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CRESTED BUTTE SOUTH
PROPERTY OWNERS' ASSOCIATION
NOVEMBER 8, 2006
REGULAR BOARD MONTHLY MEETING MINUTES
At 6:00 pm, Al Smith, President of the Board, called the meeting to order.
Board Members Present: Al Smith, Dave DiBerardino, Peter Carey, Don Montgomery, Erin Dellaporta
Staff Member Present: Chris Behan, Louise Johnson
Homeowners Present: Joel Rem
Approval of Minutes from Previous Two (2) Regular P.O.A. Board Meeting: Copies of the September 13, 2006, and October 11, 2006, Regular Board Meeting Minutes were presented to the Board Members for review prior to the meeting. Erin made a motion to approve the September 13th meeting minutes. Don seconded the motion. All Board Members voted in favor of the motion. Don moved to approve the October 11th meeting minutes. Dave seconded the motion. All Board Members voted in favor of it.
Financial Report: Financial reports presented to the Board included the Monthly Budget Summary; Cash on Hand as of October 31, 2006; additional detailed reports of cash in the bank for the Money Market, Operating, Hockey Rink, and Performance Deposit Accounts for the month of October; and check registers showing expenses paid for that period. A summary of CD accounts was included in the financial package to show interest earned. On the Budget Summary Sheet, Performance Deposit Refunds have been removed from the monthly expenses to better show the actual expenditures (as Performance Deposit refunds are not true expenses). Dave made a motion to approve the financial report as presented. Don seconded the motion. All Board Members present voted to approve the financial report.
Unscheduled Property Owners Comments: No property-owner comments were made during this allotted time period. Chris updated the hockey rink season preparations to date. The hockey schedule, coordinated by the town of Crested Butte - the 2006/2007 Rink Schedule has been posted on-line. The Town has scheduled more activity this year at the CB South rink. We should receive a check from the town before the end of this year for their reserved times. Jeff Engelstad will drive the Zamboni Monday through Friday. We will need a second driver for weekends, if anyone knows someone, let Chris know. All of the advertising signs were taken down this past summer, and they will be put back up as the individual fees are paid. The electric wiring at the rink has been redone. The warming house and rink boards were repainted, and we will buy new nets for the pond. Dave suggested that we should also buy new targets for the goals.
Architectural Project Review:
Davis Residence Setback Variance Request
Lot 11, Block 25, Filing 4 - 302 Cisneros
The Board reviewed a preliminary site plan, but a decision on the setback variance doesn't have to be made at this meeting. The owners have requested to be put on next month's agenda so that they can come in and present their request for a variance. This is an irregular shaped lot, with street frontage on three sides. In the preliminary review, the Board did not think that a real hardship existed. The Board Members will hear their request at a later date officially, but at this point they are leaning toward a "no" answer for the variance requested. The site survey with contours will be necessary to make a final decision.
New/Continued Business:
Heated Driveway Regulations
This item was brought up for consideration because of the potential for a large number of heated driveways in CB South in the future (as development up the hill continues). Dave would like the Board to work out regulation language to require that some portion of the energy needed to heat these driveways would have to come from renewable sources. He said it takes as much energy to heat a driveway as it does to heat a whole house. Heated driveways are not environmentally friendly. For Commercial Lots, the Special Area Regulations allow heating of driveway and circulation areas in lieu of providing adequate snow storage areas provided that at least 25% of the energy comes from renewable sources. Dave thinks this percentage should he higher. Options for renewable energy, such as solar panels on buildings and wind power should be considered. An owner wanting a heated driveway should determine the BTU's he will use and then prove how he is going to provide those via renewable energy. Language similar to that which is in the Special Area Regulations for commercial lots could be used for the Residential Guidelines from here on.
2007 P.O.A. Budget Preparation/Discussions
The budget draft was reviewed item by item. The proposed budget shows an increase in dues revenue of 10%. The projected revenue from design review application fees has been decreased 50%, based on a forecast of fewer architectural review applications. If the number of applications remains the same as this year, the extra money could be used to hire summer staff to help enforce CB South's rules. Less income from Sunset Hall rentals has been budgeted, based on this year's actual figures. The budgeted amount for cleaning the office and public areas should be increased from $800 to $1000 so that the park's restrooms can be cleaned more often. Zamboni maintenance should also be increased, since it is an old machine and likely to need repairs during the season. The Zamboni driver may be paid as a 1099 contractor, but might need to be covered under workers comp. Money has been budgeted for a much-needed new copier in the office. Money has also been budgeted for a CB South cleanup day and playground improvements. Funding for landscaping has increased. The Board also expressed the idea that we should be buying and planting trees every year. No vote was taken to approve the budget. It was presented at this time to get feedback and suggestions. Based on the suggestions, Chris will rework the budget. Final approval will be voted on at the December 13th Regular Board Meeting, which will be advertised in the newspaper.
Architectural Review Application Fee Adjustment Discussion
It has been suggested that instead of our existing fee structure, we impose a per square foot review fee regardless of the type of proposed development. Some people, however, prefer the existing structure, where certain types of projects pay higher fees because they require more time to review. Also, should the single family fee be reconsidered? Chris provided a spreadsheet comparing some recently paid fees with what the fees would be if we charged $.50, $.75, or $1.00 per square foot. The Board found the existing fee structure to be satisfactory except for the single-family rate of $500. Chris recommended that we could just bump up the single-family fee for now. Dave made a motion to increase the single-family rates to $750. Al seconded the motion. All Board Members voted in favor of the motion.
Approval of Ballot Language for a Proposed One-Time Dues Increases for 2007
Two versions of the "One-Time Dues Increase Ballot" were presented to the Board for consideration. As soon as the Board agrees on format and content, the ballot can be mailed to all property owners. The Board Members found that both ballots were, "too busy." Section 3.03 should be summarized or referred to. The whole ballot should be simplified. The reason for the dues increased could be simply stated as fulfilling the basic obligations of the Association. Chris will make the changes to the ballot as discussed. Al made a motion to approve the ballot as changed. Don seconded the motion. All Board Members voted in favor of the motion.
Association Manager's Report:
Delinquent Dues Collection / Lien Initiation Update
At the time of the meeting, there were only about 14 or 15 property owners with outstanding dues owed. All of these owners were sent letters stating that liens are about to be placed on their properties. They had 14 days to respond to the letters. The 14 days have now expired, and our attorney is ready to begin the actual liens. The Board Members found no problem with Chris turning over these accounts to the attorney.
December Agenda Item Discussion
The main item on the December agenda will be to adopt the 2007 Budget. The meeting could be shortened so that Board Members, wives, and kids could all go to a dinner at Rueben's. Any Board Member who has an issue to discuss in December should not hesitate to bring it up. There has been a request to make a presentation for donations for Crested Butte Nordic Center. The Board has agreed to listen to the presentation at the next meeting.
CB South Nordic Trail(s) for 2006/2007
Information on ways to create simple Nordic Trails in CB South this winter was presented. For instance, we are considering making a loop in the park with Keith Henning's snow cat. We will have to meet with our insurance agent to make sure the liability is covered.
Pioneer Plaza Review Process Alignment
The Pioneer Plaza review process was discussed with Eric Roemer. After talking with him, it was found that no action is necessary to align their process with that of CB South P.O.A.
At 9:15 pm the Regular Board Meeting was adjourned by Al Smith.
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