MINUTES
JANUARY 17, 2007
BOARD MEETING
I. Meeting was called to order at 7:05 p.m. by President Randy Simpson
II. Roll Call: Board Members Present: Randy Simpson, Norm Arlt, Bill Windler, Bob Meyers, Adam Tucci, Cindy Wagner (arrived at 7:10)
Absent: Anne Stellmon, Debra Jones, Royal Shields
Others present: Quink Arlt
III. Approval of the minutes from the meeting of November 15, 2006: Minutes were approved on a vote of 4 in favor, and one abstention. (Bill Windler abstained because he was not at the November meeting), with the following correction. In Part V, Unfinished Business, under Spiff Award Program, it should be amended to read that “Bob Meyer announced that he potentially would not continue as the program’s chairman.”
IV. Andover Glen Homeowner Association Forum: Quink Arlt gave a presentation related to a Xeriscape grant program from the City of Aurora. Quink and Anne Stellmon had attended an informational meeting related to the grant program and will be attending a series of workshops in February to help Quink put the grant application together and create a Xeriscape design for the right of way area along Parker Road. Quink reported that there was up to $30,000 available for grants and that while competition for this money will be intense, that the area along Parker Road is an ideal location and is just what the City is looking for in terms of size and visibility. Quink is looking for others to attend some of the workshops in February, and also to help put the final application together. It is due in March. The board fully supported Quink’s efforts and several board members indicated that they would assist Quink.
V. Unfinished Business
A. SB89 Changes: Norm Arlt gave a presentation related to SB89 changes that need to become part of AGHA policies and procedures. These changes have been circulated by Norm via email the board should be voting on them at February meeting. Notification related to these changes will appear on the AGHA website and in the newsletter to be distributed by the end of January.
B. Fitness Club Update: (Anytime Fitness center at Parker and Belleview).
There was a general discussion related to communication between
members of the board, the city and other homeowner associations. Cindy Wagner indicated that she had only received notice about a meeting to be held related to the fitness centers desire to become a 24 hour a day business. Cindy Wagner received a notice from the city regarding additional signage for the property but nothing regarding additional hours. Bob Meyer indicated that he had spoke by phone with Judith from the neighborhood across Parker Road, and that she was upset that AGHA did not voice its opposition to the
24 hour use. There was no motion for any further action by the AGHA Board related to this issue.
C. Unpaid Dues – Adam Tucci suggested a draft letter to be sent out to
remind homeowners who have had liens put on their property for unpaid dues. No motion was made by the board to accept the letter and general discussion seemed to be that such as letter at this time was not necessary as a letter to this effect had already been sent out in October 2006.
D. Audit Letter – Adam Tucci circulated an audit letter that he drafted related to his review of Andover Glen accounts and deposits prior to becoming Treasurer. A motion was made by Bob Meyer, 2nd by Cindy Wagner to accept the letter (with a series of corrections in spelling and punctuation)
E. Notification of legal action– Norm Arlt expressed concern that the legal action and other action that the Board has been considering related to a home in the neighborhood that has been out of compliance with covenants has not has not been fully disclosed to the membership. President Simpson and others shared Norm’s concern and indicated that under advice from the Association’s attorney, no such communication should be made public, until such time as an actual lawsuit was filed. The concern of the attorney is that the family in question could claim harassment or embarrassment by the Board’s public announcement of pending actions. President Simpson indicated that he would talk to the attorney and find out how much we can safely reveal about this issue to the membership as well as suggestion for the language to do such.
VI. New Business
A. Snow removal-Bob Meyer indicated that he would like to have approval to spend up to $600 in snow removal by a private firm with the approval of any two officers and with a snowfall of 20 inches or more. This motion was contingent on Bob checking city guidelines and restrictions for private citizens to hire private contractors for snow removal on public streets. This motion was made by Bob with a 2nd by Bill Windler. It passed on a vote of 7 – 0.
B. Survey of Interest-Bob Meyer presented a Survey of Interest that he was planning on circulating to the membership related to a change in AGHA covenants, in Article VII, related to the width of driveways. He suggested the 26 foot width wording should be removed and substitute wording be inserted such that driveways must only meet all applicable city code. President Simpson suggested to Bob that the timing on this was poor, and could create bad feelings among the board, considering the nature of potential legal action the board is currently considering. Several members of the board suggested that a wholesale review of the covenants was in order for later in 2007, but to try and make piecemeal changes at this time was not prudent. Bob was insistent that he wished to circulate a petition to membership, and the official notification form was signed by President Simpson, to be later passed to Anne Stellmon for her signature. President Simpson later realized that Bob had filled out the form incorrectly, by putting his name where the title of the Covenant change should go. The form was unusable and President Simpson destroyed it and suggested that Bob should fill out a new one as soon as convenient and it would then be signed by him and the board secretary.
VII. Board Reports
President – All items for the newsletter should be turned in by January 26th. Also, the neighborhood did not get the bike path grant that was applied for, but others are still available and the President is optimistic.
VP – Bill wanted a “cap” to be put on how much the board might spend for legal issues in any given year or for any single action. It was noted by President Simpson that the Board has a budget of $1000 for legal issues in any single year, plus a $3000 reserve amount. It was suggested and agreed that this discussion might be tabled until the February meeting.
Secretary – report submitted via email.
Treasurer – financial reports were circulated and approved by the board. Adam noted that several CD’s are coming due before the next meeting. Board gave approval (no vote) for treasurer to use his best judgment to get the best rates with short term maturities. Some of the funds (approximately $7000 will be put into checking to pay for ongoing expenses)
ACC – absent
Grounds – report submitted via email
Social – absent. Cindy Wagner wanted to make a public congratulations and thank you to Debra Jones for a great Holiday party and a great effort all around by the organizing group.
Neighborhood Watch – Bob Meyer said there had been a stolen car abandoned in front of a home in Andover Glen. The police towed it away. In another incident, a young woman needed medical assistance after she was found in her car in the neighborhood. Emergency personnel responded. The status of the young woman is not known. Bob also read a story related to a woman who might have been kidnapped if she were not “aware” of the situation, and he also suggested some quotations from a book to be used in the next newsletter.
Welcoming – Cindy Wagner said there are still 2 homes for sale in Andover Glen.
VIII. The regular meeting adjourned at 9:45 p.m. and President called for an Executive Session for a discussion of confidential legal issues following the formal board meeting.
Respectfully submitted,
Randy Simpson
President AGHA Board of Directors
January Grounds Report
Norm Arlt
a) Ditch cleaning along Parker ROW, N of creek - Aurora water dug out,
removed fence section per our request, reseeded, and mulched. (They will
take out trees along creek or ditch if requested.)
b) Adam extended mulch beds
c) Norm requested truckload of mulch from city
d) Norm and Quink put up and took down holiday decorations at entrance
e) Quink repaired vandalized holiday decorations
f) Norm replaced electrical outlet at entrance
g) Bob repaired vandalized trash can by tennis courts
h) Norm reattached vandalized trash can holder by tennis courts, and
poured additional cement anchor.
i) Thanks to Derek, Lynn, and Mattie, Norm, and Quink for digging out
snowbound Parker Rd entrance on 12/24
j) Norm sent out bid requests for grounds contracts
Norm's future projects:
a) Distribute truckloads of mulch, extend mulch beds
b) Prune shrubs along creek outlet
c) Have Emerald Isle do evergreen pruning and needle cleanup
JANUARY SECRETARY’S REPORT
JANUARY 14, 2007
City of Aurora Grant Process Meeting
On Tuesday, January 9, 2007 Quink Arlt and I attended a City of Aurora, Xeriscape Grant Process meeting. This meeting was to advise HOA’s about the $30,000 grant program for 2007. Quink will attend the AGHA board meeting on Wednesday, January 17 and present a full report to the Board. There were 24 groups represented at the meeting but Quink and I feel that AG is in a perfect location (Parker Rd.) and situation (on going, phased planning) that will make our request go to the top of the list.
Quink is willing to attend all the design meetings and Norm will attend one with her. I will attend one as well; will someone else volunteer? Norm is willing to be our grant writer, which he is very, very good at. This is a wonderful opportunity for us!
HindmanSanchez Discrimination Forum
On Thursday, January 11th, 2007 I attended a forum at the HindmanSanchez offices. This was a very positive way to become familiar with this law firm and speak with other HOA’s with common interest and problems. The main focus of this seminar was on discrimination suits that are more common for townhome type HOA’s to encounter but it’s all about awareness and being proactive as a board. I hope that all board members (especially continuing) will take the opportunity to attend some of these seminars. They are free to us and are an educational opportunity to improve our effectiveness as board members. I will give Randy material from the seminar for you to look at.
Anne Stellmon
Secretary, AGHA
Quink is willing to attend all the design meetings and Norm will attend one with her. I will attend one as well; will someone else volunteer? Norm is willing to be our grant writer, which he is very, very good at. This is a wonderful opportunity for us!
HindmanSanchez Discrimination Forum
On Thursday, January 11th, 2007 I attended a forum at the HindmanSanchez offices. This was a very positive way to become familiar with this law firm and speak with other HOA’s with common interest and problems. The main focus of this seminar was on discrimination suits that are more common for townhome type HOA’s to encounter but it’s all about awareness and being proactive as a board. I hope that all board members (especially continuing) will take the opportunity to attend some of these seminars. They are free to us and are an educational opportunity to improve our effectiveness as board members. I will give Randy material from the seminar for you to look at.
Anne Stellmon
Secretary, AGHA