Meetings & Minutes

October 1, 2011

September 10, 2011

December 3, 2011 - Preliminary unit February 4, 2012

CALL TO ORDER: 09:10 am

APPROVAL OF MINUTES

No minutes were provided for approval for September or October 2011

The minutes, minutes proposed for adoption that are marked to indicate draft status, or a summary of the minutes, of any meeting of the board of directors of an association executive session, shall be available to members within 30 days of the meeting. The minutes, proposed minutes shall be distributed to any member, who request and upon reimbursement of the association's costs for making that distribution. CC 1363.05. We try to make these available on the website. They are posted on the maintenance-building bulletin board.

ADDITIONAL AGENDA ITEMS:

Except as described in paragraphs (2) to (4), inclusive, the board of directors of the association
may not discuss or take action on any nonemergency item at a nonemergency meeting unless the
item (s) were placed on the agenda included in the notice that was posted and distributed
pursuant to subdivision. CC 1363.05 (h) (i) (1). Emergency items may be considered.

Closed Session

INFORMATION/VISITOR PRESENTATIONS:

The board of directors of the association shall permit any member of the association to speak at any meeting of the association or the board of directors, except for meetings of the board held in executive session. A reasonable time limit for all members of the association to speak to the board of directors or before a meeting of the association shall be established by the board of directors. Members have 5 minutes to present information.  Additional time may be granted by the Board. CC 1363.05 (h)

This subdivision does not prohibit a resident who is not a member of the Board from speaking on issues not on the agenda.  The board may not take action, unless an emergency exists on any item presented.  Time restriction may apply.  If possible, please notify the Board President or Board Secretary in writing prior to the meeting if you wish to testify. CC 1363.05 (h) (i) (1). 

Communications/Discussion:

STAFF REPORTS:

General Manager - Terri McGuigan (10 min)

The reserves stands at $778,538.46 this is before November reconciliation of the bank statements. This will be a little higher because of UN-posted interest.

We are required by the State to have arsenic testing on a weekly bases. This has created some expense for the association. The wanted these tests every week for 1 year, but after the engineer spoke to CDHP it was reduced to one test every two( 2) months.

My next report to the EPA is due the end of December. This report will have our results from the weekly testing on our arsenic levels. This next report will state that we are now on line and the levels are at zero. As I have had a conversation with the EPA's representative telling him that the treatment plant went on line in October, I am still required to provide quarterly reports.

Created a rough draft of the proposed budget for 2012/2013, I did send this out to the board on Thursday for your review. The revenue is based on 238 Cabins, 112 Lots this makes the total revenue $377,406.40.

I have sent out certified letters to several people who have not paid and who are falling behind in the ESA payments.

The following lot #'s have been unresponsive at this time and the board should follow up this the collection process. The board will need to make a motion for this action: Lot 45, Lot 59, Lot 102, Lot 221, Lot 263, Lot 283, Lot 289, Lot 343.

There was a motion to proceed with sending these parcels to collection. They will be sent additional certified letters for payment by December 31, 2011. (BG/MA, Approved 5-0)

Caretaker - Brian Silsby 10 Minutes

Brian reported that two fire hydrants have been placed. In his discussions with the fire department they have told Brian that they will be cleared of snow by the department. Brian reported that the old standpipes being replaced are rusting. Brian and Mark are working on the booster line to Unit 5. The Board discussed this action and CH will request to Brian the work be completed ASAP.

Staff has been using the pickup truck with the blade for snow removal. There are still concerns about people parking in the roads and trying to get plowing equipment past. This will be addressed in the upcoming Timber Trumpet.

Brian will have a meeting with Tesco regarding the auto dialer in the water treatment plant on Tuesday, December 6, 2011.

Brian and Terri will be meeting with Cranmer laboratories regarding water quality testing, testing intervals and Pricing on Wednesday December 7, 2011.

Brian reported that he is working on Arsenic treatment procedures for each individual well and has been pumping wells individually as a result. This is why water wells four and five show no water pumped. Overall water usage is down, but still does not add up to how much water is received in to the sewer plant.

Water Usage

DIRECTOR REPORTS:

• President –- CH reported that she is working on the paperwork to close the loan. Documents are due by 12/16/2011. The loan is in effect 1/5/2012
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• Secretary ––TS Director, Absent - No report

• Treasurer –- EL discussed the need to get next year’s budget in to place and consider the importance of the reserve fund.

• Roads – BG –. reported that he would not recommend any monies budgeted for roads from the operating fund in the upcoming budget year. Rather, to evaluate roads in the spring and identify areas requiring repair as to be addressed as part of reserve replacement
  

• 
  Architecture - SS Director Absent - No directors report. General Discussion; LOT 320 – The owner of the property requested the Board allow him to place a utility shed on the Association’s easement. The Board discussed the conditions of the encroachment on the easement which was estimated at 2-3 feet. The Board moved that the shed could be placed as presented, but the owner would need to respect the easement of the association in the event the need to access the area occupied by the shed. (MA/BG approved 5-0). The Board discussed the role of the Architecture committee and decided to disband the current committee based on the lack of activity on addressing current issues with PV compliance and the Builder’s handbook. (BG/MA Approved 5-0) A new committee was formed and charged with bringing a revised builder’s handbook to the next regular meeting. MA to chair, EL to be on committee and some members will be approached to see if they would participate. (CB/BG Approved 5-0)

• Compliance –MA - There has been some cargo containers placed on properties within the community. The Board instructed staff to send out good neighbor letter and share the County's policy regarding storage containers if property is less than 3.99 acres. As discussed earlier about road accessibility for snowplows and the parking of cars on roads needing snow removal - The Board supports the towing of vehicles if they violate the recently approved towing/snow removal policy. Additional notification will be sent out in the upcoming Timber Trumpet.
• Water - CB - The latest water samples after treatment show that no arsenic was detected and the plant is functioning properly. CB is drafting reserve study models. A committee consisting of EL, BG, MA and CB was set up to discuss the study and present a model by the next meeting.

• Sewer - SH - Director Absent - No directors report. General Discussion – The Board is concerned about increased use of the property and implication on the sewer system. BG recommends hiring a consultant to advise the Board on the implications of the 1985 judgment and the amount of effluent the properties are permitted to discharge. CH will work to address issue of discharge.

Old Business (20 Minutes)

Water pressure unit 3- Trenching has started. BS cautioned as to how much work could be done before it snowed. CH sent a message to BS requesting to complete the work in advance of the upcoming winter season.

Employee Job Descriptions, Evaluation Template Committee- Committee has not met. BG/CH will work on this in advance of the next meeting.

Storage Sheds – See Compliance report

Water Treatment Plant Generator - Brian wants the generator issue resolved before we lose power and need them.

Unit 6 pump house – We will be moving the Unit 6 booster pump house this spring when possible.

New Business (30 minutes)

Communications from members- See Architecture committee report.

Chain of Command-Board, Directors, Committees, Where does the decision rest? Questions.

from the Architecture Committee when revisiting the Builders’ Handbook – needs to be
combined – committee chair need to assemble the committee. Disolve the current committee.

Brian Gebhart, Eric 2nd Motion to dissolve the architecture committee - Approved
motion to reform the AC,

Architecture Committee – Mike Anderson chair, Eric – Mr. Cargill, Mr. Case,

Budget planning-all areas bring proposals for expenditures.

Timber Trumpet needs to go out in Dec. by the 20th.

The minutes, minutes proposed for adoption that are marked to indicate draft status, or a summary of the minutes, of any meeting of the board of directors of an association executive session, shall be available to members within 30 days of the meeting. The minutes, proposed minutes shall be distributed to any member, who request and upon reimbursement of the association’s costs for making that distribution. CC 1363.05. We try to make these available on the website. They are posted on the maintenance-building bulletin board.

Adjourn to Executive Session:

Member-ESA billing
Employee compensation/ benefits
Taffy Lane-ESA

General membership meeting.

June 23, 2012

Boreal Ski Lodge.

Next Meeting: February 4, 2012