Board of Trustees Meeting: April 14, 2009
The meeting was held at the Firehouse. In attendance were, Sherri Spykerman, Eric Cohen, John Corcoran and Manager Keith Edquist. Directors Tom Gering and Jodi Jacobson were unable to attend.
Approval of Minutes—there was a motion, seconded and carried unanimously, to approve the March 10, 2009 minutes with two minor changes.
Manager’s Report- Keith reported on the playground area available for new equipment, which 120amounts to about 1250 square feet. He also brought catalogs supplied by Jillian Livingston with some indications of what her family liked. Mr. Edquist was asked if new equipment placed in this area would impact on drainage previously established from pond # 2 over the well field. He said he would have to inquire of owner Johnson and report back.
The Board did not believe the suggested new equipment was multi-use friendly, and determined to continue to research what new equipment, either a complete system, or individual items could be added in the new area. They felt, given the current economy, that vendors might be willing to negotiate costs. Director Cohen commented on the value of improving the playground area by rehabilitation of the existing structure, and placement of new equipment there on the Little Elk Creek home values. Mr. Edquist was to research some options for sand blasting and rehab of the existing structure, and see if vendors could visually render new equipment and/or accessory play items and show them in place.
The Board looked at other complete systems in the range of $12-20 thousand, and thought perhaps the playground renovations ought to be brought before the ownership at the annual meeting. At present, the funds to be used would be from ‘other reserves’ currently at $24 thousand in funding. It was determined that some research on these funds was necessary to see how the account was established and if restrictions might have been placed on its use. The Board also felt there would be a certain amount of “sweat equity” from the owners in improving the playground.
There followed discussion regarding the state of repair of the Capital Creek fence bordering 8 lots along that roadway. Mr. Edquist said he had asked for a more detailed bid for repairs from the contractor who had rebuilt this in 1988. The contractor indicated that the posts were treated material and likely to last 40 years, while the rails were not treated and might have a life (and so it seems) of 15 to 20 years. The fence was rebuilt at association expense in 1988, after original construction by the developer. There does not seem to be anything which establishes this fence as an HOA common element, nor is its maintenance addressed in required maintenance for Little Elk Creek. It seemed neither more nor less important than many other fences within the subdivision. After discussion, there followed a motion, seconded and unanimously approved, that the Capital Creek fence is not an association expense. The Board believed owners of these lots could buy into the repair bid if they were notified of the name of the contractor.
Keith inquired about the usefulness of submissions to the Architectural Control Authority by email and attachments, as was done with the Marsh fence submission last month. The consensus was that it remains preferable for applicants to bring submissions in person to the Board/ACA.
In this regard, there was a submission by owner Erneman to construct a fence on that property on Katydid. The Board had no objections to the fence as proposed, asking only that Erneman acquire the signature and acknowledgment of neighbor Gilmore prior to proceeding. President Spykerman was to make the applicant aware of this.
Financial Reports-–Note was made that the $3,000 construction deposit charged to owner Smart remains unpaid. There were no further questions regarding the financial reports for March 2009, but they led to the discussion below.
This was again in regard to trash service. Some owners receive trash pickup at the home, instead of having to bring their trash curbside. For this, the association pays an additional $10 per month per home. These owners are not billed any greater amount for this than all other owners pay for trash service. Edquist indicated that Waste Management would bill owners individually for this service, as they sometimes presently charge owners for additional trash left for pickup. The Board asked if the 23 owners charges, if billed directly to those receiving the service, would be deducted from the amount charged the HOA. Mr. Edquist is to inquire about this with Waste Management. Sherri will also begin asking owners with the driveway service if they wish to continue the service when they are billed separately for this.
Unfinished Business-Smart Barn Construction—the barn is for sale, listed with Leveritch and Carr. The Board believes Mr. Smart may be trying to finish the work as quickly as possible now that the weather has turned. The unpaid $3000 construction deposit was discussed. Mr. Edquist offered to speak with Mr. Smart again if there were an opportunity. Director Corcoran said he would really like to know how owners feel about this non-compliance matter. Director Cohen inquired about the County’s position vis a vis construction without HOA approval or in non-compliance with HOA procedures.
New Business-President Spykerman said the annual meeting was coming in June, and that the Board will need two new members. Board members serve a two year term. Mr. Edquist was asked to check the by-laws regarding notice for the annual meeting and if the meeting date is set or changeable. He was also asked to email the ownership regarding the need for new directors.
There was an issue with Adger’s water line tap and related work last fall which has impacted owner Davenport’s sprinkler system and views. The Board is holding Mr. Adger’s deposit in regard to the road cut compaction and repair, and determined to hold it until the issues with Davenport are identified and addressed. Mr. Edquist was asked to contact Mr. Adger regarding the roadcut and the Davenport issues.
The Brettman memorial bench is complete and has been placed about 50 yard south of the playground. Owners are encouraged to go out to view it.
There being no other business to come before the Board, there followed a motion to adjourn at 9:25 pm.
Respectfully submitted,
Keith M. Edquist, Association Manager
Sherri Spykerman, President