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Meadow Cove Annual Membership Meeting
Minutes of June 24, 2002
Meeting was called to order at 6:10 PM by Karl Bierbaum.
Members Present:
A-3 Katie McDermott
B-4 Toby Cruse
C-1 Jerry & Julie Page
D-3 Kurt Baker
Members Present by Proxy
A-1 Warren Blackard listed Katie McDermott as his attorney-in-fact.
A-2 Jan McBee listed the board as her attorney-in-fact.
C-4 Melissa Hinkley listed Katie McDermott as her attorney-in-fact.
D-1 Trygve Berge listed Kurt Baker as his attorney-in-fact.
D-2 Sarah Patterson listed Todd D. O’Haver as his attorney-in-fact.
Members present or represented totaled 49.88%, thus quorum was reached and the
association was able to legally conduct business.
2002 Year to Date Financial Information Reviewed:
Mike reviewed financial packet. No significant variances noted. Mike recommended
that the board meet in October or November to discuss and approve the 2003
budget. No significant increase is expected.
Election of Officers:
Toby was nominated for President. (8 votes in favor of Toby, 1 abstain)
Sarah was nominated for Vice President (9 votes in favor of Sarah)
Karl was nominated for Secretary/ Treasurer (8 votes in favor of Karl, 1
abstain)
Toby, Sarah, and Karl now represent the current Meadow Cove Association Board.
Congratulations!
Old Business:
Katie questioned whether the water heaters in building A should be replaced
since they were 18 to 19 years old. The idea was discussed whether the heaters
should be flushed. When questioned, Mike stated that when some older heaters
were flushed, it occasionally caused leaks. Since there were drains in the
vicinity and water heaters could be obtained and installed within a matter of
hours, Mike suggested that the heater be utilized until they not longer
functioned equitably. It was agreed by all to adopt the wait and see attitude.
The tabled matter of the roof from the last meeting was brought up. It was
universally agreed that the roofs had become a problem that needed to be
resolved. It was put to a vote and the association unanimously agreed to apply
for 2 or 3 bids to replace the roof. Kurt will also submit a bid and the board
will review the information and take appropriate action at that time. This
expense will be paid out of the reserve fund.
Pet Policy. The problem of unattended dogs was brought up again. Owners are not
maintaining control over their pets actions and are not cleaning up after them.
The following suggestions were made and agreed upon by the majority of the
represented association:
A dog mitt dispenser will be purchased and attached to the dumpster area. A copy
of the Meadow Cove Condominium Association Pet Policy will be sent to all owners
at Meadow Cove as well as posted in the common areas by Toby. The following
actions were agreed upon by 7 of the 9 owners represented:
1. First Offence- A letter will be sent out requesting the owner abides by the
pet policy.
2. Second Offence- A $100.00 fine will be applied to the pet owners’ dues
statement.
3. Third Offence- The association will revoke permission to keep the pet at
Meadow Cove.
New Business:
Mike and Toby will meet on site to discuss where the landscaping company needs
to focus their attention. Owners have agreed to water their own lawns instead of
paying an outside company. This was a unanimous decision by the present
association.
Katie brought the broken spickets to the attention of Mike and he has agreed to
test and repair all spickets at the property. This will allow greater ease and
more equitable distribution of water for the hydrating of the outdoor
environment. An effort will be make to utilize the water from the closest
building to water grass in order to spread the water cost among all owners.
Toby brought up the need for touch up paint in the common areas of Building B.
He has agreed to do this work. Todd has agreed to do the corresponding work in
Building D. The Association agreed unanimously that the board must approve,
beforehand, all reimbursable expenditure by any member of the association. The
board approved the expenditure for one gallon of paint by Toby, and Toby will
arrange to pass on the paint to the other buildings. The lack of trim in the
hallways of buildings C & D were brought up. It was agreed that Todd would put
in a bid to the board to install trim and they would determine their plan of
action at that time. The board will also review projects needed at Meadow Cove
and agree to appropriate action at the next board meeting. Items they will cover
will be the painting of the dumpster, miscellaneous seed stored in building A,
trim, roof repair, etc. Katie suggested that many of the deficiencies were due
to Gary Miller, the developer, and that he should be held accountable. It was
generally agreed upon that applying to Gary for restitution of these matters
would be an exercise in futility and that the board will move to resolve any
problems with the property internally.
Open Discussion:
Todd brought up the issue of trash in the common areas. Katie intimated that her
horse cart would be removed as soon as she could arrange the sale of it. Karl
stated that he would remove his trailer and sail equipment soon. Katie brought
up the clutter surrounding the dumpster and in the basement of A. It was decided
that Mike and Toby would inventory the clutter and send an itemized list to the
owners with a 30-day window in which the owner must remove the items or they
will be thrown away.
Mike brought up the subject of window washing. It was generally agreed upon that
the windows were definitely in need of attention but that the homeowners would
take this matter in hand rather than outsourcing the work.
Karl questioned whether people utilizing the dumpster from outside the complex
was a problem since he intercepted two people this winter. It was decided that
the homeowners would keep an eye out and turn in the license plate of any repeat
offenders into the police.
Katie suggested that the hallway vacuuming be stepped up to once a week instead
of once every two weeks since the hallways in A seemed perpetually dirty. It was
agreed to increase the frequency in this manner and Mike will alert the maids.
There seem to be some missing fire extinguishers in the common areas of the
buildings. It was agreed that when Mike and Toby inventory the area, they would
also inventory the fire extinguishers and Mike would arrange to purchase and
install any missing extinguishers.
Adjournment:
Meeting was adjourned.
Respectfully Submitted,
Andrea Sonderfan
HOA Accountant
Key to the Rockies
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