Board of Directors Meeting Minutes
Location: Timberdale Ranch, CR 504, CO
Tim Block, Lucy Bryson, Jamie Enns, Kelly Jesse, Elizabeth Lutes, Jim Tencza, Brad Treadwell
Preston Goetzke (caretaker), Gary and Cathy Macklin, Peggy Treadwell, Debbie Hendricks, Mike and Nancy Dombrowski, John and Joan Hedemark
Guests were asked to arrive early to review the proposed new Architectural Rules and Standards (ARS)
The meeting was called to order at 6:03 pm by Elizabeth Lutes – Vice President in the absence of Jim Tencza – President. Elizabeth explained to the guests that the board has been in the process of creating the Responsible Governance Policies. The document which we’re prepared to vote on at this meeting is the Architectural Rules and Standards. It is important to understand that our legal counsel has advised the board to remove all subjective terms, making sure that all language is unambiguous and completely objective.
The board has spent months working on the ARS and feel ready to vote on them at this meeting. Jim arrived late and shared an e-mail from our attorney Tracy Cross which was a response to the Hedemarks’ attorney Marla. Any decision we make with regards to the ARS could possibly affect the current litigation.
Elizabeth asked for comments from the board or guests on the new proposed ARS.
*Jim acknowledged they need to be updated
*The item concerning a bond for trenching will be added after the CCR’s have been updated.
*We all agreed the ARS will need to be updated after the By-laws, Responsible Governance Policies and CCR’s have been revised.
*Both TROA attorneys Tracy Cross and Bob Duthie approve of the proposed new ARS.
Joan Hedemark asked the board to consider adding Rule #5 from the old ARS. They would like to see it re-instated in the new ARS. She also asked that residents are required to acquire a building permit before starting construction. It was pointed out that this is covered on Page 1 in La Plata County Codes. After some discussion, the board decided to add to Paragraph 1 of the ARS that a building permit is required before starting construction.
Joan asked that we note their concerns with the new ARS.
A guest brought up a question about lighting and if they will have to redo their house lighting to be current with the new standards. The board responded that if a neighbor has a complaint, the board will have to raise the issue, but other than that, it is unlikely.
Jim made a motion that we approve the revised 1/28/2020 Architectural Rules and Standards. The motion was seconded and passed.
Next topic was the By-laws and Responsible Governance Policies. Jamie and Mark Blaskovich have been working on these as well as Elizabeth. It was recommended that Elizabeth insert the comments from Jamie and Mark and then send the revised document to Tracy Cross. As soon as we hear back from Tracy, we can approve them pretty quickly.
The Responsible Governance Policies (State Regulatory document) have been created for TROA to be in compliance with Colorado Revised Statutes 2019 Title 38.
The By-laws define how the association operates.
The CCR’s – apply to what owners can do with their property.
From a working perspective the Responsible Governance Documents, Architectural Rules and Standards and By-laws can be easily updated and the CCR’s are much harder to change as they require a vote of 67% of all members.
Jamie and Brad have been working on the CCR’s. They’ve gone through 2 drafts with our attorney and are very close to having them done. Once the board finalizes the CCR’s they will be sent out to all homeowners to vote on by June, 2020. The board will have a meeting to determine the right process for the voting and a plan for making it happen.
The next board meeting will be to approve the Responsible Governance Policies and By-laws. This is scheduled for March 3, 2020 at 6 pm. We’ll also discuss money for roadwork at this meeting. At this meeting a working session of the board will be scheduled to discuss the CCR’s and how to facilitate the voting process.
Joan Hedemark asked it the new Responsible Governance Policies will affect Skystone and the answer is, Yes.
Jaimie gave a financial report:
*we’re operating without a budget until October because under CO law a budget needs to be approved at the annual meeting. Brad explained this to our guests.
*dues are coming in, about 2/3 have been paid so far.
*gas royalties are up slightly
*tractor maintenance costs were high last month because of new blade for tractor
*it was suggested that we switch our fiscal year to October 1 – September 30 to stay within a quarterly system but still have the budget approved at the August meeting. We all agreed to this.
*A suggestion was made that we could borrow money from the savings account to pay for road maintenance this year and then pay it back when the new budget is approved.
Preston discussed the cabin and items that need attention.
*We agreed to insulate the ceiling of the cabin in the Spring after the bees have been removed to see it that helps keep it warmer.
*a new heater will be ordered and installed in the kitchen. Jim made the motion and it passed to purchase a new Rinnai propane heater. Brad will talk to Steve Zwart about installing it.
*we discussed putting vents in the upstairs floor to allow warm air from downstairs to drift upstairs.
Meeting was adjourned at 6:45 pm. Next meeting is scheduled for March 3, 2020 at 6pm