WOODBRIDGE STATION HOMEOWNERS ASSOCIATION, INC. th c/o Homeowners Concerns LLC, 2200 E. 104 Avenue, Suite 111, Thornton, CO 80233 Ph: 303-450-0910 Fax: 303-252-7405 E-mail: firstname.lastname@example.org Web Site: www.homeownersconcerns.com MINUTES OF THE ANNUAL HOMEOWNERS MEETING NOVEMBER 20, 2008 Board Members Present: Randy Smith, Joe Plesha, Allen Bradley, Dana West Absent: Eugene Ahlswede Management: Homeowners Concerns LLC – Steve Goral & Sheri Bailey Guests: Tony Murphy, City of Thornton Code Compliance Officer Rod Norman, A & A Quality Fence CALL TO ORDER The 2008 Annual Homeowners Meeting was called to order by Randy Smith at 7:03 p.m. INTRODUCTIONS The Board members and management agents introduced themselves to the homeowners in attendance. PRESENTATION BY CITY OF THORNTON CODE COMPLIANCE OFFICER TONY MURPHY Tony Murphy gave a presentation to the membership regarding some of the services offered by the City of Thornton’s Code Compliance Department including the following: Graffiti Removal – The City of Thornton will provide this service to homeowners FREE of charge. All that is required is that homeowners sign a waiver allowing the City of Thornton to remove graffiti from their property. This would exclude property owned by the HOA, such as fences, etc. Motor Homes – The City will issue 3-day permits allowing RVs to park on City streets temporarily. Garage Sales – The City allows no more than 2 garage sales per year per household. Contact Neighborhood Services for more information at 303-538-7600 or email@example.com. After regular business hours, please contact the City of Thornton Police Department. The next newsletter will contain more information on the Neighborhood Services Division. PRESENTATION BY ROD NORMAN OF A & A QUALITY FENCE The Board has had much discussion over the past several months regarding replacement of the existing wood fence around the perimeter of the community with a composite material fence. Rod Norman presented a sample composite material fence with plastic and texturing that looks very much like wood. This type of fence is very graffiti resistant and can be cleaned with soap and water. High density polyethylene playground equipment and truck bed liners are made from this same material. If a picket is damaged for any reason, it can be returned to the factory and reground. The design of the fence is tongue and groove with steel reinforcement on the inside. This fence would be warranted for 30 years. The company that manufactures this type of fence has been in business since 1952 or 1954 and they have been manufacturing this particular type of fence since the 1990s. They are located in Centennial. The proposed fence would be 6 feet tall (approximately 1.5 inches shorter than the current wood fence) and the color would be similar to the current wood fence color. The price per linear foot for this type of fence is $40.00 and the amount of fence to be replaced in total is 7,200 linear feet for a total of $288,000. If the existing wood fence is replaced with another wood fence, the total price would be approximately $160,000. The timeframe to complete this project is over the next 3 years. Much more discussion will be had in the coming months at the regular Board meetings regarding the course of action for the perimeter fence. QUORUM Association President Randy Smith announced that a quorum was established for the transaction of business with 20 homeowners present and 13 proxies submitted. PROOF OF NOTICE The Notice of Annual Meeting was included in the last newsletter and also mailed to all homeowners of record within the timeframe established by the governing documents. APPROVAL OF 2007 ANNUAL MEETING MINUTES A motion was made by Gary Hitzeman, seconded by Dale McCall to approve the 2007 Annual Meeting Minutes as presented. Motion approved by all in attendance; motion carried. STATE OF THE COMMUNITY Randy Smith highlighted the major items affecting the association over the past year: One of the biggest expenses of 2008 was the replacement of the drainage pump on Summit Grove Parkway at a cost of approximately $3,500.00. Several trees were planted throughout the community. The irrigation system was repaired and the heads converted to low-flow in order to conserve water. Covenant Fine Structure Raised - Fines were raised after ample time was given to violators. This was done not to raise money for the association but instead to gain compliance. Collections – Several court cases were filed against delinquent homeowners, which proved to be very successful. FINANCIAL REPORT Association Treasurer Allen Bradley summarized his review of the year-to-date financial reports and the proposed 2009 budget. The association remains on budget with the exception of the drainage repair and the lien/legal expenses. Lien and legal expenses are a reimbursable item, so this becomes a timing issue. The plan is to put an additional $13,000 in reserves next year for the fence project as opposed to $10,000 in years past and increase the dues $20.00 per homeowner in order to save another $100,000 over a 5-year period to place into the fence fund. The new Board will be looking at the questions of if, when and how to replace the fence. Currently, the association does not have enough money for this project. Some options to raise this money include: Increase the dues assessment $20.00 per year per home. Levy a one-time special assessment of $500.00 per homeowner. Take out a loan. (Board voted that this was not an option.) The fence project could be started in two years and completed in three years which would allow additional time to raise the necessary funds. Additionally, the vendor has agreed to multiple disbursements which could be made at timely intervals as opposed to one payment in full for the entire project. A motion was made by Gary Hitzeman, seconded by Barry Gore to approve the 2009 budget as presented. Motion approved by all in attendance; motion carried. NOMINATIONS FOR BOARD MEMBERS With no nominations from the floor, each previously interested candidate gave a brief explanation on the reasons they would like to serve on the Board of Directors. Since there were three candidates and three open positions, the membership present elected the following three homeowners to the 2009 Board of Directors by affirmation: Tom Giroux Scot Meyers Bruce Petersen Congratulations to your three new Board members! OPEN FORUM Some items of concern raised by homeowners included: o Garage Can Letters corresponding with trash pickup day o Stepping up maintenance and trash pickup along Summit Grove Parkway o Communication (call backs) regarding covenant concerns o The new DRC document will be completed and delivered soon o Better communication (mass emails) – Will be published in next newsletter o More information in new homeowner welcome packets (possibility) DRAWING FOR FREE 2009 DUES And the winner is…………..Erika and Dale McCall of 13112 Summit Grove Parkway. Congratulations! ADJOURN With no further business to be conducted, the 2008 Annual Homeowners Meeting was adjourned at 8:57 p.m.