07/08/08 Board of Directors Meeting

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

Others Present: Owners Therese Revitte and Jim Black

Dean’s Sprinkler Service Representatives

2. HOMEOWNERS OPEN FORUM

Therese Revitte had sent the Community Garden Survey to all Board members for their review and consideration in distributing the survey to all owners. The Board discussed the survey and it was motioned by Mindy Dunbar and seconded by David Robinson (MD/DR) and the motion passed (MSC) to authorize the survey to be distributed to each home and to post it on the Web Site.

Jim Black expressed concerns about the landscape areas at the entries to Arapahoe Estates. Mindy informed Jim that Arapahoe Acres is working with her to submit a design for the entry at E. Euclid and Arapahoe but that no decisions have been made.

Jim told the Board that his neighbors do not want snow removal included in the budget as they would rather have the common area irrigation renovation done.

Jim also said that the areas between the Arapahoe fence and the lot owners’ 12’ fences needed to be cleared as volunteer trees and shrubs are pushing against the Arapahoe fence. Staff will send letters to the lot owners giving them the opportunity to perform the work before the Association has the work done and bills them.

It was brought to the Board’s attention that a house on E. Euclid Avenue has been painted blue. Lance and Virginia said they had not received an ACC application for the painting. It was also noted that the first home at the entrance from Arapahoe to E. Euclid is not taking care of its yard and that the grass is uncut. Virginia will send a letter to the owners if they do not start taking care of the yard. Virginia reported that she has seen them watering the yard recently.

3. APPROVAL OF MINUTES

June 26, 2008 Board Meeting Minutes-It was MSC LC/DR to approve the minutes as submitted.

4. FINANCIAL REPORTS

April 30, 2008-It was MSC to accept the financials into the record.
May 31, 2008-It was MSC to accept the financials into the record.
June 30, 2008-It was MSC to accept the financials into the record.
Delinquencies-The Board reviewed the delinquencies. No action was taken.

1. Vacant Lot Clean-up expense - Virginia reported that the owner has mowed the lot but has not paid the past due expenses for maintenance that the Board authorized. Virginia was directed to turn the account over to legal to collect if the owner does not pay in full.

Invoices were approved and checks were signed by two Board members.

5. COMMITTEE REPORTS

Architectural Applications

1. 6555 S. Madison Court - Approved for painting.

2. 3371 E. Euclid Ave - The owners painted their home without an approved application. Randal Martines said that he would draft the letter informing them they need to submit an application.

3. 6535 S. Garfield - The owner installed composition shingles on a shed roof without an application. Randal Martines will draft the letter informing the owner that he has to submit an application.

4. Duplex Roof Materials - The Board discussed the issue of choosing a roof material as one owner is waiting to get her roof replaced before she has interior damages. The Board asked Linda Rohrenbach to get with the duplex owners and set a date for them to meet with Randal and any other Board members available to discuss what roofing material they want and how to pay for it. Virginia will check with the Salvation Army Chapel to arrange for a meeting room on a Thursday night as soon as Linda provides a date.

5. Duplex Painting - Linda reported that the some of the duplex owners have chosen a color combination for their buildings. CertiPro Painting is ready to start as soon as the contract has been finalized, signed and returned to Virginia.

B. Landscape/Irrigation Projects:

Mindy Dunbar introduced the Dean’s Sprinkler Service representatives and the Board listened to their presentation of an irrigation renovation plan for Arapahoe Estates Common Area irrigation system.
Pine Tree island at E. Euclid and S. Garfield. Mindy reported that she has been working with Arapahoe Acres for plans to renovate the Arapahoe and E. Euclid entry area and also the Pine Tree Island on S. Garfield, which the representative recommended that we not install large river rock all over the island as there are other evergreens and shrubs and other options that would be better and cost less.
Landscape entry at E. Euclid Ave. and Arapahoe Road. Mindy reported that she has received bid proposal for removing the railroad ties and installing the same decorative block that was used on the Arapahoe Fence pillars to build a wall around the trees and shrubs from Western Lawn and Landscape Services. Keesen has also looked at the area and recommended removal of the ties and to move the large boulders that are imbedded in the soil under the trees to use them as a border. Mindy said that the bid from Western Lawn includes removal of the ties and replacement with block but there appears to be a second option. Virginia offered to contact both Keesen and Western Lawn to obtain information on the bids. Keesen has submitted a major landscape and improvement plan, which will have to be on hold until the Board decides on an irrigation renovation. With only $6,500 in this year’s budget for landscape improvements, more information will be obtained before any decisions are made.
Keesen Bid Proposal: Keesen has submitted a bid for moving the large rocks in the drainage areas that have slipped down the slopes back up the slopes. The cost will be $1,140.00. It was MSC LR/TR to approve the proposal and ask Keesen to schedule the work as soon as possible.
Duplex Landscape - Linda reported that some of the metal edging at the duplexes need to be put back into the ground as it has come out of the ground and is dangerous. In addition, there are other landscape issues that need attended to. Linda and Virginia will meet to walk the duplex landscape to make a list of items.

Communications-Web Site-Randal asked if any Board members had been able to meet with Lorelle to learn how to update the Web Site. Mindy reported that she and Lynn Johnson have met with Lorelle and that the process is relatively easy.

6. MANAGERS REPORT

A. Unfinished Business

1. Restated Amended Governing Documents Project-Randal reported that the goal has almost been made with 100 have been received and that Board members will continue to collect approvals. Ed asked that his new neighbor be sent a packet if it has not already been done so.

B. New Business

1. Irrigation Upgrades - The Board discussed the presentation for a renovation of the common area irrigation. The presentation by Dean’s Sprinkler Services included a quote for the upgrade of all areas for approximately $63,000.00. The current estimated budget for irrigation renovations is $40,000.00. The Board discussed the needs for the different landscape areas and the consideration for spending more money than has been allotted. Board members agreed that the irrigation needs to be renovated and authorized Randal to work with Dean Irrigation to determine what can be done for the $40,000.00 versus the $63,000.00. Randal will provide the Board with written proposals and all members agreed to have a phone conference to decide on which plan they wish to proceed with.

C. Other Communications and Correspondence

1. No Action

7. NEXT MEETING DATE AND ADJOURNMENT

The next regular Board Meeting date will be held on August 7, 2008 at the Salvation Army Church. With no further business to come before the Board, the meeting was adjourned at 9:45 PM.

BY:________________________ Date:____________