HERITAGE HILLS HOMEOWNERS ASSOCIATION BOARD MEETING Minutes Board of Directors Office Term Expiration Pam Ladnier President 2017 Mike Modiz Vice President 2018 Marla Roper Secretary 2019 Karl Bruce Treasurer 2017 Darron Tucker Member at Large 2018 Residents: Joyce Lew, Brett Smith, Deanna Boe DATE: July 18, 2017 TIME: 11:oo a.m. PLACE: Heritage Hills Clubhouse 9201 Heritage Hills Parkway Lone Tree, Colorado 80124 1. Call to Order: 11:00 a.m. 2. Declaration of Quorum/Director Qualifications/Disclosure of Conflicts: A quorum was confirmed. It was noted that Director Tucker serves on both the Association and the Metro District Boards. 3. Reviewed and Approved a. Agenda for July 18, 2017-Agenda approved with additions b. Minutes for May 16, 2017, June 6, 2017, June 29, 2017 After review, upon a motion duly made by Director Bruce the Board accepted the minutes from May 16, 2017, June 6, 2017 and June 29, 2017 c. Review and Ratify Approval of Previous Claims After review of claims, upon a motion duly made by Director Roper, the Board ratified the approval of claims presented d. Ratify decision to present the District with Version 3 of the Maintenance Agreement and Easement Upon motion duly made by Director Modiz, majority of the Board ratified email decision to present the District with Version 3 of the Maintenance Agreement and Easement 4. Public Comments on topics not in agenda, Public Comments on agenda items will be heard when that item is discussed. - No comments 5. Financial Items a. Review Social Committee budget $15,000 and appreciation/incentive expenditures i. Social budget-incentives $450 ($70 for firefighters National Night Out plus $80 for Boo Bash)appreciation for Firefights and Police when they attend events ii. committee member appreciation $300 in Social budget After review, Board requested Director Roper contact Social Committee to see if the Committee would be willing to set-up appreciation event for
6. Legal Items Police/Fire instead of gift cards or gift per person or if not to be sure to understand the rules about what police and fire staff can accept. b. Cost of additional inspections-overnight parking-desired frequency-duly noted by Board c. FirstBank Checking Account and Check writing Upon a motion duly made by Director Bruce, the Board approved the HOA Board assume responsibility for Accounts payable and cash distributions until the HOA signs an agreement with a new management company keeping appropriate controls in place during that time. d. Delinquent Accounts status- no report presented e. Budget meeting-schedule August meeting to draft Budget - Board members were asked to plan on meeting in August as a work session to draft Budget f. Review Financial position-director Bruce reported checking account balance as 6/30/17 $127,948.50 a. Amendment of Covenants-attached-Review and vote-impact of Resolution adopted 2/12/07. Upon a motion duly made by Director Ladnier, the Board approved the amendment as presented. b. Amendment of Bylaws-attached-Review and vote (attached). Upon a motion duly made by Director Modiz, the Board approved the amendment as presented. c. Sign Easement at Yosemite/Lincoln-status Safeway backed out of agreement so HOA Board is having sign installed and Sign Easement will remain as is. Cost of sign is covered by Insurance proceeds collected by the HOA from the Insurance company of the party who caused the damage. d. Maintenance Agreement and Easement -status i. The HOA has been notified that the District cannot accept the HOA revisions to the Maintenance Agreement and Easement due to laws the District must adhere to so the District is looking at ways to obtain ownership including condemnation action. ii. Director Tucker will share with the District that the HOA is still interested in working together to reach an agreement on the best way to proceed in order to provide the District with the interest they need. iii. Director Ladnier to set-up meeting with HOA Board members and HOA legal counsel to discuss the Easement and Ownership options and the short and long term impacts of both. e. Pool rules (attached)-hoa needs to adopt the rules in order to enforce them. See2006 rules vs 2017 Upon a motion duly made by Director Roper, the Board adopted the Pool rules as ratified by the District at their July 13 Board meeting. f. Legal fees to date: Payment YTD- $364 April, $1140 May, $1924 July = $3428 for services thru 5/31, Budget $7000-Duly noted by the Board 7. Manager s Report -Management was not present
a. On July 17, 2017, CLA gave 30 day notice to terminate accounting, management, covenant enforcement and tax services to Heritage Hills HOA b. Discussed how to proceed with residents and District 8. Board Items a. Request for Proposal-review and vote Upon a motion duly made by Director Bruce, the Board approved moving forward with RFP for management services as modified during meeting. b. Newsletter and E-blasts i. Director Ladnier notified Board that she is not going to continue producing the monthly newsletters but will continue with e-blasts.-board agreed to discontinue newsletters rather than ask for volunteer to take over from Director Ladnier. Last monthly newsletter will be August 1, 2017. ii. Board agreed to August newsletter wording: At the HOA Board meetings held in June, the following were topics of discussion: ATV usage and violation Golf cart usage and violations Maintenance Agreement and Easement drafts New Complaint Form Police Enforcement on Heritage Hills streets Safety issues and covenant enforcement Sign Easement for sign at Yosemite and Lincoln Tennis rules On June 29 Public hearings were held and appropriate fines were determined. c. 2016 Management Agreement with Metro District-Review Board noted HOA responsibilities per 2016 Management Agreement with District d. November Annual meeting prep Director Roper volunteered to look into online voting-proxy and ballot e. Insurance-review and vote - Board requested Director Roper get another proposal for Insurance coverage keeping in mind deadline of 8-24-17
9. Covenant Enforcement a. New Items-Oversized van request Car-Buick Lacrosse Honda Odyssey Minivan 3/4 ton pickup- Ford F250 Pickup Honda Pilot 2016 Mercedes Sprinter 2500 High Roof Passenger van Length 198 in. 202 in. 232-266 in. 195 in. 233.3 in. Width 74 in. 79 in. 80 in. 79 in. 95.5 in. Height 58 in. 68 in. 78-82 in. 70 in. 107.5 in. 111 in. 144.3 in. Wheelbase 114 in. 119 in. 141.6-164 in. Weight Curb - 3,757- Gross- Gross- 4,140 6,019 9,950- Gross- 5,545-5,842 Gross-8,550 10,000 Upon a motion duly made by Director Bruce, the Board decided to deny request for 2016 Mercedes Sprinter 2500 High Roof Passenger van to be parked in driveway. a. Time spent on Safety Committee issues/processes - Duly noted by Board b. Hearing process- Reviewed legal opinion and Board agreed to proceed with Safety violation notices using the current policy which allows for a hearing 15 days after notice. 10. Traffic Calming and Safety Update a. Lone Tree Police provided the following info regarding private vs public streets-heritage Hills streets will always be considered private streets for traffic and street enforcement whether owned by the HOA or the District. Duly noted by Board 11. Directory Update -Participation level, cost, usage - Upon a motion duly made by Director Modiz, the Board approved not renewing the Directory website. 12. Committee Reports a. Design Review Committee i. 2017 - DRC-new homes reviewed 12 DRRs, DRC existing homes reviewed 58 DRRs - Duly noted by Board ii. HOA pays CLA to administratively support DRC-new homes - Duly noted by Board b. Safety and Security Committee i. Meeting minutes - Duly noted by Board ii. Appoint Chair-Deanna Boe Upon a motion duly made by Director Bruce, the Board approved the appointment of Deanna Boe as Safety and Security Committee Chair iii. Complaint form-review and vote - Board reviewed and requested Safety Committee make modifications discussed. iv. Golf Cart issues-legal advised that enforcement procedure needs to be followed-notice of hearing required - Duly noted by Board
13. Other v. Motorized vehicle issues- Board recognized problems and acknowledged will continue to try to enforce rules. vi. Safety notice for blast - Director Bruce and Safety and Security Committee will review and revise as necessary vii. Committee suggestions/recommendations - On hold until District implements plans approved at the District's July 13, 2017 meeting c. Social Committee-no report d. Tennis Committee i. Rules-2006 rules, new rule and moving forward per agreements - working with legal to determine best way to adopt and publish rules since 2006 was the last time the Association adopted full set of rules and Board adopted new rule 2017. ii. How to reach residents who use the courts-fob history - District reps verified they can release fob access information a. Trash Toters and wheels- Metro Board Management was advised last month that we have some wheels and Joyce Lew will follow-up with them and Pool management about need for installation of wheels on hand and if there is a need for more wheels. b. Southeast Rail Extension Project-opportunity to have Public Info Officer for contractor present project overview and answer resident questions-tabled discussion 14. Next Meeting - August 15, 2017 11am a. Quorum confirmed 15. Adjournment: 2:16pm Parking Lot items: 1. Covenant, Community Standards and Design Guidelines Reviews Update-on hold due to lack of owner interest 2. Trash Toter Policy-table 3. Communications 4. Community Banners and Holders - Annual meeting - will they all be fixed? 5. HOA Documents and Cloud storage