November 2023 Board of Directors Meeting

DHPO, Inc. Board Meeting

Date: Thursday, November 9, 2023

Time: 6:30 – 9:00

Meeting was called to order at 6:40 p.m. and quorum was established. Board of Directors present: Tom Bowles (President), Ginney Regan (Treasurer) Lauren Fulton (Secretary), Members at Large: Kathy Bondesen, Larry Falter and Lash Russell. Interim VP Dave Weber only board member not in attendance due to travel out of state.

Treasurer’s Financial Report – Ginney Regan

·       2022-23 Year End Fiscal Closing Amendment and New Year 2023-24 Sept 2023 Closing summaries were reviewed and accepted by the Board of Directors.  Discussion of current fiscal account actions and results:

o   Internal audit in conjunction of contract CPA for prior years 2021-22 and 2022-23 were approved.

o   Based upon current budget projections and motion was made, seconded, and approved to transfer $20K DHPO Checking Account funds into DHPO Savings Account designated as “ECC Enforcement” funds for any future actions required.  Remaining Checking Account assets balance of $24 K are deemed sufficient for upcoming 2023-24 operating expense funding.

o   2023 State & Douglas County Fire Mitigation grant reimbursement/re-distribution funds to resident participants transactions will be processed separately utilizing existing DHPO Special Project bank account.

·       Properties for Sale or Market – Lot 70 under contract to closed Dec 2023, Lot 156 on Market 8/25, and Lot 169 recently placed on market closing sale 12/8/2023.  Three (3) properties are under Long-Term Rental – Lot 45, 92, and 116.

·       Welcoming Committee – Two new owners yet to meet, Lot’s 119 & 191.  New owners will be greeted upon occupancy.

·       DHPO Income Taxes were filed 11/3/2023 for past fiscal years 2021-22 & 2022-23.  DHPO organization filings were completed in October by contract homeowner specialist CPA, Nancy Foss.  (Board approved $1K budget expenditure allocation previously 9/19/2023.)  No tax liabilities for Federal & State Income taxes resulted.  Costs for CPA accounting services were $300 per tax preparation year, and $600 payment made 11/3/2023.

Secretary’s Report – Lauren Fulton

·       2023-24 Current Fiscal Year active membership count – 78 property lot owners at Sept closing.

·       Deerfield Directory 2023-24 – Draft version completed 10/15/2023.  Final directory publication scheduled in November. Members may request hard copy of directory.

·       Deerfield Website final updates will be completed following August’s domain vendor company change out.

Fire Mitigation Grant Status – Lash Russell & Ginney Regan

·       Summary of Resident Participation and Mitigation Activities with Colorado State Forest Service Representatives. (Front Range Arborists awarded contract bid and managed by CSFS.)

o   Mitigation work on 25 lots has been completed (of 28 lots that owners have committed)

o   18 lots are currently on the wait list.

o   Program may run into the spring 2024 depending upon winter weather.

·       We have received reimbursement for the first 17 lots completed from Colorado state.

·       Anticipate reimbursement funds from Douglas County will be released in mid-November.

ECC Activity – Tom Bowles

·       Darrell Gettman submitted update to Secretary 11/9/2023.  Following review will update website.

·       Board approved appointment of resident member Ron VanZandt as member of the ECC.

·       Board approved a motion to transfer $20,000 from the checking to savings account and denote the Wells Fargo savings account for ECC Enforcement.

New Business

·       Winter Social Saturday Dec. 9th.  Discuss detailed plans and execution tasks.

o   Cocktail hour will begin at 5:30 p.m., with dinner arriving at 6 p.m.

o   Venue is rented out the following day, so social will end by 9 p.m.  Cleanup activities early Saturday AM.

o   Board approved motion to allocate $3,500 toward the Winter Social.

o   Lauren volunteered to be the primary coordinator for upcoming Winter Social RSVPs. Need to confirm headcount with Maggiano’s the week prior to the event (11/29/2023).

·       Annual Meeting & Board Elections – Thursday February 8th, Franktown Fire Station

o   Discussion – Any Board candidates express interest to Board Members

o   Outline of Timetable requirements for candidate nominations and postings.

o   Suggestions for obtaining Board & ECC volunteer candidates?  Strategies for recruiting residents?

·       Discussed recent redlines to proposed Douglas County Zoning Regulations (New Home Occupations Sec 23 latest proposal sent out to Board Members). There will be another hearing scheduled with the planning committee (TBD).

The meeting was adjourned at 9 p.m.