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Minutes are in reverse order
Chipita Park Association Annual Meeting
Marcroft Hall
August 22, 2010
President Kathrine Backe called the meeting to order at 5:40
pm. A quorum was present.
Motion to approve the 2009 annual meeting minutes made by
Bert Stewart and second by Pat Keller. Approved.
Treasurer’s report: Barb Miller stated that we started out
the year with $4,234.52 . We had receipts of $17,975.38 and expenses of
$11,112.84. Cash on hand to date is $10,820.60 and CWPP has $1,392.18.
Kathrine explained that the board appointed George Long and
Chris Reimer to fill vacated positions and asked for a motion to approve their
appointments. Bert Stewart moved and Pat Keller second to approve said
appointments to continue their respective terms. Approved.
Kathrine introduced the board nominees for election;
Patricia Wines, Roger Parsons & Chan Berryman. Bert Stewart moved and Mike
Keller second to close the nominations and approve the ballot as presented.
Approved.
Kathrine recognized Cy Sumner & Don Stefan as well as
Pat Hein, Barb Miller & Beth Jones for serving on the Board.
Kathrine expressed that the Association needs to replace
tables and chairs and asked that members consider “adopting” a table or set of
four chairs. The Board is interested in purchasing round tables with matching
chairs, but the funds are not in the budget.
CWPP has received a $4,000 grant. The next wood chipping
will be in October. She will email the date.
Newman McAllister thanked the Board for their efforts.
Bert Stewart moved and Richard Toth second to adjourn the
meeting.
Meeting adjourned at 6 pm.
Submitted,
Beth Jones, Secretary
Chipita Park Association Board of Directors Meeting
August 9, 2011
Marcroft Hall
Meeting called to order at 4:30 pm by President Kathrine
Backe. Also attending: Pat Hein, Chris
Reimer, George Long, Carolyn Houchin, Roger Parsons, Chan Berryman and Patricia
Wines; absent: Barbara Miller.
Patricia advised board members of minor change to June
minutes. Pat moved to have minutes in
the changed version approved, Chris seconded, all in agreement.
Treasurer’s Report:
Kathrine presented the budget in Barbara’s
absence. Checking balance is $5,180.21,
savings is $690.74. To date 124 members
had submitted the 2011 application.
Kathrine and Barbara are transferring CWPP funds for the Green Mountain
Falls Voluntary Fire Department to administer, as it is complicating CPA’s
budget. The year-to-date budget was
discussed and ways to curb spending.
Chris suggested renegotiating the insurance. CPA’s insurance has a rider to cover the
Green Mountain Falls Concerts. $1,405
was spent so far on two potlucks with still three potlucks scheduled for the
rest of the year with $595 remaining in the budget. Kathrine will compose a letter to the
membership prior to the annual business meeting, informing about the budget. None of the board members was clear on what the
line item “incidental expenses” in the budget encompasses. Chris motioned to study financial records
with the help of Gary Garrison; Kathrine seconded; all in favor.
Hall Maintenance: George priced carbon monoxide alarms at
und $25 at Walmart. Before purchasing,
Cy was to be asked as he may have one.
Roger repaired the ruptured line of the swamp cooler and the back door.
Hall Rental: Chris had a rental request for September 13,
2011 for a political event. The renter
requested to have the deposit waved. Pat
motioned to charge deposit, as it is refundable. George seconded; all in favor. The Lafleur wedding was cancelled and $750
had to be refunded. Chris asked about
keeping the hall open through New Year’s as he already had a request for a
Christmas party. In the past waterlines
had burst during winter months. Although
Marcroft Hall had a new furnace, it had never been tested so far during cold
weather. The additional utility costs
were an additional consideration for the profitability of keeping the hall
open. George motioned to keep Marcroft
Hall open till January 2nd 2012 and use auxiliary heat to prevent
pipes from bursting; Pat seconded; all
in favor.
New Business:
The annual business
meeting will start at 5:40 pm on Sunday August 14 and hopefully finish by 6pm.
Opinions about the roasted pig at the July potluck were divided.
In order to save cost, George motioned to have members bring their own
wine and beer from the October potluck on out; Chan seconded; all in favor.
The Chipita Park sign
was put up. Mark Keenan paid for the
cost that ran approximately $5,000. A
plaque was to go up with dedication to Frank Marcroft.
Old Business:
Kathrine has approx. $6,000 to administer in the CWPP fund before it is transferred to
the Green Mountain Falls Volunteer Fire Department. The Ed forum on the first Saturday in June of
2012 will be hosted by CWPP at Marcroft Hall.
A continental breakfast will be offered rather than the pancake
breakfast. The 2012 CPA newsletter can still be inserted into the CWPP
newsletter mailing.
The Young Ambassadors
summer camp ran for three days June 25-June 27 and offered fishing, hiking,
sewing, arts& crafts, archery, cooking, baking and Zumba classes. The camp was concluded with a dinner prepared
by the kids for the parents and mentors.
The results of the evaluation of the program filled out by the parents
were throughout positive.
Patricia gave an update on the preparations for the Fall Fun Fest. So far she received $50 donations in cash and
$180 in merchandise. Patricia motioned
to pursue a special events liquor license.
Chris seconded. All but one in
favor, Kathrine was opposed.
Roger requested to resign from the Board of Directors. George
motioned to release Roger of his duties, Pat seconded, all in favor. Larry Flynn would be willing to replace
Roger. Pat and George, whose terms
expire, are willing to run again. Kevin
Henry and Bill Oldham will be running. Nominations
from the floor at the annual business meeting will be welcome. George motioned to have Kathrine double-check
the candidates before setting up the ballot; Chris seconded; all in favor.
Kathrine suggested having the reorganization meeting after
the potluck on August 14. George motioned
not to have the meeting that day; Patricia seconded; all in favor. The date for the reorganization meeting was
set up for September 8, 4:30 pm at Marcroft Hall.
The board meeting was adjourned at 6:50 pm.
Submitted,
Patricia Wines
Interim Secretary
Chipita Park Association Board of Directors Meeting
June 14, 2011
Marcroft Hall
Meeting called to order at 5:28 pm by President Kathrine
Backe. Also attending: Barbara Miller,
Pat Hein, Chris Reimer, George Long and Patricia Wines; guest: Carolyn Houchin;
absent: Roger Parsons and Chan Berryman.
Pat moved to have the minutes of the April and May board meetings
approved, Chris seconded, all in agreement.
Treasurer’s Report:
Barbara presented the budget. Checking balance is $5,964.41, savings is $690.72.
CWPP has $4,568.18. Outstanding liabilities
for utilities were $134.10.
To date 112 members had submitted the 2011 application and
dues for an income of $5,045.00. $180.00
was received for business advertising and $1,495.00 for special projects, of
which part was designated for purchase of round tables and chairs. Income from rentals was $375.00. 4 new members signed up at the June potluck
and $37.00 was received in donations.
Hall Maintenance: The light by the flag-pole, valve for
water heater and gasket under sink have been replaced. The swamp-cooler has not been hooked up
yet. Ceiling fans need to be reversed
for summer. Mark Keenan and Bill Schraml
inspected the east-side of Marcroft Hall: it would not be hard to fasten the
boards. A combination lock or lock-box
was discussed. George agreed to etch
numbers in the grill and to check on the cost for smoke and carbon monoxide
detectors.
Hall Rental: Chris reported on reservations and potential functions:
not much activity. Simshauser cancelled the June 7 rental. Younquist, Pool an Parsons rental were still
scheduled with a probable cancellation of the Hanowell rental.
Directory: Barb motioned and George seconded to print
the Directory every 2 years; all in agreement.
Board Vacancies: Kathrine, Barbara and Beth will not be
running for another term. Kathrine will
resign as chair of CWPP. George will
stay on the board, so will Chris and Patricia.
Pat was not sure yet. Kathrine
entertained the motion to have Carolyn Houchin fill Beth’s position as an
interim. George moved; Pat seconded; all
in favor. Possible candidates were
discussed: Darrell Shafer, Larry Flynn and Kevin Henry. The benefit of Roger Parsons board membership
was discussed: he had attended zero
board meetings and not taken over any duties since being assigned. There will be two vacancies on the board.
Potluck: approx. 100 attended the June potluck. The entrée was not successful, however the
piñata was a hit with the kids. The pig
roast will cost $300 for the July potluck.
Young Ambassadors: A $2,700 donation was received from the
Kirkpatrick Foundation and went with a $430 check from CPA (including a $30
private donation) to the Pikes Peak Foundation.
A tentative date for the summer camp was set for 25-29 July. Pat Hill will publish an article in the
Courier. 10 scholarships are
available. The program was still in need
of additional mentors.
Fall Fun Fest: Patricia gave report on the planned kid’s and
fundraising activities for September 17.
She entertains the pursuit of a special events liquor license to
generate additional funds, but wanted to get more information to present to the
board followed by a vote.
Miscellaneous:
CWPP Pancake was the poorest attended to date. The fire department probably will do an
educational meeting in the future.
Mark Keenan is paying to have the Chipita Park sign put up.
The August slash and mulch site will likely offer a chemical
collection on Saturday.
The Cascade Post office may be closing down.
The next Board Meeting will be at 4:30 pm on August 9, 2011
at Marcroft Hall.
Kathrine moved to have the Board Meeting adjourned at 7:05
pm; George seconded; all in favor.
Submitted,
Patricia Wines
Director
Chipita Park Association Board of Directors Meeting
May 10, 2011
Marcroft Hall
Meeting called to order at 4:28 pm by President Kathrine
Backe. Also attending: Barbara Miller,
Pat Hein, Chris Reimer, George Long, Chan Berryman and Patricia Wines; absent:
Roger Parsons.
Minutes of the April board meeting were not available. They will have to be approved at the next
meeting in June.
Treasurer’s report:
Barbara presented the budget. Checking balance is $6,125.53, savings is
$690.69. CWPP has $4,808.50. Outstanding
liabilities for utilities were $74.95 and Barbara had $250 worth of checks for
deposit.
To date 102 members had submitted the 2011 application and
dues. $160.00 were received for business
advertising and $1458.00 for special projects, of which part was designated for
purchase of round tables and chairs.
Barb will check on the exact dollar amount.
Expenses for the past month came to $ 5,476.94, which
included installation of a new furnace and 2 fans for $ 5150.00, 30 chairs for
$240 and a vacuum for $86.94. The bill
for the waxing of the hall floor is yet to be received and is estimated to be
$250.00.
Kathrine will write a $2,250 CWPP grant in June, potentially
another one later.
The utility company is charging a minimum fee during the
winter months. Barbara will determine
the fee, and hence a decision will be made if it is more cost effective to have
the utility company turn off services and charge a disconnect and reconnect fee,
rather than the minimum fee during the months the hall is not used.
Hall maintenance: The furnace replacement by Warren
Richardson came to $5,150.00 including permits.
Cy ran conduit, bought and installed fans, for which he was reimbursed
by the contractor. The hall will have to
be waxed. Pat will coordinate and is
expecting a bill of approx. $250.00. The
east wall needs to be insulated.
George Long and Chan Berryman left the meeting at 17:15.
Hall rental: Chris reported on reservations and potential functions:
not much activity, as Church in the Wildwood was offering their space for
weddings. Sally Bush will be a further
competition, once in business. Chris had
not heard back from the Riveras, hence was doubtful if they would hold their
wedding on 05/21.
The fee schedule was discussed. Chris moved, Pat seconded to increase rental
fees as follows: non-members to
$600. If people want to set up day
prior, the fee will increase by $300.
Member fees for 0-40 people were set at $75-100, 40-80 people at
$150-200 and 80-120 people at $300. The
refundable deposit fee was increased to $150. The” truck parking” fee will be
renamed to “RV parking” fee and increased to $20. All attending were in
agreement.
All renters will receive a check-list with the keys, so they
know what is expected to have the deposit refunded.
In order to receive more rental business, Marcroft Hall
should be advertised as a venue for Christmas parties.
Other: The directory will be for final review on May
19 and ready to go to the printer on May 20.
Kathrine will call Kirkpatrick on Friday, May 13 to find out
if CPA received funding for the Young Ambassador’s program. $430 went to the Pikes Peak Foundation for
YA!
Burt will check the Hall for Ann Long’s party on May 14.
The old torn bunting was discarded. Printed Flags might better catch attention
than bunting.
Next meeting will be at 4:30 on June 14, 2011 at Marcroft
Hall.
Meeting adjourned at 6:05 pm.
Submitted,
Patricia Wines
Director
Chipita Park Association Board of Directors meeting
April 19, 2011
Ute Pass Library
Meeting called to order at 4:00 pm by President Kathrine
Backe. Also attending: Beth Jones, Pat
Hein, Patricia Wines, Chan Berryman, George Long; absent: Barbara Miller Chris Reimer & Roger
Parsons.
Minutes of the February board meeting were approved as written.
Treasurer’s report: Kathrine
presented Barbara’s report. Checking balance is $10,828.43, CWPP has $4,808.50.
There have been 85 paid memberships for $3,450 & $1258 received for special
projects.
Hall maintenance: Kathrine
reviewed updated furnace bids. George moved, Chad second to approve the $5,150
proposal from Warren Richardson. Motion carried.
Hall rental: Board reviewed Chris’ emailed report showing
reservations down.
Directory: Patricia is entering the data. Directories will
start being distributed at the breakfast in June.
NEW BUSINESS:
Donation request for Pony Run: Pat moved & Chan second to donate $100.
Motion carried.
Hall cleanup to be in May before the floors are sealed. The
board agreed to change the storage rooms around. The bingo game takes up a lot
of room. George moved & Pat second to try to sell the bingo machine.
Kathrine will research its value & put it on Craig’s list.
New vacuum: Kathrine purchased a refurbished vacuum for
under the $100 that was allocated.
Band concert: Kathrine was contacted about the possibility
of the concerts being cancelled for lack of insurance so she contacted our
agent & arranged for them to be covered under our policy at no charge.
Lawn maintenance: Kathrine received 3 bids for mowing –
Anderson - $110 per mowing, Halstead – decreasing scale at $110, $100, $95,
$90, Varley - $37.50 ea. Decision tabled till next meeting to make sure
Varley’s bid is correct.
Beth announced that she wishes to resign at the May meeting
as she will be traveling all summer.
Kathrine announced that she will not re-run but will stay on
as CWPP representative.
Next meeting will be at 4:30 on May 10, 2011 at the Library.
Meeting adjourned at 6:30 pm.
Submitted,
Beth Jones, Secretary
Chipita Park Association Board of Directors meeting
February 15, 2011
Ute Pass Library
Meeting called to order at 4:30 pm by President Kathrine Backe. Also attending: Barbara Miller, Beth Jones, Pat Hein, Patricia Wines, Chan Berryman & Chris Reimer; absent : George Long, & Roger Parsons.
Minutes of the November board meeting was approved as written.
Treasurer's report: Barbara presented the budget. Beth moved & Pat second to approve. Motion carried. Checking balance is $7,707.15, savings is $690.63. CWPP has $3,742.18. Insurance bill for $1280 will be paid.
Hall maintenance: Utilities are turned off for the winter but Barb received a $61 bill which may be a minimum fee. She will check. The floor will need to be waxed in May when it's warm enough. Pat will check with the contractor. Furnace bids were reviewed. Parkey's bid was in the $7780 to $9120 range with an additional $3890 for AC & $450 to $550 for electrical work. Affordable's bid was $2675 for the furnace, $4525 for the AC & $5825 for ductwork. Absolute's bid was $19988 for the furnace, $4658 for the AC. High Country's bid was $15722 for the furnace, $17977 or $16499 with the AC. Discussion centered around the huge differences in bids & need for ductwork, plus doing it in stages. Cy will follow up other options. We only have approximately $6000 to use. Beth moved, Patricia second to table the furnace decision to the next meeting. Motion carried.
Hall rental: Chris' reported on reservations & potential functions. Not much activity.
Patricia presented a “Young Ambassador's” program (outline attached) to extend activities to young families. It is possible if we meet the criteria that Kathrine could apply for a grant with the Kirkpatric foundation. Pat moved & Beth second to approved the Ambassador Program. Motion carried.
Signage: The potluck welcome sign was discussed. Beth moved & Pat second to remove “everyone welcome” from the sign & start a $5 donation per adult guest or non member. Motion carried.
Hall advertising: Beth presented information to help generated more hall rentals by advertising in the Tri Community church bulletin. She got a quote for a 52 week add for $350 or a 6 month add for $225. This price includes the art work & web site link. Chan moved & Patricia second to approve the 52 week add. Motion carried.
Unfinished business:
Lighting: Chan will get bids. The ice cycle (Christmas) lights need upgrading.
CWPP: Kathrine reported that we got national recognition as a fire wise community. The pancake breakfast will be a bigger event.
Newsletter: the calendar will have the events for all 3 communities listed.
Craft show: Patricia presented a proposal to change from a craft show to an open house because many of the people didn't have many sales and there are numerous craft shows at that time. Beth moved & Barb second to hold an open house September 10 th in place of the November craft show. Motion carried.
Next meeting will be at 4:30 on May 10, 2011 at the Library.
Meeting adjourned at 6:30 pm.
Submitted,
Beth Jones
Secretary
Chipita Park Association Board of Directors meeting
November 16, 2010
Ute Pass Library
Meeting called to order at 4:30 pm by President Kathrine Backe. Also attending: Beth Jones, Pat Hein, Patricia Wines, George Long & Chris Reimer. Absent Barbara Miller, Chan Berryman & Roger Parsons.
Minutes of the Sept. 21st re-organization & board meetings were approved as written.
Treasurer's report: Kathrine reported account balances on Barbara's behalf as follows: Craft fair income: $812.15; Tables: $1682.15; Expenses: $368.82; Proceeds: $1313.33. The budget will be presented at the next meeting. Beth will send thank you notes to Helen Smithwick, Bob & Bernie Zawislak, Gordon Wines & Scott Varley for their efforts.
Hall maintenance: Pat reported that the floor will be waxed in the spring & that Cy will winterize the building after the Christmas party. Cy fixed the wheels on the piano. They bought a new grill & rug. The bottom door knob was re-keyed. People are not locking the dead bolt! They will get a bid for re-directing the heat with ceiling fans. We'll try to buy the new tables & chairs by spring. Pat moved & George second to allocate $100 to buy a new vacuum.
Hall rental: Chris' report three confirmed reservations & two potential reservations.
Newsletter: To be mailed the first week of March; application deadline the first week of April; Directories deadline April 15 th . Mailing with CWPP will be decided at the next meeting.
Dues: Beth moved & George second to revamp the 2011 dues to $30 for a single & $50 for a household membership. Motion carried.
Craft show: Pat reported that 22 signed up & 22 showed. Some were happy with their sales & others were not, but still liked the event. Patricia will be the 2011 chair. Mary Jane Sumner & Sandy Penic have volunteered to be in charge of the bake sale & food next year.
Pot luck: Themes to be presented at Feb. meeting.
Unfinished business:
Tables & chairs – Kathrine $500 has been donated
CWPP: Kathrine reported the chemical collection was huge in just three hours. There were aprox. 125 loads of slash! Aprox. $500 in donations was received.
Dance: Will be held earlier next year. Other activities: Will be discussed at next meeting.
Light replacements: Cost for LED lights are $15 for 9 feet.
Next meeting will be at 4:30 on February 15, 2011 at the Library.
Meeting adjourned at 6 pm.
Submitted,
B eth Jones
S ecretary
Chipita Park Association Board of Directors meeting
August 17, 2010
Marcroft Hall
Meeting called to order at 5:30 pm by President Kathrine Backe. Also attending: Beth Jones, Pat Hein, Cy Sumner, Barbara Miller & Don Stefan. Absent : Carol Mayfield, George Long & Larry Wilkinson.
Minutes of the June 15th meeting were approved as written.
Treasurer's report: Barbara reported account balances: $9,327.99 in checking & 792.67 in savings, plus $992.18 for CWPP. She reviewed the budget comparison report showing that we are under budget.
Hall maintenance: Cy reported that he assembled a new grill that was purchased on sale & repaired the speaker system. He is donating a desk to be used as a base for a cabinet for the system. Beth moved & Pat second to allocate up to $175 for the purchase of a replacement storm door & ratify the $199 expenditure for the purchase of the barbecue grill. Approved.
Hall rental: Don handed out the rental list. He reported that Newman will work on collecting the $400 bounced check. Deposits of $150 will need to be collected when the keys are given for the rental.
Pot luck: Carol resigned as she is closing on her house before the annual meeting/ pot luck. Everything is ready & several board members will take the frozen lasagna to bake at home. Set up will be at 4 pm Sunday.
Unfinished business:
Kathrine researched the addresses from Curt Houchin's report and found that the complainants did not want to be involved so the association will take a more proactive approach with a clean-up day possibly coinciding with the slash/mulch day.
Board term clarification was reviewed. Beth Moved & Don second to appoint Chris Reimer to fill the two year term vacated by Carol. Approved. Both Chris & George's appointment will need to be ratified at the annual meeting. Beth moved and Pat second that Roger Parsons, Patricia Wines & Chan Berryman will be the board nominees for the ballot. Approved. Beth will print the ballots and bring them along with some copies of the agenda.
New business:
Kathrine will begin the annual business meeting at 5:40 pm Sunday. She suggested that we avoid using the old black chairs as one recently collapsed at the bridge group. Discussion followed regarding replacing the chairs and possibly buying round tables. No decision will be made until more research is done on pricing.
Kathrine expressed concern about keys not being turned back in and directed Cy to change the lock & to make 14 keys. She has talked to Chris and he has agreed to take over the hall rental for Don.
Bob and Bernie will bring a donated door prize for a free drawing at the pot luck. One ticket per family will be distributed at registration.
Don expressed an objection to getting emails regarding community issues.
Pat noted that the minutes are still not on the web site. Beth reported that she had emailed them to Bill Schraml and will contact him.
Cy & his group will entertain at the pot luck & also on Sept. 17 or 18th for an evening of dancing at Marcroft. He will notify Kathrine of the date that works for the musicians.
The meeting adjourned at 7:15 pm.
The next meeting will be held at Marcroft Hall on Sept. 21st at 5: pm.
Submitted,
Beth Jones
Secretary
Chipita Park Association Board of Directors meeting
J uly 20, 2010
Marcroft Hall
Meeting called to order at 5:30 pm by President Kathrine Backe. Also attending: Larry Wilkinson, Beth Jones, Pat Hein, Cy Sumner, Barbara Miller, Carol Mayfield, George Long, & Don Stefan, plus guests Marlyne Selk and Curt Houchin.
Minutes of the June 15th meeting were approved as written.
Treasurer's report: Barbara reported we now have 130 members. The account balances are: $9,350.20 in checking and 792.65 in savings, plus $1,392.18 for CWPP. We received a $100 donation from the Young family. $3,050 is anticipated for the second half of the grant from the Colorado State Forest Service.
Hall maintenance: Cy reported that the roofing inspection was made showing missing shingles but no hail damage. He had Kelly Wright make the repairs for $125. Concrete Jungle will resurface the floor on July 30 th .
Hall rental: Don reported that the last tenant left the hall with damages so he wasn't returning their $150 deposit.
The board agreed to defer from the agenda to listen to Curt Houchin's concerns . He reported that junk being stored on some property adjacent to some homes and the owners are asking the Association for help. Curt agreed to report the violators to code enforcement. The Association agreed to write a letter to the offending property owners. He also noted that the roof of “Moe's” old restaurant is falling in and he requested a letter to the executor. Action was not taken.
Hall rental continued: Don received $300 from the wedding held last week; $550 from the Matay wedding. He has had a request to “hold” the hall for a possible wedding reception next summer (date to be determined) in case their outdoor location is rained out. Motion made by Beth, second by Pat to contract the hall for a non refundable $500 for the people from Montana. Motion carried. Don is still working on the bad check problem.
Pot luck: Carol report we had a great crowd. Food costs are still averaging about $400 per potluck. She will have to resign in August because her house has sold. Pat will arrange for the musicians for the Oktoberfest. Cy and possible friends will perform during the meal at the next pot luck.
Unfinished business: Articles of Incorporation: Discussion continued regarding the recommendations by the Board members for the resolution under consideration. Motion made by Beth, second by Kathrine to rescind the original motion to amend and clarify Article III of the Articles of Incorporation.
New business: Kathrine reviewed the current board member terms and intentions to run again.
The 2010 expiring Board members are George, Don, Cy, and Larry. George will run again, but the others will not. Carol's position will also need to be filled. Kathrine and Larry will solicit nominations to present the slate to the Board. Board members should give any recommendations to Kathrine.
The meeting adjourned at 7:30 pm.
The next meeting will be held at Marcroft Hall on August 17 th at 5:30 pm.
Submitted,
Beth Jones
Secretary
Chipita Park Association Board of Directors meeting
J une 15, 2010
M arcroft Hall
Meeting called to order at 5:30 pm by President Kathrine Backe. Also attending: Larry Wilkinson, Beth Jones, Pat Hein, Cy Sumner, Barbara Miller & George Long, & Don Stefan, plus guests Marlyne Selk , Larry & Julie Flynn. Absent: Carol Mayfield.
Minutes of the May 18th meeting were approved as written.
Treasurer's report: Barbara reported a balance of $9,304.90 in checking and 792.56 in savings, plus $1,392.18 for CWPP. We have collected $3,705 from 127 members in dues & $1,842 in member donations, plus $170 for adv.
Hall maintenance: Cy reported that he hasn't heard back from the roofing company. Beth had talked to Roger Grace with Holladay Grace roofing and will follow up.
Hall rental: Don has another potential rental. The discussion for hall use is tabled till the next board meeting so Don can meet with his committee. Don will follow up on the NSF check when Barb locates the check. Don has corrected the annual meeting date on the calendar.
Articles of Incorporation: The board reviewed the revised draft and a lively discussion ensued. Beth moved and George second to table the decision until the next board meeting. Each board member will email Beth with their suggested wording to clarify the language.
Committee members: Larry re-distributed the volunteer lists to the respective board members who would be in charge of those groups.
There has been a request for dance lessons, but no action was taken.
CWPP: Kathrine reported that the slash project was enormously successful.
The meeting adjourned at 7pm.
The July meeting will be held at Marcroft Hall on July 20 th at 5:30 pm.
Submitted,
Beth Jones
S ecretary
Chipita Park Association Board of Directors meeting
M ay 18, 2010
M arcroft Hall
Meeting called to order at 5 pm by President Kathrine Backe. Also attending: Larry Wilkinson, Beth Jones, Pat Hein, Cy Sumner, Barbara Miller & Carol Mayfield, Don Stefan, and guests Judge Toth and Dorcas Wilkinson. Absent: George Long.
Minutes of the February 10th meeting were approved as written.
Treasurer's report: Barbara reported a balance of $8,478.02 in checking and 792.54 in savings, plus $1,547.37 for CWPP. She distributed reimbursement forms by board/committee members seeking reimbursement for association purchases. IRS non profit form has been filed. Gary Garrison examined the accounting records and determined they were fairly represented.
Hall maintenance: Cy reported that the heat and water are back on. The floor still needs to be done and he is waiting for a reply from the roofing company to inspect the roof. He was asked to repair one of the legs on the registration table. Several committee members cleaned the windows and repaired or replaced the blinds.
Hall rental: Don distributed a copy of the hall use calendar for the new season reflecting 17 functions already booked. He has collected $2425 rental fees to date. He will continue to deposit the rent check upon receipt and get the cleaning deposit check when he turns over the key. He will hold the deposit check until he inspects the hall.
Articles of Incorporation: Judge Toth reviewed the need for clarification of Article II – Purpose and Article III – Membership in the revised articles. Larry moved and Don second for Beth to revise the draft resolution she prepared. Motion carried with Pat opposed. Beth will incorporate some of the suggestions and email the revision to the Board for approval before presenting it to the membership..
Committee members: Larry distributed the board job descriptions with the members who volunteered to be on their committees. He thanked the cleanup committee for their work.
Newsletter: Kathrine reported that we need 200 minimum to qualify for bulk mailing.
CWPP: Kathrine reported that she has resigned as co chair but will continue doing the grant requests.
Mowing: will continue at a minimum of 4 times a growing season and will do additional mowing if needed before a rental.
Other non profit rental: Kathrine moved and Barb second for Don to work with his committee on a policy for members hall use for meetings of other organizations. Motion carried.
The meeting adjourned at 6:18 pm
The June meeting will be held at Marcroft; date to be determined.
Submitted,
Beth Jones
Secretary
Chipita Park Association Board of Directors meeting February 10, 2010 Beth Jones ' residence
President Kathrine Backe called the meeting to order at 3:05 pm. Also attending were Barbara Miller, Pat Hein, Carol Mayfield, Beth Jones , Don Stefan, and Cy Sumner. Larry Wilkinson and George Long were absent.
Minutes of the November 17, 2009 were approved as moved by Pat seconded by Carol. B arbara reviewed the treasurer's report reflecting a total balance of $4,588.39. She also presented the revised budget for 2010 and year end report. Beth moved and Pat second to use the revised format for the year end report; all approved. Beth moved and Pat second to approve the budget. Then discussion followed, and Pat moved, Don second to increase the dues to $30 per family; all approved with the budget reflecting the projected increase in income and offsetting expenses. In addition, Pat moved and Don second to pay the $100 membership fee for the Ute Pass Historical Society; all approved.
Hall maintenance: Cy reported that the water meter froze and had to be replaced. He will have the hall ready for the first function in May.
Hall rental: Don presented the projected calendar with several reservations already made. Rental fees were discussed and it was agreed to pursue the Rickle party for their $400 bounced check. The annual meeting was discussed; Beth moved and Don second to have the annual meeting on the day of the August pot luck; all approved. The meeting and election will be held prior to the meal being served.
Newsletter: Kathrine will work with Barbara Reed on the newsletter. Kathrine set the deadline of March 10 th to mail and April 1 to return the membership dues in order to have the directory ready by May 1 st . Application will go to the treasurer who will give the lower portions indicating committee and activity interests to Larry. Don is doing the directory. To save postage, the CWPP news will be mailed with ours and will plan to use some of the grant money to cover the mailing to zip codes 80809 and 80819. Summer residents will be mailed separately. Beth will pursue a printer and bulk mail option.
Bank account signatures: All approved to change the names removing Newman McAlister and adding Kathrine Backe as signer on the accounts.
The next meeting will be held at 6 pm on May 18 th at Marcroft Hall.
Meeting adjourned at 5 pm.
Submitted
Beth Jones , Secretary
Chipita Park Association Board of Directors meeting
November 17, 2009
Mayfield's
Meeting called to order at 4:30 pm by President Kathrine Backe. Also attending: Larry Wilkinson, Beth Jones, Pat Hein, Cy Sumner, George Long, Barbara Miller & Carol Mayfield. Absent: Don Stefan.
Minutes of the September 22nd meeting were approved as amended correcting the responsibility for meeting with the fire dept. about hall occupancy from Don with George.
Treasurer's verbal report reflected a balance of approximately $5,100. Barbara also stated that the craft show netted $1335. She noted that Gary Garrison has volunteered to audit the books after the end of the year.
Hall maintenance: Cy reported that he winterized the hall. He will turn the water and heat back on Dec. 4th for the wedding rental and pot luck, and then turn it back off again. He still plans to install a motion light by the dumpster per Pat's request.
Kathrine reported on her meeting with the county to help us install the Chipita Park sign, to possibly correct some drainage issues and change some yield signs to stop signs at some intersections. It looks like they may accept the responsibility of the sign as it is the historic entry to the summer homes and is not on private property. She reviewed some history of Chipita Park.
Hall rental: Kathrine reported for Don. She distributed a copy of the hall rental agreement with two changes adding a refund clause and guidelines for deposit return. Beth moved and Larry second that both items be adopted. Motion carried. Kathrine noted that the hall will need to be cleaned after the wedding before the pot luck. She will ask Don to talk to the people to see if they will do it or have a local person clean Sunday morning for a fee deducted from their deposit.
Budget: Barbara presented the proposed 2010 budget. Some changes were discussed to add a line for floor maintenance and a contingency line to balance the budget. The revised budget will be approved at the February meeting. Discussion followed regarding the possibility of increasing dues. Even though the dues do not cover the cost of the members attending the potlucks, it was felt that raising the dues was not the answer. Other ideas such as adding a donation jar to the wine table and announcing the need for donations will be tried.
Pot luck: Carol presented the schedule for next year adding our suggestions. She recommended adding the pig roast back in August and using local talent to volunteer instead of paying for entertainment. We will set up at noon for the Dec. pot luck and she will decorate for Christmas.
Board positions: Kathrine completed the descriptions as revised and gave us all a copy. Larry moved and Carol second to accept the descriptions. Motion Carried.
Committee members: Larry presented committee member assignments under each board member or chair. A few changes were suggested and he will make the revisions.
Hall capacity: George reported that there is not an actual “law” regulating our capacity, but the rule of thumb would make it 200 people as a maximum capacity.
Craft show: Pat reported that the vendors were pleased and that sales were actually better on Sunday this year. There were 25 vendors sold by word of mouth. Changing the date for next year was discussed, but it was not determined to be worth changing the weekend as other conflicting events exist on surrounding weekends as well. Beth was directed to send thank you notes to Helen Smithwick, Cindy Stevens, Bob & Bernie, and the Cascade Fire Dept. Larry will provide the note cards.
CWPP: Kathrine reported on the GMF fire dept fire mitigation class from Oct. 21st to the 24th . She and Randy and the Gants attended. It was very informative and she was impressed with the tremendous amount of service the dept. volunteers to our community.
Articles of Incorporation: Beth reported that Kathrine discovered that all the changes made in former board action were not actually filed. When the corporate report is filed next year, those missing changes will be added and then additional revisions made at the next annual meeting will be made in the 2011 report.
The meeting adjourned at 6:45 pm.
The next meeting will be, on February 10th at 3 pm. Place to be determined.
Submitted,
Beth Jones
Secretary
Chipita Park Association Board of Directors meeting September 22, 2009 Marcroft Hall
Meeting called to order at 6 pm by President Kathrine Backe. Also attending: Larry Wilkinson, Beth Jones, Pat Hein, Cy Sumner, Don Stefan, & guest George Long. Absent: Barbara Miller & Carol Mayfield.
The Board interviewed George for the vacant position. Discussion evolved concerning the language in the Bylaws and membership eligibility. The Board reviewed the opinion letter submitted by Newman and interpreted that George met the requirements. Beth will prepare a resolution to clarify the Bylaws formally at the next board meeting. Pat moved to appoint George to replace Julie Flynn's position; approved unanimously.
Minutes of the August 19 th reorganizational meeting were approved.
Treasurer's written report reflecting a balance of $5,484.41 was reviewed and approved.
Hall rental report: Don provided a written report reflecting a total income of $2800 YTD. He distributed a copy of the lease and noted that the hall is already rented for July 4 th 2010. It was agreed that Don will contact the president or treasurer as needed if he has to negotiate a fee lower than the established rate. The board agreed that George will contact the fire dept. to determine and post an occupancy capacity. He reported that one out of every four inquiries becomes a rental and suggested that we need to expand marketing especially since Sally Bush hall is being refurbished.
Hall maintenance: Cy reported that he installed the new toilets. He will install a motion light by the dumpster per Pat's request. He reported potential roof damage from wind/hail and asked that the insurance company be notified for a possible claim.
Pot luck: Carol needs $200 for the musicians for October 4 th . Approved as budgeted.
Craft show: Pat reported that all tables are sold and they have a waiting list. She and Helen will need help with the bake sale and food sales. Kevin is donating his famous chocolate cake for the raffle. Bob & Bernie are not yet able to commit to preparing food.
CWPP: Kathrine reported on grants and money from the stimulus package recovery act being too big a job to apply for now. In the future she may be able to reapply for a state grant with Woodland Park. The GMF fire dept is hosting a fire mitigation class from Oct. 21st to the 24 th from 6 t o 10 pm at Marcroft . It will be open to the public.
Board member positions: Katherine led a discussion based on job duties as she described and additional ones that she found in the file. Larry also distributed a committee function list. Don agreed to prepare the 2010 membership directory to be sent to the printer. Kathrine & Beth will do the proofing. George offered to help CY with hall maintenance. Larry will review the membership applications for volunteers. Beth will man the registration table at the next pot luck and board members will arrive at 4:30 to help set up food. Board members will also set up the hall for the pot luck at 10:30 on Oct. 3 rd .
The board decided that the November meeting will focus on setting up committees as well as board member functions.
The meeting adjourned at 8:20 pm.
The next meeting will be, weather permitting, at Marcroft Hall on November 17 th at 6 pm.
Submitted,
Beth Jones
Secretary
Chipita Park Association
Reorganization Meeting
Wednesday, August 19, 2009, at 9:33 p.m. – 10:00 p.m.
Newman McAllister opened the meeting with a call for the nomination for new Association President and then he would depart in his role as President.
Motion by Barb Miller to nominate Kathrine Backe as President and seconded by Carol Mayfield. Motion approved by board.
Board members were asked to discuss open positions and declare where they would like to serve as directors.
- Barb Miller wishes to keep her position as Treasurer.
- Carol Mayfield stated she would oversee potlucks and programs.
- Larry Wilkinson stated he would serve as Vice-President and oversee committees.
- Don Stefan remains designated hall rental contact and will do the directory this year.
- Beth Jones stated she would take the secretary position (not to include current description) and be the website contact for updates with Rex.
- Pat's position will be further described in reorganization/business meeting on September 22, 2009. Hall logistics is one option.
Motion to accept positions described above by Pat Hein and seconded by Julie. Approved
Julie Flynn announced her resignation to the board and stated they would be absent from their home here on a longer basis and felt a person with full-time residence could better serve the board. Resignation accepted. Julie also stated that Gorge Long expressed interest in serving on the board and she also mentioned Deane Berson. Pat Hein mentioned Chan Berryman. The board will appropriately pursue filling the vacancy.
Kathrine recommended that the Henrys' continue to hold a key to Marcroft Hall as their location provides access for necessary entrance and oversight. Board approved.
Carol was given Julie's set of keys. We need to get remaining sets from Newman (Kathrine) and Carolyn (Barb) to provide to Larry and Beth.
Kathrine will provide a working document for the board via email by September 15 to further our discussion and commitments as a board of directors. The document will attempt to detail the work of the board. Kathrine will also talk with Dr. Jagmin about Marcroft Hall as Ute Pass Elementary School evacuation site and whether or not she has a new front door key. (She does not and will need to be provided one).
Next meeting is September 22, 2009 at 6 p.m. Marcroft Hall. Adjourned at 10:00 p.m.
Respectfully submitted, Kathrine Backe, President (former secretary)
Chipita Park Association Board of Directors' Minutes
Tuesday, May 19, 2009, at 6:00 p.m.
Marcroft Hall
April 21 Minutes Approved.
Treasurer's Report – Barbara Miller: Bank balances in checking, $7,579.81, Savings of $680.16 and CD for $5,374.95 for a total of $13,635.42. Approved as presented.
Marcroft Hall Rental Report: Don Stefan reports a potential $1,650.00 in rentals to date. Total of five rentals. Don will notify Eric when lawn needs mowing.
Marcroft Hall Maintenance: Cy Sumner will install a donated hot water heater. When floor is completed Cy will purchase new toilets for both bathrooms/handicapped height. Reports that the AC is on and working. He will purchase new blinds to replace broken ones. (5)
New Business: None
Old Business:
- Floor Project for Marcroft Hall: Following discussion a motion was made by Julie that we accept the bid from Concrete Jungle of $7,500 to complete process for floor maintenance. Second by Martha. Opposed – Carolyn Houchin.
Cy is to contact Cade and attempt to complete project by June 5.
A Further motion appointed Cy as Project manager, with committee members for color and application to include: Julie, Martha, Barb and Kathrine. It is further moved that we provide 50% down payment when work begins. Motion/action approved by all members.
- CWPP June 6 Breakfast - Kathrine is chair and soliciting help. Also gave notice that a mulch/slash site it scheduled for June 12 – 15 with Jinnie Will coordinating that event. Next meeting is June 1.
- June 14 Potluck – Swedish meatballs coming from IKEA via the Amarks on June 1.
- Directories are completed and ready for mailing.
- Item for discussion at next meeting is when board terms should end which is currently in August. Two members are currently leaving the board: Newman and Carolyn.
- Newman will contact Marianne Stauffer to see if she continues to have interest in serving on the board.
Next meeting date: July 28 at 6:00 p.m.
Adjournment: 7:30
Chipita Park Association Board of Directors' Meeting
Tuesday, April 21, 2009 - 6:00 p.m.
Chipita Lodge
Attendance: Cy Sumner, Newman McAllister, Pat Hein, Martha Henry, Barbara Miller and Carolyn Houchin
Absent: Don Stefan, Kathrine Backe and Julie Flynn
Minutes of February 17 were approved.
Treasurer's Report: Barbara reported that current balances total $11,807.36, comprising: checking – $5,742.77, savings – $690.14 and Ent FCU(CD) – $5,374.45. Barbara produced the 2008 year end report that she will give to Kathrine for inclusion in the directory. Upon motion of Pat and a second by Carolyn, followed by a unanimous favorable vote, the 2008 year-end financial report was approved.
Marcroft Hall Rental Report: Don Stefan was absent.
Marcroft Hall Maintenance Report: Cy reports that hall is still closed and should reopen the middle of May, depending upon rentals scheduled.
New Business:
- Barbara did not have current income for 2009 memberships but approximately 100 members have renewed.
- Kathrine plans to have the membership directory out by May 15. Kathrine recommends that the directories not be mailed but be handed out at the June 6 CWPP meeting and the June potluck. The board desired that the directories for in-town members be mailed, as usual. The directories for out-of-town members can be held until the June potluck. If not retrieved by then they should subsequently be mailed.
- Newman reported that the IRS form 990-N, new beginning in 2008, has been filed for 2009.
- The Board appointed Barbara Miller as registered agent for the corporation because Newman, who is the current registered agent, will be going off the board in August. Newman will file the 2009 annual report with the Secretary of State changing the registered agent.
- The terms of Newman McAllister, Carolyn Houchin and Barbara Miller expire in August. Only Barbara wants to run for another term. Thus, two new directors are needed.
- The board ratified the change of the June potluck to the 14th from the 21st to avoid Father's Day.
- Upon the motion of Pat and a second by Carolyn the following contributions were authorized: Pony Run – Ute Pass Elementary -- $100, and membership in the Ute Pass Historical Society for $100. A favorable vote was unanimous.
- Website – Rex Ageton had two questions: should the Association sell advertising to non-members, and should the Association provide links to other websites of community organizations? Upon motion of Pat, a second by Martha, and a favorable unanimous vote, it was decided not to authorize non-member advertising but to permit Rex to provide links to non-profit groups, provided they are rooted in and have an interest in our community.
Old Business:
- Floor project for Marcroft Hall. Barbara produced a sheet showing the 2008 budget and 2008 actual expenditures. Upon motion of Carolyn and a second by Newman, the 2009 budget was unanimously adopted at a figure of $11,454. This represented a $380 increase in the meeting program budget because the board wanted Greg Anderson as a program for the July potluck, for line and round dancing. Martha will check with Greg.
- Floor project for Marcroft Hall. Cy reported that he had obtained bids from Koontz ($5,900, $10,000 and $11,000) and Town and Country of Woodland Park ($9770). However, Koontz's bids were based upon 2,100 square feet and the hall is 2,500 square feet. He also obtained a bid from Concrete Jungle for $7,500. He recommended that the board explore the Concrete Jungle bid. The bid includes cleaning and preparation with an application of stain, thereafter to be sealed with two coats of polyurethane. The bid also included patching some of the larger holes. Cy also produced a chart of colors that could be added to the stain. The board agreed to explore the Concrete Jungle bid and wanted to inspect businesses where the process had been applied. Cy will find out where the board can go for inspection prior to the next meeting in May. There has been some resistance from the membership that this project is unnecessary and too expensive. Barbara pointed out that in 2006 rentals were 40% of the Association's income. In 2007 it was 41% but it dropped to 20% in 2008. The floor project will improve the appearance of the building and should also result in an increase in rentals.
- The board agreed that the program immediately following the August 19 business meeting should consist of our county commissioner Clark, Sheriff Maketa, state representative Gardner and state senator King. An effort should also be made to have someone there from the county DOT and a representative of the metro district that is running the Ute Pass Express mini-bus service. Newman said he would arrange it.
- Field of Dreams: Newman said that Tom Dobson had presented a proposal in January to Tom and Sue Meals, with various conditions, whereby the lease would be reinstated, with insurance to be paid by the Ute Pass Field of Dreams corporation. The Meals are balking on accepting the proposal but negotiations are not concluded.
Next meeting date: May 19, at 6:00, at Marcroft Hall
Adjournment at 7:20 p.m.
Respectfully submitted, Newman McAllister, Acting Secretary
Chipita Park Association Board of Directors' Meeting
Tuesday, February 17, 2009 - 6:00 p.m.
McAllisters' Home
A ttendance: Cy Sumner, Don Stefan, Newman McAllister, Pat Hein, and Kathrine Backe
Absent: Barb Miller, Martha Henry, Carolyn Houchin, Julie Flynn
Minutes of December 2 were approved.
Treasurer's Report: Kathrine reported in Barbs absence. There is approximately $3,008.49 in Checking, Savings of $1,190.03 and CD of $5,235.67. Barb will prepare end-of-year report upon her return to include in new directories. Budget for 2009 will be approved at that time.
Marcroft Hall Rental Report: Don reports of two potential rentals.
Marcroft Hall Maintenance Report: Cy reports that hall is closed and cold. He will get new bids for floor maintenance/update.
New Business:
- 2009 budget yet to be approved.
- Membership rates for 2009 will remain the same at $25.00 for membership with request for special projects. Advertising rates to remain the same. Newman will speak to Rex about maintaining the website with info coming from Kathrine for additions or corrections.
- Calendar was set for potlucks, annual meeting and CWPP events. See newsletter.
- Newsletter – To be mailed the week of 13 March with application due date for directory set at May 1.Newman to write message from President, In Memorium, Field of Dreams. Cy to get Kathrine Biography, any changes from board members on their biography. Kathrine to do article on B & B's in the immediate area. Article on Trails Volunteer Day to go in Newsletter.
- Review of Insurance: Will remain at current limits (93,700-Bldg., 12,300-Personal Property; Liability-1,000,000/2,000,000.
Old Business:
a. No further information of electronic sign code in El Paso County.
- Field of Dreams: Check website to keep informed.
- Floor of Marcroft Hall. Cy to get bids to refinish floor.
- Contributions of $100.00 were made to both fire districts that serve us.
- Card tables/chairs: Don has not purchased. We will put out a call for donations of such in the newsletter.
- Recycling center at Walmart in WP still not up and running.
- CWPP has not been active this winter. Will hold June event at Marcroft.
- Kathrine requested the purchase of griddle for pancakes of $20.00, which was approved on motion by Pat and second by Don. Approved.
Next meeting date: April 21 with location in agenda from Newman. 6:00 p.m.
Adjournment at 7:10 p.m.
Respectfully submitted, Kathrine Backe, Secretary
Chipita Park Association Board of Directors' Minutes
Tuesday, December 2, 2008, at 6:00 p.m.
McAllisters' Home-8740 Chipita Park Rd.
Attending: N. McAllister, B. Miller, P. Hein, D.Stefan, J. Flynn, Cy Sumner, Kathrine Backe. Absent: C. Houchin and M. Henry
September 23 Minutes - Approved
Treasurer's Report – Craft Show Profit of approximately $1,300.00. Chase checking, $3,766.25, Chase Savings, $1,189.86– Renewal of Ent FCU CD $5,297.85 for six months. Total accounts: $10,253.97. All bills paid except for potluck, utilities for December and trash.
Don Stefan: Marcroft Hall Rental Report – Provided a calendar for the start of events next year. Card table, chairs estimate are $45.00 set. Kathrine checked on chairs on craigslist but they are sold.
Cy Sumner: Marcroft Hall Maintenance Report – closing of Marcroft Hall with blowing out water lines will take place following the potluck on Monday.
New Business:
- “Policy” Review-Use of e-mail list of Association by members will be stated that the same rules apply to the use of email list as stated for directory mailing list. Add to directory wording.
- Electronic Sign Code for El Paso County – Newman wrote a letter stating that the Association does not support the use of electronic billboards.
- Field of Dreams-locking off the facility – due to lease not being supported through community efforts/stipulations. Meetings continue to keep the Field viable for community use.
- Other: Kathrine will get mail until Barb returns and record membership payments and deposit checks. Call Don with any calendar changes for next year.
Old Business:
- December 7 Holiday Potluck-food-entertainment by Bud Kruezer. 6:15-7:15
- Recycling Center at Walmart in Woodland Park – Waiting on Waste Management and welcome volunteers.
- Delivery of additional “welcome” baskets – Kathrine will do in January.
- Other: Cy will continue to seek bids for floor maintenance.
- Move by Kathrine to send $100.00 to the two local Fire Districts, second by Newman. Approved.
Next meeting date is February 17th at McAllister's - 6:00 p.m.
Adjournment at 7:00 p.m.
Chipita Park Association Board of Directors' Minutes
Tuesday, September 23, at 6:00 p.m.
Marcroft Hall
Present: N. McAllister, M. Henry, B. Miller, C. Houchin, C. Sumner, D. Stefan, K. Backe
Absent: Pat Hein and Julie Flynn
Approval of August 24 Minutes – approved as amended
Treasurer's Report – B. Miller-Checking - $3,917.74, Savings - $1,189.60, CD - $5,254.28 for a total of $10,361.62. Barb will check interest rates and renewal of CD for six months.
Don Stefan: Marcroft Hall Rental Reports on two new rentals for Oct. 10 - Grassi and Oct. 18 - Marshall.
Cy Sumner: Marcroft Hall Maintenance Report –cooler weather so prepare swamp cooler –December 8-Hall Closing-Purchase of 3 tables and chairs (card tables sets), Don will get estimates. -Electrical System can be fixed with shift of some outlets to another line and Cy will do the work.
New Business:
- October 5 Potluck-Martha Henry /Brats for October fest. Martha recommended changes in themes for potlucks next year and agreement was to do:
Mexican, Italian, Chicken (bring a neighbor) and October fest/Brats.
- Other: Motion by K. Backe that Newman write a letter to Wal-Mart and Waste Management in support of the recycling center under consideration, second by B.Miller, unanimous approval.
- Because of errors with directory entries, two members are entitled to credit next year. J.Marshall - $10.00 credit with both ads going on website this year. D. Berson to get free ad next year. Kathrine should be the contact for these corrections and will clarify with both parties.
Old Business:
- The board revisited proposed policy changes submitted by Rex Ageton pertaining to the board's approach to zoning and land use issues. Martha moved, and Barbara seconded, that the board decline to adopt the proposed policies as not in the best interest of board/membership, onerous to administer and beyond the duties of a volunteer board. The motion was unanimously approved.
- Meeting of July 29-welcoming new businesses to community-K. Backe and M. Henry put together six baskets and delivered to area businesses as a thank you for support of our community. Board approved $50.00 for four more baskets.
- Craft Show-November 1 and 2 -Tables are full and two vendors rejected due to full venue.
- CWPP-K. Backe Oct 11 mulch site operated by El Paso Co.
- Current board terms-FYI
Newman McAllister Until August 2009
Barbara Miller Until August 2009
Carolyn Houchin Until August 2009
Martha Henry Until August 2010
Don Stefan Until August 2010
Cy Sumner Until August 2010
Kathrine Backe Until August 2011
Julie Flynn Until August 2011
Pat Hein Until August 2011
- Other: In an effort to introduce local businesses to the membership, two business owners will be invited to be present and introduced at a potluck. October invitees include Nicole/Hair Salon and R&B Windows. Kathrine will invite Rick and Martha will contact Nicole.
Set next board meeting date prior to December 7 potluck: Meeting date December 2 at 6 p.m. with place to be announced.
Adjournment
Respectfully submitted. Kathrine Backe, Secretary
Chipita Park Association Board of Directors' Minutes
Sunday, August 24, 2008, at 3:30 p.m.
Marcroft Hall
Present : Newman M., Martha H., Carolyn H., Barb M., Cy S., Don S., Pat H.,
Kathrine B.
Absent : Julie Flynn
Approval of July 29 special meeting minutes: Minutes approved .
Election of Officers/Assignments/Reorganization of Board: Motion to retain current officers.
Newman McAllister – President
Martha Henry – Vice-President
Barb Miller - Treasurer
Kathrine Backe - Secretary/Newsletter/Directories/Welcome Baskets to Businesses, Website Oversight with Rex Ageton as Website Maintenance
Committees:
Don Stefan - Hall Rentals
Pat Hein – Hall Environment
Cy Sumner – Hall Maintenance
Carolyn Houchin – Thank You Cards and Welcome at Potlucks
Julie Flynn – Activity list and Welcome at Potlucks
signments, second by Martha.
Motion by Carolyn to accept the nominations and committee as
Other business:
- Don gave a hall rental report.
- Anyone willing to work at the Art & Craft show, please contact chairpersons.
Next meeting date –work session is September 23 at 6:00 p.m. (Marcroft Hall)
Adjournment
2008 ANNUAL MEETING
CHIPITA PARK ASSOCIATION
Wednesday, August 20, 2008 , at 7:00 p.m.-Marcroft Hall
- Call to Order
- Approval of minutes from August 15, 2007, annual meeting
- Treasurer's – Membership – Hall Rental Receipts Report-Barbara Miller
- Election of Four Directors (Board consists of nine persons) :
Current terms are as follows:
Martha Henry Until August 2010
Don Stefan Until August 2010
Newman McAllister Until August 2009
Barbara Miller Until August 2009
Carolyn Houchin Until August 2009
Kathrine Backe Ending August 2008
Julie Flynn Ending August 2008
Pat Hein Ending August 2008
Cy Sumner was appointed by the Board upon the resignation of Rex Ageton and if elected, his term would end in August 2010. Thus, the Board nominates the following:
Cy Sumner Until August 2010
Kathrine Backe Until August 2011
Pat Hein Until August 2011
Marianne Stauffer Until August 2011
Nominations may also be made from the floor.
5. President's Report – Newman McAllister
6. Community Wildfire Protection Plan (CWPP) – Kathrine Backe
7. Other Business
CANDIDATES' FORUM – County Commissioner, State Representative and State Senator races (7:45 P.M.)
Chipita Park Association Board of Director's Special Meeting
Tuesday, July 29, 2008, 6:00 p.m.
Marcroft Hall
Attendance: N. McAllister, M. Henry, B. Miller, J. Flynn, D. Stefan, P. Hein, K. Backe, C. Houchin and Cy Sumner.
Approval of minutes. July minutes approved as restated.
New Business:
1) Rex Ageton appeared before the board with a suggestions for addendums to the Articles of Incorporation, as appropriate, and presented a document to the board (on file). The request was a response generated by a recent letter drafted by Newman to the El Paso Co Development Services Department regarding the Special use Application of Ute Pass Rental. Discussion followed and consensus reached that Newman was continuing to follow up on an issue before the board for many months and with the understanding and direction of the board. Other discussion suggested that we might include in one board members duties, that of welcoming new businesses to the community.
Resolution: Motion by K. Backe to review the three items for discussion with the board at its next regular meeting, second by Julie. Approved.
2) Rex proposed that minutes of board meetings be recorded. By consensus, the board did not accept or recognize a need to do this.
Resolution: Issue of recording meetings was dropped.
3) Newman reminded the board that we must try to begin the Candidates Forum following the annual meeting at 7:45 p.m.
4) The board is to present nominees for the board to fill 3 positions. They will be Marianne Stauffer, Kathrine Backe, Pat Hein, and Cy Sumner (to fill vacancy).
5) Carolyn Houchin will repaint outdoor signs for the Association. Signs to read: Pot Luck - 5:00 p.m. –This Sunday - Bring Covered Dish - Chipita Park Association - Visitors Welcome.
6) Cy presented three bids for asphalting. James D. at $1,775.00, Goldwest Asphalt at $1890.00 and James Miller at $2,368.00. All bids are for the same work and 1 year warranty. Move by K. Resolution: Backe to accept bid from James. D. at $1,775.00, second by Newman. Approved with target date of completion prior to August potluck.
7) Don updated on rentals and GMF Fire District will use tables and chairs for Bronc days.
8) The need for new chairs and professional ethics for board members are items for the Sept. agenda.
August 24 at 3:30 meeting date for reorganization .
Adjournment at 7:20 p.m
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