Minutes of the Charter Oaks Owners’ Association
June 27, 2015
Following the required written notice mailed/delivered to owners on April 17, 2015, the annual meeting of the Charter Oaks Owners’ Association was held on June 27, 2015 at the Dennis house (7820 Saxeborough Drive). President Dennis called the meeting to order at 5:10pm. Members of the following households were present; each household is entitled to one vote, except Kennedy, who owns two properties and is entitled to two votes: Adams, Burnside, Brainard, Call, Clouser & Petersen, Crandall, Dennis, Gresh, Herman, Huber, Jensen, Kennedy (2 votes), Richards, Scott, Watervoort, and Zerby.
Proxies were received from the following households, also entitled to one vote each: Metsch, Duff, Markham, Bommarito, Velez/Malynowsky, Cannataro, Antonioli/Otero, McNary, and Doogan.
President Dennis welcomed the new members of our neighborhood:
Tom Brainard and Anne Kellogg at 346 Suffolk Lane
Chad and Shannon Arnold at 7906 Coventry Drive
The meeting notes from December 2014 were reviewed by President Dennis. Gene Crandall made a motion to accept the meeting notes, Pat Richards seconded, and the majority voted in favor.
Aaron Huber presented the treasurer’s report. As of June 27, 2015, only 12 people have paid their HOA dues. The only expense from November 2014 – May 2015 was the training for the Charter Oaks website. The known upcoming expenses are insurance and trash service for 37 homes. The deadline for paying the HOA fees ($75/year) and trash is July 15, 2015. The trash has increased to $140/year because Haulaway is going to start picking up recyclables every week starting August 1, 2015. Haulaway will take large items such as sofas, etc. once a month if you call and let them know.
Aaron suggested that we may want to consider changing from First Bank to another bank that is closer since Safeway has closed which housed First Bank in Castle Pines. Helen Burnside suggested that we list the names of the people who are delinquent on their homeowner dues in the minutes. A motion was made to approve the recommendation of naming the people who are delinquent on their homeowner’s dues, seconded and the majority voted in favor of approval. The households who are delinquent with their HOA dues are: Lau and Singh. Gene Crandall made a motion to approve the report, Eric Petersen seconded, and the majority voted in favor of approval.
Alice Aldridge-Dennis asked if each household could update the household email list. It is stated in our bylaws that we must keep the information updated. If you would like to get the email list, please contact Alice. The list is not to be used for commercial purposes.
President Dennis shared that everyone has been pleased with the job that Michele Crandall and all the other ECC members are doing. Michele Crandall gave the ECC report. Since December 2014, the following actions have been taken by the ECC:
- Mackey, 7705 Saxeborough Dr, requested a variance for a garage set back and was denied.
- Ferguson, 7749 Coventry, requested to have a chicken coop. After discussion, they decided not to pursue it.
- Gresh, 7877 Saxeborough, submitted a landscape plan that was approved. Work will begin in September and will be finished in the spring of 2016.
- Scott, 297 Suffolk, requested to build a fence around the garden and was approved.
- Clouser/Petersen, 7932 Saxeborough, requested a setback for a garage which was approved. The garage expansion plans have not been approved yet.
- Gresh, 7877 Saxeborough, requested to stucco their house with a new color and add a new front door which was approved.
- Scott, 297 Suffolk, requested to re-paint their home with new colors which was approved.
- Mackey, 7705 Saxeborough, requested to add solar panels. ECC is currently waiting for plans.
It was asked if solar panels can be on the ground hidden by scrub oaks. The request would be considered with a submitted plan. President Dennis explained that in order to get ECC approvals for exterior changes, please go to the website www.charteroaksownersassninc.org and you will find a section for the ECC and you can email all the members via a link on the website or you can send an email to ECC@charteroaksownersassninc.org. The other members of the ECC are: Terry Adams, Val Antonioli, Pat Richards, and Frank Watervoort.
Jim Jensen has put together a new website and gave everyone a tour of how the website works. The website has changed from www.charteroaks.org to www.charteroaksownersassninc.org. You can go to either web address and you will be re-directed to the current site. It was asked if we could add to the website a neighborhood section where we list company recommendations and names of kids in the area that are available for mowing, house sitting, etc.
There was a discussion about having someone host a weather underground weather station with cameras. And if the association could subsidize it if approved by officers. The Crandall’s and the Gresh’s are interested in possibly hosting the weather station. Karin Watervoort made a motion for the officers to consider this suggestion, it was seconded by Gene Crandall, and the majority voted in favor.
Jim Jensen gave a report from the Sheriff’s Office: August 8th is a chemical round up at Shea Stadium in Highlands Ranch. See website for more information. During the summer, there is a spike in burglaries. Please lock your cars and keep garage doors closed. The phone scam is still active in Douglas County. Do not give out personal information over the phone. Beware of people who come to your house and ask to remove your dead trees. When you go to look at the trees, the other person goes in the house and robs you. Also watch for solicitors looking for work around your house. All solicitors are required to have a permit from Douglas County. So ask to see their permit if you want to make sure they are legit. Jim passed out no solicitation stickers from the Sheriff’s office. If you would like one, please contact Jim. We are not a no soliciting neighborhood.
Gene Crandall said that the water was flushed a few weeks ago. You should have received a letter about the quality of the water. This would be a good time to flush your water heater. Eric Petersen mentioned that they had been charged a late fee by mistake and suggested people look at their bills. If you have concerns about any late fees and have not had success with correcting the problem, please contact Gene Crandall and he can help you rectify the problem. The address for sending your payments has changed so please make sure you have the correct address. It was mentioned that the water board would like to be absorbed by a larger entity that would be able to have more resources to plan for the future and possibly be able to find a renewable water source.
There was some concern about some properties and the amount of weeds that are on the properties and not being taken care of. As a homeowner, you can spray a broad leaf herbicide to remove the weeds. Here is a link to Douglas County’s website listing the noxious weeds: LINK. There was a discussion about looking into contacting Weed Wranglers to try to get a group discount for all the homeowners who would like to have their properties sprayed twice a year. If you would like to enroll in the program of getting sprayed twice a year, it would be another fee included with your yearly HOA fees. Gene made the motion to have the officers look into getting a quote from Weed Wranglers, seconded by Mark Kennedy. The majority voted in favor. The motion passed.
If you have any concerns about the appearance of a home in the neighborhood, please contact Michele Crandall and she will look into the matter and talk with the homeowner if necessary.
There was a reminder to drive the speed limit in the neighborhood. If you see someone speeding in the neighborhood, get their license plate number and you can call the Sheriff’s Office (303-660-7500) and report the problem.
There was a call to vote on officers and the At-Large board member to serve until the next annual meeting. The present officers agreed to serve again. Stephanie Gresh agreed to run for Secretary to replace Monica Keady and Bill Doogan agreed to run for the At-Large board member to replace Sam Markham. A secret vote was held. There were no write-ins.
The following were elected.
President Michael Dennis
Vice President Jim Jensen
Treasurer Aaron Huber
Secretary Stephanie Gresh
At-Large board member Bill Doogan
The meeting adjourned at 6:45pm.
Respectfully submitted,
Stephanie Gresh
Secretary, Charter Oaks Owners’ Association