Property Owners’ Association

Board of Directors’ Meeting Minutes

September 13, 2011

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

Commence Meeting at 6:02 pm – John Heiser

Board Members present were John Heiser, Jane King, Wayne Claybaugh and Mike Mastrodonato


1)        Approval of the agenda – Jane King moved to approve agenda, seconded by Wayne Claybaugh, all in favor. 

2)        Resident remarks, if any, on topics not on the agenda – One resident showed up to discuss Rules and Regulations Section 4.10 Animals.   Based on this resident’s input, the Board modified this section.

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

4)        Review/approve August 9, 2011 board meeting minutes – Minutes approved and one modification will be made which was to excuse Mike Mastrodonato after the fact.  Motion made by Wayne Claybaugh, seconded by John Heiser, all in favor.

5)        ACC Report, if any- None

6)        Review/approve hearing summary letters (0) - None

7)        Executive Session:

a)      Hearings (1) – Homeowner attended and John Heiser will mail Hearing Summary letter documenting outcome of hearing.

8)        Committee Reports, if any

a)      Beautification, Trails & Roads:  BOD Liaison – Mike Mastrodonato – Leslie Velez, Chair – Motion was made by Mike Mastrodonato to appoint Leslie Velez as Chair of committee, seconded by Wayne Claybaugh, all in favor.  Update was that Mr. Uhde cleaned up all Bent Tree entrances and is willing to do work in future.  Options were discussed about large parking lot area at Hwy 105 & Scottswood.  Committee will look at moving split rail fence already in place out to block parking and also look at buying river rock to put down to keep cars off that area and try to restore it to the natural look.

b)      Communications, Directory & Web Site:  BOD Liaison – Wayne Claybaugh – Steve Fuhrmann, Chair – Wayne Claybaugh indicated new directory is on the Bent Tree web page.

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

                                                  i.      Handling of follow-up on prior parking hearings – discussed a couple of pending issues and Emily will contact one homeowner to get clarification on subject matter.  

d)      Engineering & Water Augmentation:  BOD Liaison – John Heiser – Bob Hostetler, Chair – Bob H. missed meeting tonight and will miss annual meeting on 9/15/11.  Bob has provided John H. with an update for the annual meeting. 

e)      Forest Management:  BOD Liaison – Wayne Claybaugh – John Anderson, Chair – John Anderson missed meeting but he will provide updates to homeowners at annual meeting.

f)       Neighborhood Watch & Welcoming:  BOD Liaison – Wayne Claybaugh – Rae Jean Claybaugh, Chair – The Claybaugh’s passed out 2 more bird houses to new homeowners.

9)        Treasurer’s Report

a)      Balance Sheet/2011 Budget – John Heiser passed out financial information for review.

b)      Status of 2011 assessment payments

c)      Review/approve Accountable Bookkeeping Services invoice - motion made by Wayne Claybaugh to approve invoice, seconded by Mike Mastrodonato, all in favor.

d)      Review/approve Anderson, Dude, and Lebel invoice, if any

e)      Review/approve reimbursements, if any – Motion made by Mike Mastrodonato to approve payment to Mr. Uhde for entrance work, seconded by Wayne Claybaugh, all in favor.

10)    Preparations for Annual Meeting, Sept. 15

a)      Agenda

b)      Materials

c)      Refreshments – Wayne Claybaugh will pick up refreshments and Mike Mastrodonato will meet Wayne at YMCA before meeting to help carry things in to building.  Motion made by Mike Mastrodonato to approve up to $150 for meeting drinks and food, seconded by Jane King, all in favor.

11)    Future Meeting Schedule:

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

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

12)    Any other business

13)    Summary of action items

a)      Jane King to research pending hearing issue to determine if a follow up hearing letter is due.   Jane researched in online records and there do not appear to be any documented instances since hearing.  

b)      Jane King to let Emily know that we need to add the Bent Tree business phone number to the communication she sends out to homeowners.  Jane notified Emily of this change on 9/14/2011.

c)      Mike Mastrodonato to look at Liability Waiver form and provide one to Board to use for any homeowner who volunteers to do Bent Tree work like Beautification Committee work.

d)      Jane King is to contact Emily and ask her to follow up with homeowner on Hearing issue and who came by and assessed their situation.  Jane followed up with Emily on 9/14/2011 and Emily immediately called homeowner and left voice message but has not had a return call to date.

e)      Mike Mastrodonato to speak at Annual Meeting on 9/15/2011 about voting outcome and how homeowners need to move forward and assess their own situations and work on complying with covenants now that ballot results are official.

f)       Wayne Claybaugh to pick up food/drinks for annual meeting.

g)      John Heiser to send out Hearing Summary letter.

h)      John Heiser to contact Real Estate Agent on Bent Tree home on market in order to get wording corrected.

i)        Jane King to modify August 9, 2011 Board Meeting Minutes to excuse Mike Mastrodonato after the fact.  Minutes modified on 9/21/2011 and sent for web posting.

14)    Adjournment – Wayne Claybaugh made motion to adjourn at 9:05 pm, seconded by Mike Mastrodonato, all in favor.




Submitted by Jane King, Secretary                                                      September 21, 2011


Approved by Board                                                                             October 11, 2011