Victor Gardens Single Family Homeowners Association Board of ...

Victor Gardens Single Family Homeowners AssociationBoard of Directors Meeting MinutesJuly 15, 2008, 7:00PMVictor Gardens Neighborhood Activity CenterPresent: Board Members Dan Sjoquist, Michael Warner, John Roehrich, Mark Vlker, Ron Mehl.Homeowners Present: Mike Bailey,Josh Berger,Julie Bixby, Phil Primeau, John Flor, Mike HageVGCA Management Company Representative: Holly Johnson, Community Development, Inc.Call to Order:A motion to call the meeting to order was made my Mark Vlker, and seconded by Dan Sjoquist.All were in favor. Motion was approved.Approval of Minutes:A motion to approve the Minutes from the 5/19/08 and 5/27/08 Board Meetings was made byDan Sjoquist, and seconded by Michael Warner. All were in favor. Motion was approved.Resident Forum:There were no residents who wished to speak at this time.Management Report:The Board welcomed Holly Johnson of Community Development, Inc. Ms. Johnson’s companymanages the Master Association and keeps the Single Family Village (SFV)’s financial records.She informed the Board of a staffing change at the Master Association. Casey Groff is VictorGardens’ new “Community Manager”. Ms. Johnson explained the current SFV “Finance Only”contract expired, and that the SFV has been receiving month to month services. She saidCommunity Development Inc. wishes to continue serving our SFV association and will propose afew options for the Board to consider moving forward. Note: The Master Board has voted tocontinue with Community Development, Inc. until the end of the fiscal year.Treasurers Report:The Board reviewed financial statements, discussed outstanding dues by one unsold homepresumed to be in foreclosure. Dan Sjoquist reported no significant problems regarding past dueinvoices. Ron Mehl clarified Neighborhood Development Partners’ account. The Board raisedquestions about the accuracy of the Aged Owner Balances document related to ownership of 19properties. Action Item: Clarify the current owner of the 19 lots with Community Development.– M. VlkerCommittee Reports:Josh Berger, SFV ARC Chair reported good progress on owners submitting Simplified RepairApplications. He also reported that some owners were taking to the opportunity to upgrade theexterior of their homes. Action Item: Mr. Berger will provide a list of applications for final BoardApproval.Unfinished Business:A) Discussion of rules previously passed by the Board, and the process of implementing andannouncing them to residents. Discussion continued later in New Business (point I).B) Holly Johnson has “Board Books”, reference materials ready for Board Members, andwill distribute them soon.C) The Board discussed placing a lien against delinquent property owner. Action Item:Michael Warner will research the property and make a recommendation on whetherplacing a Lien is advisable.D) Michael Warner discussed management proposals. The Board will also review newproposals from Community Development, Inc. regarding management of the SFV.

E) It was undetermined whether all builders provided new owners with copies of theCovenants and rules. Some builders apparently are providing a CD with electronicdocumentation, but it was unclear to the Board of what the CD included. Discussioncontinued in New Business (Point I).New Business:F. The Board discussed the Master Association’s recent takeover the Master ARC fromCPDC/POA Scherer. The SFV Board is concerned about the future of the Master ARC,and how it relates to new homebuilding in the SFV.G. The Board was informed of the Master Board’s actions to adopt a new Pet Policy, moreclosely reflecting the new Hugo Pet Ordinance. Mrs. Bixby was recognized, and spoke insupport of the Master Board’s action. The Board discussed seeing the language of thefinal Master Rule before taking further action on this subject.H. Mr. Primeau was recognized and updated the Board regarding Liens placed against hisproperty by the street construction company. Ron Mehl, also was aware of the problemas Neighborhood Development Partners had received similar notices for its properties.Mr. Primeau will attempt to resolve the issue with the help of an attorney. Mr. Primeaudid not need further help of the SFV Board at this time.I. A motion was made by John Roehrich to clarify architecture and landscaping rulesrelated to SFV properties. Mark Vlker seconded the motion. Discussion proceeded withthe need for all residents (owners and renters) to be aware of existing rules andCovenants. Mark Vlker proposed that the rules may need to be examined to see whethermodifications were needed. Holly Johnson reminded the Board that most exterior items,including private pools, sports equipment, signs, trampolines, etc. are governed byexisting ARC rules. All voted in favor, and the motion was passed. Action Item: ClarifyCovenants and rules for all homeowners. Assemble a list of items requiring ARCapproval, and items not requiring ARC approval. Begin work on a “Welcome Package”for builders and new residents, including information about VG’s Associations,management, amenities, Covenants and rules. – M. VlkerNext Meeting:The next meeting will be determined at a later date.Review of Action Items:Action Item: Clarify the current owner of the 19 lots with Community Development. – M. VlkerAction Item: Provide a list of repair applications for final Board approval. – J. BergerAction Item: Research and make recommendations whether placing a Lien is advisable ondelinquent property. – M. WarnerAction Item: Clarify Covenants and rules for all homeowners. Assemble a list of items requiringARC approval, and items not requiring ARC approval. Begin work on a “Welcome Package” forbuilders and new residents, including information about VG’s Associations, management,amenities, Covenants and rules. – M. VlkerAdjournment:The meeting was adjourned by unanimous consent at 8:30pm.Submitted:M.Vlker, Secretary July 15, 2008