Bent Tree Property Owners’ Association

Board of Directors’ Meeting Minutes

August 8, 2012

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

Commence Meeting at 6 p.m.

Meeting called to order at 6:04 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 by Jane King to approve agenda, seconded by Wayne Claybaugh, all in favor.

2)        Resident remarks, if any, on topics not on the agenda – homeowner present brought up concern about political signs and size, time they can be kept up, etc. 

3)        Excuse absences, if any - none

4)        Review/approve July 23, 2012 board meeting minutes – Duane Fitch made a motion to approve minutes, seconded by Jane King, all in favor.

5)        ACC Report, if any - none

6)        Executive Session:  motion made by Duane Fitch to go in to executive session at 6:20 pm, seconded by Jane King, all in favor. 

a)      Review/approve hearing summary letters (0)

b)      Hearings (1) – Board conducted one hearing and homeowner was present. 

c)      Advice from/guidance to attorney, if any

d)      Discuss administrative assistant position

e)      Board discussed executive session process and email protocol.

f)       Motion made to contract with Emily’s replacement – motion made by Wayne Claybaugh, seconded by Matt Dunston, all in favor.

g)      Motion made by Wayne Claybaugh to come out of executive session at 6:55 pm, seconded by Jane King, all in favor.

7)        Committee Reports, if any

a)      Beautification, Trails & Roads:  BOD Liaison, Matt Dunston – Leslie Velez, Chair – homeowner present asked about idea that Leslie presented to have homeowners adopt an entry and to have those homeowners take care of the entry they adopt.  The Board indicated that Leslie presented that idea at a prior meeting and that the homeowner should contact Leslie.

b)      Communications, Directory & Web Site:  BOD Liaison, Wayne Claybaugh – Steve Fuhrmann, Chair – Wayne Claybaugh indicated that Steve is working on the new directory and that the files have been updated.

c)      Covenant Compliance:  Liaison, Jane King – Jane King, Chair – no update

d)      Engineering & Water Augmentation:  BOD Liaison – John Heiser – Bob Hostetler, Chair – map on outstanding water issue received from homeowner present and will be provided to Bob Hostetler.

e)      Forest Management:  BOD Liaison – Wayne Claybaugh – John Anderson, Chair – John Anderson will do presentation at annual meeting on forest inspection.  A request was made to have the Board approve up to $600 to have 20 additional lots inspected.  Motion made by Matt Dunston to approve, seconded by Wayne Claybaugh, all in favor.

f)       Neighborhood Watch: BOD Liaison – Duane Fitch – Herb Wetzel, Chair – Herb Wetzel is inviting and El Paso Sheriff’s representative to come to the annual meeting.  Herb wanted to thank Steve Fuhrmann for sending all the email communication on neighborhood watch issues and the input homeowners have provided recently.  Herb indicated that some gunshots were heard over the past weekend and it was the gun club training/class held across Roller Coaster Road to the east of Bent Tree.

g)      Welcoming:  BOD Liaison – Wayne Claybaugh – RaeJean Claybaugh, Chair – Rae Jean will be incorporating letter on water and tree inspection in to packets to new homeowners. 

8)        Treasurer’s Report

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

b)      Status of 2011/2012 assessment payments – John Heiser gave update on payments.

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

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

e)      Review/approve reimbursements and other bills, if any – motion made by Jane King to reimburse Leslie Velez for $98.11 for entry material, seconded by Wayne Claybaugh, all in favor.

9)        Plans for Annual Meeting, Sept. 13

a)      Notice

b)      Agenda

c)      Refreshments

10)    Future Meeting Schedule:

a)      Annual meeting: Sept. 13, 6:30 pm, YMCA

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

11)    Any other business – none

12)    Summary of action items – separate document

13)    Adjournment – motion made by Wayne Claybaugh to adjourn at 7:58 pm, seconded by Matt Dunston, all in favor.


Submitted by Jane King, Secretary                                                      August 12, 2012


Approved by Board                                                                             September 12, 2012