HOA Board Meeting Minutes – May 2, 2023

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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.
  • Next Meeting: Tentatively June 6, 2023.

HOA Board Meeting Minutes – April 18, 2023

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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).
  • Next Meeting: Tentatively May 2, 2023.

HOA Board Meeting Minutes – March 7, 2023

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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).
  • Next Meeting: Tentatively April 4, 2023; host TBD.

HOMESTEAD HOA Q4

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Newsletter January 2023 HOMESTEAD NEWS

Annual Homeowners Meeting: Saturday, March 11, 2023, 10 am -1 pm at InterCanyon Fire Station #1, 7939 South Turkey Creek Road, Morrison, CO 80465. To attend via Zoom, send email request with name and address to homesteadhoa7@gmail.com

  • Agenda for the Annual Meeting will include:
    • Discussion of and potential votes on significant proposals that homeowners have raised with the Board, including: 
      • Installation of security cameras at the neighborhood entrances
      • Purchase and installation of a radar speed limit sign in the neighborhood
    • Update from the Homestead Water Company
    • Fire mitigation update from an InterCanyon Fire Station representative and H.E.A.T.
    • Election to fill two opening seats on the HHA Board

IMPORTANT: Only homeowners who have paid their 2023 Annual Dues will be eligible to vote at the Annual Meeting, A Proxy Ballot for Board Member election is included with this mailing if you will not be attending in person.

2023 Annual Dues – Good news! Annual association dues have been reduced to $50! Note that these dues are mandatory under Association Covenants and Bylaws, and failure to timely pay the assessment can trigger late fees and interest charges.

  • After reviewing the Homeowners Association’s 2022 expenses and projected expenses for 2023, the Board unanimously voted to lower the annual dues for 2023 from $70 to $50.
  • See enclosed DUES NOTIFICATION for details on payment schedule and late fees.

Board Member Vacancies – Two seats will be opening up on the Homestead Homeowners Association Board this year.

  • Please consider serving on the Board, which is a low-key and rewarding way to support our neighborhood.

New 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. The Board worked extensively with Altitude Law on these policies, which are posted in full on the HHA website. Please note the key items below from the Collections Policy:

  1. Due Dates. The annual assessment as determined by the Association and as allowed for in the Declaration shall be due and payable by or before the Annual Meeting 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.
  2. Receipt Date. The Association shall post payments on the day that the payment is received in the Association’s office.
  3. 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 assessment within 30 days of the due date. 

New HHA Sign Policy – In 2021, the Colorado legislature also enacted House Bill 21-1310, which restricts the ability of HOAs to regulate the display of flags and signs and permits only reasonable, content-neutral limitations. To ensure alignment with this new law and Association Covenants, the Board is working on a new policy. More to come.

Speeding in the Homestead – The board purchased 8 attention-grabbing speed / caution yard signs for neighborhood. The Board discussed where to install these signs, with proposed locations including on Flint Lane, Ault Lane, and Mariposa Drive and reached out to homeowners for installation on their property.

The Homestead Water Company Annual meeting:  Sunday March 19, 2023, at The Barn at Evergreen Memorial Park, 26624 N Turkey Creek Rd, Evergreen, CO 80439. All water treatment plant upgrades planned to be completed by June/July 2023.

New JeffCo Snowplowing & Ice Control Procedure – Due to an ongoing shortage of truck drivers, JeffCo issued a new policy for prioritizing plowing. The Homestead is considered a “Priority 2,” which includes “Major subdivision collectors, school zones and school bus routes.” For additional detail:  https://www.jeffco.us/2838/Snow-Ice-Control#procedurechange

HOMESTEAD COMMITTEE UPDATES

Communications Update – Debbie Aretakis, President (daretakis@gmail.com)

  • Board Meeting Minutes are posted on the HOA web site every month to keep homeowners informed. Visit homesteadhoa.net to stay up to date on Homestead activities.
  • Monthly HHA Board meetings are held at the Aretakis home, usually on the first Tuesday of the month.
    • Homeowners are always welcome. If you would like to attend on Zoom, please email HomesteadHOA7@gmail.com with your topic and to obtain the Zoom link. Please include your name and address.
  • Homestead Facebook page:  https://www.facebook.com/groups/769808040231966/permalink/878828095996626/

Social Committee Update – Kim Johnson, Vice-President (krjohnson@email.com)

  • Halloween Caravan: The Board organized a Halloween trick or Treat Caravan with Homestead/Golden Meadows; over 50 kids! Lots of fun!
  • Neighborhood Turkey Trot: The Social Committee canceled the planned “Turkey Trot” on Nov. 24th due to lack of interest.
  • Caroling in December: The Social Committee organized a neighborhood caroling event on Friday, December 16th; however, following the Board meeting, the event was canceled due to extremely low temperatures.

Secretary Update – Marc Bohn, Secretary (marcbohn@gmail.com)

  • If you have questions or need additional information on anything covered in the Board Meeting Minutes, please reach out.

Maintenance Committee Update – Scott Aurand, Maintenance Committee Chair (jasa711@yahoo.com)

  • Scott Aurand is in communication with JeffCo on the installation of additional speed limit sign in the neighborhood.
    • Our request is under consideration with the county.

 Architectural Committee Update – Sean Riley, Architectural Committee Chair (the.rileys@hotmail.com)

  • Sean Riley, Architectural Chair, has been communicating with the homeowners at 8453 Ault Lane, who submitted plans for an addition on their house. The board reviewed and approved the plans.

Treasurer Update – ST Womack, Treasurer (stwomack@icloud.com)

  • All 2022 Dues have been paid. The Board communicated extensively over several months and settled with a homeowner who had been delinquent in paying dues and late fees for 8 months. Collection proceedings with attorneys were avoided.
  • Payment via ZELLE and VENMO has been set-up using the HOA email address, homesteadhoa7@gmail.com.