9.9.17 RREHOA Annual Meeting Minutes

RRE HOA Annual meeting September 9, 2017

The meeting was called to order by President, Amy Okubo. All Board of Driectors members were present. A quorum of homeowners was present in person or via proxy.

Amy went over the ways Proof of Notice was accomplished as required.

Amy mentioned secretary’s minutes are available online.

Treasurer Julie Orbanosky reviewed our budget and the possible reduction of HOA fees. The yearly budget will be covered by lower HOA fees and we will continue to have money to set aside for unexpected expenses. A motion was made and ratified to reduce HOA fees to $300 per year. A vote was taken and the new fees ratified unanimously.

The proposed budget for 2018 was presented, discussed and ratified unanimously.

Mark Turner reviewed grounds maintenance and the reduction of dues being made possible thanks to Mike Scally’s hard work getting quotes for landscape maintenance. Discussed updating the community perennial beds.

Amy went over being neighborly and not parking in front of mailboxes or across from peoples driveways. She also mentioned the new ACC fine of $500 if changes to landscaping over 24 inches, paint colors, pergolas and other changes to exteriors were not first approved by the ACC committee

David reviewed the benefits of a volunteer HOA board vs. hiring a 3rd party service who doesn’t have a vested interest in our neighborhood. A call for new volunteer board members was made. No one stepped forward. The current Board was re-elected.

Floor was opened to discussions of thoughts and suggestions.

Meeting Adjourned

1.29.17 RREHOA BOD Meeting Minutes

RREHOA board of directors 1/29/2017 Meeting Minutes

Attendees: Amy Okubo, President; Julie Orbanosky, Treasurer; Jen Bartlett, Secretary; Mark Turner, Director of Grounds; David Silverstein, Director; Mike Scally.

  1. Minutes from Annual Meeting approved and will be posted on the website.
  2. Discussed whether Mike Scally would replace Mark as Director of Grounds or if he would help Mark in overseeing costs and hiring grounds help as needed. It was decided that Mike would not join the BOD but would oversee grounds.
  3. Went over the budget. Mike brought up he had worked at getting new bids for Park maintenance. Discussed the bids and voted unanimously to replace current landscape contract with Cut and Grow for a new lower fee of $5378 which includes Spring Cleanup, weeds & trim, Fall Cleanup, fertilize grass 3X, aerate 2X and tend to both islands as well as the park. Mike Scally is the contact.
  4. Tree maintenance was discussed. Motion was made by David to allow Mark and Mike to decide. Unanimously approved.
  5. The continued need for the storage locker was discussed. Voted unanimously not to renew the storage locker and to sell or discard items if Tim and Katie do not want items.
  6. Snow removal on Park sidewalk was discussed. Since no one is specifically responsible for shoveling it, it was discussed paying neighborhood kids interested in $10 and hour and checking in with Amy at the beginning and end of the shoveling. Motion was made by David and voted on unanimously.
  7. Discussed making it easier for people interested in making exterior changes to their property to find the ACC members. Jen said she would add it permanently to the newsletter announcement section. Fine in the future up to $500 for project start with out approval.
  8. Discussed increasing the neighborhood insurance policy. Motion to make it up to $ 2 million.
  9. Annual meeting will be held on Sept 9, rain date will be Sept 10. Meeting will be held at 3.
  10. Next HOA meetings will be April 2 and July 9 at 5pm to discuss Budget and Catering.

Meeting was adjourned @ 7.

RREHOA Annual Meeting Minutes 9.10.16

RREHOA Annual Meeting Minutes 9.10.16

Meeting called to order by President, Amy Okubo at 3:25 pm. 43 homeowners were represented, enough for a quorum and to vote to change amendments. Amy stated that meeting Proof of Notice was accomplished as required.

Sharon had nothing prepared to review; stated all minutes from previous meeting are available on our website.

Julie reviewed our budget. We were only a little over last year’s approved budget and this year’s proposed budget is entirely covered by HOA annual dues. We have a $22K CD in case we need to resurface Moonstone. We also have some reserve in savings. A motion was made and seconded to ratify proposed budget. There was no further discussion and the budget ratification was unanimous.

Mark reviewed all the work that was completed in our park the last year. Mark commented that anyone is welcome to get quotes for budgeted work grounds work and to contact him if interested in doing so. He also commented that there is no guarantee regarding how much longer we will have the cottonwood tree, but we’re hoping for another 5-8 years. Jerry Morrison commented that we should all be trimming maple trees in our yard. They are all so big and thick and could be severely damaged or cause damage in a significant storm.

Amy discussed HOA board members not waiving their HOA dues so we wouldn’t all have to get certified as required by law for HOA management teams/firms which are compensated for performing such duties.

Amy addressed the issue of amending our bylaws to disallow chickens and Vietnamese pot-bellied pigs in RRE. The motion was made and seconded and no further discussion ensued. The vote was unanimous to not allow said animals in RRE, even though they are allowed in Longmont.

Amy publicly thanked Vanessa Anderson for reviving/painting the goose in our park. Everyone present was very complimentary and thanked Vanessa.

We voted unanimously to have Jen Bartlett replace Sharon Ogez as HOA secretary and all other officers were reinstated.

Mike Scally reminded everyone to get preapproval for any landscaping changes. He also reminded everyone to keep properties weed-free and remove dead plantings. Make sure all trees over a sidewalk have at least a 7′ clearance and keep sidewalks free of plantings and weeds.
Kelly asked people to drive more slowly in the neighborhood and to remind their children to do the same.

Meeting adjourned at 4:10 pm.

Original approved by each member of the Board on January 29, 2017 and on file with Board President.

7.16.16 RREHOA BOD Meeting Minutes

Rainbow Ridge Estates HOA Board of Directors 7/16/16 Meeting Minutes

Attendees: Amy Okubo, President; Julie Orbanosky, Treasurer; Sharon Ogez, Secretary; Mark Turner, Director of Grounds; David Silverstein, Director

  1. Reviewed proposal by RRE resident Vanessa Anderson to repaint the park goose. Motion by Julie to approve expense reimbursement up to $500. David seconded the motion and all approved. All agreed to Vanessa’s option #6 for the repaint. Mark and David will try to remove the “nest”.
  2. David will discuss surveillance cameras in RRE at annual meeting to gauge interest before pursing idea any further.
  3. Julie discussed the need to make sure any work done for the HOA (eg, landscaping) needs to have an estimate and board approval before work is performed and bills presented for payment. We all agreed that estimate/approval/work/payment process needs to be more consistent and no bills will be paid without prior approval of estimate.
  4. Sharon motioned to approve expenditure of up to $300 for Amy and Julie to buy additional perennials to plant in the park. Mark seconded and motion was approved.
  5. Amy stated several realtors have asked her whether chickens could be kept by RRE residents as allowed by City of Longmont. We all agreed to have residents vote to amend the bylaws to disallow chickens in RRE. Amy will provide wording and issue will be put to a vote at annual meeting. 75% majority of residents are needed to approve amendment.
  6. Annual meeting preparation was discussed. Sharon and Julie will prepare proxies, agenda, and budget to be distributed no later than August 10th, as required by bylaws for amendment change notification. We all agreed to have Georgia Boys cater again. Sharon will distribute invites, buy beverages, and coordinate with Georgia Boys. Amy will provide music and games. Mark will get ice if needed.
  7. Minutes from 4/10/16 HOA BOD meeting reviewed and approved.
  8. Next HOA BOD meeting scheduled for Sunday, 8/7/16 at 5:00. Back-up date 8/8.

Annual HOA meeting/picnic scheduled for Saturday, 9/10/16 with rain-date of 9/11/16.

  1. Julie motioned to adjourn the meeting; Sharon seconded. All agreed. Meeting adjourned.

BOD email to community 4.20.16

Greetings Rainbow Ridge Estates homeowners,

As we enter into the warmer months, your board of directors has two requests to make of you.

First, please be kind and courteous to one another with regard to your dogs. Please be sure to pick up after your dog poops. As a dog owner myself, I routinely pick up the poop of dogs other than my own that is left in the park or on my lawn. It is gross, to say the least!

Also, many of our lots are close to one another and, even with the larger lots, the sounds of dog barking carries far and wide. Being awakened in the night by a barking dog or listening to more than about 2 minutes of barking mars the beauty of our lovely neighborhood. Please be kind to your surrounding neighbors and promptly stop your dog(s) from barking. 

The second request regards the Architectural Control Committee. As the neighborhood matures, houses sell to second and third owners, and needs change, following the ACC guidelines is becoming more and more critical to keeping the harmonious and elegant look of the neighborhood. 

I am attaching a highlighted copy of the guidelines which draw attention to when ACC approval is needed. 

I have also taken the liberty of highlighting what can happen if you choose   not to seek ACC approval. The HOA has the authority to remove, at your expense, the offending items. We do not want to go down this road and kindly request your voluntary cooperation.

The guidelines can also be found here. http://www.rainbowridgeestates.com/wp-content/uploads/2014/03/RRE-HOA-Design-Guidelines.pdf 

To summarize when you need ACC approval in one sentence: If you are changing the exterior appearance of your home, adding permanent structures such as play sets or playhouses, or changing landscaping from its original appearance, you need ACC approval. 

To summarize when you DO NOT need ACC approval in one sentence: If you are repainting within the original palette, replacing similar sized and appearing landscaping items or planting anything that at it’s mature height will be less than 24 inches, you DO NOT need ACC approval. 

Thank-you for reading this lengthy missive and please be kind to your neighbors!

Amy Okubo

RREHOA Board president 

Board of Directors Meeting Minutes 1.11.16

Rainbow Ridge Estates HOA Board of Directors 1/11/16 Meeting Minutes

Attendees: Amy Okubo, President; Julie Orbanosky, Treasurer; Sharon Ogez, Secretary; Mark Turner, Director of Grounds; David Silverstein, Director

  1. Minutes from August 22, 2015 Annual HOA meeting approved. Amy will post on website.
  2. Discussed problem of ice build-up on roads since last storm. Safety concern discussed since our roads have been iced over for several weeks. Agreed to hire a private firm for this winter on a trial basis. Sharon located a firm willing to plow our roads on an “as-needed” basis (call from us when snow is greater than 3-4”, followed by cold weather) at $75/hour. Little Tornado, Home and Yard Service, Troy Hughes. Mark motioned we pursue this effort unless TNT has a similar/better rate. Sharon seconded the motion.   All agreed. Sharon will also ask Troy about clearing sidewalk adjacent to park.

Update 1/12/16: TNT is slightly more expensive and wants a contract rather than an “as needed” basis. Board agreed via email for Sharon to follow-up with Troy Hughes of Little Tornado.

  1. Julie discussed budget. Roughly, the dues cover our bills, although we do have a surplus this year because of transfer fees and HOA BOD’s paying dues. Julie will have more budget details at the next BOD meeting where we will discuss how to spend the excess money. Julie also noted the books are not based on an annual calendar as required per our bylaws. Mark motioned the books be realigned with an annual calendar and Sharon seconded the motion. Everyone agreed and Julie will work on this.
  2. Amy agreed to send out a letter to all HOA members regarding barking dog complaints. Sharon to provide Amy with most current email list.

 

  1. David led discussion about potential surveillance cameras in RRE. We all agreed it was an idea worth pursuing and David will gather and forward more information. Further discussion at next meeting.

 

  1. Next HOA BOD meeting will be held on Sunday, 4/10/16 at 5:00. Back-up date 4/11. Another HOA BOD meeting scheduled for Sunday, 8/7/16 at 5:00. Back-up date 8/8.

Annual HOA meeting/picnic scheduled for Saturday, 9/10/16 with rain-date of 9/11/16.

 

Mark motioned to adjourn the meeting; David seconded. All agreed. Meeting adjourned.

Minutes of Annual Meeting 8.22.15

Rainbow Ridge Estates HOA Annual Meeting 8.22.15 Meeting Minutes

Attendees: Amy Okubo, President; Julie Orbanosky, Treasurer; Sharon Ogez, Secretary; Mark Turner, Director of Grounds; David Silverstein, Director

1. Meeting called to order at 3 PM by President of BOD, Amy Okubo
2. A quorum of homeowners consisting of 36 out of 68 lots was present in person or by proxy.
3. The notice of meeting was confirmed to have been sent in accordance with the Bylaws, Article 3, section 3.5.
4. Owners were informed of content on website including Secretary’s Minutes.
5. Recap of last year’s activities was presented including Christmas donations to Mountain States Children’s Home, Holiday Decorating of the neighborhood entryways, Spring Egg Hunt held in the park, Neighborhood Holiday Parties (Olsen – Halloween; Self – Christmas; Fahy/Katuna – St. Patty’s Day) and a call for additional people to consider hosting a party was made.
6. The Treasurer’s Report was provided by Julie Orbanosky, Treasurer.
a. The Budget was ratified with no objections, an announcement was made that Board Members will be paying dues in 2016 and dues will remain at the same level as in 2015.
7. The Grounds Report was provided by Mark Turner.
8. An Architectural Review Committee Presentation was given by Michael Scally. This presentation outlined areas that need ACC review and those that do not need review.
9. President, Amy Okubo, addressed the homeowners regarding calls for new BOD members and participants to organize social activities.
10. Members voted to reinstate current Board Members as follows:
i. President, Amy Okubo
ii. Vice-President, David Silverstein
iii. Treasurer, Julie Orbanosky
iv. Secretary, Sharon Ogez
v. Director of Grounds, Mark Turner
11. The floor was opened for issues and ideas from HOA Members but none were introduced. The consensus was that all is going well.
12. Meeting was adjourned at 3:40 PM

Annual Meeting Agenda 8.22.15

RRE’s Annual Meeting and Block Party

Saturday, August 22, 2015

Our park; 3:00-7:00

Join us for our Annual Meeting and then socialize with your neighbors! Your HOA will provide grilled meats, drinks, and some fun, family activities. Please bring a side dish to share and chairs for your comfort. Please RSVP to Sharon Ogez, sharon@ogez.net so we can plan the correct food quantity. And please volunteer to help set up or clean up! If you cannot attend, please give a signed proxy for your vote to our President, Amy Okubo at 1319 Jade Lane. It is imperative that we have a majority vote, without which we cannot effectively be a self-managed home owners’ association.

Meeting Agenda

  1. Call to order, 3:00 pm, by President, Amy Okubo
  2. Certification of Proxies and Roll Call, Amy Okubo
  3. Proof of Notice of Meeting (emails, newsletters, mailers), Amy Okubo
  4. Secretary’s Minutes available from 2014/2015
    1. Recap of last year’s activities – Mountain States Children’s Home, Decorating Holiday Entryways, Spring Egg Hunt, Neighborhood Holiday Parties (Olsen – Halloween; Self – Christmas; Fahy/Katuna – St. Patty’s Day. Please Contact Sharon Ogez if you would like to host a neighborhood party or organize a neighborhood activity.
  1. Treasurer’s Report, Julie Orbanosky, Treasurer
    1. Ratification of the Budget
    2. Board Members dues
    3. Notification of change to dues waiver for board members
  2. Grounds Report, Mark Turner
    1. Overview of work completed and future plans
  3. Architectural Review Committee Presentation
  4. Messages from the President
    1. Call for new HOA Board members
    2. Vote to reinstate current Board Members
      1. President, Amy Okubo
      2. Treasurer, Julie Orbanosky
      3. Secretary, Sharon Ogez
      4. Director of Grounds, Mark Turner
      5. Director, David Silverstein
  1. Issues and ideas from HOA Members
  2. Adjournment

 

 

 

Board of Directors Meeting Minutes 7.6.15

Attendees: Amy Okubo, President; Julie Orbanosky, Treasurer; Sharon Ogez, Secretary; Mark Turner, Director of Grounds; David Silverstein, Director

  1. Minutes from 6/1 HOA meeting approved. Amy will post on website.
  2. Annual HOA meeting notice, agenda, and proxy needs to be mailed by 7/20. Sharon and Julie to meet and confirm addresses. Sharon also to send via email and evite. We decided to have a very low key event. Hula hoops, water balloons (Amy’s girls), and catered food (Sharon to organize). Side dishes and desserts will be requested.
  3. We all agreed to visit the storage locker on Saturday, 7/11 to take inventory.
  4. Discussion regarding complaints of rental property growing hemp and not maintaining yard standards. Not sure if growing hemp is illegal. Amy and David to investigate zoning laws. David will put together a methodology for future complaints/HOA bylaw infractions. Process to include an initial voice notice with request to take care of problem, followed by a letter staying compliance required or HOA board would request appropriate action and send bill to owner. David to review process at annual meeting.
  5. Julie suggested we have a lawyer on “stand-by” to handle any HOA legal issues. Amy will f/u with someone from her office.
  6. New HOA regulations state HOA members must be certified if they are paid for services. Or, an outside management firm can be hired to run the HOA. Sharon made a motion that HOA dues will no longer be forgiven for board members. Mark seconded the motion and everyone agreed.
  7. Julie noted that she is the only person authorized to sign checks from our accounts. Both Amy and David will be added to the authority list.
  8. Discussed further need for weed abatement in park grass areas. Also suggested we install metal edging in planting areas to deter encroaching weeds. Mark to discuss with TNT and Rocky.
  9. Julie will register our HOA with the appropriate regulatory and tax agencies. We have been registered, but needs to be done annually.

Board of Directors Meeting Minutes 6.1.15

Attendees: Amy Okubo, President; Julie Orbanosky, Treasurer; Sharon Ogez, Secretary; Mark Turner, Director of Grounds

  1. Minutes from 2/24 HOA meeting were reviewed and approved. Amy will post on website.
  2. Julie updated expenses to date. Operated at a loss last year, but 7K+ surplus this year, plus 21K CD. She will have annual expenses at the annual HOA meeting. Julie raised the question as to whether or not the HOA should increase liability insurance. She will f/u with more information and present at next meeting.
  3. Transfer fee of $150 was discussed and everyone agreed not to consider raising the fee.
  4. Regarding 6/3 meeting in Denver to review new HOA guidelines. Nobody from the board can attend the meeting, so Amy will request summary/minutes of the meeting for us to review/discuss at our next HOA BOD meeting.
  5. Reminder that our website contains meeting minutes, HOA bylaws, covenants, HOA email address (rainbowridgeestates@gmail.com), etc. If budget/financial information is needed, Julie should be contacted for password. Sharon to include this reminder again in Noel’s next newsletter.
  6. Mark requested we hire Rocky to perform monthly services in the park, to include weeding, replacing dead shrubs and planting in bedding areas. Rocky will work about 2 hours per week as his schedule allows. RRE will pay him $280/month for 5 months, plus materials. This is essentially the same as paying him one time for all the work, but allows him the flexibility of working in the park when it best fits his schedule. Sharon made a motion to retain Rocky at $280/mo for 5 months. Julie seconded the motion, and it unanimously passed. Mark will f/u with Rocky regarding fall clean-up charges.
  7. We all discussed the need for clarification of HOA landscaping guidelines and implementation of those guidelines.   We all agreed to have a member from the architectural review committee give a presentation at the annual meeting. Amy to f/u.
  8. Amy raised the issue of Secretary duties in light of Sharon taking over Secretary position from Kate Olsen. We all agreed that all the social activities that Kate spearheaded were beyond the Secretary duties. We discussed bringing a “social director” onto the board, but the bylaws only allow for 5 members. We agreed that Sharon will continue to ask in general emails and/or Noel’s newsletter for volunteers to coordinate “extracurricular” activities.
  9. Annual meeting has been scheduled for 8/23 at 3:00. Sharon to schedule a “field trip” to the storage facility prior to the annual meeting. We need to inventory what is in the storage facility and clean up/organize it.
  10. Next HOA BOD meeting is scheduled for 7/2.