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Annual Meeting, February 8, 2009
MONTCLAIR HOMEOWNERS ANNUAL MEETING MINUTES
1. Members were welcomed to the meeting and thanked them for attendance. The Board was introduced by Duke Cox. The signatures and proxy forms were counted. The President, Duke Cox, chaired the meeting and called the meeting to order.
2. Duke Cox informed the members that the Board hired attorney Joe Croker to complete the Bylaws for the Homeowners Association and to register it with the State of Colorado. The members were informed that one owner/member of each residence needs to sign an ‘association certificate’ and all certificates will be held with the Bylaws in a ‘firebox’.
3. Treasurer Vickie Miller reviewed the 2008 Profit & Loss statement and the current Balance Sheet (see enclosed papers). The Board informed the members that it will put the Capitol Reserves monies in a money market account separate from the Operating Fund account.
4. Duke Cox and Renee Edel reviewed the 2009 Budget with the members (see enclosed 2009 budget). The budget was discussed in detail by the attending members. The attending members requested to vote on the budget that evening, instead of calling another owners meeting this year for a vote. A motion was made by John Baker (864) to ‘suspend the rules’ which would allow the members to vote on the budget that evening. The motion was 2nd by Cathy O’Shana (865). The vote passed unanimously. Denny Wagner (860) made a motion to vote on the budget. The motion was 2nd by Ellie Northrop (843). The 2009 budget passed unanimously.
5. Dave Hull (832) suggested the Board pass a ‘yearly index increase’ of the association dues to keep up with increasing costs and to hopefully prevent large dues increases or special assessments in the future. The Board said it would discuss this option at the next board meeting.
6. Duke Cox and John Baker reviewed the necessity to upgrade the pump-house which would include insulation, venting, a cooling fan, and a fence to serve as a sound barrier on the east side. The pump was over-heating last summer and needs upgrades to prevent further problems. The members agreed with the Board’s suggestions. Ruth Young (872) felt that Duke Cox and Ray Musser should be compensated for all their time spent on the pump last summer while it was malfunctioning. Duke said compensation was not necessary.
7. Duke Cox, John Baker, Vickie Miller, and Renee Edel reviewed the options available to the members to finish the ‘south end’ of the street. Two main options exist: The 1st option is to plant native grasses and the 2nd option is to lease the land to Kaibab Sauvage and permit him to grow grapes on the property. The native grasses would cost between $3500.00-$5000.00 to prep the soil, install irrigation, and plant the grasses. There would be long-term expenses to the Association to mow and irrigate. The grapes would cost between $1500.00-$2000.00 to install. Mr. Sauvage would be responsible for the upkeep of the grapes. The grapes would need less water than the grass and therefore would put less strain on our pump. The grapes long-term would be minimal cost to the Association. These two options were discussed in detail and most attending members seemed to favor the grapes. The Board will discuss this issue further at the next Board meeting.
8. Duke reviewed current landscape quotes for 2009. The quotes are similar to last year, approximately $1500.00 monthly for 9 months. This includes mowing, fertilizing, aeration, pruning trees and shrubs, irrigation management, and weed control.
9. Walt Smith (837) reported that some of his concrete work and grass was not completed by the builder. It was explained that the builder and not the Association is responsible for completing this work. Walt said he wanted to add a tree at his cost. It was suggested to Walt that he submit a proposal to the Board and meet to discuss solutions.
10. Cathy O’Shana (865) brought up the problem of dog waste. The Board will write a letter to the Town of Palisade to ask for a plastic bag dispenser. Dave Hull (832) mentioned the Code Enforcement Officer of Palisade is Pat Meyers and anyone having a problem with dogs should call him.
11. Cathy O’Shana (865) said she would like a contact list for all neighbors. Other members felt that a ‘neighborhood handbook’ would be helpful and important. The Board will discuss this at the next meeting.
12. A new Board was elected into office. The new Board is Ray Musser, Renee Edel, Walt Smith, Mishcha McCabe, Sandie Cooper, Duke Cox, and John Baker. Approval of the new board was unanimous.
13. The meeting was adjourned.