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.

Upcoming Community Survey

There has been a lot of discussion of possible amendments to our bylaws and covenants.  The HOA Board has decided to conduct a survey in order to gather input from our entire community prior to taking any action.

Please respond by email (board@peytonpines.org) or mail (Peyton Pines Homeowners Association, PO Box 158, Peyton, CO 80831) with topics you would like to see on the survey.

May 18 and June 12, 2018 Meeting Announcements

  1. HOA INFORMATIONAL MEETING

Date: MAY 18, 2018 (HOA Informational Meeting)

Location: Cowboy Church of Peyton (15504 Bradshaw Road)

Time: 6-7:30 PM

Guest Speaker: HOA Attorney Steven Lebel

Topics: Legal Status of Bridle Paths, Covenants, Annual Dues

Open discussion following presentation by Mr. Lebel.

  1. ANNUAL HOA MEETING

Date: JUNE 12, 2018

Location: Cowboy Church of Peyton (15504 Bradshaw Road)

Time: 6-7:30 PM

Agenda: (Sign-in and potluck) Voting Will Occur

  • If you are voting by proxy, please sign, date and deliver your proxy statement to the HOA Secretary at PO Box 158, Peyton CO 80831, or deliver at annual meeting. Proxy forms can be found on the Peyton Pines website (www.peytonpines.org).
  • Election of new Board members. Jason Darbyshire, Rebecca Hussey, and Danielle Cabuzzi are currently nominated for the three open Board positions. Others may be nominated before and at the meeting. Online and email nominations accepted through May 25, 2018.  Experience preferred in: leadership, legal, accounting, construction, organization, administration. To be elected you must own property in Peyton Pines and have your HOA dues paid. Interested? Sign up on the Peyton Pines website.
  • Current year in review and financial report
  • Open discussion

Questions: PO Box 158, Peyton, CO 80831 or email Board@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”

Agenda for Feb. 23, 2018 HOA Board Meeting

Date:  23 February 2018
Time: 6-7:30pm
Place: Cowboy Church of Peyton

Agenda

1.  Meeting called to order:

2.  Roll Call:

3.   List of Guests:

4.  Review of minutes from last meeting, dated: 11-3-2017

President announcement:  The board will complete the agenda items set for today, then attendance of all guests will be taken, and the floor will be opened for general discussion.  The time remaining at completion of Board agenda will be divided by the number of members who have questions, until the end of meeting time.

5.  Environmental Committee Report:

6.  Old business:

i.  There remains a need of a volunteer, to fill the fifth Board Position.

ii.  The Board continues to gather names and a bio for applicants to consider for the current fifth board position.

Submit to the board at: PPHOA, PO Box 158, Peyton, CO 80831, or email: board@peytonpines.org.

Applicants need to be eligible and entitled to vote, with current annual dues paid.

iii.  Mail voting status.

iv.  HOA Amended Tax returns 2015 and 2016.

v.  New HOA insurance policy dated 10-1-2017.

vi.  Money transferred to PPHOA savings.  The balance now in this account can be re-evaluated by the board, at or following the annual members meeting in June 2018.

7.  New Business:

i. Summary Review of Annual report Details.

ii. Thank you to all who have returned Annual Dues, preferred email or mail address, and surveys sent with 2017 Annual Report.

iii. Review of Suggestions presented in survey.

iv. Board responsibilities include considering the needs of our community with full consideration to Our Governing Documents.

v. Preparation of 2017 Tax Filing is underway.

vi.  Bridal Paths research has begun

8.   Open discussion. Questions not addressed during agenda or open discussion can be emailed to the board for research and response thru email or the next board meeting.

Upcoming HOA Board Meeting

Please watch the HOA website (peytonpines.org) for an announcement of the next meeting. It will be anticipated in between the middle to the end of February 2018. Once The Board has set an agenda, and confirmed meeting location date and time, it will be posted accordingly.

Regards,

Peyton Pines Homeowners Association Board

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”

November 3, 2017 HOA Board Meeting

Date:  3 November 2017
Time: 6-7:30
Place: Cowboy Church of Peyton

Agenda

1.  Meeting called to order:

2.  Roll Call:

3.   List of Guests:

4.  Review of minutes from last meeting, dated: 6-20-17

President announcement:  The board will complete the agenda items set for today, then attendance of all guests will be taken, and the floor will be opened for general discussion.  The time remaining at completion of Board agenda will be divided by the number of members who have questions, until the end of meeting time. Continue reading “November 3, 2017 HOA Board Meeting”