Charterwood

November 1, 2006 Meeting Minutes & Newsletter Items

Nov 30, 2006

THE CHARTERWOOD ASSOCIATION, INC.

BOARD OF DIRECTORS MEETING MINUTES

November 1, 2006

PENDING BOARD APPROVAL (at the Next Meeting)

CALL TO ORDER

The meeting was called to order at 6:00 p.m. at St. Andrew Presbyterian Church. Present from the Board of Directors were Sun Coates, Rick Forester, Mark Stiles and Bill Oliver. Harry Stackhouse attended for the Architectural Control Committee. Present from Western States Property Services, Inc. was Earl Johnson, Project Manager. Homeowner Diane Freed was also in attendance.

APPROVAL OF AGENDA

The agenda was approved as written with the addition of a Board Insurance item under New Business.

APPROVAL OF PRIOR MEETING MINUTES

A motion was made to approve the Minutes from the September 6, 2006 Board of Directors Meeting with the deletion of one duplicate paragraph contained in it. The motion was seconded and passed.

OPEN FORUM

Ms. Freed discussed concerns regarding shared fences and the shared maintenance of them. In this regard, the Covenants address homeowner responsibilities to maintain each lot and all improvements in good condition and repair.

MANAGER?’S UPDATE

Financials - Earl Johnson reviewed the as of 09/30/06 Financial Status of the Association. Excluding delinquent receivables, the Operating and Reserve accounts total $59.7K. The year to date budget status was also reviewed.

As a follow up to the prior minutes, the laddered Certificates of Deposit plan with $30K of the Reserves has now been implemented by Rick Forester. The integrals are 3 months between each CD. Based on further review, Rick also recommends moving additional monies from the Operating checking account into the correlating money market account. The intent of these moves is to better help keep the Association?’s annual expenses up with inflationary/cpi-related increases.

An update was also provided addressing the as of 09/26/06 assessment payment status and current delinquencies. Though the older delinquencies are being continuously pursued, the total amount remains a little higher from the last review, however, lower from earlier in the year.

CY2007 Budget/Assessments ?– Earl presented a draft 2007 budget for the Association. Based on this, the Board made a number of recommended adjustments to cover increased expenses, anticipated repair/maintenance plans and related contingencies. Based on the current financial status of the Association in conjunction with the forecast 2007 budget requirements, the Board moved, seconded and approved both plus voted on not increasing the monthly assessments for next year from this year. More information about the payment process for ?’07 assessments is included in the following Newsletter.

Audit - Earl is in the process of setting this up. The Board requested it be accomplished, if possible, in early 2007. The basis should be the Association?’s status through 2006.

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 recent ACC-related items that have come up.

OLD BUSINESS

?’06 Home Paint Review - The Board and ACC reviewed the current status of paint review responses; an additional number of which have been recently received and/or closed out. Earl was requested to send out fine letters to those who are long term delinquent and have not responded. A list of those recently dispositioned/closed along with a list of those still open are included in the Addendum.

Common Area Landscape Maintenance - The Board discussed a number of concerns about the performance of Platinum Landscaping. Their staffing problems, which seem common in that industry, are being compounded by the immigration situation. As with many companies, they seem to be primarily grass cutters with less focus landscape maintenance. Although Platinum?’s current contract runs to November 2007, the Board agreed to start obtaining other comparative bids.

With the completion of the grass-cutting season, Earl was requested to coordinate a fall/winter maintenance plan with Platinum. Included should be the following:

Sidewalk Edging - Install the sidewalk edging in front of the rock or mulch areas along Iliff. This will complete a job started last year.

Tract A (Drainage Culvert) ?– Clear out the debris and weeds at the drainage inlet and outlet. In addition, remove the wild-spreading plant growth around the outlet plus in the north side planter.

Perimeter Shrub Trimming and Area Cleanup ?– Do additional trimming of shrubs around the back perimeter ( e.g., near east side corner of Iliff and Fenton) plus trim any trees with low-
hanging/sidewalk-blocking branches.

Continue through fall/winter the clean up the perimeter rocked area of debris, cover over the
exposed plastic and pull the weeds growing out of the rocks and shrubs. Ditto for maintaining the the two parks within Charterwood.

Obtain a proposal/recommendations for repairing/upgrading the Association?’s sprinkler system. (Open item from the last Board meeting)

Homeowner Handbook ?– Bill Oliver received comments from the Board to the draft copy of an updated proposed Handbook for the Association. Based on the changes/updates recently made as a result of Senate Bill 06-089 to those requirements of Senate Bill 05-100, a motion was made, seconded plus approved for the following updated procedures in the draft:

Collections Policies & Procedures
Reserve Policy
Enforcement Procedure
Procedure for Adoption and Amendment of Policies,
Procedures and Rules
Conflict of Interest Policy
Meeting Policy
Alternative Dispute Resolution
Records Inspection

This and other aspects of the draft Handbook may have to be revisited by the Board after completion of the ongoing Attorney?’s review.

Common Area Fence Repairs ?– Earl and the Board, along with Jay Duran of High Country Painting/General Contractor, completed a walk around review of the fences in mid-September. As a result, High Country received a go ahead for these repairs (replace bad posts, headers and slats) and painting of the replaced items. They quickly proceeded with this effort; faster than anticipated to the extent notices weren?’t issued to Homeowners. Our apologies for that. The price for the work, which also included touch up painting of the mailbox kiosks, came in at $2.6K. Well under our initial forecasts. The annual repair and maintenance approach to the fences the past few years is proving beneficial to their overall condition.

Entryway Sign and Light Maintenance - Bill said the missing letter to the side entryway Charterwood sign has been duplicated and installed by Sign-A-Rama. Regarding the lights, Earl was also requested to contact Huston Enterprises about replacing a burnt out bulb in an entryway island light plus accomplish an update to the east side entry lights.

NEW BUSINESS

2007 Annual Meeting ?– The Board discussed initial plans for this forthcoming Meeting. At present, a tentative date of March 5th (first Monday of the month) was identified to have it at St. Andrew Presbyterian Church, starting at 7:00 p.m. Preliminary subjects include election of three officers, SB100/089 updates, review of financials, officers?’ reports, and Homeowners?’ forum. More information to follow in early ?’07 prior to the Meeting.

Board Insurance ?– Earl and the Board discussed some liability coverage updates to the current Association policy that have been recommended. It results in some credits to the current policy and debits for the added coverage. A motion was made, seconded and approved to implement these updates.

Trash Collection ?– Concerns were expressed about the sporadic timing of the Wednesday (or later) trash collection. Earl noted that most collection companies are currently struggling with staffing, equipment and cost (e.g., fuel) problems. At present, we are in the second of a three year contract with Allied Waste at a favorable monthly price. With an anticipated 5% cost increase for 2007, we should still be under $8/month/home (included as part of the monthly assessments).

NEXT MEETING DATE AND LOCATION

The next Board Meeting will be held at 6:00 p.m. (an earlier time) on Wednesday, January 3, 2007, 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 7:56 p.m.


NEWSLETTER ITEMS November 2006

Assessment Payments for 2007:

Western States Property Services will be sending out coupon books along with return envelopes before the end of the year for ?’07 assessments of $45 per household per month (part of which covers charges for weekly trash collection). For those not already set up with electronic funds transfer (contact Western States to do so), each payment will be due on the first of each month starting January 1, 2007.

Note: Although the coupon system is set up on a monthly basis, Association members
may want to pay ahead on a less frequent basis during the year. Similar to this year,
they can still do this like the following:

To continue paying, for example, on a quarterly basis, one can take the three monthly coupons for the quarter and enclose them in the return envelope along with a payment of $135. Remember, this amount has to be paid at the start of the quarter for the three coupons?…..not after-the-fact.

Unlicensed/Expired-License Automobiles:

Over the past year, there?’s been observed some outside storage of unlicensed or expired-license vehicles in Charterwood. Any in this category parked in the streets are an item of interest to the Lakewood Police. Similarly, those in that status parked/stored in a driveway are an item of interest to Lakewood Zoning. Accordingly, if you become tired of looking at a neighboring auto in this category, give Lakewood a call. The Covenants also address restrictions on the parking of non-functioning automobiles.

Holiday Protection:

With the holidays approaching, a caution for all to protect against vandalism. Keep homes and automobiles locked plus don?’t leave items of value in the latter. Request everyone be vigilant of any strangers walking, riding or driving through the neighborhood. When observed, notify the Lakewood Police.


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