Meeting Minutes: November 7, 2018

Posted on November 16, 2018 by Adam Green

Location:

34 Village Drive, Littleton, CO 80123

Board Members Present:

Jeff Brooks, Mimi Kuchman, Willi Taylor, Adam Green

Board Members Not Present:

Tiernan McKay

Others in Attendance:

Hailey Thiel, Jeff Haag

  • Meeting convened at 7:12 PM, Jeff Brooks presiding
  • 07/18/2018 Meetings minutes approved
  • Financial Report | Mimi Kuchman, Treasurer
    • Favorable variance in Office Supplies and landscaping. Anticipate year-end catch up and performance to budget.
  • Unfavorable variance in Summer Party. Motion approved to increase budget to $1,300 in 2019.
  • Four outstanding accounts for annual HOA Dues:
    • 21 Village Drive ($135)
    • 8 Village Ct. ($135)
    • 1 Middlefield ($135)
    • 3 Middlefield ($270)
    • The annual water bill reimbursement from 1 Middlefield has not been received. Motion approved to write off HOA dues for 1 Middlefield for 2018 in lieu of water reimbursement. A letter will be drafted and distributed to each of the four outstanding accounts – outstanding balances will be considered for property liens in 2019.
  • The HOA will provide and distribute Luminaries on Christmas eve to the entire neighborhood. A notice will be sent out to the community to notify them of this change.
  • The board is considering the need for long-term capital reserves to ensure proper maintenance of the community and avoid unnecessary assessments. Current topics include the maintenance of the privacy wall along Platte Canyon, beautification of Pocket Park and the extension of the wall at the west entrance. Further studies need to be conducted before the board can recommend a plan of action. Business insurance, insurance on the existing wall and a legal fund are being considered.
  • Finance report approved.
  • Design Review Report | Adam Green, Vice President – Design Review
    • Between July 19th and November 7th there eleven projects have been recorded. Eight of the 11 projects were properly submitted and approved. Three of the 11 projects did not apply for re receive proper approval. Summary below:

 

A letter will be distributed to homeowners who did not request approval as required by the covenants.

  • The board has been notified or otherwise requested to address items of concern or nuisance throughout the community and will address each of the following in writing and personal visit:
  • 8 Village Ct.: Pet waste and debris
  • 18 Village Ct.: Debris and general cleanliness
  • Several (back-yard) trees have been identified and may present imminent risk.
  • The board will work with Colorado Tree to survey and make a recommendation at which time home owners will be notified.
  • Dead trees visible from the street must be removed and replaced. A community memo will be distributed in the spring concerning tree replacement and maintenance.
  • Landscaping / Maintenance Report | Willi Taylor, Vice President – Landscape
  • Weed and bush removal are complete at the west entrance. A large rock will be added in the spring.
  • Electrical work is planned for the west entrance including the replacement of four lanterns. Awaiting final approval on fixtures and bid from an electrician.
  • The east entrance is in good shape and requires no maintenance at this time.
  • Dirt and weeds have accumulated in the gutter pans along Mansfield. The board is actively working with The City of Columbine Valley to correct the issue.
  • Working with Columbine Country Club on the sprinklers servicing the west entrance.
  • The board is seeking volunteers for fall clean-up along Platte Canyon. The turn-out in years past has been poor and an increase in dues is being considered to cover this maintenance several times a year.
  • Holiday decorations are scheduled to be installed after Thanksgiving.
  • Board Positions | Jeff Brooks, President
    • Tiernan McKay, Treasurer, announced resignation and it was accepted.
    • Adam Green, VP – Design Review, announced resignation and it was accepted.
    • Hailey Thiel was confirmed for the position of Treasurer.
    • Jeff Haag was confirmed for the position of Vice President – Design Review. Adam Green and Jeff Haag will work to transition the position over the next 90 days.
  • Other Updates
    • Updates are needed to simplify and bring the current covenants up to date. An executive session will be held to discuss changes.
    • Christmas party is confirmed for December 1st @ 6 PM – 8 Columbine Ln.
    • The board will form several new committees in 2019 and is actively seeking volunteers to fill positions for: a) Social, b) Technology c) Welcome & Care.
  • Adjourn at 9:58 PM
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