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Blue Lake Board Meeting 9-10-07
Minutes
Meeting called to order: 6:35
In Attendance: Jack, Scott, Kelly, Vince, Brian, Susie,
Gina- Secretary; and homeowner, Bill Kelly
Minutes: Susie asked that we amend the minutes for August to include: “Signers to be Kelly McKenney, Pres.; Scott Wirkler, Vice Pres.; Susie Atwood, Treasurer. It has been approved that Susie Atwood can sign for the loan on 9-11-07.” Addition approved.
New Staff: Kelly voiced a sincere thank you to Diane and Gina for the training and quick transition. Kelly researched the legality of keeping Gina as the board secretary since it is part of her duty to attend. She can no longer be a voting board member (as a paid employee.) Susie made a motion to keep Gina as Secretary; Jack seconded. (Gina accepts.) Motion passed unanimously.
Announcements sent to Homeowners:
• Kelly talked about the upcoming Recreation Center and the public meeting upcoming.
• She also mentioned the Roaring Fork Valley Regional Planning Commission meeting to consider a proposal from Eagle County for a Road and Bridge facility on JW Drive. She has concern about the potential waste water issue, as this is a vehicle maintenance facility including washing of vehicles, vehicular fluids, etc. She is also concerned about a change in the type of traffic this might create on JW Drive. Scott suggested that Joe might be interested in going to the meeting on the 20th.
Blue Lake Water Test: Kelly talked about her conversation with Bill Reynolds of Mid Valley Metro. The water results are back, but quite confusing. Gina is to request the results from Mid Valley Metro and post them on the website.
Budget: (see proposed budget)
Susie walked through the reserve study and budget proposal. The final results of the Reserve Study are coming by mid week. Gina was asked to post this on the website. Brian explained how an 80% funding of the reserves would be adequate.
Brian offered to do our tax return free of charge. He cannot do an audit as this would be a conflict of interest. Susie suggested we renegotiate our contract with Dalby Wendland. Gina asked to verify how many “customers” pay monthly dues. Susie was asked to edit assumption #6 to be a percentage. Kelly asked Susie to edit assumption 1 and 2 into one concise number.
Jack moved to accept this budget and to present at the Annual Meeting of the Homeowners. Scott seconded. Gina was asked to post the proposed dues increase to the website.
Gina was asked to call United Fire Insurance to find out about any projected increase for 2008, and get the information to Susie.
Technical requirements for upcoming vote: (Presented by Kelly)
• All people who are on title of property are members in the association. Each lot gets one vote. Voters must be in good standing.
• Notification of an Annual Meeting must be given 30 days prior. If there is to be a vote to increase dues more than 5%, a certified mailing is required.
• A Quorum (for an Annual Meeting at which there is a vote to raise dues more than the allowed 5%) is 60% (either by attendance at the meeting or by proxy) of the eligible votes. (2/3 of the votes cast is majority.)
• If a second meeting is necessary, the quorum is half of what’s need for the requirement for the first meeting. You still need 2/3 majority of the votes cast. Kelly and Gina will simplify this terminology.
UPCOMING MAILINGS:
Susie made a motion to do first mailing by regular mail to include.
• Proposed budget with a letter from Susie with explanations
• Letter from Gina explaining the necessity of Certified Mailing
• Official Notification of Annual Meeting and Proxy
Contract fee: There was discussion about the possibility of the HOA assessing a fee during closings. Issue dropped, doesn’t seem to apply for our assistants given to title companies prior to a closing.
Safety concern letter from Beth Hughes: Beth arrived and talked about the incident on August 19th that closed Buckskin drive. She would like to see some sort of security to our common areas. Kelly asked Beth to put together a committee (to include Gretta McKenney) and a proposal to present to the board at some point after our annual meeting. Gina was asked to find out if a parking ticket can be issued to cars parked along JW near the lake. Beth suggested a sticker for vehicles that designate homeowners.
Gina was asked to get a quote from a rent-a-cop security company for evenings and weekends. Susie suggested putting boulders along JW Drive near the lake. Gina asked to get Gretta’s information to Beth.
School Bus stop issue: Now that the sidewalk removal is complete, there has been concern about where kids are supposed to wait for the morning school bus, especially at the Pica stop. Gina was asked to call Roaring Fork School District transportation department to discuss possible solutions.. Keep board informed of results.
Land usage between Deer Run and water tower: Kelly mentioned a concern of people hunting, paint balling, having camp fires, etc. It was decided to give this issue to the security committee. Susie moved to have Joe check out the “blinds”, and remove. Kelly seconded. Motion passed.
Sidewalk/bridge: There was discussion of adding a bridge to cross the creek from the Tot-Lot to the bike path. This would include some paving. Susie moved to have Joe look into the cost of a bridge and asphalt before the next board meeting. Kelly seconded; motion passed.
Preschool playground progress: There is some concern from a homeowner about the progress being made in the playground construction. Vince suggested we give them a timeline. Jack agreed to contact Michelle to get a progress report and email his findings to board. He will ask them to finish one project before starting the next.
Treasurer’s report:
Do we want insurance for Joe now? Gina was asked to talk to Joe and find out if he’s currently insured, and what kind of policy it is (individual or group.)
Gina is to ask Joe if he can come to meetings regularly.
Gina is to check Joe’s personnel file for latest increases, etc.
Gina is to ask Joe when he’ll need the roll off dumpster.
Meeting adjourned at 9:10
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