Property Owners’ Association

Board of Directors’ Meeting Minutes

June 13, 2012

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

Commence Meeting at 6 p.m.

Meeting called to order by John Heiser at 6:04 pm

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



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

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

3)        Excuse absences, if any – motion made by Jane King to excuse Wayne Claybaugh, seconded by Matt Dunston, all in favor.

4)        Review/approve May 9, 2012 board meeting minutes – John Heiser made motion to approve May 9, 2012 minutes, seconded by Matt Dunston, all in favor.

5)        ACC Report, if any - None

6)        Executive Session: - motion made by Jane King to go in to executive session at 6:12 pm, seconded by Matt Dunston, all in favor.

a)      Review/approve hearing summary letters (1) – motion made by Jane King to approve letter, seconded by Matt Dunston, all in favor.

b)      Hearings (2) – Board held hearings, both homeowners were absent.  John Heiser to type up letters to homeowners with details on hearings.

c)      Advice from/guidance to attorney, if any - none

Jane King made motion to come out of executive session at 6:35 pm, seconded by Duane Fitch, all in favor.

7)        Committee Reports, if any

a)      Beautification, Trails & Roads:  BOD Liaison, Matt Dunston – Leslie Velez, Chair – Matt Dunston met with Mr. Uhde to discuss work at Scottswood entrance.  Matt drew a sketch of proposed work.  John Heiser reinforced to Matt that Matt needed to communicate with Leslie Velez and keep her in the loop as she is the committee chair.  Matt will also speak with Mr. Uhde about having Mr. Uhde do mowing/maintenance at various bent tree entrances.  Update:  Mr. Uhde, Leslie & Ed Velez, Mr. Decker and Steve King met at the entrance on Saturday to discuss options.  Plans will be drawn up and submitted for Board approval. 

b)      Communications, Directory & Web Site:  BOD Liaison, Wayne Claybaugh – Steve Fuhrmann, Chair – no update.

c)      Covenant Compliance:  Liaison, Jane King – Jane King, Chair – Jane King reminded Board that the Board needs to start interviewing for a replacement for Emily Vannelli who will be leaving her role as BTPOA CCC/ACC administrator.  Jane will contact 10 to 2 for applicants, John will place ad in Our Community News and Matt provided a name and contact information and Jane will contact this individual as well.  There are two homeowners who will commit to helping with monthly tours so that is a benefit to the CCC.  Neither one wants to Chair the committee or be the listed contact, but they are willing to complete tours and gather the information each month.

d)      Engineering & Water Augmentation:  BOD Liaison – John Heiser – Bob Hostetler, Chair – Bob still has to give update to Board on last contract on water augmentation.  Also needs to get drainage inspection done.  Matt had indicated he wanted to participate in the drainage inspection so Matt will contact Bob and get this scheduled. 

e)      Forest Management:  BOD Liaison – Wayne Claybaugh – John Anderson, Chair – There were a lot of forestry letters coming back on the tree removal issues.  Also there were some administrative problems with the cards that were mailed out. 

f)       Neighborhood Watch: BOD Liaison – Duane Fitch – Herb Wetzel, Chair – no update.

g)      Welcoming:  BOD Liaison – Wayne Claybaugh – RaeJean Claybaugh, Chair – no update.

8)        Treasurer’s Report

a)      Balance Sheet/2012 Budget – John Heiser passed out updated information.  A motion was made by Duane Fitch to raise the charge on HOA statements from $50 to $100, seconded by Matt Dunston, all in favor.

b)      Status of 2011/2012 assessment payments – Updated list handed out by John.

c)      Review/approve Accountable Bookkeeping Services invoice – motion made by Duane Fitch to approve invoice of $527.98, seconded by Jane King, all in favor.

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

e)      Review/approve reimbursements and other bills, if any – Motion made by Duane Fitch to reimburse Bob Hostetler $481.50, seconded by Matt Dunston, all in favor.  Motion made by Duane Fitch to reimburse Steve Fuhrmann for $41.55, seconded by Matt Dunston, all in favor.  Motion made by Duane Fitch to pay State Corp. Reg. invoice of $68.33, seconded by Matt Dunston, all in favor.

9)        Future Meeting Schedule:

a)      Annual meeting: Sept. 13, 6:30 pm, YMCA- John Heiser still needs to book YMCA for meeting.

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

10)    Any other business - None

11)    Summary of action items – separate document for Board with action items.

12)    Adjournment – Motion made by Duane Fitch to adjourn at 7:45 pm, seconded by Matt Dunston, all in favor. 


Submitted by Jane King, Secretary                                                      June 16, 2012


Approved by Board                                                                             July 11, 2012