Post by Veritas on Apr 5, 2024 19:12:46 GMT -7
GLA Board Meeting - March 20, 2024
A President's Vision Comes to Life
The March 20, 2024, Glastonbury Landowners Association (GLA) Board meeting was dramatically different than past monthly meetings. This was the second meeting for newly elected GLA President Doug Gill. The public portion lasted less than two hours and all necessary business was accomplished. In February, President Gill gave the committees more responsibilities and instituted a consent agenda. Previously, the GLA Board micromanaged all matters, valuable time was wasted, and meetings languished into the late hours. Now the respective committees are debating and managing their scope of business, and subsequently, presenting results to the board. Committee motions and recommendations are under the umbrella of a consent agenda that the board votes on. An item can be removed for further discussion by any director if a request is made before the meeting. The process is working. One man's vision is creating a new way of doing business for the GLA.
The March 20th Zoom and phone meeting was called to order at 7:03pm.
Board Members Present: Doug Gill, Alicia Roskind Dearing, Claudette Dirkers, Tim Brockett,
Jewel Wieczorek, John Carp, Leslie Everett, Jack Sutton
Board Members Absent: Jaylyn Jensen and Scott Stomierowski
Ombudsmen Present: Miriam Barker (SG); Absent: Sabrina Hanan (NG).
President's Report
President Gill reported that the newly empowered committee system is working well. Project Review members Jack Sutton and John Carp have organized pending projects on a spreadsheet so they may be easily addressed and tracked. Claudette Dirkers and John Carp are collecting historical Project Review files so the $30,000.00 in Construction Bond refunds may be addressed. Gill spoke about the need to get the association's data collected and organized into a centralized system. He also spoke of concentrating on past-due assessment collections. Gill believed that a fining system could be created and was allowed by state law. He promised to work with the Legal Committee and legal counsel to achieve that goal.
No official minutes were ready to be approved.
The SG Ombudsman did not have anything to report.
Treasurer’s Report
The Treasurer's position remains open after Jewel Wieczorek resigned for a second time. Director Brockett offered to serve but lacked the votes for approval. So, acting as an advisor, Jewel Wieczorek spoke about GLA Finances. She thought the 2023 year-end treasurer’s report should be sent to landowners. She was not sure they should be posted on the GLA website. The GLA February Financials were not voted on. President Gill suggested that a vote take place at the April board meeting.
Assistant Treasurer Claudette Dirkers reported that she was making excellent progress in receiving and recording incoming assessment payments. Dirkers reported that the GLA Landowner Database is complete and up to date. Former Director Andrea Sedlak had the most complete copy of the 2023 GLA Landowner List in her possession and refused to give it to the 2024 Board. Director Dirkers rebuilt the landowner list using information from old lists that were often outdated. Then she meticulously researched every name, address, and contact data against public and private sources. The current landowner list contains more detailed information and is easier to use than previous versions. Assistant Treasurer Dirkers is in frequent contact with landowners and keeps their information current.
Secretary’s Report
This seat also remains vacant. President Gill stated that he would see that the Annual Report is filed with the Secretary of State of Montana by the deadline of April 15, 2024.
Consent Agenda
Normally all items on the Consent Agenda are grouped into one vote. However, the items were voted on separately because not all directors were able to review all items.
Road Committee Motions
Unanimously approved was a motion to make 12-inch diameter culverts the minimum acceptable size for future projects that require culverts and update the Project Review Driveway Form, accordingly.
Two invoices totaling $4,180 for snowplowing by Standish Excavation were also unanimously approved for payment.
Project Review Committee Motions
A letter was approved for sending to a prospective buyer after they emailed the board with specific questions. The timely letter was approved by the Project Review Committee.
Doug, Alicia, Tim, Claudette, John, and Jack voted yes. Jewel voted no and Leslie abstained.
A Project application for a well and driveway on SG-73, was submitted by Alyssa and Richard Allen. It was unanimously approved.
Road Committee Report
Chairman John Carp will meet with Chad Standish on March 21 to discuss spring grading. He reported that he will also meet with Randy Traucht to see if he can inspect, and clean Glastonbury culverts this spring.
The recent accident on Gemini Hill was discussed. A truck slid off the narrow road and almost careened down a steep embankment. The Forum covered that story here. Director Dirkers noted that Sagittarius Skyway also needs widening. The 2022 GLA Board purchased guardrails and supplies at 90% off the list price. They were slated to be installed on Gemini Hill, Sagittarius Skyway, and several points on Hercules Road where replacement and extensions are needed. President Gill stated that these are life safety issues and the GLA is required by the Covenants to maintain the platted roads.
Project Review Committee
Chairman John Carp noted that the committee is making progress on addressing the backlog of projects left by the 2023 GLA Board. Director Jack Sutton is organizing projects and assembled a Dropbox storage place for sharing committee information. The committee was alerted to two possible Covenant infringements and will be investigating both.
Community Property
In February, President Gill tasked the Community Property Committee with securing property values for all of the parcels that the GLA owns; over 200 acres total in North and South Glastonbury. The board agreed to list the properties on the GLA Balance Sheet once values were determined. The combined properties have an estimated market value in the millions. The Forum first broke this story back in May of 2022. At that point, the market value was estimated at 17 million dollars.
Director Carp stated the committee is working on the valuation and debating using market value or the much lower tax assessment figure.
The North Glastonbury Soccer Field property, which is not owned by the GLA nor under GLA legal jurisdiction, was next. Discussion centered on keeping within the maintenance budget of $1,750.00 and postponing expensive improvements until 2025. There was also discussion about hiring an engineer so the Soccer Fields could be further developed.
Finally, the board discussed allowing a non-landowner to serve on a committee. The person owns stock in a company that owns land in North Glastonbury. But she is not the Legal Fiduciary Representative which would provide her landowner voting rights. Should she be allowed to have committee voting rights? The question remained unresolved.
Governing Documents Committee
The Governing Documents Committee chaired by Leslie Everett, met on Feb 19, and adopted a charter and goals. They met again on March 11th. They are currently discussing the 2017 Road Policy. That policy was approved by the 2017 Road Committee and sent out twice to all landowners for review. Then annual elections came, the board changed hands and the policy was shelved.
In 2023, the Governing Documents Committee approved the 2017 Road Policy and passed it to the GLA Board for approval. Then President Alicia Dearing quashed the vote by stating that since two directors were absent the next board should take it up, despite having a quorum. The GLA Annual Elections were next, and Governing Documents, once again, has the 2017 Road Policy to work with. Chairman Leslie Everett stated that her committee would amend the policy and then pass it on to the road committee.
Chairman Everett apologized for being behind in the committee minutes and promised they would be released soon. Director Dirkers asked when the backlog of 2023 Governing Documents Committee minutes would be posted to the GLA website. Director Everett promised to address that with Director Jaylyn Jensen who is also on the committee and in charge of posting items to the GLA website.
The public portion of the GLA Board meeting was adjourned at 8:57. Then the board met in private session to discuss legal matters.
The March 20th Zoom and phone meeting was called to order at 7:03pm.
Board Members Present: Doug Gill, Alicia Roskind Dearing, Claudette Dirkers, Tim Brockett,
Jewel Wieczorek, John Carp, Leslie Everett, Jack Sutton
Board Members Absent: Jaylyn Jensen and Scott Stomierowski
Ombudsmen Present: Miriam Barker (SG); Absent: Sabrina Hanan (NG).
President's Report
President Gill reported that the newly empowered committee system is working well. Project Review members Jack Sutton and John Carp have organized pending projects on a spreadsheet so they may be easily addressed and tracked. Claudette Dirkers and John Carp are collecting historical Project Review files so the $30,000.00 in Construction Bond refunds may be addressed. Gill spoke about the need to get the association's data collected and organized into a centralized system. He also spoke of concentrating on past-due assessment collections. Gill believed that a fining system could be created and was allowed by state law. He promised to work with the Legal Committee and legal counsel to achieve that goal.
No official minutes were ready to be approved.
The SG Ombudsman did not have anything to report.
Treasurer’s Report
The Treasurer's position remains open after Jewel Wieczorek resigned for a second time. Director Brockett offered to serve but lacked the votes for approval. So, acting as an advisor, Jewel Wieczorek spoke about GLA Finances. She thought the 2023 year-end treasurer’s report should be sent to landowners. She was not sure they should be posted on the GLA website. The GLA February Financials were not voted on. President Gill suggested that a vote take place at the April board meeting.
Assistant Treasurer Claudette Dirkers reported that she was making excellent progress in receiving and recording incoming assessment payments. Dirkers reported that the GLA Landowner Database is complete and up to date. Former Director Andrea Sedlak had the most complete copy of the 2023 GLA Landowner List in her possession and refused to give it to the 2024 Board. Director Dirkers rebuilt the landowner list using information from old lists that were often outdated. Then she meticulously researched every name, address, and contact data against public and private sources. The current landowner list contains more detailed information and is easier to use than previous versions. Assistant Treasurer Dirkers is in frequent contact with landowners and keeps their information current.
Secretary’s Report
This seat also remains vacant. President Gill stated that he would see that the Annual Report is filed with the Secretary of State of Montana by the deadline of April 15, 2024.
Consent Agenda
Normally all items on the Consent Agenda are grouped into one vote. However, the items were voted on separately because not all directors were able to review all items.
Road Committee Motions
Unanimously approved was a motion to make 12-inch diameter culverts the minimum acceptable size for future projects that require culverts and update the Project Review Driveway Form, accordingly.
Two invoices totaling $4,180 for snowplowing by Standish Excavation were also unanimously approved for payment.
Project Review Committee Motions
A letter was approved for sending to a prospective buyer after they emailed the board with specific questions. The timely letter was approved by the Project Review Committee.
Doug, Alicia, Tim, Claudette, John, and Jack voted yes. Jewel voted no and Leslie abstained.
A Project application for a well and driveway on SG-73, was submitted by Alyssa and Richard Allen. It was unanimously approved.
Road Committee Report
Chairman John Carp will meet with Chad Standish on March 21 to discuss spring grading. He reported that he will also meet with Randy Traucht to see if he can inspect, and clean Glastonbury culverts this spring.
The recent accident on Gemini Hill was discussed. A truck slid off the narrow road and almost careened down a steep embankment. The Forum covered that story here. Director Dirkers noted that Sagittarius Skyway also needs widening. The 2022 GLA Board purchased guardrails and supplies at 90% off the list price. They were slated to be installed on Gemini Hill, Sagittarius Skyway, and several points on Hercules Road where replacement and extensions are needed. President Gill stated that these are life safety issues and the GLA is required by the Covenants to maintain the platted roads.
Project Review Committee
Chairman John Carp noted that the committee is making progress on addressing the backlog of projects left by the 2023 GLA Board. Director Jack Sutton is organizing projects and assembled a Dropbox storage place for sharing committee information. The committee was alerted to two possible Covenant infringements and will be investigating both.
Community Property
In February, President Gill tasked the Community Property Committee with securing property values for all of the parcels that the GLA owns; over 200 acres total in North and South Glastonbury. The board agreed to list the properties on the GLA Balance Sheet once values were determined. The combined properties have an estimated market value in the millions. The Forum first broke this story back in May of 2022. At that point, the market value was estimated at 17 million dollars.
Director Carp stated the committee is working on the valuation and debating using market value or the much lower tax assessment figure.
The North Glastonbury Soccer Field property, which is not owned by the GLA nor under GLA legal jurisdiction, was next. Discussion centered on keeping within the maintenance budget of $1,750.00 and postponing expensive improvements until 2025. There was also discussion about hiring an engineer so the Soccer Fields could be further developed.
Finally, the board discussed allowing a non-landowner to serve on a committee. The person owns stock in a company that owns land in North Glastonbury. But she is not the Legal Fiduciary Representative which would provide her landowner voting rights. Should she be allowed to have committee voting rights? The question remained unresolved.
Governing Documents Committee
The Governing Documents Committee chaired by Leslie Everett, met on Feb 19, and adopted a charter and goals. They met again on March 11th. They are currently discussing the 2017 Road Policy. That policy was approved by the 2017 Road Committee and sent out twice to all landowners for review. Then annual elections came, the board changed hands and the policy was shelved.
In 2023, the Governing Documents Committee approved the 2017 Road Policy and passed it to the GLA Board for approval. Then President Alicia Dearing quashed the vote by stating that since two directors were absent the next board should take it up, despite having a quorum. The GLA Annual Elections were next, and Governing Documents, once again, has the 2017 Road Policy to work with. Chairman Leslie Everett stated that her committee would amend the policy and then pass it on to the road committee.
Chairman Everett apologized for being behind in the committee minutes and promised they would be released soon. Director Dirkers asked when the backlog of 2023 Governing Documents Committee minutes would be posted to the GLA website. Director Everett promised to address that with Director Jaylyn Jensen who is also on the committee and in charge of posting items to the GLA website.
The public portion of the GLA Board meeting was adjourned at 8:57. Then the board met in private session to discuss legal matters.