Clearview HOA Board of Directors Minutes of Board Meeting

Page 2 of 6 April 15, 2009

Meeeting April 15, 2009

Started at 6:45 PM

At Jim Hatfield's house (345 Hickory Lane, Johnstown, CO 80534)

Agenda

  1. Establish a quorum
  2. Call the meeting to order
  3. Approve minutes of the last meeting
  1. Old business
  2. oil/gas lease
  3. review policies
  4. architectural control
  5. miscellaneous (shed discussion)
  6. landscape bids
  1. New business
  2. credit card approval
  3. newsletter suggestions
  1. General Discussion
  2. Adjourn

Attendees:

Miles Thompson / President / 269 Hawthorne /
Lance Walker / Vice President / 131 Hawthorne /
Jim Hatfield / Secretary / 345 Hickory /
Verniece Thomas / PB Roche / (see details below) /
Dennis Hansen / 151 Silverbell /
Tom Page / 408 Hawthorne /
Mickey DeRock / 31 Hawthorne

PB Roche Real Estate Solutions LLC

Verniece Thomas

2030 35th Avenue, A-1

Greeley, CO 80634

Phone: 970-356-6900 x12

Fax: 970-356-7171

Cell: 970-396-4127

E-mail:

Discussion

  1. Miles called the meeting to order
  2. minutes from the last meeting were approved unanimously
  3. Old business
  4. Oil/gas lease
  5. Verniece reported:
  6. we ended up with a 14% rate
  7. Brian is not an active participant in LB Investments
  8. the board accepted the decision unanimously
  1. Policies
  2. architectural control
  3. the specifics are not in the policy, but will be in a separate handout
  4. Verniece send an email to Joe Schumacker (partner in Clearview Land LLC)
  5. He agreed to them
  6. Verniece will email Jim a copy to be signed
  1. miscellaneous policies
  2. RVs
  3. Joe Schumacher agreed to allowing the rules to be changed from May 15 to Sept. 15
  4. Mickey says NO. We bought our homes in this neighborhood knowing the rules. We need to preserve the esthetics of the neighborhood.
  5. some people have removed grass to create extra gravel driveways to park their 'toys' on. these gravel driveways should not be allowed
  6. city law: trailers can be on the street 48 hours (if hooked to a vehicle), RVs can be on the street for 48 hours
  7. problem: detecting false violations: an RV could be on the street one day, driven away for a day, and then checked on day 3. The RV has not actually been there the whole time. How do you prove it one way or the other ?
  8. Mickey noted that these vehicles are not allowed on lots, whether viewable or not. Due to the different elevations, what is not viewable from one direction is viewable from others.
  9. vote to keep the rules as-is for this year
  10. 4: yes, 2:no, 1: abstain
  11. we will not allow boats, rvs, trailers on driveways and lots this year
  1. sheds
  2. not discussed
  1. clotheslines
  2. requires approval of the architectural control committee
  3. but is allowed by state law
  4. trash vendors
  5. we won't restrict the choice of vendors by homeowners
  6. Verniece will send these policies
  1. Landscape bids
  2. Rob (of Paradise) and Mike (of PB Roche) has not had a good relationship
  3. Rumor: Paradise may be going out of business
  4. March 26- snow removal incident
  5. snow was reported to be not removed
  6. but we got a $600 bill from Paradise
  7. the bill was paid
  8. but Carlson was not cleared
  9. Mike called Rob and an argument ensued
  10. As a result, Paradise withdrew their landscape bid
  11. what to do next ?
  12. a revised bid was received from Hi Plains Lawn Care and from Brett Patterson (who lives on Basswood)
  13. decision was made (unanimously) to approve the bid from Hi Plains
  14. but we ask for 2 references
  15. keep our money local
  1. New business
  2. credit card approval
  3. Verniece notified the Board about temporarily 'comingling of funds'. This is not normal acceptable accounting practice.
  4. homeowners wanted to pay their dues via credit card
  5. but the HOA does not have the ability to process credit card payments
  6. so Verniece did some account juggling with another PB Roche account (Mountain Avenue) to allow the credit card payments to go to that account, and then back to Clearview HOA.
  7. Verniece asked the Board to approve (this time) the deviation from normal standards
  8. the Board unanimously approved it
  9. Miles signed a statement of approval
  10. the Clearview HOA will pay for any charges for card usage
  1. newsletter suggestions
  2. shed
  3. boats, rvs and trailers
  4. weeds in the parkway
  5. speed limit - ask for 2 more free yellow signs
  6. discuss speed bumps
  7. no dog poop on the sidewalk
  8. target: publish by the end of April
  9. GOCO grant
  10. it was submitted
  11. if we are approved, it will be so in June
  12. the city has 2 years to do it
  13. there are 4 other Johnstown projects
  14. a thank you to all of those who shovelled/blew snow for their neighbors
  15. a thank you for paying dues on time
  16. ask for people interested in a community cleanup day, possibly followed by a neighborhood picnic
  1. benches along the path next to CR 13
  2. Dennis reported he has a neighbor who can pour contrete pads for free (with the leftovers that are normally flushed from a mixer truck)
  3. there are benches in catalogs that are inexpensive
  4. they are made of powder coated steel
  5. Tom: maybe we could get free benches if they had advertising on them
  6. Action: Verniece: check prices
  7. Action: All: suggest places to put benches
  1. general discussion
  2. other landscape issues
  3. Dennis asked Verniece to ask GLH about the possibility of doing some landscaping along Carlson Bvld, and cleaning up the concrete dump at the end of Carlson, and to do maintenance along Highway 60
  4. Mickey asked if we could consider volunteers mowing the common areas. We thought we should find out if this would interfere with the landscape contract (as in depriving the provider of possible income)
  5. Miles asked why fences are not required in the covenants
  1. Mickey reported that he has a friend (Bob Super) on the Corbett Glenn HOA Board
  2. who knows of an attorney in Fort Collins who gives classes for HOA boards
  3. board members showed interest in learning more
  4. action: Verniece to investigate
  5. Money in our accounts
  6. we currently have about $36,000
  7. we pay our vendors by check
  8. Miles will send a list of bank recommendations to Verniece
  9. issue: use laddered CDs and money markets to keep our account liquid, but to optimize interest income, while allowing a sufficient number of checks to be written
  1. An email complaint was received from a homeowner about playground equipment in her neighbor's yard
  2. the covenants do not currently cover playground equipment
  3. the Board decided not to make any changes at this time
  4. action:Verniece: tell the person that we cannot do anything about this issue at this time
  1. Next meeting
  2. May 13, 6:30 PM at Jim Hatfield's home
  1. Adjournment about 8:30 PM
  2. motion to adjourn: Miles
  3. seconded by Jim
  4. vote unanimous

Action Items:

  1. Verniece:
  2. send Jim a copy of any policies that need to be signed
  3. sign the oil/gas lease agreement
  4. sign a landscape contract with Hi Plains Lawn Care
  5. get 2 references from customers of Hi Plains Lawn Care
  6. publish a spring newsletter by the end of April
  7. check prices for park benches
  8. ask GLH about them doing some landscaping along Carlson Bvld and Highway 60
  9. Work with Mickey to find out about the attorney who gives classes for HOA boards
  10. reply to the homeowner who reported the playground equipment issue
  11. communicate with the Declarant about the Board's actions
  1. Miles:
  2. send Verniece a list of banking recommendations
  1. All
  2. suggest locations for park benches