Rabbit Ears Village Association Inc 2016 Annual HOA Meeting August 21, 2016 ***DRAFT TO BE APPROVED DURING THE 2017 ANNUAL MEETING***

Transcription

1 Rabbit Ears Village Association Inc 2016 Annual HOA Meeting August 21, 2016 ***DRAFT TO BE APPROVED DURING THE 2017 ANNUAL MEETING*** 1. Call to attendance: 48 votes tallied; quorum met 2. Approvals: a. Meeting agenda Reviewed/approved. b annual meeting minutes mailed to all members; one correction/approved 3. Reports: a. Presidents report-james Steward i. Welcome new members (7) ii. state of association many large projects this term; continuing to move forward b. Treasurers report Eric Guess state of financial condition documents attached; report approved c. ECC report-cathy Murphy several projects still active from last year; no new projects anticipated until next year; report approved d. Caretakers report - Mark Karr Heater system in pumphouse to be replaced; volunteers helped with upper road fix; currently working on tree removal from ditches; new signs for fishing regs (barbless hooks ). CDOT contacted about removal of passing lane in front of electronic gates (denied). New snow removal policy in process. Next year will have new decks constructed on lodge building. Thanks to Jeff Howard for road committee work; report approved 4. New Business: a. Lodge project-lodge exterior completed on time/on budget highly recommend contractor JDS Roofing & Siding. Heating system replacement propane system highly dangerous; new electric system allows for modern thermostats that can be monitored remotely. b. Roads-committee creates plan/submitted to board for approval. Jeff Howard, Tom Kent, Mark Karr on committee. c. Snow removal-hoa is taking over snow removal for all roads/loop funds no longer needed; purchasing snow cat from Todd Krentz. Upper road will be plowed to lot 78; lower loop plowed to Sadler and Kent (no need to have the entire circle plowed this season). Members with equipment invited to help/get paid. Private driveways will not be maintained by the REV. New policy will be created at next board meeting. Will be an experimental year. d. Vehicles-backhoe still in good shape. Plow truck is toast frame has been welded numerous times; has broken thru/destroyed the driveline pumpkin. Estimated cost to repair $5k. Going to part out the truck and use existing plow to install on new truck.

2 May opt to stall until next year since we have many snow removal options for this winter. e. Lot assessments-new snow removal policy will increase annual expenses. The last 10 years has been at $400; have attempted to maintain a reserve of 10k. Facilities are aged and will continue to need repairs/renovations. Want to be able to cover new expenses and continue to make improvements, while building up a larger cash reserve. Going up to $ Member comments a. Paul LeBeau can we contact US Postal Service about getting a cluster box for HOA? Asked 10 years ago; only willing to go to the Peak/we would need their permission. b. Sharon Sexton can we use more /text bombing to alert members to issues c. Steve Sayers fishing pond changes? Going to barbless hooks; kids 2 fish per lot/per day. Limit adult catch & keep until after Labor Day. Attempting to increase winter survival. d. Robert Nelson-grow house expanding; traffic increasing/lights annoying. Board has contacted the County for assistance told that owners need to file complaints; sheriff s office is not interested; state marijuana hotline is busy in other areas. Owners are aware that renters are growing; unconcerned. Initiating fine system for light pollution may help. On the board s radar; will contact REV attorney to see what we can do to limit grow house activity in the association. Board and membership presented voted unanimously to purse attorney assistance. e. Serafin Barayazarra- access to parking lot can we increase access for visiting trailers? Mark Karr initiating new parking system to have long-term and short-term sides. Was never intended to offer long-term parking. Too much junk parked there that is never moved all winter. 6. Elections: a. Jim Honaker s position: Cathy Murphy nominated; Tom Kent nominated; Jim Honaker nominated. Cathy Murphy elected. b. Laurie Salazar s position: Tom Kent nominated; Jim Honaker nominated; Laurie Salazar nominated. Tom Kent elected. 7. Closing comments James-thanks members for positive input. Meeting adjourned at 12:22PM.

3 2:35 PM Profit & Loss September 1, 2015 through August 20, 2016 Fiscal year to date NOTES Ordinary Income/Expense Income Income Expense Reimbursement 1, Plow fund reimbursements to REV Gate Remote & Key Sales Interest Gain on Money Market Lodge Rental 9, Lot Assessments 58, Special Assessment 36, nd yr for lodge project Total Income 105, Total Income 105, Expense Administrative Postage and Delivery Supplies Total Administrative Corporate Filing Fees Secretary of State Total Corporate Dues and Subscriptions Advertising for lodge project Equipment Rental Insurance Property, Liability & Pro 3, Vehicle Insurance Workers' Comp Total Insurance 4, Interest Expense Loan Interest Backhoe loan Total Interest Expense Maintenance & Improvements Gate System Monthly fees/maintenance Grounds 4, Fencing/rodent control/barn maint Lodge 79, Exterior remodel; furnace replacement Roads 31, Annual improvements; repair to upper road Total Maintenance & Improvements 115, Management Fees Lodge Reservationist 1, Total Management Fees 1, Miscellaneous 3.95 Printing and Reproduction Professional Fees Accounting Tax return fee Legal Fees 1, Attorney-collections Total Professional Fees 1, Repairs Equipment Repairs Backhoe maint Total Repairs Snow Removal Contracted Bock Constr/spring plowout Fuel 1, In-house 3, Caretakers Plowing parts Total Snow Removal 5, Telephone Local Lodge & gate Total Telephone Travel & Ent Page 1 of 4

4 2:35 PM Profit & Loss September 1, 2015 through August 20, 2016 Fiscal year to date NOTES Meals Meetings; volunteer projects Total Travel & Ent Trout Pond Fish stock 1, Total Trout Pond 1, Utilities Electric 5, Lodge/gate/pumphouse Total Utilities 5, Vehicles Licensing Maintenance Total Vehicles Website Hosting Fees Total Website Total Expense 138, Net Ordinary Income -32, Net Income -32, Showing loss due to timing of lodge project income and expensing--special assessments collected in fiscal year 2015 and 2016; project expensed in Page 2 of 4

5 2:27 PM Balance Sheet As of August 20, 2016 FYTD ASSETS Current Assets Checking/Savings Vectra Bank Checking 4, Vectra Bank Money Market 8, Total Checking/Savings 13, NOTES Accounts Receivable Accounts Receivable 9, Total Accounts Receivable 9, Total Current Assets 22, Fixed Assets Equipment Assets 22, PP&E Land Lot 6 25, Lot 7 25, Total Land 50, Lodge 200, Total PP&E 250, Total Fixed Assets 272, TOTAL ASSETS 294, LIABILITIES & EQUITY Liabilities Current Liabilities Other Current Liabilities Loan Payable Backhoe loan paid off 5/13/16 Total Other Current Liabilities 0.00 Total Current Liabilities 0.00 Total Liabilities 0.00 Equity Opening Bal Equity 9, Owners Equity 250, Retained Earnings Net Income Total Equity 296, , Accrued fiscal year end cash balance -32, OK to P & L net income TOTAL LIABILITIES & EQUITY 296, Page 3 of 4

6 2:27 PM Balance Sheet As of August 20, 2016 FYTD NOTES 2016 Projects completed: Roads: Culvert replacement fall Tree removal fall Mowing roads fall Upper road fix Annual improvements Spring debris removal Lodge: Heating system replacement fall Exterior remodel spring Cleaning supplies/caretaker maint Page 4 of 4