Members Erik and Pepper Henyon would like to invite all residents of Bridger Creek Subdivision to a "Meet and Greet Ice Cream Social" with Eric Bryson, candidate for City Commission. Eric will be available to discuss issues that face Bridger Creek, such as:
The Ice Cream Social will be from 4-5 pm on Sunday October 14th at the Henyon home, 3213 Augusta Dr. For more information call 406-920-2808 cell.
Bridger Creek Subdivision Community Association
Board of Directors
Minutes of Meeting – October 2, 2007
The meeting was called to order at 7:20 PM at 707 Bridger Drive by President Kim Janzen. Also in attendance were the following Board members: Sharyn Anhalt, Ernie Vyse, and Lynn Perkins representing a quorum. Dorick Sauvageau did not attend. Members present at the meeting included Les Fischer, Paul Gianas, Adam Racow, Dennis Cartwright, Clark Glover, Mike Schlauch, Don Cherry, and Patsy Cherry. The minutes of the Board Meeting from August 14, 2007 were presented and approved.
Les Fischer presented the Design Committee report. New plans have been approved for Lot 3 of phase 3, and the remodel of the Locati deck in phase 2 was also reviewed by the committee. The committee noted that the Locati deck involved replacing the deck on the original foundation and adding a roof; the new deck and roof extends over the foundation by 18 inches into the set back. The foundation is at the proper set back of 25 feet, and it is common for construction to extend by a small amount past the foundation. A motion was approved unanimously to accept this design.
Les Fischer then presented information regarding the Thorson house construction in phase 3. The homeowner informed the Design Committee that his basement was built with 9 foot walls instead of 8 foot walls as approved by the committee. This design deviation has resulted in an increase to his overall building height as measured from average grade, but it is unclear whether the actual elevation of the building was modified. Regardless of the effect on the height of the building, the main issue is that the homeowner changed his building plans without approval from the Design Committee. A motion was approved unanimously to send a letter to Kris Thorson informing him that any future design changes must be presented and approved in advance of construction, and a copy of said letter should be sent to the City Building Dept.
Clark Glover and Mike Schlauch were present to discuss the golf ball netting that was installed along their property lines and the 14th fairway in phase 2. This structure was built without gaining approval from the Design Committee. Clark and Mike apologized for their failure to gain approval in advance. The Board was concerned with the permanent installation of the large wood posts, as opposed to temporary golf ball netting that is normally used. They wanted to avoid using an unsightly metal frame for the netting, so they designed the posts to match the architectural details of their homes and added additional trees that will eventually grow to hide the posts. Custom fit netting has been ordered, and the netting will be removed during the off season. Discussion included the safety issues unique to their homes' proximity to the 14th tee. A motion was approved unanimously to accept the construction of this golf ball netting as long as the netting is removed during the off season.
The Board wishes to remind all homeowners that any structures or major landscaping changes must be approved by the Design Committee prior to construction – including temporary golf ball netting structures. A suggestion was made to invite the head groundskeeper, Dane Gamble, to a future meeting in order address some of these safety concerns. The Association would like to work with the golf course to improve safety by modifying landscaping.
Paul Gianas and Dennis Cartwright were in attendance as representatives of the new Covenant Review Committee. The Committee is still in the process of recruiting volunteers to work on addressing issues with our Covenants and Bylaws. They will prepare a synopsis of issues that will be posted on the blog for all members to comment on this fall, and the goal is to send a survey to every member with their annual dues notice. Anyone interested in helping with this committee should contact the Board.
Sharyn presented an issue related to emails the Board has received from member Bill Beebe. Bill recently informed the Board that he was in possession of records belonging to the Design Committee, and was willing to provide us with copies. A motion was approved unanimously to send Mr. Beebe a certified letter demanding that the originals are returned to the Board of Directors. The Board has a fiduciary responsibility to protect the records of the Association, and we should not allow any member to retain possession of original documents.
Don and Patsy Cherry attended the meeting in order to gain information and introduce themselves to the Association. They are currently living in Texas but own a lot in phase 3. They are concerned about design restrictions and enforcement of building height, and asked the Board several questions related to their concerns.
The next regular meeting of the Board will be Tuesday November 13, at 7:00 PM, location will be announced prior to the meeting. The meeting adjourned at approximately 9:00 PM.
Submitted by: Sharyn Anhalt, Secretary/Treasurer
Bridger Creek Subdivision Community Association
Board of Directors
Minutes of Meeting – September 11, 2007
The meeting was called to order at 7pm at the Bozeman Public Library. The following Board Members were in attendance: Sharyn Anhalt, Kim Janzen, Dorick Sauvageau. In addition, members Bill Ranard, Les Fischer, and Stuart Jennings were present. Since there was not a quorum of Board Members, the meeting was adjourned.
Next Board Meeting is scheduled for October 2, 2007.
Submitted by: Sharyn Anhalt, Secretary/Treasurer
Bridger Creek Subdivision Community Association
Board of Directors
Minutes of Meeting – August 14, 2007
The meeting was called to order at 7:00 PM at the Bozeman Public Library by Vice President Ernie Vyse. Also in attendance were the following Board members: Sharyn Anhalt, Dorick Sauvageau, and Lynn Perkins representing a quorum. Kim Janzen did not attend. Members present at the meeting included Les Fischer, Bill Ranard, Paul Gianas, Bob Beehler, Arlene Tonon, and Bob Sarfi. The minutes of the Board Meeting from July 10, 2007 were presented and approved.
Discussion was held about scheduling conflicts for the next two regular scheduled board meetings. The September 11, 2007 meeting will be held as scheduled, although a quorum may not be present. The October meeting will be rescheduled for October 2nd, the first Tuesday in October.
Financial report presented by Sharyn –we have just over $5000 in checking, and over $5800 in accounts payable, all due for attorney fees to Rhett Nemelka. The $10,000 CD is rolling over this month, and Lynn will take care of cashing that in and depositing to our checking account. Paul Gianas suggested that in the future, the Board consider a Money Market account for holding excess funds so we are not limited with the timing of certificates of deposit.
Sharyn expressed concern over the procedures in place with the bookkeeper. Jayne, the bookkeeper, has the key to the PO Box to pick up bills and other letters. The board does not have the opportunity to review bills before checks are prepared, and there has been a delay with correspondence sent to the board. It was motioned and approved to have a Board Member check the PO Box from now on, and then we will forward the bills to Jayne. Ernie volunteered to check the PO Box, and Sharyn will get the key from Jayne.
Discussion was held regarding the letter received from Rhett Nemelka, the attorney hired by the previous board, and his refusal to provide the Association's file. Dorick agreed to call him and request the file again. We will hold off on any other action for now, and will not pay his bill until we have had a chance to review the file.
Design Committee – Les Fischer reported that no new plans have been submitted to the committee. However, the committee has met to discuss procedures and methods for ensuring that new construction conforms to the covenants. The committee has not been able to locate the original plans approved for the Verellen house, and could only locate a copy of the plans. These plans were not adequate to do a thorough review of whether the finished construction conformed to the approved plans.
Several problems associated with homeowners that border the golf course were presented. In phase 2, two homeowners have erected nets along their property lines that were not approved by the Design Committee. In phase 1, along the 6th hole, a group of condo owners have placed signs in their yards warning golfers not to enter their property to retrieve balls. Dorick will work with the phase 1 owners to try and work out a netting solution and perhaps have the signs removed. There was no conclusion to the problem in phase 2, but the board will need to address this in the future. Netting to protect homes and people from golf balls will be approved, as long as the netting is removable during the off-season.
Parks Committee – Sharyn presented an email from Stuart Jennings, who could not attend the meeting. Stuart has been in contact with City Planning regarding requirements for new park land due to the rezoning of the commercial lots along Birdie Drive. Dorick was not aware of any discussion in this regard, and will follow up with Golf Course Partners.
Covenant & Bylaw Review Committee – this new committee was appointed by the Board, with Bill Ranard to serve as chairperson. Bob Sarfi was also appointed to the committee, and Bill has several other homeowners that may possibly participate. The committee would like some clear direction from the Board regarding goals, and hopes to have a 60-90 day period of comments and suggestions from homeowners. Methods of gathering comments were suggested, and the Board will need to discuss goals again at a future meeting.
Dorick reported that Golf Course Partners is the process of completing sidewalks along the unimproved lots in phase 3, and along Boylan Rd. The architectural plans for the rezoned lots along Birdie have not yet been completed.
Lynn suggested that the Board recess and resume the meeting in executive session in order to discuss our response to Gayle Hokanson's attorney, and the recent letter to the Board from Gayle. There was no discussion or motions made regarding executive session, but all the members except Les Fischer left the meeting at this point.
Lynn then made a motion that the Board not correspond with Gayle or her attorney directly, and that all contact should be through an attorney hired by the Board. Considerable discussion was held about hiring an attorney to represent the Association at this point, since there was no pending litigation and the Board would not be initiating any legal action. The motion was revised so that the Board could write a response to Gayle's attorney indicating that we would not be taking any action. The Board agreed unanimously that absent any clear evidence that the Verellen house was not built according to plan, it would be unwise to begin any legal action. If we receive any further correspondence or threat of litigation, then the Board will hire an attorney to proceed with the issue. A special assessment to the members may be needed to pay for legal fees.
The next regular meeting of the Board will be Tuesday Sept 11th, at 7:30 PM (note time change due to availability of meeting room) at the Bozeman Public Library. The meeting adjourned at approximately 8:45 PM.
Submitted by: Sharyn Anhalt, Secretary/Treasurer
BRIDGER CREEK SUBDIVISION COMMUNITY ASSOCIATION
BOARD MEETING
7PM Tuesday August 14, 2007
AGENDA
Bridger Creek Subdivision Community Association
Board of Directors
Minutes of Meeting – July 10, 2007
The meeting was called to order at 7:00 PM at the Bozeman Public Library by Vice President Ernie Vyse. Also in attendance were the following Board members: Sharyn Anhalt, Dorick Sauvageau, and Lynn Perkins representing a quorum. Kim Janzen did not attend. Members present at the meeting included Jim and Mary Alice Chandler, Karin Jennings, Les Fischer, and Adam Racow. The minutes of the Board Meeting from June 18, 2007 were presented and approved.
The Design Committee, represented by Les Fischer and Adam Racow, reported no new plans have been submitted. The committee is planning on meeting next week, and will work on some procedures for following through on new homes during the construction phase. The Parks Committee, represented by Karin Jennings, presented a brief overview of the parks within the subdivision and their current state of care. The irrigation system for the phase 1 park has been scaled back, and the mowing is done less frequently. Jim Chandler has been maintaining the phase 2 park, and reported that the only ongoing expense would be for fertilizing/weed control and gas for the mower. Karin reported that the Association does own a backpack sprayer, and Karin and Stuart have been using it spray the phase 1 parks. The backpack sprayer can be made available to any member for use in spraying their own property. Sharyn will email Stuart a list of volunteers for doing park work, and we will try to coordinate a volunteer park maintenance effort before the end of summer.
The Board has not yet replied to the attorney representing Gail Hokanson, and discussion was held about the content of the letter. Sharyn contacted the attorney for an extension of time to reply, and the response will be sent before the end of the week. Sharyn consulted with a phase 2 property owner who is also an attorney for advice on how to reply. The attorney advised that the Board may not have legal standing to file a lawsuit unless there is evidence that the Verellen house was not built according to the plans approved by the Design Committee. It was decided that the current Design Committee, led by Adam Racow since he has an architecture background, would look at the plans and review the building to determine if the house was built according to the plans. In the meantime, our reply to the attorney will state that we are still gathering evidence and will not take any legal action at this time.
Mowing and Weed Enforcement – Ernie has been in contact with Andy Kerr at the City of Bozeman regarding any lots that need mowing or spraying. There appears to be an increase in cooperation since we have started to contact the City. Ernie will continue with follow up. There was a question as to who is responsible for mowing the ditches along McIlhattan, since there is considerable weed growth between phase 2 and 3. (NOTE – after the meeting adjourned, Sharyn confirmed that the stretch of McIlhattan in question should be maintained by the city, and there most likely is a 60 foot right of way. Beyond the right of way, the individual property owners are responsible.)
Accounts Receivable – Sharyn presented a list of unpaid dues and late charges. There are two members that have not paid or been in contact; Ernie will look at the plat to make sure we have the correct member names and addresses. Unpaid late charges will stay on the books and be rebilled with next year's dues assessments.
Discussion was held regarding formation of a Covenants Review Committee, the purpose of which will be to restate and clarify our current set of covenants. Sharyn had gathered a list of volunteers for this committee and offered to also serve, but a point was brought up by Dorick that Board Members should not serve on committees. Discussion was held about the pros and cons of having Board Members on committees, and noted that Dorick does serve on the Design Committee. It was felt that Dorick was representing Golf Course Partners rather than the Board in his position on that Committee. A motion was made, seconded and approved with a 3 to 1 vote that Board Members would not be appointed to committees. Ernie volunteered to contact the list of volunteers and coordinate formation of the committee.
Dorick presented news from Golf Course Partners that they are in the process of replacing trees, and contacting concrete contractors to complete installation of the sidewalk along Boylan.
The Board insurance policy is up for renewal in August; Ernie will contact the agent and review our limits of liability for appropriateness.
An email was received from a member regarding whether or not there was a quorum at the annual membership meeting. Sharyn has the records compiled showing that there was a quorum with 190 present in person or by proxy. A summary of the attendance will be posted on the Board website.
The next regular meeting of the Board will be Tuesday August 14th at the Bozeman Public Library meeting room. The meeting adjourned at approximately 8:30 PM.
Submitted by: Sharyn Anhalt, Secretary/Treasurer
A question was raised by a member as to whether a quorum was present at the 2007 Annual Meeting. The Secretary at the time of the meeting, Bill Beebe, announced during the meeting that there was not a quorum. Shortly after that announcement, Bill Beebe resigned and left the meeting. He did leave behind the sign-in sheet showing who attended the meeting, and all of the proxies that were presented to the Board. These records show that a quorum was present, as summarized below.
FINAL TALLY
Using the attendance total of 111 and counting all proxies that were signed by the lot owner (and not duplicated), the total count towards a quorum was 190. The complete records are available to any member who would like to review the documents.
Sharyn Anhalt, Secretary/Treasurer
REMINDER
The next regular meeting of the BCSCA Board of Directors will be Tuesday July 10th, 7pm at the Bozeman Public Library Meeting Room. All members are welcome to attend, and committee chairs are encouraged to attend. Let us know if you would like anything added to the agenda. Thanks!
Sharyn Anhalt
Secretary/Treasurer
Bridger Creek Subdivision Community Association
Board of Directors
Minutes of Special Meeting – June 18, 2007
The meeting was called to order at 7:30 PM at the Bozeman Public Library by President Kim Janzen. Also in attendance were the following Board members: Ernie Vyse, Sharyn Anhalt, Dorick Sauvageau, representing a quorum. Lynn Perkins did not attend.
The minutes of the Board Meeting from June 11, 2007 were presented and approved. Issue of terms of directors of the Board was raised; since three new directors were elected at the May 2007 annual meeting, one director will need to serve the remaining term of the director that resigned. A motion was made, seconded, and approved that Kim Janzen serve a one year term, and Ernie Vyse and Sharyn Anhalt serve two year terms on the Board.
Kim Janzen presented a letter to the Board dated June 14th, 2007 from attorney J Troy Redmon of Dringman & Redmon PC regarding enforcement of Covenants and the Verellen residence. Mr. Redmon wrote on behalf of his client, Gayle Hokanson, a neighboring property owner of the Verellen residence. The letter requests a response from the Board as to whether legal action will be pursued, and if not, the basis for our refusal to pursue action. After much discussion surrounding the issues related to this residence, a motion was made, seconded, and approved to draft a response to the attorney indicating that the Board would not take action at this time. Sharyn will prepare a draft letter and circulate it to the Board Members prior to mailing.
Dorick presented an update of activities by Golf Course Partners. The rezoned lots in Phase 1 will be developed very soon; Dave Andreassi is the contractor developing the condo/townhome units. The architectural plan will be submitted to the Design Committee soon; the units are thought to be all single level. Bids will be taken for infrastructure, and depending on city approval, construction should begin by Fall 2007. The 7 acre lot will be mowed for weeds, and Dorick has also contacted the owner of lot 18 regarding mowing. Golf Course Partners will be replacing some trees along the boulevard on Boylan. Dorick will also contact Stuart Jennings regarding completing the sidewalk along Story Mill; GCP is responsible for this portion of the sidewalk since that parcel was not deeded to the subdivision. Stuart has been in contact with Popes, the owners of the lot along Story Mill to arrange for an easement. Sharyn, Ernie, and Kim agreed to look over vacant lots in each phase and report back to the Board at the next meeting if any further mowing is needed on vacant lots.
Sharyn presented a cash flow analysis for the Association funds through December 2007. We will need to spend funds carefully until the next dues assessment is scheduled in January. We have arranged to pay the attorney bill over the next six months, and have ceased all work by the attorney. Ernie will contact our liability insurance carrier to see if premiums can be paid quarterly. The irrigation will be scaled back on the phase 1 parks in order to reduce the amount of lawn mowing necessary; Sharyn will contact Grasschoppers to change to a 14 day mowing cycle. Dorick will find out who can reset the irrigation timers. If necessary, we will pursue a short term loan to get through this year. The Board will not assess any additional dues to the members at this time.
Discussion regarding Covenants Committee will be on agenda for the next meeting. There is some thought that this committee will not be formed this year, due to lack of interest by the members. Members should report any perceived covenant violations directly to the Board. Parks Committee report will be on the agenda for the next meeting, as Karin Jennings will attend. Karin will also be a member of the Parks & Trails Committee. We are trying to coordinate some volunteers to perform trail work this year, since funds are limited.
The meeting adjourned at approximately 9:30 PM.
Submitted by: Sharyn Anhalt, Secretary/Treasurer
Bridger Creek Subdivision Community Association
Board of Directors
Minutes of Meeting – June 11, 2007
The meeting was called to order at 7 PM at the Bozeman Public Library. In attendance were the following Board members: Lynn Perkins, Kim Janzen, Ernie Vyse, Sharyn Anhalt, Dorick Sauvageau, representing a quorum. Also present were Jan Perkins, Carl Olson, Les Fischer, Paul Gianas, Dennis Cartwright, Bill Ranard, George Durkin, and Will Callahan, all members of the association.
Kim Janzen presented a summary of the Annual Membership Meeting on May 7, 2007. The outgoing Board never called the meeting to order so no minutes were taken. Board members Bill Beebe, Dave Andreassi, and Mitch Godfrey resigned and left the meeting. The remaining board member at the meeting, Dorick Sauvageau, asked for nominations from members in attendance. The new Board members, Kim Janzen, Ernie Vyse, and Sharyn Anhalt, were the only candidates presented to the members at the Annual Meeting and were elected by affirmation of the members in attendance.
A motion was made, seconded and approved unanimously that Kim Janzen serve as President of the Board of Directors. A motion was made, seconded and approved unanimously that Ernie Vyse serve as Vice-President of the Board of Directors. A motion was made, seconded and approved unanimously that Sharyn Anhalt serve as Secretary of the Board of Directors. A discussion was held regarding combining the positions of Secretary and Treasurer for efficiency. A motion was made, seconded, and approved unanimously to combine the positions, and Sharyn Anhalt will serve as Secretary/Treasurer.
Discussed policy regarding recordkeeping. Prior years' records of the association will be compiled and permanent files developed. This may take some research, as the records are located in several places. The permanent files will be maintained for future Boards. Discussed policy regarding email correspondence. It was agreed that discussions with members should not occur via email; instead, the member should be invited to present their question or problem at the next Board Meeting.
Lynn Perkins, past President of the Board, then presented a file to Kim Janzen with information regarding a potential lawsuit in the subdivision. A point of order was made by Dorick to delay any discussion on the contents of the file until it had been reviewed by all Board Members and determined whether it contained any sensitive material.
Bank account signatures will need to be transferred; currently Lynn Perkins and Bill Beebe (past Secretary/Treasurer) have signature on bank accounts. We have a checking account at US Bank (which requires two signatures on each check) and a CD at American Bank. Sharyn will prepare a letter to initiate transfer of signatures; a motion was made, seconded and approved to remove Bill Beebe and Lynn Perkins as signatures on the accounts and to add Kim Janzen, Sharyn Anhalt, and Ernie Vyse as signatures on the accounts.
Discussion regarding cash flow and the current financials was started. Our current balance in the checking account will be depleted with the outstanding accounts payable. We will need to access the CD, which renews in August 2007. A budget for the remainder of the year will need to be discussed, being sensitive to our limited funds. A motion was made, seconded, and approved to call a Special Meeting of the Board on Monday June 18th at 7:30PM at the Bozeman Public Library meeting room to discuss finances. Sharyn will prepare necessary information for this financial meeting.
Current bill from attorney, Rhett Nemelka, was presented. A motion was made, seconded and approved to contact attorney and cease all research and current work. Sharyn will contact his office and request that our account be closed and our working file be returned to us.
A motion was made, seconded, and approved to appoint Les Fischer, Will Callahan, Dorick, Adam Racow, and Dave Casto as members of the Design Committee. Les Fischer presented a report on the activities of this committee since the Annual Meeting. Les will serve as chairperson of the committee. Four residences have been submitted for approval – Tom Cook (phase 3 lot), Scott Patton (phase 3 lot), Thorson (phase 3 lot 31), and Sobrepena (phase 1 lot 41) have all been reviewed by the committee. Conditional approval has been granted to these projects. The committee is working to improve the checklist system for project approval, and will present new materials at a future Board Meeting. A discussion was held regarding any fences that may be presented for approval as part of building plans. The Board agreed that it would be appropriate to deny any fence plans until fence restrictions and guidelines are developed.
Covenants Committee – there has been only one volunteer for this committee. Ernie will contact the volunteer to see if the interest is still there, and this subject will be presented at a future meeting.
Covenants Clarification Committee – this new committee was suggested at the Annual Membership Meeting. The purpose would be to review our current Covenants and Bylaws documents, and propose changes to clarify the meaning and intent. Sharyn will present a list of members interested in serving on this committee at the next Board Meeting.
Social/Communication Committee – another idea suggested at the Annual Membership Meeting. We will present this idea to the members in the next newsletter and gauge interest in participation.
Parks & Trails Committee. A motion was made, seconded and approved to appoint Stuart Jennings as chair of this committee, along with Paul Gianas as a member.
A discussion was held regarding policy for member attendance at Board Meetings. A motion was made, seconded and approved to hold all meetings open to member attendance, except when a member has requested an Executive Session with the Board. The Board may also choose to discuss any sensitive topic in Executive Session, but that session will be held at the end of a regular Board Meeting.
A motion was made, seconded and approved to set the second Tuesday of each month at 7PM as the regular meeting time of the Board of Directors. All meetings will be held at the Bozeman Public Library when space is available, and if not, at the Northwestern Energy meeting room. Last choice will be to meet at private residences. July 10th at 7PM will be the next regularly scheduled Board Meeting.
The meeting adjourned at approximately 9:10 PM.
Submitted by: Sharyn Anhalt, Secretary/Treasurer