Woodmen Pointe Homeowners Association, Inc.
Meeting of the Board of Directors
July 8th, 2008
7710 Fargo Drive (Woodmen Pointe)
Call to Order:6:00 P.M. by President Rodger Oetjen
Attendance: Board members Rodger Oetjen, Bruce Brian, John Cyboron and Scott Glaze. Homeowner and Social Committee Chairman Kristi Glaze.
1.Owner Business: Kristi Glaze discussed Social Committee activities.
2.Board Business:
a. Approval of Minutes: June 10th meeting minutes approved unanimously on June 16th.
b. Treasurer’s Report: The Chase Accounts (Classic Checking and High Yield Savings) were closed in June by Haley Realty in accordance with the Board’s previous directive. The Board noted that the utility bill more than doubled from June 5th ($404.66) to June 27th ($870.42). The Association’s Management Supervisor was directed to investigate and report back to the Board for potential corrective measures. Haley Realty successfully implemented the dues reduction voted for by the majority of homeowners and subsequently approved by the Board. Homeowners will be billed $53 in each of the last two quarters (to retroactively apply savings to January 1st, 2008) and then $79 during each quarter of 2009.
c. The Board unanimously agreed to request and perform a walkthrough with Terranomics to critique performance, point out problem areas and discuss potential common area improvements.
d. The Architectural Review Committee met on July 2nd and subsequently provided recommendations to the Board regarding ARC requests from homeowners. ARC recommendations are included below in paragraph “j” along with Board decisions regarding specific homeowner requests. The Summary of Policies, Procedures, Rules and Regulations for Residents of Woodmen Pointe HOA, Inc. will be updated to include new and simplified procedures for submitting requests along with the proposed suspense for ARC and Board action on those requests as indicated:
Revised Rules: “Requests for architectural approval must be submitted by homeowners to the ARC and Management Company in writing by electronic (EMAIL, fax, etc.) or hardcopy means with sufficient detail to convey the type, scope, location, materials, etc. to be used in the project as well as the timeframe for completion. Simple hand drawn or computer generated sketches should accompany the request to facilitate ARC / Board member understanding. Additionally, the homeowner should include full contact information to include address, telephone number, EMAIL, etc. Upon submission of a written detailed plan, the Architectural Control Committee shall review and recommend action to the Board of Directors. Homeowners should allow up to 30 days for ARC review and Board action although the goal will be to complete the process within 2 weeks as long as sufficient detail is provided by the homeowner.”
Per earlier Board directive, the ARC is in the process of soliciting for multiple contractor bids to: 1) Enhance the landscaping at the Descartes entrance and 2) Install a concrete access way path between Manston Drive and Buckskin Charlie Park. Homeowners are welcome to submit additional ideas to the ARC or Board.
e. The Board unanimously agreed to make its final corrections to the revised draft of Woodmen Pointe’s Summary of Policies, Procedures, Rules and Regulations within two weeks and post the document to the HOA’s website as well as send it out to the global EMAIL directory for community review / comment. Homeowners are welcome 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. Kristi Glaze briefed the Board on the Community Yard Sale and upcoming August picnic at Buckskin Charlie Park. Over 20 homeowners participated in the Yard Sale. The Board approved plans for a Saturday, August 9th picnic at Buckskin Charlie Park to include HOA provision of beverages (soda, juice, water, etc.) and inflatables for children (subject to scheduling confirmation with the Contractor). August 9th was selected to maximize potential participation since it is the last open weekend before children return to public schools. Homeowners who plan to attend the picnic in the park should bring their own meals, blankets and / or lawn chairs. A flyer publicizing the picnic at Buckskin Charlie Park will be distributed to homeowners soon.
g. Rodger Oetjen made a motion to accept the Association’s 2007 Financial Review conducted by Waugh and Goodwin, LLP (Certified Public Accountants) and approve the HOA’s taxes.Passed unanimously.
h. Bruce Brian made a motion to establish a new HOA website with a budget not to exceed $250 / year. Once completely established, the Board will terminate the Haley website for Woodmen Pointe as approved in recent homeowner voting and terminate monthly payments of $82.80 ($993.60 annually).Passed unanimously.
i. The Board unanimously agreed to have the Covenant Committee conduct periodic neighborhood walkthroughs and review future complaints for recommended action by the Board.
j. Individual homeowner actions:
1. 4604 Pascal – Homeowner responded to Board request to provide a backyard landscaping plan that includes mitigation for current drainage problem affecting 4605 Pascal. The homeowner stated that he was open to any potential solution and proposed installation of a 1’-2’ berm 6 feet from the fence (property line) covered with grass or trees and a few bushes. The Board recognizes that the homeowner is in a “Catch 22” situation in that he must change the natural drainage pattern (in violation of the Woodmen Pointe Rules) in order to correct the erosion problem. The Board unanimously agreed to allow homeowner implementation of any mitigation plan approved by a qualified drainage engineer.
2. 4685 Pascal – Trampoline request. ARC unanimously recommended approval as submitted. Board unanimously approved.
3. 4724 Pascal – Complaint that the yard looks bad. The Board confirmed that there are several significant weed areas in the rock areas as well as in the yard. The yard also needs to be mowed. Scott Glaze subsequently contacted the Property Management Company following the Board meeting and the Property Manager agreed to work with the tenant to resolve.
4. 4744 Pascal – Satellite dish installation. ARC unanimously recommended approval. Board unanimously approved.
5. 4775 Pascal – Homeowner defaulted on his payment plan to reimburse the Association for original landscaping that was charged to the HOA at the direction of Lennar. The Board unanimously agreed to declare the entire amount due and allow the homeowner 30 days for debt satisfaction.
6. 7295 Chancellor – Storage shed request. ARC unanimously recommended approval as submitted. Board unanimously approved subject to shingles, siding and color matching the home.
7. 7380 Chancellor – Revised landscaping request. ARC unanimously recommended disapproval and resubmission with the following comments / stipulations:
a. Shed: Additional information required to include sketch with dimensions (including vertical), roofline, materials (roofing, doors, windows, etc.). Building permit and setbacks required if greater than 120 sq ft. Recommend 10’ X 12’ over 12’ X 12’. Recommend shielding shed behind 6’ fence (subject to Board review).
b. Gravel: Require description (type, size, color). 12’ wall: Recommend disapproval. Fences are limited to 6’ dog eared cedar.
c. Driveway to backyard: Recommend disapproval; incompatible with community standards.
The Board unanimously approved the ARC’s recommendations except for the fence requirement to shield the shed which will not be imposed.
8. 7380 Chancellor – Complaint that the homeowner is using the cul-de-sac area for vehicle parking. The Board unanimously agreed that the Rules as well as the Colorado Springs ordinances / laws do not restrict public parking on the street unless fire hydrants or driveways are blocked. The Board can and will enforce the prohibition regarding derelict vehicles but the vehicles parked at the cul-de-sac are not derelict.
9. 7395 Chancellor – Complaints regarding the “eyesore” created by trash bags piling up in the backyard and bicycles stacked between the air conditioner and home. Both complaints are not currently substantiated or valid. The Board unanimously agrees that storing the trash container in a fenced backyard is appropriate screening, but homeowners must ensure that all trash bags are in an appropriate garbage container. Homeowners are entitled to one trash container from Rocky Mountain Disposal. If an additional container is required, the homeowner must procure it at his / her own expense and pay any additional trash pick-up fees that RockyMountain may impose.
10. 7420 Chancellor – Commercial vehicle violation. Board previously classified the vehicle as a continuing violation and imposed a maximum fine of $200. The homeowner was offered a hearing on at least two previous occasions and failed to appear. The homeowner responded to the latest fine stating that he was not advised of the rules upon purchasing his house nor did he receive the rules in writing until 4 months after purchasing the house. The Board unanimously approved an additional $200 fine and a follow-on weekly fine of $200 until the vehicle is permanently removed or garaged.
11. 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 the first violation notice. The Board voted in majority (3-1) to a second violation notice.
12. 7550 Chancellor – Landscape alterations. ARC unanimously recommended approval as submitted. Board unanimously approved.
13. 7645 Chancellor – Patio request. ARC unanimously recommended approval as submitted. Board unanimously approved.
14. 7660 Fargo – Satellite dish installation. Board unanimously approved.
15. Commercial Property – The Board sent a letter to the property administrator directing that the erosion tubes be removed. They were subsequently removed. The Urgent Care Office tentatively agreed to the Board’s proposed compromise in which the business owner agrees to turn the rear light off at night if the HOA pays an electrician to split the switch so that the front light can remain “on” while the rear light is turned “off.” The Urgent Care Office is seeking electrician estimates for Board evaluation.
k. The Board unanimously agreed to conduct its next meeting on August 12th, 2008 (6:00 P.M.) at Fire Station #20 ( Rangewood Drive ).
3.Adjournment:7:45 P.M.