August 17, 2011 Board of Trustees Meeting
August 17, 2011
BOARD OF TRUSTEES MEETING-
The meeting was held at the Firehouse. In attendance were: Beth Blackmer, Kent Meager, and Bob and Valerie Wright. Trustees Ernemann and Anderson were unable to attend. Also in attendance was Manager Keith Edquist
Meeting topics: ACA update Stahl and Vonderhorst projects, review Wright revision to prior plans, current financial reports, curb stop search update and next steps, set Board officers for coming year, water work protocol discussed, signers on bank account, appearance conditions at rental homes, horse lot concerns.
Approval of Minutes—the Board approved the minutes from the July 13, 2011 Board meeting without changes.
Architectural Control Authority- Manager Edquist reported that the Stahl project was complete in both construction and landscape, and the Trustees returned their construction deposit. Edquist reported the Vonderhorst property was not cleared of construction related materials after completion of the roof and the Trustees retained that construction deposit pending cleanup.
Trustee Bob Wright requested a reduction in the approved size of his garage addition from the 16 x 35 foot approved structure to one of 10 x 20 feet. This was approved pending sign offs from neighbors Ernemann and Lederer on the revised plans. These are to be obtained and 2 fully signed copies provided to President Blackmer and one copy to Manager Edquist
Financial Reports –Current aging matters were discussed. Management was directed to send Notice of Default to an owner in arrears. There were no questions regarding the balance sheet or income statement provided, reporting through the end of July. Manager Edquist reported that owner Dan Harris was requesting the Trustee’s permission to excavate an overflow pond near the water tank which has filled in with sediment over time. This is on the Weissner property, and not a part of LEC. The Board requested Mr. Harris provide them with expected costs for this work, and a written release from the Weissners allowing the work to proceed. This prompted a discussion on the need to produce a protocol for use when the HOA must work on the water system on private lots. Trustee Meager was asked to draft a document for Board review and approval at the September meeting. Last, the Trustees determined to have ex-Trustee Gering removed as a signer on the Association accounts.
Curbstop discussion –Manager Edquist reported that electrical locates were performed on 11 private lots to trace electric service to the street transformers. This might produce discovery of water line curbstops if a common trench were used for both utilities brought to a home. The results of the initial search with a magnetic detector by owner Tom Gering resulted in locating only 2 of 13 unfound curbstops. The Board directed that Mr. Gering undertake the next steps in this search by use of another search device which will allow tracing water lines from home basements or crawl spaces. Manager Edquist had reported that most of the owners with unfound curbstops had agreed to this search in prior communications. At the time of this meeting, there was not a device available to continue the search in this manner. Mr. Edquist will work with Mr. Harris and Mr. Gering on this. The Board further directed Edquist to work with Harris and Gering to begin testing of curbstops which are located, to see if they are operational.
Also discussed was trying to establish a cost to install a new curb stop. Toward this end, Edquist was asked to see if Harris would work with owner Michael Vernon to locate his elusive curbstop. If not located, Dan was to see if Mr. Vernon will agree to have Aspen Earthmoving install one to establish a baseline expense for such work.
Unfinished Business— Control of vegetation in the ponds was again discussed, with the result that Mr. Harris is to be asked to establish a method and costs for draining and freezing the upper pond, and inform the Board where the funds to do so will be drawn from. Still on the table for discussion in this fiscal year are dredging of the ponds, both for vegetation and to increase storage and water production, and/or manual pulling of the offending vegetation.
Next meeting- The Trustees discussed the possibility of meeting less often than monthly, but it was clear that September’s meeting would need to go forward as planned, as there is still much business to attend to.
There being no other business to come before the Board, the meeting was adjourned shortly after 9:00 pm.
Respectfully submitted,
Keith M. Edquist, Association Manager
Beth Blackmer, President