RPOA Board of Directors Meeting

RPOA Board of Directors Meeting

April 15, 2013 at 7:00 PM

Robson Residence

539 Cottonwood Creek Road

Durango, Colorado 81301

(970) 385-9589

A G E N D A

1.Call To Order

2.Approval of the Minutes for BOD meeting 03/18/2013 – Carol Lewin

3.Reports of Officers and Standing Committees

a.President – Brad Gray

b.Secretary – Carol Lewin

c.Treasurer – Scott Voss

d.Architectural – Gay Robson

e.By-Laws – Sherry Taber

f.Finance – Scott Voss

g.Maintenance – George Widmeyer

h.Nominating – Barbara Lynch

4.Items Requiring Immediate Action

a.Review of Plan for Mailing Materials for Annual Meeting – Brad Gray

b.Review of Letter and Budget Statement for Annual Meeting – Scott Voss

c.Review and approval of Owner Information Form – Gay Robson

d.Actions required for Annual Assessment collection / delinquencies – Scott Voss

5.Additional Items Requiring Action

a.Review of AREM Contract – Sherry Taber

b.Revision of Architectural Rules – Gay Robson

c.Email addresses for BOD members – Carol Lewin

d.Review of annual Garage Sale planning – Gay Robson

e.Results of Contractor Meetings – George Widmeyer

6.New Business

a.Maryanna Harvey Memorial donation – Gay Robson

7.Announcements

a.Maryanna Harvey memorial service on Friday, April 19 at 10:00 AM

b.Next Meeting – Lynch residence on May 20, 2013 at 7:00 PM

8.Adjournment

RPOA Board of Directors Meeting

April 15, 2013 at 7:00 PM

MILESTONES TO THE 2013 ANNUAL MEETING

February 25 – BoardDecides (1) Final Budget, (2) Annual Assessment, And (3) At Least Three Candidates For Election To The Board

March 6 – Mail Annual Assessment Letter

a.Treasurer prepares annual letter with condensed budget, we print front-to-back

b.AREM prints invoices using name, address, and lot number – one for each lot

c.We insert a stamped #9 envelope with the letter and invoice into a #10 envelope so that the owner’s name appears in one window and the AREM (RPOA) return address shows in the other

May 1 – Mail Annual Meeting Announcement Letter

a.Prepare cover letter stating that the meeting is at 2:00 PM on June 2, 2013 at the Grange; include a note of explanation about HB 1237 (HOA privacy issues)

b.Include a somewhat detailed budget, see last year’s letter for sample

c.Include the biographies of the candidates for election to the board

d.Include a proxy card for homeowners who cannot attend the meeting

e.Include the Executive Summary from the Association Reserves study

(This was “include revised architectural rules” – dropped for this year)

f.Include Owner Information Form

June 2 – Hold Annual Meeting

a.We have access to the Grange starting from 1:00 PM; we need to setup chairs

b.Need sign-in sheet and directory update sheet

c.Does the social committee (if one exists) prepare cookies and drinks?

d.Distribute the agenda (post on website)