Property Owners’ Association

Board of Directors’ Meeting Minutes

May 9, 2012

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

Meeting called to order at 6:08 pm by John Heiser

Board Members Present were John Heiser, Duane Fitch, Wayne Claybaugh, Matt Dunston and Jane King


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

2)        Resident remarks, if any, on topics not on the agenda – Herb Wetzel attended but provided his remarks during the Neighborhood Watch section as he is Chair of that committee.

3)        Excuse absences, if any - None

4)        Review/approve April 11, 2012 board meeting minutes – Jane King to modify wording on “draft” letters in CCC section to remove draft.  With modification motion made by Wayne Claybaugh to approve, seconded by Matt Dunston, all in favor.

5)        ACC Report, if any - None

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

7)        Executive Session: Motion made by Jane King to go in to Executive Session at 8:10 pm, seconded by Matt Dunston, all in favor.

a)      Hearings (1) – discussed hearing, homeowner did not attend.  John Heiser to type up follow up communication.

b)      Advice from/guidance to attorney, if any - None

 Motion made by Jane King to come out of Executive Session at 8:37 pm, seconded by Wayne 

 Claybaugh, all in favor.

8)        Committee Reports, if any

a)      Beautification, Trails & Roads:  BOD Liaison, Matt Dunston – Leslie Velez, Chair – Matt Dunston provided Board with document that supports contract work for the Highway 105 & Scottswood entrance by Ignacio Martinez.  Matt Dunston reminded by John Heiser that Matt is to contact Leslie Velez and keep her informed on this situation since she is the Chair of the committee.

b)      Communications, Directory & Web Site:  BOD Liaison, Wayne Claybaugh – Steve Fuhrmann, Chair – Wayne Claybaugh gave update and said Steve Fuhrmann has meeting minutes to post, that he has posted updated ACC log.  Steve F. wants to send out communication on wildlife and Board agreed with this communication.  Steve F. also wanted to see about dumpsters for slash but after getting price information the Board decided against this. 

c)      Covenant Compliance:  Liaison, Jane King – Jane King, Chair – Jane King discussed issues that were follow ups to letters approved by Board at last meeting.  Discussed with Board members other ongoing issues and got input on how to proceed.

d)      Engineering & Water Augmentation:  BOD Liaison – John Heiser – Bob Hostetler, Chair – Board wants to have Bob Hostetler give update to Board on cost/contract related to water augmentation for BTPOA.

e)      Forest Management:  BOD Liaison – Wayne Claybaugh – John Anderson, Chair – Wayne Claybaugh gave Board update on recent Forest Service inspection.  Rise in various beetles is a concern.  Properties in foreclosure also need to be addressed and contact made with banks, etc. who have taken over properties to discuss having them inspected by John Anderson.    Wayne passed out draft of communication that John wants to send and Board members provided input on modifications.  Once those modifications are made this communication will be sent out.

f)       Neighborhood Watch: BOD Liaison – Duane Fitch – Herb Wetzel, Chair – Herb Wetzel gave Board update on his communication with someone from the sheriff’s office.  Herb wants to have some homeowner sessions (will try and coordinate approximately 3 of these) where sections of Bent Tree can get together on someone’s property and the representative from the sheriff’s office can come out and talk to homeowners about this topic.  Herb will proceed with coordinating these meetings.  Herb also indicated he has worked on a Newsletter template and will do more on that in the future. 

g)      Welcoming:  BOD Liaison – Wayne Claybaugh – RaeJean Claybaugh, Chair – Wayne Claybaugh indicated there is no new homeowner(s) that he is aware of and that two letters that were sent out were returned.

9)        Treasurer’s Report

a)      Balance Sheet/2012 Budget – John Heiser passed out updated financial information. 

b)      Status of 2011/2012 assessment payments – Matt Dunston had followed up on past due amounts and communicated findings to John.

c)      Review/approve Accountable Bookkeeping Services invoice – motion made by Jane King to approve invoice, seconded by Wayne Claybaugh, all in favor.  Wayne noted his recent interaction with Emily while he helped her out with some CCC activity and indicated he thought she was doing a wonderful job and that BTPOA was certainly getting their money’s worth from her for the services she provides to BTPOA.

d)      Review/approve Anderson, Dude, and Lebel invoice, if any - None

e)      Review/approve reimbursements and other bills, if any – Jane King made motion to pay Hartford Insurance bill in the amount of $616, seconded by Wayne Claybaugh, all in favor.  Wayne made the suggestion that John Heiser contact other insurance companies just to see what rates would be for comparable coverage.  This was suggested so we could see if we could save BTPOA money on this insurance coverage.

10)    Future Meeting Schedule:

a)      Annual meeting: Sept. 13, 6:30 pm, YMCA- John Heiser to contact YMCA to reserve room for future meetings.

b)      Regular board meetings (2nd Wednesday, 6 pm, Monument Sanitation District): Jun. 13, Jul. 11, Aug. 15, Sep. 12, Oct. 10, Nov. 14, Dec. 12

11)    Any other business - None

12)    Summary of action items - submitted to Board members in separate document.

13)    Adjournment – motion made by Jane King to adjourn at 8:35 pm, seconded by Matt Dunston, all in favor.


Submitted by Jane King, Secretary                                                      May 12, 2012


            Approved by Board                                                                             June 13, 2012