BOARD OF DIRECTORS MEETING

WOODMEN POINTE HOMEOWNERS ASSOCIATION, INC.

JULY 29 , 2015 @ 6:30 PM

7660 FARGO DRIVE

Minutes.

I. Roll Call Present Bruce Brian, John Cyboron, Herb Pereyra

II.  Owner’s Comments:

Decision regarding adding a new board member to fill the term vacated by Gerry Gromko term through 2016. Action: Survey was sent out by snail mail asking for volunteers. There were no volunteers for the Board. There was one for the Covenant Committee.

III.  Approval of Minutes of Preceding Meeting

June Minutes were approved. There wasn’t a May meeting. April Minutes were approved by Board Member emails.

IV. Treasurer's Report. Treasurer reviewed financial reports. They will be filed for audit.

A. Financials – (e-mailed)

B. Accounts Payable/Accounts Receivable (e-mailed) DECISION on reference numbers 90 and 121 to send to attorney for a letter from our attorney demanding payment. If this step has already been taken then Haley Realty to notify Board.

C. Working Capital collections spread sheet – (e-mailed) new sales – due to cumbersome nature of the document we will no longer print and have this as a part of the paper board packet.

V.  Committee Reports

A.  Architectural Committee – Request to add cement to widen driveway and construct steps to the house. The Committee separated out the two items and has provided a recommendation to approve the steps. A question was asked if other driveway expansions in the community had been approved and yes the board has approved them in the past. Approved with the condition that all city permits be obtained and submitted to the Board prior to construction. A request to approve a small area of lava rock in a landscape was approved. The motion made by John Cyboron passed on a 3/0 vote.

B.  Welcome Committee –new owners information sent to committee as occurs. Committee needs volunteers.

C.  Website Committee – No report.

D.  Covenant Committee- The Board is acting as the Covenant Committee until volunteers to populate the committee volunteer. There is one volunteer at present. The Board reviewed the report by Haley Realty on violations and after revising the list voted to have Haley Realty send out the notices of violation on the revised list. Herb Pereyra made a motion that Haley Realty do a review of homes every three weeks during the growing season to identify landscape violations. The motion passed 3/0.

VI. Reports of Manager

A.  Management Punch list – Individual violations were reviewed and motion for action on them approved. The Board will notify Haley Realty of the action to take.

B.  Tenant Roster (e-mailed) –new updates.

C.  E-Mail List – (not e-mailed) –sent April. Next presentation July 2015

VII. Open Business

A.  Mulch tree rings along entry way and up Austin Bluffs – Due to the amount of rain this year this issue is tabled for one year.

B.  Landscape proposals front entrance – Tabled for one year due to the recovery of the turf as a result of the unusual amount of rain we are receiving.

C.  Survey regarding above proposal –Survey to be sent out this month regarding re-landscaping the front entrance area to conserve water. This includes opinions on revisions to the Policies, Procedures, Rules and Regulations.

D. 

Violation spreadsheet/process – Decisions still outstanding. Contact for compliance? Determination of removal of a violation or of fine authority to be by? Dissemination of compliance reports or only on spreadsheet? Decision: Dissemination of compliance report. Request for removal of fines DENIED. The Board voted 3/0 to request at the June meeting that Haley Realty do a drive through every 14 days during the growing season for weed and landscape compliance. Haley Realty responded that they could only do drive troughs’ every 21 days. The Board voted to change the compliance period to two weeks at the June Board meeting.

The Board voted 3/0 to make the initial letter a Notice of Violation rather than an informational letter letting the homeowner know that there are weeds/landscaping that need to be addressed. Fines now start with the second notice of violation. Motion by Bruce Brian, for landscaping items only, that if the owner does not comply by returning the compliance report within 14 days indicating that the problem is resolved they get an automatic next notice with or without a fine, depending on the letter it is and that continues every 14 days until compliance occurs. This continues even if the address falls off the list at the next drive through. Owners have to be active and responsive to the association not passive or ignore notices. The motion passed 3/0.

E.  By-laws and rules change proposed by owner – (emailed) DISCUSSION. VOTED ON BY THOSE PRESENT AT THE ANNUAL. NEED FORMAL BOARD VOTE TO APPROVE IN ORDER TO TAKE THE NEXT STEPS. MANAGEMENT RECOMMENDS ATTORNEY REVIEW TO ENSURE NO CONFLICTS WITH STATE LAWS, COVENANTS OR AT LAW. THEN DISTRIBUTE TO MEMBERSHIP. Action Pending

F.  House Painting –DECISION NEEDED ON UPDATING THE RULES TO INCLUDE HOME PAINTING REQUIREMENTS and DECISION NEEDED ON WHETHER TO BEGIN ISSUING VIOLATIONS FOR HOUSE PAINTING WITH OR WITHOUT A RULES CHANGE. Action: The Board affirmed the clarification contained in the April Minutes: “The Board voted 3/0 to encourage homeowners to paint the entire house if some or all of the house requires paint. The Board recommends that the entire house be repainted as needed. However, if only one or two sides of the house require paint, that can be accommodated if the entire side is repainted. Spot painting is discouraged andwill not be approved unless a perfect match can be achieved with the existing paint.” The Board voted 3/0 to have Haley Realty assess homes that need painting and issue letters informing the owners of this. Current rules relevant to house painting will be enforced pending a rewrite of the Policies and Procedures and Rules and Regulations. The house painting policy is on page 4 of Policies and Procedures paragraph 7.

VIII. New Business

A.  Discussion of the communication with a homeowner’s attorney because of a request that two dying trees be replaced. The homeowner’s attorney had contacted Haley Realty and the Board President. Action: Letter was sent to the homeowner and the Board President spoke with the homeowner explaining the request and the violation process. This appears to be resolved.

B.  Request to put a portion of a fence on HOA Common Area. . ARC has recommended denial. Action: The Board consulted with the HOA attorney to see if the request legally can be approved. The attorney stated that the request could not be approved.

C.  The Board is doing a review of the Policies, Procedures, Rules and Regulations of the HOA and will do an update. Questions regarding desired changes have been sent out in a snail mail survey to all homeowners. A follow up email survey will be sent out.

D.  Request to approve a pre-existing unapproved awning. The awning was on the house when it was purchased. John Cyboron made a motion to approve with the provision that when the awning is replaced it must be approve by the ARC. Motion passed 3/0.

IX. Time and Place of Next Meeting: to be August 19, 2015 6:30PM 7680 Fargo Drive. This is a budget meeting.

X. Adjournment 8PM

Managed By: Haley Realty, Inc., 109 E. Fontanero, Colorado Springs, CO 80907, 719-634-3785