EMHA Board Meeting Minutes
Quarterly Board Meeting - August 25, 2011
Location: Conference Baptist Church
Attendees:
- Board / Committee Members:
- President— Glenn Vandine
- Secretary — Carol Pike
- Membership — Andy Potter
- Landscaping, Fire Mitigation — Steve Hoy
- Treasurer — Gary Justus
- Covenants Control — Mark Kelly
- Weed Committee — Judy Ostenaa
- Residents:
- Kenny Smith
- Marty Trinkino
- Alan Rockwood (new resident)
- Debby Humphrey
- Jim Gorman
Not in Attendance (Absent Board Members provided notice of not being able to attend this Board meeting):
- Board / Committee Members:
- Special Events — Cathy Goodheart
- Architectural Review — Steve Rooney
Session commenced at approximately 7:02 PM (MT)
- Glenn opened the meeting.
- Glenn mentioned the Board Meeting Minutes can be found on the EMHA website at http://www.emha.us - Jim Gorman made a motion to accept the meeting notes and Glenn Vandine provided the second motion.
- In Cathy's absence, Glenn provided an update for Events:
- Glenn discussed the picnic and mentioned the attendance was pretty
low - the attendance was low this year and the question was raised if
the picnic should be continued. A positive reaction about its
continuation began a discussion which included more activities, a change
of venue and more lead time with time and date announcements.
- there is more use of the ball field since it's been mowed - Jim
suggested that we could request an RSVP - last weekend before school
starts - perhaps not a good date.
- Andy mentioned that we are hiking Berrian Mountain on Saturday at 9 AM - it's a 3 hour hike.
- Judy provided a Weed Report - it's been a pretty repetitive process,
weeds have been invading the neighborhood and influencing the native
plants - feel free to contact Judy about any questions you have about
weeds - some weeds require spraying - encourage you to talk to your
neighbors - have a sign-up sheet from the picnic - plan to create a weed
control committee - will compose a letter to homeowners asking if they
are aware of their situation - Mark suggested creating a form letter
that could be checked based on the specific issue - could consider
sending an email to the neighborhood educating them about the presence
of weeds - pictures of weeds are available on the website - we could
discuss the weed issue with JeffCo for the open space.
- Andy provided the Membership Report - there are 468 homes in
Evergreen Meadows and there were 254 paid members (54%) - 70% of the
homes provide email addresses - those without email addresses are less
engaged - it may be worth getting the folks in Evergreen Springs
involved.
- Kenny with Colorado Nature and Design and Marty with Alpencrest -
raised a concern about ensuring we have sign coverage with all 5
entrances - the signs will be placed in the right of way area - as a
general rule, JeffCo doesn't like to landscape the right of way - should
we have the key, larger signs for the main entrances and smaller signs
at the remaining 3 entrances - should we request a special fund for the
community - ensure the new design will account for the temporary signs.
- Marty provided some ideas that included large boulders or a slab -
could we ask neighbors to donate their boulders, EMHA to pay for the
labor for moving the boulders, keep the existing signs, approx cost is
$400 - should we include a weed barrier & mulch, border around the
sounds - use a big slab (6' x 8' x 6” thick for engraving), rose
colored, cost is $600, engraving is $1,000 (16 characters), total would
be $3,500 per sign
- Kenny recommended using boulders, use a trex edging on the back side
to minimize the weed - use small river rock to help keep the deer and
elk from walking in that area (deer proof) - need to be concerned about
mulch as it blows away - need to have people take care of the area -
keep the existing sign - could request an artist to paint the signs -
suggest doing this in phases- approx cost is $11K
- A committee will be formed and report to the Board with a proposal to present in the next newsletter and at the annual meeting.
- Alan mentioned this is an opportunity to provide some branding for
Evergreen Meadows, create a very prominent sign for the main entrance
and then smaller, simpler signs in the remaining entrances.
- Judy mentioned that we should budget money for the ongoing
maintenance of the signs - need to move forward quickly since we
received feedback from the community two years ago.
- Steve mentioned that we got organized last weekend and completed some chipping of slash
- the chipping included the ten dead trees in the stand of trees next to the ball field.
- there's an opportunity to do this again, possibly earlier in the
year, utilizing a larger chipper, and coordinating with the local slash
days.
- a Park Ranger (Lonnie Smith) from DMP was walking on the Armadillo
Trail and provided a letter - concerned about ATVs, cutting down and
marking trees - Steve will craft a formal response from the EMHA Board
to mention that we understand their concerns and express our concerns - a
motion was made by Carol and seconded by Andy to write a letter.
- Gary provided the Treasurer's Report.
- Provided the Board with misc. mail items and requested approval to pay bills.
- After paying bills, our balance will be slightly less than $20K.
- We bring in almost $9K per year for Membership Dues.
- Do we have a budget for signs? The above-mentioned committee will
discuss and propose a budget to the Board for their approval, prior to
the next Board meeting. This proposal will be provided to the community
for informational purposes..
- Mark provided the Covenants Control Report.
- We're aware of one major issue - junk vehicle in the front yard and
fence being erected without written approval from the ARB - Board is
requesting these items to be resolved ASAP - there have been a number of
letters written to the homeowner - a new letter will be mailed to the
homeowner - a second letter from the attorney will be mailed.
- Issue about home with a number of recreational vehicles and swimming
pool on the property - a letter will be drafted to this resident.
- Steve was absent and was not able to provide an update for the Architectural Review Board
- There's a home being remodeled at the bottom of Armadillo Trail - forgot to request ARB.
- There may be a riding ring being installed off of Tim Tam Way - this
is most likely not zoned by JeffCo for horses - need to notify JeffCo
of this situation.
- Unfinished and new business items:
- Items mentioned below in Action Items.
- Next Board Meeting is scheduled for Thurs. October 27th at 7 PM - this is the annual meeting.
Meeting adjourned at 8:42 PM (MT) - (reminder to remove the signs announcing the meeting)
ACTION ITEMS AND NEXT STEPS
From Previous Board Meeting:
- Contact the Board, if you're interested in assisting with Events or
other volunteer opportunities - send emails to remind the community -
Residents - Ongoing
- Setup Membership table at Events - Glenn V. - Ongoing
New Items:
- Proposal and plan for entrance signs - establish a committee - Board - Next Board Meeting
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