Douglass Ranch HOA

Board of Directors Meeting Minutes

Minutes of the Douglass Ranch Property Owners Association, April 3, 2012

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

Board of Directors Meeting Minutes


dated April 3, 2012

Attendees:

Susan Festag,     President
Brent Ballard,     Vice President
Lore Genender,  Treasurer

John Alme,         Road and Grounds
Tom Washburn,  Secretary

Topics addressed include:

Treasurer's Report

  • Review of Financial Status Reports/Updated budget

  • Change in checking account signatures/CD Move/Taxes

  • Ms. Genender to investigate details behind a credit card vs. a debit card, including setting a limit on the card.

  • 2012 Annual Dues – status/documentation of delinquencies

    • POA Dues Status: 3 lots are outstanding: Hagers and Moats still have not paid dues.

    • Liens are next. Attorney will be contacted.

    • Ms. Genender to send third notice (with a $20 late fee) to Hager and Moats.

    • Ebert's unpaid dues.

      • Discussion: Whether to ask attorney about a personal judgment - i.e.: a lien against wages. The board decided not to go this way because costs outweigh amount owed ($195).

      •  Board approved motion to waive Ebert’s 2010 Douglass Ranch dues for 1/2 yea due to difficulty in collection. 

Parking Covenants - Working group report

  • The first meeting was summarized:

    • two general points of agreement were reached with one additional point having near agreement.

    • split into two groups to see whether the progress of discussion can be advanced.

Dog Lots - Letter to DOW/Response & Rezoning handouts - Jeffco Planning & Zoning

  • The DOW letter was shown to Jefferson County.  Jeffco recommends a full rezoning hearing.

  • Jeffco zoning process: Pre-app cost is $200 with possible additional fees.

  • Outcome is uncertain.

  • Atttempting to request a DOW meeting with a goal of getting a DOW statement of whether we are in or out of a wildlife area. 

Jeffco Planning & Zoning - Associations registration/Distribution of information

  • Registered with Jeffco Planning & Zoning to be notified of upcoming zoning changes.

 

DORA – HOA Registration/HOA annual report

  • Registered with DORA

  • If you are not registered, then you cannot file a lien.

  • A DORA coversheet of the HOA annual report was distributed to board members. The coversheet referenced a DORA website: http://www.dora.state.co.us/

 

Attorney Letter – 2012 Fee Schedule/Secretary of State Report

  • Discussed a table of attorney fees e.g.: for $100/month the attorney would be on call for our questions.

  • BoRD agreed that we will continue to work with our attorney on an "as needed" basis.

Firefighters’ dinner – May 3, 2012

  • At the next Bunko, word will go out regarding a planned 5/3 date for the Fireman’s dinner as hosted by Douglass Ranch.    An announcement will be inserted in the newsletter.

Front Entrance Barrel/Other Flower Barrels

  • The flower barrel is now gone. John Allen removed it. Jane Spooner recommends a Costco barrel 

  • A new front entrance barrel may set the stage for replacement of other neighborhood barrels. 

Continuing/New Items for Consideration

  • Updated road plan

    • Waiting for a road plan contact from Dick McAtee.

  • CAI update

    • CAI (Community Associations Institute) contact email address for Douglass Ranch changed to the Douglass Ranch e-mail address.

  • Notification of board meetings

    • A DORA reference to Colorado statutes to notify POA members of board meetings was noted. Board meeting dates to be listed on web site.

  •  List of old board members

    • A list of previous DR board members was prepared and will be presented to board members at the next meeting.

  • Fire safe community

    • Firewise: May not have enough neighborhood interest.

      • Elk Creek Fire Dept information to be requested for newsletter.

  • Noxious weeds

    • An announcement will be inserted in the June newsletter.

  • DR Neighborhood Directory

    • A new Douglass Ranch directory is desired.

  • DR Pond

    • Aattorney to be consulted regarding neighborhood obligation with respect to the pond.

Master Calendar – review

  • A Master Calendar was distributed. The calendar provides a way to pass on important dates to successor board members.

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