Mapleton Home Association

The meeting was called to order at 6:34pm on March 27, 2012
Present were President Kurt Bischoff, Vice President Maggie Barber, Mgmt Committee Chair Isabel Sanchez, Treasurer Harry Evenstad, and Property Manager Tom Shockcor.
The minutes from the previous month’s meeting were read and approved with a few amendments to add clarity.
Resident’s will be able to review the financials of the park by emailing Harry Evenstad. It is also a goal of the board to have copies of the financials at the quarterly meetings of the MHA.
The Board is beginning to consider its options, under the master land lease, to get the infrastructure on the north side updated. More information is needed from Thistle Community Housing.
The board is still trying to find out whether the park residents want to organize to get ECO Passes for the park. There is a survey that the MTA needs completed in order to give us a quote for how much it will be. The board hopes for a 70% response from the residents.
The manager’s report: Discussion of one delinquency. The tree planting went well. The board discussed increasing the amount of money spent on tree maintenance to ensure resident safety. Money was moved from “landscape replacement” into the “tree replacement” budget to cover the recent plantings. Money from the “stump-grinding” budget was moved into the “tree trimming” budget.
Electrical problems and emergency tree trimming spent the majority of the Management Company’s contingency fund.
The idea of using zeroscape in some common areas was discussed.
Treasure’s report: The MHA went a little bit over the “accounting budget” as a result of having the accountant revise the balance sheet to reconcile the transition from Hast & Co. The board is looking into getting a “whistle blower policy.” The 2011 MHA tax returns are completed. The board discussed setting up a password protected “google doc” account that has the financial info of the park in it that residents would be able to access. The MHA CPA is satisfied with the reconciliation of the Hast & Company ledger. The board feels that the Hast & Co issues are resolved and will not be moving forward with a petition to the real estate commission.

Management Committee Report: 50 trees were planted. A work order form has been created that can be filled out and turned into Tom Duffy if a resident sees a park maintenance issue. The management committee is logging the trees of the park and prioritizing with Dan’s tree company what work needs to be done. Tom Shockcor will approach the ditch managers about maintaining the ditch and clearing it of trees and/or saplings. The parking situation within the park is still being examined and lines will be painted on the street to mark resident and visitor parking spaces.
Other Business: The board set up a timeline for their review of a set of revisions to the rules and regs. The board plans to discuss these revisions at their May Board meeting. It is the goal of the board to present to the MHA any proposed revisions to the rules 60 days in advance of the August quarterly meeting. It is suggested that there be 15 days of community feed back in June.
Some discussion was given to how we can continue to move the board forward toward a more organized and professional entity. As well as how to work with community feedback.
Plans are in the works to modify the MHA website so that lengthly posts will not appear on the front page. The front page will be used primarily for the board to post information for the residents. We are also working on developing a posting policy that sets forth guidelines for who can post and what can be posted on the site. The board is concerned about spammers posting to the site.
The meeting was adjourned.

MHA Board Meeting
Unity Church, Boulder, CO
February 27, 2012

Present: Kurt Bischoff/Pres., Maggie Barber/VP, Harry Evenstad/Treasurer, Isabel Sanchez/Mgmt. Committee Chairman, Curtine Metcalf/Secretary and Tom Shockcor/Shockcor, Inc., MHA Park Mgmt. Co

The meeting was called to order at 7:15pm by the President.

Management Company Report – No new information to report since the posted minutes from the quarterly meeting. The VP asked about the cameras in the laundry room. The Pres. and Treasurer said the camera was installed to keep track of the occasional vandalism – such as the burglaries in neighboring communities where the money from the laundry machines was stolen. It was found that in the cleaning of the ‘sewage traps’ on the north side of the Park, numerous large items were found down in the pipes – such as rolls of paper towels. Different options for managing the outside ‘input to the sewer areas’ were discussed to avoid the potential of the sewer failing. The VP mentioned that she saw several individuals pouring oil and/or automobile fluids being poured over the railing in to the open space area between the north and south sides of the Park, by resident visitors or unidentified residents. It was discussed that some signage will be put up to advise residents to not do this! The skirting on a handful of homes was damaged during the high winds. The motion was raised by the VP to post the Management Company Reports on the website. Four members agreed. Motion passed. Tom Shockcor confirmed that all security deposits are accounted for in one account under MHA control.

Treasurer’s Report – There were no issues. The Treasurer requested that all Board members review the financials in advance of the meetings and have questions ready, to move the process along during Board meetings. Tom Shockcor confirmed that the MHA now has control of 100% of the security deposits, as opp0sed to going through Thistle. The Treasurer noted that as a matter of practice that the Annual Budget had previously been publicly posted in the laundry room.

Management Committee Report – The current printed Management Committee Report is posted and the same projects are ongoing. And as there was only a minimum attendance of three at the last meeting, there was no formal report. It was a follow up on the trees and the forwarding of Rules & Regulations to Board members, which has been the goal. Revising the R & R’s is an extensive process. It was discussed that the R & R’s, a binding legal document, will be reviewed by the MHA attorney and Thistle. Replanting of new trees, initially for those who had trees removed (tier 1) will be happening within the next two weeks. The trees will be a combination of fruit, maple and some ‘evergreen’ trees. There will be the ongoing support and help with clean up for the Park and the maintenance of lots this summer as well. Parking issues were discussed, and are on the shoulders of the Management Committee who has discussed it thoroughly. The MHA Rules & Regulations allow for residents to be charged for parking more than two cars belonging to their household. Visitor spots will be identified also. Also, vehicles that are used for storage and parked will be addressed separately. There are over 100 open spaces that can be used for visitors or other. Resident on-site Park Manager will be marking residents’ two spots in from of their homes. There is a need for designation of individual spots. It was discussed that the MHA needs to give ample written notice to residents. A letter will be sent out giving residents 60 day notice regarding the ‘two car rule’ to give ample notice to all residents. Since the parking has now become an issue this is being implemented, as provided for in the MHA Rules & Regulations. The VP motioned that the fine be only $20, the President seconded with the Management Committee Chair and Secretary in agreement.

NEW BUSINESS
The future of the north side infrastructure, according to the Master Land Lease, and input from our MHA attorney, was discussed further to determine options and responsibilities with respect to Thistle and putting the funding into place. The Management Committee Chair suggested we first negotiate how this is going to work, with whom, and what steps are next for this year. The President suggested the Board review the Master Land Lease and related documents including the MHA mortgage, and our attorney’s detailed input on, in a special meeting and identify our options. It was decided that the MHA request a copy of our Agreement with Thistle regarding the infrastructure building budget. The Pres. and VP are going to schedule a meeting with Mary at Thistle within the next two weeks or so. Pres. and VP will come up with a list of questions for Mary at Thistle as a first step.

Miscellaneous Issues – There was also discussion of the posting of any and all comments on the website. The VP was confirmed as the manager of the website in previous minutes. There was discussion that content will be reviewed prior to posting. There is concern that the website is a community website for community issues and not a platform for individual postings of issues that appear as editorial opinions about the Board in particular. It was determined that these kinds of postings are not in the best interest of the Park. As an overview, the MHA website is a public website whose purpose is to objectively inform residents, webpage viewers, banks, lenders, future homeowners, etc. about happenings in the Park. The Pres. indicated that he supports the management of the website as outlined above. Discussions about where ‘opinions’, events, etc. will be posted is in process and to be continued. There is no insulation above the laundry room. We will be looking into insulating the laundry room and determining costs. The VP noted the importance of bringing these kinds of issues to the Board prior to it being costed and completed. There was discussion about the “allowance for critical financial situations” for residents as noted in the MHA Bylaws. This will be further investigated and discussed. The Secretary noted that as a follow-up to the last board minutes, there are still issues to be discussed and finalized regarding the insurance we are required to provide for Thistle. The VP noted that we need the information for the “Go Daddy” account from the resident that originally set that up. The VP will discuss that with the resident; and the Pres. will request the “Indra” information for the VP and management of the website.

Again, a current email list is being compiled for the purpose of residents being able to receive the revived “Mobile-izer”. Please forward your current email to curtinemha@gmail.com if you think you are not on the list or have an updated email and would like to receive the “Mobile-izer” via email.

The President suggested a Board drop-box, in the program “Drop Box” for all Board related documents, which allows all board members with access to pull up and utilize documents as needed instead of transferring from different email accounts.

The Quarterly meeting scheduled for May 27 will be tentatively rescheduled for May 20, 2012. Kurt noted that Unity Church needs flexibility from us for scheduling our meetings there since there is a high demand for space there. There are three (3) Board positions that will be open this spring 2012; VP, Treasurer, and Mgmt. Committee Chair.

The VP motioned the meeting be adjourned, President seconded, all were in favor. The meeting was adjourned at 9:32pm.

The Mobilizer has been revived! Check it out. And if you have ideas or feedback please feel free to submit them to the editor:

jimilagro@gmail.com

Thank you for putting this together Jim!

If you are having trouble viewing the Mobile-izer here, please click here: MOBILE-IZER to visit the google docs link.

MHA QUARTERLY MEETING MINUTES
Held at Unity Church, Boulder, CO
February 19, 2012
Present – Kurt Bischoff/President, Maggie Barber/Vice President, Harry Evenstad/Treasurer, Curtine Metcalf/Interim Secretary, Tom Duffy/On-site Manager and fifteen (15) MHA residents The meeting was called to order at 5:03pm.
NEW BUSINESS
MOTION – The first order of business was to elect a new Secretary for MHA. Curtine Metcalf has been serving as interim Secretary after the resignation of Seemanta in late 2011. Maggie motioned to nominate Curtine to serve and continue through spring of 2013 when the current term expires, Jo seconded the motion and by hand count the motion was unanimous.

On-Site Park Manager Report & Management Committee Report – These reports are being combined because of the overlap of most content. The Management Committee is comprised of six (6) members currently. Isabel, as the Mgmt. Committee Chair advises the board of the work and decisions which are made by all six (6) members, collectively. Isabel addressed parking issues being discussed by the Management Committee; the number of vehicles per household and the number of spots per household so that every resident has fair parking availability; Tom D. indicated he could paint spaces and numbers for each household and visitor spaces as well. The Management Committee is reviewing the Park Rules & Regulations and Bylaws for clarification and enforcement on parking issues. Tom D. reported the trees already identified as needing attention for trimming/removing is still in process; Isabel and Tom D. have walked the Park looking at each home/trees which need planting/replacing. If a resident commits to having a tree replaced/planted, the need to take care of it as far as watering, in particular was discussed. The ‘ongoing sewer issue’ on the north side of the Park is continuing to be monitored and addressed as needed until the infrastructure is updated. Two mobile homes are available for sale – Lot 155 and 159 are both for sale and both on the north side of the Park. Tom D. is assisting with showings. Lot 37 (SW corner area) has a new occupant. Welcome!
Treasurer Report – Harry reported that the MHA taxes were in the process and should be filed soon. Otherwise MHA is doing well.
Miscellaneous Issues – Maggie addressed the ongoing efforts to get information on the ‘Community Eco-Pass’ for MHA. She was informed that a part of the process of obtaining that is for all residents (or as many as possibly can) to fill out the RTD Questionnaire. These forms were handed out at the meeting. We will leave some on the laundry room windowsill and you may fill them out and leave in the rent drop box in the laundry room. Please email maggiebarbermha@gmail.com if you cannot locate one in the laundry room. Again, we are hoping to move forward on this and timely participation is appreciated. The second part of this is that if we have enough resident participation we can see if the numbers are low enough to make it affordable for those who are interested. The cost of the “Community Pass” divided by the number of participating residents will give us this figure. Kurt suggested that if we do get a pass, each resident who committed to it can then reimburse MHA at the same time as paying lot rent. We need feedback on how many people are willing to commit and if they are willing to pay up to $75 each for a yearlong ECO-Pass and will continue from there.
Kurt and Isabel have been looking into having the MHA Board go through a professional ‘audit’. This means that an outside auditing company would come in and review our Board members for efficiency, image, procedures, our roles together and separately and other vital functioning. It was discussed to do this after the spring 2012 Quarterly Meeting in which three (3) board positions will be up and three directors elected.
Curtine said she is mid-way updating the current MHA resident email list for property management, the upcoming ‘Mobilizer’ distribution for those who wish to receive it via email and other MHA information. If you have not already given us your current email and wish to receive the new Mobilizer then please immediately send your email address or updated one to curtinemha@gmail.com.
UPCOMNG COMMUNITY WIDE EVENTS – We will be having a rummage sale in April as well as the wonderful volunteer group of ‘Community Cycles’ come to spruce up our bikes! This group is non-profit, all volunteer and works from donations and generosity. Dates for both events will be announced.
Kurt motioned the meeting be adjourned; Isabel seconded and the meeting was adjourned at 6:13pm.

MHA BOARD MEETING NOTES
January 23, 2012
Unity Church, Boulder, CO

Present – Kurt Bischoff/President, Maggie Barber/VP, Harry Evanstad/Treasurer, Isabel Sanchez/Management Committee Chair, Curtine Metcalf/Interim Secretary, Tom Shockcor, MHA Park Management Company
The meeting was called to order at 6:36pm by Kurt.
The length of the minutes was discussed for brevity and transparency. It was agreed the keep the minutes factual, succinct and transparent to maintain community awareness.
MOTION – Maggie motions the members approve the previous minutes of 11/28/11, Kurt seconds. Motion approved unanimously.
NEW BUSINESS
Budget & Treasurer Report – Kurt says Thistle Community Housing (TCH) has approved our budget for 2012. There is discussion of making the Annual Budget available for all MHA members in an accessible area and readable form and where to put it. The MHA website is suggested and Isabel suggests we have it available at the quarterly meetings as well so individuals came come up, review it and ask questions as needed. Maggie suggest she could make herself available to come to the quarterly meetings 15 minutes early so members can approach and review individually and ask questions in private if they choose. As far as posting it on the website, Isabel has seen other budgets posted on a website in usable and readable form which also doesn’t disclose the personal information of individual residents’ financial issues. Isabel will bring some samples for us to review. Harry reported that the MHA cash flow is up with the new management company, Shockcor, Inc. Because our old Management Company, Hast has not forwarded the remaining financial reconciliations and accounting records, Tom S. will file a complaint with the Colorado Real Estate Commission to require that they forward the remaining financial reconciliations and accounting records within the two (2) month period required by RE Commission.
Management Company (Shockcor Inc.) Maintenance Report – Tom Shockcor reports that all unregistered vehicles were accounted for. Lot 8 had a pipe freeze and the mobile home moving company attempted to pin the blame on MHA, however, Tom S. said that we only turned on the water when they gave us the approval so the responsibility is on them. Lot 37 had a new home move in, set up and operable in a very short time, all were pleased with this efficiency and Tom D. has the contact information for that company. Tom D. is showing Mr. Holland’s home which is for sale, as well as Doris’ home which is for sale. Both homes are on the north side of the Park. Sewer lines are a problem on the north side and we have budgeted for regular cleaning to keep tree roots/etc. removed and avert major issues – all clean-outs have been identified. This is being done to maintain the system on the N. side of the Park until the infrastructure can be completed. The next pass of tree work is in process. Snow removal in December went exceptionally well (after our scheduled contract didn’t show) when Tom D. found a new snow removal contractor who showed up and cleared the Park in a minimal amount of time. We have now contracted with them for the winter, to come when the snow reaches a depth of between 6” – 8”. Tom D. finished the mini-office for MHA in the laundry room building. Some street/sidewalk repairs were completed on the N. side of the Park, which were budgeted for.
Management Committee Report – The Management Committee is comprised of six (6) members currently. Isabel, as the Mgmt. Committee Chair advises the board of the work and decisions which are made by all six (6) members, collectively. Any MHA member may join the committee which meets on the 3rd Monday of each month. The Mgmt. Committee has been working on researching and updating MHA Rules & Regulations which are very outdated. It is a time consuming and detailed process which is taking some time but progress is ongoing and they have a goal of two (2) months or so to complete this. Isabel reports Mark R. and Robert are working together in detail to clarify RULES & REGS issues. Changes will be tracked. The Management Committee is also addressing the current MHA Rules & Regulations issue regarding a plan for parking for residents with three (3) or four (4) vehicles. Tom S. (& Tom D.) suggested giving everyone two (2) parking spaces and tags. The N. side of Park is very crowded in some areas. There is discussion that those with more than two vehicles pay $25 per month for an extra spot. Tom S. says we need to clarify the Rules & Regulations on what we could or could not do with parking and then enforce it. Kurt would expect Board members to follow rules. Kurt says when people sign complaints about parking or other issues, they may not be anonymous or they will not be considered a formal complaint.

Miscellaneous Issues – There is discussion about how many residents currently have homeowner insurance – and to see if we could get a policy for the whole Park with a ‘value’ discount for the number of homes, and, see if it is feasible for residents to have some coverage and residents can reimburse the MHA monthly when they pay their lot rent. Curtine will be contacting her mobile home insurance company to get more information. Maggie is working with her neighbor, Cindy to get information on what it would take to get a community wide ECO-Pass for the bus. It would be a significantly reduced price for an annual pass depending upon how many residents express an interest and are willing to pay whatever the amount ends up being (based on how many sign up and commit). RTD first requires residents in the requested area to fill out a usage survey which we will be handing out individually and at the next quarterly meeting. They may be returned to any board member. Kurt requested to see water bill trends and Harry said that we do it annually for a good comparison. Maggie requests all board members notify all other board members in advance on MHA related meetings outside the Park so all board members who wish to attend to submit questions may do so. Kurt noticed that someone had propped the laundry room door open in 30 degree weather. We will put a note out to please ask residents to be mindful of keeping the door closed for security reasons as well. Maggie suggests we consider creating a community calendar which will have the dates of meetings and events and post it on the MHA website as well as the bulletin boards. Curtine is working on updating the homeowner email contact lists she received. Jim Wilson, who is putting the new ‘Mobilizer’ (Park newsletter) together, will send Mobilizers via email unless a person doesn’t want to receive it or doesn’t have computer access. In that case, the ‘Mobilizer’ will be printed and put on the resident mailbox if they so desire. Curtine will send out an email to all residents with email and they may confirm yes or no to receive the ‘Mobilizer’ via their email.
MOTION -Kurt motioned the meeting be adjourned. Maggie seconded the motion. Meeting adjourned at 9:04pm.

MINUTES OF MHA BOARD OF DIRECTORS MEETING
October 24, 2011

The meeting was called to order at 6:35 p.m.   Present were Kurt, Harry, Isabel, Seemanta and Tom Shockcor.  Maggie was present via telephone.  The minutes of the previous Board meeting were read and approved.

MANAGEMENT COMMITTEE REPORT:
The Management Committee wants to oversee and have advance notice of the posting of 30-day notices, and they want to be advised when inspectors will be called in.  This is to comply with Section 7A of the Rules and Regulations.  The Management Committee also wants to have the 30-day notice removed from the trailer on Lot #30.  Tom Shockcor denied both of these requests saying that he is responsible for applying the rules and regulations fairly, equally and consistently.  Tom Shockcor will send a copy of the posting of a 30-day notice to Management Committee when it is posted.  This is in accordance with Article VI (Governance) under Section 1 and 2 of the By-Laws.  Tom Shockcor is not going to violate Fair Housing Laws and he will not discriminate in the enforcement of the Rules and Regulations.  He stated that it is the responsibility of the Management Committee to bring to his attention violations in the Park.  He suggests that the Management Committee be more pro-active in enforcing the Rules and Regulations and he requests that they share Minutes of their Meetings with the Board and also with the Park and post the minutes on the bulletin boards.  Tom Shockcor requested an invitation to a Management Committee meeting.  Management Committee Chair said that she needs to get more information re the Board Audit.

TREASURER’S REPORT:
Thistle has the budget for 2012.  It is a great budget.  UMBank holds the bond for the mortgage.  We are over-paying on our escrow debt.  We are in the process of clarifying our escrow account funding.  We need to know what is in it and if we are paying the correct amount.  There is a security deposit discrepancy of $17,000 with Hast.  Susan Perkins (attorney), Thistle and the MHA are requesting reconciliation from Hast.  Tom Shockcor will request a general ledger from Hast from October, 2010, to current.  Ann Barry is Controller for Hast.

MANAGEMENT COMPANY REPORT:
Daniel Burns’ eviction is complete.  Sheriff has moved him out.  The property was condemned by the City of Boulder.  A packet of information will be given to the Management Committee.  Bids for removal are coming in.  When demolished, the trailer will be rremoved from the books with the City.  The eviction procedure followed Colorado law.  Tree maintenance goes well and Dan’s Tree Service is doing an excellent job.  Concrete and asphalt repair will begin tomorrow.  Ton Duffy is doing an excellent job coordinating this project.  FDIC insurance has been raised to $50,000.

UNFINISHED BUSINESS:
We are awaiting approval of the budget from Thistle.  Mathew Yallick will maintain our website for $50 a month, payable every six months.  Cost is $300 to repair.
We need to present the idea of an outside board member at the next two quarterly meetings.  The parking situation needs a lot of thought process.  Management Committee, Tom Duffy and Tom Shockcor need to come up with a plan.  We need to clarify issues that are important.  We need more visible signage, especially at the northside entrance to the Park.  We need to think about the difficulty emergency vehicles might encounter when trying to locate a certain lot.

NEW BUSINESS:
Discussion of MHA status vis a vis the Master Land Lease Agreement is postponed until the next Board meeting.  Financial projections for the park’s future is postponed until the next Board meeting.  A discussion of Board ethics is postponed until the next Board meeting.

The next Board meeting will be held on Monday, 28th of November.
The meeting was adjourned at 9:25 p.m.