HOA 2015 Annual Meeting Minutes

A hearty thank you and metaphorical round of applause goes out to those

who participated in the 2015 Crestview HOA annual meeting!

The people living in this community have historically been positive and supportive

of helping the subdivision be the best it can be.

The annual meeting on June 16, 2015 was no different.

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Crestview Estates HOA Annual meeting minutes – June 16, 2015

Held at Faith Baptist Church, Parker, CO

Board Members present: President Roger Branch, Vice President Elizabeth Aguilar, Treasurer Bob McLaughlin, Secretary Tom Vermilye, and ARC member Gery Noonan

Meeting called to order by President Roger Branch at 7:15pm.

VP Elizabeth Aguilar went over the current “paid” list for members in the neighborhood, recognizing them for being timely with their payments and at the same time, encouraging all of the members to pay their $25.00 dues.

Treasurer’s report by Bob McLaughlin –

Starting balance – 11/2014 - $23,500

Current balance – 6/2015 - $22,800 + dues paid at meeting

Expenditures have included HOA registration fees with the State of CO, solar lights for sign on Hilltop Road, postage and mail supplies, and refreshments for annual meeting.

President Roger Branch -

Welcomed everyone to the meeting and thanked everyone for coming.

Discussed the HOA website and encouraged everyone to visit the website for regular updates regarding information about the neighborhood; including board meeting minutes, information about developments around the neighborhood, water rights and well adjudication information, directions on how to register your water well in your name (strongly encouraged!)

Informed every one of the reasons for re-establishing an active HOA, with the main reason being due to the developments going on around our neighborhood.

Update on what the HOA Board has done so far:

Vacation of easements around the Crestview Estates subdivision –

President Roger Branch met with County officials to discuss the necessity of vacating the easements around the neighborhood. It was determined that it is unnecessary at this time due to the amount of dedicated open space that surrounds Crestview on the east and west sides. If any of the surrounding land is ever proposed to be re-zoned, we would receive plenty of advanced notice and we would retain legal counsel to defend our interests in maintaining the open space.

Gery Noonan researched the water right and well adjudication necessity for all of the residents. According to a water right attorney, 10 residents adjudicated their wells several years ago and based on that, no one else in the neighborhood should need to adjudicate their wells. The attorney said that if you were to adjudicate your well now, you would actually end up possibly have less water rights than you do now.

Researched the Tallman development to the East – determined that there are 65 acres of open space between the two neighborhoods and they cannot be built on unless the land is rezoned. If this were proposed, our neighborhood would have plenty of notice and we would seek legal counsel to represent us at the hearings. According to County Building representatives, the new owners of the Tallman development agreed to the same zoning requirements. As a result, Tallman agreed to build the majority of their homes on the interior of the development, resulting in higher density. As a positive, the 65 acres of open space will be maintained and therefore, they cannot attach to our road system. The Tallman development will eventually have two access points, as required by the County; one on Hilltop Road and the other one attaching to the Canterberry area. The second phase of construction on the northeast side of the Tallman development will require that a bridge be constructed over the dry river bed; so therefore, it is believed that this will take a while. The timeline for build-out of the Tallman development is unknown, but will be determined by how fast they can develop, sell, and build all of the homes – totaling approximately 140 homes on 1-2 acre lots.

Questions about Tallman –

Possibility of the Town of Parker annexing the Tallman subdivision once it connects to Canterberry? Possibility of the Town of Parker wanting to annex Crestview as a result of the Tallman annexation. Concerns about water tap fees and tax increases. *The Board will research these possibilities and report back with the results*

There were questions about the density of the Tallman development and it was recommended that residents either visit the Tallman sales office to view their maps, or go to their website to obtain further information.

Access control around the perimeter of Crestview Estates –

The Board is considering building fencing at the dead ends of Pioneer Drive and Pikes Peak Drive to reduce the likelihood of vehicles or ATV’s traveling through the neighborhood. The fencing will be built to allow access for pedestrians, horses, and bicycles. It has been suggested that the fencing be similar to the fencing that is currently at the end of Devils Head Drive (3 rail white vinyl), in order to maintain consistency throughout the neighborhood and reduce maintenance costs.

Before the fencing project is approved, the Board will have the areas surveyed to ensure that the fencing is constructed correctly and it does not encroach on adjoining property owners.

• Questions about the widening of Hilltop Road; timeline and whether or not there is going to be a traffic signal installed. *Board will research*

Proposed By-Law changes -

PROPOSED CHANGES:

Articles of Incorporation I. Name

Current: The name of the corporation shall be Crest View Estates Homeowner’s Association

Change: The name of the corporation shall be Crest View Estates Homeowner’s Association (or Crest View Estates HOA).

Article II – Section 1. Annual (vs. Regular) mtg.

Current: “… during month of October…” and “… and an additional mtg. shall be held during the month of April…”

Change to: “… during a month decided by the HOA Board of Directors, with a minimum of two months’ notice to community members via HOA website and a minimum of one month's notice via delivered hardcopy. Time and place of annual meeting will also be determined by Board of Directors.

Article III – Section 2. Number, Term and Election

Current: ‘… consist of at least seven Directors…”

Change to: “… consist of at least four Directors (Pres., V.P., Secretary and Treasurer)…”

Article III. – Section 10. Committees

Current: “… Board of Directors shall appoint members to serve on one or more standing committees…”

Change to: “The members shall vote at least three members of the community in good standing to serve on a standing committee, which shall be the Architectural Review Committee. Those members will be responsible for reviewing architectural plans and/or permits for buildings and/or projects that will impact a member’s property, as well as fellow community members, and ensure all plans and/or projects conform to HOA By-Laws, Protective Covenants and HOA Environmental Quality guidelines. This committee shall have…”

Article IV. – Standing Committees

The Standing Committees will be the following:

Current: A. Governmental Affairs - B. Social Committee – C. Newsletter Committee – D. Architectural Control Committee

Change: A. Architectural Control Committee

Current: “Three of the Directors of the Board of Directors…”

Change: “It shall consist of at least three community members in good standing, which will be voted onto the committee by the membership at an annual meeting and/or a special meeting of the Crest View community. (Delete other committees)

Article VI. – Section 2. Dues a.

Current: “… shall be $25.00 per year.”

Change: “… shall be $50.00 per year.”

Article VII. Elections

Section 1. Selection of Nominating Committee

Change: Delete

Section 2. Duties of Nominating Committee

Change: Delete

Section 3. Candidate Consent

Change: Section 1. Candidate Consent

Section 4. Announcement of Candidates

Change: Delete

Section 5. Additional Nominations

Change: Delete

Section 6. Secret Ballot

Current: Section 6. Secret Ballot

Change: Section 2. Method of Election

Current: “Election shall be held at the annual meeting by secret ballot. The President shall appoint two election tellers, who are not candidates…”

Change: “Elections for open spots on the HOA Board of Directors and Architectural Control Committees shall be held at the annual meeting with open voting. Each member in good standing wishing to run for vacant spots must be in attendance at the annual meeting/special meeting in question and announce their desire to run for the vacant spot. Each member announcing their intention to run for any vacant position must be prepared to answer relevant questions from the members in good standing who are in attendance and will be voting.

Section 7. Election Process

Current: Section 7. Election Process

Change: Section 3. Election Process

Current: (Current wording)

Change: Add to beginning of current wording – “A show of hands for positive and negative votes shall be called for by the Board Member designated to run the annual/special meeting of the Crest View Community.” Leave the rest in place.

Article VIII. Amendments

Current: Article III.

Change. Article VIII.

Article IX General

Section 1. Seal

Current: Section 1. Seal

Change: Delete

Section 2. Rule of Order

Current: Section 2. Rule of Order

Change: Section 1. Rule of Order

Questions regarding proposed changes –

• What is the money from increased dues going to be used for if we have $22,000 in the bank? Covered later during proposed 2016 budget discussion.

• It was requested that a hard copy of the annual meeting notice be sent to residents at least one month prior to the meeting and two month notification on the HOA website.

MOTION to accept proposed by-law changes was made, seconded, and unanimously approved by all of the voting members in good standing.

Proposed budget was displayed –

Crestview HOA Proposed 2015 Budget

Postage - Includes mailings, P.O. Box: $ 300.00

Annual Registration of HOA: $ 100.00

Attorney Fees - 2 hours budgeted: $ 600.00

Annual Mtg. Exp. - Food, Drinks, Room: $ 150.00

Misc. Expenditures: Survey, Fence ???

Annual Community Party: $ 200.00

Total Proposed Expenses: $1,350.00

2015 Proposed Income - (56 houses x $25) $1,400.00

*If every resident paid their annual dues*

Crestview HOA Proposed 2016 Budget

Postage - Includes mailings, P.O. Box: $ 300.00

Annual Registration of HOA: $ 100.00

Attorney Fees - 2 hours budgeted: $ 600.00

HOA Insurance (Liability/D&O) $ 738.00

Annual Mtg. Exp. - Food, Drinks, Room: $ 150.00

Misc. Expenditures: Survey, Fence $ 200.00

Annual Community Party: $ 250.00

Total Proposed Expenses: $2,338.00

2016 Proposed Income - (56 houses x $50) $2,800.00

*If every resident paid their annual dues*

Discussion regarding proposed budgets –

Insurance for the HOA was discussed –

The Board received a quote of $738.00 for a one year $1,000,000 liability/Director & Officers policy. Based on the amount of our current dues of $25.00, we would be required to use reserve funds to cover the cost of this policy for 2015.

After some discussion about the benefits of the insurance policy and the Board’s desire to keep money in the reserve fund, resident Ron Harden VOLUNTEERED to pay the $738.00 insurance premiums for the HOA for 2015!!! Many thanks to Ron & Jo for their tremendous generosity and helping the HOA board take a proactive approach to protecting our neighborhood.

Discussion closed

Motion was made to approve proposed budgets as stated.

Motion seconded

Unanimous vote was made to accept

A discussion was held regarding a summer picnic – Elizabeth Greenfield agreed to host the picnic at her house and Shawna Fletcher agreed to help organize the event (THANK YOU!). Stay tuned for more to come on what is going to be a great event for everyone in the neighborhood to get together and know one another.

Meeting adjourned at 9:00pm

Follow up for the HOA Board –

• Check on possibility of the Town of Parker annexing the Tallman neighborhood and whether that would have any impact on Crestview.

• Check with County traffic department regarding the timeline and design specifications for the widening of Hilltop Road.

• THROW A PARTY!!!