Greenfield

Greenfield HOA - September Minutes

Meeting Minutes

CORRECTED COPY
GREENFIELD MASTER OWNERS ASSOCIATION BOARD OF DIRECTORS MEETING
September 19, 2001

The Regular Meeting of the Board of Directors of the Greenfield Master Owners Association was held on Wednesday, September 19, 2001 at 3:30 P.M at the Greenfield Clubhouse located at 20601 E. Fair Avenue, Aurora, Colorado.

The following Board members were present:

Annette Louder, President
Debbie Smith, Secretary
Jim Stirbis, Treasurer
Chet Hayes, Director-at-Large

John Keiley, Vice President, was excused from the meeting. Sue Daigle representing Hammersmith Management, Dave Early from Emerald Isle Landscaping, and Aurora Stein, Chairperson of the Social Events Committee were also in attendance.

HOMEOWNER FORUM – Aurora Stein reported that homeowners would like to see the pool stay open later in the season with no guards so that the pool can be used during the warmer days in September. The Board agreed to consider this further after a pool contractor has been selected for the coming year. One of the Scout Masters in Greenfield would like to use the clubhouse for meetings but was requesting that the security deposit be waived. It was the consensus of opinion that it would be fine for the scouts to use the clubhouse but that the deposit would be required. The same is expected for all clubhouse uses.

CALL TO ORDER -- The meeting was called to order by the President, Annette Louder, at 3:55 P.M. There were no conflicts of interest with any items to be addressed on the agenda.

LANDSCAPING REPORT – Dave Early reported that the irrigation system will be winterized in mid-to-late October. Fall clean-up will be ongoing throughout the season. The annual contract was briefly discussed and it was felt that there would be an increase of about 3%. There being no further landscape issues to discuss, Dave was thanked for this time and left the meeting.

APPROVAL OF PREVIOUS MINUTES – The minutes from the August meeting were reviewed. There being no additions or corrections noted, Debbie Smith moved to approve the minutes from the August 15, 2001 meeting as presented; Chet Hayes seconded. Motion carried unanimously.

COMMITTEE REPORTS

A. Social Committee – Aurora Stein reported that the Ice Cream Social was well attended considering the temperature was 39 degrees and raining. Over 100 people attended the function.

The Halloween Parade will be held on Saturday, October 27th. A reminder card will be mailed to all homeowners noting the time of the event and requesting assistance to help distribute candy to the kids.

The entryways will be decorated in mid-November and the lights will be turned on after Thanksgiving. Volunteers are needed to help put up and take down the lights. It was agreed to send out a post card around November 1st requesting homeowners to help out with the neighborhood lighting. Having the community professionally decorated was briefly discussed. The manager reported that based on bids received from prior years it is estimated that it would cost over $10,000 to have all the entries done professionally. It was also reported that in most cases the lights are simply cut out of the trees and discarded and not saved for use again the following year.

Aurora was thanked for her time and commitment to the community and left the meeting.

B. Design Review Committee – Annette Louder presented an architectural submittal for 6404 S. Jericho Circle on behalf of the DRC. The owners are requesting two ponds for their front yard. It was noted that it had been determined that at least 50% of the yard would be sod. Based on the information presented, it was the consensus of the Board to approve the ponds contingent upon the owners meeting the sod requirements.

FINANCIAL REPORTS

A. Financial Statements -- The financial statements for the period ending August 31, 2001 were reviewed. Income remains approximately $10,000 higher than year-to-date projections which is attributable to higher than anticipated late fee income, clubhouse rentals and newsletter revenue. Expenditures continue to remain within budget projections with legal fees, collection expense, postage, copies, and office expense all being over budget at this time. Reserve deposits are current.

B. Account Balances – As of the end of August, the operating account at Imperial Bank had a balance of $75,810.72 and the reserve funds totaled $95,110.79. The working capital account as of month-end had a balance of $24,158.98.

C. Aging Reports – The current delinquencies were reviewed including accounts at the attorney for additional collection efforts. Total outstanding due as of August 31st was $4,059.44. The status of two accounts were reviewed as to current collection activity. One account is being reviewed by Village Homes and the other has been turned over to the attorney but did not appear on their status report.

Approval of the financial statements was tabled for further review.


MANAGEMENT REPORT

A. 6488 S. Jericho Way -- This deck has been trimmed in an accent color rather than the field or trim color of the home. The homeowners have been sent letters notifying them of the violation. The owner has called and feels the Board is not acting within the guidelines. The owner was informed that this matter was discussed with the Board a year ago and it was the unanimous opinion of the Board at that time that the deck must be painted to comply with the guidelines. After reviewing the situation again, it was still the opinion of the Board that the deck must be painted as prescribed in the guidelines.

This situation was brought to the attention of the manager by the homeowner directly behind this home. The manager has met with the owner and discussed the situation with him. This owner has decided not to pay dues until the deck is repainted and/or he has further discussions with a member of the Board. It was the feeling of the Board that this owner has already met with Board members and the manager and does not need another personal visit from the Board. It was requested that the manager write the homeowner a letter explaining the position of the Board and requesting that the dues be brought current immediately or further collection activity will be sought.

OLD BUSINESS

A. 20578 E. Caley Place – No new submittal on the rock wall at this location has been received. It was reported that the owners are planning on doing something to improve the wall since the former owners are not willing to participate in this improvement as they were led to believe. A letter will be written to the homeowners requesting updated information.

B. Reserve Study – Bids will be obtained for a reserve study for completion in 2002.

NEW BUSINESS

A. IREA Substation – A packet of information was sent to the Association regarding the proposed IREA Substation. The information was given to John Keiley for review. Annette Louder stated that she would discuss the matter with Village Homes to see what their involvement in this substation has been. In addition, it will be requested that John Keiley get the plans to Chet Hayes for review.

B. Parking Lot Loitering – Several reports have been made that teenagers are loitering at the clubhouse parking lot in the evenings. An article for the newsletter will be prepared requesting that homeowners contact Arapahoe County Sheriff should the kids be in violation of curfew laws. A sign was also suggested for the entryway of the clubhouse grounds. No agreement was reached on the proposed sign.

C. Snow Removal on E. Fair Avenue – A contract for snow removal on E. Fair Avenue was obtained from Keesen Enterprises. John Keiley will be asked to take the contract to Donn Ely of Village Homes for their consideration. It was agreed that if the Metro District does not sign the contract that the Association will have the snow removed along E. Fair Avenue so children walking to school will not have to walk in the streets.

D. Newsletter – It was requested that a summary of the monthly meetings be included in future newsletter along with a financial summary. It was also suggested that an article be included in the newsletter on the streets being public and that county ordinances can be enforced.

The administrative password for Neighborhood Link will be provided to Chet Hayes.

E. Annual Meeting – The Annual Meeting will be held on Wednesday, November 28th. It was agreed to have representatives from Centennial attend the meeting. If possible, a representative from Arapahoe County will also be asked to attend to address issues such as County Ordinances.

F. Budget – The proposed 2000 Operating Budget was reviewed. Recommended changes to several line items were made. The budget will again be reviewed at the October meeting for any additional changes.

ADJOURNMENT – There being no further business to bring before the Board at this time, Jim Stirbis moved to adjourn the meeting; Chet Hayes seconded. Motion carried unanimously. The meeting adjourned at 6:20 P.M.