ASPEN ROSE RANCH PROPERTY OWNERS ASSOCIATION. Next BOD Meeting: October 15, 2016 at 11am

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1 ASPEN ROSE RANCH PROPERTY OWNERS ASSOCIATION Annual ARR POA Meeting Saturday, August 20, 2016 Location: Fred and Terrie Baros Home Weston, CO ARR POA web site Next BOD Meeting: October 15, 2016 at 11am The meeting was called to order at 1:15pm by President Don Cox. Attendance /proxies determination of quorum Board members in attendance were: Don Cox, President; Terrie Baros, Vice-President; George Denbow, Treasurer, Marty Gisclon, Secretary; and Kit Keith, Member-at-Large. Also in attendance were Paula Minor, Fred Baros, Bob Lawrence, Lee Gisclon, Sandy, John and Ike Parrish, Carolyn and Bob Reed and Carolyn Kauffman. Proxies had been assigned by Ann Hasse, Phil Mills, Mike Marsh and Laura Cooley to BOD members. One proxy had been assigned to a person not in attendance. Since a number of ownersin-attendance votes plus proxy votes did not reach the number required for a quorum (50%/14 votes), no votes of acceptance/rejection could be taken at the meeting. The Board expressed their disappointment that owners are did not attend the meeting and did not submit proxies. Feedback from the ownership is requested as to what steps can be taken to increase attendance and/or receive proxies. The next ARR Annual Meeting is planned for August 5, If you would prefer a different date, please let us know Officer / Committee Reports 1. Presidents Annual Report and Accomplishments Don Cox mentioned that he thought the two (2) significant accomplishments for the year were (a) setting in place a three-year contract for maintenance and snow plowing of our roads and (2) rebuilding/completing the ARR entrance marquee. Everyone agreed that the sign looks very nice at the entrance. 2. Treasurer s Report George Denbow circulated is Profit & Loss and Balance Sheets for review. On the Balance sheet, George noted that two (owners) are in arrears (totally $ ) and that $900 due the owners who had loan money to ARR covered by a promissory note would be paid at the meeting, leaving the ARR Loan Payable sub-account at $4000. This sum represents the amount loaned by eight (8) ARR owners; this loan will be paid back as money is available, as agreed last year. There were no questions or clarifications on the Profit & Loss sheet. George also presented the Board approved Budget for August July However, due to a lack of a quorum, an approval vote for the budget could not be taken; George will send the Budget out to the membership for approval by Sept 1 st. 3. Complaint Committee Report Kit Keith reported that she was not aware of any complaints from owners.

2 4. Road Committee Report Fred Baros reported that he had bladed/cleaned the gutters on ARR from the entrance up to Hicks Rd. As previously agreed, he also had two (2) loads of gravel spread on the hill just past Lot #1. Fred has not submitted his invoice for all this work yet (waiting for invoice for the gravel), but anticipated it would be in the neighborhood of $1600. Kit mentioned that there was a spot on Constanti Ridge that was soft and she felt it needed attention. Although funds are getting short for more road work this year, Fred will check out the spot and report back to the BOD as to the estimated cost of remedying the issue. 5. CAB Committee Report a. New Webmaster position Paula Minor informed the owners that she now has received all the necessary files from Carolyn Reed and has either purchased or found the programs needed to keep our website up to date. b. Terrie has been working with Paula to introduce new features to the website. They have an early version of a function/link that will allow owners to send their proxy to the Officers from their ; the BOD was asked to try out this feature to see if any glitches come up before it is opened to the general membership. Additionally, a link to upcoming Agendas and the Complaint Form will soon be placed on the Meetings page. It is hoped that these new features will make it easier for owners to communicate with Committees and the Board. c. Updated Policy and Procedure document Terrie said that the P&P will be finished before the October BOD meeting. 6. Grazing Lease Status Fred reported that there were no issues with the grazing lease. We are currently in the 3 rd year of a 3-year contract; Fred will offer to extend the contract with this Lessee for another 3-years after this contract year is completed. Election of New Officers for Carolyn Reed and Carolyn Kauffman counted the ballots for new Officers. Ten (10) ballots had been received. Terrie Baros was elected as Vice-President, Sandy Parrish was elected as Secretary, and George Denbow was elected Treasurer; all elections were unanimous. There being no New Business, the meeting was adjourned at 2:32pm.

3 ATTACHMENT Proposed/Revised Secretary Responsibilities & Time Lines: This is an outline of the procedure associated with the duties of the Secretary for the Aspen Rose Ranch Property Owners Association Board of Directors. Membership Notification 1. Record minutes of all board meetings and general membership meetings. 2. Publish minutes of all board meetings and general membership meetings, and provide to all members. Within 3 weeks of meeting Within 30 days of meeting Minutes sent via or firstclass mail, based on owner preference. Posted on the ARR website 3. Send advance notices to all owners via mail or regarding board meetings, committee meetings and general membership meetings. Included is the date, time and location. before each meeting Notices sent via or firstclass mail, based on owner preference. Notices are also posted on the website. 4. Store electronic notices for two years of all meeting notifications ed to property owners as proof of compliance. 5. File all amendments to the Covenants with the County of Las Animas. Within 60 days of confirming vote. 6. Receive and report completed voting ballots. At appropriate meetings 7. Receive and report completed proxies. At appropriate meeting 8. Implement change disclosure procedures as required. See Change Disclosure Procedures. 9. Keep an accurate record of the contact information for all owners including addresses, phone numbers, addresses, number of votes, notification preference (i.e. USPS, , etc.) as provided by owners. Within 90 days of change. Used by the BOD for all POA communications. Communications ed will be sent BCC to provide owner privacy. POA communications include and are not limited to meeting notices, meeting minute distribution, BOD election ballots, governing document voting ballots, etc.

4 Proposed Web Master Responsibilities& Time Lines: This is an outline of the procedure associated with the duties of the Web Master for the Aspen Rose Ranch Board of Directors. Membership Notification 1. Post notices of owner meetings and Board of Director meetings. before following BOD meeting decisions. On the Home page of the ARR web site. 2. Maintain all corporate records (including financial records on the ARR web site). Meeting minutes, Treasurer s reports, updated governing documents, proxy, Complaint Form, etc. 3. Provide appropriate web site storage location for corporate records Note: Requests for inspection or copying must be made in good faith and for a proper purpose (i.e., they may not be used for a commercial mailing list). 4. Post all director & designated agent changes and contact information changes. Notice for updates will be submitted by an Officer of the BOD, and copied to all members of BOD. Update within 30 days

5 Proposed Vice President Responsibilities& Time Lines: This is an outline of the procedure associated with the duties of the Vice President for the Aspen Rose Ranch Board of Directors. Membership Notification 10. Physically post notices of owner annual meetings at the ARR entrance. before meeting Posted on at the community gate entrance. 11. Act as custodian for the corporate seal, and ensure that it is affixed to all appropriate documents. 12. File updated business 501C Annual Reports with the State of Colorado. E-filing with Secretary of State s office. 13. Annually update DORA Division of Real Estate POA listings with the State of Colorado. E-filing with DORA Division of Real Estate. 14. Provide documentation as required to webmaster for posting annual disclosures. See Annual Disclosures Procedure