HOMESTEAD IN THE WILLOWS HOMEOWNERS ASSOCIATION
Regular Board Meeting September 16, 2024 – Unofficial Minutes
THREE TAKEAWAYS:
1. ACC applications may take up to 30 days for approval. Plan accordingly and schedule work 30 days out or after you have received approval for your project.
2. In response to a request for more patrols to curb the juvenile pranks and vandalism over the summer, the Arapahoe County Sheriff’s Office increased their patrols in Homestead resulting in over 130 contacts during the last 4 weeks with 10 reports taken
3. Dumpster Day Saturday October 5, 7:30am – 9:00am or until the Dumpsters are filled.
CALL TO ORDER: Vice President, Michael Garnsey called the meeting to order at 6:05pm. Present were Secretary, Ginny Karlberg, Treasurer, Steve Bell, Member at Large, Robb Origer, Business Manager, Katie Kidwell; ACC Manager, Emily Maxfield; and Tennis Manager, Jill Ellsworth. President, James Keating and Landscape Manager, Nancy Bauer arrived at 6:15pm.
COMMITTEE REPORTS:
SOCIAL COMMITTEE: The Social Committee submitted a written report. The Vitalant Blood Drive was well attended with every appointment filled and even walk-in’s accommodated. Food Trucks have ended for the season. Many families enjoyed Movie night in August at the South Pool and Holiday Carriage rides have been scheduled for December. The Social Committee co-chairs are stepping down after six years of service. The Board expressed their appreciation for the terrific events the team has brought to the neighborhood. They will be sorely missed. New chairpersons are desperately needed to fill this position as the activities run by the social committee are a large part of what makes Homestead the community all residents enjoy.
SWIM TEAM: No report.
MANAGER REPORTS:
POOL: No report. Weekend swimming at the North Pool ended Sunday, September 15. The South and West Pools have been winterized for the season.
LANDSCAPE: Manager Nancy Bauer reported that all Homeowners along the perimeter streets who had been asked to trim their trees and shrubbery so that it didn’t hang over the fence had complied. The failing pedestrian bridge between the South Pool parking lot and the lawn had been rebuilt and a hornet’s nest had been removed from a tree near the Tire Swing playground. The daughters of a long-time resident want to donate a bench in their parents’ honor. Nancy asked the Board if the HOA could pay for the shipping and installation. The Board agreed. The bench will replace one that was removed near the Tire Swing playground. The playground inspection report had identified a failing timber enclosure around the toddler playground at the North Rec. Nancy will obtain prices to rebuild it in 2025. The Board and Nancy discussed the failing timber retaining wall on Dry Creek Road near the fire station. Although in the middle of the sidewalk, the City of Centennial claims no responsibility for the structure which is there to support an Xcel power line. Vice President Michael Garnsey volunteered to speak with Homesteads district rep for Centennial and the Board agreed to involve the HOA attorney if necessary. The cost to rebuild the wall is approximately $80,000 and not an expense for which the Board believes the HOA should be responsible.
TENNIS: Manger Jill Ellsworth reported that the south and north side windscreens would be rolled up, center divided nets will be pulled back and locked, trash service will cease, and the restrooms would be winterized by October 8. The torn windscreens at the North Courts have been replaced and the West Courts were resurfaced. Advantage You has a large group of beginning adult players who may want to form teams in the spring. Jill confirmed with the Board that the HOA would continue to fund the cost of overflow teams at South Surburban. Homestead has more tennis players and teams than its eight courts can accommodate.
ACC: Manger Emily Maxfield and the Board discussed dates for a joint meeting between the ACC and Board Members. The topic will be to educate the Board more fully on the application process, deliberation and reasoning for decisions the ACC makes with the goal of developing an operational framework that future Boards and committees can use. Online ACC submissions will also be discussed. A new Xeriscape Policy has been drafted by the HOA attorney but adopting it will be delayed until after the Board and ACC meet.
BUSINESS: Katie reported on collections and James moved with Ginny seconding a motion to request the HOA attorney proceed with a collection lawsuit against account 576 for unpaid dues and assessments. The motion passed unanimously. The Board agreed that the letter to Perimeter Fence Owners posted on the HOA website should be mailed to owners annually reminding owners of their responsibility toward the HOA fence. Katie has had the neighborhood playgrounds inspected for safety and new safety labels will be purchased and posted on the play equipment.
FINANCIAL REPORT: Treasurer, Steve Bell gave a detailed report on the HOA fence account. He reported that thanks in part to the 280 homeowners who paid the special assessment in full, and the savings the HOA had accumulated, Homestead had only paid $5,133 in interest in the loan obtained to finance the payment plan most of the residents are using to pay the assessment. The accounting for the HOA had been complicated in part by many homeowners combining fence payments with annual dues payments and the HOA accounting costs have been higher than hoped. The HOA is currently under budget on the fence and the Board hopes to be able to return those funds to all homeowners upon completion of the payment plans in 2026. The Board then discussed the funding of the general reserve fund and the upcoming capital expenses. Katie had obtained quotes to replace the pool decking at each pool and the costs range per pool from $92,000 to $275,000. Katie and Steve will review the upcoming expenses noted in the reserve study, but the Board agreed that they need to grow the general reserve fund. Despite the large potential reserve infrastructure replacement costs, the HOA is in good shape financially and on track to have a surplus to deposit into the general reserve fund.
HOMEOWNER COMMENTS: There were no homeowner comments.
OLD BUSINESS: In response to the July confrontation at the Business Office the HOA attorney had delivered a letter to the homeowners suspending pool and tennis privileges and prohibiting them from visiting the office in the future.
Dumpster Day on October 5 will be staffed by James, Michael and Robb.
NEW BUSINESS: Two Board members’ terms expire in March. The Board needs members and anyone interested in the position should contact an existing board member or the Business Office.
ADJOURNMENT AND CALENDARING: The meeting was adjourned at 7:50pm. The next regular Board Meeting will be on Monday, October 14 at 5:30pm. at the Business Office.