Bridger Creek Subdivision Community Association
Annual Membership Meeting
Minutes of Meeting – May 4, 2015
The
meeting was called to order at 7:00 PM at the Beall Park Center.
The Board
President, Sharyn Anhalt, welcomed members to the membership meeting, reminding
members that this is a membership meeting, not a board meeting.
Confirm
Attendance and Quorum
109
proxies are needed for a quorum, being 40% of 272 lots or votes. Based on those
received by mail and brought to the meeting, over 130 proxies have been
received, so the quorum has been met to hold the meeting. The final tally will
be provided in the minutes from the meeting.
Note:
Final count of members present in person or by proxy was 23 present in person
and 111 present by proxy, for 134 present in person or by proxy.
Officially
Nominate and Appoint Chairperson
The Board
President called for nominations for a meeting Chairperson. Paul Gianas was nominated
from the floor. The nomination was seconded. Paul was elected Chair by acclamation
due to no opposition and by majority show of hands.
Officially
Nominate and Appoint Recording Secretary for the Meeting
Paul
called for nominations. Karin Jennings was nominated as Recording Secretary, seconded,
and appointed Recording Secretary by acclamation due to no opposition and
majority show of hands.
Paul
provided an overview of the governing documents for our association. Governing
documents are available on the Association’s web site (http://bridgercreek.blogspot.com)
or from the Gallatin County Clerk and Recorder’s office. Paul also provided an overview of Robert’s
Rules of Order, the governing parliamentary procedure as approved by the
membership with the 2008 Bylaws amendment. The protocol for the meeting was
communicated; members must raise their hand, be recognized by the Chair, and
state their name. Members are allowed to
speak for approximately 2 minutes on an agenda item. Everyone that wishes to
speak will be given an opportunity to do so before members are called on for a
second time. Questions should be addressed through the Chair. If the Chair
cannot answer the question, the Chair will direct it to a member who can
answer.
Design
Review Committee Report
Sharyn
provided an overview of the committee, comprised of two members, Dave
Andreassi, Chair, and Dorick Savageau. There is not much new construction
occurring in the subdivision currently. Members were reminded that any
modification or addition to a home exterior or landscape needs to be communicated
to and approved by the Design Review Committee. This is often (not always) a
quick process. There were no questions.
Park
and Trail Committee Report
Karin
informed the members that currently there is no Chair for the Park and Trail
Committee. The previous chair moved and the Board decided not to fill the Chair
position while the lawsuit with a member remains pending. At this time the
Board is handing any activities, such as making arrangements with Grass Chopper
for mowing and weed spraying of the parks and trails in all phases.
Questions
were taken from the floor. A member commented
that there are several ground squirrel holes in the Phase 1 trail behind the
Ice House and they were concerned about tripping, etc. Karin said she lives
nearby and will bring a shovel to fill them.
Treasurer’s
Report for 2014-2015 Fiscal Year
Dian
Bottcher, Treasurer, was not able to attend the meeting, so Sharyn provided the
report. Sharyn mentioned that under Income, Member Assessments, fees collected
are slightly over budget due to a few new homes being constructed and receipt
of fees for design review, which are not budgeted. Under Expenses, Mowing &
Weed Control is near the budgeted amount, but noted that we still have 3 months
of billing remaining during this fiscal year. Due to the short winter we will
likely go a little over budget in this category. Because mowing frequency is
somewhat unpredictable due to being influenced by the weather, and we have
frequently been over budget in this category, the Board recommended increasing
it for the coming year. We are also doing a bit more weed control to keep ahead
of them. Similarly, note that Snow Removal was under budget this year due to
weather. There were no Repair and Maintenance expenses this year.
Overall
the Association is under budget (through April 30, 2015), but as discussed we
expect more expenses for mowing to come in, to bring us near what was budgeted.
Presentation
of Budget for July 2015 through June 2016
As
discussed in the Treasurer’s Report, the Mowing & Weed Control budget has
been increased over prior years to bring it into alignment with actual
expenses. Our lawn contractor, Grass Chopper, has raised fees slightly over the
past couple years, and we have been experiencing longer growing seasons,
requiring more maintenance and weed control.
Questions:
Tom Russell inquired where and when mowing and weed control is occurring and
how much is being spent for each and in what locations? Sharyn explained that
equivalent maintenance is provided to each open space area in the entire
subdivision. The Board does not break down expenses by Phase. All members of
BCSCA are equally responsible for maintaining any common areas, no matter what
phase they live in.
There
being no further questions, members were reminded to turn in their ballots at
the end of the meeting if they haven’t already done so. The final vote count
for the budget will be tallied after the meeting and is presented at the end of
these minutes.
Nomination
and Election for Two Board of Director Positions, Serving Two Years to May 2017
The Chair summarized
that the Board is made up of five positions.
One is a non-rotating member being a representative of Golf Course
Partners (subdivision developer), whereas the other four positions serve two-year
terms, with two of these positions being up for election every year. Currently Bill
Ranard and Dian Bottcher have completed their two year terms from 2013-2015,
but are seeking reelection for the 2015-2017 terms, as listed on the ballots.
Nominations
for Directors were taken from the floor. Nominations were made, and seconded,
for Bill Ranard and Dian Bottcher. No further nominations were made. Members
were instructed to complete any uncast ballots for submission prior to leaving
the meeting.
New
Business
Member
Catherine Nelson asked what is happening with Tom Murphy, the owner of the 12
acre parcel adjacent to the Phase 1 trail and park at the west end of Boylan?
Sharyn provided an update on the City Commission meeting where he sought
eminent domain for utility access from Boylan. The City denied his request. The
Board’s position is that any access or other easement would require a vote of
the membership, and to date there is almost zero support and clear opposition
that has been communicated to the Board from the membership; not enough to
warrant the expense of a vote. He has gone to the County to try to change the
zoning to Industrial. If an application to change the zoning is submitted we
would be notified as an adjacent landowner and the Board will assist in
communicating to the membership.
Catherine
Nelson asked about the status of the lawsuit with Mr. Beebe, one of the members
of the association? What is the core issue? Sharyn stated that the Board has
appealed the decision to the State Supreme Court. Documents are available on the association
web site (http://bridgercreek.blogspot.com/).
Currently both sides are waiting on the Court. The primary issue is Mr. Beebe
interprets the Covenants differently than the way the Association has
historically operated.
There was
general discussion about the $75/year/lot assessment being very inexpensive.
For example, Legends (adjacent subdivision) assesses $120/quarter/lot. George
McDowell expressed thanks to all – members and board for creating such a nice
subdivision. He is tickled with living at Bridger Creek.
The
membership was reminded to please provide and/or update their email address if
they wish to receive communications. Please do so by emailing bridgercreekboard@gmail.com.
There were
no actions taken on any new business discussed.
A motion
was made to adjourn the meeting, seconded, and the meeting was adjourned at 7:30
pm.
Ballot
and/or Proxy Tally – Final Vote Counts
The final
results of the votes from the Annual Membership Meeting are as follows:
Members
present at meeting, in person or by proxy = 134 (at least 109 are needed for a
quorum).
Approval
of Budget for 2015-2016: 125 yes, 2 no, 7
abstain. Budget is approved.
Election
of Directors:
Bill Ranard 124
votes – Elected to Board for 2015-2017 term
Dian Bottcher 124
votes – Elected to Board for 2015-2017 term
