HOMESTEAD IN THE WILLOWS HOMEOWNERS ASSOCIATION
Regular Board Meeting January 15, 2024 – Unofficial Minutes
CALL TO ORDER: President, James Keating called the meeting to order at 4:31pm. Present were Member, Michael Garnsey; ACC Manager, Emily Maxfield; and Business Manager, Katie Kidwell. Vice President, Chris Evans; Secretary, Ginny Karlberg; and Treasurer, Kelly McCormick attended the meeting via Zoom.
MINUTES: The minutes of the November 9 regular meeting were approved as read.
RATIFICATION OF BOARD ACTIONS: There were no Board Actions to ratify.
COMMITTEE REPORTS:
SWIM TEAM: Swim Team submitted a written report: Coach interviews were conducted over Winter Break and coaches will be announced in the February Homestead Herald. Swim Team will host the annual InterClub meet, 3 dual meets and the 9/10 Prelims at the North Pool this summer.
SOCIAL COMMITTEE: Social Committee submitted a written report. The Holiday Carriage rides were a big success and thanks were extended to the Kane and Haaf families for their work to make the event so successful and enjoyable. The annual Egg Hunt is scheduled for March 23 and planning phases for July 4 and summer Food Truck events have begun.
MANAGER REPORTS:
POOL: Front Range Recreation submitted a written report. The installation of new tile at the West Pool will begin in early March. Kelly McCormick will work with FRR to choose the new tile color. The anchor in the West Pool floor will be replaced at the same time. A detailed inspection of pool furniture at the North and South Pools is underway and FRR will have a replacement plan ready for the February meeting.
LANDSCAPE: Manager Nancy Bauer submitted a written report. Christmas decorations would come down the week of January 15. The dumpsters at the North and South Pools have been removed and signs posted asking owners not to place waste in the enclosures. Multiple above ground cables will be buried over the next few weeks. Nancy is obtaining bids to clean-up the dirt, rock and mulch in some areas around the base of the new fence and to paint six sprinkler controllers to match the new fence color.
TENNIS: Manager Jill Ellsworth submitted a written report. She presented some options to provide restrooms for tennis players after the pool buildings have been closed for the season. Trash service is also discontinued seasonally and Jill provided pricing for permanent trash cans but that doesn’t address the lack of dumpsters for the trash each week. Tennis players who use the courts during the winter are still encouraged to bring their trash back home for disposal. The West Courts will be resurfaced in the late spring. Tennis provider Advantage You is hoping to schedule an information meeting for adults and Junior Team Tennis players in early February.
ACC: Emily reported that she is working to get the ACC process on the PayHOA platform so that owners could submit applications online. ACC applications have been steadily growing and this volunteer committee now processes 350 applications annually. The ACC will begin charging for applications to help offset the cost of the manager salary and the administrative support needed. The Board noted that currently every homeowner in Homestead is paying the increased ACC costs generated by a small subset of the membership. The increased cost is borne by all homeowners though higher annual dues. Alternatively the Board agreed that passing some of that cost along to the owners who generate it makes sense. Fees will be minor for pre-approved items such as roofing materials, entry doors, etc., increase slightly for projects that require some design evaluation such as new patios, landscape and decks, and will become more substantial for major remodel projects. Michael Garnsey will act as the ACC Board Liaison providing additional support for the committee.
BUSINESS: The Board and Katie discussed the Homestead Facebook groups and agreed to limit the HOA sponsored FB group to one private group. An announcement would go into the February Herald. The 2024 Annual Assessment letters had been mailed on January 5 and the Board instructed Katie to send invoices for the Perimeter Fence Special Assessment due April 30, 2024 as soon as possible. Katie reported that Snowology had cleared the greenbelt paths and sidewalks twice so far this season and a discussion ensued about certain problem areas that need regular had advertised for volunteers to spread ice melt but had received no response. Homeowners who back to Dry Creek and Holly had called the office to thank the Board for moving to an eight foot fence height along the exterior of the neighborhood as it significantly reduced the noise these owners experience. The Board discussed the need for new Board members. One volunteer has stepped forward but the Board will have two open positions when the terms of two members expire in March.
FENCE REPORT: The Perimeter Fence construction is almost finished, 4 months ahead of schedule. Homeowners have reported their pleasure with the communication and the courtesy and efficiency of Split Rail. One homeowner asked about quality control as the fence is being installed. Split Rail offers a 3 year warranty on craftsmanship and the Trex material has a limited warranty of 25 years. The Board has been very appreciative of an individual homeowner with expertise in construction to provide ongoing quality control of every section. Split Rail Fence Company has been extremely responsive in addressing any problems brought to them. Due to favorable payment terms from Split Rail and excellent cash management of the reserves, the line of credit has not been drawn on yet.
FINANCIAL REPORT: Kelly reviewed the changes in bank accounts and the bookkeeping and monthly review functions for the HOA. The new bank accounts have allowed the HOA to take advantage of higher interest rates which has helped reduce the amount the Board will eventually need to borrow from the line of credit for the Perimeter Fence. The Board discussed signers on the new accounts and the implementation of bill.com, a cloud based payment platform that integrates with Quickbooks. The business manager will submit invoices electronically which will allow for enhanced internal control, a better audit trail, and, reduces the need for Board members to come to the office to sign paper checks. The HOA ended 2023 with a surplus of approximately $250,000 designated for capital reserve expenses. The surplus was transferred to the Reserve bank account.
ADJOURNMENT AND CALENDARING: The meeting adjourned at 6:25pm. The next regular Board Meeting will be on Monday, February 5 at 6:30pm. at the Business Office.