Woodmen Pointe Homeowners Association, Inc



Woodmen Pointe Homeowners Association, Inc.

Meeting of the Board of Directors

August 12th, 2008

Fire Station #20

 

 

 

Call to Order:  6:00 P.M. by President Rodger Oetjen

 

Attendance:     Board members Rodger Oetjen, Bruce Brian, John Cyboron and Todd Gripentrog.  Resident Lindsey Brian.      

 

 

1.  Owner Business:  None.    

 

2.  Board Business:

 

            a.  Approval of Minutes:  July 8th, 2008 meeting minutes approved unanimously.

 

b.  Treasurer’s Report: 

 

1.  The Board reviewed the HOA’s draft 2009 budget and unanimously approved its presentation to homeowners for a vote at the upcoming Annual Meeting scheduled for 9 September 2008 (6:00 P.M.) at Fire Station #20.  The Board unanimously recommends approval of the draft budget.

 

2.  The Board unanimously agreed to direct RBC Wealth Management to rollover maturing CD’s to maintain 3, 6, 9 and 12 month CD maturities at the maximum available, fully FDIC insured prevailing interest rate unless otherwise directed by the Board.      

             

c.  The Board unanimously approved establishment of a Citadel Bank credit card with a limit of $500 to be used for official purposes / purchases.  The card will be maintained in Haley Realty’s safe when not being used.  The Managing Agent and each Board member will be authorized users to preclude outlays of personal funds and subsequent reimbursements for authorized purchases.

 

d.  The Covenant Committee met on August 11th .  The Board requested that the Committee evaluate the following homeowner complaints and contact respective homeowners for resolution if substantiated: 

 

1.  7630 Manston – Karate School sign in front yard.  Homeowner contacted by the Covenant Committee on 12 August and the sign was subsequently removed. 

 

2.  Descartes hill – Deck installation sign.  Deck company contacted for removal.  Action pending.

 

3.  7405 and 7415 Chancellor – potential trash can violations.  Action pending. 

 

4.  7630 Chancellor – Unattended / disruptive dogs.  Action pending.

 

5.  Complaint from homeowner regarding speeding on the Chancellor hill and failure of cars to stop at the Chancellor / Descartes stop sign.  The Board is not in favor of installing speed bumps or additional stop signs in this area at the current time, but requested that the Covenant Committee contact the City of Colorado Springs to study potential traffic calming measures and evaluate the feasibility of police enforcement / monitoring of traffic law compliance in this area.

 

e.  The Board was unable to make distribution of its revised draft of Woodmen Pointe’s Summary of Policies, Procedures, Rules and Regulations within two weeks of the last Board meeting due to the necessity to include additional legal guidance regarding hearings.  The revisions with the required language incorporated are complete and will be posted to the HOA’s website as well as sent out to the global EMAIL directory for community review / comment by 18 August.  Homeowners are encouraged to submit their related comments and / or recommendations to any Board member.  The Community will vote on the final document at the Annual meeting in September.                          

     

f.  Lindsey Brian briefed the Board on the results of the August picnic at Buckskin Charlie Park and new developments with the Association’s website. 

 

1.  Approximately 80 homeowners / children attended the August 9th picnic in Buckskin Charlie Park.  The HOA provided inflatables, cotton candy, drinks and snow cones were a big hit with the children.   The entire Board extends its thanks to the Social Committee which planned the event and the many homeowner volunteers who worked tirelessly to make it a success. 

 

2.  The HOA’s new website () is up and running.  It has numerous community photos and contains important Association documents, helpful information and important HOA / non-HOA telephone numbers.  It also contains calendar events and is organized to facilitate future electronic voting.  Lindsey Brian set-up the website and is its current administrator.  The Board extends its thanks and appreciation to Lindsey for her exceptional  work and volunteer contributions.  The Board unanimously agreed to terminate the Haley website immediately in view of the fact that the HOA’s homeowner operated website is now fully operational.

 

g.  The Board discussed potential neighborhood maintenance / improvement projects executed by homeowners to include spraying / removal of weeds between the concrete and asphalt on the streets, cutting and removal of dead scrub oak on the Fargo hill, repair of HOA owned / common area fences / walls, replacement of mulch at the Descartes entrance and future sidewalk snow removal.  Since the Board intends to sanction some or all of these activities, it unanimously voted to obtain Workman’s Compensation insurance to protect the HOA.  The annual projected cost to the HOA for this insurance is $400 which pales in comparison to the value of the potential homeowner volunteered labor hours.     

 

h.  The Board unanimously agreed that any Board member who originates a complaint must recuse himself from validating and / or adjudicating that complaint.    

 

i.  The Board unanimously approved the Managing Agent’s attendance at the Annual Meeting.  There is no additional cost to the HOA for this attendance.

 

j.  Scott Glaze, Rodger Oetjen and Ann Jagitsch (Managing Agent) met with the owner of Terranomics (HOA’s common area landscaper) on 14 July to conduct a walkthrough of the community due to the Board’s dissatisfaction with Terranomics’ maintenance of some of the common areas.   Several deficiencies regarding weed control were pointed out and the owner (Randy Florett) committed to doing a better job.  There was an immediate improvement in all areas but the Board recognizes that it must remain vigilant in its oversight responsibilities in this area.  Terranomics was directed to spray weeds every 2-3 weeks, establish a 4-6 inch “kill zone” along all HOA fences and stucco walls (to preclude damage from weed whackers), maintain the area to the crest of the hill behind the COE owned property at the Chancellor cul-de-sac and the common area along the Fargo hill.       

 

k.  Investigation by the Managing Agent at the request of the Board regarding the spike in last month’s water bill revealed no anomaly / problem.  The water bill for July 2007 was $994.97.  The bill in July 2008 was $849.20.  Utility cost comparisons between 2007 and 2008 (to date) reveal little differential but are expected to rise in the next year due to increasing energy / water costs.

 

l.  The Board unanimously approved sending the following delinquent accounts to the HOA’s attorney to prepare / execute legal demand letters:

 

7590 Chancellor ($135.00)

7730 Manston ($500.37)

4655 Pascal ($534.87)          

 

m.  Individual homeowner actions:

 

1.  4665 Pascal – Complaint that the backyard is in poor condition and an SUV is parked along the rocks on the side of the driveway.  The Board did not substantiate the complaint of an SUV parked on the rocks beside the driveway.  Homeowner / property management company failed to respond to personal Board member contact.  Board unanimously approved warning letter regarding the condition of the backyard. 

 

2.  4774 Pascal – Tall weeds between sidewalk and street, dead tree in front and use of garden hose to water lawn as opposed to installed sprinkler system.  Homeowner / property management company failed to respond to personal Board member contact.  Board unanimously approved warning letter.       

 

3.  7450 Chancellor – Commercial vehicle violation – homeowner was unable to convince the tenant to execute the homeowner / Board approved compromise agreement to remove the racks and place a topper on the vehicle to conceal the contents.  The homeowner failed to respond to two prior violation notices.  The Board voted in majority (3-1) to a third violation letter.

 

4.  7475 Chancellor – Homeowner request to remove longstanding fine for disapproved backyard landscaping plan.  Two Board members met with the homeowner at his request and were invited to evaluate the backyard.  The backyard contains a grass / sod area, retaining wall and steep hill with trees planted by the owner as well as some wild grass.  The landscape layout / composition is very similar to the two adjacent homes that have also incorporated wild grass and have not been fined.  The Board unanimously approved waiver of the fine and incorporation of wild grass (partial xeriscape) into the homeowner’s backyard landscaping plan.  The wild grass should be maintained at a height not to exceed 9 inches in accordance with City fire code.

 

5.  7635 Fargo – Completely dead / brown lawn and weeds.  Home is currently in foreclosure.  Bruce Brian will contact the bank / real estate agent and request that the lawn be properly maintained.  

 

6.  Homeowner cutting of dead scrub oak in common area on Fargo hill – Although not required for fire control purposes, the Board recognizes the enhanced appearance of the hillside and unanimously agreed to pay the cost of a chipper and potentially assist the homeowner in cutting additional dead scrub oak / removing piles of dead branches / residue.  John Cyboron will discuss with the homeowner.                  

 

7.  Commercial Property – The owners complied with the Board’s directive to remove weeds. 

 

n.  The Board unanimously agreed to conduct its Annual Meeting on September 9th, 2008 (6:00 P.M.) at Fire Station #20 ( Rangewood Drive ).

 

3.  Adjournment:  7:50 P.M.

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download