Little Elk Creek Village

Annual Meeting 2020

Minutes June 17, 2020 Little Elk Creek Annual Meeting

Call to Order/Introductions/Approval of Minutes of 2019 Meeting
Trustee and President John Ott called the meeting to order at 6:08 pm. and introduced the present Board members (Steve Whitelande, John Ott, Joe Carlson, Harvey Paparo, Tim Vogel), and Manager (Keith Edquist).
Waiver of Notice/Quorum/Approval of Minutes of 2019 Meeting
The minutes of the 2019 annual meeting were mailed to owners for this meeting. There was a motion and second to approve these minutes; there was no discussion and none were opposed. 45 owners were represented in person and by proxy, constituting a quorum for the transaction of business.
LEC year in review- Manager Edquist
Keith summarized some of the activities of the Board of Trustees over the last year.

In June, Scott Thompson of the Roaring Fork Fire Rescue Authority-spoke at annual meeting and reminded owners of the availability of no cost fire mitigation assessments for individual homeowners. In July, the play structure was restained and "No Swimming" signage for the ponds installed in three locations. The Trustees approved these documents: Water Tap Procedures and Regulations, Investment of Reserve Funds, Requirements for the creation and Installation of Irrigation Ponds. These have been placed on the website.

In August-Owner Dan Harris discussed his research into an auxiliary water tank, saying there is room for such on the present main tank easement. The present tank is 27 years old. Alternately, he is looking into placing another well or being able to pump directly from the ponds should an emergency water shortage arise. Owners were reminded about illegal uses of the system water, including the $1000 fine for use of potable water on the landscape.

In September and October there was discussion regarding possible path to green space from the corner of Driskell and Davidson. Trash and recycle services and equipment were discussed. Water system hydrants were inspected, exercised and painted. There was also a draft survey regarding short term rentals AirBnB or VRBO in Little Elk. Trustees reviewed a first draft of the Emergency Water Policy, prompted by the July fires in Basalt. An improvement to the headgate at the Fusaro property on Davidson, using maintenance funds in the budget for the Boram White Ditch Company was approved by the Trustees.

In November-The Trustee had discussions regarding metering and meter types, and excavators. The snow removal contractor for the winter was chosen. There was a decision to forgo a December meeting.

In January-the short term rental survey of owners was collected. Final count, without tabulating individual written comments, was 32 in favor of short term rentals (though usually with comments indicating disruption of the neighbors or neighborhood as undesirable) to 18 owners who were opposed to short term rentals. This was a good response of over half the owners. Any resolution in favor of restricting rentals might require amending the covenants.

The Trustees discussed metering and meter types, excavators and expected costs. There was an extended discussion of metering and meter pits and/or in home meters and metering. This quote was from an email sent to the Board and Management from Dan Harris:

". With leaks and at times, Little Elk has exceeded its water right. Dan said at present the State treats leaks passively, believing such water returns to the aquifer/water table. It is possible that view could change with increased scrutiny, water shortages or simply population growth. It is therefore realistic to look to the future and be prepared for more stringent controls from the State on private water systems such as Little Elk’s. This has brought him to favor installation of some type of metering for private home water usage."

There followed a motion by Carlson and second by Whitelande to install 4 and 6 inch meters on the LEC water system main lines to allow quicker localization of leaks, and an estimated cost of $30,000.

The Leak Protocol and Emergency Water Policy documents were reviewed and approved and have been posted to the website.

In February-there was an extended and well attended session regarding water meters, the project specifics, and if the Board has such powers regarding expenditures. It was noted in this meeting that the $225,000 plus expense of the pumphouse addition was driven by a requirement from the State for better filtration, and with only 10 months notice provided. Manager Edquist said there was little owner comment regarding this necessary and equally large scale expenditure on the water system at that time, at least which reached the Board and management in regard to that work. The Trustees believe it is better to be ahead of any state mandate to meter water use, rather than behind it and have to scramble--at potentially greater expense-- to comply.

Management worked with the Reserve study spreadsheet using both the $200,000 proposed expense for in-house meters, and the $400,000 proposed expense for pit meters, and found that in neither instance did reserve funding fall below 100 percent through 2048. This means that even using the higher end of the expected costs, owner assessments should not have to be increased beyond their present levels, and that there is little danger of a special assessment being needed, even if $400,000 were to be expended this year installing meters. Reserves would be funded at 132 percent in 2021 were $400,000 spent installing meters in 2020.

In March-New information was made available from Dan Harris regarding placement of meters and the State’s need for ‘accountability’ for water use from private systems. At this time, President John Ott made a motion for Little Elk to proceed with installation of pit meters on the system. This was seconded by Trustee Harvey Paparo. John and Harvey voted in favor, Trustee Tim Vogel was opposed. Though these three Trustees comprise a quorum under the LEC bylaws, management was asked to arrange for a vote on the motion by email, in order to have Trustees Carlson and Whitelande on record. This was done and both were in favor.

It is also the intent of the Board of Trustees to use reserve funds to pay for the installation of all the meters on the system, and the necessary hard and software to allow online monitoring and reporting of use. Owner expense may involve replacement of failing service lines should such be discovered during the course of installing pit meters between the main line and the owner’s home.

In April there was no meeting as Covid 19 eliminated the Firehouse as usable space.

In May a meeting held at playground open space to review the April financials; ACA matters regarding the Stranger fencing and pond construction and discussion regarding funding of the meter installation project. There was a Trustee motion and vote in regard to excavation contractors for the metering project (Timberline Excavation was chosen), and discussion of potential legal expense in relation to the metering project. The Board then approved 2020-2021 budget, which duplicate that of 2019-2020, and involves no increase in assessments. There were also updates on the Pitkin County Road Re-imbursement, and review of the easement agreement attendant on the Burke (nee Ann Grey) lot.
Water System Report/Water Metering discussion –Dan Harris
Dan recounted the recent draining of the water tank in relation to fire fighting efforts o the Polsky property, which is served by the water system but not actually a part of Little Elk HOA. This occurred on a Saturday night and the cause of the leak/drain down discovered and repaired by Wednesday evening. Timberline Excavation exposed and replaced the holed section of ductile iron pipe in about 5 hours once the problem area was localized. Dan said he did not feel local fire responders had done anything wrong.

Dan said use went down after this, but he still believes there is a leak in the system of about 12,000 gallons per day. At the time of the meeting the system was drawing down about 37,000 gallons per day. During the fire event from Saturday to Wednesday, almost 500,000 gallons were pushed up to the tank without successfully filling it.

He said the metering project is on-going, beginning with the already authorized purchase for 4 meters to be installed on the system mains at an expected expense of $30,000. As far as the home metering project, the Board has decided upon use of pit meters, and approved Timberline Excavation for the project work. Dan said the meters themselves are 4 weeks out if and when they are ordered. There remain legal questions to be posed and answered.

Owner Jeff Weiss inquired if there were not others who could have found this leak more readily, but Dan did not feel his time directing others where to look would have sped up his process. Jeff asked if this event could fall under an insurance claim, but was advised that the in ground main lines of the system are not insured, though the pumphouse and related equipment is. Mr. Weiss also inquired if there exists an accurate ‘as built’ set of plans for the water system. There is not, but the main lines are mapped from the tank down through all the street valves and hydrants.

This concluded Mr. Harris’ report, and all present thanked Dan for his diligent work on the water system, including members of the Board and management.
Budget Ratification
The balance sheet as of April 30th, 2020, and the profit and loss statement through the end of April of 2020 were available at the meeting. The approved 2020-2021 budget was provided to owners by mail earlier in July.

Total assets as of April 30, 2020 were $840,936 vs. $695,010 in July the year before. In 2019-2020 through April $105,524 was added to the LEC capital reserve account, and there were no capital expenses charged against reserves through the date of the annual meeting. The Association was well under budget for the 2019-2020 fiscal year through the April 30th date of the financial report.

At this time made there was a motion to ratify the approved 2020-2021 budget, which was endorsed by those owners and proxy holders in attendance.
Election of Trustees
There were four declared candidates for the three seats-John Ott, Steve Whitelande, and Harvey Paparo-available on the Board. Trustees Ott and Whitelande ran for another two year term, while Harvey Paparo declined re-nomination for his seat. Owners Tony Rizzo and Dave Mullaney had self nominated. This prompted a vote by those present and those holding proxies for three of these four candidates. Owners Ross Jacobs and John Corcoran tabulated the owner and proxy votes, providing much appreciated help with this.

Ott and Whitelande were retained on the Board and owner Mullaney was elected. Terms for Ott, Mullaney and Whitelande will be at an end in June of 2022, while Tim Vogel and Joe Carlson’s terms will expire in June of 2021. The Board will set its officers at the next Board meeting in July.
Other Business or concerns
Attention was again called to those owners who are not taking care of dog waste throughout Little Elk, as this is unsanitary and irresponsible. Other owners also supported this comment and the need for owners to pay attention to all aspects of pet ownership. There was a suggestion to install a doggy bag dispenser near the pond/playground area, which the Trustees will consider.
Adjourn
There being no further business to come before the meeting, the meeting adjourned at 7:25 pm

Respectfully submitted, Keith Edquist, Association Manager
John Ott, President

Annual Meeting 2019

Monday, January 27th, 2020

SNOWMASS FIRE HOUSE

Minutes June 12, 2019 Little Elk Creek Annual Meeting

Call to Order/Introductions/Approval of Minutes of 2018 Meeting
Trustee and President John Ott called the meeting to order at 7:07 pm. and introduced the present Board members (Steve Whitelande, John Ott, Peter Voorhees, Harvey Paparo, Tim Vogel), Bookkeeper (Kim Clinco) and Manager (Keith Edquist). Owners then introduced themselves around the room. Owners attending for the first time were Joey Carlson, Tony Rizzo, and Greg Goebel.
Waiver of Notice/Quorum/Approval of Minutes of 2018 Meeting

The minutes of the 2018 annual meeting were mailed to owners for this meeting. There was a motion and second to approve the 2018 minutes, there was no discussion and none were opposed. 47 owners were represented in person and by proxy, constituting a quorum for the transaction of business.
Scott Thompson-Roaring Fork Fire Rescue Authority

Scott was introduced by Manager Edquist and spoke regarding fire mitigation efforts in Little Elk Creek and the present status of fire protection in the district. He noted that the proximity of Little Elk to the fire station (within 2 miles) rates protection at a level of IS-2, which is "good". Owners should advise their insurers of this rating, as it may reduce premiums. He said the Pitkin County evacuation plan for Little Elk is available online at "Pitkin Alert". The 2018 mid-valley fire in Basalt should clearly indicate that LEC is vulnerable, especially with continued dry conditions and little moisture in the soils. Also noted were the availability of no cost fire mitigation assessments for individual homeowners and the possibility of available funds for Association mitigation efforts.
LEC year in review- Manager Edquist

Keith summarized some of the activities of the Board of Trustees over the last year. He said the Basalt fire resulted in discussions regarding an emergency water plan, where potable water use would be limited in order to provide as much fire fighting capacity as possible from the water system. Also discussed was the use of water from the pond’s dry hydrant connection for fire fighting.

Workmen’s Compensation insurance was added to the Association’s policies based on recommendations from the Neil Garing Agency. This was added to the existing Directors and Officers insurance, general liability insurance and umbrella policies. A portion of the Reserve funds were moved to Wells Fargo Bank in order to increase interest income and to maintain less than a $250,000 balance in each account so the FDIC could continue to fully insure all Association funds.

He said the water tank had been inspected and cleaned this past year, and that eventually it will need to be drained and the interior re-painted. This is anticipated in the Reserve Study about 5 years from now. The Reserve Study was updated this year and is available on the website (littleelkcreekvillage.org). Documents regarding the creation of irrigation sources and water tap procedures are being finalized, and the ACA guidelines revisited to address and include such items as exterior lighting and solar panels.

There continued to be leaks in the water system and these have been persistent and remain hard to isolate. Therefore water metering has had more serious consideration on the Board level. Also short term rentals were a recurring topic of discussions. Keith noted that both topics were on the agenda, and there would be time for discussions later in the meeting.
Irrigation Water Reports-George Johnson and Dan Oppenheimer

Dan Oppenheimer was unavailable for the meeting, but Boram White Ditch Manager and LEC Owner George Johnson reported that the last irrigation season was the driest he had seen in 18 years. He reported lots of water available this year so far in the two ditch systems which serve Little Elk, maintained by the Boram White and the Little Elk Creek Ditch Companies. Little Elk owns shares in each of these ditches and contributes each year to necessary maintenance on each. Information on ditches/flows and problems are best addressed to either Mr. Johnson or Mr. Oppenheimer, rather than to management.
Water System Report/Water Metering discussion –Dan Harris

Owner Dan Harris stated he has monitored usage and leaks on the water system for a long time, and said there was likely a 10-12 thousand gallon per day leak on the system at this time. Leaks increase electrical costs, chemical treatment costs and filtration costs, but more to the point threaten the potable water supply. He said normal use this time of year is 18-20 thousand gallons per day, but LEC is currently using 30 thousand gallons. He said again that potable water cannot be used on the landscape, as such use can be confused with leaks, and is subject to a $1000 per incident fine from the Association.

There has been discussion of the need for water metering before, but Dan and the Board of Trustees have now come to believe metering is necessary. Yet to be determined are the type of meters to install, how they would be installed, and where to place them on the system. At this time Mr. Harris did not have accurate costs, but believed the meters alone could run to $1000 per home. He and the Board want to determine the level of support owners have for water metering.

Owner Bruce Anderson reminded all that the $225,000 cost for the pump house upgrade was occasioned by new state regulations imposed on private water systems. Mandatory metering may be only a matter of time at the state level, and it will be well to plan and execute metering before being compelled to do so by legislation. Owner George Johnson suggested creation of a special district for administration of water metering, distribution and controls. Ultimately a metering system will involve funding, either through assessments or through taxes levied under a special district.

There followed a motion by owner Tim Lindholm, seconded by Holly Timms, to hold a vote on whether or not to move forward with installation of meters on the LEC water system. Discussion included queries from owner John Wheeler as to whether reserve funds could be used for such a purpose-(they can, as the water system components are capital items included in the Reserve Study). President Ott said he believed a meter in the house versus one in the street was the most definitive way to monitor use, though at this time the type and placement of meters had not been determined.

At a call for a show of hands, all owners in attendance were in favor of the motion for placement of meters on the water system; this included the votes of owners present by proxy. The Board of Trustees will therefore move forward with Owner Harris to determine how best to regulate potable water use in Little Elk. (For more background on metering and the water system, please see the 2018 Annual Meeting minutes on the website.)
Short Term Rentals in Little Elk Creek-discussion and straw poll

The topic of short term rentals of residences or parts thereof in Little Elk Creek was discussed at some length. Owners reported this is happening now in the subdivision. Others reported that both AirBnB and VRBO rentals are being offered. Manager Edquist said his understanding is that Associations lacking specific language regarding this in their covenants cannot restrict such usage either by policy resolutions or rules and regulations enacted by a governing Board.

There followed a motion as to whether Little Elk should limit rentals to a minimum of 6 months. By show of hands this motion failed to be endorsed by a 14 to 12 margin. Clearly opinions are mixed and as a result a survey on this topic was suggested by owner Beth Blackmer. The Board will consider such and act to gauge the attitude of more owners towards this issue. Manager Edquist concluded by saying this ‘may not be a problem until it becomes a problem’ in Little Elk. Resolution in favor of restricting rentals might require amending the covenants.
Treasurer’s Report/ Budget Ratification -Trustee Peter Voorhees/Bookkeeper Kim Clinco

The balance sheet as of April 30th, 2019, the profit and loss statement through the end of April of 2019, and the approved 2019-2020 budget were provided to owners earlier in the meeting. Total assets as of April 30, 2019 were $695,010 vs. $525,926 in July the year before. In 2018-2019 through April $93,196 was added to the LEC capital reserve account, and there were $10,991 in capital expenses charged against reserves. The Association was well under budget for the 2018-2019 fiscal year through the April 30th date of the financial report.

Owner Kent Meager at this time made a motion to ratify the approved 2019-2020 budget, which was endorsed by those owners and proxy holders in attendance, with owner John Wheeler dissenting.
Election of Trustees

There were no declared candidates for the two seats-Tim Vogel and Peter Voorhees-available on the Board. Trustee Vogel agreed to another two year term, while Peter Voorhees declined re-nomination for his seat. Holly Timms nominated Owner Joey Carlson, who accepted the nomination. Vogel and Carlson were then elected by acclimation. Terms for Ott, Paparo and Whitelande will be at an end in June of 2020 The Board will set its officers at the next Board meeting, July 10th, 2019.
Other Business or concerns

Owner Beth Blackmer called attention to those owners who are not taking care of dog waste throughout Little Elk, as this is unsanitary and irresponsible. Other owners also supported this comment and the need for owners to pay attention to all aspects of pet ownership.
Adjourn

There being no further business to come before the meeting, the meeting adjourned at 8:55 pm

Respectfully submitted, Keith Edquist, Association Manager

John Ott, President

Annual Meeting 2018

Monday, August 6th, 2018

SNOWMASS FIRE HOUSE

Minutes June 13, 2018 Little Elk Creek Annual Meeting

Call to Order/Introductions/Approval of Minutes of 2017 Meeting
Trustee and President Tim Vogel called the meeting to order at 7:02 pm. and introduced the present Board members (Jeff Edelson, John Ott, Peter Voorhees, Harvey Paparo, Tim Vogel) and Manager (Keith Edquist).

Waiver of Notice/Quorum/Approval of Minutes of 2017 Meeting

The minutes of the 2017 annual meeting were mailed to owners for this meeting. There was a motion and second to approve the 2017 minutes, no discussion and none were opposed. 49 owners were represented in person and by proxy, constituting a quorum for the transaction of business.

Scott Thompson-Basalt Fire Chief-was scheduled to address fire mitigation, but was unable attend.
LEC year in review- Manager Edquist

Keith summarized some of the activities of the Board of Trustees over the last year, noting water system leaks rather continuously over the year. He said there was concern over muskrats in the ponds, the need to clear the upper silt pond of accumulated silt, and a request for monitoring of the neighborhood roadways for excessive speeds by the Pitco Sheriff.

Trustee Rene Tornare resigned, prompting the Board to appoint Jeff Edelson to fill that term, as the second highest vote getter in the 2017 election. Also, the Board selected a new bookkeeping service, Rocky Mountain Accounting Services, Kim Clinco, owner, in service since October 2017. There was a community get together/pot luck picnic, after several owners assisted in thinning the cottonwood and aspen growth around the pumphouse, wells and playground. Similar get togethers are contemplated and encouraged by the present Board.

There has been discussion of the need for water metering in light of the very difficult year owner Dan Harris has been through tracking down system leaks. There have been updates and revisions made to the proposed changes to the covenants, twice distributed to owners.

Recent meetings addressed formulation of the 2018-2019 budget, insurance coverage for the association, and a review of the 2014 reserve study, wildfire mitigation and the possible installation of dog stations. Solar installations and exterior lighting concerns have been raised in relation to the Board’s role as the Architectural Control Authority (ACA).

Manager Edquist noted a Pitkin County stage 1 fire ban, which prompted discussions regarding fireworks, fire mitigation, fire pits, the work of the Snowmass Caucus on fire preparedness, and comments regarding the Board’s ability to promulgate rules and regulations which would address fire concerns in Little Elk, at least one owner urging the Board to take that action in advance of Independence Day in what has so far been a very dry summer.

Edquist introduced owner George Johnson, who reported that the irrigation ditches are open and running, and that he was seeing the lowest levels of available water to the Borum-White ditch that he has seen in the 18 years he has been involved. He characterized this as a ‘moderate drought’, and urged owners to be conservative of water use. As owner Dan Oppenheimer did not attend today, Tim Vogel gave a report similar to Mr. Johnson’s regarding the other ditch (Little Elk Creek Ditch) serving Little Elk owners. He said there should be ‘adequate’ water this summer, though the current 2.65 cfs now coming down was expected to drop over time.

President Vogel said the installation of a tank or pond can relieve some scarcity on individual lots. This scarcity in mind, Trustee John Ott cautioned all against using the water system’s treated water for landscape purposes. Owners are reminded that installation of either a tank or pond requires review by the ACA for Little Elk Creek Village.
Water System Report-Owner Dan Harris

Owner Dan Harris stated there have been several large leaks on the water system, which increase electrical costs, chemical treatment costs and filtration costs, but more to the point threaten the potable water supply. He said normal use this time of year is 24 thousand gallons per day, but LEC is currently using 34 thousand.

He said the wells are very sketchy in the winter, as ground water levels lower and well production decreases. A 23 thousand gallon per day leak was discovered this spring in an older home service line. Dan says it is important to pay attention to water use in your home (check your crawlspace for leaks, listen for leaks, watch for surface water on your lot) so that leaks can be swiftly found and fixed.

Dan said projects this year include clearing of the upper silt pond, installation of a new street valve near the intersection of Haystack and Little Elk Creek Avenue, and cleaning of the wells to improve their production. He also says he has come to favor metering of water use, as there is consistent suspicion of use for landscaping purposes somewhere in the neighborhood. He reminded owners that there is a long standing policy of assessing a $1000 fine for such usage, and he is urging the Board to be strict on levying and enforcing such a fine. He noted that all previous leaks on the system have been on water service, rather than main, water lines.

Dan went on to say that Little Elk’s water decree allows use of 15 to 16 acre feet of water per year. He said in 2017 28 acre feet of water were used, and so far this year, 13 acre feet have been used. This points up the need for vigilance regarding leaks and the critical nature of overuse should landscape be watered with potable (treated) water. This led in turn to a general discussion of water metering, including costs, placement of meters, how they might be read etc. Trustee Ott summarized by saying that regardless of placement on the service line (before or after the curb stop valve) ‘nothing really isolates the problem’.

Leaks on the system are costing owner’s money now, and the time may be coming when either the county or state will mandate metering. Trustee Voorhees said that with many 40 year old copper service lines to homes, ‘more leaks are coming’. Little Elk’s water operators, Environmental Process Control (EPC), installed a phosphate injection system to the Little Elk pumphouse in 2014, to address the copper deterioration issue. President Vogel added that Pitkin County now requires meter installations on ‘substantial’ construction or remodels. The Board will continue to discuss this issue and its costs and benefits.
Covenant Committee Update-Trustee Jeff Edelson

Jeff reported again that several meetings have been held with the idea of bringing the language of the covenants up to speed. The committee includes himself, Tim Vogel, Beth Blackmer, Holly Timms, Beth and Kent Meager and Dan Oppenheimer. He said there has been lots of controversy, and that many owner comments have been on the same topics and in the nature of repetitive gripes rather than constructive advice. He characterized the changes into two groups: administrative (less controversial) changes, and harder questions that will require consensus among owners. He said the committee is looking more for ‘this is not clear, try saying it this way’ type of response. The covenants were last amended in 2004, and the present intent is to amend them again, not to re-write them in their entirety.

Beth Blackmer said the committee is still seeking feedback on the proposed changes, as they are not hearing from enough people. They are trying to make this a better, simpler and more workable document for this and future Boards. There was a question regarding the $4500 legal line item in the 2018-2019 budget, and how much of that might have been spent in review of the covenant changes. None had been spent at the time of the meeting, and both Beth and Jeff made clear that such expense (legal review) was farther down the road when the document reaches a more finished state.

There were comments from an owner present suggesting that owners in present non-compliance with the covenants be so notified by the Board. This was followed by comment from another owner that covenants never enforced cannot now be enforced. The last is likely a legal question, and would be informed by case law. Covenant changes require approval by a 2/3rds majority of owners, so there may ultimately have to be a special meeting of owners to finalize, and accept or reject the proposed covenant changes.
Treasurer’s Report-Trustee Peter Voorhees/Bookkeeper Kim Clinco

The balance sheet as of April 30th, 2018, the profit and loss statement for July 2017 to April of 2018, and the approved 2018-2019 budget were provided to owners earlier in the meeting. Total assets as of July 1, 2018 were $525,926.35 and $467,680.46 on the corresponding date a year before. There was a $9,847.39 operating surplus from the 2017-2018 year’s operations. In 2017-2018 $118,400 was added to the LEC capital reserve account.

President Vogel said the state of the Association’s reserves was good, based on the projections from the 2015 reserve study. The Trustees have directed a review of the reserves by the vendor be conducted in light of the capital expenses incurred in the pumphouse addition and state mandated improvements to the water system, Manager Edquist reported that the approved reserve contribution for the 2018-2019 budget—in the effort to keep assessments at the prior year levels—would amount to $104,187, with $33,100 expected in capital expense for the same period. This means the reserve contribution this coming year will net $71,087 vs. last year’s $118,400. There were no capital expenses charged against reserves in the 2017-2018 fiscal year. Owner George Johnson at this time recommended ratification of the approved 2018-2019 budget, which was endorsed by those owners/proxy holders in attendance, without dissent.
Election of Trustees

There were no declared candidates for the three seats-John Ott, Harvey Paparo, Jeff Edelson-available on the Board. Trustees Ott and Paparo ran, while Jeff Edelson declined re-nomination for these seats. Ott and Paparo were re-elected by acclimation. There followed a nomination/second and acceptance by owner Steve Whitlande for this final seat on the Board. The Board will set its officers at the next Board meeting, July 13th.
Other Business or concerns

President Vogel, in response to a question regarding the resolution of the Weiss lawsuit, said the suit was dropped by both parties in August of 2017, with protections insured against further legal action by either party, with what Tim said were final costs to the Association ‘in the high 40’s".

Jeff Edelson commented on fire mitigation around LEC properties, noting the Basalt Fire Department will conduct mitigation studies for owners without expense. Manager Edquist noted the possible need for covenants addressing drone use, solar installations, and exterior lighting to protect LEC’s ‘dark skies’, as all have recently surfaced as common HOA issues.
Adjourn

There being no further business to come before the meeting, the meeting adjourned at 10:25 pm

Respectfully submitted, Keith Edquist, Association Manager

TimVogel, President

Annual Meeting 2017

Wednesday, May 16th, 2018

SNOWMASS FIRE HOUSE

Minutes June 14, 2017 Little Elk Creek Annual Meeting

Call to Order/Introductions/Approval of Minutes of 2016 Meeting
Trustee and President Bruce Anderson called the meeting to order at 7:14 pm. and introduced the present Board members (Anderson, Ott, Visnic, Tornare, Vogel) and Manager (Edquist). Owners then introduced themselves around the room.

Waiver of Notice/Quorum/Approval of Minutes of 2016 Meeting

The minutes of the 2016 annual meeting were mailed to owners for this meeting. There was a motion and second to approve the 2016 minutes, no discussion and none were opposed. 59 owners were represented in person and by proxy, constituting a quorum for the transaction of business.
LEC year in review- Manager Edquist

Manager Edquist said there would be a Board statement and discussion regarding the Weiss legal issues later in the meeting. He said Trustee Vogel would speak later in the meeting regarding the covenant committee, and that Dan Harris would have a more detailed update on the pumphouse addition, and related capital expenses for that work. He said there may be need to remove some of the many small cottonwoods around the playground area in relation to the water levels in the wells, as these trees likely lower the local water table there. Any such work would be at the direction of the Board.

Keith reported that the irrigation ditches are open and running, and that Little Elk is served by two ditches and ditch companies, and local control and contacts regarding these are owners George Johnson for the Borum-White ditch, and Dan Oppenheimer for the Little Elk Creek Ditch Company. He said he can assist owners with information regarding these, but that he does not control either ditches or flows.

He then spoke briefly about the past year’s activities in the Architectural Control Authority (ACA), and the mechanics of the review process, which starts with contacting management in order to collect and distribute information for the Board’s consideration. The Board of Trustees meets monthly, and acts as the ACA when there are submissions to review. Adjacent owners are able to comment on plans as they deem necessary, but they do not approve or disapprove other owner’s submissions. Owners should plan on reviews on a monthly basis, the second Wednesday of each month, in conjunction with the regularly scheduled meetings of the Trustees.

He said Jenn and Peter Voorhees had completed construction of their home. Sarah and Jon Visnic completed their remodel, and Steve and Kara Smart had completed a re-roof and porch addition. There will be some submissions for solar panel installations coming in July. He said new owners included Dave and Nikita Mullaney, Emma Lande and Steve Whitelande, and Pete and Michelle Casson, and concluded by saying owners are always welcome to attend the Board meetings, held each second Wednesday of the month, 7 pm., here at the Firehouse.
Water System Report-Owner Dan Harris

Owner Dan Harris stated the pumphouse project was nearly complete, pending three final inspections from the state. He said engineers for the project (Schmeuser Gordon Meyer or SGM) had filed the final report to the state 6 weeks ago, but as yet there had been no response. He thanked owner Bud Norris for his company’s and personal assistance in the construction of the pumphouse addition.

Dan said there may still be a leak on the system and that he would be testing to try and isolate what he felt was a 10-15 thousand gallon per day leak. He said there were remaining minor issues with the water system which are being addressed. One is iron based bacteria still clogging the filter media, and the other is a need to dredge the small silt retention pond above the upper pond. It is also time to acidize the wells in order to increase their production rates.

There were questions and a discussion regarding the cost of the pumphouse project, and the budget overage resulting from this expense. President Bruce Anderson explained (as noted in the 2016 annual meeting minutes) that the state had mandated these improvements, and that the 2016-2017 operations budget did not anticipate this, coming as it did midway into the 2016-2017 fiscal year. Standards required of Little Elk by the Colorado Department of Health and Environment required greater contact time for chlorination, and the addition of further filtering media. This prompted the expansion of the pumphouse to accommodate filtration systems and an additional second cistern to allow for the increased chlorine contact time required. Costs for this at the time of this meeting totaled $193,280, or $169, 090 over the budget allowance for the repairs and maintenance line item in Water System Operations. The expense of the pumphouse addition will be charged to the association’s reserves.

This expense exceeded the total of the reserve funds collected in 2016-2017 ($118,400) as pointed out by owner John Corcoran. He said that $112,000 was collected for the reserve fund in 2015-2016. This pointed up the need for a well funded reserve account and the recent annual increases in assessments. The association’s reserve study is posted on the website littleelkcreekvillage.org, and among its tools is a spreadsheet/database that will allow the Board to determine the state of reserves after this project’s expense is finalized. In response to a question regarding authorization of this expense by owner Scott Keating, Dan was assisted through this project and its cost authorizations with the support of the Board of Trustees.

There followed a call for better communications with the ownership in regard to association finances and a request to share more information. It was noted that Board minutes are posted to the website. Owner Lee Nunn made a motion, amended by owner Michael Vernon, to send out the Board agendas by email, including the minutes of prior meetings, and the most recent financial statements. George Johnson seconded and this motion was unanimously passed.
Covenant Committee Update-Trustee Tim Vogel

Tim reported that several meetings were held with the idea of bringing the language of the covenants up to speed. He said the group met a half dozen times, and included himself, Jeff Edelson, Beth Blackmer, Holly Timms, Beth and Kent Meager and Dan Oppenheimer. He said there will be opposition to some of the changes, but that the committee was presently working out a formatting issue and that a draft would be sent out to owners when it is completed.
Treasurer’s Report-Trustee John Ott

The balance sheet as of June 14th, 2017, the profit and loss statement for July 2016 to April of 2017, and the approved 2017-2018 budget were provided to owners earlier in the meeting. Total assets as of June 14, 2017 were $467,680.46 and $507,063.19 on the corresponding date a year before. John said the pumphouse addition expense would be charged to the reserve account. In answer to a question regarding legal fees relating to the Weiss suit and counterclaim, he said those totaled $36, 014 over the last two years.

There followed a series of questions regarding association finances and the process by which association expenses are approved. President Bruce Anderson said 4 identical bills are sent to all owners 4 times per year for collection of assessments, and that 4 to 6 checks are generated for signing by two Board Trustees each month in payment of vendors. Expenses outside of budgeted funds are approved by the Board if and only as necessary. These are the sources for both income and expense to the association budget.

Owner Michael Vernon noted $417,000 in the association’s bank accounts and asked when the last audit was performed. This was last done in 2010, at a cost of about $2000. In response to a question from Jeff Weiss regarding the reserve study, it projects expected capital expenditures for specific capital assets forward for 30 years. It is a tool to be used by the Board and Association going forward. Except for the expense of the roadwork, Capital Creek fence and the pumphouse addition, none of the components have changed since its production. In respect of the overall reserve funding the water systems anticipated replacement costs still dominate all other expected expenses. Manager Edquist said the study allows a $25,000 per year expense for repairs to this system, while continuing to build reserves against its eventual complete, or partial, replacement.
Election of Trustees

There were 4 candidates for the two seats available on the Board. Trustees Bruce Anderson and John Ott ran as their terms were up this year. Bios for the candidates had been sent by email to the owners prior to the meeting. Jeff Edelson, Harvey Paparo, Bruce Anderson and Peter Voorhees were asked to give brief statements and the vote was then held. John Ott and Peter Voorhees were elected to the Board. The Board will set its officers at the next Board meeting, July 12th.
Other Business or concerns

At this time Trustee Rene Tornare read a prepared statement in regard to the Weiss legal matter, explaining the reasons for the Board’s actions in the matter. There followed an extended and animated discussion, recorded by attorneys for both the HOA and Mr. Weiss, regarding the course of action to be taken. Mr. Weiss provided commentary on the written statement from his perspective. There were questions in regard to whose responsibility it was to install culverts, which the covenants state as the owner’s. There was a statement made by owner Patty Jones in support of Mr. Weiss, and stating that in 41 years she had not seen a rain event which caused water to flow down the Alexander Avenue barrow ditch, where these culverts were placed.

Some owners felt the HOA should drop its lawsuit, saying they did not wish to pay legal expenses related to this from their assessments. Others felt it inappropriate to drop the matter when the fees at stake for the HOA amount to near $40,000 as of the date of this meeting. There was a increasingly heated discussion over these positions, finally prompting owner Susan Bedrick to rise and make a request for ‘civility’ in both the meeting and in Little Elk Creek.

Owner George Johnson made a motion that the Board direct the attorneys to negotiate a settlement, which died for lack of a second. Scott Keating made a motion for the Board to stop assessment of penalty fees to Mr. Weiss, which motion also died for lack of a second. Owner Steve Smart said he wanted to stop the bleeding, saying the Board and owners lost, Mr. Weiss lost and the parties should walk away. Both attorneys in attendance said they wanted to come to a settlement and or agreement and agreed to work together towards this.

As this matter is in litigation at present, it could not be resolved by either party at this meeting. President Anderson summarized the discussion and stated the Board would continue to work towards resolution with the attorneys and Mr. Weiss.
Adjourn

There being no further business to come before the meeting, the meeting adjourned at 10:25 pm

Respectfully submitted, Keith Edquist, Association Manager

Bruce Anderson, President

Annual Meeting 2016

Saturday, June 10th, 2017

SNOWMASS FIRE HOUSE

Minutes June 8, 2016 Little Elk Creek Annual Meeting

Call to Order/Introductions/Approval of Minutes of 2015 Meeting
Trustee John Ott called the meeting to order and introduced the Board members and Manager. He offered apologies for absent Trustee Bruce Anderson, who was unable to attend the annual meeting for the first time in over 20 years. President Bob Wright was unable to attend. Owners then introduced themselves around the room concluding with Manager Edquist. He stated that the minutes of the 2015 annual meeting were provided in the packet for this meeting. The minutes subsequently were reviewed and approved as written, none opposed. A quorum of owners was represented in person and by proxy.
LEC year in review- Manager Edquist

Manager Edquist spoke briefly about the recent work on the entry area, the completion of the fencing project along Capitol Creek Road, and last summer’s chipseal work. The chipseal project engendered an extended discussion about speed bumps, dips, the road surfaces, excess gravel on the roads and some punch list items. Many owners were dissatisfied with the work for a number of the above reasons, though Keith said he had heard no further complaints since the broom cleaning of the roads of excess gravel last October. There was a request for more owner input the next time roads are resurfaced.

The chipsealing was done in concert with the vendor’s work on Capitol Creek and Snowmass Creek Roads and in concert with Pitkin County. Speed bumps and dips do reduce overall traffic speeds, and the gravel laid down was of the same type and size as that used in the last complete Little Elk overlay—sometime in the 90’s—and also completed by vendor GMCO. Owner Beth Blackmer noted the difficulty of using vendors from out of the area, as had been done in several previous years and in piecemeal fashion. GMCO is local (Rifle CO.) and well regarded by local counties and municipalities. She offered to assist with any punch list items which may remain from the work done last summer.

Edquist then read a brief report on water in the Borum White Ditch Company from owner George Johnson. George reminded owners it is their responsibility to keep ditches on their property properly dug out and able to carry water, and began by saying that there should be plenty of irrigation water available this summer.

By contrast there had been a recent shortage of water carried in the Little Elk Creek Ditch Company system, which serves a dozen or more Little Elk owners. An upstream user and new owner was diverting more than his share of water from the ditch, and had not installed the proper flume to measure his water use. This was being addressed by the Little Elk Creek Ditch Company at the time of this meeting.
Water System Report-Owner Dan Harris

Dan began by apologizing for the tone of his last general email to Little Elk owners, but stressed the importance, once again, of not using the domestic/treated water supply for exterior landscaping. He said the last significant leak on the water system was completed in 2014, and he was hopeful of not having more. He said winter use averages 12, 000 gallons per day in the winter, spiking to 18,000 gallons per day in most of the summer months. This means there may be only a 5 day supply of water in a leak situation, from the approximately 100,000 gallon steel tank. Dan added the water tank interior was cleaned in 2015, a process necessary every 3-5 years. He said also there was only about ¼ inch of sediment built up since the prior cleaning.

H then reported on improvements to the water treatment system mandated by the State, explaining new regulations required of Little Elk by the Colorado Department of Health and Environment will require greater contact time for chlorination, and the addition of further filtering media. Quarterly letters mandated by CDPHE have been sent recently to all owners, and are posted on the website. Current plans call for installation of a pre-filter, and redundant, better, water filters plus the addition of a second cistern to allow for the increased chlorine contact time required. This addition will necessitate construction of an addition to the existing pumphouse building.

At the time of this meeting Dan anticipated construction taking place by mid-July. He said it would be necessary to drain the lower pond during excavation of the foundation for the pumphouse addition and that the pond might remain empty through August. Dan is being assisted through this process with the support of the Board of Trustees, Schmeuser Gordon Meyer engineers, Raun Samuelson pumps, and Environmental Process Control, the LECVHOA’s water operator. At the time of the meeting, he expected costs for this work in the neighborhood of $160,000. Owner Holly Timms offered a solid wood door she can contribute to the pumphouse addition.

Manager Edquist added that this type of required, but unanticipated expense, is illustrative of the need for strong capital reserves supported by the appropriate levels of owner assessments. This expense was not anticipated nor was it included in the recently completed reserve study. The study provides a spreadsheet/database that will allow the Board to determine the state of reserves and assessments after this project’s expense is finalized.
Covenants and covenant enforcement-Ott/Edquist

Trustee Ott introduced the subject of covenant violations and enforcement in Little Elk Creek. This prompted an extended discussion of the state of the neighborhood and the covenants themselves. A longtime owner said enforcement in Little Elk came before a court of law 20 years ago, with the judge siding with the owner and saying the covenants, not having been enforced in 15 years, were then unenforceable. Other owners who have come into the neighborhood in the last several years have relied on and expect enforcement of the Little Elk covenants as written.

Manager Edquist, who has 35 years’ experience in common interest associations, said he has yet to see any community that does not operate in shades of gray in regard to enforcement of each and every covenant included in their Declaration. It is typical that covenants drafted by legal counsel prior to the construction the first homes don’t always conform to the way people actually live or have come to live. He said this often leads to acceptance and tolerance of some violations, while enforcement of other covenants seem to have the complete support of a majority of owners. In the case of Little Elk Creek and other associations, management is put in the middle between owners seeking enforcement of covenants and the opposing neighborhood attitudes of "live and let live" and "let sleeping dogs lie".

In Little Elk Creek, trailers, boats, RVs, and horse trailers are often on owner’s properties, sometimes screened in accord with the covenants, but as often simply parked in view of neighbors, visitors, realtors and potential buyers. Owner Beth Blackmer made a case for the need for horse trailers if horses are on a property in case of medical or other emergencies. To put up another structure to house a horse trailer would require a Board/Architectural Control Authority (ACA) variance, creating other problems for resolution by the Board of Trustees. (Language regarding screening is item 12 in the covenants, see littleelkcreekvillage.org)

Owner Tim Vogel asked about amending the covenants, as did owner Jeff Weiss. Jeff also spoke regarding selective enforcement and asked who was making the decisions about covenant enforcement. Ultimately, management takes direction from the Board in regard to these matters, which periodically have come before them and continue to come up in the neighborhood. There was further discussion regarding tenants and rented properties, need for a spring neighborhood clean up day, stored and uncovered materials around homes, and the difficulties of screening something as large as a recreational vehicle.

At length, owner Beth Blackmer made a motion, seconded by Dan Oppenheimer, to form and chair a committee to review the present LECVHOA covenants and come back to the Board with suggested revisions next year, for possible adoption and recording with the county. This was seconded and passed with only a bit of further discussion in regard to egregious violations and the need for the Board to act should the violation constitute a nuisance. Members of this committee, at the time of the meeting, were to be owners Holly Timms, Tim Vogel, Dan Oppenheimer and Beth Blackmer.
Treasurer’s Report and Budget-Bruce Anderson

Bruce Anderson, association accountant, provided handouts on the 2015-2016 fiscal year, titled "Notice of FY 2016-2017 LECVHOA Assessments", "Balance Sheet Prev Year Comparison as of March 31, 2016", and "Profit and Loss Budget vs. Actual". The first advised of a 3 percent increase in assessments per quarter coming to $765, up from last year’s $745.

Holly Timms inquired about the expense charged to the Parks / Landscape Maintenance line item. Bruce explained that the expense of the fence replaced along Capitol Creek had been placed in this category, but at year end this will be charged to the capital reserve account. Owner Weiss felt the financial reports were difficult to understand, and did not provide actual expenses vs. the 2015-2016 budget up to the date of this meeting. He asked if he could schedule a meeting to go over these figures. Trustee Anderson was unable to attend this meeting, as explained earlier by Trustee Ott, so no determination as to such a meeting was made at this time. Therewith, there being no further discussion, this proposed budget was ratified by those present both in person and by proxy.

Mr. Weiss passed out to the owners present a single page titled "Restoring a sense of Community in Little Elk Creek". This document, along with another letter of unknown content passed out to owners from Mr. Weiss, was not provided to the Board of Trustees.
New business-Election of Trustees

Trustee and past President Bob Wright determined prior to this meeting that he would step down from the Board. Trustees Rene Tornare and Jon Visnic stood for election to another term. Owner Tim Vogel had presented a letter prior to the meeting indicating he would stand for election at this meeting. Owner Jeff Weiss self-nominated. This meant there were four candidates for the three open seats, and prompted a secret ballot per Colorado statute. Results of the voting, including proxies, elected owners Tornare, Visnic, and Vogel to the Board. The new Board will determine its officers and terms at its next meeting.

2016-2017 Board members

Jon Visnic

Rene Tornare

Tim Vogel

Bruce Anderson

John Ott
Adjourn

There being no further business to come before the meeting, the meeting adjourned at 9:15 pm

Respectfully submitted, Keith Edquist, Association Manager

Bob Wright, President

Annual Meeting 2015

Thursday, May 26th, 2016

SNOWMASS FIRE HOUSE

Minutes June 10, 2015 Little Elk Creek Annual Meeting-draft

Call to Order/Introductions/Approval of Minutes of 2014 Meeting
President Wright called the meeting to order and introduced each owner and Board member, as well as new owners Pete and Jenn Voorhees, Tim Vogel and Jan Patterson. The minutes of the 2014 annual meeting were provided, reviewed and approved as written, none opposed. A quorum of owners was represented in person and by proxy.
LEC year in review- Manager Edquist/Trustee’s Reports

Keith spoke about the drainage work completed on Alexander Avenue, drainage work recently completed on the roadways, possible improvements to the water treatment system mandated by the State, the need to maintain septic systems, the Board commissioned reserve study, trash services and revegetation of the areas around the lower pond.

President Wright spoke briefly regarding the reserve study and road work, and then read from a written report on the water system from owner Dan Harris. That report showed perhaps the lowest water use in LEC recent history, an average of less than 15,000 gallons per day. There are possible projects/improvements to be made to the pumphouse equipment and controls, mandated by the State, in regard to monitoring turbidity in the water, and regulating/automating chlorine treatment. Mr. Harris feels also that a couple more valves may be needed to more effectively operate the system, and estimated costs for same at around $10,000. Mr. Harris’ report concluded with the potential 1.2 million dollar cost to replace the entire system should that ever become necessary.

Trustee John Ott spoke about the maintenance, pumping out and inspections of septic systems, reminding owners how critical this is to the health of the water system, which draws water from a very shallow aquifer. He recommended yearly pumping of the systems, and thorough clean outs every three years.

Trustee Jon Visnic spoke briefly about the neighborhood speed limit and the speed controlling dips and bumps in the LEC roadways. Owners showed good support for the addition of a speed control dip towards the end of Little Elk Creek Avenue, and asked the one on Little Elk Avenue recently removed in the preparatory steps for chip sealing be replaced.

Trustee Rene Tornare spoke on being more conversational with neighbors than has been the case in recent years, citing responsible pet ownership, notice of fireworks given to neighbors, and speaking to one another to address issues.

Trustee Bruce Anderson made a brief report on the recent fuel spill on Capital Creek Road, which has and may continue to affect the flow of ditch water to some LECVHOA owners along the Capitol Creek Road side of the subdivision. The county is involved in the cleanup efforts and a return to normalcy may take some time.

Bruce, Keith and President Wright all commented on the increasing number of regulations from the state that impact homeowners associations, and federal statutes pending which may impact use of irrigation water and maintenance and improvement of ditches. Legislation can impact HOA’s and costs may come without warning. It is therefore important to have reserve funds to address such changes, as well as the deterioration of capital assets-pumphouse, wells, ponds, piping, tanks, valves and hydrants.

Owner George Johnson reported briefly on the Borum-White ditch, which was not affected by the fuel spill. Little Elk periodically pays the B-W Ditch Company for its shares in the ditch. He said that ditch levels are not fine tunable, and dependant on stream flows and upstream usage. Owners are responsible for the flow of water through their properties, and periodic ditch maintenance is required. He said all LEC irrigation users should have a low water shut off on their pumps, and reminded all that the treated water is not to be used for the irrigation of landscape.
Treasurer’s Report and Budget-Bruce Anderson
Bruce Anderson, association accountant, provided handouts on the 2015-2016 budget, and a breakdown showing how assessments are allocated between water and non-water operations, and the capital reserve. The assessment breakdown will be $745 per quarter, with $265 going to administration (non-water operations), $130 to water operations, and $150 to the capital reserve. Therefore, there will be a $200 per quarter increase in assessments this year. Bruce said this was the first increase in the assessments in 8 years. This increase will generate $112,000 per year to replenish reserves, versus the $48,000 per year which has been contributed for the last 7 years, and which has –in recent years- been outspent in ongoing maintenance projects on the ponds, water tank, and water system controls.

Preparatory to discussing the coming chip seal project on the roadways, Manager Edquist recounted the last five or six years or patching poor areas of the roads, the near fly by night nature of the companies coming through each summer to do the work, and the inconsistent results. Trustee Anderson recapped the contribution of Pitkin County to the annual costs of road maintenance in LEC, noting that it is limited and typically does not address even a third of the recent annual costs for patching the roadways.

At this time, President Bob Wright began a comprehensive report on the necessity, costs and timing of the present contract with Rifle based GMCO corporation to chipseal all of the Little Elk Creek roadways. He said the Board had determined to do about half of the subdivision roads this year, and when the numbers came in, the Board determined to do all of the roadways. GMCO is contracted with Pitkin County this year to chip seal both Snowmass and Capitol Creek roads, and in view of the funds available in the reserve, the Trustees felt there would be no better time to complete all of this work. GMCO did the original chip seal work in Little Elk, but the entirety of the roads have not been chip sealed since the 1990s.

Bob outlined the roadwork process which had already begun by the time of the meeting. From meetings with county officials and contractors it became apparent that the roadside drainage must be corrected prior to chip sealing the roads. Improper drainage, caused for the most part by the growth of roadside vegetation, leaves water/slush/ice to freeze on the road surface instead of draining away to the road shoulders. This causes cracking, frost heaving, and a deterioration of the road surface, eventually leading to breakup and pot holes. Consequently, the Board has retained a company to grade the road shoulders and re-establish positive drainage from the roads.

A second cause of road deterioration is water being unable to drain away from the road shoulders due to the lack of culverts and/or subsurface culverts not buried deeply enough in road base to prevent them from flexing with the chipseal. This results in water working its way under the road surface, or in flexing of the chipseal and subsequent cracking of the surface, "alligatoring" (breakup of the road surface), and pot holes.

Bob estimated the costs of the road project to be in the neighborhood of 220 to 240 thousand dollars when all phases have been completed. This will leave something on the order of 350 to 370 thousand dollars in the reserve fund. Not an uncomfortable number but, per the reserve study, perhaps not adequate to address serious failure of the water system, the water wells or ponds which feed the aquifer the wells draw from, or to maintain the capital assets of LECVHOA into the 2040’s.

President Wright estimated an expense of $5,000 to $15,000 for any minor main line water line break. He said everyone’s home service water lines could be impacted should there be a main line failure. Without a working water system, property values plummet; and this is in no owner’s best interest.

He likened Little Elk Creek to a small city and, referring to the recently completed reserve study, noted that in the coming five years there are recognized maintenance expenses of $250,000, and in the 6 to 11 years following, expense to maintain Little Elk’s capital assets is projected to be $749,000. These factors were and are compelling to the Board, and resulted in the proposed increase in assessments for the coming budget year.

Mr. Wright said the Board’s duty to the ownership is to preserve and protect its assets. The cost of maintaining these on into the future are great and must be supported by all the owners of property in Little Elk Creek. He calculated those costs to be $2.19 per day per owner, which he pointed out as modest costs in terms of what owners receive in LEC for their assessment dollars, and there is likely no less expensive way to bring value to the property than this expenditure, at this time.

In support of continuing contributions to the reserve fund, Bob made the following points:

Ultimately, all owners need to care about the value of their homes.
Every house eventually gets sold.
Home values are a hedge against a bust in the economy, as in 2008.
Higher assessed values bring all home values up.
No cheaper way to bring value to homes.

New business-Election of Trustees
Trustees John Ott and Bruce Anderson offered to serve another term. Owner Jeff Weiss nominated owner Tim Vogel. A secret ballot election followed. Ott and Anderson were elected to the Board by those present. The Trustees voted their proxies in support of the candidates, as did all other owners present and holding proxies for others. The new Board will determine its officers and terms at its next meeting.

2015-2016 Board members

Jon Visnic
Rene Tonare
Bob Wright
Bruce Anderson
John Ott
Adjourn

There being no further business to come before the meeting, the meeting adjourned at 9:45 pm

Respectfully submitted, Keith Edquist, Association Manager

Bob Wright, President

Annual Meeting 2014

Sunday, May 24th, 2015

SNOWMASS FIRE HOUSE

Agenda and Minutes June 11, 2014 annual meeting

Call to Order/Introductions/Approval of Minutes of 2013 Meeting-draft
President Blackmer called the meeting to order and introduced each owner and Board member. The minutes of the 2013 annual meeting were provided, reviewed and approved as written, following a motion by George Johnson. A quorum of owners was represented in person and by proxy.
LEC year in review- President Blackmer and Manager Edquist

Beth spoke about the water system, septic systems, and the roadways. The water system is functioning fine overall, but leaks jeopardizes the water system. Letters from the State’s Division of Water Resources prompted a major project in dredging the lowest pond in order to provide a sufficient acre footage of water to downstream users were there ever a call on that water. This work resulted in a deepening of that pond to its intended capacity and also allowed a more precise monitoring of its levels via a gate valve at its exit.

She said all but a single curb stop had been located, allowing for greater control of the water system during leak finding and repairs. She said the association is collecting and maintaining a data base in regard to septic systems, any of which in poor repair can threaten the wells and the water supply. Owners were encouraged to provide information to the board or management in regard to any maintenance service performed on their septic systems, and to have their systems serviced regularly. (A summary of the pollution study and LEC’s Drinking Water Handbook for owners is on the website, littleelkcreekvillage.org. Click on "Documents" on the Home page.)

In regard to roads, trustee Anderson noted the Pitco contribution this year to Little Elk roadways was $5100. He said the association spends from 3 to 10 times this amount yearly maintaining the roadways, including snow removal, asphalt patching and chip sealing of problem areas.

There followed a brief discussion regarding maintenance of lateral ditches of the Little Elk Creek Ditch Companies main ditch. The laterals serve several Little Elk owners, but maintenance of these is not addressed by that ditch company. Precedent in Colorado would indicate those who benefit from the water maintain the ditches which bring it to them. Unfortunately, these have not had regular maintenance.
Water System Report-Dan Harris

Owner Dan Harris spoke about the current and recent state of the water system. Dan said there were five leaks on the system last year. He noted that owners own all of the pieces of the system from the incorporation valve on the main line through their curb stop and all of the water line connecting their homes to the system, and that these pieces are the owner’s responsibility to keep in good condition and repair when they fail.

He said summer use averages 16,000 to 23,000 gallons per day, but that periodically he notices a 10,000 gallon spike in a single day, which he is at a loss to explain. He asked for help in figuring out where/how/whom is using water in this quantity during the summer. Domestic water is not to be used for landscape irrigation in Little Elk Creek.

Dan elaborated on the dredging of all the ponds over the last 2 years, saying the capacity has increased to designed levels. There were engineering costs, leak testing, and some downstream ditches had to be excavated in order to get water from the ponds back to Little Elk Creek, should there be a water call anytime in the future. This was required by the Colorado Division of Water Resources. Dan said it may soon be necessary to purge the well screens, which also can benefit production. He believed this was last done in 2011. Owner George Johnson has been monitoring well production, and reports the dredging seems to have resulted in better water production.

George went on to caution owners about using domestic water to prime irrigation pumps, which can increase overall use numbers. He said also that the Borum White ditch supplies water to the majority of Little Elk owners, and that it is important to be sure the ditches coming to your home can accept a full volume of water, or the maximum water in a good water year.
Treasurer’s Report and Budget-Bruce Anderson

Bruce Anderson, association accountant, provided handouts on the 2014-2015 budget, and a breakdown showing how assessments are allocated between water and non-water operations, and the capital reserve. The assessment breakdown will be $545 per quarter, with $265 going to administration (non-water operations), $130 to water operations, and $150 to the capital reserve. Therefore, there will be no increase in assessments this year. Bruce said this was the 7th year in a row without increase, which was met with applause.

He also presented a balance sheet comparison of this year to last, and said the association is in a basically sound financial condition, though virtually no money is being made in interest with the certificate of deposit. He said $48,000 would be coming from the capital reserve assessments for the year, but that work on roadways and the ponds had used up this amount in both of the last two years, with the final result being no growth in the reserve funds. He estimated an expense of $5,000 to $15,000 for any minor main line water line break. He said everyone’s home service water lines could be impacted should there be a main line failure.
Other Business or concerns

Beth reminded owners to pick up after their dogs, observe the posted 15 mph speed limit, maintain their septic systems, and advise management or the Board of any planned fireworks events, in the interest of neighborhood pets and livestock. She also reminded owners that any significant landscaping work or any work on the exterior of the homes requires review and approval by the Architectural Control Authority.
New business-Election of Trustees

Beth Blackmer

Rene Tonare (replacing Trustee Andrew Ernemann)

Bob Wright

Bruce Anderson

John Ott

The Trustees sought, both prior to the meeting and now, owners willing to serve on the Board. Owner Jon Visnic was nominated, and Trustee Bob Wright offered to serve another term. These gentlemen were elected to the Board by acclimation of those present. The Trustees voted their proxies in support of this slate of candidates, as did all other owners present and holding proxies for others. The new Board will determine its officers and terms at its next meeting.
Adjourn
There being no further business to come before the meeting, the meeting adjourned at 8:45 pm

Respectfully submitted, Keith Edquist, Association Manager

Beth Blackmer, President

Annual Meeting 2013

Friday, May 30th, 2014

ROCKY MOUNTAIN INSTITUTE

Call to Order/Introductions/Approval of Minutes of 2012 Meeting
President Blackmer called the meeting to order and introduced each owner and Board member. The venue was locked so the meeting was held outside. Manager Edquist stated proper notice had been sent and that a quorum of owners was present in person and by proxy. The minutes of the 2012 annual meeting were provided, reviewed and approved as written, following a motion by Gib Gardner.
LEC year in review- President Blackmer and Manager Edquist

Keith and Beth spoke about the water system, curb stops, and the roadways. The water system is functioning fine overall, but leaks jeopardizes the water system. Curbstops are simply valves which allow water to be turned off to each residence. This facilitates repairs and isolates leaks from the common water system. Knowing where your curb stop is located and knowing how to access that curb stop can be a money saver for you as a home owner. We are down to 7 unfound or non-existent curb stops for the community, and the Board will continue to urge those owners to find or install curb stops at each of these properties.

Mr. Edquist said he had bids in hand for work on the roads for the summer, which will include paving of opened roadways and improvements to the tee intersection at Capitol Creek to Little Elk Creek Avenue and Katydid Lane. He said also that there are significant expenses and decisions coming in regard to the roads, as some areas have lost good drainage from the road surface and are consequently breaking up rapidly and remain resistant to permanent repairs. He said correctly repairing these areas will be expensive, but that the alternative would be gradual loss of the road base and chipseal.
Source Pollution Study and Grant, Kurt Dahl-Pitkin County Environment Health Program Manager

Beth introduced Kurt Dahl to speak about septic systems in relation to the on-going "Water Source Pollution Study", which LECVHOA began in 2010. This study identified possible contaminant sources– including owner septic systems— to the community water supply. Beth reminded all that Little Elk will compensate owners for documented participation in either inspection or maintenance of their septic systems. Receipts must be presented to bookkeeper Bruce Anderson either by email through the website, or at POB 420, Snowmass, Colorado 81654. If such work has been completed within the last year on your system, these rebates are still available. Bruce said there had been 11 rebates to date. The Board will be focused on this and curb stops this summer and fall.

Beth noted that a summary of the pollution study and LEC’s Drinking Water Handbook for owners is on the website, littleelkcreekvillage.org. Click on "Documents" on the Home page.

Kurt addressed the water system and owner’s responsibilities in protecting it. Primarily this means regular inspection and maintenance of individual septic systems. Beth is keeping a database of inspected and maintained systems, so asked owners to provide this information. Kurt says the county is working on a database on septic systems as well, and that the LEC data will be incorporated. He said also that he knew no other community to be so far along with gathering this information or making its owners aware of the issues surrounding septic systems. He reminded owners that the Little Elk aquifer for domestic water is shallow and susceptible to pollution from aging and/or non-maintained systems.

Kurt said it is a matter of hundreds of dollars to maintain a septic system properly, meaning regular inspections, and–depending on use– pumping every 1 to 5 years. He said that replacement of a failed system could cost $40,000, and become a huge threat to the Little Elk water system and aquifer. Long story short, septic systems are not flush and forget systems and they must be maintained on a regular basis. It was noted that Little Elk owner and Trustee John Ott is a licensed inspector for septic systems, and that the HOA owns and will make available to owners a "sludge judge" which can determine the necessity for pumping. An aerial photo of Little Elk was circulated showing the 17 lots which the Source Water Pollution Study has identified as the most critical in relation to the wells, ponds and the aquifer. (See final page- addendum).

President Blackmer concluded this part of the meeting by asking that owners report septic inspections and maintenance to management or the Trustees, and thanked Kurt for coming to speak this evening.
Water System Report-Dan Harris

Beth read a report from owner Dan Harris about the current and recent state of the water system. Dan said 2012-2013 was the ‘year of the leak’. There were two leaks found and repaired, which averaged 8,000 to 10,000 gallons per day. Dan said leaks cause the pumps to work overtime and stress the water system. Dan said it was critical in both cases to have had a working curb stop, so that repairs could be made without disruption to other users. There is likely a leak at this time, which will need testing to track down. In that regard Dan noted that 2 street valves have been added to the system to allow testing without shutting down great percentages of the homes. It is imperative that owners notify management, Mr. Harris or a Trustee of any suspected leaks, which often show up first as low water pressure or low water flow in the home.

Plans for next year include adding a third pump motor for the water system, which will provide a backup in case either online pump should fail. Well production has gotten lower and screens may need to be cleaned. Dan also said he has been working with Trustee and owner John Ott to educate him about the water system and act as a backup if Dan is absent. He said he would welcome any other owners help on the system, and that interested persons should contact him or John Ott.
Weed Control-where to get help

Manager Edquist passed out a handout of vendors who provide weed control services, and reminded homeowners that Pitkin County has a weed cost share program to target noxious weeds. He said also that homeowners are required to control noxious weeds on their property. If adjacent landowners are not controlling weeds he said the proper avenue for response would be the county, and not the LECVHOA. For an on-site visit by Land Management call 920-5390 or email melissa.sever@co.pitkin.co.us

For the Pitkin County site, go to www.aspenpitkin.com/weeds.
Treasurer’s Report and Budget-Bruce Anderson

Bruce Anderson, association accountant, provided handouts on the 2013-2014 budget, and a breakdown showing how assessments are allocated between water and non-water operations, and the capital reserve. The assessment breakdown will be $545 per quarter, with $265 going to administration (non-water operations), $130 to water operations, and $150 to the capital reserve. Therefore, there will be no increase in assessments this year. This is the 6th year in a row without increase. He noted a single owner in arrears on assessments, and that he expected the Trustees to be able to add about $70,000 to capital reserves this year, with $48,000 coming from standard capital reserve assessments for the year, and the balance from operations line items coming in under budget.

Owner John Wheeler raised the question of when the capital reserve fund could stop being funded, or could have yearly contributions (now $48,000/yr.) reduced. He moved to have a vote on acceptance of the 2013-2014 budget, which ultimately died for lack of a second. After extended discussion, including note that the capital reserve was extended to address both water system and roadways expenses, there was a request for a straw poll/ show-of-hands for maintenance of the status quo in respect of the capital expense portion of assessments, or for reduction of this expense component in assessments. There was strong support shown by those present to continue at the current funding rate, Mr. Wheeler on record as opposed.

There is recognition on the part of the Board of Trustees and the owners present that the assets of Little Elk need to be evaluated, thoroughly studied, and enough money set aside to repair or replace them should they fail. Mr. Edquist said this amounted to a reserve study, and that the State may mandate such actions by associations in the future. He also said it is difficult to place a number on the level of funds necessary. It was noted that this Board and previous LECVHOA Boards have worked on this matter.
Other Business or concerns

Owner Nancy Lovendahl reminded owners of a coming garage/yard sale date on June 15th. Owner Tim Cottrell mentioned a water report that the buyers of a home in LEC required of its sellers, and suggested the Board acquire the same. President Blackmer is to contact the sellers.
New business-Election of Trustees

Beth Blackmer

Rene Tonare (replacing Trustee Andrew Ernemann)

Bruce Anderson

John Ott

The Trustees sought, both prior to the meeting and now, owners willing to serve on the Board. There were no nominations from those present. Trustees Bruce Anderson and John Ott both offered to serve another term. These gentlemen were elected to the Board by acclimation of those present. The Trustees voted their proxies in support of this slate of candidates, as did all other owners present and holding proxies for others. The new Board will determine its officers and terms at its next meeting.
Adjourn

There being no further business to come before the meeting, the meeting adjourned at 8:55 pm

Respectfully submitted, Keith Edquist, Association Manage

Annual Meeting 2012

Monday, October 8th, 2012

WINDSTAR LAND CONSERVACY

Agenda and Minutes June 13, 2012 annual meeting

Call to Order/Introductions/Approval of Minutes of 2011 Meeting
Manager Edquist called the meeting to order and stated proper notice had been sent and that a quorum of owners was present either in person or by proxy. President Beth Blackmer introduced the Board of Trustees and the owners then introduced themselves around the room. Following this, the minutes of the 2011 annual meeting were provided, reviewed and approved as written, following a motion by George Johnson.
LEC year in review- President Blackmer and Manager Edquist

Keith and Beth spoke about the actions of the Board of Trustees over the last year. The two upper ponds were dredged, with reduced costs due to the availability of nearby dump sites up the valley-owned by LEC owner Tom Taylor. This work has improved the carrying capacity of the ponds, reduced aquatic vegetation there, and raised the water table which serves the water system’s wells.

Work was done on the neighborhood roads, with a near complete resurfacing of Alexander Avenue, with roto-milling, pavement and chip sealing of other roads in Little Elk. Work was also continued on finding and ensuring all homes have operating curbstops. There has been continual improvement, but there remain over a dozen homes with either inoperable or unfound curbstops. This work will continue into the summer and fall.
Source Pollution Study and Grant, George Johnson

Beth introduced owner George Johnson to speak about the on-going "Water Source Pollution Study", which LECVHOA began in 2010. This study identified possible contaminant sources– including owner septic systems— to the community water supply. The HOA will compensate owners for documented participation in either inspection or maintenance of their septic systems. Each homeowner is offered a septic system and tank inspection with the expense split between the homeowner and the association. An executive summary of this plan is on the website, littleelkcreekvillage.org. Click on "Documents" on the Home page.

George stated that the process was moving forward, and that he had completed production of a "Little Elk Creek Drinking Water Handbook" addressing the water system and owner’s responsibilities in protecting it. Primarily this will mean regular inspection and maintenance of individual septic systems. Owners will be provided with a digital copy via email. George said the grants from the State will continue into next year. He said there were funds available to help homeowners inspect and maintain their septic systems, and encouraged owners to contact him in this regard.

President Blackmer concluded this part of the meeting by asking that owners report septic inspections and maintenance to management or the Trustees, and that the HOA has begun to collect inspection records on these systems.
Water System Report-Dan Harris

Beth introduced owner Dan Harris to speak about water system. While the water system is aging and susceptible to service line leaks, the water system is functioning fine overall. Last fall the water tank was painted, and the area around it cleaned up. Dan said there is a 15 to 20,000 gallon per day leak which is causing the pumps to work overtime and stresses the water system. He said use has spiked to near 60,000 gallons per day, but is averaging 42-48,000 gallons per day. This compares to an average of 30,000 gallons per day last year. He will continue to monitor use and determine where leaks exist.

It is imperative that owners notify management, Mr. Harris or a Trustee of any suspected leaks, which often show up first as low water pressure in the home. Any leak jeopardizes the water system and supply; all the previous leaks have been found on owner’s service lines, never on the mains. Curbstops are simply valves which allow water to be turned off to each residence. This facilitates repairs and isolates leaks from the common water system. Knowing where your curb stop is located and knowing how to access that curb stop can be a money saver for you as a home owner.
Ditches and Irrigation/Drought year-George Johnson

Owner George Johnson made a brief report on the irrigation ditches and the current drought. He said to expect lower flows this summer, and that it might be possible that there would be no water in the ditches. He said there are 11 homes irrigated via the Little Elk Creek Ditch, and that all others were supplied by the Borum-White Ditch. He reminded owners that these are ditches and not creeks. He recommended all owners have a low water switch to protect their pumps if such a situation occurs, as pumps cost $300 to $500 to replace.
Treasurer’s Report and Budget-Bruce Anderson

Bruce Anderson, association accountant, reviewed his handouts on the 2012-2013 budget, and a breakdown showing how assessments are allocated between water and non-water operations, and the capital reserve. The assessment breakdown will be $545 per quarter, with $265 going to administration (non-water operations), $130 to water operations, and $150 to the capital reserve. Therefore, there will be no increase in assessments. The budget as presented was approved for FY 2012-2013.

Bruce said there are two owners currently in arrears, and followed discussion of the water system by noting that every bit of waste results in hard costs to all owners. In conclusion, he noted that quarterly financial statements are also posted on the website—littleelkcreekvillage.org
Other Business or concerns
Owner John Wheeler inquired about the association’s capital reserve and whether there was still need to fund it. Roads and the water system were mentioned as primary capital expenses, and were still expected to far exceed accumulated reserves ($418,519) should they require extensive work. Mr. Edquist noted a state requirement for associations to plan for and conduct a reserve study. Trustee Meager stated the Board was comfortable with continuing to fund the capital reserve at the proposed 2012-2013 level of assessments.

Tim Cottrell commented on property values and how the appearance of homes and landscape in the neighborhood enhance or detract from them. He urged the Board to continue to actively enforce covenants and encourage better street side appearance.
New business-Election of Trustees

Beth Blackmer

Andrew Ernemann

Bob Wright

Bruce Anderson

John Ott (replacing Trustee Kent Meager)

Prior to the meeting, the Trustees sought owners willing to serve on the Board. As a result, they asked owner John Ott to serve on the Board to replace retiring Trustee Kent Meager, who agreed last year to serve one additional year. Mr. Edquist asked for other nominations from the floor, but there were no additional nominations. Blackmer, Ernemann, Ott, Wright and Anderson were elected to the Board by a motion, seconded and approved unanimously. The new Board will determine officers and terms at its next meeting.
Adjourn

There being no further business to come before the meeting, the meeting adjourned at 9:05 pm

Respectfully submitted, Keith Edquist, Association Manager

Annual Meeting 2011

Tuesday, October 4th, 2011

WINDSTAR LAND CONSERVACY

Agenda and Minutes June 8, 2011 annual meeting

Call to Order/Introductions/Approval of Minutes of 2010 Meeting
Manager Edquist called the meeting to order and stated proper notice had been sent but that a quorum of owners was not present by attendance or by proxy. At the start of the meeting 34 members were present; others would join later, eventually resulting in a quorum for this meeting. President Beth Blackmer introduced the Board of Trustees and the owners then introduced themselves around the room. Following this, the minutes of the 2010 annual meeting were provided, reviewed and approved as written.
LEC year in review- President Blackmer and Manager Edquist

Keith and Beth spoke about the actions of the Board of Trustees over the last year. The Architectural Guidelines were revised by Trustee Ernemann, clarifying procedures and construction deposit requirements. Manager Edquist requested that owners contact him or a Trustee when making any changes to the exterior of a home or outbuildings. President Blackmer commented on the need to minimize exterior lighting and to use downlighting whenever possible.

An audit of the association books was successfully completed for fiscal year 2009-2010 and has been posted to the website. The Trustees also purchased fidelity insurance which applies to the association’s bookkeeper in respect of the Association’s funds. The Trustees approved a ninth "Responsible Governance Policy" in respect of an association reserve study. In March, Manager Edquist registered the LECVHOA with the Colorado Division of Real Estate as required by recent legislation. Manager Edquist reported that trash service had been renegotiated and that costs had decreased, with recycling now to be done on a weekly basis. Bookkeeper Bruce Anderson reported on the two recent home sales in the neighborhood.
Source Pollution Study and Grant, George Johnson

Mr. Edquist introduced owner George Johnson to speak about the on-going "Water Source Pollution Study", which LECVHOA began participating in last year. This study will identify possible contaminant sources– including owner septic systems— to the community water supply. George stated that the process was moving forward, and that the Board had approved funding in this year’s budget for production of a "Little Elk Creek Drinking Water Handbook" addressing the water system and owner’s responsibilities in protecting it. Primarily this will mean regular inspection and maintenance of individual septic systems.

The state is providing a $5,000 grant to facilitate protection of private water system’s like Little Elk’s. The Little Elk funds and the grant together will help produce the handbook, add signs at the ponds, encourage neighborhood land conservation efforts, fund a septic tank inventory study, well fencing, water sampling and secondary issues relating to protection of the water source and system. The HOA will facilitate the homeowners’ participation and use of state grant funds that will address the individual home septic system inspections, tank inspection/cathode rod installation and home water conservation program with the residents.Each homeowner will be offered the septic system and tank inspection with the expense split between the homeowner and the association. An executive summary of this plan is on the website.

Owner and realtor Tim Cotrell mentioned that septic system inspections are required in Pitkin County with any home sale. Owner Tony Fusaro noted also that $30,000 worth of home improvements will also prompt a County test and inspection of a home septic system. Trustee Kent Meager characterized the issue as one in which "we are our own worst enemy" in respect of potential harm to Little Elk water due to improperly maintained or ancient septic systems. The soils are porous, the water table high, and many systems are approaching 30 years of age. Once a tank begins leaking there is no mitigation available for the groundwater which feeds the wells. He said tanks should be inspected for integrity and pumped out frequently. President Blackmer concluded this part of the meeting by asking that owners report septic inspections and maintenance to management or the Trustees, and that the HOA should begin to collect inspection records on these systems.
Water System Report-Dan Harris-Tom Gering

Dan Harris provided the following information for the meeting.

The water system is functioning fine overall. In the last year, a new diversion gate for water sent to the ponds was installed. A heater was installed at the storage tank to prevent ice cap from giving false readings for the tank level. A digital control system to run well pumps was installed: Water valves were installed on Haystack Lane and on Alexander Avenue to better segregate sections of the system. For 2011-2012 the water tank will be painted and the area around it cleaned up. Water valves will be straightened at the main entrance and at a location of East Sopris Creek. If needed, the ditch will be cleaned up to divert water from ponds:

There were several breaks over the past year on service lines to homes. There were two leaks in December/January which drew the water supply level down very low and generated some emergency expense on the part of the homeowners and the HOA. Again this year, one serious leak involved an unknown curbstop location on a home service line. Knowing where your curb stop is located and knowing how to access that curb stop can be a money saver for you as a home owner.

Tom Gering recounted the Trustees work, which is on-going, to locate all curb stops in the interest of maintaining the water system/supply. Any leak jeopardizes the water system and supply; all the previous leaks have been found on owner’s service lines, never on the mains. President Blackmer said the Board’s intent is to try to locate all curbstops by October, and to test all the found stops for proper operation. She said the winter leaks caused the system pumps to run continuously for almost two months, initiating undo wear and electrical expense to all owners. It is imperative that owners notify management or a Trustee of any suspected leaks, which often show up first as low water pressure in the home.

There followed brief discussion about possible dredging of the ponds to increase the water supply to the wells, and/or to control vegetation growing there. Costs to dredge were up to $80,000, and the problem remains of where to go with the dredged materials. The Trustees will continue to investigate both of these problems.
Treasurer’s Report and Budget-Bruce Anderson

Bruce Anderson, association accountant, reviewed his handouts on 2010-2011 profit and loss and the 2011-2012 budget. There will be no increase in assessments, but there are some changes in expense categories, notably increased expense to the road fund of $16,500. These changes were shown on a spreadsheet prepared by Trustee Kent Meager and distributed as a handout at the meeting. Bruce said that the receivables were manageable, and that total equity had increased by $73,000 form a year ago. The assessment breakdown will be $545 per quarter, with $245 going to administration, $150 to water operations, and $150 to the capital reserve.

Bruce noted that quarterly financial statements are posted on the website—littleelkcreekvillage.org
Election of candidates to Board of Trustees:

Four owners and current Trustees had indicated a wish to serve prior to the meeting:

Beth Blackmer

Andrew Ernemann

Bob Wright

Kent Meager

The Trustees had asked bookkeeper Bruce Anderson to serve on the Board to replace retiring Trustee Tom Gering. Mr. Edquist asked for other nominations from the floor, but there were no additional nominations. Blackmer, Ernemann, Meager, Wright and Anderson were elected to the Board by a motion, seconded and approved unanimously. The new Board will determine officers and terms at its next meeting.

Kent Meager offered thanks to Tom Gering for his service to the association. Mr. Edquist thanked each of the trustees for working closely with him over the last year.
Unfinished business

There was brief discussion on the poor quality of internet service to the homes and an update on Skybeam’s attempts to improve same by upgrading a tower on Watson Divide. This was not an HOA issue, just a point of discussion. No action was taken.
New business

There was no new business to be discussed.

Meeting adjourned at 8:55 pm

Annual Meeting 2010

Wednesday, May 11th, 2011

WINDSTAR LAND CONSERVACY

Agenda and Minutes 2010 annual meeting

Call to Order by Manager Keith Edquist
Mr. Edquist stated proper notice had been sent and a quorum of owners was present either in person or by proxy. The Board of Trustees was introduced and owners then introduced themselves around the room.
Approval of 2009 Annual Meeting minutes
The minutes of the 2009 annual meeting were provided, reviewed and approved as written.
Management Report- Keith Edquist
Keith spoke about the actions of the Board over the last year, naming Architectural Control Authority business, revisions to the Architectural Guidelines, work on the ponds and water system, a leak protocol document, the playground renovation, insurance coverage, trash removal and snow plow vendors, and road work as significant matters dealt with by the Trustees and management.

He said he had spent time keeping abreast of legislative changes affecting associations in Colorado and mentioned the new Board of Trustees will be working through "Responsible Governance Policies" for Little Elk Creek Village. Recently passed legislation will also require registration of HOA’s with the Colorado Division of Real Estate in 2011.

He said he had spent time keeping abreast of legislative changes affecting associations in Colorado and mentioned the new Board of Trustees will be working through "Responsible Governance Policies" for Little Elk Creek Village. Recently passed legislation will also require registration of HOA’s with the Colorado Division of Real Estate in 2011.

Last, Mr. Edquist spoke about the on-going "Source Pollution Study", which LECVHOA has begun participating in, in order to identify possible contaminant sources– including owner septic systems– to the community water supply. Director Meager said owners have a responsibility to clean and pump out septic tanks every two years. Other sources of contaminants may exist, and owners can participate in developing a protection plan for the Little Elk water system by attending scheduled meetings on this subject. Owner participation will be an in-kind contribution to an initial $5,000 grant from the State for this study. All owners will be notified of opportunities to contribute to this work.
Water Report, Dan Harris
Dan summarized work done on the water system in 2009 as installation of a water storage tank heater and improvement to the electrical supply to the pumphouse. He said there was work to be done in 2010 and 2011 installing a head gate near the Hedges property to more completely control the level of water in the ponds, and installation of water valves to separate sections of the system for shutdown without affecting as many owners in emergency situations. He recounted a leak situation this past winter where the curb stop location for the home was not known by the owner, and as a result 14 homes were without water for 2 days. He encouraged owners to know where their curb stops are and to find them if they do not.

Also noted were fluctuations in use metered at the pumphouse, which are indicative of leaks on the system. Dan said owners must pay attention when the Board alerts them of suspected leaks in the system, and to watch for signs of these in the home. He said low volume of flow in house fixtures was usually more indicative of leaks in an owner’s service line than a change in pressure. When notified of neighborhood leaks, owners may notice a change in pressure throughout the house. Mr. Harris concluded by saying winter use this year averaged 12,000 gallons per day and this was a new minimum benchmark. He expects summer use to approach 30,000 gallons, historical levels for irrigation season. These flow rates are sustainable, unless the system has a leak which cannot be located, in which case problems quickly accumulate. It is imperative for owners to quickly notify the Board or management of any suspected leaks on the system.
Irrigation ponds report: George Johnson
George spoke in regard to a recent study conducted by Aqua-Sierra, Inc. a firm specializing in analysis and rehabilitation of water bodies. Sediment levels and composition were tested in all three ponds. Unknown remains in regard to how these ponds feed the aquifer from which the LECV wells draw water. There is sediment in all three ponds, most in the upper pond, as was expected. Further work would be necessary in order to rid the ponds of vegetation and introduce a beneficial fishery to control it. Dredging may be an option to rid the ponds of sediment, but the issue remains of what to do with the excavated material, which is difficult to dry out and expensive to transport.
Irrigation ponds report: George Johnson

George spoke in regard to a recent study conducted by Aqua-Sierra, Inc. a firm specializing in analysis and rehabilitation of water bodies. Sediment levels and composition were tested in all three ponds. Unknown remains in regard to how these ponds feed the aquifer from which the LECV wells draw water. There is sediment in all three ponds, most in the upper pond, as was expected. Further work would be necessary in order to rid the ponds of vegetation and introduce a beneficial fishery to control it. Dredging may be an option to rid the ponds of sediment, but the issue remains of what to do with the excavated material, which is difficult to dry out and expensive to transport.
Financial and budget reports: Bruce Anderson
Bruce Anderson, association accountant, reviewed his handouts on 2009-2010 profit and loss and the 2010-2011 budget. There will be no increase in assessments, and no major changes in expense categories. Bruce said water system reserves will approach $386,000 by the end of the 2010-2011 fiscal year. Mr. Wheeler questioned how long the contribution to water reserves might be necessary given the level of funding and contributions. The matter was not resolved, but it is clear that replacement of any considerable part of the system would be extremely expensive, in view of other utilities and road repairs necessary. Mr. Wheeler asked the Board to consider this reserve and its funding in light of the present balance.

Bruce noted that quarterly financial statements are posted on the website—littleelkcreekvillage.org
Election of candidates to Board of Trustees:
Three owners had indicated a wish to serve prior to the meeting:

Beth Blackmer
Andrew Ernemann
Bob Wright

Mr. Edquist asked for other nominations from the floor, but there were no additional nominations. Blackmer, Ernemann and Wright were elected to the Board by acclamation. The new Board will determine officers and terms at its next meeting.

Kent Meager offered thanks and remembrances to Sherri Spykerman, John Corcoran, and Jodi Jacobson for their service to the association. Mr. Edquist thanked each of them for working closely with him over the last year.
Unfinished business
There was again general discussion in regard to an abandoned home in the subdivision and the detriment it presents to real estate values. Mr. Anderson said the economic reality of property taxes on improved and unimproved property make demolition of the property unlikely. Mr. Edquist stated that in response to last year’s discussions on this matter, he inspected the property at Board direction to secure its doors and windows. Owner and Pitkin County Building Department officer Tony Fusaro said he and the Basalt fire marshal made an inspection last fall and determined the building was not a fire hazard.

Nancy Lovendahl asked if the Board had considered changes to the Architectural Guidelines to address solar installations. Director Meager’s answer was affirmative, and said the work is on-going on the Guidelines. Mr. Edquist said 2008 Colorado legislation limits an association’s abilities to control such energy efficiency measures and installations except as to placement, design and external appearance. Nancy asked also if the Guidelines had been written to make exceptions for, in her case, re-roofing. Keith said that such Guidelines are often not specific to that degree, but that typically a review Board or Control Authority has ability to consider each situation individually.

Owner Eric Cohen asked if there were a specific time for completion of the playground. Mr. Edquist said work began as soon a practical this spring, and that the additional play items had been received and would be installed shortly. There is a fair amount of finish carpentry work to be done to the structure.
New business
There was no new business to be discussed.

Meeting adjourned at 8:40 pm

Annual Meeting 2020

Annual Meeting 2019

Annual Meeting 2018

Annual Meeting 2017

Annual Meeting 2016

Annual Meeting 2015

Annual Meeting 2014

Annual Meeting 2013

Annual Meeting 2012

Annual Meeting 2011

Annual Meeting 2010

Related Documents

Quick Links