BCSCA Board Meeting Minutes 06-18-07

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 14^th, 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

Board Meeting June 11, 2007

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 18^th 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 10^th at 7PM will be the next regularly scheduled Board Meeting.

 

The meeting adjourned at approximately 9:10 PM.

 

Submitted by: Sharyn Anhalt, Secretary/Treasurer

 

 

2007-2008 BCSCA Board Of Directors

Kim Janzen, President
Ernie Vyse, Vice President
Sharyn Anhalt, Secretary/Treasurer
Lynn Perkins
Dorick Sauvageau

bridgercreekboard@gmail.com