HOA Minutes – June 12, 2014
Palo Park Filing No. 3 Single Family
Homeowners’ Association
Call to Order
Board Members Present: Reb Bennett, Robert Croft, Alex Chaux, Barney Moran, and Jed Mortenson
Homeowners Present: Jan Berg and Deb Odom
Minutes: March 13, 2014 minutes were approved by online vote and are posted on www. palopark. org
Treasurer’s Report: Report was not available.
Old Business: Robert requested that Heather from GAAP send a monthly financial report to all board members. March financials were received but nothing for April or May. Reb regularly receives copies, Alex, Barney, and Jed did not wish to receive copies of the HOA financials. Instead they preferred to just get the quarterly updates.
Collections Policy has been updated as required by HG13-1276. Reb, Jed, and Robert voted to approve the updated policy by an online vote. Alex and Barney abstained from the vote. The newly updated policy dated March, 28, 2014 still needs to be posted on our website replacing the old version previously updated in 2010. A new copy was sent to Alex for posting.
Reb and Alex checked cracked the sidewalks - out-lot A and sidewalk between 30th and Piedra Pl. Reb said he would get concrete estimates. Once estimates are received, they will be forwarded to the board. A vote and decision on whether to fix one or both sidewalks will be based on projected costs as it fits within of our HOA budget.
Thank you to Jed for gathering information and writing articles for the HOA newsletter and Alex for organizing the material into newsletter format and then posting it on our website. The newsletter had not been sent out to homeowners. Alex will get the updated list of homeowners’ emails to Reb. Reb volunteered to check email address with our homeowner list so we can mail copies to homeowners who we do not have email addresses for.
Neighborhood walk thru – Rather than send courtesy letters followed by warning letters should issues not be corrected, Alex suggested that we send the whole list of identified issues to everyone along with the newsletter. The motion passed with Robert abstaining. Reb volunteered and Robert agreed to help clean the piles of leaves as well as to weed whack the weed growing in the gravel on the 30th Street sidewalk. A Boulder County supervisor and Jeff Feenstra, a local realtor and property manager, both stated that the care of the sidewalks belongs to the HOA and if the HOA does not care for it, it is the homeowners’ responsibility.
It was suggested that a note be placed in the newsletter letting homeowners know that they may contact a board member should they need help correcting an issue.
Discharge of water onto sidewalks and street gutters is causing algae build-ups Reb previously draft a letter to homeowners that were discharging water onto the sidewalk however, they were never sent. It was suggested that they letter be included with the HOA Newsletter and June 11 Walk through notes.
Previously, Robert suggested that the board should create a file for future board of directors. This idea was unanimously approved as no one new all the details. A file does exist for financial documents. Robert will draft a document framework that will include… location of HOA documents; web host (who) and current cost, if any; domain name, registration current fee, when fee is due, and who is it with; HOA website password for updating content; Google group e-mail password to be able to edit e-mail list; accounting firm, contact person, plus responsibilities – GAAP; insurance policy info, renewal date, and agent contact info; contact at Western Disposal and contract expiration date; bank account and savings account number, location, and current account signers, law firm (HindmanSanchez) and contact person; annual updating of documents as HOA laws change; updating list of homeowners and e-mails; - etc. Robert felt that this should make transitions from one board to the new board much easier. No decision was made as to who should keep our list of homeowners updated as homes sell in our neighborhood.
New Business:
Weed and leaves along 30th Street - Reb and Robert agreed to work together to clean up this area but the removal of the tree limb hanging over the sidewalk is being left to the homeowner to correct per board directive.
Next Meeting Date: Thursday, September 11, 2014 – 8:00 p. m. at Barney’s home
