Minutes of Special Board Meeting 7-19-12

Bridger Creek Subdivision Community Association

Special Meeting of the Board of Directors

Thursday, July 19, 2012

The meeting was called to order at 6:00 pm at the Bozeman Public Library large meeting room.


Board Members present: Sharyn Anhalt, Tim Russell, Erik Steckmest, Karin Jennings, and Dorick Sauvageau.
Members present: George Durkin, Bill Beebe and Kay Beebe.


Establishing Policy and Procedure for Requests for Records under the Bylaws

A request for inspection and copying of all BCSCA financial records was received by Sharyn, as President and Bookkeeper, from Tim and June Russell on July 9 via Registered Mail.  The BCSCA Bylaws, Article IX on page 29 states: "The books, records, and papers of the Association shall, at all times during reasonable business hours, be subject to inspection by any member". The Russell's request demanded that the BCSCA bookkeeper provide inspection and copies within 5 business days under Montana state law. Sharyn, as BCSCA bookkeeper did not feel she had the authority to release the records without direction from the Board.


Sharyn, as President, presented a draft policy for Board review based on our Bylaws, state law and similar record request policies from other homeowner's associations. She presented an overview of the draft policy. The Board was allowed time to review the draft. Discussion ensued. Tim inquired about his specific request for records and how the policy would apply and whether he would need to re-request records. Discussion was redirected back to the current agenda item. Dorick made a motion to accept the policy as drafted; Karin seconded. There was no discussion of the motion. The motion was passed with four votes in favor and Tim opposed. The policy, entitled "Board Policy Regarding Inspection of Records as Provided in Bylaws Article IX" has been adopted. The Board directed the bookkeeper to post the policy to the web site.


Tim was unclear on how adoption of this policy relates to the Association's Covenants and Bylaws. Sharyn explained that the Covenants allow for the Board to establish rules and procedures, and that this policy was now the guideline for the Board and Members to operate with regard to any request to inspect records. The policy stays in effect until this Board, or a future Board, amends or repeals the policy.


Consideration of Whether or Not to Account for Expenses by Phase

This agenda item also relates to Tim and June's request for records to determine expenditures for each individual phase of our subdivision. Sharyn opened the discussion by reminding the Board that the common areas managed by our Association are for the benefit of all members. The labels used to identify park and trail areas (phase 1, 2 etc) are just labels, not indications of benefit or ownership. Bill Beebe suggested that the association could implement proportional billing, even of liability/insurance costs. Sharyn replied that we are legally one subdivision according to the City and our Covenants and cannot legally allocate or bill for HOA dues separately by phase. Dorick asked Tim about his goal in reviewing the records and what his underlying purpose is in wanting to separate expenses per phase. Tim replied that his concerns surround the high level of monies that have been reserved for future improvements and the amount of maintenance costs that are being spent per phase. Karin reminded Tim that decisions have been made historically by previous Boards about improvements of the various parks and trails that now require the Association to provide certain levels of maintenance in different areas. Additionally, as Tim is aware due to his high level of participation, discussions on additional improvements throughout the subdivision are in process through the Park and Trail Committee.


Sharyn, as bookkeeper, informed the Board that the mowing of the Phase 2 park is the least expensive per mowing of all park areas since it is a smooth surface compared with the parks in Phase 1 or 3. Sharyn also pointed out that the Association is not in possession of all early financial records; the previous bookkeeper did not transfer all the historical records, although multiple requests have been made, so we do not have detailed historical bills available. The Association does have a complete record, though, in the computerized general ledger. This record does not provide the detail needed to allocate expenses by phase. Also, bills are generally not broken down by phase, so that information is unlikely to be available even through thorough inspection of all records.


Tim again complained that currently there is simply too much money set aside for parks and trails. Karin retorted with a reminder that projects are expensive and will often cost more than the roughly $5,000 set aside through the budget, approved by the membership at the Annual Meeting each year; and that no improvement projects of note have been accomplished for years due to one Boards' complete depletion of all association funds (taking years to rebuild); and more recent Boards' inability to approve and implement any projects. Bill Beebe commented that there are ways to break down all costs (insurance, maintenance, bookkeeping, etc.) by phase, and restated his desire to see proportionate billing.


Sharyn made a motion that there would be "no retroactive accounting by Phase, but that moving forward expenditures could be provided by Phase to the Board for decision making purposes, and that financial statements would remain reflective of the subdivision as a whole"; Dorick seconded the motion. Discussion was opened.


Bill Beebe stated the Board was making a big mistake. Karin inquired what purpose such an exercise provides to the Board since the primary (if not only) expenses/expenditures that can be separated by phase are related to parks and trails. These park and trail expenses can easily be reviewed by the Board without going through the exercise of separating these costs by phase. Tim questioned why the Board did not review and approve all maintenance contracts. Sharyn commented that previous Boards have tasked the Park and Trail Committee Chair with contracting for the annual maintenance, including obtaining bids for services on an annual or semi-annual basis, and have not required micromanagement. The contracts are within or below the amount approved in the budget. As a volunteer Board with volunteer committees, it's important to maintain efficiency. Each year, this information is available to the Board.


Following discussion Sharyn amended her motion to remove the statement "but that moving forward expenditures could be provided by phase to the Board for decision making purposes". The amended motion stated that there would be "no retroactive accounting by Phase and that financial statements would remain reflective of the subdivision as a whole"; the amended motion was seconded by Dorick. There was no further discussion on the amended motion. The amended motion was passed with four votes in favor and Tim opposed.


New Business

To follow up with Tim regarding his request for records, the Board confirmed that his current request does not comply with the enacted Policy, and that he and June would need to resubmit a request per the Policy. Specifically, his original request did not identify the records they wished to inspect and copy, since it stated merely "all records". They must also provide a purpose for seeking the records and show why the records are connected to that purpose.


Tim also questioned the Board on why he could not personally make copies of the records, since he did not want to pay the Association for the cost of copying. Sharyn replied that the originals could not be released to anyone for photocopying.


In order to keep all Board members informed of current and historical information, the Board agreed that the following information be emailed to each Board member. Karin will provide (by email) a copy of the presentation that Stuart Jennings, previous Chair of the Park and Trail Committee, prepared and presented at the 2011 (and 2010) annual meeting. This presentation provides historic improvement expenditures by year and by location. Additionally, Sharyn will provide (by email) a copy of the general ledger (going back 2 years) which lists all association expenditures. Sharyn will also provide (by email) a copy of the contract with Grass Chopper for maintenance for the current year.
Meeting was adjourned at 7:15 pm.


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

Board Meeting Minutes June 4, 2012

Bridger Creek Subdivision Community Association

Board of Directors' Meeting

Monday, June 4, 2012

 

The meeting was called to order at 6:30 at the Masonic Temple (14 S. Tracy Avenue).

 

Present: Sharyn Anhalt, Tim Russell, Erik Steckmest, Karin Jennings, and Dorick Sauvageau.

Also attending: Adam Racow (Chair, Park & Trail Committee), Meredith Tate, and Linda Cox.

 

Approval of Minutes

Erik made a motion to approve the minutes from the May 21, 2012 Board meeting; Dorick seconded. There being no discussion, the minutes were unanimously approved as presented.

 

Design Review Committee

Sharyn pointed out that the Covenants require three members on this committee and there are currently only two members, Dorick Sauvageau and David Andreassi. The possibility or need for adding a third member was discussed and agreed to be put on hold, with the request that any unusual or atypical issues that may arise be brought to the full Board for discussion and decision.

 

Dorick raised the issue of an unapproved rail fence that was erected on lot 31 in Phase 3. The homeowners submitted a landscape plan to the Committee, which was approved, but then erected a fence in addition to the approved landscaping. David Andreassi discussed the issue with the lot owner, without compliance. Sharyn will draft a letter from the Board to the lot 31 owner requesting that they comply with the application and approval process for the fence. Also, Dorick noted that the boundary of lot 17 in Phase 2 has been recently staked, possibly for a fence or landscaping. D/R Committee has not contacted that owner. Sharyn will contact the owner of lot 17 to inform them of the D/R process.

 

Tim raised the issue of absent boulevard trees. Erik volunteered to follow up with identification of which lots are missing trees and will contact those owners.

 

Finance/Treasurer Report

Sharyn, as bookkeeper, reviewed the status of delinquent assessment payments. There are several lots that are >2 years past due. Current Board policy with delinquent assessments is to assess a finance charge of 12% per annum when any balance is >90 days past due. Discussion ensued regarding filing liens with the County Clerk and Recorder. Meredith made a motion to file a lien against any property if assessments are > 2 years past due. The motion was seconded by Karin. It was discussed that standard lien forms are available at Phillips Bookstore or Staples and there were questions about the amount of the filing fee. The motion was withdrawn. Sharyn mentioned that there is one property with assessments > 3 years past due. It was discussed that we could better understand the process after the first lien is filed. Dorick made a motion to file a lien on against the property having assessments > 3 years past due. It was seconded by Erik. The motion passed unanimously and the bookkeeper was instructed to file the lien.

 

Erik provided a review of the current (as of June 4, 2012) Balance Sheet and Budget to Actual for the current fiscal year (July 2011-June 2012). As of June 4^th, the bank account has a balance of $33,536.06 and we are awaiting the May billing from Grass Choppers for lawn maintenance. $19,000.00 of the bank balance has been reserved for future improvements by the Board. The current Budget vs Actual income and expenses indicate $9,783.64 under budget for operations; of this, $5,000 was budgeted for improvements. Maintenance ran under budget due to a low snow year, requiring less snow removal.

 

Because the membership approved the budget and $75 annual assessment for 2012-2013 at the Annual Membership Meeting in May, Sharyn mentioned that the Board should formally adopt the same for the upcoming 2012-2013 fiscal year. Dues assessments will be mailed in July. Dorick made a motion to approve the $75 annual assessment and budget for 2012-2013 that was presented and approved by the membership at the Annual Meeting. Erik seconded. Discussion followed, with Tim asking for clarification on the balance sheet. The motion was approved with 4 ayes and Tim abstaining.

 

Next on the agenda was the Improvement Reserve. Karin made a motion to move $5000 of unspent budget in the Balance Sheet for the current fiscal year (2011-2012) into the Subdivision Improvements reserve for 2012-2013. It was seconded by Dorick. Discussion followed with Tim questioning the need for additional money in this fund. Karin reminded the Board that setting aside $5000 for improvements is consistent with the intention for raising the minimum annual assessment to $75, approved by the membership in 2002. At that time, the membership intended that $25 per year per lot be allocated to current and future improvements. She also mentioned that the reason the fund is currently so large is that the recent Directors have chosen not to act on any projects brought from the Park and Trails Committee. Dorick clarified that the Board has the ability to move funds out of the Subdivision Improvements reserve if needed for another purpose. The motion was approved with 4 ayes and Tim opposed.

 

Annual Meeting Review

Meredith stated that her main interest in attending this meeting tonight is that she was surprised by the continued tone of the dialogue at the annual meeting and is concerned about the relationship between Golf Course Partners and the homeowner's association. She knows the partners and worked with them as the initial realtor for the development. She feels they are good people.

 

Sharyn had contacted Jack Schunke after the annual meeting to schedule a meeting between the BCSCA Board and GCP. Jack informed Sharyn that Dorick was now chairman of the board. Dorick was asked to arrange a meeting, but stated that the GCP board was unwilling to meet with the BCSCA Board to discuss cross country skiing, the McIlhattan Trail project, or the Phase 2 trail easement. He stated that there is nothing to discuss. GCP is opposed to the McIlhattan Trail project and realizes they cannot stop it from being built, but will terminate public use of the course for skiing if the trail is pursued. There is also nothing to discuss regarding the trail easement along the north boundary of Phase 2. That has been granted and GCP will not discuss or negotiate any alternate locations for this easement.

 

Sharyn noted that even though the McIlhattan Trail Project was approved by the membership at the Annual Meeting in May, the Park and Trail Committee will need to consider the pros and cons of pursuing the project and obtain bids for costs before bringing it to the Board for approval to allocate funds from the Improvement Reserve.

 

The Board received an email from Bill Beebe with comments regarding the annual meeting. Mr Beebe asked that the minutes be corrected to reflect his request for information of Covenant requirements related to Park and Trail expenditures. Mr. Beebe also suggested that the McIlhattan Trail vote did not comply with the Covenants. He advised the Board that he may pursue legal action. Sharyn will draft a Board response, including the Covenant information requested and the Bylaws requirements for voting at the Annual Meeting; the draft response will be circulated for Board approval before sending to Mr. Beebe.

 

The Board also received an email from Dane Gamble, Head Greenkeeper at the Bridger Creek Golf Course, with a request to distribute a reminder to homeowners about not entering the golf course and weed control issues. After discussion, it was agreed that the information might be better received by the homeowners if it included additional explanation, along with contact information if homeowners have problems with golfers. The Board agreed that it was in our best interest to foster positive communications between the homeowners and the golf course operators. Sharyn will contact Dane to request some edits and to add golf course contact information to his requested reminder information before forwarding it to the membership.

 

Park and Trail Committee

Adam provided a brief update on recent Park and Trail Committee activities. He and Karin met with Thom White, City Parks Department, to touch base on maintenance and weed issues in the Phase 3 park, which is owned by the City. The City recognizes that they are responsible for maintaining this park, but their classification as a "passive park" and a lack of resources would have it maintained to a lower standard than expected by the adjacent homeowners. Thom agreed to put the Phase 3 park on their weed spraying schedule for the rest of the year, but requested that since the association had already contracted with the Grass Chopper for spraying that we continue to have Grass Chopper spray the first time, if not already done. Any remaining spraying by Grass Chopper for the association has been cancelled. The association will continue to contract with Grass Chopper to mow the park and trail edges, so that it meets the higher standards of the association. The City's mowing would be quite infrequent. The City will also look into the availability of and provide park boundary markers, as there are only a few currently remaining.

 

Adam informed the Board that the committee plans to organize a couple of field trips followed by a project prioritization meeting. Specific information will be forwarded to the membership by email soon. Field trips will be held June 18 and 20, with the prioritization meeting on June 21^st. The intent of these gatherings is to get greater membership input into park and trail improvement or maintenance projects. There was a similar attempt to increase participation and ideas in December 2011 at a meeting at the Library which was attended by approximately 20 people.

 

New Business

Dorick informed us that he received a call from an owner that backs onto the vacant commercial lots adjacent to Birdie Drive, with a complaint about gopher (Richardson's ground squirrel) problems. He is looking into what can be done, and has contacted the golf course and others for input and to determine the best options.

 

Meeting was adjourned at 8:55 pm.

 

The next regularly scheduled Board meeting is Monday, August 6 at 6:30 pm at the Masonic Temple.

Bridger Creek Park & Trail Field Tours

Bridger Creek Subdivision Community Association – Park and Trail Committee

 

The Park and Trail Committee invites you to Field Tours and a Project Prioritization Meeting

June 18, 20 and 21

 

Field Tour #1 - Phase 1 Parks and Trails

Date: June 18, 2012

Time: 6 pm - 7:30 pm

Meet at: 1075 Boylan Road

Objective: View Homeowner Park and Trail Assets, discuss maintenance and improvements

If you are unable to meet at 6, please feel free to join in the tour while in progress.

 

Walking tour will leave from 1075 Boylan Road, heading east on Boylan, then right (south) on Story Mill Road. We will turn right (west) onto the Phase 1 Trail (between the Ice House and Bridger Blacksmith). The tour will pass by and discuss the Phase 1 Triangle Park, then continue on the trail, crossing Birdie Drive, to the Phase 1 Main Park. The tour will continue around Boylan Road to the north/east, to Story Mill Road. We will turn left (north) to briefly explore trail connections near the bridge on Story Mill Road (crossing Bridger Creek), then head back (south) on Story Mill Road to 1075 Boylan Road.

 

Field Tour #2 – Phase 2 and 3 Parks and Trails and Potential Future Trail Connections

Date: June 20, 2012

Time: 6 pm - 7:30 pm

Meet at: Intersection of McIlhattan and Augusta Roads

Objective: View Homeowner Park and Trail Assets, discuss maintenance and improvements with emphasis on pedestrian connections

If you are unable to meet at 6, please feel free to join in the tour while in progress. Due to the nature of walking along roads with traffic, children are not advised for this tour.

 

Walking tour will leave from the intersection of McIlhattan and Augusta Roads heading left (north) along McIlhattan Road, exploring the pending/potential McIlhattan trail corridor. At the north boundary of the subdivision (where the road turns to gravel) we will look left (west) to discuss (but not walk) the potential for trail access to the East Gallatin River via the trail easement located along the northern boundary of Phase 2 as delineated on the Final Plat. The tour will then continue to the east to walk the length of the Phase 3 Trail within the Phase 3 Park (between McIlhattan and Story Mill Roads). We will then turn right (south), walking along Story Mill Road, to discuss a potential trail connection along Story Mill Road to the intersection with McIlhattan Road. We'll briefly explore trail connections near the bridge on Story Mill Road (crossing Bridger Creek), then head back (west) along McIlhattan to the intersection with Augusta while exploring possible trail corridors along McIlhattan Road.

 

Project Prioritization Meeting

Date: June 21, 2012

Time: 6 pm - 7:30 pm

Meet at: Phase 2 Park off of Augusta Road

Alternate location (in case of poor weather): Racow garage (3113 Augusta Drive)

Objective: View Homeowner Park and discuss park/trail project prioritization (2012 and beyond)

Bring: something to sit on (chairs, blankets), your ideas, your willingness to help follow through with turning your ideas into reality.

Everyone is welcome, regardless of participation in the Field Tours.

 

Please contact Adam Racow (aracow@gmail.com) or Karin Jennings (karin.jennings@gmail.com) with any questions. Please let us know if you are interested in participating in the field tours but simply cannot make those dates/times, as we may be able to arrange an alternate tour(s).

Board of Director’s Meeting May 21, 2012

Bridger Creek Subdivision Community Association

Board of Directors' Meeting

Monday, May 21, 2012

The meeting was called to order at 6:05 in the Phase 2 Park.


Present: Erik Steckmest, Karin Jennings and Sharyn Anhalt.
Absent: Dorick Savageau and Tim Russell
Also attending: Adam Racow (Chair, Park & Trail Committee) and Terry Deal


Board Positions
Discussion took place for assignment of roles and responsibilities for the new Board of Directors. It was noted that as bookkeeper, it would be best for Sharyn to not serve in the positions of Treasurer or Secretary to allow for oversight of her duties as the bookkeeper. Nominations were made, and seconded, for the following positions (with Dorick maintaining his position as Representative for Golf Course Partners):
    President – Sharyn Anhalt
    Vice President – Tim Russell
    Treasurer – Erik Steckmest
    Secretary – Karin Jennings


Board Meeting Schedule

The need to set a regular schedule for Board meetings was discussed. It was agreed to meet during the following months during this fiscal year: June, August, October, November, January, March and April. The first choice for meeting dates among the Board members present was the 1^st Monday of the month (for which a meeting is scheduled). The second choice is the 2^nd Monday of the month. Decision on day of the month is pending input from Dorick and Tim. Meetings will be held at 6:30 pm.


Board Meeting Locations
Board meetings have typically been held at the Bozeman Public Library. However, these meeting rooms have been difficult or impossible to reserve recently. Karin and Sharyn looked into possible alternatives to the Library. Karin reported on a meeting room available at LaQuinta Inn (7^th and I-90) for $50/meeting, with bare necessities provided. Sharyn reported that the board room in the Masonic Lodge (downtown, above Miller's Jewelry, corner of Main and Tracy Ave.) would be available for $25/meeting. Other alternatives were discussed, including rotating meetings at individual houses within the neighborhood however, there was consensus the location needs to be consistent so general members would readily know where to go if they wished to attend. The goals for a meeting location included being convenient and near our neighborhood and free or inexpensive. It was agreed that the Masonic Lodge would be preferred due to location and lower cost. Erik made a motion to add $175 to the budget to cover the rent for the meeting space at the Masonic Lodge; Karin seconded. The motion was passed unanimously.


Web Site Postings and Membership Email List
Sharyn suggested the need for a policy for requests for information to be posted to the BCSCA web site (blog) as well as distribution using the membership email list. Recent requests have included the coal train public meeting, local cell tower proposal, and response from Karin and Sharyn regarding trails issues within our neighborhood. Adam suggested posting to the web site is preferable to filling people's emails with potentially undesired information. Sharyn mentioned being careful about the potential appearance of Board endorsement, particularly for public service information requests. Karin inquired whether we can update the web site to have separate sections for postings relating to community-interest/public service versus information specifically being communicated from the Board? Sharyn indicated that would be possible and will work to add a separate section within the web site.


Additionally, Sharyn mentioned that the standard procedure has been to email the membership with an announcement of any upcoming Board meetings, as well as notification of minutes being posted to the web site. Discussion ensued regarding whether to add to such emails to the members a simple mention of public service announcements that may have been added, directing them to the web site for more information. All agreed that this would be appropriate.


The process of approving Board meeting minutes was discussed. Minutes will be circulated to the Board and committee chairs for approval and/or modifications within one week of the meeting. Following approval minutes will be posted to the web site.


Karin mentioned that older meeting information does not seem to be available on the web site, and that she has copies of minutes from the years that she served on the Board and/or Park and Trail Committee. Karin will work with Sharyn to add these older materials to the web site. If there are any other members who have archival materials that should be added, please contact Sharyn.


Check Signing Authority

Erik addressed the fact that the Board needs to update and change check signing authority following the changes to the Board at the Annual Meeting. Currently, Carolyn Hopper and Erik Steckmest have check-signing authority. The bank needs a copy of the minutes indicating which members went off the Board and which members were added. A motion was made to have the Board signatories be Erik Steckmest, as Treasurer, and Karin Jennings, as Secretary. The motion was seconded and passed unanimously. Erik will bring a copy of the minutes from the Annual Meeting as well as from this May 21 Board Meeting (once approved) into the bank to initiate the signatory changes. Karin can sign the authorization card separately, once Erik indicates the process has been initiated.


Park and Trails Update

Sharyn provided a brief update on the meeting that she and Karin had last week with the City (Dave Skelton, Planner, and Greg Sullivan, City Attorney). This meeting was an interim follow-up to a list of questions that was submitted to the City in January regarding various park and trail issues that were raised during a January Park and Trail Committee meeting. Inquiries included: Phase 3 park maintenance responsibility (since it is deeded to the City); perfection of ownership transfers from GCP to the BCSCA in Phases 1 and 2; and the trail easement on the final plat along the north boundary of Phase 2. The City is still working on their written response.


Terry inquired about the City's position on the McIlhattan Road trail. Sharyn and Karin both indicated that the City is supportive and stated that as long as details are worked out with City Engineering, that there is no reason it cannot be built within the McIlhattan Road right of way. Sharyn has talked with Jack Schunke about the possibility of the BCSCA Board attending a Golf Course Partners' Board Meeting to discuss and address various issues, including the threat of closing the golf course to skiing during the winter. Sharyn and Karin will work with Dorick to find a time when this joint meeting might be possible. Sharyn mentioned that the Board and Park and Trail Committee needs to work together toward formulating a long-term plan for trail development before proceeding with the McIlhattan Trail.


Adam will try to schedule a Park and Trail Committee meeting in the next week or two.


Meeting was adjourned at 6:45 pm.

2012 Membership Meeting Minutes

Bridger Creek Subdivision Community Association

Annual Membership Meeting

Minutes of Meeting – May 7, 2012

 
 

The meeting was called to order at 7:05 PM at the Beall Park Center. 167 members were present in person or by proxy, representing a quorum (109 minimum number required for a quorum).

 
 

Sharyn Anhalt informed the members that the first order of business needed to be nominations for meeting chair and minute taker. Sharyn was nominated, seconded, and approved to chair the meeting. Karin Jennings was nominated, seconded, and approved to record minutes of the meeting. Sharyn proceeded to call the meeting to order, reminded members that Robert's Rules of Order govern our meetings and procedures and gave a quick overview of the procedures for this meeting. It was also announced that ballots and/or proxies would be counted at the conclusion of the meeting, and that anyone interested in participating or observing was welcome to remain for that process.

 

McIlhattan Trail Project

Stuart Jennings started the discussion by summarizing the 2011 Annual Membership Meeting and the follow-up with Jack Schunke regarding Golf Course Partners' (GCP) opposition to the trail. A summary was also provided regarding ski trail grooming on the golf course by the Bridger Ski Foundation (BSF) and that GCP entered into an agreement with BSF in the fall of 2011 to provide for continued grooming of ski trails. Sharyn added that our Covenants and Final Plat Conditions provide for access across the golf course to access the creek and mentioned that she is working with the City to clarify these access issues.

 

There was a question requesting presentation of the specific location for this trail segment. Stuart held up an air photo, oriented everyone to the layout/landscape and pointed to the location of the trail and other parkland in the subdivision. Discussion followed regarding the trail easement on the Final Plat along the north boundary of Phase 2 and where that is located. Discussion ensued regarding the larger trail system, and the City-wide Main Street to the Mountains (MS2M) trail network.

 

A question was raised about the costs of the McIlhattan trail and project. A summary of the original estimate prepared in 2011 was provided, and it was clarified that the Membership is voting to approve or disapprove the concept of the trail adjacent to McIlhattan Road, not necessarily the project budget. A question was raised about whether it is appropriate to spend funds on property not owned by the Association. In response, it was stated that the Association regularly spends monies on property not owned by the Association. An example is the Park in Phase 3 which is owned by the City and maintained by our Association. A question was raised about what benefit the trail would bring and why spend the money? Discussion followed from some that nearby trails increase and improve quality of life for residents. A member wanted to know who at the City approved the trail project last year? Stuart replied that there were many meetings with various people in various departments and that it is generally not one specific person at the City that single-handedly provides approval. [The trail can only be approved when a plan is submitted to the City. A plan has not been submitted for approval.]

 

Comments were provided opposing construction of the trail due to safety concerns. Counter comments were provided that the walking on the trail would be safer than walking in McIlhattan Road.

 

Clarification was requested for whether the money is currently available for this trail project. Sharyn answered that money has been reserved by the Board of Directors from prior years' operating budgets, and the current reserve balance is $19,000. The project is expected to be funded from this reserve and the current annual operating budget, and no special assessments would be needed. If any improvement project requires a special assessment, the board would bring that to a vote of the members.

 

Comments were provided in support of trails in general, that they improve quality of life, and provide for feelings of safety for people of all ages. Urged residents to walk McIlhattan Road and try it out if they haven't experienced walking there without the benefit of a trail. Another comment was provided that this project should be viewed more as a sidewalk – a necessary sidewalk - than a trail

 

Dorick Sauvageau, GCP representative to the Association's Board of Directors, restated that GCP remains adamantly opposed to building this trail along McIlhattan Road. Constructing this trail will impact the agreement with BSF regarding ski trail grooming. A member asked Dorick to clarify why GCP is opposed. Dorick refused to clarify stating that he covered GCP's position at the meeting last year and that he wouldn't go into it again.

 

Dane Gamble, representing Great Northern Golf (GNG), the entity that leases the property from GCP and operates the Bridger Creek Golf Course, was present and asked to be able to comment on GNG's position. Since Dane is not a Member, Sharyn asked for a motion for Dane to address the Members. A motion was made, seconded and approved for Dane to address the Members and explain GNG's position on the trail. Dane proceeded to explain that their concern is about the trail users not simply using the trail but also going off the trail onto the golf course, and how GNG is concerned for the safety of these users with respect to golf balls.

 

A question was raised about a map on GVLT's web site depicting a network of trails. Stuart addressed this question, first stating that he is a current Board Member of GVLT. He is familiar with that map. It is simply a projection of potential trail corridors and trail connections.

 

A member questioned the set aside of such a large amount of funds. Joan Michlin, Board member, mentioned that in the two years she's been on the board that discussions have only been about the trail and that she feels there is an imbalance in how monies have been used or not used with regard to the entire community. Bill Ranard was asked whether he would comment on the history of the dues increase that was approved by the Members in 2002, since he served on the Board of Directors at that time. Bill provided a summary of the dues increase, originating from the fact that the subdivision wasn't even breaking even and that he and another member had to loan money to simply cover Association expenses. The Membership approved an increase in the minimum assessment per lot from $25/year to $75/year. The purpose of this increase was to provide funds annually for subdivision improvements. He added that it was intended that the increased funds could accumulate and be set aside to future years to enable larger projects rather than being forced to complete projects in a piecemeal fashion.

 

A concern was raised about the possible loss of skiing on the golf course based on Dorick's previous comments. It was mentioned again that an agreement was entered into between GCP and BSF governing grooming of ski trails. Dorick stated that the contract would be cancelled if this trail project was approved.

 

It was asked of Dane how is moving pedestrian traffic from the road to a trail adjacent to the road any more dangerous to walkers with respect to golf balls? Dane responded that their concern is for people's safety and that they expect more people using the trail therefore their risk is increased because of the increase in people. The point was made by another member that there are many sidewalks along greens and that using these sidewalks would pose equal risk to pedestrians from golf balls. A member provided comments in favor of trails in general, providing connection between the subdivision phases, and connecting to the larger MS2M trail system.

 

There was a call to question. A motion was made to move to vote on the McIlhattan Trail Project. Motion was seconded and passed. Members were allowed time to cast their vote on their ballots.

 

Design Committee Report

Sharyn explained that Dave Andreassi, Design Committee Chair, was not able to make the meeting tonight and asked whether Dorick, who is a member of the committee, wished to provide an update. Dorick provided an update that there are no proposals currently pending at the committee and is no new business to report on. A fence was built in phase 3 without review by the Design Committee, and Dave has contacted them regarding compliance. Current committee members are Dave Andreassi and Dorick Sauvageau.

 

Park & Trails Committee Report

Stuart Jennings, Park & Trails Committee Chair for the past several years, introduced additional committee members, including Karin Jennings, Sharyn Anhalt, George Durkin, Lessa Racow, Adam Racow, and Rollie Rounds. Stuart introduced Adam Racow as the Chair of the Park & Trails Committee, appointed by the Board at their February 28, 2012 meeting.

 

Stuart reported on recent activities of the committee and the priority list that was developed following Member input at a meeting at the library in December. He summarized the prioritization of projects that was made by the committee in January and presented to the Board. Potential projects were ranked in the following order: 1) work toward trail connections and implementation to include a) the existing trail easement along the north boundary of Phase 2 (as shown on the Final Plat), b) construction of a trail along the west side of Story Mill Road from the existing trail in the Phase 3 park (near Caddie Court) to the corner of Story Mill/McIlhattan, and c) Phase 3 park improvements; 2) development of a Tot Lot in the park in Phase 2; and 3) completion of the proposed trail along the east side of McIlhattan Road between Augusta Drive and the existing trail in the Phase 3 park. The Committee presented the ranked projects to the Board, and the Board directed the Committee to develop a potential design for a Tot Lot in Phase 2. Lessa Racow graciously volunteered her time and expertise and worked up several schematics of potential tot lot designs for the south end of the Phase 2 park. These designs were presented at an informal meeting in March 2012. This meeting resulted in significant opposition, mostly from immediate neighbors, to a tot lot of any design within the Phase 2 park. Stuart stated that the current priority project for the committee will either be the McIlhattan Trail or the Story Mill Trail segments depending on the outcome of the current vote on the McIlhattan Trail.

 

Stuart mentioned, for general information, that there are plans by the City to put forth a bond for parkland on the November ballot. It is currently unknown what the specifics of this bond will cover or whether our Association may be able to benefit with use of funds from the bond. Stay tuned.

 

Stuart reviewed the Association budget items relating to parks and trails, and asked whether there were any questions. Tim Russell, Board member, requested more information on projects ahead of a vote. A member commented that it would be nice to open the committee up for more member input. Adam offered that as current Chair of the committee, for any parties who wish to be more involved in trails to please email the Association (bridgercreekboard@gmail.com) and those emails will be forwarded to his attention.

 

Stuart was thanked for his work and efforts over the past several years.

 

Treasurer's Report

Sharyn informed the membership that Joan Michlin, current Treasurer, has declined to present the Treasurer's Report. Sharyn had not received a response from the Board regarding how they wanted to proceed with the Treasurer's Report, and asked the two board members present, Joan and Tim Russell, Vice President, how they wanted to proceed. Joan offered her explanation for why she wasn't willing to provide the report and described the duties she has not been able to perform over the past two years and why. She was asked to fill the Treasurer's position at the meeting of the Board for election of officers, because she had experience with monetary matters. She said that Erik Steckmest, President, informed her that there wouldn't be anything she would need to do because the Association has a bookkeeper. Therefore, she is not prepared to provide the report.

 

A motion was made to have the bookkeeper, Sharyn Anhalt, provide the Treasurer's Report, which was seconded and passed. Sharyn reviewed the Balance Sheet from March 31, 2012 that was provided in the Annual Members Meeting Notice, as well as the Proposed Budget for July 1, 2012-June 30, 2013. The meeting was opened for questions regarding the Balance Sheet and Proposed Budget. The only question was for clarification of where snow removal occurs. In response, members were informed that snow removal paid by the Association only occurs on the sidewalks that front parkland; along the west end of Boylan in Phase 1 and on a small strip of Augusta on the south end of the Phase 2 park.

 

A motion to vote for approval of the Proposed Budget was made, seconded, and passed. Members were allowed time to cast their vote on their ballots.

 

Election of Directors

Sharyn informed the members that there were three candidates currently running for the two open seats on the Board of Directors, as listed in the Annual Meeting Notice, and requested nominations from the floor for the open positions. There was a separate motion to nominate each of the three candidates, Joan Michlin, Karin Jennings and Sharyn Anhalt, each motion was seconded and passed. Sharyn then asked for any additional nominations. There were none. Each candidate was allowed a brief opportunity to state their background and why they wanted to be elected to the Board. A question was asked regarding which members were going off the Board. Sharyn indicated that the two-year terms were completed for Carolyn Hopper and Joan Michlin.

 

A motion was made to vote for the three candidates for the Board, it was seconded and passed. Members were allowed time to cast their votes on their ballots.

 

New Business

No New Business was brought to the floor.

 

A motion was made to adjourn the meeting, it was seconded and passed.

 

The meeting adjourned at 9pm.

 

Ballot and/or Proxy Tally

Following the meeting Joan Michlin, Karin Jennings, Sharyn Anhalt and Leona Gibson remained to assist and observe the entry of ballots or proxies into the Excel spreadsheet.

 

The final results of the votes that were taken during the Annual Membership Meeting are as follows:

 

Members present at meeting, in person or by proxy = 167 (at least 109 are needed for a quorum)

 

Election of Directors:

Karin Jennings   130 votes – Elected to Board

Sharyn Anhalt    89 votes – Elected to Board

Joan Michlin       82 votes

 

Approval of Budget for 2012-2013: 128 yes, 39 no/abstain. Approved.

 

Approval of McIlhattan Trail Project:  86 yes, 81 no/abstain. Approved.

Park & Trail Committee Minutes Jan 4, 2012

Bridger Creek Subdivision Community Association

Parks & Trails Committee

Minutes of Meeting – January 4, 2012 7pm

 

Present: Stuart Jennings, Karin Jennings, Sharyn Anhalt, George Durkin, Lessa Racow, Adam Racow, Rollie Rounds.

 

After discussion of the December 6, 2011 Parks & Trails informational meeting, it was agreed that some additional research was needed to determine the accurate ownership of private and public parks, open common areas, and the Association's obligations for maintaining those areas. Karin and Sharyn will address these issues and report back to the committee and the Board.

 

The following projects were identified and ranked by priority. The committee represented by Adam & Lessa Racow will attend the January 11, 2012 board meeting and present these projects to the Board for approval.

 

1. Complete a trail loop from the corner of Story Mill & McIlhattan Rd, north on Story Mill to the existing trail beginning at Caddie Court, west along the existing trail on the north bound of Phase 3, and ending with the completion of improvements to the Phase 2 public trail easement. This route will involve three projects:

 

a. Phase 2 Trail. Research and design the development of the existing Phase 2 trail easement (per the final plat) along the north boundary of Phase 2. At the point where this trail easement ends, the committee envisions a viewing platform on the creek along with fishing access. Board approval only is needed for this project.

b. Story Mill Trail. Construct a trail along the west side of Story Mill, from McIlhattan Rd to Caddie Court. This trail would be built within the 60 foot public right-of-way, and would require City of Bozeman approval, along with Board approval.

c. Phase 3 Park Improvements. Provide trail access into the Phase 3 park, with landscaping and seating/tables. Since this is a public park, approval would be needed from the City of Bozeman, along with Board approval.

 

    Since these projects are located along public trails and within public parks, matching funds may be available from GVLT and the City of Bozeman Parks Dept.

 

2. Phase 2 Tot Lot. Develop a "tot lot" type playground park in the private park space in Phase 2. Access for parking and sidewalk is needed, so the committee envisions locating this on the south end of the park between lots 33 and 48. Play equipment designed for toddlers, landscaping, and benches or picnic tables would be included. Approval of the playground design would be needed from the City of Bozeman. This project would be funded entirely by BCSCA, and require Board approval.

 

3. McIlhattan Trail. Complete the proposed trail along McIlhattan Rd between Augusta Dr and Phase 3. This project has been designed and approval to build in the right-of-way has been granted by the City of Bozeman. The committee would contact GVLT to determine if matching funds would still be available. Requires only Board approval.

 

In regards to maintenance, the following items were identified:

• Provide more weed control in the Phase 1 triangle park.
  
• Trim trees and shrubs, and weed landscaped beds within the Phase 2 park.
  

Continue to provide the regular mowing and weed control along the trail and park in Phase 3.

Jan 11, 2012 Board Meeting Minutes

Bridger Creek Subdivision Community Association Board Meeting

January 11,2012

 

Present:

Erik Steckmest, Carolyn Hopper, Tim Russell, Dorick Sauvageau and Lessa and Adam Racow

as members of the Park & Trail Committee

 

The meeting was called to order at 6:00 at the Bozeman Public Library meeting room.

 

It was moved and seconded to move $10,000 from Membership Equity to Parks and Trails Reserve Account

 

Golf Course Partners Board indicated they would help pay for the sidewalk in front of

the Pope property. More research needs to be done to find out all the particulars regarding

this work.

 

Lessa and Adam Racow presented the ideas to the Board from the January 4 Parks

and Trails meeting. They will contact neighbors in Phase 2 with proposed ideas for a

"Tot Lot" and pursue a design presentation. This could be presented at the May Membership

meeting.

 

The meeting was adjourned at 7:35

 

Respectfully submitted

 

Carolyn Hopper

Secretary