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.
- 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.
- Homeowner Communications Update: Debbie Aretakis provided Homeowner Communications update.
- 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.
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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.