The Fairway 16 Heatherridge Association

Board Meeting Minutes

January 14, 2016

I.ESTABLISH A QUORUM – Three of the four Directors are needed to establish a quorum. The following Directors attended the meeting:

Rena McCulloch – Vice President

Karen Peters – Secretary

Christopher Baar – Treasurer

Barry McConnell – Member at Large

Tara Segura, Association Business Manager, CMCA®, Westwind Management Group

II.CALL TO ORDER – A quorum was established and President, Rena McCulloch called the meeting to order at 6:33 p.m.

III.Disclosure of conflict of interest – NONE

IV.HOMOWNER FORUM AND GUEST TO ADDRESS THE BOARD -

  1. Guest – None
  2. Homeowner to Address the Board – Rena explained that the Board of Director’s would like a different approach on how meetings are run moving forward. She explained that we will have the residents complete index cards/homeowner communication forms to better help move the agenda along. She asked the group to complete and return the index cards for review during homeowner forum. Any questions that require research will be done between meetings and Management can get in touch with the owner directly or be brought up at the next meeting.
  3. Correspondence/Requests – None.

V.BOARD MEETING MINUTES

A.November 12, 2015 Board MeetingMinutes – The Board reviewed the November 12, 2015 Board Meeting Minutes. On a motion duly made, seconded and unanimously carried the November 12, 2015 Board Meeting Minutes were approved, as submitted.

B.December 10, 2015 Board MeetingMinutes – The Board reviewed the December 10, 2015 Board Meeting Minutes. On a motion duly made, seconded and unanimously carried, the December 10, 2015 Board Meeting Minutes were approved, as submitted.

VI.FINANCIAL REVIEW – There were no financials to review this month. Financials are pending information from The Bank of Denver.

A.Fence Loan Discussion/ Payoff – Rena explained that a loan was taken out against our reserves. If we continue with the five (5) year loan, we will incur $12,000 in interest. The Board is interested in paying off this loan and pay the money back from reserves monthly. On a motion duly made, seconded and unanimously carried the Board approved to pay off the loan with The Bank of Denver for the full amount, with no pre-payment penalty.

VII.UNFINISHED BUSINESS

  1. Manager Action Items – Tara reviewed the Management Action Item report with the group. There were no unanswered questions.

VIII.NEW BUSINESS

  1. New Fence Update– There have been a total of 24 6’ fences installed with two more fences remaining. The 5’ fences were delivered today and should begin being installed soon, weather permitting. Barry explained that the size of the fence that currently exist will be replaced with the same size that the owner currently has. He also explained the only option is to those that have 2-bedroom end units. They can opt to have one installed or leave it as is without a fence as it currently stands. Fences should be done in April or May, again weather permitting.
  2. Vacant Board Member Appointment – Karen appointed Vickie Weeast to the Board of Directors to serve the remaining term of the vacant position (Walt Kirkwood’s), which Vickie accepted. On a motion duly made, seconded and unanimously carried the Board appointed Vickie Weeast to the Board of Directors.
  3. Audit/ Taxes Engagement Proposal –The Board reviewed. On a motion duly made, seconded and unanimously carried the Board approved the proposal from Griffin Consulting to perform the audit review and tax preparation for 2015.
  4. Committees Discussion – Karen will be add these committees to the Metro Matter’s Newsletter.
  5. Litigation/ Insurance Committee – CJ has volunteered to head the Committee with the help of Susan Bruce.
  6. Landscape Committee – Barry has volunteered to head the Committee. Rena asked for volunteers. Mike Carter volunteered to help when he is available.
  7. Strategic Planning Committee – CJ and Barry have volunteered to serve and head this committee.

IX.EXECUTIVE SESSION – The board entered into executive session to review the delinquency report and attorney correspondence at 7:34 p.m.

X.ADJOURNMENT – There being no further business, the board adjourned the meeting at 8:15 p.m.

Approved ______