Bridger Creek
Subdivision Community Association
Board of Directors’
Meeting
Monday, October 1,
2012
The meeting
was called to order at 6:30 at the Masonic Temple (14 S. Tracy Avenue).
Board members: Sharyn Anhalt, Tim Russell, Erik Steckmest, and
Karin Jennings were present; Dorick Sauvageau was absent.
Members present: Dave Andreassi (Chair, Design Review
Committee), Adam Racow (Chair, Park & Trails Committee), Toni and Don
Lucker and Joan Michlin.
Approval of Minutes
Erik made a motion
to approve the agenda for this meeting; which was approved unanimously without
modification. Erik made a motion
to approve the minutes from the August 6 Board meeting; which unanimously
approved.
Design Review Committee
Committee
Report – Dave indicated
there is nothing new to report.
Committee
update on action items from August 6 meeting – P3, lot 24 plans remain pending. Dave provided a punchlist of remaining
information needed. No design fees have
yet been paid, so the review process has not been initiated.
Additional
items for Board discussion –
Sharyn reported that the home on lot 17 in P2 recently sold and that she
discussed the history of the existing fence with the new owners, specifically
that it was not previously approved. The
new owner expressed willingness to work with modifying or removing the fence
and understands that any changes would need to be brought to the Design Review
Committee for review.
Other
Business – Following
further discussion involving members, including comments from Don Lucker, Karin
inquired whether Don would be willing to serve on the Design Review Committee
since it has been without a full committee for some time. Don agreed.
Karin made a motion to appoint Don Lucker to the Design Review
Committee; which was approved unanimously.
Park and Trail Committee
Committee
Report – Adam
provided an overview of the committee’s recent activities. The committee met on
September 24 to review member responses to the solicitation that was mailed
with the annual dues, including a previous meeting on the 19th with
Joan Michlin to hear her specific proposals for Phase 1 improvements.
The committee is in the
process of exploring the feasibility of several potential projects, including
improvements to the ‘Triangle’ park in Phase 1. The committee has sent a letter
to ensure that all residents on Par Court are aware of the project currently
being explored. The committee recommends putting a letter of intent in place
between the Board and any landowner willing to grant an access easement across
their property from Par Court to the park/trail. Following further discussion, Karin made a motion
for Adam (as Committee Chair) to open a dialogue to explore options with the unnamed
owner. Erik seconded. The motion was unanimously approved. Following Adam and Tim’s discussions with the
owner a letter of intent will be drafted for review and approval by the Board
and the owner contemplating grant of the easement.
Other comments received
were in favor of connectivity between the subdivision phases. Following approval from the City Forestry Department,
the committee met last Sunday (9/30) and provided volunteer labor to clear
brush to create access behind the guardrail in the right-of-way along
McIllhattan Road, from Story Mill Road to the golf cart crossing below the Club
House.
Although approved at the
May membership meeting, and receiving additional supportive comments from the
solicitation process, the committee suggests deferring the McIlhattan trail
project until next year. The committee intends to explore construction of only
the north half of this project (from the northern boundary of the subdivision
to South St. Andrews), and plans to obtain costs to bring to the Board at a
later time.
There were several
comments requesting planting of a hedge as a buffer adjacent to the golf
maintenance building on Boylan. The committee requests that the Board ask GCP
if they would consider planting buffer landscaping (evergreen drought tolerant
natural hedge) along Boylan Road. The committee feels it will increase property
values of the neighborhood by buffering the maintenance operations as this is
one of the major entrances to the subdivision. It would also have positive property
value effect for GCP since they still own lots in Phase 1 along Birdie Drive.
There was a request from a
resident in the Bridger Greens Condos that the Golf Course Partners fix the ditch
that was created adjacent to the trail during past drainage work from the Links
development. It is a relatively small maintenance project. Adam inquired
whether the Board wants to take it up with GCP or handle it as maintenance. From
further discussion Dave Andreassi (involved in development of Links) agreed to
donate dirt from the spoil piles on site. Sharyn made a motion that the
Association cover the costs for the maintenance work to regrade and reseed this
area, with Dave’s voluntary provision of dirt. Erik seconded the motion and it
passed unanimously. Adam will proceed with completing this work in the near
term.
Committee
update on action items from August 6 meeting
Sharyn
provided an update on the sprinklers in the Phase 2 Augusta Park. There are at
least two bad sprinkler heads which need repair and a few others likely need
adjustments. Sharyn recommended that we wait until spring when the system is
turned on again and defer this maintenance until next year. Sharyn will contact
Grasschopper to winterize the system.
Karin
provided an update on the Phase 3 City park boundary marker installation
requested by the City. Markers were obtained from the City and installed the
weekend of August 18 by the committee. Following installation there was a
concern by an adjacent neighbor about the orientation of the markers; seconded
during the meeting by Tim Russell. The committee plans to reorient the markers
so the Park Boundary faces into the park in early spring when the ground is no
longer frozen and soft enough to allow for reorientation.
Additional
items for Board discussion –
Karin provided an overview of the letter received from the City July 26, 2012
in response to questions posed by the Park and Trail Committee in January
regarding ownership of parklands and trails, easements, and responsibility for
maintenance of the Phase 3 park (copy of letter was provided to Board members
at the August meeting). Most is simply informational and clarifying questions
that were raised. Items that were highlighted and discussed were the following:
The City confirmed that
the park in Phase 3 (adjacent to the landfill property) was dedicated to the
City and that the City is responsible for maintenance (with the caveat that
maintenance will be limited to infrequent mowing and weed spraying). It was
noted that “the City is amendable [amenable] to discussions regarding a
maintenance agreement between the HOA and the City.” However, the City Parks
Director is not aware of any maintenance agreements that have been put in place
and is not encouraging doing so. Karin recommended that the Committee Chair
communicate with the Parks Director in early spring regarding the HOA’s
maintenance expectations and plans. The Board will work with the City to ensure
that adequate maintenance is performed in this park in the future.
Karin also reviewed the
City’s confirmation that there is nothing they are aware of preventing transfer
of the remaining “common open space,” “private open space,” or “20’ common open
space and public linear trail corridor easement” areas in Phase 1 and 2 from
Golf Course Partners (GCP) to the Association. The areas labeled “private park”
in Phases 1 and 2 were transferred in 2000, however the others have simply not
yet been transferred. Karin made a motion that she work with Dorick to
perfect the ownership transfer between GCP and the Association; seconded by
Sharyn and unanimously approved.
Executive Committee
Committee
Report – The
Executive Committee of the Board was formed during the August 12 Special Board
Meeting. The purpose of the committee and members are outlined in the minutes
from that meeting, which Sharyn reviewed. There is nothing new to report to the
Board at this time regarding the demand letter received July 31, 2012.
Entity
Status of Association
–Sharyn reported on communication received from the Association’s attorney,
Eric Nord, regarding the legal entity status of our Association, which was
discussed at the Executive Committee meeting. Our Association is currently
organized as an “unincorporated association”, which was the form of
organization chosen by the original membership. As an unincorporated
association, the legal liability of the organization could extend to individual
members, similar to that of a partnership. Incorporating our association would
help protect individual members by limiting liability to the corporation.
Our attorney recommends incorporating
our Association to better protect individual members in the future. Since our
covenants and bylaws do not give explicit power to the Board to change our
organizational structure, he also recommended that the decision be put to a
vote by the membership. Karin made a motion that Sharyn, as the
designated contact of the Executive Committee, discuss with Eric Nord, our
Association’s attorney what our options are and how best to proceed with
informing the members. The motion was not seconded and died. Tim made a motion
to have our entity status reviewed by a different attorney, separate from the
one that was recommended by our insurance, to be paid directly from the
Association. This motion was also not seconded and died. Karin made a motion
that Sharyn, as the designated attorney contact of the Executive Committee,
discuss with tEric Nord, our Association’s attorney, what our options are
regarding entity status and how best to proceed with informing the members, and
to then have those recommendations reviewed by a separate attorney which would
be paid by the Association. Erik seconded the motion, which passed by majority
with Tim abstaining.
Finance/Treasurer Report
Sharyn, as bookkeeper, provided
copies of the Budget to Actual for the current fiscal year (July 2012-June
2013) (as of October 1, 2012), and provided a summary overview for the BoardThe
Balance Sheet was not provided, since that report is not up to date until all
the dues payments received this month have been recorded and deposited. Tim requested
a copy of the current Balance Sheet, which Sharyn said she would provide within
two weeks.
Update on Old Records from Previous
Bookkeeper
Records have been
requested from the previous bookkeeper’s storage for some time by several
different members of the Board. Tim was able to finally, successfully connect
with Jayne Keller and obtain the old records that were available. The records
have been given to the bookkeeper, to be filed with the rest of the
Association’s records.
Discuss Communications (emails/phone
calls) to Select Members from a Member in P1
Karin raised the issue
that members of the Board were recently made aware of communications, both
emails and phone calls from a member in Phase 1. Karin stated that these
communications included misleading and incorrect information and accusations.
The member, being present, countered such claim. Discussions ensued, eventually
broke down, and the meeting was terminated at 8:30 pm. The remainder of the
Agenda was not discussed.
