EMHA Board Meeting Minutes
July 23, 2009
Location:
Conference Baptist Church
Attendees:
Board / Committee Members:
- Carol Pike — President
- Mark Kelly — VP / CCC Chair
- Gary Justus — Treasurer
- Glenn Vandine — Secretary
Residents / Committee Volunteers:
- Debby Humphrey — Newsletter
- Judy Ostenaa — Weed Control
- Peter Italiano
- Dale Guerrieri
Session Commenced 7:06 PM:
- Glenn provided the Secretary’s Report
- the board minutes can be found on the website, but let me know if you need a copy
- the summary of the board meetings can be found in the newsletters
- we have working sessions every other month
- need to cover pending action items during old business
- Gary provided the Treasurer’s Report
- membership drive is creating income; for expenses there are five
columns: 1. budget amount, 2. previous year expense, 3. 2009 YTD, 4.
encumbrances, and 5. over / under compared to budget
- we are currently over $3,800 under budget
- expenses that exceed $50 must be approved by Board; Gary created a reimbursement form
- walked through the proposed picnic budget, which is $500, but there
is over $200 leftover from the Easter Egg Hunt; agreed to spend the
excess from the Easter Egg Hunt and authorize $750 picnic budget;
unanimous vote to approve and Gary will notify the Special Events
committee of approval
- discussed Postful expenses; will be reduced as more email addresses
are collected; need to identify sources of income to cover the deficit
on postage / printing plus 2 more mailings – approx $2,200; ideas: use
reserves (no policy exists that we’re aware of for approving the use of
the reserve funds), solicit advertising from previous advertisers, email
reminding members of paying membership dues; will further discuss this
during our annual meeting
- propose to change the fiscal year to Jan 1 — Dec 31st — unanimous vote to approve
- Judy discussed weeds
- contacted 3 vendors and LAM Tree Service was the lowest bid;
estimate of $875 is per spray; they will provide 48 hours notice and
will spray in August
- recommended to spray in both August and early April — avoid areas that are extremely wet
- there is a law, passed in 1990, that requires a resident to comply to the request of their neighbor to control the noxious weeks
- Judy provided an article titled "Weeds Be Gone" and provided
examples of noxious weeds (thistles, common clover type, oxide daisy,
fox tail, wheat weed)
- Carol suggested having a table at the picnic with an educational display for the weeds
- Has the Board contacted Denver Mountain Parks about the pine beetle
issue in that area above Armadillo Trail ? How about making a video or
adding a link on the website that residents can use to get educated on
these topics ?
- Mark discussed the sign project
- handed out article that will appear in the next newsletter
- we’ve discussed signs in previous meetings as well as created a
survey (via Survey Monkey) for residents to provide feedback online as
well as paper copy
- from a quantitative perspective, 75% residents are suggesting to
maintain / upgrade the existing signs, 68% preferred a large, boulder
style sign, and we should announce events at all 5 entrances using
hanging, event signs
- refurbishing signs included local residents volunteering their time;
we need to ask for volunteers to maintain these areas; how about sign
maintenance committee?
- event signs range $70 - $106 — current Board to fund some amount of
this and ask the next Board to complete this project; event signs should
be bright colored; once existing signs are refurbished, purchase the
event signs and figure out how to attach them to the existing signs
- how about a table at the picnic with a signup sheet for helping with
the signs ? Include an article in the email reminding residents of the
picnic as well as the newsletter prior to the picnic
- Items discussed not related to signage
- Dale recommended the Board create a policy for how to expend reserve
funds; the policy should be conservative in nature, given the state of
the economy; signage should align with property values; vinyl tends to
move with the wind and attract attention to the signs
- Board accepts new CCC policy — unanimously approved
- mowing expenses — unanimously approved
- Debby provided an update on the Newsletter
- Debby will highlight comments in the signs article in the newsletter asking for volunteers
- treasurer’s report will be provided to Clara to be placed on the website
- newsletter is moving along fine; received articles from contributors
- Mark provided covenants report
- agreement has been reached with resident creating a non-approved
driveway and restoring the aesthetic appearance of the area; grass is
growing; inspection scheduled in December
- property on Citation Trail is collecting junk and potential
violation of operating commercial business on residential property
(selling cars); county is working with resident on violation
- complaint received about a boundary fence; ARB members visited the
property and discussed with resident; fence progress was stopped; need
to provide resident with formal letter providing the Board’s position
- number of postcards have been sent requesting adherence to the
Covenants; after 30 days those who did not respond to the post cards
were sent a more formal letter stating that within 30 days, the County
would be contacted or legal action taken as next steps if covenants were
not adhered to; will go back to re-inspect next week
- preferential order has been inoperable and unlicensed vehicles and
junk; other covenant violations such as the non-screening of propane
tanks would be a lower priority for now
- Carol provided updates to old business
- Carl updated guidelines for the process for the CCC; Dale reminded
the Board to maintain a satisfactory level of reserves to assist with
litigation
- County will be providing a map of the EMHA territory — all sections 1 through 10.
- Next Board meeting will be the Annual meeting on October 22.
Meeting adjourned at 9:15 PM
ACTION ITEMS AND NEXT STEPS
- From Previous Board Meeting
- Develop a plan for moving forward with the Block Captain - Andy & Kelly
- Schedule weed spraying in common areas - Judy
- Provide Judy with map of common areas - Carol - Done
- Setup meeting to learn more about grants for fire mitigation - Carol - Done
- Create proposal of how to handle renters - Carol - Done
- Add article in newsletter about community cleanup
- New Items
- Search for videos for educating residents about weed and pine beetle
control and providing to Clara to post on the website. - Dale
- Provide verbiage to Andy about email comment for searching for
volunteers and mention to Michelle about needing a signup sheet for
volunteers and should picnic be at Marshdale Elementary - Mark, Gary
- Send an email to Judy about LAM spraying the ball field AFTER the picnic - Carol - Done
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