March 9, 2010 Board of Trustees Meeting
The meeting was held at the Firehouse. In attendance were: Sherri Spykerman, John Corcoran, Tom Gering and Manager Edquist. Trustees Jodi Jacobson and Kent Meager were unable to attend. Guest Ken Smith attended the first part of the meeting in relation to the ACA review of plans for the Stahl home. Mr. Smith is the general contractor for this home.
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. Smith had circulated the final plan set for signatures from adjacent owners, and returned it to President Spykerman. After review of the plans, and discussion and consideration of comments from owner Suzanne Richman, requesting additional tree plantings, there was a motion, seconded and passed unanimously, to approve the final plans as submitted, with direction to the applicant and neighbor Richman’s to resolve landscaping matters as possible between themselves.
Approval of Minutes—the Board reviewed the minutes from the February Board meeting, and after deletion of reference and inclusion of Mr. Ott’s letter in regard to septic systems, these minutes were approved by the Board.
Financial Reports-There were no questions in regard to the balance sheet or income statements for February. An owner’s past due balance was discussed. At length, the Board determined to have Manager Edquist contact this owner and see if a payment plan can be arranged. If this does not prove possible, management was directed to send a Notice of Intent to Lien letter, and follow with a Notice of Default letter, should the first letter not result in payments. The assessments in question are 3 to 6 months in arrears.
New Business—Manager Edquist reported that he had created drafts for eight of nine required Responsible Governance Policies for Little Elk Creek. He said he may need additional information in regard to the yet-to-be-created Reserve Study policy from Mr. Anderson and Mr. Harris in respect of the water system. Keith will forward these policies to the Board for review prior to the April meeting, with the intent to field all comments and incorporate them into the documents, so that they can be signed and adopted at the April meeting.
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 is need to provide some specific information on the site, including specifics regarding insurance, which agency Neil-Gering had provided. Edquist will work with webmaster to comply with these requirements. Manager Edquist noted new capabilities on the website which now allow downloading of individual documents there.
In regard to an insurance proposal from Community Underwriters Association discussed last month, the carrier declined to provide coverage based on equestrian concerns. Therefore, existing coverage with Travelers will continue. The Board asked management to investigate fidelity coverage and increased umbrella policy coverage through the existing policy.
Unfinished Business—The Trustees discussed at some length communication to the owners in regard to septic systems, leak protocol, and volunteers for the water source pollution study. It was agreed a summary letter in regard to septic be produced, and that the leak protocol letter would need some revision before being sent. The leak protocol will likely be posted to the LEC website as well as mailed. Trustee Corcoran will rewrite the leak protocol letter, and President Spykerman will contact John Ott in regard to a summary. If possible, this letter was discussed as being mailed to all owners by the end of March.
Manager Edquist reported that owner George Johnson had no new information from vendor Aqua Sierra in regard to what will be required to improve the state of the ponds. This information is expected at the April meeting. Options remain dredging, aeration to improve water condition, or addition of carp to control vegetation.
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. Manager Edquist produced the map and spreadsheet regarding last year’s work to locate curbstops, and noted 11 curb stops not found, and an additional 8 curbstops located by general area, but not physically found. The Trustees discussed renewed efforts this spring to have these owners locate their curb stops.
President Spykerman had completed draft re-writes of portions of the Architectural Guidelines, which she will forward by email to the Board for review and comment. Manager Edquist recapped the playground status as on hold until owner Ott completes plan and elevation views of the previously discussed improvements. Once this is available, the Board can approve proceeding with the work of modifications, to begin in April or May.
There being no other business to come before the Board, there followed a motion to adjourn at 8:50 pm.
Respectfully submitted,
Keith M. Edquist, Association Manager
Sherri Spykerman, President