – Mike Mastrodonato made motion to approve reimbursement for notebook, seconded by Wayne Claybaugh, all in favor.

10)    Rules and Regulations

a)      4.10 Animals – reviewed changes made in this section, modifications suggested.  Jane King to make changes and send to Board for final review before document will be submitted for approval per guidelines.

b)      Board meeting scheduling and notices – discussed process for scheduling special meetings and worked on adjusting so that it did not take a long time to be able to hold these meetings when necessary.  

c)      Property Owner Responsibilities Section – reviewed this section with no changes noted.

11)    Future Meeting Schedule:

a)      Annual meeting: Sept. 15, 6:30 pm, YMCA- John Heiser needs to pay for room and send insurance certificate to them.

b)      Regular board meetings (2nd Tuesday, 6 pm, Monument Sanitation District): August 9, September 13, October 11, November 8, December 13

c)      Work session July 13, 3-5 pm, Monument Sanitation District

12)    Any other business

13)    Summary of action items

Jane King to email Emily on hearing letters and outcomes so that the tour log is updated. (Jane completed this 7/13/11)

Jane King to update R&R on Animals with changes suggested at meeting and send out modified document to Board (Jane completed this 7/13/11)

Jane King to email Mike Mastrodonato with information on beautification contacts (Jane King completed this 7/13/11)

Duane Fitch to email Mike Mastrodonato with information he has relating to beautification committee and potential volunteer contact information.

Jane King to email ACC about house that was painted and done apparently without ACC approval.  (Jane completed this 7/13/11)

John Heiser to send out R&R’s once all changes are made per guidelines.

John Heiser to follow up with Bob Hostetler on drainage/retention areas.

John Heiser to work on letters on assessment payments.

John Heiser to send out letters on hearing results to homeowners.

14)    Adjournment – motion made at 9:42 pm by Jane King to adjourn meeting, seconded by Wayne Claybaugh, all in favor.


Submitted by Jane King, Secretary                                                      July 13, 2011


Approved by Board                                                                             August 9, 2011