Minutes are in reverse order
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 19th 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 4th 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 4th. 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 24th 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.
3rd.
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
17th 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
Attendance: 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
Chipita Park Association Board of Directors’ Meeting
Tuesday, July 22, 2008 6:00 p.m.
Marcroft Hall
Attendance: N. McAllister, M. Henry, B. Miller, J. Flynn, D. Stefan, P. Hein, K. Backe. New member voted in at this meeting: Cy Sumner.
Absent: C. Houchin
Approval of minutes: Changes from Newman highlighting projects approved included.
Treasurer’s report: Barb Miller. Checking: $5,898.05, Savings: $1,189.31, CD: $5,153.50, Ent Savings: $100.78 for a total of $12,341.64.
Marcroft Hall Rental: Report by Don is that we have taken rentals that total $2,835.00. Don presented calendars that showed booked dates.
New Business:
- Motion by Pat to accept Rex Ageton’s resignation and appoint Cy Sumner to fill the vacancy, second by Martha.
- Website and directory oversight will be determined at reorganization meeting.
- Marcroft Hall policy on hall use for nonprofit groups: Pat stated that it is $100.00 flat fee with no deposit required. Board approved free use of Hall on September 14 for Democratic Candidates’ forum, any other political groups will also receive free use.
- Julie has updated interest areas and they are posted on website. Inquired whether the hall may be an option for playgroups. Interested party should contact the board with details.
- Cy discussed available grant money.
- Motion was made by Martha to donate $100.00 to Bronc Days, second by Pat. Approved.
Old Business:
- Trash service to remain the same with change in rate to $35.00 with every other week a month pick up, fuel surcharge and on-call in the fall.
- Cesspool project completed and septic pumped.
- Review of other projects: Cy will follow up on asphalt and try to complete by August potluck. Bathroom valves and cracked toilet tank to be taken care of as time permits. Hold the water heater replacement until needed.
- Annual meeting and election of directors - Nominations to date: Julie Flynn-term will expire 2011(Julie said she was willing to serve but would step aside if there was interest from others), Pat Hein-term will expire 2011, Kathrine Backe-term will expire 2011, Cy Sumner-term expires 2010.
- Annual Meeting Business: August 20.
- Minutes, treasurers report, election of directors, special projects report, questions from attendees and begin candidate forum by 7:45.
- July 27 potluck of hamburgers and hotdogs - Set up on Saturday at 10 a.m. Kevin and Larry will grill with prep at 4:00 p.m.
- August 24 potluck will feature BBQ from Front Range. Reorganization of the board will take place at 4:30 prior to potluck on this date.
- Report on Field of Dreams: Meeting at P.J. Anderson’s office did not generate interest to pursue this idea of a recreation district. Field of Dreams is not currently insured for public use.
- Ute Pass Rentals: Newman responded to filed application requesting an extension to fence to the East.
- CWPP – Slash/mulch site successful but needs more volunteers. Was well utilized. Will complete application to continue this work with CO State Forest Service.
Adjournment at 7:00 p.m. Annual business meeting on August 20 – 7:00 p.m. Marcroft
Chipita Park Association Board of Directors’ Minutes
Tuesday, May 20, 2008 – 6:00 p.m.
Backes – 8885 Chipita Park Rd.
Attending: N. McAllister, M. Henry, B. Miller, J. Flynn, P. Hein, R. Ageton, D. Stefan, K. Backe
Absent: C. Houchin
Minutes of April 8 approved.
Treasurer’s Report: Barb Miller
Total in accounts: $14,720.56
Membership/2008 - $3,150.00
Business Ads/2008 - $260.00
Hall Rental - $1,175.00
Special Projects/2008 - $2,573.00
Hall Rental Report: Don Stefan
Rentals booked and paid to date - $1,775.00. Don is designated person to call Eric for lawn maintenance.
Marcroft Hall Maintenance Report: Rex Ageton
Discussion: Projects discussed were, storm door, asphalt, water heater, cesspool outlets,
electrical problems, floor, shut-off valves in bathrooms, replacing front door and carpeting at entrance of hall.
Resolution: Motion by Newman that Rex pursues the following projects not to exceed $5,000.00, second by Barb.
1. Cesspool outlets
2. Replace front door
3. Shut-off valves
4. Replace water heater
5. Electrical work when determined how to fix problem.
New Business:
a. Change of decision for hall rental of $75.00 total for rummage sale of Sumners was based on email vote.
b. Discussion of proposed hall rental rates was presented by Don Stefan; Motion by Julie and second by Pat to accept proposal with minor changes. Resolution follows and * suggests discretion:
Member Costs
To 10 People - $25 - $50* 2nd day = ½ of first day
10 – 40 People $75 - $100* “ “
over 40 $150 - $200* “ “
Rummage sale $150 - $200* “ “
Unusual event (Consult the board for out-of-ordinary)
Additional for deposit of all events for cleaning/damage is $100.00
Nonmember Costs
Any Size $500 2nd day $250
Rummage sale $500 “ “
Unusual event (consult with board)
Additional for deposit of all events for cleaning/damage is $100.00
Truck Parking $10-$20/Day*
*Price also depends on factors such as nonprofit group, type of meeting, food being served, use of kitchen, decorating, trash service needed, utilities and heat.
c. Krakos have applied for special use permit on Hwy. 24
d. Newman reports that the Candidate Forum for August 20 is planned and will follow the business meeting.
Old Business:
a. Rex reports that directory will go to the printer on Thursday. Out-of-town directories
will be handed out at first potluck due to late mailing. If not picked up they will be mailed locally.
b. Newman reports that the insurance is increased for coverage of Marcroft Hall to include wind damage to roof. New coverage is $150,000.
c. Pat Hein will make decision on any change of waste management service. She will email board about possible/or change.
d. CWPP breakfast – June 7: Those volunteering to assist are Pat, Rex and Julie. Kathrine also requested that Newman check on insurance to see if those operating the chipper could get on a rider again this year which did not add any cost to insurance last year. Newman and Kathrine will follow up on this.
e. Martha reported that she is taking care of June 22 potluck and has spoke to Dick Bratton and he will be there to speak about Bronc Day in GMF.
f. Newman reports that he spoke with P.J. Anderson and Field of Dreams is not insured and he is going to pursue a Recreation District for this area.
g. Directors and expiring terms: Julie and Pat will run again. Kathrine will not unless she successfully finds someone to chair the CWPP.
h. Barb recommended that we send $100.00 to the Trail & Open Space Coalition. Approved.
i. Pat announced that music is confirmed for October and December potlucks.
Next meeting date: July 15, 2008 at Marcroft Hall. 6:00 p.m.
Adjournment at 7:45.
