Minutes for The Village HOA Board Meeting, held October 15, 2013, at 10 Columbine Lane
Those Present: Jim Roller, Jeff Brooks, Cory Siegel, Mimi Kuchman, Jan Ford
President called meeting to order and discussed revised procedure for meetings. General discussion, as members assemble, starts at 6:30 PM. The meeting will be called to order at 7:00 PM, to last one hour. We will normally have a printed agenda, plus a call for any necessary late agenda items at the start of the meeting. This, along with the secretary’s summarization at the end of each item of agenda, should expedite and simplify the flow of the meeting and accuracy of minutes.
Secretary report: Minutes of the last meeting were approved as filed on website. Minutes of future meetings are to be edited and sent to the web master within one week after the meeting for posting.
Treasurer’s report: Newly instituted $50 home sale transfer fee and increase to $100 per year dues, were discussed briefly and have been well received by the community. The first payments at the new level have been received. The query for method of receipt of information within the community is moving well toward greater use of email than hand delivery. Both methods will be used as necessary to disseminate necessary information in the community. An updated master list was provided for each board member and will be revised and updated as needed.
Architectural & Website reports: An approval was given for a Solar Panels project for the residents at 5 Village Drive. Several website updates have been made and some are still in planning, including the addition of a calendar to the web site for easy access. Improved time lines for notification of residents for HOA and community events should be 30 days in advance for email or flyer, again at 2 weeks in advance, and again at 1 week in advance. A combination of notification will be by the Web Master calendar for email, paper notification by the Secretary and sandwich board signs by the President.
Landscape & Maintenance: The season has been full of maintenance, clean ups, and upgrades to the west entrance to The Village. Community work days for clean up outside the wall along Platte Canyon, have been extremely successful and a good move toward cost cutting. New entry spotlights and lamps above The Village sign are planned. There is adequate budget for purchase as necessary. The vines look good after being tied up to the wall and no additional trimming appears necessary at this time. A call for volunteers to participate in future work days and clean-up time will be done in advance to allow willing participants to schedule the event. Residents are asked to continue picking up trash and refuse as you see it in the street and also along the wall. Thank you to all who help.
Old business: Traffic control in The Village was a major topic of discussion. A Camera is available and may be installed to monitor traffic. Clicker cables may be available to help determine traffic volume. A gate for the Platte Canyon access was discussed. The approach decided upon is to collect facts, including potential cost and design, and then involve the community in any decision making. A special meeting is appropriate if needed for community involvement. When we get our arms around the complexity of the problem and potential solutions, it will be time to see what The Town and City processes involved will be. A gate could be for used for inbound traffic control. Residents and emergency vehicles could use remote openers during closed gate, high traffic times. Maintenance costs of any gate system will need to be considered in a project of this type. Cory and Mimi will begin to develop information needed for consideration of a gate. Jim will explore getting a clicker cable for traffic counts.
New Business: Work session meeting, HOA board only, will be the 13th of November at the home of Mimi Kuchman, starting at 6:30 PM. The Christmas Party is scheduled for the 6th of December, starting at 6:30 PM, at the home of Mimi and Jaye Kuchman
Action items: Cory and Mimi will select and purchase necessary new entry lights for the west entrance to The Village. Cory and Jan will prepare and distribute notices of events in The Village as needed. Jim will make arrangements for The Town hall meeting room as necessary for any meetings involving attendance by community members and will do sandwich board signs when needed. Jeff will continue updates and improvements on the web site.
Submitted by Jan Ford, Secretary, Oct 17, 2013, reviewed and approved by Jim Roller on 10-21-2013