1. ESTABLISH A QUORUM Agenda Hidden River II Homeowner s Association Regular Meeting of the Board of Directors April 10, 2017 Location: Clubhouse Time 6:30 pm Two of the tree following directors must be present to constitute a quorum: Brad Podhajsky Robin Backstrom - Shirley Norman. Architectural Review Committee Francene Belli - Coordinator - Don Chaffin Finance Committee Jim Gaulke Chair Dale Reiman Landscape Committee Jim Austin Chair - Francene Belli Social Committee Tracy Enriquez - Chair Sean Morrissey, M&M Property Management 2. CALL TO ORDER, DAVID FIRMIN INTRODUCTION, PRESIDENT S WELCOME 3. HOMEOWNERS TO ADDRESS THE BOARD 4. HEARINGS: NONE 5. APPROVAL OF MARCH 13, 2017 HRII HOA BOARD MEETING MINUTES 6. ARCHITECTUAL REVIEW COMMITTEE ARC Action a. 12006 Ridgeview Lane Window replacement- Approved with conditions per 5.82 Windows b. 20785 Bridlewood Lane Privacy fence and Concrete pathway-requested more information c. 20806 Willowbend Lane-Repair front steps Painting garage door, trim, stairs railing- Approved with conditions of matching color of paint trim d. 12056 Ridgeview Lane- Paint-Approved e. 20680 Bridlewood Lane-Paint- Requested more information f. 21024 Woodside Lane-Paint Trim-Approved 7. LANDSCAPE COMMITTEE a. 2017 Fence Project #4 Repair and Replace Posts and Rails where necessary, Power Wash, Scraping, and Staining Location: Open space behind homes on Meadowood Lane and Willowbend Lane, from Snowy Owl to Tallman Drive.
S. Split rail fence requires repair, power washing and staining. B. No maintenance has been completed for of 5 years or more. Currently obtaining estimates. b. Annual flowers for Tallman Drive and Hidden River Lane S. Planting of Flowers on Tallman and Hidden River Lane entrances requires board approval. Estimates have been provided by contractors. c. Mulch S. Community areas require annual application of 50 yards of brown mulch B. Estimates will be provided by contractors. d. Irrigation startup scheduled for mid-april 8. FINANCE COMMITTEE a. 2016 Audit S. The Finance Committee is recommending an Audit be conducted of HRII HOA financial records as administrated by Westwind for the year 2016 and the opening balances at M & M on January 1st 2017. 2012, 2013, 2014 & 2015 audits are on the portal. B. The Finance Committee is in agreement that an audit of HRII Financials as administered by Westwind be conducted for year end 2016 in accordance with Colorado Regulations. The Finance Committee obtained bids from M&M Property Management recommended firms (Weidner & Associates, PC as well as Ryan E. Lee, CPA) and QSP Consulting LLC (Bruce Tsukamaki, CPA). The Finance Committee is recommending that the Board adopt Weidner s bid at $2,450 including audit and filing of 2016 income tax returns for the association. Full bid is ATTACHED b. Fee Waiver Clarification S. Would like to obtain clarification from Board on Fee Waivers. B. The Finance Committee understands that late fees/penalties for January dues payment were to be waived due the change of property management companies and potential confusion regarding switch of remittance addresses. To date 17 homeowners that have paid dues have been charged late fees of $25 and Interest of $3.85 Total late fees $425 Total Interest $56.00. Recommend the fees and interest be waived as previously discussed. Homeowners who have not paid January fees should be charged as of April 1, 2017
c. Covenant Rule Violation S. A question arose during March Annual Homeowner meeting about past covenant rule violation collections. Checking 27 months of meeting minutes looking for covenant fines revealed a total of $250 in fines being assessed within the minutes. The budgets received from Westwind show that the following amounts of Covenant Rule Violations were collected in respective years: In 2012, $0 in Covenant Rule Violation fees were collected.13, In 2013, $0 Covenant Rule Violation fees were collected. In 2014, $200 in Covenant Rule Violation fees were collected. In 2015, $50 in Covenant Rule Violation fees were collected. In 2016, $250 in Covenant Rule Violation fees were collected. B. Per the homeowner resolution presented and approved at the March Annual meeting, Covenant Rule Violation Fees are currently in suspension through June 11 (90 days). d. Certificate of Deposit Ladder S: Board unanimously approved $59,000 invested in Key Bank for 14 months @ 1.05% maturing in May 2018. Subsequently, Finance committee found 1.5% CD, 18 month CD at TCF Bank. B: TCF (no cost, no checks, no card) checking account has been set up to receive funds from M&M. Funds will be transferred from checking account to CD upon receipt. A: M&M has sent wire instruction notice, anticipate CD funding 4-7-2017. e. Tasks still underway: 1. Working with M&M to balance conversion / reporting received from Westwind. M&M has made great strides in getting the numbers correct that Finance Committee now has understanding of reports and can proceed with 2016 Audit recommendation with confidence. a. Reserves Balancing b. Budget vs. Actuals (including accruals c. Past Dues 2. Contract Update with Haulaway to clarify recycle stance. Will update homeowners via email; and, update website with revised information once documented. 3. HR I Social Reimbursement balancing f. Modification of by-laws number of directors on ballot S. Owners are in favor of five 5 up to seven (7) directors. Board is in favor of five (5) directors. B. By-laws limit number of directors to three.
g. Modification of by-laws term limits on ballot S. Owners are in favor term limits (undefined) B. By-laws do not address term limits. h. Special Meeting - Election June 12, 2017 election for each ballot item above S. Ballot will include following issues: Modify by-laws to add up to 7 directors; Modify by-laws to limit director terms. B. Owners must receive notice of election. 9. SOCIAL COMMITTEE 2017 Events: April 15 Pancake Breakfast & Easter Egg Hunt 8-10 May 19 & 20 Community Garage Sale 8-2 June 4 Pool Party Opening/BBQ 12-3 August 27 Pool Party Closing/BBQ 12-3 September 22-23 Community Garage Sale 8-2 October 21 Pancake Breakfast 8-10 December 2 - Christmas Clubhouse Decorating Party 10-12 December Outdoor Christmas decorating contest judging after December 10 10. IDYLLWIDE EROSION S: Storm Water runoff from Idyllwide has eroded HRII hillside. B: HRII has met with Idyllwide HOA and property management company in January 2016. Property management company does not return telephone calls. A: Robin & Jim met with TOP councilman Josh Rivero (Idyllwide resident) to explain situation and respectfully requested assistance. Jim sent Josh Rivero a follow up email. Josh Rivero replied by email he will respond. Robin wrote email to Josh 12-07, encouraging a meeting. No response since 2013. 11. OLD BUSINESS 12. NEW BUSINESS 13. HOA 2017 Meeting Dates HRII - May 8
June 12 July 10 August 14 September 11 November 13 HRI - May 24 July 26 September 27 November 29 14. ADJOURN MEETING