HOA Board of Managers
Meeting Summary
February 15, 2007

Call to Order

Homeowner to Speak

• Discussion of letter from homeowner concerning wireless Internet access in the clubhouse. Projected costs will be investigated further.

Approval of Meeting Minutes

Financial Report

• HOA was under budget for 2006
• no net HOA income in January 2007, due largely to substantial snow removal costs

President's Report

• Discussion of board elections to be held in March
• 4 positions will be vacant: Dan and Cathy will not run for another term, Barney and Andria will run again
• Officers of the Board will be elected at April board meeting

Managing Agent's Report

• Results of City of Boulder energy audit for the property is complete; Carol has a very thick printed report of recommendations in the office; most of the recommendations are related to efficient lighting and/or changes that can only be made by homeowners
• Carol would like to update the Rules and Regulations in 2007
• 6 frozen pipes over the winter, with only 1 breakage; none of the frozen pipes were due to hot water boilers, all were related to heat in a unit being set below the suggested 70 degrees. Will investigate thermostat 'governors' which would prevent heat being turned down too low and prevent frozen/broken pipes.
• Completed projects (October 2006 - February 2007)
  • remodeled ladies' locker room in the clubhouse
  • replaced east window at pool and 2 on west side
  • installed cleanouts on sewer pipe 3345
  • snow removal
  • put up and took down Christmas decorations
  • mansard completed at 3240
  • repaired leak on brominator to pool
  • repaired underground wiring to carports 3365-3375
  • replaced valve 3240E
  • raked leaves
  • cut opening in outside wall 3240E to install fresh air vent
  • installed new timer on pool water fill
  • painted plywood for soffit repairs
  • replaced circ pump 3240W
  • replaced water heater laundry room 3365E
• Projects planned for next month
  • clean out file room
  • test emergency lighting
  • annual fire alarm inspection
  • clean shop
  • fertilize grass
  • fill potholes

Unfinished Business

• Board ethics: discussion was tabled after last meeting, discussion will remain tabled until new Board has formed following March elections
• Working capital transfer fee
  • Sometimes known as a "key fee", money (usually 2-3 months of dues) is collected at closing to fund HOA reserves (especially capital improvements) under the idea that new buyers need to pay their share of recent upgrades to the property and funding reserves will help avoid future special assessment for large capital improvements
  • Motion to charge buyers a working capital transfer fee in the amount equivalent to two (2) months dues; motion made by Barney, seconded by Cathy, motioned passed at 7:39pm
• Mansards update
  • 3 buildings have completed mansards
  • only 1 building has completed soffit work
  • positive responses from homeowners and the community on visual improvements to the property with mansard renovations
  • small buildings currently underway and going very quickly
  • financials:
    • about 90% of total assessment amount has been collected from homeowners to date
    • the HOA has made one payment to Horn Bros. Roofing for the completion of building G; three (3) payments remain

New Business

• Annual Meeting
  • annual meeting to be held March 15th at 7:00pm
  • annual meeting responsibilities to be carried out by current Board members; discussion and assignments to be handled via email over the next month
• Board Members terms expiring - covered under President's report
• Snow removal
  • discussion of how snow removal was handled during the December 2006 and January 2007 snow storms
  • in a normal year, the snowplow company comes out three times for an average outlay of $1,000/year; this year we've already spent nearly $3,000
  • current and past status of snow removal:
    • our HOA has a contract with a snow removal company to plow the streets anytime 2" or more of snowfall occurs; plow company followed their contract; contract is only for street plowing
    • sidewalk and parking spot snow removal handled by HOA grounds/maint. staff, but events kept the HOA short-staffed during the storms: 2 employees were on vacation (staff trades off who takes winter/holiday vacation each year, so that a maximum of half the staff is on vacation at a time), then a third staff member became very ill; road conditions also prevented staff from getting to work
    • problems with quickly removing snow also included: the HOA's small snowplow tractor was broken, but has now been fixed; the HOA grounds truck cannot handle having a snowplow mounted onto the truck; residents cannot legally operate HOA machinery without being on HOA insurance (so only staff can work snowplows); attempts to hire non-contracted plow company to deal with extra snow removal failed because plow companies were already overextended with contracted customers
  • future plans for snow removal:
    • explore cost of expanding plow company contract to include sidewalks and parking spots, so that staff are not required for large storms
    • make snow shovels available to homeowners for personal use; during these storms, the office checked out shovels to homeowners; for the future, availability of snow shovels will be better advertised in the newsletter
    • explore cost of buying a plow for our current truck(s) so HOA can do more snow removal without a plow company
    • find ways for non-staff to operate snow removal machinery in an emergency: will investigate if our insurance carrier can write a temporary worker policy in the event of snow emergency

Meeting Adjourned