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Minutes of DRHOA Board of Directors Meeting
1/20/2025 at 9:30 AM via Zoom

Attendees: Ron Lemieux, Holly VanDeursen, Bill Noyes, Carrie Hayden, Scott Prochazka

Others: Andrea Wilhelm & Gabby Ceballos (CPG), Jean Ray & Jim Chubrillo (owners), Tom Kelly (D&D Surveying)

The meeting was called to order @ 9:35 AM and with all board members present, a quorum was established.

b>Building Envelope Project Presentation – Tom Kelly, D&D Surveying
Tom Kelly provided a historical overview of D&D’s work with Dakota Ridge, explaining his project deliverable which includes two components. The first is a document that combines the existing 1982 recorded plat of Dakota Ridge, with the 1983 corrections and 1983-2024 re-plats, with the hand drawn existing 1982 recorded building envelopes. This document also details the 50’ MRE Zoned County setbacks that are in effect as of June 2024 and provides measurements relative to lot lines so that the envelopes can be clearly located and enforced on any new site plans for new construction or modifications. The second deliverable Tom reviewed with the Board was an aerial imagery version (created by drone), showing each lot, envelope, setbacks, and existing structures on each lot. He noted that although these documents were produced with best possible technology for accuracy, on-ground surveys may be needed for borderline cases.

The Board asked various questions with Tom confirming that although the updated envelope plat maps should be recorded, the County does not enforce envelope violations as long as homes are within setbacks. He further confirmed that per the original envelope map detailing five building envelope zones, only zones 1 and 2 are buildable. Some of the Dakota Ridge envelopes encroach on city setbacks, and Tom recommended that the HOA work with lot owners and surveyors to review and correct some of these errors. Approximately 10% of existing homes are outside HOA-designated envelopes but comply with county setbacks. Carrie suggested a meeting between Tom and the ARC to review findings. The Board agreed that the goal of this project was not retro-active enforcement, but rather to ensure all new construction or renovations are within the envelopes and that the envelopes are modified accordingly in the case of historical non-compliance and can be objectively and appropriately enforced when a new building submittal comes before the ARC. This project, the documents/deliverables, and scope/intent will be communicated to homeowners at the Annual Meeting. Carrie Hayden noted her lot was overlooked within both documents and Andrea said she would have Tom correct that oversight and add Lot 74 to the exhibits.

YTD Financial Review through 12/31/25
The Board reviewed year-to-date financials through December 31, noting net operating income is approximately $20.8K favorable. Water user fees were $16.9K greater than budget, and legal fees were $1.6K favorable. ARC administration and architect fees were $1.6K and $1.3K unfavorable, respectively, due to design guideline change support and lot-specific costs. Landscaping was $1.5K favorable, road maintenance $2.5K unfavorable, snow removal $12.4K favorable, and sign acquisition $1K favorable. Water system operations were $11.4K unfavorable, including CDC leak support and $5.3K in meter pit engineering oversight, with water contractor and maintenance expenses $1.7K and $3.6K favorable, respectively. Interest income was $5.2K favorable, and capital reserve dues showed no variance. Capital expenditures totaled $227K for water projects, $27K for road improvements, and $24K for wildfire/erosion mitigation, for a total of $295K versus a $249K Annual Budget. Capital Reserves stand at $373K, with one account slightly above the FDIC limit at $253K. Receivables are minimal, with $300 aged 60–90 days and the Lot 49 leak balance paid in full by the owners at year end as agreed.

Water System Updates
The Board discussed the possibility of reviewing the water fee structure to ensure equitable billing, as some lots routinely use significantly more water than others. To confirm whether our costs for water system maintenance, delivery, and use are appropriately and equitably shared and reflected in our current water rate schedule, Andrea offered to present a cost-per-gallon analysis and offered to provide quarterly historical data for the past two years at the next Board Meeting. Water system updates were reviewed, with Q4 showing the lowest gallons-per-minute loss since 2022. No homeowners exceeded usage thresholds, and billing remained $150 per household. Installation of Meter 1 was delayed due to the need for a separate vault, with additional project costs expected to be around $16K. Andrea is coordinating with Garrett on training interested Board members on the Badger software system once the final flow meter is installed, noting that Board members must use separate emails from personal meters. The Board agreed to review the water fee structure further at the next budget meeting and proceed with having CPG request bids from plumbers to audit each home during irrigation season as drafted last fall in the RFP by Civil Design Consultants.

Sealcoating Update & Collections Policy Update
The Board agreed to circulate the updated collections policy received from our outside HOA Counsel to homeowners with a 30-day comment period. The changes were recommended by HOA Counsel to keep Dakota Ridge in compliance with recent changes in Colorado law. Updates to the collections policy include changes to notification requirements, now requiring three separate contact methods. Andrea will circulate the policy documents and the “Save the Date” for the annual meeting to initiate the 30-day comment period. Andrea also confirmed that RMA is scheduled to sealcoat all roads as soon as possible in the Spring of 2026 vs. Fall 2026.

ARC Updates
The Board discussed a recommendation from the Architectural Review Committee (ARC) to update and adopt new procedures related to our neighborhood’s design and construction review processes. Carrie presented a new five-step design review and construction process, which includes pre-design review, submission of sketch design plans and topographic maps, construction management plans, and final inspections, with a $25K compliance and damage deposit required. This fee would be used to pay for the HOA’s architect’s review of proposed projects for compliance with our Design Guidelines and visual confirmation during and at the end of a project that the project was built as submitted and approved by the ARC. The deposit would also be used to repair any damage to our roads caused by the use of heavy construction equipment at the building site. Any funds not needed for these purposes at the end of construction would be returned to the Homeowner. Carrie mentioned that a deposit of this magnitude or greater was currently required by other comparable neighborhoods such as Catamount and Alpine Mountain Ranch. The Board discussed ongoing oversight, including Lot 43, and emphasized the need for improved communication with the County regarding building permits and inspections. Carrie also indicated her desire to step back from leading the ARC while remaining on the Board. The Board acknowledged Carrie, Dana, and Sarah’s extensive research into governance and design best practices and expressed their sincere appreciation for the ARC’s hard work.

The Board discussed next steps for ARC this year, including completing the review and restatement of the Design Guidelines, establishing systematic review and compliance procedures, considering third-party compliance inspections, and including enhanced fire mitigation requirements. It was recommended that a Review Committee be appointed by the Board of no more than five members, incorporating the current ARC members and two additional homeowners. This Review Committee will be asked to complete a restatement of the Design Guidelines by September 1, 2026, with the goal of completing any HOA vote by the second week of November 2026. The Committee is expected to be formed and begin no later than February 2026. Given the small amount of time remaining for this meeting, the Board decided to address the issue of the Lot 70 ancillary structures at its next meeting.

Other Business/Next Meeting Dates – Board, Annual, & Elections
The next Board meeting was scheduled for April 9th at 1 PM. The Annual Meeting was scheduled for May 11th at 4 PM. Regarding Board elections, Ron and Scott’s board seats are up for re-election and both members confirmed they will run for re-election. Andrea will send out the appropriate notices to the HOA in case anyone else is interested in running for either seat.

The Board meeting adjourned at 11:21 AM and all others not on the Board were asked to exit the meeting for an Executive Session.

Recorded by,
Commercial Property Group