Timeline

This document details (with documents, timelines and communications) the posted information regard the ongoing discussion and request for a special meeting to discuss details that are deemed important.

Timeline - links in blue are to the documents section of the “Official Buckskin Heights website”

BHRA Board meeting July 2024

• 1.  First mention of possibly relocating / replacing the existing gate due to Micheal Fallon offering 12K to relocating the gate further down Otter road, below his property outside of the BHRA subdivision .

• 2.  Excerpt:  Michael Fallon has offered $12K to the Association if a new gate is purchased and moved farther down Otter Rd. A special assessment would need to be approved by a 2/3 vote of the membership to cover the balance of the cost.

• 3.  “Gate report/security” Annual meeting 2024. First official action of proposed relocation of the existing gate

Annual meeting August 2024

• 1.  The possibility of relocating and replacing the existing gate was formally introduced to the membership by Rich Evans (VP BHRA)

• 2.  Excerpt: Rich Evans spoke, letting community know that multiple gate issues need to be addressed. A generous offer has been made to the community to replace the gate, if it is moved farther down Otter Rd. We need to look at the cost, locations, gate configurations, maintenance/technology reliability and security/safety issues. Bill Torrey gathered 3 quotes on gate configurations last winter which need to be re-evaluated.

• 3.  “Gate report” Link to BHRA 2024 Annual Meeting Minutes

BHRA Board meeting November 2024

• 1.  No meeting of the “Gate Subcommittee” but an in depth “history of the gate”, interpretated from meeting minutes by then BHRA Treasure Sue Weber detailing per property gate cost over 18 years- $2.65/yr./per membership (see below)

• 2.  To review full history of the gate, follow link (scroll to pg 28)  BHRA Meeting Minutes November 2024 or review the document in supporting documents.

BHRA Board meeting January 2024

The Gate committee has not met again but possible quote. Possible meeting of gate contractor suggested

Excerpt: Donna Braun (At Large) reported that:

• A. The Gate Committee has not met again to consider options/costs for future gate replacement.

• B. The contractor with vender Artistic Metal that Brian Lodwig has been working with has given him a quote of $27k for a new gate installed with all the electronics. The separate quote for the solar supply panels seemed unreasonable: $30k for 2 panels. We will talk with Michael Fallon who has recently installed a solar setup to power his house.

• C. The gate contractor is willing to meet with the committee. Donna will organize this as soon as possible, picking several dates when the key individuals – Brian, the contractor, Michael Fallon and others – can attend. Sue Weber offered to help schedule the meeting with the rest of the committee once a few such dates are chosen.

Link to BHRA Meeting Minutes January 2025 (scroll to Gate Report/Security) BHRA Meeting Minutes January 2025

BHRA Board meeting April 2024

Items were discussed.

Excerpt: Donna Braun presented a report summarizing the work of the gate replacement committee. Her committee has been meeting every 2 weeks to discuss the plan and found that High Pointe’s proposal looks most appealing. They will allow us to be involved in design and planning. A Community Member will be Donating $12,000 towards the cost of a new gate if we move it down by the Water Tower / Private Road Sign. Members at the meeting discussed safety issues, cell phone signal, legal aspects, and rationale for the potential project.

9. Rick Stahl requested via email a special meeting before the annual meeting on the topic of the gate. A special meeting requires the petitioning of 15% of community members (66 properties) which equals at least 10 property owners.

• a. Justin Wilson took responsibility for verifying any list of property owners submitted by Rick and assisting with next steps. NOTE: this responsibility is supposed to be done by the secratary ( Roberts Rules)

• b. Paul Rutt would like reading materials distributed before a community meeting so that the meeting will be well informed and productive. He suggested there should be an open discussion to finalize decisions on the location, design, and total cost of any such proposal.

• c. Justin Wilson asked Rick Stahl why he is opposed to Moving Gate. Rick shared that he feels it is not necessary to move the gate and that he is unsatisfied with the proposed location and rationale for the project. He also mentioned items he sees as potential issues related to the Road Easement and BHRA Bylaws.

10. Sue Weber reminded the group that there is a difference between the gate itself that functions perfectly and the mechanism/motor that operates the gate. It is quite possible to keep the current gate and upgrade the opening mechanism rather than purchasing a new gate and moving to a new location.

• a. Justin Wilson remained concerned about finding a vendor to support such a project and about our ability to continue maintaining the gate with a community volunteer alone.

 11. Justin Wilson asked Sue Weber about the process for approving a project to move the gate and whether there are any differences in vote requirements depending on whether the cost is completely covered by donations or not.

• a. Sue Weber shared that the Special Assessment process needs a mail ballot with ⅔ approval and requires an informational meeting prior to any vote.

• b. Justin noted that if this situation is not covered in the bylaws, it should be a topic of future discussion for bylaws changes.

• c. Note: Upon further review of Section 6.b. of the bylaws after the call, Justin shared with the board that he believes that any project requiring capital expenses would require a mail vote by the community with ⅔ approval required to pass, even if there is no cost to individual homeowners.

• d. Rick Stahl mentioned we have 66 properties, 56 members and a board that gets elected every 2 years has the right to change without vote does not seem right. He said “I am agitated” and left the meeting.

12. President Justin Wilson will send a Draft of Gate Move Proposal / RFQ (Request for Quote) from Vendor to the Board. (Note: completed on 5/4/2025)

Link to BHRA Meeting Minutes April 2025 (scroll to Gate Report/Security) BHRA Meeting Minutes April 2025

Special Meeting Request.

On 5/1/2024, due to the complexity, cost and reasoning behind the proposed relocation/ replacement of the entrance gate to the Buckskin Heights sub division a group of 8 memberships (10 parcels/votes) requested the Board grant a Special meeting to discuss specific items that were/are not clarified by the BHRA board and gate subcommittee. This request was done under the BHRA  Bylaws Article VI.Meetings, Section 2. Special Meetings, due to the wording of line c, with a preference for in-person meetings within the plotted subdivision, to maximize attendance.

Excerpt: Section 2. Special Meetings.

• "a. Special meetings of the Association to deal with important issues that require action before the next annual meeting may be called by the Board of Directors, or upon written petition, signed by fifteen percent (15%) of the memberships stating the purpose thereof, given to the Secretary.

• b. At least thirty (30) days written notice shall be given to the memberships.

• c. The Board shall determine the time and place of special meetings, with a preference for in-person meetings within the platted  subdivision, to maximize attendance."

This request was to answer specific questions, detailed in the petition. Copy of original request submitted 5/1/2025 located in the documents section below.

Excerpt: Areas to be discussed and reviewed are:

• "1. Reasoning / motivation for the proposed move.

• 2. Review of the received bids for a new gate. Minimum number of bids to move forward. Mandated qualifications for    the   replacement gate.

• 3. Financial impact: Initial costs to the membership, recurring costs, based on the bid(s).  

• 4. Clarification of the legal boundaries, location of Buckskin Heights subdivision.

• 5. Legalities of relocating the gate to an area not recognized by the county as at or within the plotted boundaries of the Buckskin Heights subdivision."

The BHRA board, under Justin Wilson, President BHRA, reviewed the request and stated that one of the petitioners (No name given) had rescinded their vote. No petitioners, at that time, verified this information. (this can be authenticated through a one-to-one communication).

A second request was forwarded with additional petitioners (total of 12) on 5/12/2025. (Located in the documents section below.) As of 5/23/2025 the board has not responded, but two of the petitioners rescinded their endorsement (these petitioners are active members of the board) There are still the mandated 15% of the membership to validate.  A request for verification of special meeting was sent on 5/22/2025

On 5/22/2025, the BHRA board posted on groups io that they will be hosting a special meeting, zoom only, on Tuesday 6/24/25. This disregards the bylaws in “person preference”. The action points (what is to be discussed) is also limited to the discussion of the possibility of replacing and relocating the gate. This severely limits the items to be discussed versus what the membership requested.

 Excerpt from the memberships request for special meeting emailed 5/12/2025 vs the BHRA boards purpose of meeting:

Memberships talking points-

"The stated purpose of this meeting is to explain, clarify and review:

1. Reasoning / motivation for the proposed move.

2.     Review of the received bids for a new gate. Minimum number of bids to move forward. Mandated qualifications for the replacement gate.

3. Financial impact: Initial costs to the membership, recurring costs, based on the bid(s).  

4. Clarification of the legal boundaries, location of Buckskin Heights subdivision.

5.    Legalities of relocating the gate to an area not recognized by the county as at or within the plotted boundaries of the Buckskin     Heights subdivision."

BHRA boards talking points for special meeting posted 5/22/2025:

 "to discuss the possibility of replacing and relocating our community’s gate."

NOTE: According to the BHRA bylaws you must state the purpose of the special meeting and according to Roberts Rules, talking points not specifically listed in the request may not be discussed.

 End of timeline. * At the time this information was gathered (5/23/2024) off of the “Official Buckskin Heights” website, there are no minutes published from the Gate subcommittee.

 Documents Section

History of the gate ( Sue Weber Author