Meeting Duration: 6:30pm to 7:30pm Board Members Present: Sean Riley, Scott Aurand, Marc Bohn, ST Womack, Pat Friel, and Mike Willemin Non-Board Homeowners Present: Dana Correll
Meeting Management: HOA President Sean Riley chaired the meeting.
Meeting Minutes: Minutes from April 18, 2023 Board Meeting and March Annual Meeting are still being drafted and will be approved at a future Board Meeting.
General Business:
Trash Cans: The Board began by discussing a Homeowner email to the Board about residents failing to retrieve their empty trash cans after trash collection and simply leaving them on the street for days (and in some cases the entire week). He pointed out that the cans were an eye sore and a potential traffic hazard. Given that the Covenants require residents to retrieve their trash receptacles and store them off the street, he asked the Board to send friendly reminders to any homeowners who are neglecting to retrieve their receptacles. The Board acknowledged the Homeowners concerns, and Scott Aurand volunteered to reach out to any residents out of compliance.
Banner on Entrance Sign: A Board member noted that there was currently a banner tied to the Homestead community sign off 285. Marc Bohn noted that the Board had given Sharon Malek email approval to hang the sign during the week leading up to “Community Wildfire Preparedness Day” on May 6th.
Treasurer Update:ST Womack provided a financial update:
There are now five homeowners that have yet to pay their 2023 annual dues, which were due on March 11.
Pursuant to our HOA policies, ST sent a “first notice” to six homeowners with unpaid dues on April 15 using the format recommended by the HOA’s law firm. He is now preparing to send a second notice to those homeowners whose dues remain unpaid as of May 15.
ST made only one payment this past month, which was to Jefferson County for Property Tax.
Architectural Update: The Architectural Committee had no update.
Maintenance Update:Scott Aurand reported that:
Potholes: Jefferson County closed out his request to have the potholes on Flint, Mariposa and Ault repaired, and Scott said his understanding is that they would be patching (as opposed to repaving) the potholes this month.
Speed Limit Signs: He has also continued to reach out to Jefferson County and leave messages to request installation of new speed limit signs and monitoring by the traffic radar trailer.
Secretary’s Report:Marc Bohn had no report.
Social Committee Update: No Social Committee update.
Miscellaneous Updates:
Fire District Consolidation: Area Fire Departments are holding open houses about the proposed plan to consolidate the Fire Districts, including three coming up on Saturdays in May. Residents should have received a mailer about these events. Information is also available on the local Fire Station’s website.
Homestead Website: It was noted that the Homestead’s website still listed the HOA’s old Board members, which Marc Bohn said he would correct.
Meeting Duration: 6:30pm to 7:30pm Board Members Present: Sean Riley, Scott Aurand, Marc Bohn, ST Womack, Pat Friel, and Mike Willemin Non-Board Homeowners Present: Debbie Aretakis, Kim Johnson, and Dana Correll
Meeting Management: To close tenure as President, Debbie Aretakis invited to chair meeting
March Meeting Minutes: Board meeting minutes from March 7, 2023, were approved.
Annual Meeting Minutes: Minutes from March 11, 2023 Annual Meeting still being drafted. Marc Bohn will circulate draft minutes for Board review.
Homeowner Agenda Items: No additional agenda items proposed.
Open Board Positions:
Pat Friel was elected at Annual Meeting to fill one of the two open Board positions.
Dana Correll said she wasn’t interested in filling the other open Board position but was willing to assist the Board as a volunteer, as needed. Mike Willemin said he could fill the other open Board position, which other Board members approved.
Board unanimously approved Mike to fill open Board position.
Election of Officers: Board needs to elect a new President, Vice-President and slate of officers and committee heads.
Debbie Aretakis ran through obligations of each position, including President, Vice-President, Secretary, and Chairs of Architectural, Maintenance, and Social Committees.
ST Womack indicated an interest in continuing as Treasurer, while Scott Aurand likewise indicated an interest in continuing as Chair of Maintenance Committee. Scott also indicated an interest in the Social Committee.
Marc Bohn and Sean Riley indicated no preference regarding their current Secretary and Architectural Committee positions.
Michael Willemin said he was willing to fill any position except for President but expressed a preference for Chair of Architectural Committee.
Sean said he was willing to serve as President or Vice-President, as needed. He also indicated support for Michael assuming the Chair of Architectural Committee position, suggesting that he could aid with the transition by coaching Michael on what the position requires and how to handle requests.
After Dana declined nomination to serve on the Board, Debbie suggested she could still support the Board by volunteering as Chair of the Social Committee (a position that does not require a Board member position). Dana said she would be happy to assume this role.
Pat signaled an interest in serving as Chair of Maintenance Committee. Scott said he had no issue with that, but would prefer to serve as Vice-President than Secretary (a position he’s previously filled). Marc said he was fine continuing on as Secretary.
Motion to fill open Officer and Committee Chair positions as outlined below carried unanimously:
President: Sean Riley
Vice-President: Scott Aurand
Treasurer: ST Womack
Secretary: Marc Bohn
Chair of Maintenance Committee: Pat Friel
Chair of Architectural Committee: Mike Willemin
Chair of Social Committee (Non-Board): Dana Correll
Kim Johnson said she would: 1) provide Dana with template letter to welcome new move-ins to the community, and 2) hand over HOA directory updates to Marc because he holds full editor access on the HOA website.
ST, who handles status letters for new home sales, said he would communicate new move-ins to Dana.
Debbie mentioned that HEAT is also a resource in this area because Jackie White, the head of HEAT, is a realtor and tracks new move-ins.
General Business: Debbie Aretakis noted that:
Changes will be coming to the Homestead Water Board, with Keith Sargent stepping down as Treasurer.
She has been forwarding Altitude Law Newsletters and seminar announcements to the Board, which the Board may want to review.
She forwarded InterCanyon Fact sheet on proposed fire district consolidation to the Board.
She provided a box of archival / HOA documents to Sean Riley.
The Homestead HOA registration needs to be updated and sent to Jeff County with names of newly elected Board members. HOA’s website likewise needs to be updated to remove Debbie and Kim Johnson and list newly elected Board.
Treasurer Update:ST Womack provided a financial update:
There are still six homeowners that have yet to pay their 2023 annual dues.
ST sent a postcard to the seventeen homeowners who hadn’t paid the annual dues by the deadline.
Pursuant to the new HOA policies, he is preparing to send the first notice after 30 days, including all of the wording the lawyers requested.
ST also provided the following refunds: 1) $80 to homeowners that had actually paid their dues during the grace period; and 2) a homeowner that overpaid (mistakenly paying twice).
Introduction of the electronic payment option was successful. Though the majority of homeowners still paid by check, a large minority paid via Venmo or Zelle.
Architectural Update:Sean Riley said the Committee received a request from the Aretakis family to approve repair of their deck. The work will involve repairing and resurfacing the deck, while keeping the same color. Because this is the repair of an existing deck that doesn’t involve meaningful change to the exterior appearance the project is not covered by the HOA Covenants and therefore requires no approval.
Maintenance Update:Scott Aurand reported that:
He has continued to reach out to Jefferson County and leave messages to request installation of new speed limit signs and monitoring by the traffic radar trailer.
He noted that his contact on the Jeffco Road Bridge advisory committee has stepped down, so we’re essentially starting over in our efforts to request paving / repair of the potholes and road damage on Flint near South Turkey. He will work with Pat Friel to submit a new online request for the roadwork.
Secretary’s Report:Marc Bohn said will seek to finalize the draft minutes from the Annual Meeting as soon as possible.
Social Committee Update: No Social Committee update.
Homeowner Communications Update: No homeowners communications to update on.
Miscellaneous Updates:
HOA Document Storage: Please send relevant documents or emails to Ginny Riley for storage (e.g., architectural approvals, legal, miscellaneous).
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.
Meeting Duration: 6:30pm to 8:00pm Board Members Present: Debbie Aretakis, Scott Aurand, Sean Riley, and Kim Johnson (Absent: Marc Bohn and ST Womack) Non-Board Homeowners Present: None
February Meeting Minutes: Board meeting minutes from February 7, 2023, were approved.
Homeowner Agenda Items: No homeowners present.
General Board Business:
A post card with wrong date for Annual Meeting was mailed. A post card with correct date was mailed out and received by homeowners March 6. Kim also posted the correct date on the Homestead Facebook page.
Altitude Law response to Feb. 8 email on Security Cameras & HOA Document Retention:
On potential liability associated with installing security cameras: “In general if you are installing monitoring cameras (security implies active monitoring and responses), there is no liability. We strongly recommend adopting a camera policy identifying the reason for the cameras, who may access, and how long you keep the images.”
On HOA Document Retention: “Generally speaking, you need to keep meeting minutes and notice into perpetuity, but stuff that relate to old improvements, contracts outside of two years or the warranty period. The rest if older than 7 years can be destroyed.” Need to follow up with Altitude for clarification on whether items 2 years old and older can be destroyed.
Debbie forwarded Altitude Law March Newsletter to the Board. Board may want to review and attend seminars
Debbie forwarded InterCanyon Fact sheet to the Board.
Board Transition – April Board Meeting
Two open Board seats to be filled at Annual Meeting
Debbie called a few homeowners to encourage they volunteer for the boardRequest for volunteers included in Annual Meeting Postcard
Debbie will provide copies of HHA documents for future use as templates (Agendas, Newsletters, etc.)Location & Date of next Board Meeting: Suggest April meeting be on 1st Tuesday on April 4 at 6:30
Send Board updates to Dave Pond to update web site.
Suggestion to have Kim & Debbie join the April Board to facilitate smooth transition.
Weiss Property – New Tenants: Brian Henderson and Alexandra Stokes, bhenderson@gmail.com
Kim sent welcome letter
Marc – Update New HHA Sign Policy; Rec’d Jan 19 email approval of final draft from Dave Firmin, Altitude Law
Deb to resend Jeffco HOA Registration info for new board to discuss next mtg – Done
New Board to update Jeffco Registration- for Association Board members
Future Project – Boxes of HOA old board documents inherited from prior HHA President, Keith Sargent, that have been passed around (prior to 2020 renewal of the covenants)
Treasurer’s Report: Debbie (in ST Womack‘s absence) provided a dues update, noting that all but 27 homeowners had paid 2023 dues as of Sat 3/4.
Architectural Update:Sean Riley noted that the Womack deck update and retaining wall project was approved.
Maintenance Update:Scott Aurand said he is continuing to contact Jeffco for traffic radar trailer.
Secretary’s Report:Marc Bohn was absent.
Social Committee Update:Kim Johnson provided a Social Committee update:
John Key and Madison Shoemaker had a baby boy 3 weeks ago – name, Grayson. Kim sent a gift from the HOA. Thanks Kim!
Kim sent welcome letter to new homeowners on Stonewood, Chris McGovern & Jamie Magyar
Homestead Homeowners Directory is up to date.
Homeowner Communications Update:Debbie Aretakis provided a homeowner communications update:
Annual Meeting, March 11, 2023 – Update & “To Dos”
AV run through Friday, 3/3
Received two Zoom requests so far
All Board Members – Annual Summary, Committee Updates – please be concise, we have a packed agenda
Meeting Agenda completed (Debbie)
Confirmed Speakers (Debbie)
Keith Sargent – may or may not attend; referenced Water Company Meeting
Sunday March 19, 2023, at The Barn at Evergreen Memorial Park, 26624 N Turkey Creek Rd, Evergreen, CO 80439.
Greg Barnes – Security Cameras
Chief Shirlaw – Intercanyon update
Sharon Malek – HEAT update; will distribute hand outs
Postcard meeting & dues reminder creased and printed. Mailed on Feb. 28. (Debbie)
Debbie printed ballots and will bring to meeting; 10 proxy ballots have been received
ST printed mailing labels for postcard mailing
ST will bring print out of Homeowners list with status of dues payment (needed to confirm eligible to vote)
ST will collect proxy vote forms and bring to meeting
Volunteers to assist with signing in homeowners and counting ballots – Rich & Linda Miner, Lynn Womack
Kim & Ginny: Traveler coffee / doughnuts 40 people
Sean – update and put out sandwich board with meeting info
Debbie arranged update on chalkboards with reminder 1 week before
ST has a webcam to bring – tested with Zoom & Deb’s laptop; also test Zoom from ICFD
Nametags – Kim & Ginny
Debbie printed out agendas to hand out
Miscellaneous Updates:
HOA Document Storage: Please send relevant documents or emails to Ginny Riley for storage (e.g., architectural approvals, legal, miscellaneous).
HomesteadHOA.net – P.O. Box 797, Conifer, CO 80433
The Annual Homestead Homeowners Picnic Lunch & Games Provided: Come and meet or catch up with your neighbors! When: Noon on Saturday, August 13, 2022 Where: The Lopez’ Pavilion, ½ mi past 7763 Surrey Drive on the left
HOMESTEAD NEWS
State law, HB22-1137, was passed which governs Homeowner Association policies for Collections, Enforcement and Conduct of Meetings. The HHA Board is working with Altitude Law on implementing these policies, which will go into effect Aug 9, 2022. The Board approved spending $395 for Altitude to revise policies in accordance with requirements of the new law. New revised policies will be posted on the HHA website. Similar policies went into effect in 2020. New revisions are relatively minor.
Speeding in the Homestead is being addressed by the Board. Board Member, 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. The Board also placed the Homestead sandwich board with the posted speed limit on Mariposa to remind motorists to drive safely and slowly through the neighborhood. In addition, the board has taken a proposal for a mobile radar sign under consideration. Homeowner, Keith Sargent, has researched a company and provided quotes – https://www.radarsign.com/radar-speed-signs/. The Board will meet again with Keith in August to discuss pros & cons in more depth. If the Board finds that a mobile radar sign would be recommended for the Homestead, a poll of homeowners will be taken before moving forward.
Neighborhood Security cameras are under consideration by the HHA Board, as a measure against crime. Recently, a homeowner reported that their vehicle had been broken into. Homeowner, Greg Barnes, presented the idea of installing security cameras at the Homestead entrances. Greg will gather more info and present to the Board at the August Board meeting. If the Board finds that a security cameras would be recommended for the Homestead, a poll of homeowners will be taken before moving forward.
To reduce the significant wildfire risk facing our community, the HHA encourages all residents to mitigate their property by collecting and disposing of slash. If you need assistance or would like to assist others in our neighborhood, reach out to the area HEAT which coordinates volunteer efforts to assist community members with wildfire mitigation.
Numerous homeowners have been taking steps to actively mitigate the wildfire risks on their property in conjunction with:
National Wildfire Community Preparedness Day on May 7;
Free chipping programs that the CORE Electric Cooperative and Inter-Canyon Fire Protection District earlier this year.
A few homes still have piles to be picked up, so check the calendar for a date to get your slash removed.
See Homestead Facebook page, “Hey Homestead and Golden Meadows! GOT SLASH? The Homestead Settlers Drive collection dates are quickly approaching…. HEAT is in need of trailers and volunteers to assist neighbors who need their SLASH hauled. If you can help, please contact Sharon Malek, sharonmalek@gmail.com“
Visit the new notification system for ICFPD: LookoutAlert.co
Homestead residents Ginny Riley and Jackie White were elected to the InterCanyon Fire Department board. Thank you for your service! Ginny reported to the HOA Board that volunteer numbers are way down. This means homeowners need to be vigilant in fire mitigation and perhaps consider volunteering.
Please consider serving on the Board. It is a rewarding way to serve our community. In 2023, we will have two vacancies.
The HOA Board provides updates to the Homestead Website – HomesteadHOA.net. Thanks to Dave Pond, HHA web master. Updates include monthly Board Meeting minutes and general community news.
Monthly HHA Board meetings held at the Aretakis home, with Zoom available, on the first Thursday of the month.
Homeowners are always welcome. If you would like to attend, please email HomesteadHOA7@gmail.com with your topic and to obtain the Zoom link, if desired. Include your name and address.
Note that the August Board meeting will be on Tuesday, Aug. 13, to accommodate summer schedules.
The Homestead HOA Directory is updated with new homeowners and is available on the HOA website.
The HHA Board will include HEAT & Inter-canyon updates in HOA newsletters to increase awareness for homeowners.
Social Committee Update – Kim Johnson, V.P., krjohnson@email.com
Welcome to 3 new neighbors!
Madison Shoemaker and John Key, 19756 Flint Lane
Karl M. Demarrais and Michelle S. Demarrais, 8550 S. Mariposa
Leland Stahelin, 19855 Flint Lane
We welcomed, BJ & Sarah Wanner’s baby girl (Maria) with a gift in May.
There were quite a few in the neighborhood that participated in the annual Homestead and Golden Meadows Neighborhood Garage Sale on June 04. This was a great opportunity to meet some neighbors.
Our next social event will be our summer neighborhood picnic Aug 13th, at noon. Contact Kim if you would like to help!
Received assessed dues payments from all homeowners except 2. Final notices will be sent to those 2 homeowners and if payment is not received by 8/1 the collection will be referred to lawyer per policy.
Current account balance is $20,968.80. Expense for this quarter $571.82
Contacted Jeffco Road and Bridge Department about potholes, cracks, and broken up road edges. They filled potholes with asphalt. In the distant future they will seal cracks, and fix edging. In a year or four they may resurface / repave the roads.
I have left a message with the Jeffco Sheriff Traffic Control Sargent inquiring about temporary movable speed bumps.
Jeffco installed a new Yield sign at Micah Way & Flint Lane.
This quarter the Architectural activity was limited to one proposal. Kaitlin Burke at 8571 S. Mariposa provided a proposal to replace their deck. After a prompt review of the proposal, the HHA Board determined that it was within the covenants and approved the project.
Date: Thursday, July 7, 2022 Meeting Duration: 6:04pm to 7:33pm Board Members Present: Debbie Aretakis, ST Womack, Scott Aurand, Sean Riley, Kim Johnson, and Marc Bohn Non-Board Homeowners Present: Greg Barnes & Ginny Riley on Zoom
June Meeting Minutes: Board meeting minutes from June 9, 2022, were approved, with a requested addition to the Garbage Pickup discussion noting that Debbie Aretakis sent Sharon Malek an email with a recap of the Board discussion, to which Sharon replied thanking the Board for taking up the question. The published minutes on the HHA website have been amended accordingly.
Homeowner Agenda Items: Debbie Aretakis invited homeowners to raise items:
Surveillance Cameras for Neighborhood: After drawing the Board’s attention to a recent theft from a car on Mariposa and the sighting of a suspicious car in the neighborhood, Greg Barnes asked the Board to consider (1) installing surveillance cameras at each entrance to the Homestead, and (2) posting signs highlighting that the neighborhood is under surveillance.
Greg said his proposal was driven by concerns about bad actors in the wake of reports of an uptick in crime generally throughout the state. He suggested footage could be kept for several days before being automatically deleted.
During its discussion of Greg’s proposal, the Board inquired about:
Surveillance cameras as a potential source of liability for the HOA. The installation of cameras would establish Board responsibilities that, if neglected, could be the source of liability (e.g., failure to keep the system operational, failure to maintain proper oversight of the cameras and their use, overstepping homeowners’ privacy interests, etc.)
What the anticipated costs of such a system would be (both upfront and ongoing, including the costs associated with keeping the system networked).
Whether there was sufficient justification for the implementation of a surveillance system.
Greg agreed to investigate these issues and report back to the Board at its August 9th meeting, at which time the Board would consider whether to raise the proposal with homeowners to gauge HOA interest.
Mobile Radar Sign for Neighborhood: During the June Board meeting, there was a preliminary discussion about a proposal by Keith Sargent about acquiring a “Radarsign” for the neighborhood that would display the speed of passing cars. Keith Sargent was tentatively scheduled to present on the proposal in-depth during today’s meeting. However, he has a standing conflict on Thursday evenings, so the Board agreed to reschedule its August meeting to accommodate his presentation.
Treasurer’s Report: ST Womack provided a Treasurer Report update:
Outstanding HOA Dues: Since our last meeting, ST has received a late payment from one homeowner, which leaves two homeowners who still have not paid their annual dues. In addition, there are two homeowners who paid their dues in April but have yet to pay the late fees they incurred.
ST said he was waiting until new, state-mandated policies governing HOA collection practices were formally adopted before sending these homeowners a final notice and turning the matter over to the HOA’s law firm, Altitude Law, for collection.
Upon discussion, the Board determined that the collection of these outstanding dues and late fees should be governed under the HHA’s existing policies rather than the new policies, which aren’t scheduled to go into effect until August 9th.
On the issue of the outstanding late fees, it was noted that the Board has the power to deviate from existing policies if it has good cause. The Board agreed to table further discussion about the late fee issue until the August meeting.
Quicken Purchase: ST is still planning to get Quicken to manage HOA books but will wait until he has acquired signature authority from Christopher Dahm to purchase. He noted that he was scheduled to meet Christopher Dahm and Debbie Aretakis at the bank tomorrow to formally transfer signature authority.
Sec. of State Periodic Report: Because he needs signature authority to go online and complete this report, ST is waiting to do so until after he meets Christopher Dahm and Debbie Aretakis at the bank tomorrow.
Other Transactions: ST noted that a couple of additional bills have come in that he will take care of after obtaining signature authority:
Baby Gift Reimbursement: Reimbursing Kim Johnson for the baby gift she purchased for the Wanner’s on behalf of the HHA.
Workers Comp Policy: Renewing the HHA’s existing worker’s comp policy at a cost of around $350. The policy covers, among other things, volunteers who participate in HOA community service projects (e.g., community fire mitigation efforts) and Board members in the course of Board activities.
Architectural Update: Sean Riley provided an Architectural Committee update:
Prior to the Board meeting, the Board approved the Burke’s deck upgrade at 8571 S. Mariposa based on the detailed proposal submitted by Kaitlin Burke.
Maintenance Update: Scott Aurand provided a Maintenance Committee update:
Core Chipping Program: Core contractors initiated their chipping efforts on June 11 and completed the bulk of their work over the next two weeks. However, there are several homes in the neighborhood with slash piles that weren’t chipped by the Core contractors. After follow-up, the Board determined that only one of these homeowners had signed up for the Core chipping program.
Upcoming Slash Collection: JeffCo will be hosting slash collection days on Settlers Drive on the weekends of July 28-31, Aug. 4-7, and Aug. 11-14. Homeowners who have slash piles that are not scheduled to be chipped should plan to make use of these collection days and drop their slash off.
More information about the JeffCo program is available on the County’s website.
HEAT (the Homestead Emergency Action Team) is in search of trailers and volunteers to assist neighbors who need their SLASH hauled. If you can help, please contact Sharon Malek at sharonmalek@gmail.com.
Potholes: Scott has made numerous calls to Jefferson County about potholes in the community. Although the County initially suggested they would fill various potholes and blacktop them after they finished their recent work on the culvert on Mariposa, they now say they won’t be able to blacktop everything for a couple of years because they are so short-staffed. In the meantime, they are just going to focus on fixing our potholes.
Speed Bumps: Scott is going to look into movable or temporary speed bumps for the architectural committee.
Secretary’s Report: Marc Bohn had nothing to report.
Social Committee Update: Kim Johnson provided a Social Committee update:
New Homeowners: Welcome letters were sent to the following new homeowners in May/June:
Madison Shoemaker and John Key (19756 Flint)
Karl and Michelle Demarrais (8550 S. Mariposa)
Leland Montgomery Stahelin(19855 Flint)
Summer Social: The HHA summer picnic is set for noon on Aug 13th at the Lopez’s pavilion on Golden Meadows. Kim will organize a separate meeting to plan and prepare.
Settlers Drive HOA Covenants Request: Debbie replied to a request received by the Board and clarified that the property on the West side of Hwy 285 is not part of the HOA.
Q2 HHA Newsletter: HOA Board members to send Q2 summaries to Debbie by Friday, July 8th for inclusion in the newsletter. Tentative plan is to print, stuff and mail the envelopes during the week of July 11th at Debbie’s house. The Board discussed including: the most recent HEAT newsletter; information on LookoutAlert.co, the new notification system for ICFPD.
New Required Policy Updates, HB22-1137: After the state adopted new policy requirements governing HOAs, the Board engaged Altitude Law to ensure compliance by our HOA. The Board is working with Altitude Law to finalize updated versions of our Collections, Enforcement and Conduct of Meetings policies in line with state law. These revised policies would go into effect on August 9, 2022. Board members to review draft policies and get back to Debbie with any comments. Debbie Aretakis will arrange to have the updated policies published to the HHA website once they are final.
Excerpts: Some key items of note from the new policies are included below. Details will need to be reviewed as the need arises for policies to be applied to a situation:
Collections Policy:
Due Dates. The annual assessment as determined by the Association and as allowed for in the Declaration shall be due and payable on the 1st day of January each year. Assessments or other charges not paid in full to the Association within one day of the due date shall be considered past due and delinquent. Assessments or other charges not paid in full to the Association within 30 days of the due date shall incur late fees and interest as provided below.
Late Charges on Delinquent Installments. The Association shall impose on a monthly basis a $20.00 late charge for each Owner who fails to timely pay any assessment within 30 days of the due date. This late charge shall be a “common expense” for each delinquent Owner. The Association shall impose interest from the date due at the rate of 8% per annum on the amount owed for each Owner who fails to timely pay their yearly installment of the any assessment within 30 days of the due date.
Repayment Plan. Any Owner who becomes delinquent in payment of assessments may enter into a repayment plan with the Association, which plan shall be for a minimum term of 18 months or such other longer term as may be approved by the Board of Directors. Such repayment plan shall be offered to each Owner prior to the Association referring any account to an attorney or collection agency for collection action.
Collection Procedures/Time Frames. See table on Page 7 of the document.
Certificate of Status of Assessment. The Association shall furnish to an Owner or such Owner’s designee …. a written statement from the Association, setting forth the amount of unpaid assessments currently levied against such Owner’s property at no charge and delivered personally or by certified mail, first class-postage prepaid, return receipt requested. However, if the account has been turned over to the Association’s attorney, such request may be handled through the attorney.
Referral of Delinquent Accounts to Attorneys. Upon referral to the Association’s attorney, the attorney shall take all appropriate action to collect the accounts referred. After an account has been referred to an attorney, the account shall remain with the attorney until the account is settled, has a zero balance or is written off.
Waivers. The Association is hereby authorized to extend the time for the filing of lawsuits and liens, or to otherwise modify the procedures contained herein, as the Association shall determine appropriate under the circumstances.
Communication with Owners. As to any communication sent by the Association or the Management company on behalf the Association pursuant to Section 10 of this Policy, the Association or management company on their behalf, shall maintain a record of any contacts, including information regarding the type of communication used to contact the Owner and the date and time that the contact was made.
Deviations: The Board may deviate from the procedures set forth in this Policy if in its sole discretion such deviation is reasonable under the circumstances.
Conduct of Meetings Policy:
Owner Meetings. Meetings of the Owners of the Association shall be called pursuant to the Bylaws of the Association.
(a) Notice [of meetings].
(1) In addition to any notice required in the Bylaws, notice of any meeting of the Owners shall be conspicuously posted in the common areas at least 7 days prior to each such meeting, or as may otherwise be required by Colorado law.
(2) The Association shall also post notice on its website of all Owner meetings. Such notice shall be posted 24 hours prior to such meeting.
(3) If any Owner has requested the Association provide notice via email and has provided the Association with an email address, the Association shall send notice for all Owner meetings to such Owner at the email address provided at least 24 hours prior to any such meeting.
Deviations. The Board may deviate from the procedures set forth in this Policy if in its sole discretion such deviation is reasonable under the circumstances.
Enforcement Policy: Procedures to be followed when enforcing the covenants and rules of the Association:
Reporting Violations. Complaints regarding alleged violations may be reported by an Owner or resident within the community, a group of Owners or residents, the Association’s management company, if any, Board member(s) or committee member(s) by submission of a written complaint.
Complaints. Complaints by Owners or residents, member of the Board of Directors, a committee member, or the manager shall be in writing and submitted to the Board of Directors. The complaining Owner or resident shall have observed the alleged violation and shall identify the complainant (“Complainant”), the alleged violator (“Violator”), if known, and set forth a statement describing the alleged violation, referencing the specific provisions which are alleged to have been violated, when the violation was observed and any other pertinent information. Non-written complaints or written complaints failing to include any information required by this provision may not be investigated or prosecuted at the discretion of the Association.
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The Board agreed to create a stand-alone folder to clearly archive any communications around dues collections (which we do already maintain copies of on the website).
On the deviation provision in the new policies, the Board discussed soliciting legal advice from Altitude Law, as needed, to ensure deviations were handled in a fair and equal manner.
Miscellaneous Updates:
HOA Document Storage: Please send relevant documents or emails to Ginny Riley for storage (e.g., architectural approvals, legal, miscellaneous).
Next Meeting:Tuesday, August 9, 2022 at 6pm at the Aretakis residence and via Zoom.
