Board Meeting Minutes Nov 13 2012

Bridger Creek Subdivision Community Association

Board of Directors’ Meeting

Tuesday November 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 Dorick Savuvageau were present; Karin Jennings was absent.

Members present: Adam Racow (Chair, Park & Trail Committee Committee).

Approval of Agenda – Agenda approved without modification.

Approval of Minutes – Minutes from the Special Board Meeting Nov 1, 2012 had been approved by email, and approval was confirmed without modification.

Design Review Committee

Committee had been apprised of some possible drainage/slope issues concerning construction on Phase 3 lot 25. Adam Racow was on the Design Review Committee when these plans were approved, and has done a site visit to review. Per Dorick and Adam, it appears that the slope will be corrected and built per approved design once they finish installing retaining walls. The committee will review again as construction progresses.

Park and Trail Committee

Adam reported on improvements made to Phase 1 trail adjacent to the Links Condo development. The grade was improved using dirt from the Links site, and Cashmans graded and reseeded along the edges of the trail.
There is no further information to provide regarding the potential Triangle Park project.

Finance/Treasurer Report

Sharyn, as bookkeeper, provided copies of  the Balance Sheet (as of November 13, 2012), and Budget to Actual for the current fiscal year to November 13, 2012. Erik, as Treasurer, provided a report on cash available and expenses paid during the past month.

Executive Committee Report

Sharyn reported that the Executive Committee met to develop answers to the points raised in the petition filed by Mr. Beebe, and those answers have been provided to the Association’s attorney. There has been no further progress.

Planning for Special Membership Meeting

Sharyn informed the Board that the large meeting room at the Public Library has been reserved for the Special Membership Meeting on Nov 26, 2012 at 7pm. The meeting agenda, voting information, and proxy forms have been mailed to all current members. A reminder will be emailed the week before.

Tim suggested that email messages continue to remind residents about snow removal during the winter months.

New Business

No new business.

Meeting was adjourned at 7:15pm

The next regularly scheduled Board meeting is Monday, January 7, 2013 at 6:30 pm at the Masonic Temple (14 S. Tracy Avenue). 

Special Board Meeting Nov 1 2012

Bridger Creek Subdivision Community Association

Special Meeting of the Board of Directors

Thursday, November 1, 2012 

The meeting was called to order at 7:35 am at The Daily Coffee Bar & Bakery on Rouse Ave. Board Members present were Sharyn Anhalt, Erik Steckmest, Dorick Sauvageau and Karin Jennings; Tim Russell was absent.

Preparation for Special Membership Meeting for Vote on Entity Status

The information sheet regarding entity status of the Association was reviewed.  There followed discussion on Tim’s comment provided by email regarding the first paragraph. Sharyn made a motion to approve the information sheet as presented, which was seconded by Erik, and passed unanimously. 

Dorick left the meeting at 7:45 am.

Notice for the special membership meeting is required to be provided not fewer than 10 days nor more than 50 days.  Discussion followed regarding possible meeting dates, being cognizant of the approaching holidays, and availability of meeting locations.  Karin made a motion to set the meeting on Monday, November 26^th at 7 pm in the large conference room at the Bozeman Public Library, which was seconded by Sharyn, and passed unanimously. 

There was discussion of how to handle questions which may arise.  It was suggested, that since the information sheet had already been reviewed and approved by the Association’s lawyer, to modify the last paragraph of the information sheet to recommend that members seek input from their legal counsel.  Karin made a motion to approve the modifications to the last paragraph of the information sheet, which was seconded by Sharyn, and passed unanimously.

The meeting was adjourned at 8:00 am.

Minutes Special Board Meeting Oct 18 2012

Bridger Creek Subdivision Community Association

Special Meeting of the Board of Directors

Held in Executive Session

Thursday, October 18, 2012 

The meeting was called to order at 10:00 am at 1075 Boylan Road (Karin Jennings’ home). 

This meeting was held in Executive Session due to the confidential nature of the discussions.  Executive Session is limited to Board members and is allowed, per Robert’s Rules, which the Board has adopted. 

Board Members present were Sharyn Anhalt, Tim Russell, Erik Steckmest and Karin Jennings; Dorick Sauvageau was absent.  

Petition for Declaratory Relief filed by Bill Beebe

Following review and discussion, Sharyn made a motion to instruct Eric Nord, BCSCA attorney, to request that the individual Board member names be removed from the Petition, as offered by Mr. Beebe’s attorney, Alanah Griffith, and instead name only the BCSCA Board of Directors as respondents on the Petition.  The motion was seconded by Erik Steckmest, and passed unanimously.    

The meeting was adjourned at 11:30 pm.

Minutes Special Board Meeting Oct 8 2012

Bridger Creek Subdivision Community Association

Special Meeting of the Board of Directors

Held in Executive Session

Monday, October 8, 2012

 The meeting was called to order at 5:00 pm at 1075 Boylan Road (Karin Jennings’ home).

This meeting was held in Executive Session due to the confidential nature of the discussions.  Executive Session is limited to Board members and is allowed, per Robert’s Rules, which the Board has adopted.

Board Members present were Sharyn Anhalt, Tim Russell, Erik Steckmest, Dorick Sauvageau, and Karin Jennings. The attorney representing BCSCA, Eric Nord, was contacted via telephone.

Conference Call with Attorney to discuss BCSCA Entity Status

A teleconference was held with Eric Nord, of Crist, Krogh & Nord, LLC in Billings, for the purpose of discussing the Association’s entity status and providing the Board members an opportunity to ask questions regarding our status and the various entity options which may be available under Montana law. The Board is working to summarize this information to provide a concise explanation of the available status options. Once finalized by the Board, this information will be promptly circulated to the members along with a call for a Special Membership meeting. 

At 5:40 pm the conference call with the attorney was ended. 

New Business

In reference to the October 1, 2012 Minutes under the Executive Committee report on entity status, Sharyn made a motion to amend the motion approved at that meeting, in order to strike the provision to have Eric Nord’s recommendations reviewed by a separate attorney, and instead for the Board to prepare a summary of entity status options and related information to be reviewed by Eric Nord and to distribute such information to the members once finalized by the Board. Karin seconded the motion; which passed with four votes, with Tim abstaining. 

Approval of Minutes

Dorick made a motion to approve the minutes from the October 5, 2012 Special Meeting of the Board of Directors. The motion was seconded by Erik and passed with four votes, with Tim abstaining as we wasn’t in attendance at that meeting. Dorick left the meeting at 6 pm.

Erik made a motion to approve the minutes from the October 1, 2012 Board of Directors’ Meeting; Sharyn seconded.  Tim requested modification to two paragraphs in the Park and Trail Report discussion.  Karin made a motion to approve the amended minutes; Sharyn seconded.  The modified minutes were unanimously approved. 

The meeting was adjourned at 6:40 pm.

The next Board meeting will be Tuesday, November 13 at 6:30 pm.  The location will likely be the Masonic Temple (14 S. Tracy Avenue), but needs to be confirmed and will be announced.  Note that this is a change from Monday, November 5.