Summit View Meadows HOA

3-21-12 Board Meeting Minutes

MARCH 21, 2012 HOMEOWNERS ASSOCIATION EXECUTIVE BOARD MEETING MINUTES

Meeting called to order at 6:40 PM at the home of the HOA Vice President.

Quorum of the board was present: 4 of 4 board members—Kelly Shay (KS)-SVMHOA President, Stacey Smith (SS)-Vice President/Treasurer,Tracy States (TS), and Kristine Brown (KB).

Discussed changes in HOA management for FY 2012 so TS, our newest board member, is up to speed. 30 of 39 homeowners have now paid their annual dues, therefore 9 homeowners are now delinquent, as March 1 was the last date by which homeowners could make payments without being charged late fees.  The board unanimously agreed to proceed with sending letters to delinquent homeowners requesting payment of the $150 annual dues as well as $30 late fee.  TS will verify owners and addresses with the county assessors' records, KS will draft the letter, and SS will mail the letters out by certified mail to have record of receipt.  If homeowners do not pay by June 1, our collections agent will be employed for collection of late dues.  Homeowners may arrange to make payments in installations until June 1, 2012.

KS reported that she contacted the Department of Regulatory Agencies for real estate, and that our HOA is current on registration until August 12, 2012.  KS will ensure that DORA has our new HOA address to send us our bill.

The board reviewed and accepted HOA covenant violation letter templates drawn up by SS.  TS and KB agreed to make periodic rounds of the neighborhood to monitor covenant violations throughout the year.  The board agreed to hold covenant violation hearings at the Clifton branch of the Mesa County Public Library in the public meeting room as needed.  The board reviewed violation types and the published fine schedule.  The board voted to take digital photos of covenant
violations and keep them on file for reference, but we will not incur the expense of printing photos unless requested.

It was agreed that the covenants regarding number of vehicles that may be parked in front of a house will not be strictly enforced, considering the needs of many of our residents.  The board discussed how to handle noise complaints.  Warning letters will be sent if there have been at least three complaints about the same resident.  If there continue to be complaints, the board will take further action and charge fines if the resident who complains will agree to make statements to local law enforcement agencies.

TS and KB agreed to maintain the area around the north mailboxes and spray the area with Roundup that was purchased with HOA funds.

Peaceful Valley Lawn Service will begin services for the commons area on April 2.

Meeting adjourned at 8:10 PM.