1.         CALL TO ORDER

 

The regular meeting of the Arapahoe Estates Board of Directors Meeting was held at the Salvation Army Chapel.  Members in attendance:  Ed Stack, David Robinson, Kelly Stuhlsatz, Lance Chayet, Linda Rohrenbach, Jim Black Tom Radow and Lynn Johnson. 

 

Also Present:   Virginia Bray, Association Manager, and Centennial Representative Keith Gardner

 

Others Present: See attached list

 

2.         HOMEOWNERS OPEN FORUM

Grounds Clean Up Tree Debris On Church and Mortuary Property: Members thanked the Board for getting the Mortuary to clean up the tree limbs that volunteer Board Members cleaned up months ago. Jim Black said that he had contacted the Centennial to see if the Mortuary and Church properties are located within Centennial. Jim reported that he contacted the Mortuary Director and strongly requested that he follow through on their promise to clean up the debris. Centennial Representative Keith Garner indicated that the property is within Centennial’s borders, but would check to make sure.

 

Members asked for an update on progress with the Community Garden. Therese Revitte distributed the Arapahoe Estates Community Garden and Garden Club Handbook to the Board for their review and decision on the next steps that need to be approved to be able to ready the area for planting this summer. 

 

Board members and owners present reviewed the information in the handbook and Therese, Jim Black, Lance Chayet and Tom Radow answered their questions. The results of the discussion are listed below under Unfinished Business.

 

3.         APPROVAL OF MINUTES

A. April 16, 2009, Board Meeting Minutes-It was MSC JB/TR to approve the minutes as submitted.

 

4.     FINANCIAL REPORTS

 

1.   Lance reported that the committee has approved the following applications: 

 

 B. Landscape/Irrigation Projects

1.  Community Garden: Information provided under Unfinished Business.

2.       Landscape Renovation Proposal for S. Colorado and E. Euclid Ave. monument entrance area. Mindy reported that she requested a proposal from Western Lawn and Landscape for upgrades to the landscape rock and edging and other items for this area. In addition, Virginia requested that the proposal include clean-up and renovation of the landscape areas around the Strawberry Business Park (SBP) parking lot as SBP pays assessments for 2 lots, and the grounds under trees and shrubs have plastic and dirt showing. The Board discussed the proposal and asked that it be tabled to allow Board members to look at the area and to decide what they want done. Board members will let Virginia know what they want so she can have Western Lawn and other contractors bid the project.

 

C. Communications-Web-

1. Updated Information-Kelly reported that the web site has been updated with minutes and financials. Virginia reminded the Board that until meeting minutes are approved by the Board, they are in draft form. Kelly has asked if they could be posted with draft so owners will have the latest meeting information. I was MSC JB/TR to approve posting Draft Minutes.   

2. Newsletter-Tom Radow reported on the Radon Mitigation system installed in his home and asked that the article posted in the last newsletter be posted again. The Board asked that Mindy prepare a newsletter, but the billing statements for June have already been mailed. Mindy will prepare the newsletter for mailing in June and will have it posted on the web site after the Board reviews and approves a draft.

 

 

1.      Courtyard Estates-A bid proposal to add Courtyard Estates to the Association Policy was included in the Board Packet. Based on the information provided, there should be about a $2000 a year savings for the Association. It was MSC LR/MD to approve proceeding with including the Courtyard homes on the policy. Virginia will provide the Courtyard owners with the information and approval of the change.  

 

2.      Community Garden Business-It was reported to the Board that the Handbook was prepared by Tom Radow, Jim Black and Therese Revitte to provide the Board will all of the information they have requested on the proposed project. The Handbook includes Guidelines and Requirements; an agreement that all participants must sign and submit with the appropriate deposit as outlined in the Guidelines; the diagram for the community garden; maps showing the location of the community garden; information on signs for the garden; bid proposal from Dean’s Sprinkler Service for: Excavation; Electricity to site; Fence to be built by participants; Also included is the bid proposal for the electrical services to be provided by Theordore Prihoda, Master Electrician. Therese explained that there are 15 individual owners who have committed for individual plots and 2 owners who are interested in the community plot. Owner Scott Krawic expressed concern about the funds for the project, namely, are the funds available and if so, will funding reduce the balance in the Reserve Funds to a dangerously low amount. Tom Radow distributed a spreadsheet of the Association’s funding and expenses for the last year, and Tom and the Community Garden Committee explained that they are comfortable with the numbers presented. 

a.         Dean Sprinklers Bid Proposal – It was MSC LC/JB for approval of pages 1, 2, 3 & 4 of the Handbook, including the Guidelines, Reservation Form as a “working document”.  There were 5 yes and 4 no votes.

b.         It was MSC JB/TR to approve the funding for the community garden this year including excavation, sprinklers, fencing, and electrical to the site. The work is to be started as soon as possible (delayed until June 23, 2009). The terms of payment for this project and completing the sprinkler project from last year will be worked out with Dean’s and Tom Radow. There were 5 yes Votes (Black, Chayet, Radow, Robinson and Rohrenbach) and 4 no votes (Dunbar, Johnson, Stack and Stuhlsatz).

3.      Townhome Paint Estimates-Virginia provided two estimates for the painting of the town houses on E. Euclid Avenue. Ed Stack will schedule a meeting with the owners when he returns from vacation.

 

4.      Townhome Roof Replacement Estimate-Virginia provided an estimate for replacement of the townhomes roofs on E. Euclid Avenue with a 30-35 year composition product for the owner’s review.

 

5.      Dean’s Sprinkler Contract for completion of the Irrigation Renovation Project started in 2008. It was MSC JB/TR to proceed with the already approved contract for the balance of the project for $ 28,600.00 to be paid in three installments in June, July and August 2009.

 

1.      TrueGreen Chemlawn Bid for Thistle and Weed Spraying-Virginia explained the reasoning behind have the massive weed and thistle in the upper park area sprayed. They have overtaken the plants and native grasses and they need to be sprayed before they flower and go to seed. Therese Revitte expressed concern about using sprays so close to the proposed area for the Community Garden, but understands that it is the best quick option. It was MSC JB/MD to approve the proposals, but to allow Therese time to talk to the TrueGreen Representative about the chemicals being used and other options. Virginia will notify TrueGreen that Therese will be calling and will proceed with scheduling one Therese has spoken to them.

 

2.      Russian Olive Tree Removals-Jim Black reported that the Russian Olive trees in the south upper park area do need to come out, but could wait for now as there are other expenses that need to be taken care of first. 

 

3.      Park Path Repairs-Tabled for now.    

 

4.      Signs for the Park-Kelly expressed concerns about the signs that have been posted at the park entrances that sat Arapahoe Community Garden, No Trespassing! Other Board members also expressed their concerns as they have received calls from owners objecting to the signs, especially the No Trespassing, and the fact that Board members were not given a draft of what the signage would say or how it would look. In addition, the signs were installed in concrete, and since they were not approved, they should not have been. Lance responded that he had donated the signs out of his pocket and that the No Trespassing could be blocked out, but that the Board should consider the wording as owners will be spending their money on setting up their plots and having non-residents going into the park and causing damage or theft of products is not in their best interest. It was MSC JB/LJ to remove the No Trespassing on the signs right away. There were 6 yes and 3 no votes. 

1. No Action

 

The next regular Board Meeting date will be held on Thursday, June 18, 2009, at the Salvation Army Chapel at 7:00 PM. With no further business to come before the Board, the meeting was adjourned at 9:45 PM.

 

BY: ________________________                       Date: ____________