Bridger Creek
Subdivision Community Association
Special Meeting of
the Board of Directors
Held in Executive
Session
Friday, October 5,
2012
The meeting was called
to order at 1:05 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 this Association is governed by.
Board Members present
were Sharyn Anhalt, Erik Steckmest, Dorick Sauvageau, and Karin Jennings; Board
members absent was Tim Russell.
Bring Clarity to the
Debacle of the October 1 Board Meeting
Sharyn acknowledged that
she takes responsibility for failing in maintaining control of the last Board
meeting, held on October 1. Proper meeting procedures were generally discussed.
Sharyn made a motion to implement better structure for meetings that
Board meetings are open to all members except where the agenda requires
Executive Session; members may attend and observe during the open portion of
meetings, but members may not participate in the Board discussions unless
invited to speak by the Chair; members may submit additional Agenda items to
the Secretary at least two (2) days before a meeting, and such requested
additional Agenda items shall be considered by the Board during the approval
for the Agenda at the opening of each meeting.
Dorick seconded the motion and it passed unanimously.
Discuss Sharyn’s Offer
of Resignation as Bookkeeper and Plan for Transition if Accepted
Sharyn formally
submitted to the Board her written resignation as bookkeeper and administrator
to the Association. She also expressed that
she is willing to remain in this capacity if requested by the Board. Sharyn has been working for the Association and
reporting to Association Boards in this capacity since 2009 (as captured in the
Minutes of the Special Meeting dated July 27, 2009, posted to the web site in
August 2009). Sharyn provided a summary list of her services, which were
reviewed and generally discussed, also providing clarification of why she is
paid as an independent contractor through Kidstock Inc. This summary list of services is attached to
these minutes for Association records. Summary of Bookkeeping & Admin Services
Sharyn then recused
herself so the remaining Board members could discuss her offer of
resignation. Dorick made a motion
to not accept Sharyn’s resignation as bookkeeper and administrator to the
Association and to continue with the current arrangements for this
position. Erik seconded the motion and
it passed by majority, with Sharyn abstaining due to conflict of interest.
Further, Karin made a motion
that the Board issue a Resolution that the Board is confident in Sharyn’s
performance as the Association’s bookkeeper and administrator, and that the
procedures that are in place [specifically the Treasurer picks up the mail and therefore
monitors incoming bills, the Treasurer and Secretary are the only Board members
having signing authority, and therefore a second Board member (not Sharyn) always
reviews bills for accuracy and authorizes their payment by signing the check]
provide proper checks and balances for appropriate control of Association
assets. Dorick seconded the motion and it passed by majority, with Sharyn
abstaining due to conflict of interest.
Address Tim’s Request
for Additional Information Relating to the Executive Board Committee, including
Insurance Policy
Sharyn collected and
brought the information requested by Tim to the meeting to provide and discuss
with him. Due to Tim’s absence she will
provide them through alternate means. No
action was taken.
Discuss Board
Responsibilities and Confidentiality
General discussion on
this topic; no action was taken.
New Business
Dorick reported that
Sharyn forwarded a message she received from a member on North Boylan Road
regarding concern about golf cart crossings and traffic. Dorick will discuss this issue with the golf
course (Great Northern Golf). Sharyn
will follow up with the member reporting concern.
Karin requested that the
next regularly scheduled Board meeting, set for November 5 during the May
meeting be changed due to a time conflict.
It was rescheduled for Tuesday, November 13 at 6:30 pm. Sharyn will contact the Masonic Temple to
cancel November 5 and determine availability for November 13. The membership will be notified of the
meeting location after availability is confirmed.
Dorick informed the
Board that Golf Course Partners (GCP) will be holding a Board meeting next
Thursday, and that they will be discussing whether to move forward with
additional construction near the Links Condos.
Sharyn reminded him that even if they use the same plans as for previous units, GCP will need to submit to the
Design Review Committee, and that an outside member would be involved with
review since Dave heads the committee and Dorick serves on it. Dorick acknowledged.
Karin requested that
Dorick inform GCP that she plans to work with Dorick to follow up on
outstanding ownership transfers from GCP to the Association (discussed during
the October 1 Board Meeting), but that it is on hold pending resolution of the
Association’s entity status.
The meeting was
adjourned at 1:10 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.
