MINUTES

AGHA BOARD MEETING

NOVEMBER 19, 2008

I.                   CALL TO ORDER-The meeting was called to order at 7:07 P.M. by President, Randy Simpson.

II.                ROLL CALL- Absent were Royal Shields, Anne Stellmon, Derrick Laughlin and Dick Moore; 5 present so this qualifies for a Quorum, majority of board is present.

III.             APPROVAL OF MINUTES-Minutes approved by Carl Miller and Barbara Powell, second by Dave Estes

IV.             AGHA FORUM- No attendees from HOA, no forum

V.                UNFINISHED BUSINESS

A.    Xeriscape Grant Application- Submitted copy by Norm via email, Carl noted City of Aurora is concentrating their rebate program on the Parker Road corridor where there is high visibility, Carl thought they do a good job of assisting areas governed by covenants but the impression by most people traveling the area is that it is City of Aurora property. Randy noted that since Norm and Quink were not present, we really couldn’t comment on the application further but maybe we could summon Norm to the meeting in January to summarize the HOA application. Also noted no meeting in December.

B.     Audit and Tax Preparation- Barb Powell was unable to make contact with Michael Schultz, her tax person to conduct our taxes; Debra Jones advised that she was able to contact Empire Tax, a group who does their personal taxes ( Jim Bush) and they could do the audit and taxes for $800. Randy inquired on the break down of services, noting the taxes are more the concern at this point; Debra noted their taxes are done for $250-$350. Barb mentioned the audit is the expensive part of these services and Randy emphasized that we need to get the tax portion decided soon. Further discussion regarding the combination of services being done for cheaper than $800 occurred but we had decided in a prior meeting that we needed a certified CPA and the party that Barb offered was not a CPA so the board was not interested. Barb went on to note that the audit really is not required by the HOA covenants (?). Randy asked that Debra try to make contact with Empire to get a firm bid on the HOA tax service and email everyone on prices and let’s try to get it booked by year end if the price is agreeable. By state law an audit is not required and we should reserve that type of procedure for situations of need (a homeowner questions the books). Norm Arlt stepped in after the meeting began and added comment to this topic and its’ relationship within the policies and procedures and our covenants.

C.    Xeriscape revisited - Randy requested a quick detailing of the xeriscape application since Norm was now present; Norm mentioned the application is quite similar to the prior year’s request only the City program looks to be examining areas over 5000 sq ft so he widened our project area to meet this criteria. He did not widen the area to the extreme north but had enough available space to develop otherwise south of Saratoga completing the xeriscape for that area but to the north of Saratoga adding a twelve foot stretch to the xeriscape already in place while also addressing the property against the road to thwart salt, mag chloride, road elements, etc with cobble stone/rock (a six ft stretch). The city would pick the plants, etc according to the guides of the new application. Norm is encouraged with our prospects of being awarded a grant as the west side of Parker directly across from AG was awarded last year. Norm still needed to hand draw in sprinkler head positions, etc but the application is ready for submittal to the City. There is a new form that needs to be submitted that confirms agreement by an HOA as a whole for the project to commence if awarded. We will find out results before April, deadline for submitting is December 12, 2008. Norm and Quink will also take care of the Christmas decorating at the entrance to AG.

D.    Meeting notices, signs for HOA meetings – Debra Jones is handling this project, mentioning the message will be permanent, called around for pricing and was advised the material is a double sided corrugated plastic with basic block lettering; price would be $24.59 a sign. 18”x24” sign like the signs you see for political campaigns. This is an effort to better notify AG residents of the meetings; Randy mentioned that between the newsletter online, hand distributed and the knowledge of the board meeting regular schedule, he feels people are well informed and this is not needed. Voted down.

E.     Holiday Party – Debra Jones advised the date is December 13, 2008, a notice will be added to the gazette and all attendees must RSVP so as to get accurate counts for food ordering and directing appropriate numbers to the homeowners sponsoring the event; deadline is December 10, 2008. Hosts: appetizers, The Meltons and Brantleys; Dinner, the Waltons (what about the LAUGHLINS?) and the Davis family; Dessert, the Zabinski/Hanson household. Should begin festivities at 6pm; Debra will get the food and deliver to the homes. Budget should around $300.

F.     Parker Road Corridor Study Summary – Randy noted the summary is complete and it is available via website to the neighborhoods being impacted by this study and project, no funding is in place at this time but they wanted to get a picture of what it would look like, Randy noting he is still dumbfounded (miffed) that no light rail prospects are included. He thinks it is short sided and expressed his views to various city officials and politicians.

VI.             NEW BUSINESS

A.    PAR - Dave Estes mentioned Derrick Laughlin’s email about PAR officer Masson stepping

                        down as lead coordinator of Neighborhood Watch due to medical issues (back).

                        A search is in progress for a replacement.

B.     Sidewalk incident repair campaign - Debra Jones reported a screaming lady and found a slip and fall had occurred on the north side of her property (E. Layton corner at S. Carson). Debra said the side walk had been reconstructed years prior and that there was a possible flaw that caused this party to twist her ankle severely to the point she could not walk. Really didn’t know what to do, the party was identified as Wendy (resident of S. Dillon corner at E. Layton). Randy requested that Debra contact the city and have this problem inspected by the appropriate Aurora City department. A distinction was drawn between slip and fall (shoveling responsibility of homeowner) vs. a sidewalk defect (city responsibility). Norm piped in about deterioration of a lot of sidewalks in AG  and to contact the city about that too; Barb Powell mentioned she called the city and their reply was not positive (SOL). Randy added that the exposure of the problem through media might help via contact during a city council meeting. The dangerous corner, S. Dillon at E. Belleview, was also discussed to contact the city and request some sort of action be taken to rectify that poorly engineered intersect.

C.    Speeding issues also discussed.

VII.          BOARD REPORTS

A.    President-Randy Simpson appreciated all who attended his book signing sponsored by the Stellmon’s.

B.     Vice-President-Dave Estes had no report

C.    Secretary-Anne Stellmon absent due to emergency with spouse but all is well.

D.    Treasurer- Emailed financials to board, Social budget status discussed, and $250 spent of $600 budget. A possible “entrance clean-up” gathering sponsored by AG as part of social budget was tabled. Barb mentioned Royal emailed about establishing an official procedure with penalties for late dues due to in particular the Susan Duncan occurrence (practicing realtor that has no clue apparently). This can be adopted through minutes and addition to policies and procedures. Barb suggested establishing this by July 2009. Randy requested Barb put together a proposal for implementation. Percentages and options were discussed. Randy still thinks the covenant updates conducted over the last two years should be reconsidered for refinement and approval by counsel continued about the Susan Duncan incident but it was clear that she avoided payment of dues by rejection/ignoring of a certified letter among other forms of correspondence. What are her intentions?

E.     Arch. Control Committee-Royal Shields absent, no emailed report

F.     Grounds- Norm stepping in for advocate Dick Moore- Looking for bids on irrigation and grounds care, Debra mentioned she might have someone to enter into the bidding, Barb Powell noted the current guy is really reasonable cost wise (Escobar).

G.    Social – Debra discussed budget, doesn’t know where she stands as Anne submitted some bills for reimbursement that she is unaware; Randy adopted a policy for sub-committee members to submit bills, approvals for action through that appropriate board appointed position. Though this continued discussion with the treasurer Carl proposed a periodic budget review to set for in vote was January. A motion for moving $10,000 from AGHA checking to the Money Market was brought by Randy, second by Carl. $4000 to remain in checking for holiday party and other essentials and the MM will have a balance of $24,000 (approx.). Debra also noted the Common Grounds coffee social will be a cookie exchange at her home Friday, November 23, 2008 from 10-11pm. Bring 3 dozen cookies, take home same amount.

Nearest fire station noted on Northeast corner of Quincy and Chambers.

H.    Neighborhood Watch- Derrick Laughlin absent, No report, Dave and Randy mentioned it has been quiet in AG. The neighborhood Red-Tailed Fox and various wildlife (skunk at O’Meara’s front door) mentioned. AGGRESSIVE SKUNKS USUALLY HAVE RABIES!! BE CAUTIOUS IN AG.

I.       Welcoming-Carl Miller inquired how he will know when to welcome? This will come from Barb/treasurer when a status letter is requested and when official closings are reported to the treasurer.

 

VIII.       ADJOURNMENT-Randy Simpson adjourned the meeting at approximately 8:29PM

Respectfully submitted,

Derrick A. Laughlin for Anne Stellmon

Secretary, AGHA Board of Directors