Board of Directors Meeting Minutes
Location: ZOOM meeting via the internet
Mark Blaskovich,Tim Block, Lucy Bryson, Dave Butler, Jamie Enns, Elizabeth Lutes, Brad Treadwell
Gary and Cathy Macklin, Marion Robinson, Stephen McDaniel, Tim and Pam Nichols, Loraine Sufficool, Mike and Nance Dombrowski, Deborah Nethers and Jim
Meeting was called to order at 6:05 PM by acting president Elizabeth Lutes. Introduction of guests.
1. Update on revised CCR’s voting progress.
a. Mark gave the voting update. As of today, we’ve received 58 lot owner responses. The majority are in the YES column.
b. A suggestion was made to include a place for comments on any future ballots to allow homeowners to express their reasons for voting against updates.
c. The deadline is July 15, 2020 for voting. We’ll reach out to homeowners who haven’t cast a vote.
2. Budget and Finances
a. Expenditures from January 1 – June 29, 2020.
i. Tractor maintenance (new snow plow), ranch house maintenance and legal expenses are unexpected costs which have pushed our expenditures higher than planned. If not for these additional costs, we would be right on track with the proposed budget.
ii. Expenses still left to be paid before the new budget is voted on include; insurance, fire mitigation, fuel for tractor and removal of pine beetle kill trees. These expenses add up to approximately $5,500. Our legal expenses will be very low for the remainder of the year as we’ve finished all of the governing documents. The lawsuit is going to trial in January, 2021 but the majority of these expenses are covered by our insurance.
b. The new budget starts October 1, 2020 and runs through September 30, 2021. This budget has to be voted on at the Annual meeting. It will require a 2/3 vote to either approve or veto the budget. The Board reviewed the new budget which Jamie proposed.
i. The road budget was approved.
ii. Horse fees will be reinstated in 2021.
iii. Jamie will call to see what the cost for the dumpsters will be for the new year.
1. A discussion was had to determine if we needed to add another dumpster since the one at Pine Lane is always overflowing. Before we do this, we’ll encourage homeowners to use the other dumpsters in the neighborhood.
iv. A suggestion was made to move legal expenses to the General Administration account. We all agreed with this change.
v. All dues have been paid with the exception of one vacant lot.
vi. Since our reserves are getting low a special assessment was discussed but the Board agreed this wasn’t necessary at this time and we’ll address that in the future if we need to.
vii. The Board approved the new budget with the two above mentioned changes.
a. No additional roadwork has been done since the last meeting.
b. Russian thistle has taken over the meadow so Preston will be doing extensive spraying once he’s done with fire mitigation work. A request was made to place temporary fencing for horses around the meadow by the lake while this spraying was taking place. The Board agreed to this.
4. Fire Mitigation
a. Jamie reviewed the progress of the mitigation work. Because the amount of time required to do the TROA mitigation work was under estimated, only Lake View will be done this year and Elk Trail next year.
b. We discussed the two beetle kill trees and Dave Butler volunteered to help Preston cut them down and haul them away in his trailer to the dump.
5. Variance retraction of Bryson short term rental
a. Unanimously the Board agreed that the method in which this variance was passed was not aligned with our process in the new governing documents. Approval of a variance requires a 2/3 approval vote from the Board after following the proper process.
b. A motion was made, seconded and unanimously passed by the Board to retract the Bryson variance.
6. Tiny House
a. A homeowner has inquired about bringing a tiny house into TROA and placing it on a foundation by their main residence. There was much discussion around this subject and the majority of Board members were opposed to it. The main concern was the similarity to modular and mobile homes which are no longer allowed in TROA. If the tiny house is built on a trailer and then relocated to TROA and placed on a foundation this feels too much like a modular home. If the tiny house is a small structure built on a foundation, this would be considered if it met all other ARS guidelines.
b. A guest brought up a concern about increased road maintenance, wear and tear on the roads, and increased density. It was explained that we’ve limited the size of A.D.U.’s to less than 1,000 square feet and only an entire property can be rented as a long-term rental.
c. There was another concern about the new CCR’s allowing for small business’s to be run in TROA. The Board clarified that a homeowner can’t run a store front style business but they can work from home. The Board acknowledged that we tried to create governing documents which were objective as opposed to subjective. We went through the old CCR’s word for word and tried to create a fair and protective document. We understand they aren’t perfect but we did the best we could to create a governing document which will protect our neighborhood.
7. Prep for Annual Meeting
a. Get template for letter to send out to homeowners
b. Determine who’s handling logistics
c. Date will be determined via e-mail
8. Meeting was adjourned at 7:35 PM