May 11, 2010 Board of Trustees Meeting
The meeting was held at the Firehouse. In attendance were: Sherri Spykerman, John Corcoran, Kent Meager, Jodi Jacobson, Association Accountant Bruce Anderson, and Manager Edquist.
Beth Blackmer attended in regard to submission for a structure on her property.
Approval of Minutes—the Board approved the minutes from the April 13 Board meeting as written.
Architectural Control Authority- Owner Beth Blackmer came with photos and a sketch of a 12 x 16 “run in” shed she wished to construct on her lot, then stain/paint and roof to match her existing home. After discussion and clarifications, the Trustees moved, seconded and approved construction of this shed pending receipt of neighbor acknowledgement of the plans. Neighbors were determined to be Cowan, Nofziger, Wirtz and Wright. Beth had email approvals with her from Wirtz and Wright, and agreed to provide the others to President Spykerman.
Financial Reports-Bruce Anderson provided the current balance sheet and income statement. There followed discussion of the financial information the Board expects on a monthly, quarterly, and annual basis. Kent Meager said he had discussed with Bruce recent problems with assessment statements and that the Board was soliciting other accounting bids. The consultation recently done was discussed as was an audit for 2010. This brought discussion to the point of the 2010-2011 budget, and Manager Edquist asked for Board action regarding fidelity bonding, as this would, like an audit, need to be a budgeted expense. There followed a motion, seconded, discussed and finally passed unanimously to purchase $50,000 of such coverage to be added to the Association’s insurance policies, at a cost of $450 per year.
New Business–
Budget Discussion-there were no budget numbers provided at the meeting, and the Trustees determined there should be another meeting prior to the June 9th annual meeting in order to finalize a proposed budget. That meeting is to be held June 3rd. Manager Edquist and Accountant Anderson pointed out that the budget approved by the Board and presented at the annual meeting must be voted down by 67 percent of the ownership in order not to become the approved 2010-2011 budget. At this meeting, it was not expected that assessment levels would rise for the coming year.
Board Candidates-several owner names were discussed as potential board members, and the need for a secret ballot discussed, should there be more candidates at the annual meeting than available Board seats. Trustees Gering and Meager will retain their positions; all others are at the end of their terms. President Spykerman is to contact these potential candidates. There will be a line for write-ins on the ballots at the meeting. Manager Edquist was asked to contact the Windstar Conservancy to reserve the venue.
Unfinished Business—Manager Edquist provided bids received for work on the Little Elk roads. The Trustees determined to look at the roadways and get back to Keith regarding the work. He also said he had spoken with George Johnson regarding the study to be done on the ponds, and was told Mr. Johnson had not had contact with that vendor, and therefore there was nothing new to report. Manager Edquist, in view of progress made on the agenda to this point in the meeting, suggested tabling discussion of the Responsible Governance Policies until a later date. For similar reasons, review of revisions to the Architectural Guidelines, which Sherri has worked on, was also tabled.
There being no other business to come before the Board, there followed a motion to adjourn at 9:50 pm.
Respectfully submitted,
Keith M. Edquist, Association Manager
Sherri Spykerman, President