Hidden Village Home Owners Association Board Meeting Agenda Thursday, September 24, 2015

Transcription

1 Hidden Village Home Owners Association Board Meeting Agenda Thursday, September 24, 2015 Time: 7:00 to 9:00 p.m. Location: Teresa Papas Home Member Check-in Doug Hesbol x Rion Buswell Alan Foss Teresa Pappas x Robert Taylor x Kelly Hopper x Guests: Welcome 7:01 pm Thanks to Kelly and Dennis for hosting our last board meeting. Thanks to Scott for helping set up and oversee the September Annual Picnic and post-picnic clean-up. Thanks to Teresa for shopping for picnic. Thanks to Rion for bringing straw and coins for Treasure Hunt. Thanks to Robby for placing Annual Picnic signs around Hidden Village. Help Identify and Thank Residents who helped with picnic set-up and takedown. Committee Reports Treasurer s Report - Teresa 1. Budget Hidden Village Treasurer Report File Revenue including $540 from prior is $20, $60.74 in PayPal revenue = $20, Net to spend = $2, Outstanding: Attorney expenses, some picnic expenses and web-site bill o Check with Scott on face painter and meat expenses o Check with Rion on straw bale expenses and web-site bill Remainder of picnic expenses have been paid Donation received at picnic for $

2 2. Electronic Banking 1. Permission requested for electronic banking at Colorado State Bank 2. Board approved and Teresa will establish 3. PO Box 1. 2 nd PO Box key needs to be kept by another Board member 2. Doug will take the 2 nd PO Box key 3. Teresa will make sure he receives it after the meeting 4. Riding Club Finances 1. Question raised about dues from Riding Club. Robbie addressed. 2. Annual dues of $20/year with 18 members currently 3. Due membership gives combination to arena only 4. Suggest thinking through riding club finances being separate does this make sense given the community is an equestrian community? 5. Consider whether Riding Club expenses should be budgeted for in the community for Concern about maintaining separate culture 7. Robbie will discuss with past and present board members for Riding Club 8. May have HOA members come to Riding Club meeting to discuss future item 9. Robbie will discuss with Riding Club 5. Liability Insurance 1. Purchase liability insurance for community common areas as well as board of directors 2. HOA owns two lots in neighborhood. 3. Need to get coverage for those two lots and arena 4. No coverage needed on bridle paths 5. Need to get a quote Board approved 6. Teresa will look into and discuss with agent 7. Determine typical coverage for HOA and what is needed for good coverage 6. Tax Returns 1. Check with Scott for neighborhood accountant to do tax return for community 2. Have # for tax exempt status 3. Look for tax exempt certificate 4. Teresa will check into accountants with tax exempt specialty Secretary s Report - Kelly 1. Transmission Lines 2

3 1. Send out with information on public meetings for next week 2. Board members will attend 3. More information to come and will be circulated after public meetings New residents addresses to be sent to Teresa to update on her resident log 2. Attorney reviewing impact of various findings on voting/goat issue 3. Update received pre-meeting and shared with board 4. Will continue to share information as it s received from attorney 5. No bill received for services to date Architecture Report All 1. Completed projects 1. Barn build issue is resolved. 2. New projects 1. Fence Price and Fleming concern i. Original property marker moved ii. Plat incorrect 116 feet out iii. Doug called Douglas County who researched iv. Discrepancies with property line identified General Discussion - All 1. Meeting on 10/25 1. General meeting upcoming 2. Request greater level of volunteer assistance 3. Meeting to be held in advance of general meeting to discuss agenda and topics held 2. Chipping 1. Skaggs to handle remainder of mulch left in picnic area 2. Invite Jason to November meeting to discuss timing and planning for Consider taking new approach and tie chipping in with firewise 4. Consider chipping on resident properties vs. hauling to picnic/common areas 2. Picnic 1. Need to do post-mortem on picnic 2. Suggest having vegetarian option next year 3. Bridle Path Obstructions 1. Where are they? Robbie to look into 3

4 2. Identify where obstructions are and get approval from homeowners to clear 3. Bridle paths on easements and property owners have responsibility for upkeep of bridle path on their property 4. For homeowners that are unable to clear, look into Jason handle path 5. Also need to look into possibility of bridle paths being fire lanes 6. S Metro Fire could assist 7. Doug will double-check and request fire department to inspect obstructed areas, if applicable 8. Reviewed prior discussion on role of HOA with Riding Club 4. Non-licensed underage drivers on ATVs on HV roads 1. Sheriff issue 2. Consider getting reminder communication out on ATVs and county rules 3. Doug will check with Sheriff s office on this issue 4. Sheriff 5. Welcome Committee 1. Need new welcoming committee 2. Need to encourage more participation in HOA and various supporting committees and groups 3. Consider putting welcome committee, once established, onto website 6. Website 1. Post evacuation plan for residents and animals on website 2. Need to flush this out and discuss more in the future 7. Future Planning 1. Need day for 2016 future planning 2. Determine long-term goals 3. Review by-laws 4. Discuss HOA board influence currently and future state 8. Remaining Future Board topics: 1. Calendar for Newsletter publication and distribution 3. Postage for newsletter / how much to 4. Consider having attorney in person to address goat issues 9. Adjourn 8:51pm Topics for next meeting & ongoing items: Transmission Lines 4

5 Goat gate issue Attorney in person need for general meeting Liability insurance Firewise status Clearing bridle path obstructions Reminder on ATVs on roads Post-mortem picnic discussion November Chipping discussion with Jason Tax return accountant retention Potential riding club integration into HOA in the future Need for more volunteers request at general meeting Remaining future board topics (outlined above) Future planning topics (outlined above) 5