Douglass Ranch HOA

Board of Directors Meeting Minutes

Minutes of the Douglass Ranch Property Owners Association, August 16, 2016

Summary of the Douglass Ranch Home Owners Association / Property Owners Association

Board of Directors Meeting Minutes

dated August 16, 2016


Susan Festag, President
Carl Price, Treasurer
Todd Williams, Vice President

Not in attendance:
Barbara Pleva, Secretary

Randy Jensen, Roads & Grounds Commitee Chair

Topics addressed include:
Treasurer's Report


  • Reviewed a Treasurer's Report and 2017 draft budget.  Changes will be made before presentation to the full board at the next meeting.

Continuing Business

  • Design Review Board Proposal - With regards to removing the Design Review Standards from the Supplementary Covenants,  no POA neighborhood comments or questions were received in response to a July Newsletter article.  A suggestion was mode to use the website to publish a short article about just one aspect of the change and use this to start the conversation.  The suggestion will be forwarded to the Design Review Board.

  • New Website Update - The cancellation notice to the previous website service provider was delivered via certified mail on July 14, 2016.  A followup query to the previous website service provider will be made to ensure we have complied with all the contractual requirements to end this service. 

  • Directory Updates – DRPOA directories were delivered to new DRPOA members. Page updates were distributed to all other property owners. 

  • Elk Creek Fire Department Assessment – We are still waiting for the results of the Wildland Fire Specialist’s assessment of Douglass Ranch. 

  • Request for Restrictions on Outdoor Fires – To be discussed at a future meeting when all board members can participate.

New Business Items


  • Newsletter - The DRPOA newsletter was distributed via email on July 8 and it has been posted on the website. Plan is to distribute newsletters on a quarterly basis. 

  • Procedures for Enforcing Covenants – The DRPOA governance policy on enforcing covenants was reviewed.  

  • Concerns were raised about the lack of details regarding the complaint that starts the enforcement process. Discussion followed on whether the complaint should be written or whether we might adopt procedures similar to what Jefferson County requires when it receives complaints.

  • No decisions were made.  The matter was tabled for discussion at a future meeting.

  • Rezoning Request – Received a notification from Jefferson County about a rezoning request to build a retreat & conference center near the intersection of US Hwy 285 & South Elk Creek Road. The Jefferson County Planning Commission will meet to review this request on August 24.

  • Preliminary Planning for Annual Meeting - The board discussed potential dates for the annual meeting.  Dates will be forwarded to all board members for a final decision. 

  • Snow Removal – The board briefly discussed the upcoming snowplow contract. A question was raised regarding whether we were ready to renew the current contract or whether we should look at other options.

Master Calendar


  • Reviewed the master calendar.  Need to add the renewal date for the new website to the master calendar.  

Next regular board meeting is tentatively planned for September 19, 20, or 26. Mr. Price volunteered to host.