ARAPAHOE ESTATES SUBDIVISION

BOARD OF DIRECTORS MEETING

MINUTES

January 18, 2007

1.         CALL TO ORDER

The regular meeting of the Arapahoe Estates Board of Directors Meeting was held at the Salvation Army Chapel 3900 E. Arapahoe Road. President Lynn Johnson called the meeting to order at 7:10 PM.

Board Members Present:    Lynn Johnson, Lorelle Grazis, David Robinson, Mindy Dunbar, Peggy Kent, Randal Martines, Lance Chayet and Ed Stack. Jason McKesson was not able to attend. Also present was Virginia Bray, Association Manager and Myra Lansky, 

2.   HOMEOWNERS OPEN FORUM

Duplex owner, Linda Grace Hickey, thanked Virginia Bray for arranging to have Keesen Enterprise plow a path in the snow on S. Jackson Court.  Linda addressed her concerns about the difficulty caused by the lack of snow removal by the City of Centennial.  Linda also addressed concerns that the duplexes were attracting investors who are renting the homes instead of living in them.  She raised the questions as to whether the duplex owners could establish a limit on the numbers of renters.  Virginia Bray informed Linda that since the duplex portion of the community is not a corporation, which corporate documents would need to be developed and 100% of the owners would have to agree to this.  The Board assured Linda that they would work on contacting the City of Centennial to open a discussion on the lack of snow removal in cul-de-sacs and that they would support Linda in negotiations with the other duplex owners regarding renters, snow removal and an increase in the reserve contributions from the duplex owners for asphalt and painting projects. Linda asked that the budget for 2007/08, include a substantial increase in the reserve contributions from the duplex owners for major replacements of the duplex buildings components.

3.  APPROVAL OF MINUTES

A.   October 30, 2006-It motioned by Randal Martines and seconded by David Robinson (RM/DR) and the motion carried (MSC) to accept the minutes as corrected; Lorelle Grazis was present at the meeting.

4. FINANCIAL REPORTS

1. October 31, 2006, it was MSC RM/LC to accept the financials into this record.


2. November 30, 2006 – It was MSC RM/LC to accept the financials into the record. 


3. December 31, 2006 – It was MSC RM/LC to accept the financials into the record.


4. Delinquencies-The Board reviewed the delinquencies and directed Virginia to direct the accounting staff to write off the small delinquencies.  In addition, it was MSC RM/LC, to have the following statement appear on invoices to owners; “If your account is delinquent, you may be reported to the credit agencies; you may be required to pay in full the balance and all assessment for the remaining portion of the annual assessment; and after three months, your account will be turned over to legal for collections and possible foreclosure. 


5. Review Invoices and Sign Checks-Completed.


6. 2007/08 Budget Worksheets-The Board reviewed the projected year-end budget figures and the proposed budget for 2007/08.  The Board directed staff to increase the budget figures by 15% in order to fund the reserves for the continued landscape renovation projects.  Staff is to have Reserve Data Analysis prepare and updated reserve fund report for viewing at the February 15, 2007 Board meeting.


7. 2006/07 Tax Preparation-It was MSC RM/LC to approve the contract with James Moore CPA for the preparation of the Association’s taxes.

5. COMMITTEE REPORTS

A.   Architectural-

            No action  

B.  Landscape

1. See unfinished business.

6.  MANAGERS REPORT

A.   Unfinished Business

1. Fence Replacement Project:

a.       No action regarding trees on the Arapahoe Road fence line behind 3658 E. Euclid. No further information has been provided to Virginia. 

2. Landscape Renovation Project for West Park area and tennis court.  Keesen has completed the majority of the renovation and will complete the project when weather allows.


3. Duplex Landscape Improvements-Keesen Bid-On hold for spring.

B.        New Business                                 

                 1. Restated Amended Governing Documents-The Board discussed the proposals from Myra Lansky, Lee Schiller and HindmanSanchez and Randal Martinez recommended that the Board contract with Myra Lansky as her firm specializes in Association business and her proposal is reasonable and her personal presentation professional.  The Board will vote on this matter at the February 15, 2007 Board meeting.  The project will be communicated to members first in the notice of the annual meeting and secondly on the web site.  A presentation will be prepared and given at the Annual Meeting on the restated amended document project in order to provide the members with all of the information they will need to get behind the project in order to pass the new documents.

            2.   City of Centennial Issues-The Board members discussed the snow removal problem and possible solutions.  In order to find out if the Association has the authority to hire snow removal contractors to clear the cul-de-sacs, Peggy will arrange to speak to Bart Miller and ask him to attend the February 15, 2007 Board meeting. 

            3.  Snow Removal Bid Proposals-With a new storm approaching, Virginia was directed to contact Steve Kattau at Keesen to see if they would be able to provide emergency services to the Association.  If Virginia is able to arrange a phone conference with Keesen, she will notify Board members of the date and time.  Virginia will also request a bid proposal from Keesen for snow removal so that the Board can get an idea of how much they should budget for snow removal in the event that storms such as the last four hit the area again.

            4.  Annual Meeting Correspondence-The Board reviewed the Agenda, Notice of the Annual Meeting and the proxy for the Annual Meeting.  The Board asked Mindy if she would again prepare the Notice to include information on the restated amended governing documents project and the budget needs.  Mindy agreed to prepare the Notice and will send a draft to the Board members and staff.

It was agreed that the Annual Meeting would be held on Thursday, March 15, 2007 at the Salvation Army Chapel.  Randal offered to prepare a Power Point presentation for owners attending the meeting. 

7.         OTHER CORRESPONDENCE AND COMMUNICATIONS

No Action

8.         NEXT MEETING DATE AND ADJOURNMENT

The next regular Board Meeting will be held on Thursday, February 15, 2007 at the Salvation Army Chapel, 3800 E. Arapahoe Road.  There being no further business before the Board, the meeting adjourned at 9:15 P.M.

BY:_________________________                                                         ___________

                                                                                                                        Date