Finance/Budget Update - Reviewed current spending and funds available. Operating balance is $47872,37 and Reserve balance is $16233,78

Transcription

1 COPPERFIELD HOA Monthly Board/Annual Meeting Minutes, 24 January 2017 Members Present:, Frank Lemon, Vice Bill Arbegast, Acting Treasury Delaine Otwell (HOA Manager) Sandi The board approved last meeting minutes NOTICE OF HEARINGS - None Architectural Committee - None Finance/Budget Update - Reviewed current spending and funds available. Operating balance is $47872,37 and Reserve balance is $16233,78 Pool Update Other Business New Business - Closed for season - The board approved the following late fee action: At $ BSR will send notice of lawyer. Lawyer will file suit at $ Next board meeting will be 28 February at 6:30 pm at Wendy s, unless notified otherwise., Copperfield HOA

2 COPPERFIELD HOA Monthly Meeting Minutes, 28 February 2017 Members Present:, Frank Lemon, Vice Bill Arbegast, Acting Treasury Cathy DiMaggio, Board Member Delaine Otwell (HOA Manager) The Board approve last meeting minutes NOTICE OF HEARINGS - None Architectural Committee - None Finance/Budget Update - Reviewed Operating/ Reserve balance and delinquent accounts Pool Update Other Business - Evaluating damage due to resent severe storm. - Due to the retirement of Bruce, need to remove him from PAYPAL program Next Board Meeting 30 March pool weather permitting.

3 Copperfield HOA Monthly Board Meeting Minutes Tuesday Apr 25, 2017 at Pool Meeting started at 6:30 p.m. Attendees: Frank, Bill, Cathy Jim via speakerphone No notice of hearings were conducted during this board meeting. Architectural Committee approved: 430 Dix - Chain link in back yard 310 Libby - Roofing 480 Dix - Sunroom 305 Puckett - Windows 330 Flynn - Roofing Architectural Committee disapproved: None Finance/Budget updates none. Pool: Pool employees known. Bill will pressure wash deck to prep for spot painting. Blue Dauphin knows date pool must open and will make it happen. Bill and Brittany will do violation runs. Meeting adjourned at 7:30 p.m.

4 Copperfield HOA Monthly Board Meeting Minutes Tuesday May 30, 2017 at Pool Meeting started at 6:30 p.m. Attendees: Jim, Bill, Cathy, Steve Steve attended the meeting and volunteered to join the HOA board. He also repaired the damaged roof on the pool shed saving the HOA a lot of money. No notice of hearings were conducted during this board meeting. Architectural Committee approved: 430 Dix - Chain link in back yard 310 Libby - Roofing 480 Dix - Sunroom 305 Puckett - Windows 330 Flynn - Roofing Architectural Committee disapproved: None Finance/Budget updates on additional miscellaneous pool spending at $ and last round of approved invoices totaled $11, Pool: Billing address was sent to Reilly s Repair for pool repair invoice. 490 Dix was informed they could use the pool as long as they kept making payments. 250 Wallace upset about not getting multiple member cards this year to use the pool and they acknowledged that they were giving family passes to relatives and babysitters. This year, each household will only get one pass to cut down on card expenses. Brittany will do violation runs on her own. A board member does not need to go along with her. Meeting adjourned at 7:30 p.m.

5 Copperfield HOA Monthly Board Meeting Minutes Tuesday June 27, 2017 at Pool Meeting started at 6:30 p.m. Attendees: Jim, Frank, Bill, Cathy, Nicholas (new member), Silke (new member) Nicholas and Silke attended the meeting and volunteered to join the HOA board. Notice of Hearings conducted during this board meeting: 430 Puckett - Make sure Brittany has sent Notice of Hearing Letter 250 Wallace - 1 pool ID card for household will be issued 1060 Harbourne - County code enforcement handled issue with garbage in front yard Architectural Committee approved: 1080 Harbourne - 36 inch wood fence along property line in front of house 235 Coker - Re-visit from last month. Driveway extension was approved; fence was not approved due to county not signing off. County will be notified of project completed without permit. 335 Flemming - Fence of composite stone material to replace wooden fence Architectural Committee disapproved: 235 Coker - Re-visit from last month. Fence disapproved but owners built anyway. Finance/Budget updates: June approved invoices at $5, Pool: Landscaping will start soon to replenish south end of pool. Troop 39 Eagle Scout project. Diversified: Let Brittany know we need a heads up on violation run status 2 days prior to meeting. We need to know what homes received a first notice, which homes received a second notice and what homes received a notice of fine. Meeting adjourned at 8:15 p.m.

6 MINUTES Copperfield HOA Monthly Board Meeting Tuesday July 25, :30 P.M. at Copperfield HOA Pool Board members present: Jim, Frank, Bill, Steve, Nicholas, Silke Meeting Started: 6:40 p.m. Notice/Hearings: None Architectural Committee: 260 Coker (stucco) - approved 125 Sitter (paint) - approved 235 Coker (tall fence) - Diversified sent letter stating the fence is not approved but it was returned for incorrect address. Letter was resent. Finance/Budget: As of June 30, 2017 the HOA had $61, in dues/assessments/fines owed. Funds - operating $58, and reserve $61, Starting to work 2018 proposed budget for approval. Pool: Employee terminated for pass fraud. South end landscaping completed (Eagle Scout Project). End of year picnic discussed and will finalize menu at Aug meeting. Diversified: Mediation for 650 Lindstrom set for 9/29/17 at courthouse. Jim and Brittany will attend. Meeting Ended: 7:45 p.m.

7 Location: Copperfield HOA Pool Attendees: Jim, Frank, Bill, Cathy, Steve Copperfield HOA Monthly Board Meeting Tuesday August 22, :30 P.M. 6:30 Welcome 6:35 Notice/Hearings 235 Coker 12' fence - No Show 6:40 Architectural Committee 501 Upton will be reported to the County for ordinance violations 6:55 Finance/Budget Update 1) 2018 Budget - Working on it, will be ready for review during next meeting 2) Delinquent Accounts update - Nothing new to report 7:05 Pool 1) End of year picnic/bbq - Checking into buying small freezer for pool to store food 2) Buying more pool stuff, chairs, tables and loungers - Frank bought 10 at Lowes 3) Bill will contact Reilly s to get estimate on chimney repair at pool. 4) Jim will check on getting concrete company out to give us an estimate and timeframe to complete pool deck in spring :25 Diversified 1) Mediation set for 9/29/ Lindstrom 2) Ask Brittany to provide report on Pool Pass sales for the year 3) Ask Brittany if 235 Coker was notified of date/time of board meeting on Tues, 8/23/17 7:30 Other Business 1) Board meetings being moved to 2 nd Tuesday of each month. Diversified sends out HOA financials at the end of each month so this will allow the board to meet sooner to discus issues vs meeting the 4 th Tuesday and sometimes not having the most current financials. 2) Annual Meeting on October 10, 2017 at the Lutheran Church. Jim is checking to make sure the date is good to reserve the meeting room. 7:40 Adjourn Jim

8 Attendees: Jim, Frank, Bill, Steve, Silke, Nicholas Notice/Hearings: None Meeting Minutes Copperfield HOA Monthly Board Meeting Tuesday, September 12, 2017 at 6:30 P.M. Copperfield HOA Pool Architectural Committee: 1030 Barnum Dr. (Shed) - Approved but must meet all El Paso County building requirements Finance/Budget Update: 1) Delinquent accounts as of 12 Sep 17 (70 homes owe $55, in past dues/fines/fees) 2) 501 Upton owes $ and the HOA board voted to foreclose on the lien. Ken Davidson will start the process and expects it to be complete within 6 months. 3) HOA reserve funds sitting at $61, ) 2018 Budget presented with zero increase in dues. Checking with Diversified to see what the last annual CPI was. Projecting a 2.1% annual dues increase ($267/yr) per Declaration of Covenants, Conditions and Restrictions of Copperfield Article IV, Sec. 4. Pool: 1) Pool stayed open one extra weekend due to delayed closing schedule and nice weather. 2) Labor Day BBQ went very well and small freezer purchased for pool was well received. 3) Pool hired 3 attendants for the 2017 season. One was fired for pool license fraud and one requested time off in mid-aug and never came back to work. Therefore, the board voted that only two bonuses will be paid out for the 2017 season. Diversified Input: Annual meeting mailings being prepared just awaiting board approved budget. Annual Meeting: October 10, 2017 at Lutheran Church on Security Blvd. Miscellaneous: 1) Copperfield HOA lawyer is retiring at end of September. Diversified recommended 2 HOA lawyers to replace current lawyer and the board agreed to let Diversified pick a lawyer that would best represent the HOA. 2) Jim drafted Annual Meeting/HOA Update letter and board approved sending it out in the Annual Meeting mailing from Diversified. JimVacik

9 Meeting Minutes Copperfield HOA Annual Meeting Tuesday, October 10, 2017 at 7:00 P.M. Faith Lutheran Church Security Blvd. Attendees: See Diversified sign-in sheet. Call to Order-Verification of Quorum Quorum met between member proxy and meeting attendees Proof of Meeting Notice Introductions Current board members introduced 2016 Annual Meeting Minutes were approved Election of Directors Current officers of the board were voted in for another term - Frank Lemon - Vice Bill Arbegast - Treasurer / Secretary 2018 Budget was approved Dues will be $ for the year Balances: Current Operations $47, Current Reserves $61, Pool License/Party $13, Questions and Answers General questions from homeowners were answered regarding how many times the management company conducts violation runs. Brittany goes every two weeks during the summer and once a month during winter. Homeowners were instructed to contact Brittany if they notice any violations in between runs. Homeowners were also notified that contacting the county and filing a report also works well for tall weeds and garbage. New homeowner asked if the neighborhood was safe. Consensus in the room was the HOA was a safe neighborhood, but if any issues arise, contact the El Paso County Sheriff. Meeting Adjourned

10 Copperfield HOA Monthly Board Meeting Tuesday November 14, :30 P.M. Note: Meeting Minutes will be completed after trial outcome on Nov 16, 2017 Location: Fountain Jack In The Box ** moved at 6:32p after Wendy's was full due to school bus of kids filled up restaurant Attendees: Jim, Bill, Steve 6:30 Welcome 6:35 Notice/Hearings 1) 245 Pointer Pl requested to waive $ in late fees/fines. Late fees and interest are waived but homeowner must pay the administrative fees. 6:40 Architectural Committee 365 Putnum - Paint/Garage Doors are approved 350 Oneil Ct - Paint is approved 6:55 Finance/Budget Update 1) Oct Financial Report not ready from Diversified at time of meeting will discuss in December 2) Delinquent Accounts update - Nothing new to report 3) 2018 Invoices will be sent out in mid Dec by Diversified 7:05 Pool 1) Pool is now closed and winterized. 2) Trying to get one more estimate for pool deck replacement. Still plan to replace in Spring of 2018 prior to opening. 7:25 Diversified 1) November 16, 2017 Trial for 650 Lindstrom awarded judgment in favor of HOA. Lawyer drafting paperwork to proceed with collecting money owed. 2) Updated Rules Letter reviewed. Changes being made and will be submitted to Diversified in early December. 7:30 Other Business 1) All officers of board were reelected during annual meeting held in October. 2) Annual meeting met quarum. 7:40 Adjourn

11 Copperfield HOA Monthly Board Meeting Tuesday December 12, :30 P.M. Location: Copperfield Pool House Office Attendees: Jim, Frank, Bill, Silke, Cathy 6:30 Welcome 6:35 Notice/Hearings 1) None 2) Homeowner at 355 O'Neil stopped by and was given info on county ordinance complaints. 6:40 Architectural Committee 130 Sitter Ct - Install Lamp Post - Approved 6:55 Finance/Budget Update as of 11/30/17 1) Operating Cash = $36, Reserve Cash = $61, ) Delinquent Accounts (64 homes = 19.8% of homes in HOA) Balance = $51, Attorney (12), Demand (2), 1 st Notice (2), 2 nd Notice (1), DPM Lien (6), Payment Plan (4) 3) 2018 Invoices will be sent out in mid Dec by Diversified. 7:05 Pool 1) Pool is now closed and winterized. 2) Trying to get one more estimate for pool deck replacement. Still plan to replace in Spring of 2018 prior to opening. Steve is getting quotes for pool opening/closing/chemicals costs. 7:25 Diversified 1) Updated Rules Letter submitted to Diversified on 12/13/17. 2) Requested Diversified send CCR History Report along with Monthly Financials to all Officers of the Board so info can be discussed at each board meeting. 7:30 Other Business 1) HOA board voted to have Jim run HOA website at $49 per month which is in dire need of updating. Jim took no part in the vote with the rest of the HOA board members. 7:40 Adjourn 1) Next meeting on January 9, 2018 at the Pool Office.