Property Owners’ Association

Board of Directors’ Special Meeting Minutes

November 16, 2010

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

Commence Meeting at 6 p.m. with determination of quorum

Directors John Heiser, Wayne Claybaugh, Jane King, Duane Fitch were present.

 Janice from Red Oaks also attended meeting. 

1)        Approval of the agenda – meeting started at 6:02 pm.   Wayne Claybaugh made motion to accept agenda, Jane King seconded, all in favor.

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

3)        Excuse absences, if any

Mike Mastrodonato emailed that he would be travelling and miss the meeting and was excused.

4)        Review/approve April 12, 2010 and November 8, 2010 board meeting minutes, if available

a)      April 12, 2010 meeting minutes have still not been retrieved from David Nix.  John Heiser will work on recreating them.  Wayne Claybaugh made motion to accept November 8, 2010 minutes, Jane King seconded, all in favor with exception of Duane Fitch who abstained because he was not at meeting.

5)        Review/approve hearing summary letters (2)

a)      Duane Fitch made motion to accept 2 summary letters, Jane King seconded, all in favor.

6)        Covenant Compliance

a)      Discussion of roles and responsibilities

b)      Issue of Red Oak Associates accumulated hours

This is still an ongoing issue and will be addressed as we work on the new contract.

c)      Discussion of Red Oak Associates 2011 contract – had extensive discussion on Red Oak contract for 2011.   Contract will be worked on and redone as soon as feasible. 

7)        Status of balloting of covenant change for vehicle parking – Homeowners in attendance for this part of the discussion were Bob Hostetler, Eddie & Leslie Velez, Bob & Sue Brown. 

a)      Review of draft wording

Changes are to include showing deleted sentence on easements related to flagpole parking; remove dwelling size; change recommended to required; include cover letter; include number of parked cars to be allowed per homeowner input at annual meeting; include registered, licensed, current on vehicles; have information show previous wording and then new wording so it is clear what is being changed. 

b)      Schedule for balloting

Mail out information to homeowners in January, review information with homeowners at budget meeting on February 17^th, Bent Tree attorney will attend February 17^th meeting, attorney will update wording on ballots and paperwork based on homeowner input, ballots will be mailed, tallied and coordinated by attorney’s office.   Mailing of ballots will be in the March time frame with a certain amount of time to respond (30-60 days??).  

Issue of concern is attorney’s indication that ballots will need to have signatures notarized.  Homeowners in favor of parking change are not happy about this. 

8)        Future Meeting Schedule:
Budget meeting: Feb. 17, 6:30 pm, Woodmoor Barn
Board meetings (2^nd Tuesday, 6 pm): December 14, January 11, February 15, March 15, April 12

9)        Any other business

10)    Summary of action items

Need to remind Mike Mastrodonato to follow up on beautification committee and his prior action item to contact those who signed up for this committee.

Duane Fitch will make first attempt at wording on Red Oak/Bent Tree new contract.

Wayne Claybaugh will make first attempt at working on Statement of Work related to Red Oak/Bent Tree new contract.

Jane King will outline tour process as it exists now and send to all Board members.  

11)    Adjournment

Submitted by Jane King, Secretary                     December 16, 2010

Approved by Board                                              December 30, 2010