Charterwood

September 6, 2006 Meeting Minutes and Newsletter Items

Oct 31, 2006

THE CHARTERWOOD ASSOCIATION, INC.
BOARD OF DIRECTORS MEETING MINUTES

September 6, 2006


PENDING BOARD APPROVAL (at the Next Meeting)

CALL TO ORDER

The meeting was called to order at 6:30 p.m. at St. Andrew Presbyterian Church. Present from the Board of Directors were Sun Coates, Rick Forester, and Bill Oliver. Harry Stackhouse attended for the Architectural Control Committee. Present from Western States Property Services, Inc. was Earl Johnson, Project Manager. Homeowners Jack and Mary Lou Laird were also in attendance.

APPROVAL OF AGENDA

The agenda was approved as written.

APPROVAL OF PRIOR MEETING MINUTES

A motion was made to approve the Minutes from the July 5, 2006 Board of Directors Meeting without any changes/revisions. The motion was seconded and passed.

OPEN FORUM

The Lairds asked about a change in color on the outside of one of the fences by the entryway. A discussion ensued regarding the status of the disparity.

MANAGER?’S UPDATE

Financials - Earl Johnson reviewed the as of 07/31/06 Financial Status of the Association. Excluding delinquent receivables, the Operating and Reserve accounts are at $25.5K and $31K respectively. The year to date budget status was also reviewed. A motion was made, seconded and passed to approve the financials as presented.

An update was also provided addressing the as of 07/26/06 assessment payment status and current delinquencies. Although older delinquencies are being resolved, the overall amount remains relatively unchanged from the last review.

Handling of Reserves - Rick Forester gave an excellent presentation on a proposed plan for better application of Association monies to better help keep up with inflation. The proposed plan showed moving the Reserves from the Colonial Bank money market account into Certificates of Deposits laddered in 3 month, 6 month and 12 month terms. In turn, part of the Operating assets in Colonial?’s checking account will be transferred into a correlating money market account at the bank?…...available for transfer back to checking as needed.

In investigating CD?’s, Rick found that the Association?’s insurance company, State Farm, had very competitive FDIC-insured accounts when compared to the varying high yields nationally identified by financial periodicals. He also noted that the spans of the CD laddering provides for the Reserve funds still being available for any expenditures or as needs arise. Based on the presentation, a motion was made, seconded and passed to proceed with implementing this plan.

Covenant Violations - Current covenant violations are discussed in a separate Addendum to the Minutes for distribution to the Project Manager, Board and ACC Members.

ARCHITECTURAL CONTROL COMMITTEE

Harry Stackhouse discussed some of the Design Review Requests of note being processed since the last meeting.

OLD BUSINESS

?’06 Home Paint Review - The Board and ACC reviewed the current status of paint review responses; a number of which have been recently received and/or closed out. Discussed were actions to be taken with those who have not responded including the sending out of fines notifications. Those dispositioned/closed are identified in the Addendum.

Common Area Landscape Maintenance

Sidewalk Edging - Platinum Landscaping has still not installed the sidewalk edging along the rock or mulch areas along Iliff. Earl was requested to follow up on what the schedule is for this effort.

Tract A (Drainage Culvert) ?– The Board requested that Earl have Platinum clear out the debris and weeds at the drainage inlet and outlet. In addition, requested that they also remove the wild-spreading plant around the outlet plus in the north side planter.

Perimeter Shrub Trimming and Area Cleanup ?– Earl was requested to follow up with Platinum to confirm they will be doing a fall trimming in October of the Guanella Maple and other shrubs around the back perimeter plus any trees with low-hanging branches.

One of the continuing open actions with Platinum is for them to still clean up the perimeter rocked area of debris, cover over the exposed plastic and pull the weeds growing out of many shrubs. Earl was requested to advise Platinum that they should spend the late fall and winter months doing this when lawn maintenance is not required. A discussion ensued about the current staffing problems being encountered by most all landscape companies and its impact on their operations.

Tract C (Pie-Shaped Park) ?– The park?’s sprinkler zone went down in July. The clocks that control the zone solenoids are located all the way over in the Culvert Park. The problem has now been repaired. In addition, work was also accomplished to improve the sprinkler head coverage in the park. Based on these repairs and the adjustments made, the park grass has slowly recovered. Still open, after many months, is the continuing action for Platinum to resod the southeast corner of the park.

Tract C (Pie-Shaped Park) ?– The park?’s sprinkler zone went down in July. The clocks which control the zone solenoids are located all the way over in the Culvert Park. The problem has now been repaired. In addition, work was also accomplished to improve the sprinkler head coverage in the park. Based on these repairs and the adjustments made, the park grass has slowly recovered. Still open, after many months, is the continuing action for Platinum to resod the southeast corner of the park.

Overall Sprinkler System ?– Some of the problems noted include some heads not working dur to some lines being pinched off by growing tree (e.g., pine tree) roots and three zones going down due to electrical malfunctions similar to that noted above. Based on this and associated inputs from Platinum, the Board agreed this should be one of the planned areas of focus in 2007 when the Association?’s budget for the year is established. In consonance with this, Earl was requested to obtain a proposal from Platinum of what they recommend as far as needed repairs and/or upgrades of the 20+ year old system.

Homeowner Handbook ?– Bill Oliver distributed a draft copy of an updated proposed Handbook for the Association. The updates he incorporated from the last draft include the new requirements and corrections (to Senate Bill 05-100) from approved Senate Bill 06-089. It also includes additional clarifications based on covenant-related situations encountered by the Board and ACC during the past year. He noted it is hoped that the Architectural-related section primarily clarifies the covenants at the next level and incorporates associated Newsletter items over the years like, for example, home/fence painting, basketball hoops, political signs, roof replacements, trash disposal, etc.

Current plans are for the Board and ACC to review the draft in parallel with the Management Company and the Association?’s Attorney. Seven of the procedures in the Operations Section of the Handbook were written by the Attorney. Future timing projections for the document are TBD pending our Attorney?’s review and the extent of his comments. Observed is it almost seems the two Senate Bill requirements are tending towards making HOA?’s into little municipalities.

Common Area Fence Repairs ?– Earl still needs to set up a walk around review of the common area fences with High Country Painting/General Contractor, himself, and available Board and ACC members. Some repairs and painting have been already done during the year. Also some Mailbox Kiosks need paint touch up when the fence painting is done. Note: High Country Painting, phone (303)840-7233, is available to paint homes in the area too.

Entryway Sign - Bill said he has made a duplicate template of the missing/vandalized sign letter and provided it to Sign-A-Rama for duplication and installation. Their estimate is under $100.

NEW BUSINESS

Audit/Review ?– Earl is proceeding to set up a review of the Association?’s financial books. Although, Senate Bill 06-089 has backed off the Senate Bill 05-100 audit requirements, as discussed at the Annual Meeting, the timing, still seems appropriate and budgeted to accomplish a 2006 review.

?’07 Budget Planning - The ?’07 budget planning will be addressed at the November meeting. The Board was requested to start considering what contract, maintenance and repair expenditures will be needed during the year.

NEXT MEETING DATE AND LOCATION

The next Board Meeting will be held at 6:00 p.m. (an earlier time) on Wednesday, November 1, 2006, at St. Andrew Presbyterian Church, 3096 S. Sheridan Boulevard. All Association members are welcome to attend.

ADJOURNMENT

With no further business to discuss, the Meeting was adjourned at 8:46 p.m.

NEWSLETTER ITEMS September 2006

Political/Election Signs:

Although the covenants preclude such signs, the Association has not enforced this in recent elections. Now Senate Bills 05-100 and 06-089 allow and address the placement of such signs. Some general rules in this regard are as follows:

Political signs are allowed in the front yard, window or wall of Charterwood homes. None
should by placed on any common property or attached to a shared common area fence. One sign
is allowed per Lot for each political office and/or ballot issue and, in general, can be set out 45
days prior to the election date and removed 5 days after the day of the election.

A political sign is defined as ?“one that carries a message intended to influence the outcome of an election, including supporting or opposing the election of a candidate, the recall of a public official, or the passage of a ballot issue.?” (Colorado Revised Statute 38-33.3-106.5)

Per Lakewood Municipal Code, Title 17, Zoning Ordinance, Article 10, Signs, election signs shall be limited to 42 inches in height, shall not extend outside property lines and shall not be in any public right-of-way. Such signs shall be limited to walls, windows and freestanding signs not to exceed 8 square feet and shall not be paper or cloth banners.

Dog Control:

This past year there have been a few instances in Charterwood where aggressive dogs have gotten loose and gone after smaller dogs out being walked by their owners. Since last talking about Dogs in the July 2005 Newsletter, the City of Lakewood has implemented new, tougher sanctions for owners to maintain control of their pets. The Charterwood covenants also address pets and controlling them to not make objectionable noises or other nuisances of inconvenience; however, the current city laws, especially concerning loose dogs, are now even progressively stronger for the pet and owner with each ticketed incident. If you and/or your pet encounter a loose dog problem or have concerns about excessive barking of a neighboring dog, contact Lakewood Animal Control at (303)987-7173.



Charterwood Web Site: http://www.neighborhoodlink.com/jeffco/cwood