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Campfire Mountain Homes
Annual Membership Meeting Minutes
Thursday, December 26th, 2002
I. Open, Call to Order
Bonnie Merchant called the meeting to order at 1:00 p.m. at the Key To The
Rockies offices. Nine of the fourteen unit owners were represented either in
person or by proxy. A quorum was met thus the meeting proceeded as planned.
Members Present: Members Present by Proxy:
Larry & Barbara Gagnon 3 Janet Tucker 1
Bruce & Sharon Stanley 4 Bill & Alice Parkhouse 2
Ernest Pierson 12 Catherine Tierney 11
David Whitten 6
Bonnie & Red Merchant 7
Ray Shane via Phone 14
II. Review Proxies, Approve Previous Meeting Minutes
The meeting minutes for the December 26th, 2001 Annual Meeting were reviewed and
approved as presented.
III. Reports
A. Board President – Bonnie Merchant
Bonnie Merchant gave a brief update on management changes effecting Keystone.
Roger McCarthy, the current COO of Breckenridge will become current COO of
Keystone and will oversee both Breckenridge and Keystone.
B. Managing Agent – Mike Magliocchetti
Mike Magliocchetti reported on some of the more notable projects that have been
completed over the last year. These projects included:
The developer, Mr. Terry Novak contracted with Grizzly Plumbing and Heating to
install pressure tanks on the driveway heating systems for all 14 units. This
project was completed last summer. This was done to improve the efficiency of
the heat melt operation.
In addition to installing the pressure tanks, Mr Novak also had Infinite Scope,
the general contractor, investigate blockages in the tubing underneath the
driveway of unit twelve. The blockage was identified and corrected which
dramatically improved the operation of the heating system.
We have observed several deck support posts that have show signs of warping.
This problem was particularly evident in unit six where it caused the deck
railing to separate and disintegrate. This problem was corrected at unit six. It
doesn’t present an immediate problems in the other units but it is something
that will need monitoring to determine if the situation develops into a further
problem for the structural integrity of the deck or the railings.
The driveway drain at the west end of the property, adjacent to unit fourteen,
was cleaned out and rebuilt by the developer to improve drainage from the north
side of the property.
The light that illuminates the property identification sign was modified and
another light was added to improve the illumination of the sign.
A vehicle damaged the stop sign at the entrance of the project. It was mounted
on a temporary stand and will be permanently remounted in the spring when the
weather breaks.
IV. Review 2002 Year to Date Financials
Mr. Magliocchetti gave a report on the estimated year end statement of
operations. We expect the operating fund to finish the year in line with the
budget or possibly with a slight deficit (approximately $500.00). All members
are current on their dues. The association is not suffering from any delinquent
accounts. Twelve thousands dollars of the total operating fund was contributed
to the reserve fund.
The repair and maintenance account was the only expense account line item that
experienced a significant unfavorable variance from what was budgeted. The
primary cause for this variance was due to the repair work that was preformed on
the entryway sign light, repair of a frozen hose bib, and work that was done in
the spring to repair the irrigation system.
V. Review & Approve 2003 Budget
The 2003 operating budget was proposed and represented no increase over 2002.
Some discussion took place on the common area maintenance. Winter and summer
upkeep is currently being done by an independent contractor at a cost of $575.00
per month and the board indicated a desire to reduce the amount of lawn care by
eliminating the mowing on the north side of the driveway and the south side of
the buildings as part of an effort to reduce the overall cost of maintaining the
common areas. They have requested that the contractor maintain the lawn areas
immediately adjacent to the front of each unit only and bill the association on
an hourly basis at $35 per hour. The board also instructed Key To The Rockies to
water only those seeded areas which are in front of the buildings. The drip line
irrigation will still be activated as usual.
The management fee for 2003 will remain unchanged. Mr. Pierson made a motion to
extend Key To The Rockies Management agreement for another year at the same fee.
The membership voted on this issue and the motion was unanimously ratified
Further discussion took place on the upcoming exterior staining project. Two
preliminary bids were presented ranging from $31,000.00 to $45,450.00. The cost
of undertaking this project is expected to substantially deplete the reserve
fund. It was decided to increase the reserve fund contribution in the 2003
operating budget by an additional $500.00 per month. The reserve fund
contribution will be increased from $12,000.00 per year to 18,000.00 per year.
After some discussion, the homeowners unanimously ratified the budget as
amended.
VI. Election of Officers
The board positions up for reelection were Ray Shane and David Whitten. They
were both relected by unanimous vote for another 1-year term. Bruce Stanley was
elected to the board to replace Larry Gagnon. Congratulations!
VII. Old Business
Jan Tucker, owner of unit 1 and Bill Parkhouse, owner of unit 2, have both
submitted plans to the association requesting permission to modify the rear
patio area of their units by adding a fence enclosure. A brief discussion took
place on the plans. The board was generally in favor of allowing these
modifications however final approval will be withheld until more specific
information (exact measurements) can be obtained to ensure that the modification
is in compliance with the setbacks from the property line.
VIII. New Business
Bruce Stanley inquired about the possibility of closing the road leading into
Campfire at the point where it meets Snake River Village Property. Ideally this
would minimize drive through traffic. This idea would present problems for the
trash pickup. Also, the Snake River Fire District required that the thoroughfare
remain open for emergencies.
IX. Open Discussion
So far there are two bids to restain the property. Mike Magliocchetti will
gather two additional bids before the staining project will go forward.
X. Adjourn
The meeting was adjourned at 3:15 p.m.
Respectfully submitted,
Mike Magliocchetti
Manager
Key To The Rockies
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