February 9, 2010 Board of Trustees Minutes
The meeting was held at the Firehouse. In attendance were: Jodi Jacobson, Sherri Spykerman, John Corcoran, Tom Gering and Manager Edquist. Guests Ed Church and Owners Dan Harris and John Ott attended at Board request in regard to the ponds/septic systems. Mr. Church attended in regard to septic systems. His business is “Onsite Wastewater Consultants”. Guests Ken Smith and Stuart Brumett attended the first part of the meeting in relation to the ACA review of plans for the Stahl home. Brumett is the architect, and Smith the general contractor.
ACA Business—the trustees met to review the final submission of plans for the Stahl home to be constructed on Lot 14, Block 3 this summer. Mr. Brumett presented 2 sets of the plan set submitted to Pitkin County, and dated 1/27/10. He also submitted a construction deposit check, # 5359 from Eric Stahl, and a point by point summary of the changes to the previously approved preliminary plans. The final plans were approved as submitted pending return of the plan set with signatures of all 4 adjacent neighbors, which Ken Smith had already begun to circulate. Smith is to return this plan set to President Spykerman. Edquist retained an unsigned set.
Approval of Minutes—the Board reviewed the minutes from the December Board meeting, and after deletion of a single sentence in regard to revision of the architectural guidelines, these were approved for posting to the website.
New Business—Owner Dan Harris came in relation to a potential grant from the State for a water source pollution study. This was discussed in a January 21 meeting with the Gateway Metro District, which Mr. Harris and Manager Edquist attended. As there seemed no down side to proceeding, at length there was a motion, seconded and approved, for the LECVHOA to participate in the combined study and grant for investigation of source pollution for the LEC water system/wells. Vendor Scott Leslie, Environmental Process Control, will do most of the legwork involved. However, the grant is a matching grant, and in-kind contributions of LEC owner’s time will be necessary going forward. Dan did not have time to devote to this, and the Board is to seek owners who may have such time.
Mr. Harris also submitted a draft of a leak protocol plan for Little Elk, by which any leak might be reported to the proper agents, promptly responded to, and completely followed up upon by owners impacted by leaks or shutoffs. The Board determined this should be finalized, posted to the website, and distributed to the owners, though the method of distribution was not determined. There was also further discussion in regard to those owners who have not located their curb stops, in light of a January leak at the Cowan home which necessitated shutdown of the whole street’s water system for 36 hours.
Owner John Ott and guest Ed Church made a presentation to the Board in regard to septic systems, their problems, maintenance requirements and need for safe operation. This discussion was timely, in that LEC septic systems will be among the most likely sources of problems for the LEC water system and wells. Mr. Church is based out of Denver Colorado, and had worked with John Ott in regard to a detailed report prepared for the Board, and ultimately, for owners in Little Elk. The Board felt a summary of the letter should be sent to the ownership along with a general letter asking for volunteers to participate in the water source pollution study.
Financial Reports-– There were no questions in regard to the balance sheet or income statement. Mr. Edquist was asked to contact Owner Gilmore in regard to their past due balance shown on the aging statement. Also discussed was sending a letter in regard to past due assessments. Manager Edquist stated he had such letters, but that LEC should adopt, as required by Colorado law, a Responsible Governance Policy for collection of debts. He said further that nine policies are required of homeowner associations, and said he had written such documents for other associations. At length the Board asked Mr. Edquist to draft Responsible Governance Policies for Little Elk Creek. The fee for this is $400.00, and the Board approved that expense.
Unfinished Business-
Manager Edquist reported on an insurance proposal from Community Underwriters Association, and produced a comparison sheet for the Board to consider in regard to present coverage and costs. It appears that more complete coverage is available, through the same Glenwood agency, from another carrier for about $1400 less per year. After discussion and questions, there was a motion to accept Mr. Edquist’s recommendation for a change in insurance carrier. This was seconded and passed without further discussion. President Spykerman was provided with an application to sign and return to the agency.
New Business-
Manager Edquist included information in the Board materials in regard to disclosures required of Associations in Colorado, most of which he said could be provided via the website. There was general consensus that these requirements should be met. Mr. Edquist asked the Board how they would like to be listed, as one requirement is for contact information for a homeowners Board be posted. Mr. Edquist will proceed with compliance in this regard for Little Elk Creek, though there was no discussion by the Board at this meeting regarding the requirements.
There being no other business to come before the Board, there followed a motion to adjourn at 9:20 pm.
Respectfully submitted,
Keith M. Edquist, Association Manager
Sherri Spykerman, President