SADDLEHORN HOMEOWNERS ASSOCIATION
Board of Directors
Meeting Minutes
October 26, 2004
A) Roll Call - Present - Dave Gibson, Roseanne Hardenbrook, Ken Langdon, Jeanne Heppner and Tom Peterson. Mike Joseph of MKJ Management Company was also present. A quorum was determined and the meeting was called to order.
B) Open Forum - There were no homeowners present.
C) Adopt previous meeting minutes - Ken Langdon motioned to approve the previous meeting minutes of July 27, 2004. Jeanne Heppner seconded. All members voiced approval.
D) Review cost to date - July - September 2004 - Jeanne asked if the mail box expense could be a separate line item for next years budget. Mike said he could make that adjustment. Tom Peterson motioned to accept the financial report as submitted. Jeanne Heppner seconded. All others voiced approval.
E) Old Business -
Website Update - Ken stated that the website is up and running and all pertinent information is now posted on the site.
Christmas Party Update - The Christmas party has been cancelled due to the lack of a Saddlehorn homeowner host home.
Christmas Decorating Contest - The association will go ahead with the decorating contest and Ken will pursue donations for the prizes.
SDRC Update - Dave stated that the submittal process has slowed down and it is expected to stay that way until the end of the year. Dave and Mike did say that the association has exceeded its income budget for the year for reviews.
F) New Business -
Proposed Draft Budget for 2005 - Mike presented a proposed draft budget for the 2005 operating year. He explained the process he went through to arrive at the proposed income and expenses. Tom Peterson recommended that the fuel expense line item be increased due to the rising cost of gasoline. Jeanne asked that an expense line item be added for mail box expenses. The Board instructed Mike to add a line item for sign purchases as well. There were no further questions. Mike will make the changes and prepare it for distribution to the membership prior to the annual meeting on December 8, 2004. Roseanne Hardenbrook motioned to approve the propose budget with the above changes so that it can be ratified at the annual meeting. Tom Peterson seconded. All others voiced approval.
Cellular Phone Purchase for Juan - Mike asked the Board to approve the purchase of a cellular phone for Juan so that Mike's communication with him and the work that needs to be done can be handled in a more efficient manner. Mike asked the Board to approve the purchase of the phone so that he could include it in the expense line item "telephone". Roseanne Hardenbrook motioned to approve the purchase of a cellular phone for Juan. Tom Peterson seconded. All others voiced approval.
Annual Meeting Topics - Dave asked that the other Board members contact him within the next week with any agenda items that they would like to see included.
Quail Corner Newsletter - Dave informed the other Board members that we lost our company that was producing the newsletter. Mike was able to find a new company for less money and they are able to produce the newsletter at the same quality.
SDRC Nomination Review - Dave presented the other Board members with two names for the Design Review Committee vacancies. They are Bob Stagner, a contractor and Chuck Matetich, a architect. They will replace Rob Nichols and Dean Abbott. Dave gave the Board their qualifications and asked the Board to approve their appointments. Ken Langdon motioned to approve both nominations. Roseanne Hardenbrook seconded. All others voiced approval.
Ombudsman Issue - Dave explained that the Ombudsman's office is part of the Real Estate division and they are supported by homeowner's associations through yearly fees. The base fee is $3.00 per unit. This office main duty is to mediate homeowner complaints when a solution can not be resolved through the association. The Ombudsman's office is looking for past monies for the last five years even though they never sent a statement for these fees. The Board felt that at this time it would be best to wait and see if they pursue their mistake further. If they do then based on the outcome the Board may authorize the payment of past due amounts that by law were supposed to be generated from the Ombudsman office. The amount due for this year was paid.
Election Process - Mike explained the nomination process to the Board members and stated that all pertinent material will be sent out in November. There are two seats up for election this year.
Signs - The Board discussed the purchasing of signs that remind property owners who walk their pets along the walking paths to pick up after them . Tom Peterson motioned to purchase six signs to be placed in strategic locations along the pathways. Jeanne Heppner seconded. All others voiced approval.
Speeding Signs - The Board tabled the purchase of speeding signs until it can be confirmed with the local agencies if they can be legally posted.
G) Set Fourth Quarter Meeting Date - The Board set February 1, 2005 for its first quarter meeting date. The meeting will be held at the Saddlehorn sales office at 6:30 PM.
H) Adjournment - Roseanne Hardenbrook motioned that the meeting be adjourned. Ken Langdon seconded. The meeting was adjourned at 8:31 PM.