Meeting Minutes

May 16, 2023

Call to order:

Meeting was called to order at 7:05 pm with introductions

  • Discussion of Robert’s Rules of Orders
  1. Attendance (A quorum was present):
    • Board Members:
      • Danny Bier (2023 co-president)
      • Alex Wolf (2023 co-president)
      • Sandy Schell  (Treasurer)
      • Brittany Meeks (Communications)
      • Andi Graves  (Secretary)
      • Christy Jones (Hospitality)
      • Kathy Walker (Member at Large)
      • Megan Johnson (Website)
      • Vorry Moon (ACC)
      • Matt Brown (ACC)
    • Neighbors:
      • Erin Bieniek
      • Lois Jacoby
      • Lila Greaves
      • Clayton Meeks
      • Janie Kurtz
      • Dorothea Diller
      • Joanna Davala

Arapahoe Highlands Civic Association Business

  1. Reading of Minutes of the previous meeting – moved that the minutes not be read. All in agreement.
  2. Reading of all correspondence and/or hearings
    • Neighborhood happenings (Notes: Add these to the newsletter)
      • We need to remove the metal spring/easter décor (Sandy will remove)
      • Thank you to Kathy for putting up signs for the meetings!!
      • School is almost out!  Be on the lookout for kids in the neighborhood
      • Reminder: Keep your vehicles locked! There have been break-ins of locked vehicles in the neighborhood.
      • We talked about trying to get a large neighborhood grant; potential to install technology that reads all the vehicles in and out of the neighborhood.
      • Reminder: please stop at stop signs!! Especially at the entrance!
      • Reminder: Please ensure you clean up your dog’s poop; and be mindful of how often they are peeing on the same spot on the grass.
      • Note: City of Centennial has movie kits for free; if any neighbors want to do this, the board would provide the $250 refundable deposit. Able to do this annually. 
    • Website/Membership form comments
      • Website comment from new membership form, recommended: James Peterson; recommendation for regular reminders in newsletters that feeding squirrels attract animals
    • New neighbors
      • New neighbors, Christy delivered a plant to welcome. Will get a membership form.
      • New neighbors, Liz, not moved in yet (+3 kids)
      • House under contract; will be new neighbors soon!
  3. Treasurer’s Report (Sandy Schell) – Did not discuss but did discuss and approve budget during this meeting; notes below
  4. Committee Reports:
    • Architectural Control Committee- Nothing to report
  5. Unfinished Business
    • Membership Drive Update
      • 67 households so far!  Beats 2022 numbers.
      • Expect ~5-8 additional during dumpster days
      • Budgeted for 70 households
      • Previously, in years past, we had ~80 people sign up.
        • Suggestion:  Divvy up anyone that has not signed up after dumpster days and call / reach out to the unpaid households. Denise was going to do that, but has not been able to do this.
      • Motion:  One neighbor did not submit the full $75 dues, discuss and decide if this constitutes membership for this neighbor.
        • Seconded by Lila Greaves.
        • Discussion: Amount that was paid was the amount that was due, due to the by-law changes of date.
        • Opposing view: Neighbors were given notice of change in by-laws in June 2022, and were given notice on the increase in dues from $50 to $75. There is nothing in by-laws that state pro-rating, including those that pay for membership during dumpster days. The expenses typically run from April to December, therefore it was decided to ask for the $75.
        • Motion to accept decreased dues from one member.
          • Majority voted to accept the dues.
    • Motion: Move that the excess charged to residents be refunded.
      • Seconded by Lois Jacoby.
      • Case: Minutes from June that we would not be doubly charged for any given month. Beginning Jan 2024, it would be fine to charge $75. In 2022, we paid dues from April 1 2022 through March 31, 2023.  They understood that we would not be doubly changed.
      • Against the motion: Opposing view: Understood concept; but it was a consensus of the old board. January brought a new AHCA board. Beginning in November, there was a lot of advertisement that the due increase would be voted on in the next meeting. Any neighbors that had a stake in it could join the meeting. We had 11 neighbors at the meeting. The vote at the time was to increase dues to $75. No mention at that meeting in terms of pro-rating the dues. Vote was by members, per the by-laws, and it passed unanimously. No one objected. Vote was based on the 2023 year.
        • When we changed the bylaws to calendar year, the budget was Jan thru December. Membership drive starts in March, to fund the activities in May through December.
        • If someone could not pay, we would not over charge people. In the September meeting it was discussed that, if someone isn’t happy with the $75, we would take it on a case by case basis if they could not pay the full $75.
      • For the motion:
        • We have paid dues through March 31, it does not matter when activities happen through March 31 2023. Budget does not have anything to do about when activities occur. Agreed that we paid dues through March 31 2023.
      • Against the motion:
        • We do not elect a new board until the end of January due to meeting cadence. Met in January to establish and nominate the board, and began the membership drive. We were already into March.
      • Against the motion:
        • If paid dues in 2022 by March, and were not asked to pay again by March 2023, that is 12 months.
      • For the motion:
        • For the last 35 years, we paid in the spring and it was good until the next spring. It is only good for 9 months. Next dues period was double paid for 3 months.
      • Against the motion:
        • [We all] understand it, but there is a level of understanding and appreciation for what the board does. What the board does matters. Board is giving time and effort, and we are thankful. There is a point where you say thank you and appreciate the activities the board creates. For one year, we may pay more- but we have given the neighbor their dues back. This is all optional, and it is a voluntary association. If we have something we think is wrong, then don’t join. This is not a corrupt corporation and they don’t deserve to be attacked.
      • Call a vote: We are voting on the motion to refund all neighbors the $18.75 (Difference of $75 and $56.25)
        • In favor: 2 neighbors
        • Opposed: 11 board/neighbors present.
        • Motion denied.
      • One additional comment: 60+ people already paying the full $75 dues are a clear majority in the neighborhood; it is a vote of confidence of the neighborhood that the dues are worth it. Majority rules.
      • We do get a lot for the money we pay annually. There is a raise in expenses, so this is expected.
      • Note: By-Laws file on website was updated yesterday with $75 annual dues and fiscal year
    • AHCA 2023 Directory Update
      • Update on progress
      • Timing for printing and distribution
      • Update:
        • Sandy copied the 2022 directory and made it a 2023.
        • Ensuring covenants and by-laws are up to date and reflect what current by-laws and covenants are.
        • Sandy has updated the names and address, Alex will QA the edits
        • Next Step:
          • We will have ~34 people that we do not have updated information for. We wanted it done by the end of May. Suggestion, wait 1 week until after dumpster/chipper when we get 5-10 (2022: 12 people) that filled out a  membership form and paid dues.
          • Need to determine how we want to contact the missing neighbors to try to get their updates.  (The Masters would help call these neighbors)
          • Goal: Directory ready to print mid-June
          • Directory will run from June to June
        • Distribution: Danny will coordinate distribution
    • Dumpster/Woodchipper days
      • Dumpsters are booked; same vendor, same time and locations as 2022
      • Chipper: Sandy spoke to Matt’s Maintenance; continued to use the same company as previous years.
        • They chip into their own trucks
        • Price increased from last year
        • Will be in the same location
      • Volunteer Breakdown/Needs
        • Sign-up is on the webpage, under the event section
        • Many slots still open!
        • Danny reached out to volunteers that will do dumpster days; 6 of 24 slots filled
      • Send an email to the neighborhood asking for volunteers for open volunteer slots
        • In email, indicate where the need is the greatest.
        • Megan and Danny will coordinate an email to ask for help from neighbors.
        • Email should also include link of where to sign up
      • Note: Kathy has signs that indicate do not fill the dumpsters unless the dumpster is being monitored. We will clarify what can and cannot be in the dumpster. It is currently online, but we can send it by email.
      • Will need a sign-in sheet and membership forms.
      • Keep set-up as-is
    • 4th of July
      • Where should this take place? Starting at the bottom of Gilpin Ct. Keisha is willing to cook and host.
      • Who will lead? – Megan and Christy
        • Christy will reach out to Candace to help coordinate the fire dept, mounted police
  6. New Business
    • 2023 Annual Budget – Review & Approve
      • Two grants only. Finalize budget and vote
      • Applied for all 5 grants, but we received 2. Because of this, we had to reduce our budget in some places.
      • Changes:
        • Reduced price for communication, which includes flyers
        • Note: We are combining the Bob Stevens BBQ with the 4th of July parade
        • Hospitality down to 275
      • Expenses v. Revenue: pretty even with the $2k base in the bank
      • Motion to approve 2023 budget: All approved, no opposed. Motion passed.
      • Note: if we spend beyond budget approved, we need to give neighborhood 10d notice
    • AHCA Facebook Group
      • Who owns this? — Fred’s son Sasha?
      • We have a neighbor that has volunteered to capture photos to recap events.
      • Would need to ensure that all neighbors are okay with photos to be posted online.
      • Danny and Christy will track this down.
    • Motion to have  Lila Greaves to apologize to Brittany, as the signs posted on her doors made Brittany feel uncomfortable and threatened, and when asked to remove them, Lila said she would not.
      • Opposed: Lila did not feel she was civilly harassing her, and anyone could see her address online. Will not apologize for putting up a meeting notice and the address.
      • For the motion: the words and terms coming through indicated that we were trying to be dishonest, you know the board and you’ve worked on the board. The words were very hurtful. They were not neighborly and kind, they were very aggressive. Understand how Brittany felt nervous of the intentions, as Lila has escalated the verbiage to being hurtful.
      • For the motion: this has not been an isolated incident. This same action has been done to prior boards and board members as they are being criticized and attacked. We all have the right to say when something is wrong, or have an opinion.
      • For the motion: If a person wants to change something that they see and think is wrong, email is not the process. Join a meeting, this is a process for making a change.
      • Call a vote: 2 neighbors opposed to the motion. All others voted for the motion.
    • Motion: Vote to censure/demerit Lila; antisocial behavior has occurred in the neighborhood. 
      • For the motion: Lila chose not to make an acceptable (to Brittany) apology and that is what brought up the motion to censure
      • Call a vote: 2 neighbors opposed to the motion. All others voted for the motion.

Adjourn:

Meeting called to a close at 8:25pm 

 Andi Graves submits these minutes, gratefully acknowledging the board’s help!

 

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