Oct. 23, 2018 Meeting Minutes

INFORMATIONAL MEETING

Cowboy Church of Peyton
15504 Bradshaw Road
Peyton, CO 80831

October 23, 2018 7:00 p.m.

BOARD MEMBERS PRESENT:
President, Brooks Myers
Vice President/Environmental, Robert Cavanaugh
Treasurer, Debbie DeBaun
Secretary, Kim Watkins
Director, Carolyn Payne

BOARD MEMBERS ABSENT:
Wayne Boote

OTHER MEMBERS PRESENT:
Johanna and Ryan Bertram
Becky Milot-Bradford
Joe & Kathy Kistle
James and Mavis Quarles
John Parillo

PROCEEDINGS:

CALL TO ORDER
President Brooks Myers called the Informational Meeting to order at 7:00 p.m.

DISCUSSION REGARDING CHANGES/UPDATING THE BYLAWS

Brooks Myers presented a list of Bylaws that the HOA Board and Volunteer Committees would like to start reviewing and revising.  The goal would be to revise the Bylaws into an understandable language, remove contradiction, and update the verbiage. Debbie DeBaun stated that she would like to change the Bylaws first and then build on the Covenants afterwards.

Bylaws to be reviewed first:

Article II, Section 1, Filings 1, 2, 2A, 2B, 3 and 4:  Change wording for Filing, so it does not appear that we have six filings.
Articles II and III:  Define the difference between the types of meetings i.e. annual, special, membership.
Article II, Section 5: Change the verbiage to next business day.
Article II, Section 7:  Update to allow email notifications
Article II, Section 12:  Implement e-voting and fix typos
Article III, Section 6:  allow email and text notifications

DISCUSSION REGARDING CHANGES/UPDATING THE COVENANTS

Brooks Myers presented suggestions to updating the Covenants.  He stated that these are only suggestions; they should be considered by a committee and then prepared for a vote.  The committees are responsible for researching and presenting before any topics would be considered for change and then voted on by the members.  Brooks stated that he would like a standardized change across the filings.

Suggested Covenant Changes:

Clarify that dues are voluntary unless you want to vote on HOA issues
Change restriction on businesses to allow those that don’t increase traffic, such as on-line business
Clarify types of fencing
Clarify types of metal buildings
Bridle Easements-delete, modify or keep
Review Landscaping Covenant
Clarify the voting process for covenant changes
Delete reference Trail Bikes and Scooters

BRIDLE PATH EASEMENTS

Brooks Myers discussed the need for a Bridle Path Committee; this is the most complex issue to deal with. The committee will need to weigh the pros and cons; do we keep them, do we get rid of them, or do we revise them.  Debbie DeBaun stated that if the HOA takes them over, it will come with a high dollar to maintain and insure, not to mention the overall liability. Additional discussion was snow removal, grass mowing, gopher holes, steep easements, and legal issues.

ELECTRONIC VS. USPS

Brooks Myers discussed going electronic to save on mailing expenses.  Becky Milot-Bradford stated that there is a two-step process to sign up on the Peyton Pines Website.  The first allows you to get Website updates only and the second is a member mailing list. Debbie DeBaun feels that the USPS is reliable and is not confident that going electronic is fair to everybody.  She stated that it would be difficult to require everybody to sign up.

Becky suggested an opt in option for electronic ballots/notifications or receive by USPS mail.

Comments/Discussions:

Joe Kistle commented on the proper way to make these changes, the legality of it.  He stated that the language is contradicting, i.e. eligible to vote or entitled to vote.  Mr. Kistle checked with a lawyer regarding Bridle Path liability and he was told that there is no way to be waived of liability.

Becky Milot-Bradford questioned the amount of changes and has concerns, she suggested surveying the community and finding out what types of changes are palatable.

Ryan Bertram expressed concern of the variance that passed.  He stated that all property owners should have voted based on Section 10 of the Bylaws and the definition of Membership and Voting.  He questioned the next variance and wanted clarification and assurance that all would be mailed ballots.

Becky Milot-Bradford stated that Wayne Boote will need to submit a written resignation to be removed for the Board.  Otherwise he is still a board member and considered to be absentee.

ADJOURN

The meeting was adjourned at 8:05 p.m.  No attendees stayed for the Board of Director meeting that followed.

May 23, 2018 HOA Board Meeting Minutes

Board meeting 23 May 2018

Called to order at 7:08pm

Present:

Jerry Charles, Treasurer

Jason Darbyshire, Secretary

Samantha Munoz, President

Sharon Friedman, (absent)

Review and amend Annual Meeting Announcement and Agenda for 6-12-18

Corrections and Amendments read as follows:

JUNE 3 2018 is the Last day for online nomination forms to be submitted.

Rebecca Hussey is the first Board Nomination/Volunteer.

Jason Darbyshire is the second Board Nomination/Volunteer.

Correction that Danielle Cabuzzi was filling a temporary position towards the needs of environmental committee, and that is not a position she will fill past the Annual meeting date of 6-12-2018.

President Munoz made the motion to accept these changes and amendments.

Secretary Darbyshire Seconded the motion.

With not dissenting votes, Treasurer Charles motioned to move and accept these changes and amendments.

Meeting adjourned at 759pm.

May 18, 2018 Peyton Pines Homeowners Association Information Meeting Minutes

1. 05/18/18 Meeting called to order at 6:14 pm by President Samantha Munoz

2. Location: Cowboy Church of Peyton 15504 Bradshaw Road Peyton, Colorado 80831

3. Present Board Members:

President:  Samantha Munoz (234)

Vice President: Sharon Friedman (185)

Treasurer: Jerry Charles (231)

Secretary: Jason Darbyshire   (97)

Rebecca Hussey (via phone)

Guests: Bauknight (250), Kistle (216), (217), (276), Milot-Bradford (219), White (37), Liddle (239), Herz (237), Meara (32), Quarles (26), Bertram (27), Montez (*), Highfield (*), Sealander (253), J. Peyton (184, 191), J and C Payton (*), Bigger (*) Parillo (161), Giacalone (171), Smoot (85)

*= lot not identified at sign in

4. Introduction of HOA Attorney Steven Lebel at 6:16 pm

Mr. Lebel gave a briefing on current Colorado HOA law which was followed by a question and answer session and general discussion with members who were present. Topics included were:

  • Bridle Paths
  • Dues
  • Covenants
  • Proposed amendments to the current covenants and by-laws

5. Community Committee:

Mrs. Carolyn Payton offered as volunteer to head a possible community committee.

President Munoz then guided that any committee would need to be set up and established through the board and that any ideas on such a committee could be submitted to the board for consideration.

6. Following open discussion and having no further business to discuss, the meeting was adjourned at 8:00 pm.

A friendly reminder that the official website for HOA communications remains peytonpines.org.

February 23, 2018 Peyton Pines Homeowners Association Board Meeting Minutes

1. Meeting called to order at 6:00 pm by President Samantha Munoz

2. Location: Cowboy Church of Peyton 15504 Bradshaw Road Peyton, Colorado 80831

3. Roll Call of Board Members:
President: Samantha Munoz (234)
Vice President: Sharon Friedman (185)
Treasurer: Jerry Charles (231)
Secretary: absent due to employer obligation

Guests: Kistle (216), (217), (276), Bradford (219), Lafrenierre (105), White (37), Fitzgerald (68), Liddle (239), Herz (237), Parillo (161), Whitakre (211), Douglas (256), Nastro (223), Eisenbrown (204/205), Meara (32), Cabyzzel (170), , Tichenor (1), Seiler (129/130), Quarles (26), Douglas (256). Continue reading “February 23, 2018 Peyton Pines Homeowners Association Board Meeting Minutes”

November 3, 2017 Peyton Pines Homeowners Association Board Meeting Minutes

  1. 11/03/2017 Board Meeting called to order at 6:03 pm by President Samantha Munoz
  2. Location: Cowboy Church of Peyton 15504 Bradshaw Road Peyton, Colorado 80831
  3. Roll Call of Board Members:
    President:  Samantha Munoz (234)
    Vice President: Sharon Friedman (185)
    Treasurer: Jerry Charles (231)
    Secretary: Jason Darbyshire   (97)
    Guests: Kistle (216), (217), (276), Bradford (219), Lafrenierre (105), White (37), Fitzgerald (68), Liddle (239), Herz (237), Parillo (161)
  4. Review of Minutes from last meeting dated June 20, 2017

    Corrections to previous minutes: Under the heading ‘New Business,’ subsection A is amended to state “Compliant with by-laws and covenants.” (This correction replaces a typographical error that previously stated “colorant with by-laws and covenants”).
    Under the heading ‘Old Business,’ subsection 5b is amended to state ‘were legal.’ (This correction fixes a grammatical error in the previous version). No further corrections were brought forth.President Munoz presented a motion to accept the minutes with the corrections noted above. Secretary Darbyshire seconded the motion. The motion passed unanimously with no dissenting votes.
  5. Environmental Committee Report: Vice President Friedman discussed the multiple projects reviewed by the committee. The approval of the following requests:
    2 barns
    1 solar panel
    1 gutter
    1 paint color
    The committee addressed the following issues:1 report of excess trash on property (this complaint was also referred to the County Code Enforcement Office).
  6. Old Business
    President Munoz discussed the 2 year line item financial review which was requested of Jerry Charles at the June 13, 2017 meeting. The review was completed and posted on the PPHOA website in the first week of August, 2017.Jerry Charles and Robert Herz began the steps necessary for a mail-in ballot vote. Becky Milot-Bradford assisted in outlining the guidelines for this process as set forth in the covenants and by-laws.Maureen Fitzgerald stepped down from her position. Jason Darbyshire was nominated for and accepted the vacant board position.The 5 names nominated for mail voting were Samantha Munoz, Sharon Friedman, Jerry Charles, Jason Darbyshire, and Christina White.
  7. New Business
    Christina White stepped down from both her board position and removed her nomination for the mail in voting. This created a vacancy for the current board and on the mail-in ballot.The board was gathering names and bios via the PPHOA website for consideration for the open position vacated by Christina White. As of the cutoff date of October 27, 2017 no applications were received.Secretary Darbyshire briefed on the fiscal burden a mail-in ballot would place on the current HOA funds. Given the strict timeline detailed in the by-laws and covenants pertaining to a mail in ballot, and the lack of applicants to fill the ballot to five nominees, more time is needed prior to proceeding with the ballot process.Treasurer Charles briefed on the HOA taxes for both the previous and current tax years. Incomplete information was provided for the previous 2 tax periods. At issue was a misfiled (by Liberty Tax Co.) $7,000 capital gain which should have been filed as a $9000 loss. Edward Jones will mail a 1099B to Liberty Tax Co. to resolve the issue via an amended return. There is currently a loss of $2,200 in retained earnings. No refund is anticipated and the only expenditure is a $75 filing fee.The HOA retained a new insurance policy with Auto-Owners Insurance Company. This change resulted in a 30 % annual savings over the previous policy through State Farm ($706 savings yearly). Due to penalties and fines imposed on State Farm the HOA received 2 separate refunds:

    $456.85 on August 21, 2017

    $696.40 on August 29, 2017

    These funds were deposited in the HOA account.

    $12,500 was transferred from the HOA checking account to HOA savings. This transfer protects the funds from cyber-attack and allows the money to gain interest. Investment opportunities will be reevaluated at the next annual meeting.

    Following open discussion and having no further business to discuss, the meeting was adjourned at 7:25 pm.

Continue reading “November 3, 2017 Peyton Pines Homeowners Association Board Meeting Minutes”

June 20, 2017 Peyton Pines Homeowners Association Board Meeting Minutes

Draft

1. 6/20/2017 Board Meeting called to order at 7:25 PM by Samantha Munoz

2. Location:  Cowboy church of Peyton, CO grounds

3. Roll Call:
Board members present but not yet assigned to positions:
Samantha Munoz
Christina White
Sharon Friedman
Jerry Charles
Maureen Fitzgerald

Guests: Deborah DeBaun (Lot 228), Becky Milot-Bradford (Lot 219), Lynne Liddle (Lot 239), Teri & Robert Herz (Lot 237), Tommy Munoz (Lot 234), Stephen White Jr (Lot 37), Jason Darbyshire (Lot 97), and Rod Skaggs (Lot 185) Continue reading “June 20, 2017 Peyton Pines Homeowners Association Board Meeting Minutes”

June 13, 2017 Peyton Pines Homeowners Association Annual Meeting Minutes

Draft

  1. Meeting called to order at 6:05 pm by Dave Clary, at Cowboy Church of Peyton. Samantha Munoz, Acting Secretary arrived at 6:25pm.
  2. Roll Call:
    Officers present:
    President: Vacant position
    Vice-President: Dave Clary, acting
    Secretary: Samantha Munoz, acting
    Treasurer: Vacant position
    Environmental Chair: Vacant position

Continue reading “June 13, 2017 Peyton Pines Homeowners Association Annual Meeting Minutes”