June 3, 2010 Board Meeting Minutes
The meeting was held at the Firehouse. In attendance were: Sherri Spykerman, Kent Meager, Jodi Jacobson, Association Accountant Bruce Anderson, and Manager Edquist. Dan Harris attended in regard to submission for a structure on his property.
Approval of Minutes—the Board approved the minutes from the May 11 Board meeting as corrected.
Architectural Control Authority- Owner Dan Harris came with sketches of a garage mounted solar array he wishes to construct on his lot. After discussion and clarifications, the Trustees moved, seconded and approved installation of this structure pending receipt of neighbor acknowledgement of the plans, and the ACA’s receipt of the $3,000 construction completion deposit. Neighbors were determined to be Eastley, Nofziger, Slansky, Taylor, Timms, Wolf, Fusaro and Hedges. Dan had acknowledgements from Taylor, Spykerman and Fusaro at the time of the meeting. Dan agreed to provide the others to President Spykerman. Work should not proceed prior to this documentation being provided.
Water System update-Dan gave a brief description of work he wishes to complete on the water system next year including installation of an irrigation control gate at Hedges, and installation of 3 new water valves which will allow greater control in leak situations. He said these were likely fall projects due in part to water levels. Each valve and street cut, plus repairs, Dan estimates to cost $3500. This expense has been allowed for in the proposed budget for next year.
Financial Reports and Budget Discussion -Bruce Anderson provided a profit and loss overview for the period of July 2010 to June 2011, and the current aging statement. There followed discussion of the ‘water operations’, ‘water reserve’ and ‘other’ operations categories of the proposed budget. Bruce said that assessments were expected to stay the same in the coming year. There was discussion of what happens to surplus funds, with Mr. Anderson indicating that these were transferred to the water reserve account at year end as normal accounting practice. The directors agreed this was to be done when final figures for the year are in. Jacobson motioned to approve the budget as proposed, seconded by Meager, and passed unanimously.
New Business—Sherri reported she had attended a meeting of the Little Elk Ditch Company last week as representative for the HOA. She said a bill has been presented for the year and that the LECVHOA has paid their portion of this expense for this ditch company, which provides irrigation water to a dozen homes. Dan Oppenheimer is the present contact within LEC regarding this ditch and water.
There followed discussion regarding the requirement for Association vendors to provide certificates of insurance for work done or services provided to the community. It was also agreed that a written contract should exist for accounting services, and the Trustees asked Bruce to prepare a draft for review at the next Board meeting. Mr. Anderson was also asked to secure insurance in regard to accounting services he provides to LECVHOA.
The Trustees discussed what was to be covered at the annual meeting in regard to reports from management, on the water system and on the ponds and playground. Ballots and candidates for the three seats were discussed, and the need to contact owners for proxies. Finally, the board requested an annual contract from Bruce Anderson for accounting services and a certificate of liability insurance as with any sub-contractor. Mr. Anderson is not authorized to enter into any contract with a vendor on behalf of the HOA, all contracts are to be directed to the manager and brought forth to the board.
Unfinished Business—Manager Edquist stated that Sealco Inc. had been retained to chip seal the roadways and that they were expected to begin this work next week. He also said he had spoken with George Johnson regarding the study to be done on the ponds and that George did not have a report but would try to have one in time for the annual meeting. Keith said crime coverage had been put in place on the LECV insurance policy as previously directed. He said also that the carrier was to make an adjustment to premium based on the inclusion of the water storage tank, but that figure was not known at this date. He also gave an update on the status of the playground renovation and volunteer work day May 22. The Board began, and then tabled review of revisions to the Architectural Guidelines, which Sherri has worked on in recent weeks.
There being no other business to come before the Board, there followed a motion to adjourn at 9:10 pm.
Respectfully submitted,
Keith M. Edquist, Association Manager
Sherri Spykerman, President