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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.
• 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:

1. 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. 
2. 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.

Date: Thursday, June 9, 2022
Meeting Duration: 6:11pm to 7:17pm
Board Members Present: Debbie Aretakis, ST Womack, Scott Aurand, Sean Riley, Kim Johnson (Marc absent)
Non-Board Homeowners Present: Ginny Riley

• May Meeting Minutes: Board meeting minutes from May 5, 2022, were approved.
• Homeowner Agenda Items:
  • Ginny Riley: Ginny raised topic as a an InterCanyon Fire Department board member. Ginny and Jackie White are Homestead homeowners who were elected to the ICFD Board. Ginny reported that volunteer numbers way down. Would like to add Inter-canyon updates to HOA newsletters to increase awareness & communicate to homeowners.  HHA Board approved to start to include in the HHA newsletters.
• Added Agenda Items: HB1137 policy updates from Altitude Law; 3 policy changes needed, approved spending $395 with Altitude to revise documentation for us, will go into effect Aug 2022 and will publish when completed. This will be updates to existing policies we have.
• New Business:  
  • Welcome New homeowners!
    • Edward’s property (19756 Flint Lane): Under contract. Do not yet have the names of the new owners
    • Beach Property (8550 S. Mariposa): New owners are Karl M. Demarrais and Michelle S. Demarrais. Debbie & ST responded with requests for documentation from title company
    • Grandone Property (19855 FLINT LANE): New owner is Leland Montgomery Stahelin. Debbie & ST responded with requests for documentation from title company.
  • Keith Sargent Mobile Radar Sign: Board had preliminary discussion on this – will hear in depth from Keith next meeting. Board members expressed agreement that speeding is a problem, however the Board does not want to assume the responsibility for policing the neighborhood. Discussed setting it up to provide input to police for them to action or setting up a committee of homeowners to police action results from it. Also discussed need to get input from homeowners – postcard or newsletter. Option presented from Keith:
    • Researched company, called Radarsign.  They manufacture speed limit signs with radar and display the speed of cars.
    • Keith contacted them and received a quote and a features list.  Here is a good comparison of their offerings:  https://www.radarsign.com/radar-speed-signs/
    • Keith is unable to attend the June HOA Board meeting due to a conflict with the Water Board meeting. He may attend the July BOD meeting.
• Treasurer’s Report:  ST Womack provided a Treasurer Report update. Handover of Books: Christopher Dahm, the HHA’s prior Treasurer, and ST still need to meet up at the bank to transfer account ownership. Debbie Aretakis, as President, to join and be a signatory. They will also seek to setup ability to allow homeowners to pay using Zelle or other digital pay options for dues.
  • Sec. of State Periodic Report: Report due. Former Board members forwarded to Debbie Aretakis, who forwarded to ST. ST to go online and complete it. ST still needs to acquire signature authority from Christopher Dahm or will get him to support this based on due date.
  • Quicken Purchase: ST planning to get Quicken to manage HOA books but will wait until he has acquired signature authority from Christopher Dahm to purchase.
  • Outstanding Dues: Five homeowners are still not paid in full and will be subject to collections process with incurred legal costs. ST to send notifications.
• Architectural Update:  Sean Riley provided an Architectural Committee update.
  • Sign Request:  Grandone garage sale sign approved.
• Maintenance Update:  Scott Aurand provided a Maintenance Committee update.
  • Rear Entrance Sign: Scott and Daryl Harding, an HHA resident, have discussed and will address the rear entrance sign to the Homestead, which was noted as needing attention. Daryl has offered to paint it, and Scott will coordinate with her.  
• Secretary’s Report:  Marc Bohn was not in attendance and had nothing to report.
  • Kim Johnson took meeting minutes in Marc’s absence.
• Social Committee Update:  Kim Johnson provided a Social Committee update.
  • Newest Homestead Resident: Baby bath set sent to BJ and Sarah Wanner’s new baby, Maria. Thanks Kim!
  • Summer Social: Tentative Aug 13th date for Homestead summer picnic. HHA Board to request use of Lopez’ Pavilion, Golden Meadows.
• Homeowner Communications Update:  Debbie Aretakis provided Homeowner Communications update.
  • Garbage Pickup:  Revisited garbage pickup question that Sharon Malek raised on April 21 about potential use of single garbage collection company for the Homestead. During prior discussion at the May Board meeting, comments were raised:
    • 1. Noted that if only one homeowner did not go with the community garbage company, an additional truck would still need to come through the neighborhood, so the problem would not be solved.
    • 2. However, Board encouraged Sharon to explore availability of reduced rates by soliciting quotes along with the minimum number of homeowners required to participate. We could reach out in the next HHA Newsletter.
    • Following the May Board meeting, Debbie sent Sharon an email with a recap of the Board discussion, to which Sharon replied thanking the Board for taking up the question. [1]
    • No further action by the Board on this proposal.
• Miscellaneous Updates:  
  • HOA Document Storage: Please send relevant documents or emails to Ginny for storage (e.g., architectural approvals, legal, miscellaneous).
• Next Meeting:  Thursday, July 7, 2022 at 6pm at the Aretakis residence and via Zoom

[1] This sub-bullet was added to the published minutes on July 11, 2022.

Only Homestead HOA owners may view this information. Please log in if you wish to view it.

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Only Homestead HOA owners may view this information. Please log in if you wish to view it.

Only Homestead HOA owners may view this information. Please log in if you wish to view it.