040312 Arch Mins

Douglass Ranch HOA

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:

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.