Minutes

Red Hawk Homeowners Association
Board of Directors Executive and Regular Meetings

Thursday, September 28, 2017

Village Inn Restaurant, Castle Rock

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

OTHERS PRESENT: N/A

EXCUSED:  Director Young

MEETING AGENDA:  See attached.

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

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.

AUGUST 2017 MEETING MINUTES MOTION

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

FINANCIAL REPORT: AUGUST 2017

Mr. Littler presented the August 2017 financial report.

  • AR processing fee is the Peak to Peak fee for collection activity
  • Web site maintenance is over budget due to the expense of extending the website domain for an additional three years.
  • Sprinker maintenance due to needed repairs is tracking to be over budget for the year.
  • Due to the summer's water restrictions by the Town of Castle Rock the budget for water reflects a significant positive variance.
  • The checks we sign today include $7,536.00 worth of repairs for September.

The Board discussed setting a limit for our Landscaping company below which they can conduct the repair on their own, above which they must get Board approval. The Board agreed to have one Board member as the point of contact to make the decision.

Director Shroder agreed to be the point of contact person.

MOTION

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

Management Report Discussion

Mr. Littler discussed his report in the Board packet and reported the following:

  1. Only three status letters in August.
  2. There are only scratches on the Sapling monument after being struck by a young driver.
  3. Advanced Neon fixed most of the main monument sign.
  4. Colorado Property Care is back in the snowplowing business; this year they are charging "per push" instead of hourly. This should create significant cost savings.

The Board asked Mr. Littler to confirm with Colorado Property Care the exact locations to be plowed and how we will be charged by push. Director Jollensten asked that Mr. Littler email the Board with his findings in order to facilitate a vote by email to approve the contract.

Old Business

ARR Report

Mrs. Pearson provided a detailed spreadsheet to the Board for the current ARR requests.

Violations

Mr. Littler reported the bulk of the current violations include weeds, dead grass, winter kill, and trash cans left out too long after trash pick up day.

The Board reviewed and discussed the list of violations.

Collections

Director Figel discussed the Accounts Receivable report with the Board.

Water Restrictions

This issue was discussed earlier on the agenda.

NEW BUSINESS

2017-2018 Snow Removal Bids

This issue was discussed earlier on the agenda.

Proposed Guideline Changes MOTION

Upon motion duly made and seconded, the Board approved the draft proposed guideline changes as presented with the exception of one change as noted.

The guideline revisions will be posted for resident comment for a period of 14 days. Following comments and input provided the guidelines will be presented at the October Board meeting for final approval.

Holiday Lighting Proposal 2017-18

Mr. Littler reported the current proposal is less than last year's proposal.

Additional Discussion Items

The Board discussed holding an Executive Session later in the month.

IMPORTANT MEETING DATES

The next Board meeting is scheduled for October 26, 2017 6 pm at Village Inn Restaurant.

ADJOURNMENT

Upon motion duly made and seconded, the Board unanimously approved to adjourn the September 2017 Board of Directors Meeting at 7:55 pm.

Respectfully Submitted by Board Director, Secretary, Lisa Goodwin

 

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