INFORMATIONAL MEETING
Cowboy Church of Peyton
15504 Bradshaw Road
Peyton, CO 80831
October 23, 2018 7:00 p.m.
BOARD MEMBERS PRESENT:
President, Brooks Myers
Vice President/Environmental, Robert Cavanaugh
Treasurer, Debbie DeBaun
Secretary, Kim Watkins
Director, Carolyn Payne
BOARD MEMBERS ABSENT:
Wayne Boote
OTHER MEMBERS PRESENT:
Johanna and Ryan Bertram
Becky Milot-Bradford
Joe & Kathy Kistle
James and Mavis Quarles
John Parillo
PROCEEDINGS:
CALL TO ORDER
President Brooks Myers called the Informational Meeting to order at 7:00 p.m.
DISCUSSION REGARDING CHANGES/UPDATING THE BYLAWS
Brooks Myers presented a list of Bylaws that the HOA Board and Volunteer Committees would like to start reviewing and revising. The goal would be to revise the Bylaws into an understandable language, remove contradiction, and update the verbiage. Debbie DeBaun stated that she would like to change the Bylaws first and then build on the Covenants afterwards.
Bylaws to be reviewed first:
Article II, Section 1, Filings 1, 2, 2A, 2B, 3 and 4: Change wording for Filing, so it does not appear that we have six filings.
Articles II and III: Define the difference between the types of meetings i.e. annual, special, membership.
Article II, Section 5: Change the verbiage to next business day.
Article II, Section 7: Update to allow email notifications
Article II, Section 12: Implement e-voting and fix typos
Article III, Section 6: allow email and text notifications
DISCUSSION REGARDING CHANGES/UPDATING THE COVENANTS
Brooks Myers presented suggestions to updating the Covenants. He stated that these are only suggestions; they should be considered by a committee and then prepared for a vote. The committees are responsible for researching and presenting before any topics would be considered for change and then voted on by the members. Brooks stated that he would like a standardized change across the filings.
Suggested Covenant Changes:
Clarify that dues are voluntary unless you want to vote on HOA issues
Change restriction on businesses to allow those that don’t increase traffic, such as on-line business
Clarify types of fencing
Clarify types of metal buildings
Bridle Easements-delete, modify or keep
Review Landscaping Covenant
Clarify the voting process for covenant changes
Delete reference Trail Bikes and Scooters
BRIDLE PATH EASEMENTS
Brooks Myers discussed the need for a Bridle Path Committee; this is the most complex issue to deal with. The committee will need to weigh the pros and cons; do we keep them, do we get rid of them, or do we revise them. Debbie DeBaun stated that if the HOA takes them over, it will come with a high dollar to maintain and insure, not to mention the overall liability. Additional discussion was snow removal, grass mowing, gopher holes, steep easements, and legal issues.
ELECTRONIC VS. USPS
Brooks Myers discussed going electronic to save on mailing expenses. Becky Milot-Bradford stated that there is a two-step process to sign up on the Peyton Pines Website. The first allows you to get Website updates only and the second is a member mailing list. Debbie DeBaun feels that the USPS is reliable and is not confident that going electronic is fair to everybody. She stated that it would be difficult to require everybody to sign up.
Becky suggested an opt in option for electronic ballots/notifications or receive by USPS mail.
Comments/Discussions:
Joe Kistle commented on the proper way to make these changes, the legality of it. He stated that the language is contradicting, i.e. eligible to vote or entitled to vote. Mr. Kistle checked with a lawyer regarding Bridle Path liability and he was told that there is no way to be waived of liability.
Becky Milot-Bradford questioned the amount of changes and has concerns, she suggested surveying the community and finding out what types of changes are palatable.
Ryan Bertram expressed concern of the variance that passed. He stated that all property owners should have voted based on Section 10 of the Bylaws and the definition of Membership and Voting. He questioned the next variance and wanted clarification and assurance that all would be mailed ballots.
Becky Milot-Bradford stated that Wayne Boote will need to submit a written resignation to be removed for the Board. Otherwise he is still a board member and considered to be absentee.
ADJOURN
The meeting was adjourned at 8:05 p.m. No attendees stayed for the Board of Director meeting that followed.
