Minutes

Red Hawk Homeowners Association
Board of Directors Executive and Regular Meetings

Thursday, June 22, 2017

Village Inn Restaurant, Castle Rock

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ATTENDEES: Directors Jim Young, President; Ralph Jollensten, Vice President; Lisa Goodwin, Secretary; Walt Figel, Treasurer; Mike Schroder, Director.; Dave Littler, Property Manager, Peak to Peak Property Management.

OTHERS PRESENT: N/A

EXCUSED: N/A

MEETING AGENDA:  See attached.

EXECUTIVE SESSION: The Board of Directors did not meet in Executive Session in May.

CALL TO ORDER / MODIFICATION OF AGENDA

The general meeting was called to order at 6:00 pm

INTRODUCTION OF GUESTS, OPEN FORUM

There were no guests present.

MAY 2017 MEETING MINUTES MOTION

Upon motion duly made and seconded, the Board unanimously approved the May minutes as presented.

FINANCIAL REPORT: MAY 2017

Mr. Littler presented the May 2017 financial report.

Year to date there are currently assessed $5,056 in late fees and $3,800 in fines.
Eight document books have been sold year to date.

The newsletter expense is slightly over budget due to the printing requirements for the Annual Meeting notice.

Repairs, Lighting Maintenance expense includes the cost to replace several bulbs at the monument signs.

Regarding Water Expense we are currently under budget but this is a timing issue as usage fluctuates with the season.

The Board discussed the expense for coupon books. The Board asked Mr. Littler to determine how many homeowners utilize the ACH for assessment payment and asked that we no longer send these residents a coupon book but instead forward them a letter that a coupon book is available to them should they wish to utilize that method of payment instead of ACH.

The Board discussed Director Figel's report of electricity usage by location, by month and year to date usage percentage. The Board thanked Director Figel for his excellent analysis.

MOTION

Upon motion duly made and seconded, the Board approved the May 2017 Financial report as presented.

Management Report Discussion

Mr. Littler reported

Extensive work was done in May in our community for landscaping including seeding, watering and flower planting.

The light bulbs were changed out to LED in all of our fixtures.

We are still working on the collection activity. There will be a special hearing for a homeowner on the 28th

The draft audit is completed and in the Board packet for Board review.

Three homes on the paint list have been removed from the list.

Old Business

ARR Report

Director Figel reported we had three new applications a and all three were completed/ resolved.  One was a driveway repair and we required a diagram be submitted.

The Board discussed several homes that have extensive xeriscaping on their property.

Violations

Regarding violations, Mr. Littler provided the Board with a detailed community compliance report by home. Mr. Littler reported that he is looking at the long term parking of several campers and RVs in the community.

Director Figel asked why a particular home Marsh Hawk is not on the list. Mr. Littler reported that this home has been referred to the Attorney. Director Figel asked that this home continue on the list so the Board can see the progress. Director Figel reported a number of violations on this property and that each violation be fined separately.

Director Figel requested Mr. Littler address the following for this homeowner: the June fine would be $100.00 effective now; next week send a courtesy letter for the fence in disrepair and the garbage in the yard; check the shrubbery in the rear yard that needs to be trimmed and send a courtesy letter; check the dog wire that is hanging from the roof of the house and send a courtesy letter. Mr. Littler reported the Homeowner is current in their assessments.

Collections

The Board discussed several of the accounts on the aging summary. Director Figel reported on current status and questions to resolve in consultation with Counsel.

Director Figel reported we have a signed settlement from a homeowner on the aging report that incurred fines for failing to paint the home.

We received bills from our attorney on a number of accounts and we are currently up to date posting the expenses.

Director Figel stated we did not accurately post the recovery of some of the legal fees in our accounting for the year. CCIOA has an inquiry that is mandated however Quickbooks will not handle this type of accounting.

Audit Results

The Board discussed the audit results. The Board agreed to submit a correction to the Supplementary Information on Future Major Repairs and Replacements in order to reflect a more clarified position regarding replacement expenses as of December 2016. The Board discussed approving the draft audit subject to this correction.

MOTION. The Board unanimously approved to accept the Audit with the corrections as noted.

Hearing 6/28/17

Director Young reported the hearing would be held next week in a reserved room at the Philip S. Miller Library on June 28 at 6 pm. The homeowner stated they will be present with their attorney.  Our attorney will also be present.

Director Young reported the hearing would be held next week in a reserved room at the Philip S. Miller Library on June 28 at 6 pm. The homeowner stated they will be present with their attorney.  Our attorney will also be present.

The Board thanked Mr. Littler for his efforts at working to produce complete and thorough financial documents to assist in our excellent audit.

Director Figel reported that we should consider conducting an audit only if management changes or in the required three years.

Motion: the Board agreed to not do an audit next year as suggested by the Auditor in the Engagement Report.

NEW BUSINESS

Landscape Proposals from Colorado Property Care

Mr. Littler reported the proposals are for landscaping work to improve the existing previously wood mulched streets ape beds in/around Red Hawk Drive. The contractor will remove the dead sumacs and suggests replacing the mulch with river rock. The Board discussed the aesthetics of the project and agreed the proposal be revised to mulch instead of rock.

Fence Repair Responses

Mr. Littler reported that following the last newsletter that asked for responses for fence repair several homeowners have replied. Director Figel reported that the repairs will be done.

Request for the Town to Add Speed Radar Units to Red Hawk Drive

The Board reviewed the email request from a resident requesting an electronic speed limit sign. The Board directed Mr. Littler to send the resident a letter informing her that the President of the Board will be contacting the Town of Castle Rock Police Department to request they reinstall the electronic speed limit sign and to step up traffic enforcement at varying times throughout the day.

Transfer Funds From Reserve to Operating Account, Cash Flow Loan

MOTION: The Board agreed to transfer the amount of $7,000.00 from the reserve account in the form of a loan to the operating account.

Driveway Weeds

(This item was added to the agenda)

Director Young reported that there are numerous weeds throughout the community on homeowner driveways. The Board agreed to have Mr. Littler send a friendly notice to homeowners where there are excessive weeds in their driveway cracks.

IMPORTANT MEETING DATES

Director Figel handed out a 2017-18 meeting schedule and reported he would be updating the Homeowner's book with this information and updated Board of Director's information.

The next Board meeting is scheduled for July 27, 2017 6 pm at Village Inn Restaurant.

ADJOURNMENT

Upon motion duly made and seconded, the Board unanimously approved to adjourn the June 2017 Board of Directors Meeting at 8:20 pm.

Respectfully Submitted by Board Director, Secretary, Lisa Goodwin

 

 

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