DRAFT

MINUTES

AGHA BOARD MEETING

OCTOBER 15, 2008

 

I.                   CALL TO ORDER-The meeting was called to order at 7:05 P.M. by President, Randy Simpson.

 

II.                ROLL CALL-All Board members were present.  Randy Simpson welcomed new Board member, Carl Miller.

 

III.             APPROVAL OF MINUTES-Royal Shields made a motion that was seconded by Debra Jones to approve the Minutes of the August meeting as presented.  The motion passed unanimously with Anne Stellmon abstaining.  Anne thanked Derrick Laughlin for taking impeccable Minutes for her at the August meeting.

 

IV.             AGHA FORUM-Norm Arlt was present to make a presentation for the 2009 Xeriscape Rebate Program.  

 

V.                UNFINISHED BUSINESS

A.    Financial Review-Barb Powell has made inquiries to have a Financial Review done per our Policies and Procedures; the quotes to have this done are quite high and she will continue to get bids.  Dick Moore stated a professional opinion that our HOA may not be subject to this requirement.  On Thursday, October 16, 2008 Mitch Powell sent the following to the Board, which is taken from Colorado SB 100 & SB 89 Quick Reference Guide. PDF.  The Board will address at a later date, updating our P&P’s to reflect SB100.

                        2.5 AUDIT OR REVIEW (38-33.3-303(b)(i)-(iv))Effective Date: January 1, 2006 Effective Date of SB 89                                                       Amendments: May 26, 2006 Applicability: All pre and post-CCIOA common interest communities currently covered                                                 by CCIOA with the exception of associations that include time-share units.

                                 An association’s books and records must be audited (using generally accepted auditing standards) by a CPA                                          selected by the board if 1) the association has annual revenues or expenditures of at least two hundred fifty                                                             thousand dollars; and 2) the owners of at least one-third of the units have requested an audit.

                                𐁸 A review must be performed if request by the owners of at least one-third of the units.

                                𐁸 A review must be performed by a person selected by the board that has a basic understanding of accounting from                                                 prior business experience, education above the high school level or bona fide home study. Copies of the audit or                                            review must be available at the request of any unit owner no later than thirty days after it is completed

B.     Tax Preparation-Anne Stellmon made a motion to give Barb Powell the authority to hire a professional to do the HOA taxes for $500 that was seconded by Carl Miller.  The motion passed unanimously.  Barb will contact the person who did the taxes last year.

 

C.    Annual HOA Assessment Fee/Delinquent Accounts-The Board agreed to uphold the AGHOA Policies and Procedures that allow for a penalty fee to be assessed and/or for a lien to be filed against homeowners whose Annual Assessments have not been paid.  Barb Powell will follow the P&P procedure for notifying homeowners who are not current with their dues and file a lien if necessary.

D.    Covenant Review Plan-Randy Simpson will discuss with HindmanSanchez the cost of their bid to rewrite our governing documents.  Dick Moore suggested using another HOA Covenant form as a template and will talk to an associate who works with HOA’s about obtaining one.

 

E.     Community Garden- Lynn Walton held an informational meeting at her home on October 14, 2008.  Five families have indicated interest in the opportunity and there have been no negative responses from our community. The garden would be located south of the tennis courts in an area that is not noticeable from Parker Rd. and has limited views from the homes surrounding the area. Anne Stellmon made a motion that was seconded by Royal Shields to establish a Community Garden and Steering Committee chaired by Lynn Walton. The motion passed unanimously. Lynn will contact the homeowners surrounding the area to inform them of this action and to get feedback.  The garden would:

·         Use water from the established drip system

·         Be limited to 10 plots during the trial year

·         Be paid for by charging a fee to the users

·         The steering committee would establish guidelines such as being organic, fencing, community tools, maintenance

 

F.     Dumpster Weekend-Debra Jones reported that the Dumpster Weekend was a great success based on the overfilling of the container.  Many homeowners’ took advantage of the shredding. Homeowner’s will find a coupon for free shredding in their City of Aurora water bills.  The overfilling of the dumpster continues to be a problem and the location cannot be moved to one of the cul de sacs because of available space.  We will continue to offer this service to the community and continue to ask for cooperation from homeowner’s regarding overfilling.

                 

VI.             NEW BUSINESS

A.    2008-2009 Board Positions-the Board members indicated what positions they would like to fill for the next year and discussed changes to some of the job descriptions.

      President-Randy Simpson will continue as President and will edit the Gazette

      Vice-President-Dave Estes will continue as VP and will assume the responsibility for organizing       Dumpster Weekends

      Secretary-Anne Stellmon will continue as Secretary.

      Treasurer-Barb Powell will continue as Treasurer.

      Arch. Control Committee-Royal Shields will continue as chairman and also help with     Welcoming

      Grounds-Dick Moore will serve as chairman.   Carl Miller made a motion that was seconded        by Anne Stellmon to establish the position of Grounds Volunteer Coordinator who will act on     the behalf of the Board for routine grounds maintenance and have the authority to spend under   $100 for maintenance.  The coordinator will report directly to the Board member serving as       Grounds Chairman.  Dave Estes, Debra Jones, Carl Miller, Barb Powell, Randy Simpson and     Anne Stellmon voted yes.  Dick Moore and Royal Shields voted no.  The motion passed.  The             Board appointed Norm Arlt to serve as Grounds Coordinator.  Dick will be responsible for         vendor contracts and make reports to the Board.

      Social-Debra Jones will continue as chairman.

     Neighborhood Watch-Derrick Laughlin will continue as chairman.

     Welcoming-Carl Miller will serve as chairman and will also oversee the Community Garden.

     AG Website-This is not a Board position; the site will continue to be maintained by Norm Arlt.

 

  B.  Holiday Party-Debra Jones reported that the 2nd Annual Progressive Dinner will be held on       Saturday December 13, 2008.  She will contact homeowner’s who have expressed interest in       being hosts and will write an article for the Gazette. The HOA will provide funds for the event.

 

 C.  Permanent HOA Signs-Anne Stellmon suggested that we obtain permanent signs that would be       used to advertise the monthly and yearly Board meetings.  Debra Jones said she would look into       having them made.

 

D.    Tennis Courts-Norm Arlt has a copy of the tennis court key.  Norm Arlt reported that he asked for a contract bid to repair the tennis courts.  He received one bid that would cover a new surface for $100,000, $5, 000 to grind and fill cracks and $29,000 for a resurfacing.  Norm has been doing the grinding and filling but needs heavier equipment for more extensive work.  The Board discussed options such as doing professional maintenance every 5 years, finding more appropriate equipment and doing away with the courts.  Community feedback will be requested through an article in the Gazette. On October 21, 2008 Norm Arlt sent this email to the Board: 

       At the last meeting, we talked about tennis court options and a concern about finding a proper grinder.  Royal               put me in contact with All Seasons Rentals, who had a concrete floor grinder available.  I believe that this may be                        able to remove the buildup of prior years patching.  We would still need to patch annually, but the better playing                        surface might allow us to continue the patching indefinitely.  This would be something to consider next spring.

 

VII.           E. 2009 Xeriscape Grant-Norm Arlt suggested resubmitting the same proposal as last year’s. A mandatory meeting for all potential applicants is scheduled for October 30, 2008 from 6-7:30 P.M. at the Water Conservation Office on 2nd and Sable.  Carl Miller made a motion that was seconded by Randy Simpson to apply for the 2009 Xeriscape Rebate Program.  The motion passed unanimously. Derrick Laughlin, Debra Jones and Anne Stellmon offered to attend the meeting.  

 

VIII.       BOARD REPORTS

A.    President-Randy Simpson stated that the Gazette article deadline will continue to be the last week of each month so that the Gazette can be delivered the first week of each month.  There will be no Gazette for the month of January.  He announced the publication of his book “Touching Cottonwood” and a signing party to be held Saturday, November 8, 2008 from 2-5:30 P.M. at the City of Aurora Main Library.

B.     VP-No report.

C.    Secretary-No report.

D.    Treasurer-Carl Miller made a motion that was seconded by Royal Shields to keep our money in the current money market accounts.  The motion passed unanimously.  Carl Miller made a motion that was seconded by Dick Moore to approve the Treasurer’s Report as filed.  The motion passed unanimously.  Norm Arlt will be taken off the checking account and Royal Shields and Anne Stellmon will be added.  Barb Powell, Royal Shields, Randy Simpson and Anne Stellmon will be signatories for the AG checking account.  Royal Shields is also a Notary Public.

E.     Architectural Control Committee-Royal Shields filed his report electronically: 

      Board report:

                                1.  4866 S. Dillon Way- replace some backyard and side sod with mulch, plantings, rock,--approved

                                2.  4871 S. Carson St.-add low covering evergreens to front of yard --- approved

                                3.  14123 E. Layton Dr.-replace damaged singles on roof, same color, mfg. --

 

F.     Grounds- Norm Arlt filed this report electronically: 

To Board - Shown below is my monthly volunteer activity report.  Thanks, Norm
1)      Grounds
a)      Norm met with Grounds and Irrigation contractors on work plans
b)      Irrigation contractor did final check of system and various repairs,
turnoff on 10/25
c)      Grounds contractor did aeration and pruning jobs
d)     Norm adjusted sprinkler clocks as needed
e)      Norm sprayed weeds in park several times
f)       Norm shut off sprinkler system when possible to save water - each
day @ $200
g)      Quink and Norm picked up trash along Parker Rd
h)      Norm replaced Parker entrance bulbs and cleaned lights
i)        Norm replaced a fence picket
j)        Norm worked with Aurora Water to trim willows by conduits and
remove Russian olives and elms
k)      Norm killed 6' ant hill
l)        Norm twice consolidated dumpster heaping
m)    Norm adjusted tennis court nets
n)      Norm and Quink met with Lynn Walton on potential community garden
site in park
2)      Website
a)      Norm updated website for minutes, Gazette, new Board member
3)      Xeriscape Rebate 2008
a)      Aurora out of funds for this year
4)      Xeriscape Grant 2009
a)      Norm sent out email on initial city meeting
b)      Quink plans to attend 10/14 meeting
5)      Norm's current and future projects
a)      Norm to replace entrance lights with compact fluorescent as they
burn out
b)      Norm continuing implementation of the Xeriscape Rebate projects
i)        Norm pricing out plant identification signs
ii)      Work on maintenance of Aurora Xeriscape Rebate area
iii)    Work with city on 2009 and future potential Xeriscape Rebate
projects
c)      Prune shrubs along creek outlet and other areas
d)     Norm to test stain on Parker Road fence North of creek
e)      Norm and Quink to work on Aurora Xeriscape Grant Project
f)       Norm to improve path above Shop Creek headwall

G.    Social-Debra Jones reported that she is hosting the November 21, Common Grounds Coffee and will be having a holiday cookie exchange.

H.    Neighborhood Watch-No report

I.       Welcoming-Carl Miller will get a copy of the tennis court key from Norm Arlt and make copies for the Welcome Packets.  No report.

 

IX.             ADJOURNMENT-Randy Simpson adjourned the meeting at 9:10 P.M.

 

Respectfully submitted,

 

Anne Stellmon

Secretary, AGHA Board of Directors