Greenfield

Greenfield HOA - October Minutes

October Minutes

GREENFIELD MASTER OWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
November 5, 2001


The Regular Meeting of the Board of Directors of the Greenfield Master Owners Association was held on Monday, November 5, 2001 at 11:30 A.M at Hops restaurant in Highlands Ranch, Colorado.

The following Board members were present:

Annette Louder, President
John Kiley, Vice President
Jim Stirbis, Treasurer

Chet Hayes joined the meeting in progress at 12:05 P.M. Debbie Smith, Secretary/Treasurer was excused from the meeting. Sue Daigle representing Hammersmith Management was also in attendance.

HOMEOWNER FORUM – None.

CALL TO ORDER -- The meeting was called to order by the President, Annette Louder, at 11:55 A.M. There were no conflicts of interest with any items to be addressed on the agenda.

LANDSCAPING REPORT – No report.

APPROVAL OF PREVIOUS MINUTES – The minutes from the September meeting were reviewed with the following changes:

A. Committee Reports, Paragraph B – The phrase “on behalf of the DRC” will be added to the end of the first sentence. The sentence will read as follows: “Annette Louder presented an architectural submittal for 6404 S. Jericho Circle on behalf of the DRC.”

B. Management Report, Paragraph A – The spelling of “prescribed” will be corrected in the last sentence of the paragraph.

There being no other additions or corrections noted, Jim Stirbis moved to approve the minutes from the September 19, 2001 meeting as presented; John Keiley seconded. Motion carried unanimously.

COMMITTEE REPORTS

A. Social Committee – The post card requesting help with the holiday lights has been mailed to all homeowners. It was the consensus of the Board that if there was not adequate help to decorate the entries of the community that outside assistance would be obtained. A bid of $6,500 has been received for this work. John Keiley stated that he knows another individual to contact that he felt would not be as costly as the one bid should the Association need to have someone other than committee members do the holiday lights.

Plans are all set for the holiday function. Information will be sent to all owners within the next few days.

The Halloween parade was very successful with over 100 children in attendance.

Questions were raised as to how well the clubhouse reservation person is working out. The manager reported that for reservations the arrangement works well but that is all she does. If supplies or anything is needed for the clubhouse it is expected that the manager is to do that work.

B. Design Review Committee – The managing agent reported that she had met with a homeowner during the past month regarding a deck directly behind his home that remains the accent color. This homeowner was very upset that the deck color had not been changed. It was explained to him that several letters had been sent to the owners, they had responded to one letter and were expected to attend a Board meeting but did not. It was the consensus of the Board to send one more letter asking for a date of compliance. If there is no response to the letter within 10 days or the deck does not come into compliance within 30 days, the matter will be referred to the Association’s attorney.

FINANCIAL REPORTS

A. Financial Statements -- The financial statements for the period ending September 30, 2001 were reviewed. Income continues to be higher than projected and as of month-end was approximately $13,000 higher than budget. This is primarily due to higher than anticipated developer assessments, late fee income, legal fee reimbursements and clubhouse rentals. Expenditures continue to look good. Adjustments have been made to the proposed 2002 operating budget on items that have exceeded budget or were lower than anticipated. Reserve payments are current at this time.

As of the end of September, the operating account at Imperial Bank had a balance of $68,519.76 and the reserve funds totaled $97,827.79. The working capital account as of month-end had a balance of $24,158.98.

B. Aging Reports – The current delinquencies were reviewed including accounts at the attorney for additional collection efforts. Total outstanding due as of September 30th was $5,663.95.

Jim Stirbis moved to file the financial statements for August and September for review; John Keiley seconded. Motion carried unanimously.

MANAGEMENT REPORT

A. CenCon/ACCORD Representative – With the development that is taking place in close proximity to the community it is recommended that representatives from the community attend the CenCon and ACCORD meetings. Both these organizations are neighborhood organizations from the communities within Centennial and Arapahoe County. Chet Hayes offered to attend the CenCon meetings and information will be included in the next newsletter requesting a homeowner attend the ACCORD meetings.

B. Pump Station at Fair and Jericho – East Cherry Creek Valley is planning to install a pump station at E. Fair Avenue and South Jericho. Board members reviewed the information provided including the design of the building that it to be located on the site. It was agreed to have a representative from ECCV attend the Annual Meeting in November to address the issue with homeowners.

C. 20578 E. Caley Place – A letter to the homeowners at this location has been mailed requesting plans for the improvement of the wall. Jim Stirbis reported that the wall has been completed and looks very nice. Item closed.

D. Web Site – Chet Hayes reported that he has been working on updating the Greenfield web site. Information on financials, meeting minutes and newsletters will be sent to Chet for inclusion on the site.

OLD BUSINESS

A. Reserve Study – Bids are being obtained and will be available for review at the next meeting.

B. 2002 Operating Budget – The proposed operating budget was reviewed including the changes that had been recommended at the September meeting. Due to the events of September 11, 2001, sales projections have been lowered thus income numbers will be adjusted. There being no other changes to the budget, Jim Stirbis moved to approve the 2002 operating budget as amended; Chet Hayes seconded. Motion carried unanimously.

NEW BUSINESS

A. Landscape and Pool Bids – Bids for landscaping services and the pool will be obtained for the coming year.

B. Annual Meeting – The Annual Meeting will be held on Wednesday, November 28th. The meeting will begin at 6:00 P.M. and notice to the homeowners will be sent out within the next few weeks.

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 1:30 P.M.