2023 HOA Annual Meeting Minutes

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Meeting Date: Saturday, March 11, 2023
Meeting Duration: 10:07am to 12:15pm
Board Members Present: Debbie Aretakis, Sean Riley, Marc Bohn, ST Womack, Kim Johnson, and Scott Aurand (Remote)

  • Welcome: Meeting called to order by Debbie Aretakis (President), who welcomed new homeowners. Debbie noted today’s Board Member elections, announced that she and Kim Johnson were stepping down, and said two volunteers would be needed to fill the positions, encouraging volunteers to run. 
  • 2022 Annual Meeting Minutes: Annual meeting minutes from 2022, previously posted on HomesteadHOA.net, were formally approved without objection. 
  • Board Introductions and Committee Updates: Before turning to the Board/Committee updates, Debbie noted that the Board had sought to communicate with the HHA regularly via monthly Meeting minutes, the quarterly newsletter, the chalkboard at the entrance to the Community, and the HHA Facebook page.   
  • Treasurer’s Report:  ST Womack provided the Treasurer’s Report:
    • The Board added electronic payment options (Zelle and Venmo) for homeowners’ paying their HOA annual dues.  
    • After analyzing anticipated expenses, the Board reduced the HOA annual dues from $70 to $50 and revised the budget for 2023. 
    • The Board worked with its law firm, Altitude Law, to revise the HOA’s Collections Policy to comply with recently enacted state legislation. 
    • Budget, year-to-date:
      • $3,921 in dues received, minus $75 in transfer fees
      • Expenses to date total $1,323
      • HOA’s current account balance is $21,807
  • Secretary’s Report:  Marc Bohn provided an update on the new / updated HHA policies:
    • To comply with State law (House Bill 22-1137), which went into effect Aug 9, 2022, the Board updated the HHA policies for Collections, Enforcement and Conduct of Meetings, which established clear procedures for handling late fees on annual dues and other assessments. The Board worked extensively with Altitude Law on these policies, which have been posted in full on the HOA website.  
    • The Board also introduced a new HHA Sign Policy based on other recent legislation (House Bill 21-1310) that restricts the ability of HOAs to regulate the display of flags and signs and permits only reasonable, content-neutral limitations.  
  • Architectural Committee Report: Sean Riley provided the Architectural Committee update: The Committee approved several projects this past year, including additions to several homes, new fences, etc. What the Committee does is:
    • Help homeowners understand what government agencies will need to approve; 
    • Ensure homeowners know what their obligations are under the HOA covenants; and
    • Review the homeowners template for the project to verify that it complies with the covenants and maintains the look and feel of the neighborhood. 
  • Maintenance Committee Report: Debbie Aretakis provided the Maintenance Committee update on Scott Aurand’s behalf: The Committee helped to coordinate erecting new signs at the entrance to the Homestead. It also has followed up with JeffCo to request new roadsigns, arrange for roadwork, and coordinate the placement of temporary electronic radar signs tracking the speed of traffic through the HOA. 
  • Social Committee: Kim Johnson provided the Social Committee update: This year, the Committee organized social activities, including the annual HOA picnic and trick-or-treating in the neighborhood, and provided homeowners with small gifts/baskets from the HOA to celebrate new births, express condolences, or welcome new move-ins. In the past, it has also coordinated a neighborhood Turkey Trot, Christmas caroling activities, and a neighborhood walking group. Kim noted that she was stepping down from the Board and encouraged homeowners to volunteer to replace her and continue these efforts. 
  • Homestead Speeding Update & Discussion:  Debbie Aretakis led the discussion about concerns several homeowners have raised about speeding in the neighborhood. Although the speed limit is 25mph on Mariposa and 20mph on Flint and Ault, vehicles are frequently seen racing through the neighborhood at speeds much higher than that. The Board has explored several different solutions:
    • Speed Control: Scott Aurand, contacted Jeffco Sheriff Traffic Control Sargent about deterring speeding. Jeffco placed a speed detection trailer on Mariposa and determined when speeding is worst, and then sent out Sheriff’s deputies to write tickets.
    • Erecting Additional Speed Limit Signs: Scott Aurand identified the JeffCo contact responsible for new sign requests and connected with her about the installation of new speed limit signs. She agreed to review the HHA’s request for additional speed limit signs in the neighborhood.     
    • Placing Attention-Grabbing Speed / Caution Reminders for Neighborhood: Debbie Aretakis ordered several yard signs urging people to slow down that were placed throughout the neighborhood. 
    • Purchasing Mobile Radar Sign: The Board considered a homeowner proposal to purchase a mobile radar sign informing drivers of their speed. Keith Sargent researched a company (Radar Sign) and provided quotes. The Board determined that the proposal should be raised with the HOA at this year’s annual meeting. 
    • DISCUSSION: Debbie noted that individual Board members had a variety of opinions on how best to proceed. She said no one on the Board wanted to be “Big Brother,” and noted that if the HOA was to approve the purchase of a mobile radar sign, there would be no tracking of specific speeders–it would simply be a measure to raise awareness. During the course of the discussion, several homeowners asked questions: what would the mobile radar sign cost (the best options run several thousand dollars); whether the mobile radar sign would save data on speeders (it would not); whether the Board thought the mobile radar sign would solve the problem (yes, it could help on the margins); what to do about speeding by school buses and trash trucks, both frequent violators (homeowners should call the JeffCo bus barn (303-982-5215) or relevant trash services company when they witness such speeding); and what is the legality of the HOA erecting its own speed limit signs (that is a question the Board should explore). 
      • Placing Attention-Grabbing Speed / Caution Reminders for Neighborhood: Debbie Aretakis ordered several yard signs urging people to slow down that were placed throughout the neighborhood. 
      • Purchasing Mobile Radar Sign: The Board considered a homeowner proposal to purchase a mobile radar sign informing drivers of their speed. Keith Sargent researched a company (Radar Sign) and provided quotes. The Board determined that the proposal should be raised with the HOA at this year’s annual meeting.  
    • STRAW POLL: The Board called for a strawpoll on the question: “Should the Board utilize its resources and time to explore the purchase of a mobile radar sign?” The homeowner vote was 13 in favor, 4 opposed. However, the Board agreed to first pursue other options, including following up with JeffCo about the pending request for more speed signs, and encouraging homeowners to call the non-emergency police number to report speeders. If such efforts fail, it will more carefully consider the purchase of a mobile radar sign. 
  • Homestead Security Camera & Discussion:  Debbie Aretakis noted that the Board had considered a proposal from homeowner Greg Barnes for the HOA to install neighborhood security cameras as a measure against crime. The Board determined that the proposal should be raised with the HOA at this year’s annual meeting.
    • Greg had some powertools stolen from his garage awhile back, while other homeowners reported that  their cars were rummaged through. 
    • Greg suggested the Board consider Flock Safety, a company that installs automated license plate recognition cameras in neighborhoods to manage crime. The cameras are solar powered, and the cost of installing one at the front of the neighborhood would amount to roughly $4 a month per homeowner. He suggested that speed of response is the best way to deter/solve crime, while also noting that Flock Safety can also remove license plate numbers from its recorded data, if that’s a concern. 
    • DISCUSSION: During the ensuing discussion, homeowners asked numerous questions: are the cameras worth the cost (there was a wide variety of opinion on this, as it would roughly double homeowners’ annual dues); what exactly would the cameras be doing if they excluded license plate data (they could provide leads on suspects, while excluding the license plate numbers of homeowners); would the cameras create any potential liability for the HOA (Altitude Law said the HOA’s risk exposure was low); has there been an uptick in crime in the HOA that would justify this measure (there is no data suggesting an uptick of crime in the HOA, just anecdotal accounts of unfamiliar cars, rummaging, etc.). In response to numerous questions, Greg indicated he would seek additional data. Numerous homeowners expressed concerns about the proposal, including the potential for license plate tracking, the potential benefit not justifying the cost, the false sense of security the cameras would provide, and the significant and ongoing cost involved
    • STRAW POLL: The Board called for a strawpoll on the question: “Should the Board stop its consideration of this proposal to install neighborhood security cameras and instead gather data about potentially suspicious activity?” The homeowner vote was 15 in favor, 3 opposed. 
      • In the wake of the vote, Debbie Aretakis urged homeowners to take measures on their own to deter crime, such as installing cameras or alarms on their own property and reporting incidents to local authorities and the HOA.
  • Homestead Water Company (HWC) Update:  Debbie Aretakis provided the HWC update on Keith Sargent’s behalf:
    • Gross Alpha treatment plant upgrades are on schedule to be completed in early July;
    • HWC annual meeting for Homestead Water Company Members will be held on March 19, 2023 at 2:00pm at The Barn at Evergreen Memorial Park, 27054 N Turkey Creek Rd, Evergreen, CO  80439
    • After 9.5 years on the HWC Board, Keith Sargeant has decided to not run for re-election, so there will be a vacancy. His last day will be March 19th–the day of the HWC annual meeting. Anyone interested in the position should contact Norm Lewis (norm@hch2o.com). 
    • Additional information can be found on the HWC website (https://www.hch2o.com/)
  • Homestead Emergency Action Team (HEAT) Update: Sharon Malek, Homestead homeowner and member of HEAT’s Board, presented on HEAT’s mission and needs.
    • HEAT, which has a website with additional information, is focused on raising awareness about the importance of fire mitigation efforts in our area. The organization, which seeks to partner with local Fire Departments to help address wildfire risk, is always in need of volunteer–please consider joining. 
    • If you sign up to be on HEAT’s mailing list, you’ll get the opportunity to register early for the Fire Department’s periodic chipping programs, etc. 
    • As a result of HEAT’s efforts, the Homestead is now a “Firewise Community,” which is a designation that helps to reduce insurance rates and ensure that insurance companies continue to provide coverage in our area. However, to maintain that designation, homeowners need to continue documenting what they are doing to mitigate the wildfire risk in our community, including any costs or expenses incurred. 
    • Community Wildfire Preparedness Day is on May 6th: Plan to mitigate in recognition! (E.g., raking up pine needles and limbs; mitigation alongside the road; etc.)
    • Debbie Aretakis motioned to donate $300 to support HEAT’s mission, and the Board unanimously approved.  
  • Inter-Canyon Fire Dept. Update:  Chief Shirlaw passed out FAQs while providing an update on Inter-Canyon’s efforts:
    • Fire Department’s chipping program filled up in 90 minutes last year. This year, registration for the program will likely only be offered through the Fire Department’s community ambassadors (e.g., Sharon Malek), so sign up to HEAT’s email list. 
    • Upcoming ballot initiative seeks approval for consolidation of Inter-Canyon, North Fork and Elk Creek Fire Districts to better equip these districts to manage the area’s ever-increasing fire risk by pooling their resources. The consolidation will require a slight increase in taxes ($8-14 a month), but it is a small cost to pay. 
    • Debbie Aretakis motioned to donate $1,000 to the Inter-Canyon Fire Department, and the Board unanimously approved. 
  • Board Member Elections:  Debbie Aretakis invited volunteers/nominations for the two open Board positions, each of which has a three-year term.
    • Pat Friel volunteered, and Debbie Aretakis asked Dana Correll if she would consider volunteering. Pat was unanimously approved to fill one of the open seats, while Dana indicated that she would think about the opportunity.  
  • Other Issues:  Healthfare at Our Lady of the Pines on May 5th (free tests, screenings, etc.)
  • Meeting Adjourned: Debbie Aretakis motioned to end the meeting at 12:15pm, a proposal that was unanimously approved.

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