Bridger Creek Subdivision Community Association
Board of Directors' Meeting
Monday, August 13, 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), Paul Gianas, June Russell, Bill Beebe, Jarek Bukowski, Joyce & Dan McQueary, and George Durkin.
Approval of Minutes
Sharyn made a motion to approve the Agenda for this meeting; Tim seconded. Agenda was approved without modification. Sharyn made a motion to approve the minutes from the July 19, 2012 Special Board meeting; Erik seconded. Tim requested modification to the first sentence of the first paragraph. Karin made a motion to approve the amended minutes; Sharyn seconded; which unanimously approved. The revised minutes, as approved, will be posted to the web site.
Sharyn noted that there will be no fee for the meeting room tonight since the Masonic Lodge had to cancel our use last Monday on short notice due to floor maintenance.
Design Review Committee
Golf Ball Netting, Phase I, Lot 25
Member, Jarek Burkowski, presented his request to erect netting in his back yard to protect against errant golf balls. Details were discussed, such as materials, height, placement, and removal during months when the golf course is not operating. Dave agreed to review existing netting on other properties for consistency, since the design regulations for the subdivision do not provide direction. Jarek agreed to locate his property pins.
Sharyn made a motion to approve the plan as presented, provided a) it is installed at least 1 foot inside the property line (with identification of property pins), and b) that the height does not exceed 15 feet( pending Dave's review of other existing netting) and that the netting be removed from the posts during the winter months. The motion was seconded by Tim, and passed unanimously.
Landscaping, Phase 2, Lot 17
Sharyn provided a summary of the discussions with the Member regarding landscaping of the property. It was brought to the attention of the Board at the June 4 meeting that the lot was staked and landscaping was in process. On June 5, Sharyn, Karin and Tim met on-site and reviewed the landscaping plans with the owner. The plans included a landscaping structure on one property corner and a privacy screen, neither considered continuous fencing. The plans were approved during the site visit.
Fence, Phase 3, Lot 31
In response to the question raised by Dorick during the June 4 Board meeting, Dave summarized the history of his review of the landscaping and fencing plans submitted during the summer 2011. Dave confirmed that following discussions with the owner, at least one neighbor, and review of other fences present in the subdivision, including the fact that this property is not contiguous with the golf course, that this fence was approved.
Statute of Limitations on Approvals
Sharyn inquired of Dave whether there is a time limit for approved plans? Dave is not aware of any time limit. Sharyn was contacted by the owner of a lot in Phase 3 that had plans approved 3-4 years ago, but then never built at that time. The owner indicated to Sharyn that there were no changes to the plans that were approved, and Sharyn told the owner to proceed. It is now staked for construction. Dave will review the plans and monitor the construction for any modifications.
New Plans
Dave received new plans for approval from the owners of Lot 24 in Phase 3, but they are missing information and not in compliance with the design covenants. Once he receives a complete set of plans, the DR Committee will meet for review. Since there are only two members of this committee, Dave asked for direction on who should be reviewing plans. Until such time as a third member can be appointed, Sharyn requested that Tim assist the committee with review of this project. Tim volunteered to serve as the permanent third member of this committee, and Sharyn suggested that it would be appropriate to appoint a non-member of the board. Tim questioned why Dorick, a board member was on the committee, and Sharyn explained that his position on that committee is per the covenants. Tim agreed to review just this project with the committee.
As a reminder to the Membership, per the covenants, all exterior changes to structures or landscaping must be approved by the Design Review Committee or the Board of Directors
Park and Trail Committee
Maintenance Updates
Karin provided the committee report in Adam's absence. The maintenance work to replace two park boulevard trees on Boylan Road, trim shrubs/planting beds in park on Augusta Drive, and to lightly regrade the trail in the Phase 3 park have been completed. In response to a request from the committee, the City has signed and striped a cross-walk at the north intersection of Boylan and Story Mill Road that ties to the trail in Legends Subdivision to the east of Story Mill Road. The City declined striping the south intersection of Boylan and Story Mill Road.
The sprinkler controller for the Phase 2 park has not been operating consistently, likely due to a power failure. Adam is working to reset and readjust the controller.
The City Parks Department has not yet sprayed the Phase 3 park, but plans to do so in early fall, which is a good time for thistle and leafy spurge since they translocate energy (and therefore herbicide) to their roots.
Minutes from Field Trips and Prioritization Meetings
Adam requested that the minutes from the Field Trips and Prioritization Meetings held in June be mailed to the Membership with their annual dues notices, along with a request for additional input and/or comments, with a deadline. Board discussion ensued regarding this request. Tim requested the priority designations be removed so members who didn't participate wouldn't be confused that they are Board priorities. Additionally, Tim requested that the names of members attending the field trips and meeting be included in the minutes. Mention was made of the letter the Board received from Joan Michlin regarding her suggestions for Phase 1 park improvements, including the Triangle Park. Many homeowners in Phase 1 reported receiving Joan's letter to the Board by mail. Sharyn made a motion to simply include a general request for input with the Annual Assessments, and to revise the minutes to add participants, remove the prioritization, and simply post the minutes to the web site. Karin seconded; motion was passed unanimously.
Clarification from City
Sharyn provided the Board with copies of a letter received from the City July 26, 2012 in response to questions from the Park and Trail Committee that were raised in January regarding ownership of parklands and trails, easements, and responsibility for maintenance of the Phase 3 park. No action was taken at this time, and it will be reviewed at the October Board meeting.
Finance/Treasurer Report
Sharyn, as bookkeeper, provided copies of 1) the Balance Sheet (as of June 30, 2012), 2) Budget to Actual for the current fiscal year (July 2012-June 2013), and Budget to Actual for the past fiscal year (July 2011-June 2012), and provided a summary overview for the Board. Discussion ensued. Tim inquired about the process currently being undertaken with mail and check writing. Sharyn informed him there is a separation between her serving as bookkeeper and Board member, as Erik (Treasurer) picks up the mail, and is therefore aware of incoming bills, and Erik and Karin have signing authority. A second board member always reviews bills for accuracy and authorizes their payment by signing the check.
Board Meeting Schedule
Karin inquired of the possibility to change the Board meeting schedule to every month instead of every other month. Discussion ensued regarding the ability to hold a special board meeting as needed, providing more flexibility. We may not be able to cancel a meeting if scheduled. Karin retracted the issue. Meetings remain as originally scheduled during the June Board meeting (first Monday of October, November, January, March and April).
Proposal to Post Subdivision Documents to the Web Site, with Link for Download Access
Sharyn informed the Board that she was able to get electronic versions of the Bridger Creek Subdivision Covenants and Restrictions, Bylaws, Design Regulations, as Amended December 10, 1996, April 10, 1997 and May 5, 2008, as well as the final plat maps, electronically from the County Clerk and Recorder's Office. These are the same documents that the Title Companies are supposed to supply to every owner during property transfer. Sharyn requested approval from the Board to post these documents electronically, as a link from the web site, so people could have easy access. Sharyn informed that we no longer have any hard copy versions of the Covenants/Bylaws books available for purchase by members. The Board approved posting a link to the documents on the web site.
Finance/Treasurer Report - Revisted
Tim requested that the Board return to the Finance/Treasurer report item in the agenda. He stated that he would like the full Balance Sheet, as well as Budget to Actual information mailed with the Annual Assessment notices. Sharyn and Erik countered with concerns about increased costs for mailing with additional pages, as well as time for stuffing the envelopes. Instead Sharyn suggested adding a note to the additional page regarding parks and trails that will already be included with the mailing. BCSCA financial statements are always available upon request to the members. Tim made a motion to send the full reports with the Annual Assessments. There was no second and the motion died on the floor.
Insurance
Sharyn reported that the annual premiums are due in September for both the General Liability and Directors and Officers insurance. The General Liability policy cost has increased, and she requested our agent, First West, to review the policy and obtain new quotes. They were not able to find any lower rates with the same coverage.
New Business
No new business was raised.
Executive Session
Sharyn informed the members present that the Board needed to go into Executive Session in order to discuss a demand letter received from an attorney representing Bill Beebe. Because of the board's fiduciary requirement for confidentiality, the members present were asked to leave. Bill Beebe objected to being asked to leave the meeting and cited Montana state law and the provision in our Bylaws that provides for Board Meetings to be open to the membership. Sharyn explained that the Board did hold an open meeting, but under the law has a fiduciary requirement to maintain confidentiality regarding this subject.
The open meeting adjourned at approximately 8:00 pm, and the Executive Session was called to order. The agenda for the Executive Session was discussion of legal concerns regarding Mr. Beebe's demand letter and fiduciary responsibility of Directors.
The Executive Session was adjourned at 9:20 pm.
The next regularly scheduled Board meeting is Monday, October 1 at 6:30 pm at the Masonic Temple (14 S. Tracy Avenue).
