ARAPAHOE ESTATES SUBDIVISION

BOARD OF DIRECTORS MEETING

MINUTES

January 15th, 2008

1.        CALL TO ORDER – 7:15 P.M.

The regular meeting of the Arapahoe Estates Board of Directors Meeting was held at the home of Mindy Dunbar, 3383 East Euclid Place. Board Members in attendance:  Randal Martines, Mindy Dunbar, Lynn Johnson, Lorelle Grazis, Jason McKesson, Lance Chayet, and Linda Rohrenbach. Ed Stack, David Robinson, and Virginia Bray, Association Manager were unable to attend. 

Others Present:  Jim Black, Scott Krawiec and Mr. Stuhlsatz.

2.        HOMEOWNERS OPEN FORUM

           Approval of Minutes

December 13, 2007 Board Meeting Minutes-It was motioned by Lynn

Johnson and seconded by Mindy Dunbar (LJ/MD) and the motion carried (MSC) to approve the minutes.

3.              FINANCIAL REPORTS

Budget format - Randal Martines asked to defer the Financial Report in order to present the budget in a newly designed, simplified format which was easier to read and understand, and which designated Expenses as Recurring Expenses and One-time Expenses. The new format was well received by the Board.

Delinquencies - The Board reviewed the delinquencies, and actions taken were updated by Randal Martines.

4.        COMMITTEE REPORTS

1. Architectural Applications:

Lance reported that the January application for a new roof (Jackson Ct.) had the following problems:

a)     It was not received by anyone on the Architectural committee,

b)     Adjacent neighbors’ names were missing,

c)     No color was requested, and

d)     Applicant did not use the latest application form.

Lance will call the owner and inform the Board of the results of the call.   

Discussion:

Linda Rohrenbach suggested Townhomes pick one color for uniformity. Lance preferred owners consult neighbors and other owners and choose colors from the approved list. To be continued.

2. Landscape - Virginia Bray was to contact Mindy Dunbar about the costs for landscaping the AE entrances. Mindy will go ahead and ask for bids. Lance suggested she contact Arapahoe County because 10 years ago, the county paid for a landscape architect to solve a drainage issue. The question of cemetery ownership was raised.

3. Communications/Web Site - Lorelle reported that she received the December minutes in PDF form from Virginia, but they are needed as Word docs. She will post as soon as she receives them.

Lorelle will also post revised dates for board meetings, documents committee meetings and the town hall meeting.  

5.        MANAGERS REPORT

A.    Unfinished Business

1.     The next meeting of the Restated Amended Governing Documents is scheduled for January 23^rd. Board members were encouraged to attend. 

2.     The Board reviewed the proposed ideas for the Maximum Annual Assessment of the Article 4, Section 4.3 (b) of the amended covenants. Discussion ensued about the pros and cons of increasing the annual assessment by 5% without a vote of the membership. Issues discussed:

a)     Whether 5% is limiting.

b)     Should there also be special assessments in addition to raising annual assessments?

c)     Is the Reserve Study accurate, or did it underestimate the real needs of the community?

d)     Should there be a cap on annual assessments?

e)     Do special assessments deter buyers?

f)      Do a series of special assessments reflect on the economic stability of an association?

g)    Should the annual assessment be raised 5 to 10%, depending on actual improvement costs?

h)     The need for communicating the reasons/needs behind the increases in annual dues.

i)      Setting a realistic budget and working to reduce costs while being sensitive to all homeowners needs is part of the Board’s fiduciary responsibility to the Association.

j)      Randal requested everyone send recommended wording of this section (4.3 b) to him in the next few days and cc the Board.

k)     We need to demonstrate to the membership how costs have gone up over the years.

l)      The Town Hall meeting of the membership was postponed until February 27^th.

m)   Lance will put up A frame signed announcing the meeting in Arapahoe Estates. The cost of $100-$150 for these signs was approved. (M/S/A MD, JM, all). Lance will also donate an 800 telephone number with a voice message announcing the time and location of the meeting.

3.     Randal Martines distributed the draft 2008 Budget. Discussion ensued and included questions about costs and/or definitions of some expenses such as grounds contract, management, insurance and water. The following actions will be taken before the next Board meeting:

a)     Mindy to get names and bids for landscape design work including entrances and railroad ties.

b)     Lorelle to get Management definition and scope from Virginia, and a copy of the contract.

c)     Randal will contact Virginia and Denver water.

d)     Jason to investigate grounds contract/bids.

e)     Lynn suggested reserves be included in the budget.

f)      Randal will send new Excel file of budget to Board, and mentioned that the budget will be work in progress.

g)    Scott Krawiec volunteered to assist if needed.

B.    New Business

Townhomes: Lance reported that after many meetings and phone conversations, the Townhomes voted unanimously to become members of the Arapahoe Estates Homeowners Association. Lance distributed relevant documents. Membership to be activated in May.

The LanskyWeigler, P.C. Legal proposal was distributed to the Board for consideration. Lance recommended Myra Lansky to handle the Townhomes “merger” with AEHA.

6.        NEXT MEETING DATE AND ADJOURNMENT

The next regular Board meeting will be held on Tuesday, February 12^th, at a location to be determined. This meeting has been subsequently changed to Tuesday, February 19^th at the home of Randal Martines, 6580 S Garfield Way.  There being no further business before the Board, the meeting adjourned at 9:15 PM. 

Minutes respectfully submitted by Lorelle Grazis, Secretary.