Meeting breakdown

June 18, 2026 — Membership / Board Meeting

FHA re-certification is underway, the association is roughly $78,000 over budget year-to-date, the irrigation-billing dispute with former landscaper Brightview is now with attorneys (with new approval controls adopted), the electrical-panel program is about a third done, a $840 tree removal was approved, the ~$500,000 retaining wall is closing out with no dues increase, and a community email about trash overages is planned.

Called to order: 6:34 PM
Adjourned: 8:42 PM
Duration: ≈ 2h 8m
Quorum: Met — 4 board members

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June 18, 2026

Format: Virtual meeting (Zoom). Auto-transcribed without speaker labels — all speaker attributions below are by role only and are approximate.
Recording started: ~6:29 PM (the first ~5½ minutes are members joining and informal pre-meeting conversation, which is not included).
Called to order: 6:34 PM · Adjourned: 8:42 PM · Meeting length: ~2 hours 8 minutes (total recording 2:13:32).
Quorum: Established — four board members present.
Property: Star Point HOA, a 154-unit condominium association, Thornton, Colorado.

Disclaimer: This is an independent, resident-prepared account derived from an auto-generated transcript. It is not the official minutes. The transcript has no speaker identification, so all attributions are by role only and no individuals are named. Several dollar figures and proper nouns (vendor and law-firm names) are uncertain where the transcript was unclear; these are flagged with "(approx.)," "(name uncertain)," or similar. The official approved minutes are posted to the association's Vantaca portal.

Attendees & roles

Speaker identification is not available from the transcript; all attributions below are by role only. The meeting was facilitated primarily by an ACCU (the management company) representative, who ran the agenda, shared her screen, fielded most resident questions, and acted as note-taker/secretary for the evening. The identity of the acting chair/facilitator is not firmly established in the transcript; this person is referred to below as "the meeting facilitator (ACCU management)" or "management."

Board members

Four board members present (quorum). The roll established four board members present for quorum. Exact identification of which four were present at gavel vs. who joined later is uncertain from the transcript. One board member was asked to call the meeting to order but had audio trouble (could be seen, not heard) at the start. Board members participated throughout: one proposed the hasp-and-padlock lock fix, did dead-branch removal over the weekend, raised the irrigation-billing-from-the-shop question, shared a running-toilet anecdote, and voted on the tree proposal; one gave the deferred-maintenance history, raised the Unit 2103 water-leak question, and opposed spending on the Sky Park stone wall; board members co-led the parking renumbering/pass project (one found a sample parking pass and offered to distribute passes on a weekend, and wants the Sky Park stone wall); one made the motion to approve the May minutes, gave the Brightview background, advocated the trash communication, and raised the duplicate-billing concern; the treasurer led on irrigation cost control and handled the closet-keys new-business item; and one board member was absent/late at the start (texted to join) and is referenced as the person who will sign the tree-removal proposal and who knows the history of prior electrical-panel replacements.

Management (ACCU)

ACCU community manager (she has managed the Star Point account since approximately mid-2025) — primary facilitator and note-taker.
ACCU staff/note-taker referenced as the recipient of vendor bids; helped with insurance work.
Staffing change announced: a former ACCU staffer no longer works with ACCU; new contacts will be the manager's boss and another staffer. No single designated assistant currently.
An ACCU on-site maintenance person was referenced.
A new ACCU contact (vendor contact "a vendor contact") was referenced as still learning the community's systems. This person's role is not clearly established: at times described as ACCU's new account manager, and at other times functioning as the landscaper/irrigation vendor contact (the person management calls about irrigation invoices and the board member's mower inquiry). Treat the role as uncertain.

Residents who spoke

Several residents spoke during the homeowner forum. Because the transcript has no speaker identification, residents are referred to by role only:

A resident raised watering/lawn, landscaping/pine needles, weeds, and fence concerns; reported the Davey Tree bid status; and offered a cheap railroad-tie source.
A couple in Building 7: one raised Federal Pacific electrical panels, a resident-built website, and the exterior-maintenance budget; the other raised the erroneous pond-spraying email.
A resident gave an extended complaint about a sap-dropping pine tree and landscaping accountability.
A new owner/resident (not yet moved in) joined and spoke on the electrical box, drainage, sump pump, and spigot. This resident also caused early audio feedback by being logged in twice.
A resident who created the 2023 parking list noted she paid for her own spigot.
A resident raised drainage, an electrical panel extension, and a spigot.
A resident asked about missing March/April minutes on the portal.
A resident in a paint-job dispute with threatened legal action.

Executive summary

FHA certification is being pursued again. A budget adjustment increased reserve contributions enough to meet the 10% reserve requirement, and a firm ("FHA Pros," recommended by the association's attorney) has been engaged. Approval is estimated within ~90 days (uncertain); qualification is good for ~3 years (uncertain) once obtained.
The board approved an $840 (approx.) proposal from Davey Tree (transcribed "Dabby Tree") to address the pine tree on the north side of the property — a quick voice vote of at least three members.
A separate, long-standing sap-dropping pine tree (raised by a resident) was previously voted to be heavily trimmed, not removed — but the work had still not been done; a fresh Davey Tree proposal arrived the day before the meeting.
A third, fallen tree near Building 11 (under a $1,500 NTE) was confirmed completed/removed — verified in person by a board member.
The association is ~$78,000 over budget for the year-to-date, driven by exterior/plumbing repairs and a bad-debt write-off; management says the budget is back-loaded and not yet balanced.
An $11,710 bad debt was written off from a foreclosed unit, with recovery limited by Colorado law (CCIOA, transcribed "Kiowa").
Major dispute with former landscaper Brightview over irrigation invoices (~$20,000 total, many under-$500 invoices, unsigned, no photos). The matter is now with the association's attorney (transcribed "Altitude"); a demand letter is being sent; no meetings without lawyers present.
New irrigation-spending controls adopted: no irrigation repairs without board approval except true emergencies (gushing water); the same suspicious billing pattern is appearing with the new landscaper (Environmental), including a $1,700 invoice management refused to push through.
Electrical panel replacement progress: 57 units report complete, but only 52 verified with proof, out of 154 (~one-third). Replacing the rest is tied to ~$30,000/year in insurance savings; enforcement is by violation notice, not legal action.
Insurance history disclosed: ~$80,000/year before a fire → $300,000 after → reduced to $111,000.
The ~$500,000 retaining wall project is "done but not quite done" — financed by a loan still being repaid, with no dues/fee increase. Final landscaping (grass) is blocked by drought/watering restrictions.
Watering restrictions: Thornton is not issuing watering permits for July or August; a June-only permit would not sustain new grass/sod. Grass planting in the wall area is deferred; the upper area will be filled with rocks.
Trash/rubbish hauling is ~$4,700 over budget, mostly from large-item pickups ($200–$400 each) and overloaded dumpsters. A community email warning residents is planned. The hauling contract was renewed for three years.
A xeriscaping ("zeroscape") initiative will be explored with quotes from multiple vendors to cut the ~$34,000/year water bill.
Management policy reaffirmed: the board cannot use or act on the resident-built website (starpointhomeowners.com); official information stays on the Vantaca portal.
Next meeting: July 16, 2026 at 6:30 PM. An executive session on collections (with an attorney update) followed the public meeting. A preliminary 2026–2027 budget draft is targeted for the first full week of July; budget ratification meeting in August (date TBD).

Detailed walkthrough

Pre-meeting, roll call & call to order [00:02:59 – 00:05:34]

The meeting opened with extended audio and connection checks. A board member announced herself and confirmed others could hear. A board member confirmed quorum: "We have four board members here. So that's quorum. That's excellent." The board discussed whether to wait for the absent board member, who had not joined; the facilitator lacked his contact info and asked someone to text him (the transcript is light-hearted and ambiguous here). A resident caused echo/feedback because she was logged in on two devices and was asked to mute. A board member was asked to call the meeting to order but could be seen and not heard, so the meeting facilitator (ACCU management) called it to order herself at 6:34 PM.

Approval of May meeting minutes [00:05:34 – 00:07:56]

The May minutes had been circulated and reviewed; board members found them fine. A board member made the motion to approve. Another board member initially seconded, then raised that she may not be eligible to second since she did not attend the May meeting. The facilitator re-asked for a second; a "Yes" second followed from another board member (the specific seconder is ambiguous from the transcript). The May minutes were approved.

FHA Pros agreement / FHA certification [00:07:56 – 00:09:28]

Management explained that a budget adjustment for the new year allowed the association to increase reserve contributions enough to qualify for FHA certification. Attorneys no longer handle the FHA process; it now goes through a company called "FHA Pros" (recommended by the association's attorney), which will gather the paperwork and run the process. Management estimated FHA approval within roughly 90 days (noting uncertainty) and committed to notifying the community when complete (or readdressing at the next meeting). A board member called it "huge news... We finally got there," and another added, "Well, it takes time to dig out of a hole" — implying recovery from a difficult financial position.

Homeowner forum rules [00:09:28 – 00:10:18]

Management reminded everyone of the meeting-conduct policy: each individual gets three minutes to speak during homeowner forum, and the remainder of the meeting is "mainly for the board." Management signaled intent to enforce this more strictly going forward, while emphasizing the board does care about resident questions; for matters outside the forum residents were asked to email management.

Homeowner forum — watering & landscaping [00:10:18 – 00:12:48]

A resident reported that she had spoken with Thornton Water at a fair and was told the association could obtain a special watering permit at no cost by explaining a project was underway. Management responded that the association had already applied, but Thornton is not allowing watering permits for July or August; a June-only permit would not provide enough water to sustain grass, seed, or sod. The resident also raised that landscapers were not blowing/picking up pine needles under the trees and asked whether that was in the contract; management said it would dig into the contract and did not believe pine trees were specifically addressed.

Homeowner forum — weeds & mystery pesticide [00:12:53 – 00:15:19]

Management confirmed the landscaping contract is on the Vantaca portal under documents/contracts, and that weed control is handled "case by case." Management asked the resident for photos/location, noting it hadn't seen many weeds on site. Residents clarified the weeds are in the lawn ("the real sticky ones"), "all over." A board member recalled an unexplained spraying "a couple of months ago" that left warning signs. A resident said: "We still don't even know who did the pesticides or the weedicide... I don't remember us paying for it... It just left signs." A board member suggested 2027 might be a year for refurbishing the lawn due to drought damage, and that xeriscape ("zeroscape") would be discussed later.

Homeowner forum — fences [00:15:19 – 00:17:43]

A resident raised that the fence by Building 5 had been dug up, was "a big mess," and looked like it would fall over. A board member initially responded: "We're not doing anything with the fence at this moment... it's not something that the board is looking into investing in currently," noting it had been discussed at previous meetings. As the location was clarified to Buildings 5 and 7, south side — the fence on the new wall, a board member living in Building 7 reacted with concern: "if that's a brand new fence that we just got installed, we need to make sure it was installed right, for sure." He agreed to inspect it on arriving home in ~5 minutes; the resident agreed to take and text photos.

Homeowner forum — new owner [00:17:43 – 00:22:45]

After a Zoom technical fix (the resident was logged in twice), a new owner not yet moved in introduced herself. She raised:

Electrical box update request — unsure it's needed ("there's some exclusions"); requested an extension since she just heard about it.
Drainage — a cracked gutter board/fascia; a sump pump in the crawl space "ACCU knew nothing about"; drainage issues noted by her home inspector.
Broken spigot — asked whether it's the association's responsibility.

Management welcomed her, said they hadn't known of the issues until her inspection, and began explaining that her unit was a foreclosure, which created difficulties in proceeding (explanation continued into the next segment).

Homeowner forum — maintenance responsibility & the Building 7 exchange [00:22:52 – 00:32:48]

Management asked the new-owner resident to resubmit drainage documentation/videos to support@accuinc.com (a prior submission "didn't link to her account") and to send the electrical-panel extension request by email (a board decision; a photo of the panel brand/sticker is needed because it may already be updated).

On the spigot: the conclusion was that an individual-unit spigot is the homeowner's responsibility (a resident said she paid for her own). The transcript verbatim contains a contradictory line ("if it's just for your unit, it would be our responsibility"); management promised to "triple-check." A resident asked, "Why are so many people needing their spigots fixed?" — management attributed it to a previous owner failing to winterize.

On the sump pump: reaffirmed as homeowner responsibility going forward, though the existing pumps were originally installed by the HOA (a company was brought out to do it).

Management explained the Vantaca portal request workflow, which lets the board prioritize and consolidate projects.

A resident in Building 7 then raised three points:

Federal Pacific electrical panels — his electrician reported the building's panel is still the old Federal Pacific unit; he demanded the HOA replace them, "Since we were threatened with legal action, we'd like you guys to be held to the same standard." He said he found proof "on a walk last night."
A resident-built website (starpointhomeowners.com) with documents, a community-condition tab, and a forum — listing "doors falling off hinges, faded paint everywhere, sunken foundations, missing gutters, failed retaining walls."
Exterior maintenance budget — he believed ~$60,000 was budgeted for exterior maintenance and asked whether it would increase for 2026–2027.

His partner (also in Building 7) raised the pond weed-spraying email — they've lived there ~4 years and there is no pond. Management explained the email was sent in error (meant for another community) and a correction was sent the same day; the resident said she never received the correction and management advised her to verify her contact info.

Management gave a firm policy statement: "board members are not allowed to act on website or social media." The resident website "sounds great" but is for homeowner use only; official information stays on the Vantaca portal (governing docs, signed contracts, all retaining-wall documentation). A board member then noted the retaining wall: "The association just paid half a million dollars on that retaining wall. And we did not increase any fees. We did not increase any dues," and that it was financed by a loan still being repaid. A resident pushed back on the timeline, alleging the failure ran "zero to three years" and the repair "took five years." Management limited the back-and-forth to preserve forum time.

Deferred-maintenance history & treasurer's financial strategy [00:32:55 – 00:37:40]

Management said they track issues by category (patios, stairs, concrete, paint/trim, gutters, roofing) and handled "70 to 80 general inquiries" for the community just last month. A board member gave a pointed history: the property had "no maintenance, very little maintenance and upgrade for the first 25 years," with the first ~20 years spent "stepping over dollars to get to pennies." She credited the current board over the last 10 years with "picking up the pieces" despite some errors. A resident thanked the board, specifically for the retaining wall.

The treasurer explained his strategy: avoid special assessments and dues increases caused by "past HOA board members setting us up for failure." Residents of four years "have probably seen your HOA dues double"; he wants to avoid doubling again (e.g., $400→$800/month), which would depress home values. Fixing everything would cost "$4 to $5 million," translating to ~$20,000 per owner — not feasible, "especially since there's a lot of people here on social security."

On budget timing: the fiscal year begins September 1; the next budget should come out July/August, with a budget ratification meeting in August (date not set). A resident was told to submit photos via the Vantaca portal (file-size limit unknown but large files reportedly work; management cited uploading 4k photos "a couple hundred megs" successfully).

Electrical panels & insurance [00:37:40 – 00:42:26]

A board member explained the panel project: ~3 years ago the board wanted to upgrade panels because it would save ~$30,000/year in insurance (~16% of insurance costs). Half the buildings were switched over before ACCU. Insurance history: ~$80,000/year → $300,000 after a fire (one of the board member's own units was in it; aftermath lasted ~1.5 years) → reduced to $111,000 with new policies and ACCU staff help. Inspectors were coming Monday to verify a panel; the board member also noted he believes his own outside/main panel is already done.

Management clarified the enforcement approach: "we're not threatening legal action... it's more of a violation," with a courtesy/warning before a fine. Insurance currently cares about the in-unit panels (more of them) rather than the outside single breakers. A board member (a former solar salesman) explained Federal Pacific panels caused many fires and that solar couldn't be installed on homes with them. A resident recalled a fire in Building 2 where the outside panel was replaced. Uncertainty remained about which buildings had panels replaced (one absent board member reportedly knows more).

Homeowner forum — the sap-dropping tree & landscaping accountability [00:42:50 – 00:52:48]

A resident delivered an extended, frustrated account:

She questioned the completeness of her ticket history since 2023 and asked for all her tickets.
A pine tree drops sap on her car; a tree expert called it natural, to which she replied "so does a tree falling on your house, but it doesn't mean that it's okay for it to damage your house."
The HOA's commitment had shifted from removal to "scaling back"; she demanded to know the real plan and timing.
It took ~two weeks to respond to a fallen branch after a snowstorm.
Landscaping accountability — alleging "a half-assed job," piles of leaves left, and asking who verifies the work; she noted her neighbor was out scraping up what the crew left behind.
FHA compliance affects property sales; she cited a unit listed for "$100,000 or like 120."
She requested the tree issue be moved to executive session.

A board member told her she was "beating a dead horse," prompting a sharp exchange about the three-minute limit ("do not cut me off. This is my time to speak."). Management then addressed landscaping: there's a new landscaper this year, work "didn't really start until the last month" due to weather, and oversight is "an everybody effort." Management inspects "twice a month, every month"; board members and residents also walk the property. A resident reported Davey Tree ("Davies") was supposed to be out that day and a bid was being sent to ACCU staff.

A board member expressed surprise the tree wasn't handled: "this tree should have been cut down two months ago." It was clarified the board had voted to trim it back heavily, not remove it, and that the trimming had not been done; a Davey Tree proposal had arrived "yesterday." The resident cited a communication breakdown — ACCU "keep saying that they're giving it to you guys and then they don't follow up and tell me" — tied to an earlier request to reduce system updates, which left the ticket open without consistent updates. Management said it would notify buildings when the tree is trimmed, reframed the tree as "an association issue," offered to revert her notification setting and raise it with the manager, and invited her to send individual emails to support. The exchange ended unresolved on scheduling ("At what time? You still haven't said.").

Resident paint-job dispute [00:52:52 – 00:53:41]

A heated exchange with a resident over a damaged paint job. Management explained a formal hearing must be scheduled and that the homeowner must submit the request to be documented (the resident had previously threatened legal action). The resident said "I will go to court... pay for my paint job... We've done this before," and management firmly closed the discussion: "We're done."

Monthly management & financial report [00:53:41 – 00:59:15]

Management reported the prior month's activity: 1,302 tickets, 1 architectural request, 10 violations, 26 work orders, 10 on-call reports — the second-highest month of the year. A resident asked about missing March and April minutes on the portal; management said it may be set to "staff only" and would check (raised previously last month).

Financials: the association is ~$78,000 over budget, driven by exterior and plumbing issues, with the budget back-loaded toward season's end (figures preliminary). Specific overages: building maintenance ~$7,000; plumbing/sewer ~$7,000; rubbish removal $4,700. Utilities are under budget. The association wrote off $11,710 in bad debt from a foreclosed unit, with recovery limited by Colorado law (transcribed "Kiowa" — almost certainly CCIOA). Completed items: insurance renewal obtained; rules & regs posted; portal cleaned up (old collection policy removed after a new one was adopted). Many broadcast emails (mostly electrical panels) were sent. July/August meeting dates are TBD; the budget ratification meeting (mislabeled "2025 annual" on a slide) is for 2026–2027; the annual meeting is in December.

Old business — electrical panels [00:59:15 – 01:01:41]

The electrical-panel policy is posted to the portal. Acceptable proof: a City of Thornton certificate of completion or a photo of the panel door/brand label. Progress: 57 reported complete, but 5 lack proof → 52 verified, out of 154 (~one-third). A board member noted insurance costs "have come down significantly" and the panels will continue to help.

Old business — Brightview irrigation invoice dispute [01:01:41 – 01:07:44]

A board member gave background: the former landscaper Brightview "knew we had a limit of $500" for irrigation repairs without authorization. The investigating board member explained: five or six invoices came in for the same day, all individually under $500, with no proof of work, marked "this is not an invoice," and the signed contract required board signatures before work — which Brightview did not obtain. The association's legal team (transcribed "Altitude") "agrees on a good chunk of it" and advised not to meet Brightview without attorneys present. A consolidated meeting with both sides' lawyers is being scheduled.

Key concerns:

The same pattern is appearing with the new landscaper (three irrigation invoices, no photos).
Without photos, the association can't tell whether the vendor broke the irrigation itself (the contract says they won't be charged for what they break).
Building 9 has "constant" irrigation repairs.
An estimated ~$20,000 has been spent on irrigation repairs — "we could have probably replaced the entire complex's irrigation system."
The billing timeline was suspicious: six invoices dated May 30 were supposedly for work on six consecutive days (the 24th, 25th, 26th, etc.). Management argued Brightview should instead have submitted a single consolidated invoice — e.g., $2,600 for May 30 — with a request for approval, which the board likely would have approved with proof.
One invoice exceeded $500; the vendor's claim of a $750 approval limit was disputed; none were signed (which voids them per the invoices' own terms).

A demand letter is being sent from the attorney to Brightview; no meetings until "Altitude" responds. Goal: save ~$30,000. An aside noted "the new landscapers are mowing our dead grass."

FHA qualification (detail) [01:07:44 – 01:10:05]

Management explained that FHA, Fannie Mae, and Freddie Mac require a minimum of 10% of assessments into reserves. Star Point's prior financial position prevented this, so it lost FHA qualification at renewal. At the last budget meeting, the board allocated enough to qualify, so the process must restart from scratch via FHA Pros. Qualification is good for ~3 years (uncertain), then renews. Management has managed the account since ~mid-2025 and will notify homeowners with documentation once it's official.

Parking passes & renumbering [01:10:05 – 01:18:32]

A board member found a sample parking pass (example only). The goal: ensure owners with assigned spaces can verify and keep them. The parking numbering is a mess — faded lines, multiple "12" spaces on two sides, "7" in three places, multiple "29s," inconsistent "N" markings. Two board members are leading the project.

A board member proposed hiring a painter to repaint legible numbers as-is and assign non-duplicate made-up numbers to illegible spaces (numbers are intentionally meaningless for privacy — "random ass numbers... so that people can't figure out where other people live").

A resident revealed she created the original 2023 parking list (unit-to-spot, not a map) and says she sent it, though management never received it; management offered to upload it to the portal. Workflow: (1) pricing, (2) placement, (3) correlate units to updated numbers, (4) produce/distribute passes. Passes cannot be mailed (hang-tags would bend/break); distribution would follow the mailbox-key model — a scheduled weekend window, with owners showing a driver's license or tenants a current lease. A board member offered to handle a weekend distribution with one week's notice. Two board members reportedly had separate ideas, deferred for later discussion. Management firmly opposed homeowners painting their own numbers; a resident admitted repainting their two "number one" spaces black ("probably wasn't kosher"). Consensus: homeowners cannot be asked to repaint (they'd change their numbers).

Tree work — pine trees, new account manager, and the $840 approval [01:18:32 – 01:21:28]

Management noted many broken branches and is coordinating with the new account contact (described as a new account manager, unfamiliar with the community's system and replying to the wrong work orders; a call was scheduled for the next morning, on-site meeting next week). Two of three vendors didn't return proposals; Davey Tree ("Dabby Tree") sent one that arrived "today," too late for the board packet.

Decision: the board approved the ~$840 Davey Tree proposal for the pine tree on the north side by quick voice vote (at least three "yes" votes from board members). Next steps: contact the Davey Tree representative today; send the proposal to the absent board member for signature; notify the board, then the affected resident, then the community (warning of trucks/machinery; ensuring cleanup).

Retaining wall close-out & drought landscaping [01:21:28 – 01:24:25]

Management said the retaining wall project is "done but not quite done." Due to drought and the inability to get a watering permit for the next two months, the planned grass areas (the "yellow" and "long red" zones on the screen-shared plan) cannot be planted: "we can't plant grass if we can't do it." The plan instead: fill the upper area with rocks (with management to notify the relevant vendor contact of the rock plan); do grass only "when we can do grass." On closing out the contractor (transcribed "whole Ryan" / Hal Ryan, name uncertain): the board agreed to make the final payment conditioned on a written agreement that the contractor returns to finish remaining work, expressing confidence they'll comply to "keep working the complex." The board agreed to seek a formal written post-final-payment commitment letter from the contractor.

Sky Park / stone wall dispute [01:24:25 – 01:26:47]

No new information from the Sky Park contact (not on the call) or from a city-related contact referenced by a board member. Per a board member, the city is not interested in building the stone wall, leaving it to the HOA. A board member is strongly opposed to spending on it: "I feel that the city should pay for it because they're the ones who built that park." A board member (who wants the wall) suggested the opposing member attend the city's monthly Saturday morning meetings. Decision: keep the item on next month's agenda.

General safety & maintenance [01:26:47 – 01:31:37]

Crumbling retaining walls — originally Buildings 2–3, now community-wide. Railroad ties are rotting (some nail heads sticking up). The vendor (Hal Ryan) advised replacing all the smaller railroad-tie walls at once for cost-effectiveness; pricing sought ahead of budget season. Other vendors unresponsive.
Soil erosion — under stairs and concrete/sidewalks (some sidewalks with no dirt underneath, attributed to flooding); deeper inspection underway with a vendor assisting.
Handrail audit — sent to Hal Ryan; a competing bid (transcribed "KSX services") was rejected as largely cosmetic (painting); the board wants a safety-focused audit (deterioration, re-welding, added material). Awaiting the audit.
A resident reportedly found a source for cheap railroad ties, to be shared via the portal.

New business — closet/door keys [01:31:37 – 01:34:31]

The treasurer reported the contractor is completely unresponsive (calls go straight to voicemail; emails and texts unanswered — "zero responses"). He proposed getting landscaper quotes and a master key ("one key for all the doors"). A board member proposed adding a hasp and padlock to each door, all keyed alike. Management noted a prior key handoff to management failed, raised whether coded/combination locks would be better (ice buckets are stored in the closets for summer), and committed to get pricing; the board will choose the lock type.

New business — ACCU staffing change [01:34:31 – 01:36:03]

Management announced a former ACCU staffer no longer works with ACCU (unexpected departure). Several people are now helping; no single designated assistant. Homeowners should expect emails from the manager's boss and another staffer. The departing staffer was praised, especially her relationship with the on-site maintenance person.

New business — irrigation invoice scrutiny [01:36:03 – 01:52:48]

Management flagged invoices from the new landscaper (Environmental) with no information/photos. A vendor rep was helpful and updated invoices but said photos were hard to get — contradicting what a vendor rep promised at an on-site walk last season (a board member confirmed). A large invoice over the association's NTE (not-to-exceed) "made it through" and is sitting with management for approval. A board member raised the central risk: duplicate billing — that Environmental may be billing for work Brightview already billed. Management said she hadn't yet found duplications but hadn't reviewed deeply, and is "watching these like a hawk."

Specific items discussed:

A $656 invoice — a leak in the new backflow, southwest side of Building 4, itemized (labor + parts), with a work-order/ticket reference number that correlates to the association's tickets.
A ~$722 invoice (transcribed "722, seven feet" — uncertain).
A $1,700 invoice where the vendor "did the work and just sent us a bill" — management deliberately did NOT push it through because the amount was so high, and was relieved the board agreed: "We can't be spending $1,700 a week on repairs."
A separate tree removal near Building 11 (the fallen tree, under a $1,500 NTE) was confirmed complete — a board member walked over and verified: "That one's done."

Strong skepticism on pricing: "there's no way those sprinklers cost $600 every time they break. They're literally like $5" — suspected to be labor ("like 500 bucks an hour"), prompting "we're getting ripped off again." Management sees only three current irrigation repairs and will approve those "as a sign of good faith — no more."

Decisions: all irrigation repairs route through board/management approval except true emergencies (gushing water flooding a home or running up the bill; broken-but-not-leaking is not an emergency); management sends every service request to the board to review before authorizing the vendor. The treasurer's directive: "no irrigation repairs, unless it's an emergency."

A board member proposed shutting off sprinklers this year and getting quotes to replace the entire irrigation system at once, arguing piecemeal "hemorrhaging" repairs cost more than wholesale replacement and that a new system removes ambiguity about vendor-caused damage. A board member asked whether the association is billed from the time crews leave the shop — management offered to ask the vendor contact for a documentation sheet. The board also flagged the monthly landscaping fee — the crew was seen "mowing dead grass" during the drought; they want a possible drought clause so the crew does weed mitigation, pine-needle pickup, and dead-branch removal instead. Management received the vendor contact's response to the board member's "mower and clearing" inquiry but couldn't locate it during the meeting.

New business — trash/rubbish hauling overage [01:52:55 – 01:58:28]

Trash/rubbish is ~$4,700 over budget (measured from ~9/15 to present). Charges include regular removal, a fuel surcharge, and — the main driver — large-item pickup and overload charges ($200–$400 each). Management has seen furniture, tables, chairs, and once a propane tank left out. The hauler (Waste Connections) does not itemize or photograph and bills by weight. Base trash cost is ~$2,000/month, with recent months "doubling that" (overage ~$200–$400/month, higher in February — possibly from lease-end move-outs). The hauling contract was renewed for three years; it expires ~November/December and auto-renews if no action.

Decision/consensus: send a community-wide email telling residents to stop leaving large items by the trash, use a different dumpster if one is full, take oversized items to the dump/donation (the "arc" thrift store, Facebook Marketplace), and warning that violations/overages lead to charges or a dues increase. (A "$22 million" figure in the transcript is an obvious error/hyperbole.) Management will bring the overage back for fuller discussion next meeting.

New business — xeriscaping [01:58:28 – 02:01:36]

Prompted by drought and dying grass, management raised xeriscaping ("zeroscape") — possibly under pine trees (where needles kill grass) and on hill areas (e.g., Building 9) where water runs off. A board member endorsed it and laid out the financial logic: the association spends ~$34,000/year on water; cutting it (~25% cited) could pay back a project (estimated ~$100,000) in ~5 years. (Note: the "$20,000/year savings" figure stated is inconsistent with 25% of $34,000 (~$8,500) — treat as a rough estimate.) Any plan must preserve lawn where wanted. Decision: get quotes from multiple vendors (not just the current landscaper).

New business — budget timeline [02:01:36 – 02:03:37]

Management explained the fiscal-year naming confusion ("2026 budget" in the system is for 2026–2027). June financials target close by the 25th. A first, very preliminary budget draft is targeted for the first full week of July.

Unit 2103 water leak / running toilet [02:03:37 – 02:11:01]

A board member raised the Unit 2103 water-leak work order (associated with the reporting homeowner; Page 10). Management characterized it as a unit-to-unit issue: they had asked the other unit to inspect for leaks and asked the reporting homeowner to follow up, but she hadn't responded. The board member disagreed: "If there was an overuse of water for that building and this unit had a toilet running forever, we need to get paid back for that," citing a prior case where the association recovered costs (the on-site maintenance person previously posted a 24-hour emergency notice, entered, and found a running toilet). Management noted the difficulty: no per-unit sub-meters and 11 different water bills to cross-reference, and emphasized the association can't take on liability for non-association issues. A board member corroborated that a neighbor's running toilet had been resolved before (the homeowner replaced the toilet). Decision: management will reach out to the reporting homeowner to confirm resolution and look into the May 1–31 billing, then report back.

Closing logistics & executive session [02:11:01 – 02:12:52]

Next meeting: July 16, 2026 at 6:30 PM. Reminders and agendas are posted on the portal/calendar. The board agreed to hold a brief executive session on collections, including an update from the attorney ("I did hear back from the attorney on some"). A homeowner request (for the resident who raised the tree issue) must be sent to support@accuinc.com so it isn't lost.

Adjournment [02:12:52 – 02:13:24]

A final call for questions yielded none. Management reiterated the staffing transition (new team/assistant forthcoming; "a whole village still trying to help"). A board member moved to adjourn; the meeting adjourned at 8:42 PM (a second to the motion was not captured). The facilitator thanked attendees.

Decisions & votes

#	Decision / Motion	Outcome
1	Quorum established (4 board members)	Confirmed
2	Call meeting to order	Done, 6:34 PM
3	Approve May meeting minutes	Approved (motion by a board member; another board member seconded then withdrew as ineligible; final second by another board member — ambiguous)
4	Proceed with FHA Pros to pursue FHA certification	Moving forward
5	No action on the Building 5 fence "at this time" (initial stance)	Stated; partially reversed for the new-wall fence (to be inspected)
6	Spigot serving a single unit = homeowner responsibility	Stated policy; to be triple-checked
7	Sump pump = homeowner responsibility going forward	Reaffirmed
8	Board cannot use/act on resident website; info stays on Vantaca portal	Stated as firm policy
9	Write off $11,710 bad debt (foreclosed unit)	Done
10	Remove outdated policies from portal (old collection policy)	Done
11	No Brightview meetings until attorney ("Altitude") responds; no meeting without lawyers	Agreed
12	Demand/dispute letter sent from attorney to Brightview	In progress
13	Restart FHA qualification via FHA Pros (reserves allocated at last budget meeting)	Done/underway
14	Approve ~$840 Davey Tree proposal (north pine)	Approved (≥3 yes votes from board members)
15	Building 11 fallen-tree removal (NTE $1,500)	Confirmed complete (verified in person)
16	Do NOT have homeowners repaint parking numbers	Consensus
17	Do not plant grass in wall-project areas (drought/permit); fill upper area with rocks	Consensus
18	Heavy trim (not removal) of the sap-dropping pine — prior vote, still not executed	Reaffirmed; pending Davey Tree bid
19	Executive session on the tree issue not held on the spot (must be scheduled)	Deferred
20	Request formal written post-final-payment commitment from wall contractor	Approved
21	Keep Sky Park stone wall on next month's agenda	Agreed
22	Reject cosmetic handrail bid; pursue safety-focused audit	Agreed
23	Replace all smaller railroad-tie walls at once (direction, pending pricing)	Direction set
24	All irrigation repairs require board approval except true emergencies	Agreed
25	Management sends every service request to board before authorizing vendor	Agreed
26	Approve the 3 pending irrigation invoices "as good faith," no more	Agreed
27	$1,700 unapproved irrigation invoice NOT pushed through	Held / not approved
28	Get pricing to change all closet/door locks (type TBD by board)	Agreed
29	Send community email re: trash/large items	Consensus
30	Get xeriscaping quotes from multiple vendors	Agreed
31	Investigate Unit 2103 water overuse; contact reporting homeowner	Agreed
32	Hold executive session on collections (with attorney update)	Agreed
33	Next meeting: July 16, 2026, 6:30 PM	Announced
34	Adjourn	Adjourned 8:42 PM

Action items

Owner	Task	Timing	Notes
Management (ACCU)	Notify community when FHA certification completes	By next meeting; ~90 days est.	Via FHA Pros
Management	Dig into landscaping contract re: pine-needle cleanup & weed control	Unspecified	Reach out to account manager
Management	Continue handling lawn watering / tarped wall area	Ongoing	Permit applied; none for July/Aug
A resident	Send photos/location of weeds and fence	Soon	—
A board member (Bldg 7)	Inspect new-wall fence (Bldgs 5/7) for correct installation	Immediately	—
A resident (new owner)	Resubmit drainage docs/videos; email electrical-panel extension request + panel photo	Unspecified	To support@accuinc.com
Management	Triple-check whether the resident's spigot is individual or shared	Unspecified	—
Residents	Submit issues/photos via Vantaca portal	Ongoing	Large files reportedly OK
Management	Verify resident contact info (missed pond-correction email)	Unspecified	—
Management	Investigate the large invoice over NTE; check for Brightview/Environmental duplicate billing	In progress	Needs photos
Management (ACCU)	Schedule Brightview meeting with both sides' lawyers	In progress	—
The investigating board member	Maintain invoice spreadsheet & questions	Ready	—
Attorney ("Altitude")	Send dispute letter to Brightview; obtain response	In progress	Name uncertain
The board	Lead parking renumbering/pass project; bring solution to board	Ongoing	—
A resident	Locate & send 2023 parking list/map	"a board member look"	Management to upload to portal
Management	Determine parking pricing, placement, correlation; produce/distribute passes	Ongoing	Hand-out model; cannot mail
Management	Call with vendor contact; on-site meeting	Phone tomorrow AM; on-site next week	Vendor contact's role uncertain (ACCU vs. vendor)
Management	Contact Davey Tree to confirm $840 work	Today (mtg day)	—
A board member	Sign Davey Tree proposal	After receipt	—
Management	Notify board, then the affected resident, then community re: tree work	After approval	Warn re: trucks/machinery; ensure cleanup
Management	Notify the vendor contact of the rock-fill plan for wall-project landscaping	Near-term	—
The board / Management	Close out wall contractor with conditional final payment + written return-to-finish agreement	Unspecified	Contractor name uncertain
Management	Obtain formal post-final-payment commitment letter from contractor	Unspecified	—
The board / Management	Reach out re: Sky Park updates	Before next mtg	—
Management	Get railroad-tie wall replacement pricing (Hal Ryan); pursue other vendors	Ahead of budget season	—
Management (+ vendor)	Deeper soil-erosion inspection	Ongoing	—
Management / Hal Ryan	Complete safety-focused handrail audit	Pending	—
A resident	Send cheap railroad-tie source via portal	Unspecified	—
The treasurer / The board	Get landscaper quotes; pursue master key (contractor unresponsive)	Unspecified	—
Management	Get pricing to change all closet/door locks	Background	Board chooses lock type
Management	Triple-check with on-site maintenance re: ice buckets in closets	Unspecified	—
Management	Forward retaining-wall irrigation-damage proposal to board	Unspecified	—
Management	Meet Environmental's account manager re: photos/requirements	Unspecified	—
Management	Ask the vendor contact for documentation on irrigation billing (e.g., billed from shop?)	Unspecified	—
Management	Forward the vendor contact's response on the "mower/clearing" inquiry	When located	—
The board / Management	Review landscaping contract for a drought clause	Unspecified	Modify mowing service
The board / Management	Draft & send community trash email	Unspecified	Include overcharge amount
Management	Bring trash overage back for fuller discussion	Next meeting	—
The board / Management	Decide whether to act on Waste Connections contract before auto-renewal	Before ~Nov/Dec	—
Management	Get xeriscaping quotes from multiple vendors; report back	After meeting	—
Management	Close June financials	By June 25	—
Management	Deliver first preliminary 2026–2027 budget draft	First full week of July	—
Management	Investigate Unit 2103 water overuse (May 1–31); contact reporting homeowner; report back	After meeting	11 water bills, no sub-meters
Management	Run executive session on collections; share attorney update	At/after close	—
A board member	Resend the homeowner request to support@accuinc.com	ASAP	—
Management	Continue sending invites/agendas; post on portal	Ongoing	Ahead of July 16
Management	Notify residents when new ACCU assistant is hired	When hired	—

Key figures & financials

Value	Refers to
154 units	Total units in the community
4 board members	Quorum
6:34 PM / 8:42 PM	Called to order / adjourned
3 minutes	Per-speaker limit in homeowner forum
~90 days	Estimated time to FHA approval (uncertain)
10% of assessments	Reserve minimum for FHA/Fannie/Freddie
~3 years	FHA qualification validity (uncertain)
$0	Cost of a special Thornton watering permit
June only (no July/Aug)	Months Thornton will allow a watering permit
~$78,000	Year-to-date over budget
~$7,000	Building maintenance overage
~$7,000	Plumbing/sewer overage
$4,700	Rubbish removal overage
$11,710	Bad debt written off (foreclosed unit)
1,302 / 1 / 10 / 26 / 10	Tickets / architectural / violations / work orders / on-call (prior month)
70–80	General inquiries last month
~$60,000	Resident's belief on exterior-maintenance budget (2025–26)
~$500,000	Retaining wall project cost (loan-financed)
No dues/fee increase	Stated for the retaining wall
$400→$800/month	Hypothetical dues-doubling example
$4–5 million	Estimated cost to fix everything
~$20,000	Hypothetical per-owner special assessment if all done at once
~$80,000 → $300,000 → $111,000	Insurance: pre-fire → post-fire → current
~$30,000/year	Insurance savings expected from panel upgrades
~16%	Panel upgrade's share of insurance costs
57 / 52 / 154	Panels reported complete / verified / total units (~⅓)
Monday	Panel inspection day
$500	Brightview's irrigation no-authorization limit
~$20,000	Estimated total spent on irrigation repairs
$2,600	Consolidated invoice Brightview should have sent (May 30)
$750	Disputed approval limit vendor claimed
~$30,000	Targeted savings from Brightview dispute
$840 (approx.)	Davey Tree proposal (north pine) — approved
$1,500 (NTE)	Tree removal near Building 11 (completed)
$1,700	Irrigation invoice done without prior approval (not pushed through)
3	Pending irrigation invoices approved "good faith"
$656	Irrigation invoice (backflow leak, SW of Bldg 4)
~$722	Second irrigation invoice ("722, seven feet" — uncertain)
~$600 / ~$5	Charged per repair vs. estimated part cost
$500/hour	Speculated vendor labor rate
$4,700	Trash overage (~9/15 to present)
$200–$400	Per large-item pickup charge
~$2,000/month	Base trash cost
3 dumpsters	Overloaded on one specific bill
3 years	Trash hauling contract renewal term
~$34,000/year	Annual water spend
~25% / ~$100,000 / ~5 years	Potential water cut / project cost / payback (rough)
11	Separate water bills
Unit 2103 / Page 10 / 5/1–5/31	Water-leak unit / report page / billing period
24-hour	Emergency-entry notice (prior running-toilet case)
September 1	Fiscal year start
July/August	Next budget out / ratification meeting (date TBD)
First full week of July	Preliminary budget draft target
June 25	June financials close target
December	Annual meeting
July 16, 2026, 6:30 PM	Next meeting
8:42 PM	Adjournment

Open questions & unresolved items

FHA timeline — exact length of the FHA Pros process is uncertain (~90 days / ~3-year validity, both hedged).
Federal Pacific panels — when (if ever) the HOA will replace the buildings' old main panels; the resident's demand went unanswered. Which buildings already had panels replaced is uncertain (only Building 2 confirmed).
Exterior maintenance budget — whether 2026–2027 will increase above ~$60,000.
Community-condition remediation — no funding commitment on the issues a resident documented.
Mystery pesticide — who authorized/paid for the earlier weed spraying that left signs; whether it was in the contract.
Building 5/7 fence — why the new-wall fence is cracking/leaning and whether the installer will fix it.
Spigot — whether the new-owner resident's specific spigot is individual or shared.
Drainage — how the new-owner resident's cracked gutter board and undocumented sump pump will be addressed and who pays; the foreclosure-related complications.
The sap-dropping tree — exact trim date (pending Davey Tree bid); when/where a board discussion or executive session will be scheduled; why the ~2-month-old trim vote was never executed; who changed the resident's ticket-notification setting (disputed).
March/April minutes — still not visible on the portal (raised again).
Over-budget figure — described as preliminary; may shift.
July/August meeting dates — TBD; budget ratification date not set.
The paint-job dispute — requires a formal hearing, not yet scheduled.
Brightview — whether it follows through on litigation or responds to the attorney's letter; full details of what was actually fixed.
New landscaper (Environmental) — possible duplicate billing vs. Brightview (not yet confirmed); why invoices arrived without photos despite a vendor rep's promise; why repairs exceed $500; whether there's a different agreement; how the over-NTE invoice "made it through."
Irrigation — whether to pursue full system replacement; whether billing starts when crews leave the shop; how to verify whether a head was recently replaced.
Landscaping contract — whether a drought clause exists to modify mowing service.
The vendor contact's role — ACCU account manager vs. landscaper/irrigation vendor contact (the notes conflict).
Parking — distribution method if passes can't be mailed; total renumbering cost; whether the resident locates the map; two board members' separate ideas.
Wall contractor — name uncertain ("whole Ryan"/Hal Ryan); exact terms of the final-payment-plus-return agreement; whether the formal commitment letter materializes.
Sky Park stone wall — whether the city pays/builds it or board members attend city meetings (a board member opposed to HOA paying); no updates from the Sky Park or city-related contacts.
Railroad-tie walls / handrails / soil erosion — pricing and audit results pending.
Closet locks — which lock type the board will choose; whether the ice buckets were placed.
Trash — whether large-item volume is genuinely abnormal (hauler doesn't itemize); content/timing of the planned email; whether to act before contract auto-renews (~Nov/Dec); the unexplained "$22 million" figure (erroneous).
Xeriscaping — specific locations and real cost/savings unknown pending quotes; stated savings figures internally inconsistent.
Unit 2103 — whether resolved; the overage amount; whether reimbursement is possible without sub-meters; which unit caused it.
Collections — attorney's report deferred to the closed executive session.
ACCU staffing — scope/timeline of the new team and assistant.

Transcript notes & confidence

Method: This account is derived from an automated transcript produced locally with OpenAI Whisper large-v3 (beam-search decoding) and independently cross-checked against NVIDIA Parakeet-TDT (a different model architecture), both run on an Apple M5. The recording captured ~2:13:32 of audio (recording began 6:28:53 PM; meeting called to order 6:34 PM through adjournment ~8:42 PM). Three silence-induced "Thank you." hallucinations (01:29–02:58) were removed.

Figures cross-verified between both models (high confidence): $78,000 year-to-date over budget; insurance history $80k → $300k → $111k; $11,710 bad-debt write-off; 1,302 tickets / 26 work orders / 10 violations; $34,000/yr water spend; $4,700 trash overage; ~~$500,000 retaining wall with no dues increase; $4–5M total work backlog (~~$20k/unit if assessed at once); 57/52 of 154 panels; $840 tree approval; Waste Connections 3-year renewal; next meeting July 16, 2026, 6:30 PM. Where the two models disagreed, the discrepancy was resolved against context (e.g., "$11,000,710" → $11,710; "Vantica.org" → the Vantaca portal; an apparent "$22 million" is a transcription artifact and is not a real figure).

No speaker identification. The transcript has no speaker diarization or speaker labels of any kind. Because of this, all attributions in this account are by role only (management/ACCU, board member, treasurer, resident, etc.) and no individuals are named. Earlier drafts that attempted to attribute statements to named individuals were unreliable and could cross up two people; role-based attribution is used throughout, and even role assignment (e.g., board member vs. management) is approximate where the transcript is ambiguous.

Lower-confidence facts (flagged in text):

Roles: The identity of the acting chair/facilitator is not firmly established and is treated only as "management." The treasurer and an ACCU rep are sometimes hard to distinguish in the transcript, and the vendor contact's role (ACCU account manager vs. landscaper/irrigation vendor contact) is genuinely unresolved. Where it is unclear whether a participant was a board member or management, the account says so.
Vendor/firm/proper nouns: "Davey Tree" (transcribed "Dabby"/"Davies"/"Davy"), "Altitude" (law firm), "FHA Pros," "Environmental" (new landscaper), "Brightview," "Waste Connections," the wall contractor ("whole Ryan"/Hal Ryan), and "KSX services" should all be independently verified. "Kiowa" is almost certainly CCIOA (Colorado Common Interest Ownership Act). "Vantica.org" is a transcription loop for the Vantaca portal.
Dollar figures: The $840 tree proposal, ~$722 ("722, seven feet"), the "25" a resident said they paid for a panel ($25 / $2,500 / $25,000 — unclear), the xeriscaping $20,000/year savings (inconsistent with 25% of $34,000), and the "$22 million" trash figure (clearly erroneous) are all uncertain.
The exact final seconder of the May minutes is ambiguous (a board member, but which one is unclear).
Adjournment was recorded at 8:42 PM; a second to the motion to adjourn was not captured.

Prepared for residents by the Star Point HOA Hub (independent, resident-run). Not affiliated with the HOA Board, ACCU, or any vendor. For the official record, consult the approved minutes on the Vantaca portal.

Transcript — broken down by topic

The meeting is split into topics below. Each has a short summary, key points, and the verbatim transcript for that part of the meeting. Speakers are labeled by automatic voice diarization (Speaker 1, Speaker 2, …) — no names are assigned, so where a speaker introduces themselves you can infer who the voice is. Auto-generated locally with OpenAI Whisper large-v3 (beam-search decoding) and cross-checked against NVIDIA Parakeet-TDT; it begins at the start of official business (call to order, 6:34 PM); informal pre-meeting conversation is not included. Speaker grouping and wording may contain minor errors — the official record is the approved minutes.

1. Pre-meeting, roll call & call to order

00:02:59–00:05:34

This topic covered the pre-meeting audio/connection checks, roll call, and call to order for the HOA meeting (timestamps 00:02:59-00:05:34). The board confirmed a quorum of four board members present, briefly discussed whether to wait for an absent participant, and resolved a feedback issue from a participant logged in on two devices. The meeting was called to order at 6:34 PM by the acting chair after the participant initially asked to do so could be seen but not heard.

Key points

Meeting opened with extended audio and connection checks; management/the facilitator confirmed everyone could hear and be heard before proceeding.
Quorum was confirmed present: a participant stated four board members were in attendance, which constituted quorum.
The board discussed whether to wait a few minutes for one absent participant (referred to in the transcript as 'a board member'), who had not yet joined.
The facilitator lacked the absent participant's contact information and asked another participant to text him so the meeting could begin; the absent participant was subsequently texted to let him know.
A participant who was logged in on two different devices caused echo/feedback and was asked to mute; the issue was resolved.
The meeting was called to order at 6:34 PM by the acting chair, after the participant originally asked to call it to order could be seen on screen but not heard.

Show transcript for this topic

Speaker 1 [00:02:59]

Hello, this is Tina. Can you guys hear me?

Speaker 2 [00:03:14]

Yeah, can you hear me?

Speaker 1 [00:03:16]

Yeah, okay. Just wanted to check. Yeah, we can hear you. Thank you.

Speaker 3 [00:03:26]

Okay, and I think everybody can hear me as well. Now I can hear you guys.

Speaker 4 [00:03:32]

I can hear you.

Speaker 3 [00:03:33]

Okay, perfect. I just wanted to triple, triple check. Okay. Um, we have four board members here. So that's quorum. That's excellent. I'm just out of curiosity. Does anybody heard from will yet? Or should we give them a couple of minutes?

Speaker 5 [00:03:51]

I'm driving right now. But if someone can text them, that would be great. And we just get started now.

Speaker 1 [00:03:58]

I don't have wills information. So

Speaker 3 [00:04:02]

I think Jessica, I don't know. Can you text me one second? Let me see if I can't pull it up before we get started with the meeting.

Speaker 5 [00:04:27]

Kathleen, can you mute yourself? I can hear myself. Oh, I think you have two different.

Speaker 3 [00:04:46]

She has, she has, you have, yeah, there we go. Thanks. Yeah. Okay. Okay. I know. I just texted him and let him know. Okay. Just that I pointed on you, Lisa. I said, you told me to text him. Okay. Can everybody see my screen? Yeah. Yeah. Okay. Excellent. Um, I mean, James, if you want to go ahead and call the meeting to order.

2. Approval of May meeting minutes

00:05:34–00:07:56

This topic covered approval of the May HOA meeting minutes (timestamped 00:05:34-00:07:56). The minutes had been circulated in advance and reviewed by board members, who found them acceptable. A motion to approve was made, seconded, and the May meeting minutes were approved.

Key points

The meeting was called to order at 6:34 PM by the meeting facilitator (ACCU management), who noted one participant (a board member) could be seen but not heard due to audio issues.
The May meeting minutes had been distributed in advance by management; board members confirmed they had reviewed them and found them fine.
A board member made the motion to approve the May meeting minutes.
A board member initially seconded the motion, then noted she may not be eligible to second because she had not attended the May meeting; the final seconder is ambiguous in the transcript (one of two other board members responded 'Yes').
Outcome: the May meeting minutes were approved.
Audio/echo problems were noted during this segment (one participant could not be heard at all; another participant was reported to be causing echo/'bad frequencies'), which contributed to the brief confusion over who seconded the motion.
Immediately after approval, the meeting transitioned to the next agenda item: the FHA Pros agreement (handled in a separate topic).

Show transcript for this topic

Speaker 5 [00:05:34]

Oh, hello. I don't know. James, are you here?

Speaker 3 [00:05:40]

I saw him. Okay. Well, I'll go ahead and call the meeting to order then. James, if you can hear us, we cannot hear you. Um, so we'll call the meeting to order at 6:34 PM. Um, first order for business, of course, is the minutes, the May meeting minutes from the last month. I wasn't sure if you guys had a chance. I mean, I did send it to you. I know there's a lot going on in life, so I didn't know if you had a chance to review them or.

Speaker 5 [00:06:15]

I did. Tina did. Yeah, I did too. They looked fine to me. Tina, did you see anything?

Speaker 1 [00:06:20]

Okay. Well, I did not see anything. No, but I wasn't at the meeting. I wasn't at the meeting,

Speaker 3 [00:06:26]

but it looks okay to me. Um, and James, Maria, do you guys have any comments or questions? Okay. Well, um, if that's the case, I did message James to let him know we can't hear him. Um, but if I could get a motion to approve the meeting minutes then? Yeah. Can I? Yeah. Okay. Thank you, Louise. Seconded by Tina. Thank you.

Speaker 1 [00:07:03]

I didn't know if I could. Yeah, I didn't know if I could since I wasn't there.

Speaker 3 [00:07:06]

Oh, I guess that's a good point. Um, Maria or James? Somebody's got, uh, some echo noise going on. Yeah. I think unfortunately somehow it's Kathleen. No offense. I think she's just getting bad frequencies. Um, so I'm sorry, Maria. Um, we, do you second the meeting minutes or James? Yes. Okay. Perfect. Thanks, Tina. I did forget. You just said you weren't there, but I forgot already. Yeah. It's okay. Okay. Um, the next order of business is the FHA pros agreement. So those of you that have been attending our meetings, um, obviously with the adjustment in the budget for the new year and everything going on, um, we had the opportunity to increase the amount that goes to reserves in order to qualify for FHA. That being said, um, the attorneys no longer do this process. It's, it's goes through pros. So I reached out to the one that the association's attorney recommended, um, FHA pros. Basically, they're going to go and get all the paperwork, get the process started, um, all of that good stuff. Um, and we're hoping, I'm not sure how long the process takes, but we're, I would like to say within 90 days, we will be FHA, um, approved for any new potential owners or sellers.

3. FHA Pros agreement / FHA certification

00:07:56–00:09:28

The meeting facilitator reported that a budget adjustment for the new year raised the association's reserve contributions enough to qualify for FHA certification, and explained the certification process is now handled by an outside company, FHA Pros, rather than attorneys. FHA Pros (recommended by the association's attorney) will gather the paperwork and run the process, with FHA approval estimated within roughly 90 days. The community will be notified when the process is complete, or the topic will be readdressed at the next meeting; participants characterized the development as positive progress out of a difficult financial position. The discussion then transitioned into the homeowner forum.

Key points

A budget adjustment for the new year increased the amount contributed to reserves enough for the association to qualify for FHA certification.
Attorneys no longer handle the FHA certification process; it now goes through an outside company, FHA Pros, recommended by the association's attorney.
Action item: FHA Pros will gather all the paperwork and start/run the FHA certification process on the association's behalf.
FHA approval was estimated to be completed within roughly 90 days (approx.), with the facilitator explicitly noting uncertainty about how long the process actually takes; once approved, it would cover any new potential owners or sellers.
Action item (management/facilitator): keep the community updated and send out a notice to the community when the FHA process is completed; if it is done by the next meeting a notice will go out, and if not, the topic will be readdressed at the next meeting.
Participants framed the milestone positively: one called it "huge news" and said "We finally got there," and another responded "it takes time to dig out of a hole," implying recovery from a difficult financial position.
No formal motion or vote occurred on this topic; it was an informational status update.
The meeting then transitioned to the homeowner forum, with a reminder that the association has a meeting conduct policy and that each individual gets three minutes to speak (speaking does not guarantee an answer).

Show transcript for this topic

Speaker 6 [00:08:35]

Good.

Speaker 3 [00:08:38]

Okay, perfect. And of course, we'll keep you guys updated on that. And when it's all completed, um, if it's not done by then, if it is done by the next meeting, we'll send out a notice to the community. If not, we will just readdress it.

Speaker 1 [00:08:49]

It's huge news. It's just wonderful.

Speaker 3 [00:08:53]

We finally got there.

Speaker 1 [00:08:54]

Well, it takes time to dig out of a hole, so.

Speaker 3 [00:09:00]

It does. That it does. That's a good way to put it. Um, okay. So the next part is homeowner forum. Um, I do want to remind everybody there's a meeting conduct policy for the association. Um, that being said for homeowner forum, each individual gets three minutes to speak. Um, does not necessarily mean, um, you'll get an answer for what is being said, but at least it'll be, you'll have the opportunity to speak it, share it with myself and the board and the homeowners present. Um, that being said, we're also going to try and start enforcing the homeowner forum a little bit more as far as, because of the meeting conduct policy, we do give opportunity for homeowners to speak, but the rest of the meeting is mainly for the board. Um, it's not for, it's not that we don't care, we're not interested in your opinions or any of your questions or things like that. Um, however, if it's not during homeowner forum, we kindly ask that you either, um, you'd send me in an email. I can get you an answer. We can get through the meeting and I can get you an answer a lot quicker than us having to go back and forth. Um, if it's super important, we can definitely bring it up in and let the board, um, decide accordingly with those, um, on a case by case basis. Um, that being said, I'm going to go ahead and open the floor up to all the homeowners that are present. So thank you guys for joining. Um, if anyone would

4. Homeowner forum rules

00:09:28–00:10:18

The meeting facilitator reminded attendees of the association's meeting-conduct policy and announced that homeowner forum rules would be enforced more strictly going forward, with the bulk of the meeting reserved for the board. She emphasized the board does care about residents' questions and opinions, and asked that non-forum matters be sent to her by email so she can provide answers more quickly. She noted that genuinely important items can still be brought to the board on a case-by-case basis, then opened the floor.

Key points

The meeting facilitator stated the board would start enforcing the homeowner forum more strictly going forward, citing the association's meeting-conduct policy.
Per the policy, homeowners are given an opportunity to speak during homeowner forum, but the rest of the meeting is described as mainly for the board.
The facilitator clarified this enforcement is not because the board is uninterested in residents' opinions or questions.
Residents were asked that, for matters arising outside the homeowner forum, they email the facilitator directly so she can get them an answer; she said this is faster than going back and forth and lets the meeting proceed.
If a matter is super important, it can still be brought up so the board can decide on a case-by-case basis.
No motion, vote, or formal decision was recorded in this excerpt; the segment ends with the facilitator opening the floor.
The transcript context references a three-minute-per-individual speaking limit during homeowner forum (stated in the verified breakdown analysis), though the specific time limit is not spoken in the verbatim excerpt itself.

5. Homeowner forum — Jacqueline: watering & landscaping

00:10:18–00:12:48

During the homeowner forum portion of the meeting, a resident raised two issues: watering of the lawn area that had been tarped over during the wall work, and landscapers not clearing pine needles under the trees. The meeting facilitator explained that a no-cost special Thornton Water permit was confirmed available but would only cover June, which is insufficient because Thornton is not allowing any additional watering during July or August, so it would not sustain grass, seed, or sod. The facilitator said the grass/watering matter is on the agenda for further discussion later in the meeting, and committed to digging into the landscaping contract regarding pine needles and weed control.

Key points

Time range of this topic: 00:10:18-00:12:48; it occurred during the open homeowner forum (homeowners present invited to speak).
A resident reported speaking with Thornton Water at a Thornton fair and being told the association could obtain a special watering permit at no cost by explaining a project (the wall work) was underway and that more sod/watering was needed, specifically for the lawn area that had been tarped over during the wall work.
The meeting facilitator confirmed she had already applied for a watering permit and agreed the resident was correct that the special permit costs nothing.
Key constraint: Thornton is NOT allowing watering permits for the months of July or August; a special permit would cover June only, which the facilitator said would not be enough water to sustain any growth of grass, grass seed, or sod.
The facilitator stated the grass/watering question is on the meeting agenda and will be discussed further later in the meeting.
The resident also asked whether clearing/blowing/picking up pine needles under the trees is covered by the landscaping company's contract, whether addressing it would cost money, and how it would be handled.
The facilitator said she does not believe pine trees are specifically something maintained under the contract, and committed to digging into the contract further and reaching out to the (landscaping) account manager (action item: facilitator/management to review contract and contact account manager; no deadline given).
The facilitator confirmed the landscaping contract is available online on the portal, under documents, in the contracts section.
The resident raised a follow-up about whether weed control could be done, and the facilitator indicated she would need to re-look at the contract on that point as well (left unresolved/pending contract review).

Show transcript for this topic

Speaker 7 [00:10:23]

like to go ahead and speak, please do so. I have some questions. This is Jacqueline. And I, uh, wanted to touch base regarding the watering of the lawns is more specifically the area that was tarped over because of the, uh, the wall work that we did. I did step in, um, at the Thornton fair and asked Thornton water and explained to them our situation. And they said that, um, we would just need to go to Thornton water, get a special permit, doesn't cost anything, you know, and just explaining that we were doing a project and we need to, you know, do more sod or water or whatever. So I don't see why, um, we can't get going on that. And then, um, I wanted to, um, ask about about the contract we have with our landscaping company. Um, they haven't been blowing or picking up the pine needles under the trees. Or is that not in our contract? Is that going to cost money or how are you taking care of that?

Speaker 3 [00:12:08]

Okay. So the first question I'm going to address is your grass question. Um, we're going to be discussing that further down the road in this meeting. It's on the agenda, but I'm going to let everybody know here. I did apply for a watering permit. However, they are not allowing watering permits for the month of July or August, which means you're correct. We could request for a special permit, but it would only be for the month of June and it would not be enough water to sustain any growth of any grass, grass seed or sod. Um, so I appreciate that information. You're correct. It didn't cost anything. However, it would only be for the month of June. However, they're not allowing any additional watering during the month of July and August. Um, next to the, as far as the landscaping contract goes, I can definitely dig into it further. Um, I don't believe pine trees are specifically something that's maintained. Um, I can definitely reach out to the account manager. And like I said,

6. Homeowner forum — weeds & mystery pesticide

00:12:53–00:15:19

During the homeowner forum (00:12:53-00:15:19), residents raised concerns about widespread weeds in the lawn and an unexplained pesticide/weed-control spraying that occurred a couple of months earlier. Management explained that weed control is handled case-by-case and that the landscaping contract is available on the Vantaca portal, and requested photos and locations of the problem areas. No formal decision was made; a board member indicated 2027 may be a year to refurbish the lawn due to drought damage, with xeriscape to be discussed later in the meeting.

Key points

Management stated weed control is handled 'case by case' and that the landscaping contract is posted on the Vantaca portal under documents/contracts.
Management asked a resident to provide photos and the specific location of the weeds, noting management 'hadn't seen a ton of weeds' on site and wanted to understand the specific area; if it was 'all over,' that would change the response.
Residents clarified the weeds are in the lawn (not in the rocks), described as 'the real sticky ones,' and 'all over'; multiple residents agreed there are 'a lot of weeds.'
A resident recalled that 'a couple of months ago' someone came out and sprayed for/to prevent new weeds, leaving warning signs, but felt it did not help; residents said they did not know who performed the pesticide/'weedicide' application, did not recall paying for it, and did not believe it was in the landscaper's contract.
A resident noted that landscapers habitually do feeding through the year, irrigation, and aeration as standard service.
A board member said 2027 'might be a year of refurbishing our yard,' specifically the grass, due to drought and lack of water this year, and that xeriscape ('zero scape') would get more discussion later in the meeting; action item: management/a participant said 'I'll look at that' regarding the weeds, but no specific owner, deliverable, or deadline was set and the topic transitioned to a question about a fence by Building 5.

Show transcript for this topic

Speaker 7 [00:12:58]

look into the is, is that further, but is that, is that contract, um, with our documents online on the portal? Yes.

Speaker 8 [00:13:14]

Okay. Yep. That's on the portal on the documents under contract.

Speaker 7 [00:13:19]

Okay. And, um, in lieu of that, is there anything that they can do, or I guess I'll have to relook at that contract about doing, um, weed control.

Speaker 3 [00:13:37]

I mean, it's, it's kind of supposed to be addressed on a case by case basis. So if you have something specific you're referring to Jacqueline, I'd love to see a picture of it or kind of know the location or anything like that. Unless you're saying it's all over, which I have been there, so I haven't seen a ton of weeds. So I want to make sure, like, I'm understanding the specific area that you're referring to. So just like kind of starts

Speaker 7 [00:14:02]

being taken care of. Oh, okay. Yeah. It's, it's in the lawn. It's not necessarily in the rocks. Okay. It is all over, you know, it's the, um, the real sticky ones.

Speaker 1 [00:14:17]

You know, this is, this is Tina. And I remember a couple of months ago or something like that, someone came out and was spraying for, um, any new weeds to keep any new weeds out. But I agree with Jacqueline. There's a lot of weeds and I don't, I don't know that, you know, that really did anything to help us. Yeah. We still don't even know who did the pesticides or the weedicide

Speaker 5 [00:14:45]

or whatever. They just put out signs and we, I don't remember us paying for it. I don't remember it being in our contract that the landscaper was doing that. It just didn't left signs. So I'm still confused on how that happened in the first place.

Speaker 7 [00:14:58]

Well, I do know, um, habitually, you know, when we have landscapers, they usually, um, do the feeding through the year and put the irrigation, the, you know, aeration, I guess I should say. Right. Right. But, um, I'll look at that because there is a

7. Homeowner forum — fences

00:15:19–00:17:43

During the homeowner forum portion of the meeting, a resident reported that the fence near Building 5 had been dug up, was "a big mess," and looked like it might fall over, with a large crack where dirt had settled. The board initially stated it was not investing in the fence at this time, but once the location was clarified as the new fence on the new wall between Buildings 5 and 7 (south side), a participant who lives in Building 7 agreed it should be inspected. The matter was left as an action item: the Building 7 participant would inspect the fence on arriving home in about five minutes, and the resident would take and text photos.

Key points

A resident raised that the fence had been dug up, was 'a big mess,' looked like it was going to fall over, and had a 'big crack' where the dirt had settled more; she asked whether the crew that did the work would return to find out why.
The board's initial position was that it was 'not doing anything with the fence at this moment,' stating this had been discussed at a couple of previous meetings and was 'not something that the board is looking into investing in currently.'
The fence location was clarified as being down by Building 5 and Building 7, on the inside of the fence (a chain-link fence) on the south side -- specifically 'the fence on the new wall' (a newly installed fence).
The resident attributed the problem to where a sprinkler had been replaced (one that had not previously been replaced), which had caused flooding/a flood going down; the crack/issue was said to run all the way to the end of the fence.
A participant who lives in Building 7 reversed the initial stance once the new-wall fence was identified, saying 'if that's a brand new fence that we just got installed, we need to make sure it was installed right, for sure.'
Action item: the Building 7 participant committed to inspect the fence upon arriving home, expected in about five minutes ('I'll be there in like five minutes or so').
Action item: the resident agreed to take photos of the exact area and text them to the participant so he could see the issue; the topic ended there with no formal motion, vote, dollar amount, or scheduled follow-up date.

Show transcript for this topic

Speaker 5 [00:15:19]

lot of weeds. Um, yeah, I think we're going to have a 2027 might be a year of refurbishing our yard. Just the grass in general, because of the drought this year, you know, lack of water.

Speaker 7 [00:15:35]

Yeah. Well, some, maybe some more discussion on zero scape too. And yeah, I think that's in our thing today. Right. Okay. And then lastly, I'm sorry, but the fence that they did over here by building five. Oh, this is your last question. Go ahead. Yes. You know, um, there's a, you know, they came out and they dug, dug it up. It's a big mess and it looks like, you know, it's going to fall over. I mean, it's what are they going to do

Speaker 8 [00:16:16]

anymore about that or what? So you cut out on the beginning. I didn't hear your question.

Speaker 3 [00:16:22]

My question is the fence. We're not, we're not doing anything with the fence at this moment. Um, that was discussed at a couple of previous meetings at this moment. It's not something that the board is looking into investing in currently.

Speaker 7 [00:16:40]

Well, I guess my question is, are they going to come out since they did it and find out why there's this big crack going on and it's, you know, the dirt has settled more.

Speaker 1 [00:16:54]

Is this the fence by sky park?

Speaker 7 [00:16:57]

This is the fence down by building five and building seven. It's on the inside of the fence.

Speaker ? [00:17:14]

Yeah.

Speaker 5 [00:17:15]

So I'm about to get home. I'm going to take a look at that because I live in building seven and I'm not, I can't picture what you're talking about. You talking about the chain link fence?

Speaker 9 [00:17:23]

Yeah, I think, I think it's where they replaced that, um, that sprinkler that they had not replaced. And there was like a flood going down. Yeah, it goes all the way down.

Speaker 7 [00:17:36]

Yeah, it goes all the way to the end of the fence. So.

Speaker 1 [00:17:38]

Is this on the south side? On the south side you're talking about?

8. Homeowner forum — Kathleen (new owner)

00:17:43–00:22:45

During the homeowner forum portion of the meeting, a new owner who had not yet moved in introduced herself and raised three property concerns: a requested electrical box update, drainage problems near her unit, and a broken spigot whose maintenance responsibility was unclear. Management welcomed her, explained they had no knowledge of these issues until her inspection report, and noted that her unit was a foreclosure, which created complications in proceeding. The exchange ended with management asking her to resubmit her documentation and videos in separate emails, with the discussion continuing into the next segment.

Key points

A Zoom technical issue opened the segment: a resident (a new owner) was logged into the meeting twice from a laptop, causing an echo; the meeting facilitator (ACCU management) removed one of the duplicate logins to restore audio, after which she rejoined successfully.
A new-owner resident, not yet moved in, introduced herself and asked whether to raise her concerns at the meeting or address them individually with management.
Electrical box update request: the resident said ACCU had asked her to have an electrical box updated; she questioned whether it was even needed ('there's some exclusions') and formally requested an extension because she had only just heard about the requirement. No deadline or resolution was stated.
Drainage concern: the resident reported drainage issues near her condominium that her home inspector had noted; specifically the gutter board/fascia that channels rain runoff is 'completely cracked.' She offered to share videos showing the problem and said she had previously informed ACCU.
Sump pump: the resident reported a sump pump in the crawl space that ACCU 'knew nothing about,' which she believed had been there since the building's construction. She stated the drainage would still need to be addressed regardless and that she did not know what was required.
Broken spigot: the resident reported a broken spigot she thought 'might be' the association's maintenance responsibility; she said she had someone willing to help adjust it and asked management to clarify what is the association's responsibility versus the owner's.
Management response: management welcomed her, said the association was not aware of any of the issues prior to her purchase and inspection report, and stated that once informed it had notified the board. Management explained the unit was a foreclosure, creating difficulties in proceeding 'due to the circumstance of the previous owner.'
Action item / how it was left: management asked the resident to (re)submit her documentation and videos in separate emails (one issue per email), noting that any prior submission 'didn't link to your account'; the explanation was still in progress and continued into the next segment, so no responsibility determinations or timelines were finalized.

Show transcript for this topic

Speaker 5 [00:17:43]

Yeah, like the fence on the new wall. Oh, right. Wow. Yeah, we got to, yeah, we should definitely look into that. Jessica, I'm going to be home in a second. So I'll look for that. But if that's a brand new fence that we just got installed, we need to make sure it was installed right, for sure. Yeah.

Speaker 3 [00:18:03]

Can you give me some photos so I can see the exact area?

Speaker 5 [00:18:06]

Yeah. I'll be there in like five minutes or so. I'll try and take photos and text them to you.

Speaker 3 [00:18:11]

Yeah, that'll make it easy that way I can see them. Okay.

Speaker 5 [00:18:14]

Okay.

Speaker 3 [00:18:15]

Thank you, sir.

Speaker ? [00:18:16]

Yep.

Speaker 3 [00:18:17]

Okay. Kathleen, I know you had some questions. I'm going to unmute you because I didn't realize. Oh, there you go.

Speaker 5 [00:18:24]

Kathleen, you need to like, you're in the meeting two different times, so one of them needs to be muted.

Speaker 3 [00:18:32]

Hi, I'm a new owner. Nope. Nope, Kathleen. You're on the meeting twice, so you're echoing on the other one because you're hearing yourself. So you have to either log out from your phone or log out from your computer because we cannot hear you, unfortunately. Well, I'm not on my phone. Oh, shit. I'm going to kick one of you out. Hold on.

Speaker 5 [00:18:58]

Yeah, just kick one of the two out. And then hopefully it doesn't kick her out. If she does, she can come back.

Speaker 3 [00:19:12]

I know. I did ask her to unmute, so I hope she can still hear.

Speaker 5 [00:19:16]

Yeah, that happens sometimes if you click on the invite twice on a laptop and you have two windows open with the meeting.

Speaker 3 [00:19:22]

Okay, so I see Kathleen. So there we go. Hi, Kathleen. Welcome. Good to see you and hear you now.

Speaker 10 [00:19:33]

So I'm not on my cell at all, and I have some questions.

Speaker 7 [00:19:39]

I don't know if I bring up my concerns at this meeting or I address them individually. One of my questions, as I'm not quite moved in yet, I have received some information from the lovely management board, ACCU. And I believe Jessica's taking notes tonight, so hello, Jessica. We've met only through email. I was given a request to have an electrical box updated. That electrical box, I don't even know if it needs it at this point because there's some exclusions. However, I'm requesting an extension because I just heard about it. So I'd like to request that. Also, I have some concerns about drainage situations. The inspector, as I previously let the ACCU know, had remarked and noted that there are drainage situations near my condominium. The board that allows the -- that allows the rain to run off of the gutter is completely cracked. There is a sump pump inside in the crawl space, and ACCU knew nothing about it. But apparently, I think it's been there since its conception or the building. Regardless of that, the drainage would need to be addressed, and I don't know what is required. There's also a broken spigot, which I believe might be your maintenance, and I don't know. I have a person willing to help me adjust it because I would like to get that fixed. So I just need to know what is actually your responsibility or mine. I'd like to apprise you of the drainage situations, and I have videos to share. It's kind of bad with the previous down course, and it was enough to video and be concerned. Other than that, I think I'm looking forward to the community and being a part of the community, and I look forward to hearing back from you as to your standing regarding my concerns.

Speaker 3 [00:22:23]

Thank you, Kathleen. Welcome to the community. I do remember you reaching out to us. We were not aware of anything prior to you moving in and having that inspection report. So if we knew ahead of time, I mean, so unfortunately we didn't know until, like I said, until you let us know. At that time we did inform the board, but there's several things going on and that unit that you bought was actually foreclosed. So there was some difficulties with trying to proceed in that area due to the circumstance of the previous owner. That being said, if you would be able to, and I don't mean to make this complicated, but it would be best to have them in separate emails. If you would please submit, and if you already did, I apologize because it didn't link to your account. If you would please resubmit the documentation and the videos you have regarding the draining to support@accuinc.com. That would be super helpful. Regarding your request for the electrical panel extension, that would be a board decision, but I'm going to ask you to also send an email into that just so we can have it documented. That way I can have the board, I mean, the whole board's not here. The majority is, so I'm sure we could vote on it here, but I would still like to have it in an email form so we can document it. Yeah, we would need to see a picture of

9. Homeowner forum — maintenance responsibility & the Robert/Daniela exchange

00:22:52–00:32:48

During the homeowner forum portion of the meeting (00:22:52-00:32:48), management (ACCU) addressed maintenance-responsibility questions covering drainage documentation, electrical-panel extension requests, outdoor spigots, and sump pumps, and explained the Vantaca portal request workflow. A resident from Building 7 raised the building's remaining Federal Pacific electrical panel, a resident-built website (starpointhomeowners.com), and the exterior-maintenance budget; another resident raised an erroneous pond weed-spraying email. Management stated a firm policy that board members cannot act on outside websites or social media, with official information remaining on the Vantaca portal, and noted the association had paid roughly half a million dollars for the retaining wall without raising dues. No formal motions or votes occurred in this excerpt; items were directed to be submitted by email or via the portal.

Key points

Drainage documentation/videos: management asked a resident to resubmit drainage documentation/videos to support@accuinc.com because a prior submission 'didn't link to her account'; management committed to email about the landscaping/land issues the inspector flagged as part of the drainage problem.
Electrical-panel extension request: management said it is a board decision and asked the resident to also send the request by email for documentation; management noted that although a majority (not the whole board) was present and could vote, an email record was still wanted. A photo of the panel brand/symbol/sticker on the inside is needed because that unit's panel may already be updated.
Spigot responsibility: the transcript contained a contradiction — one line stated an individual-unit spigot 'would be hers' (homeowner's), another stated 'if it's just for your unit, it would be our responsibility'; management committed to 'triple-check.' A resident (identifying as a resident) said she paid to fix her own spigot; another resident, 10 years in residence, said she had hers fixed once. Asked why so many spigots need fixing, management attributed it to previous owners failing to winterize outdoor spigots (relevant to first-floor units).
Sump pump responsibility: reaffirmed as the homeowner's responsibility going forward; existing pumps were originally installed by the HOA (a company was brought in to install them when prior individuals owned/ran the association). A resident asked who would install replacements; management said buildings already have them as built.
Vantaca portal workflow: management explained residents can enter requests in the portal so the board can receive, approve, discuss, and prioritize them, and sometimes consolidate individual projects into larger annual projects.
Federal Pacific panels: a resident in Building 7 reported that, per their electrician (during the resident's own panel replacement), the building's panel is still the old Federal Pacific unit; the resident demanded the HOA replace the buildings' panels, citing the danger and saying 'since we were threatened with legal action, we'd like you guys to be held to the same standard,' and claimed to have found proof 'on a walk last night.' No commitment or timeline was given in the excerpt.
Resident-built website: a resident announced starpointhomeowners.com, with documents, a community-condition tab, and a forum, listing conditions including doors falling off hinges, faded paint, sunken foundations, missing gutters, and failed retaining walls; the resident asked the HOA's position and how funds would be allocated, and requested the budget be added to the site (citing a financial analysis). Management responded with a firm policy that 'board members are not allowed to act on website or social media,' said the site 'sounds great' but is for homeowner use only and that management could not use or access it; official information (governing documents, signed contracts, all retaining-wall documentation) stays on the Vantaca portal, and the board could be asked about sending a community notice.
Exterior-maintenance budget: a resident stated a belief that about $60,000 (approx.) was budgeted for exterior maintenance for the 2025-2026 year and asked whether the budget would increase for 2026-2027; no figure or answer for the increase was provided in the excerpt.
Pond weed-spraying email and retaining wall: a resident (about 4 years in residence) said an email about spraying weeds 'around the pond' was sent, but the community has no pond; management explained the email was sent in error (meant for another community), that nothing was done to this community, and that a correction was sent the same day (within about a half hour). The resident said she never received the correction (she had followed up to keep her dog away from spraying) and management advised verifying contact info. A board member/participant then stated the association just paid roughly half a million dollars on the retaining wall without increasing any fees or dues, financed by a loan still being repaid 'for quite some time'; a resident pushed back that failure ran 'zero to three years' and the repair 'took five years.' Management limited the back-and-forth to preserve forum time and reiterated that residents should submit issues (a tracked list already covers patios, stairs, concrete, painting/trim, gutters, roofing), noting roughly 70-80 general inquiries (approx.) for this community in the prior month.

Show transcript for this topic

Speaker 5 [00:23:44]

the electrical panel too, because hers might be updated already. We just need to see which one, like the little symbol or the sticker on the inside, you know?

Speaker 3 [00:23:53]

Yeah, perfect. And you could send that in. It might be fine. You might already,

Speaker 5 [00:24:01]

you might be okay. Just, you know, we just need to see what brand you got.

Speaker 3 [00:24:04]

Okay. Armin, I do apologize. Your third question was regarding

Speaker 5 [00:24:14]

the spigot. Where is the spigot located? It's the faucet one outside, right? For the hose? That's correct. Yeah, so that would be us, right, Jessica? Because it's attached to the siding. So my concern is that,

Speaker 3 [00:24:27]

do we allow homeowners to use that? Yeah, that would be hers. Yeah. Okay, cool. I didn't know if it was connected to the whole building or individual.

Speaker 1 [00:24:40]

I'm not sure where the water is connected. Well, I had mine fixed.

Speaker 9 [00:24:45]

Personally, I paid mine fixed. This is Dana. I also had to pay for my own.

Speaker 5 [00:24:52]

Yeah. Okay. Yeah, we can look into it. I think. I'm sorry, go ahead. No, I'm going to

Speaker 3 [00:24:56]

say I think Louise, if it is individual, it is homeowner responsibility. Yeah, got it. So I can, I can triple check on that for you, Kathleen. But if it's just for your unit, it would be

Speaker 7 [00:25:06]

our responsibility. What? I know. Excuse me. Why are so many people needing their spigots fixed? And this is outside of my condominium. I mean, I've been here 10 years. So I've had mine fixed in

Speaker 5 [00:25:26]

10 years. Yeah. So it depends on like, you know, the previous owner might, the previous owner might not have winterized it, causing it to break, right? So that's that's so kind of bummer thing about the complex is we got to hope that homeowners know how to winterize an outdoor spigot. If you have one, if you're on the first floor, right? And some people don't. So previous owner must not have causing it to break for you. Okay, I'll make I'll make mention to that.

Speaker 1 [00:25:55]

Thank you. And also the sump pump. Didn't we agree that was the homeowner's responsibility?

Speaker 5 [00:26:01]

Yeah, we talked about that last one. Yeah, but who will put the sump pump in?

Speaker 3 [00:26:06]

Well, the building already has them in because that's how the building was built.

Speaker 7 [00:26:10]

I understand it would be my responsibility because inside but That sump pump was put in by the HOA. Fernando was the owner. And Joe, they had a company come out and do it. So, I will email. There are other issues that the inspector had said pertaining to outside regarding the land, the landscaping. That is part of the problem for the drainage. Yeah, definitely. I know there's like, I don't

Speaker 5 [00:26:50]

know if you have access to the portal yet, but there is like requests you can enter that that's also a way you can you can input them because then we get them as things we can approve and discuss and all that stuff. And then we can prioritize like the big projects we got going on to the year. And sometimes we can consolidate individual projects with

Speaker 8 [00:27:10]

full larger projects. I appreciate that. Thank you, Luis. Sure.

Speaker 3 [00:27:18]

Okay, um, I see that Robert Jones would like to go next. Hey, yeah, so this is

Speaker 11 [00:27:24]

Robert Robbins. I'm Daniela. We live in building seven. Hey, guys. So a couple questions for you. So when we got our electrical panel replaced, our electrician actually reported that the building's electrical panel is still the old Federal Pacific unit. We'd like to know when the community is going to replace theirs. Since we were threatened with legal action, we'd like you guys to be held to the same standard. In regards to the panels and the danger that they provide. And we did find proof that the buildings are on the old Federal Pacific panel on a walk last night. Secondly, I built a website for the HOA, our documents, community condition, and a forum. So homeowners can interact and talk and communicate about issues within the community as a whole. Starpointhomeowners.com. There's a community condition tab that I'd like you all to go review. There's doors falling off hinges. Faded paint everywhere. Sunken foundations. Missing gutters. Failed retaining walls. It's quite the sight. So I'd like to know the HOA's position and how you guys are going to allocate funds towards that. I know you guys have about $60,000 budgeted for the 2026 or 2025-2026 year towards exterior maintenance. I don't know if the budget's increasing for 2026-2027. I'd love to see that budget added to the website as well because there is a financial analysis to it. And then thirdly... I wanted to kind of go back to what everybody was talking about with the weeds.

Speaker 3 [00:29:01]

A couple of weeks ago... Nope, nope, nope. I'm sorry. I'm going to shut this down. It's Robert's time to talk. We've got to go back. Robert, I live together. Oh, we're together. Sorry.

Speaker 11 [00:29:10]

No, you're fine. I'm so sorry. No, you're totally fine. I appreciate that, though. Yeah, we do appreciate that. My question is, I want to go back to the weeds that everyone was mentioning. A couple of weeks ago, we were talking about a couple of things that a couple of weeks ago, we received an email that there was going to be spraying for weeds around the pond. And I mean, we've been here for about four years. I've never seen a pond. So I'm curious what was being sprayed around because I mean, as far as I'm aware, we don't have a pond here. So I would just like to know kind of where they're spraying if we're being charged to for them to come and spray the weeds. And I did reach out and I did reach out on the portal and request more information on that. But I was not answered.

Speaker 3 [00:29:53]

So another email was sent after that email, but that email was sent in in like it was an error because the community doesn't have a pond. So the email was sent meant for another community and you guys were sent it. So nothing was done to your community during that time because you are correct. There is no pond. So it did not apply to the community. It was confusing. And I do apologize for it. But we sent out another email on the same day letting everybody know that that was sent in the air. Okay, yeah. I don't think that I

Speaker 11 [00:30:21]

ever received that email because I even did follow up specifically because I wanted to make sure that I was keeping my pets with my dog away from it. And yeah, I never received that

Speaker 3 [00:30:28]

email. So I do apologize. I will trip or you know, always triple check if you're not getting any of our emails, make sure we have the correct contact information in there for you. But it could have been missed because it was literally sent within the same half hour. So like it could have been missed. Unfortunately, it was an accident. So we do apologize for the confusion there. Regarding the other issues you're referring to, I do have to be clear board members are not allowed to act on website or social media. So the website that you created sounds great. However, it would only be for homeowner use. It is not something that I would be allowed to use or access either. If you have certain documents or things that you would like to place on the homeowner portal through Vantica, you're more than welcome to do that. You can also put it on Vantica.org. You can put it on Vantica.org. You can also put it on Vantica.org. You know, we can also speak to the board about sending out a notice to the community, letting them know. But the main, like the main portal where the information is for everything, like we also have governing documents, we have signed contracts, you know, we have all the retaining wall documentation that is on the portal for all owners as well. And so that's the only downside is all the information that you've got together sounds great, but I wouldn't be able to

Speaker 11 [00:31:48]

review it or anything like that. That I'd like you guys to review and remediate.

Speaker 3 [00:31:53]

So to add on to that, I'm going to let you guys know right now, I know you've been here for four years. I'm not sure who's aware, who's not. The association just paid half a million dollars on that retaining wall. And we did not increase any fees. We did not increase any dues. That being said, that was a really heavy lift. And the association is currently still paying for it because it's a loan. And they will continue to be paying for it for quite some time.

Speaker 11 [00:32:19]

2020. It should have been sooner because it was zero to three years of failure. And you guys took five years to fix it.

Speaker 3 [00:32:27]

I would love to. I mean, this whole is homeowner forum. So you're welcome to discuss it. I don't want to cut you off. So if you want to say your piece, you can. But then we can't have a just like a back and forth about it because it wastes time and it takes time away from other people having their homeowner forum. So I understand the issues that you guys have all been experiencing. I hear it almost every day on a daily basis and emails every time we have a meeting. I understand. We said that kind of like to Kathleen specifically at this moment, but to send your issues in because we are keeping track of a list. We have less of patios, of stairs, of concrete issues, of painting and trim issues, of gutters, like roofing. You know, these are things that we are all aware of. And I know it's hard. It's hard to see because you don't see it on a day to day basis. You guys don't see how many tickets are coming through, how many emails we're responding to on a day to day basis. Like just last month, we had probably, I think, 70 to 80 general inquiries just for your community. And so I know it's really hard.

10. Deferred-maintenance history & treasurer's financial strategy

00:32:55–00:37:40

This topic covered the property's deferred-maintenance history and the treasurer's financial strategy. A long-time resident framed current problems as the result of 25 years of neglect, while management described how it tracks maintenance issues by category. The treasurer explained an approach of balancing needed repairs against avoiding special assessments and dues increases, and management laid out the upcoming budget timeline. No formal motions or votes were taken; the discussion was explanatory and concluded with guidance on submitting photos and the budget ratification process.

Key points

Management stated it tracks maintenance issues by category (patios, stairs, concrete, paint/trim, gutters, roofing) and handled 70 to 80 general inquiries for the community in just the last month.
A long-time resident gave a historical account: the property had no/very little maintenance and upgrades for the first 25 years, with the first ~20 years described as 'stepping over dollars to get to pennies' (not spending money), which she said caused many of the current problems.
The same resident credited the current board over the last 10 years with 'picking up the pieces' but acknowledged there were also errors during that 10-year period; she said this respectfully and noted she is also frustrated as a resident.
A resident (identified in the transcript as the owner addressed as 'a resident') thanked the board for replacing the retaining wall, describing it as 'quite the site to walk out our front door that morning,' and said he wanted to make his concerns heard while believing the community has 'a good team.'
That resident asked how to submit photos for review; management directed him to the Vantaca portal, where issues can be submitted with photos attached.
On the photo file-size limit: the resident asked about a limit (his file was about 85 megs); management did not know the exact limit but said it had never had issues and had successfully uploaded 4k photos of 'a couple hundred megs.'
The treasurer explained his strategy of avoiding special assessments and dues increases, attributing the financial difficulty to past HOA board members 'setting us up for failure.'
The treasurer said residents of four years have 'probably seen your HOA dues double' and stated his goal of avoiding another doubling (illustrated as $400/month going to ~$800/month), warning that excessive dues would lower home values and deter buyers.
The treasurer estimated that fixing every single item would cost about $4 to $5 million in work, translating to a special assessment of roughly $20,000 per owner, which he called not feasible (noting many residents are on social security); the approach is to balance available money against needs and prioritize accordingly.
Budget timeline (per management): the fiscal year begins September 1; the next (2026-2027) budget should come out around July/August; the budget ratification meeting is in August with the date not yet set; homeowners will see the final draft once the board approves it, presented for review prior to the ratification meeting, with adequate notice promised.

Show transcript for this topic

Speaker 11 [00:33:27]

That's kind of your guys' job to handle.

Speaker 3 [00:33:29]

Correct.

Speaker 1 [00:33:31]

I want to say, go ahead, Tina. Thank you. Jessica, I want to say, I understand your concerns. Is it Robert? Yeah. Anyway, a lot of this, our issues are due to no maintenance, very little maintenance and upgrade for the first 25 years. Okay. And this board is doing a good job trying to pick up the pieces and the last 10 years. Trying to pick up the pieces. And there were errors in the last 10 years. So I understand that this is not a pristine property. But if you knew that the first at least 20 years, was stepping over dollars to get to pennies to say, you know, to, to not do anything and not spend any money in this prop on this property. Okay. That has caused a lot of problems now for us to try to try to, you know, get caught up on all the maintenance and all the problems. So, you know, you can make those lists, but you have to look back to the beginning to see why we are where we are right now. And I say that respectfully, and I'm just as frustrated because I live here and I see it,

Speaker 11 [00:34:59]

but that's, that's, that's the hard truth. Understood. And yeah, I appreciate you guys making the efforts and replacing the retaining wall because it was quite the site to walk out our front door that morning. And I believe that we have a good team here, but just wanted to kind of make my qualms heard and offer that up. Um, I'll go ahead and zip and is there like a, a blob storage where I can throw those photos for you guys to review or how do you want those?

Speaker 5 [00:35:30]

You have access to the portal, Robert? Yeah. Yeah. So in there, when you, you could submit things in and attach photos there. Oh, what's the size limit? Cause it's about 85 megs. I don't know. Uh, I've never had issues though. I put in 4k photos that were like a couple hundred megs and it's fine. Cool. Thank you. Yeah. Uh, and then guys, just to keep you or give you a heads up to something as a treasurer, what I've been trying to avoid is the special assessment increased dues because of past HOA board members setting us up for failure. So I think you guys have realized since you've been here for four years, you've probably seen your HOA dues double. Uh, I'm trying to avoid them doubling again. So because what ends up happening at that point is now we're paying instead of 400 a month, whatever it is, 800 bucks a month, the value of our house goes down. People won't buy them because HOA dues are too much, right? So we have to balance how much money we have with, uh, what we need to fix and then prioritize accordingly. If we were to try to fix every single thing we have, we have like what four or $5 million worth of work to do. You're we, everyone here, we get a special assessment for like 20,000 bucks. Like that's just not feasible. There's a lot of people here on, uh, social security. They don't have that kind of money. Right. Um, so we have to balance all of that. So we totally understand. We hear you. We all live here. We love the place to be perfect and have no peeling paint and no, uh, nothing wrong with the place. And we're going to get there. It's just going to take some time, right? So we appreciate your patience while we try to balance everyone's financial situations with what this HOA needs.

Speaker 11 [00:37:18]

Understood. Thank you for the clarification. Sure. Uh, when are you guys sending the preliminary budget out?

Speaker 5 [00:37:27]

The one for 2027? That's a Jessica question.

Speaker 3 [00:37:30]

So you guys are on a fiscal year. Your guys' new budget actually kicks off September 1st. So.

Speaker 5 [00:37:36]

Yeah. So we should have the next one, like July, August, something like that.

11. Electrical panels & insurance

00:37:40–00:42:26

This topic covered the association's electrical panel upgrade project and its tie to insurance costs. A board member recapped that upgrading panels saves roughly $30,000/year in insurance, that about half the buildings were converted before ACCU, and that the remaining half is being prioritized within the budget to avoid a special assessment. Management clarified that enforcement is a courtesy/warning before any fine (not legal action), and that insurers currently care about the in-unit panels rather than the single outdoor breakers. No formal motion or vote occurred; the matter was left as ongoing work, with a panel inspection scheduled for Monday.

Key points

Project history: roughly 3 years ago the board pursued an electrical panel upgrade because it would save about $30,000/year on insurance (described as about 16% of insurance costs).
About half the buildings were switched over (before ACCU's involvement); the board is now trying to prioritize and schedule the second half within the budget, explicitly to avoid a special assessment.
Insurance cost history per a board member: about $80,000/year originally, then $300,000/year after a fire, then reduced to $111,000 with new policies put in place (credited in part to help from an ACCU/insurance contact named in the transcript).
A board member noted one of his own units was in the fire and the aftermath lasted about a year and a half.
Action item: inspectors were coming Monday to the board member's home to inspect his electrical panel to verify that some units have been done, so the association would not be charged the roughly $30,000 premium; the board member believes his outside/main panel is also already done.
An electrician reportedly said not every building has a Federal Pacific main panel, but that some main panels still need work.
Cost framing raised: replacing the outside main meter/breaker was weighed against owners potentially facing about a $2,000 special assessment, so the board is balancing which is more important.
A participant mentioned having already paid about $25,000 ("shelled out 25") for theirs.
Management clarified enforcement: the association is not threatening legal action; non-compliance is handled as a violation with a courtesy/warning before a fine, as part of policy, and not directed at any individual.
Management explained the insurance focus: insurers currently care about the in-unit panels (more numerous) rather than the single outdoor breakers; the outdoor single 100-amp (approx.) master breakers are considered much less dangerous than the residential in-home Federal Pacific panels, which caused many fires and led that company to go out of business (a board member, a former solar salesman, added that solar could not be installed on homes with Federal Pacific panels).
Open/unresolved status: a resident recalled a fire in Building 2 where the outside panel was replaced (the only replacement that resident knew of); uncertainty remained about exactly which buildings had panels replaced, with a participant saying another person (named "a board member" in the transcript) knows more and suggesting someone "take a walk and find out" — the topic then transitioned to the next resident's tree concern.

Show transcript for this topic

Speaker 3 [00:37:40]

August is when the guys, when your guys' budget ratification, it'll be technically your 2020's 26th budget ratification meeting, but it's for 2026, 2027. Um, you guys, the homeowners will see it once the board approves of the draft. So the final draft will then be presented to the homeowners for review, um, prior to the budget ratification meeting. And that is not set yet, but it, once we have it, we'll definitely give enough time notice to all homeowners.

Speaker 11 [00:38:07]

Thank you. Thank you.

Speaker 1 [00:38:09]

Hey, uh, I'm sorry. I want to step in Jessica, Jessica trimethic sent me the photos that I've forwarded to your work forwarded to your text and that's of the fence,

Speaker 11 [00:38:19]

the fence erosion. Okay. Thank you. Oh, sorry. Um, what was the answer on the building panels?

Speaker 5 [00:38:29]

Yeah. So I know, uh, I think, what is it like three years ago we had originally wanted to do the electric panels cause it would save us about 30,000 bucks a year for our insurance. Right. Um, and we did what half the buildings, I think this was before ACCU, half the buildings were switched over and we're currently balancing, or we're trying to figure out when to prioritize doing the second half. So we are working on that

Speaker 11 [00:38:52]

for sure. So it would say about 16% of our insurance costs upgrading. Right. Okay. Yeah.

Speaker 5 [00:38:59]

And then it's just going to keep going down from there because our insurance used to be about 80,000 bucks a year for the community. And then the fire happened. One of my units was in that fire. It was terribly a year and a half. Uh, our insurance went to 300,000. And now we've been able to, with these policies we've put into place, super stoked with Jessica's help. We were able to get that from 300,000 down to 111,000. They're coming to my, they're coming to my house on Monday to take a look at my electrical panel, to make sure that some of the units have been done. Right. So we're not going to be charged that premium of $30,000. Hopefully they just need to see my place. Cause I know some of you haven't been able to do that yet. Right. Um, so with that being said, um, I believe that my main one is also the one outside is done as well. So, um, yeah, not every building has

Speaker 11 [00:39:49]

a federal Pacific main one. Our electrician said that we still do like on the main.

Speaker 5 [00:39:59]

Yeah. Yeah. So we're working on it for sure. This just looks again, we don't want to have to special assessment everyone. So we're trying to like put it within the budget effectively. I mean, we could do that. I just, I'm sure you guys instead, instead of talking about not having the main meter part outside replaced, you'd be talking about the fact that you have to pay $2,000 special assessment, you know what I mean? So we have to balance which one's more important, you know?

Speaker 11 [00:40:25]

Yeah. I already shelled out 25 for ours. It's just, and I just want to add really quick,

Speaker 3 [00:40:31]

we're, we're not threatening legal action. Um, it's more of a violation, which I know doesn't sound any better, but there is like courtesy before warning before a fine. It's just just a way of kind of enforcing it to happen. That's part of the policy. It's nothing against one person or the other. Um, and while you are correct, like we said to the, some of the panels are replaced throughout the buildings and some of them aren't like your guys's Robert. Um, unfortunately right now, the insurance doesn't care about those ones. They're caring about the ones that are inside the units because there's more of those than there are the single ones in the building. So, um, it's really important. I'm really glad you brought it up. I'm glad that we just kind of explained where we're at with it. I just wanted to make sure you knew that we weren't trying to actually scare anybody or do any illegal action or anything like that. And that we appreciate everyone's time and attention to the electrical panel matters. And the good news is

Speaker 5 [00:41:20]

that the ones outside that it just one, one breaker, those are much less dangerous than what federal Pacific did with residential in-home, uh, breakers, because there was a bunch of them with a bunch of wires all connected next to each other and they cause a lot of fires and they went out of business for it. So I used to sell solar panels and we couldn't even put solar on people's homes. So, um, you know, it was a safety thing, but it's also not as dangerous having just one master, uh, breaker outside with the, you know, 100 amp or whatever it is.

Speaker 7 [00:41:52]

Yeah, there was a fire in building two at one time and they had to replace, you know, the one outside. That's the only one I know of that's been replaced. You know, if there's others that,

Speaker 5 [00:42:05]

you know, that would be great. Yeah, I believe there are, there was this, I think Will knows more about this than I do, but I was just, I wasn't on the board when I remember that being discussed, um, that they already replaced half of them. I just don't

Speaker 7 [00:42:20]

remember what buildings or anything like that. Yeah, I think that's, um, take a walk and find

Speaker 3 [00:42:26]

out. Yeah, yeah, for sure. Okay, excellent. Um, the next person who had something to speak, uh, was Chantel. So Chantel, you may now have the floor.

Speaker 9 [00:42:39]

Um, okay. So I'm just, uh, I just need to know where you guys are at with the tree again. Um, I just keep getting like conflicting things. So like you sent me all the, you sent me all the information about how many tickets I put in. I don't think it really includes all the tickets. So I don't know if you can give me all the tickets that I've sent in since like 2023, um, that I've been informing everybody about the issue. And there was also something from like a tree expert and he said something to the effect of, oh, it's a tree just doing its thing. And you know, it just dropping sap on my car is just naturally what a tree does. And my natural, my reaction to that was that so does a tree falling on your house, but it doesn't mean that it's okay for it to damage your house, which is what the tree is doing. It's damaging my car. So I keep getting, like I said, first you guys said you were going to take out the tree. Now it's, you're going to scale back the tree. So it's like, what are you guys really going to do about the tree? And when is this really happening? Also the trees in the back of my unit still haven't been trimmed. So that issue. And then I also wanted to know why did it take so long for you guys to come and take care of that tree that fell like in that snowstorm, like a tree branch fell and it took like you guys like two weeks to come out and fix it. So it's like things like that. And then also to talk to kind of kind of piggyback off of Jacqueline's concerns, who's responsible for making sure that these landscapers are actually doing their job? Like does somebody from the HOA or somebody from like the, the property management company come out and make sure that these people really are doing their job because the last couple of years they just leave piles of leaves. It's like they're doing a half-assed job, you know? And so who's like keeping track of that, of what they're doing, what we're getting, that we're getting, what we pay for. And then also who's responsible for keeping us FHA compliant? Like who's, because that really puts a lot of people in a bind. If I wanted to sell my place and like I had to move like quickly and now I'm, I'm forced to only have a couple options to sell to, like that really narrows the market of people. And honestly, these properties are not selling for a lot anymore. It looks like crap outside. I saw somebody on one of the selling their property for a hundred thousand or like 120. So it's just frustrating. And I'm very frustrated about the tree. So I would like for the tree issue to go into executive session, if possible, if it's not possible, this, this board, then the next one, because I'm just so frustrated with it. And I just need to know what's really happening and everybody's individual stance on it. Because like I said, first, you guys said you were gonna remove the tree. There was talk about that. And then I guess some people felt emotionally attached to the tree. You didn't want to get rid of the tree. They think it's like, I don't mean to, I don't mean to cut you off.

12. Homeowner forum — Chantel: the sap-dropping tree & landscaping accountability

00:42:50–00:52:48

During the homeowner forum, a resident voiced extended frustration over a large pine tree behind her unit that drops sap and has damaged her car's paint, the HOA's shifting commitment from removing to merely trimming it, slow response to a fallen branch, poor landscaping quality, and FHA-compliance effects on resale. Management deferred the tree question (and a possible executive session/hearing) to the board and addressed landscaping, citing a new vendor and twice-monthly inspections. The board confirmed it had voted to trim the tree back heavily (not remove it), that the trimming had not yet been done, and that a Davey Tree proposal had only just arrived; the matter was left unresolved on scheduling, with the resident directed to email a request for a board hearing.

Key points

A resident reported a pine tree behind her unit drops sap that has damaged/stripped the paint on her car; she challenged a tree expert's view that the sap is 'natural' and demanded a clear plan and timing for resolution.
The resident said the HOA's commitment had shifted from removing the tree to 'scaling back'/trimming it, and asked what the board would actually do and when; she also noted trees in the back of her unit still had not been trimmed.
The resident said it took roughly two weeks for the HOA to respond to a tree branch that fell during a snowstorm.
The resident raised landscaping accountability, alleging a 'half-assed job' with piles of leaves left behind for the past couple of years, and asked who from the HOA or the management company verifies the landscapers' work; she said her neighbor (a fellow resident) was out scraping up what the crew left behind.
The resident raised FHA compliance and its effect on resale, saying non-compliance narrows the pool of eligible buyers; she cited seeing a unit listed for '$100,000 or like 120' and said properties are not selling for much because the exterior 'looks like crap.'
The resident requested that the tree issue be moved to executive session — if not by this board, then the next — wanting to know each individual's stance.
A board member told the resident she was 'beating a dead horse'; a sharp exchange followed over the three-minute speaking limit, with the resident saying 'do not cut me off, this is my time to speak' and asking to simply be told when her time was up.
Management deferred the tree question and the executive-session request to the board, noting executive session 'normally has to be scheduled' and could be taken up that day or at the next meeting.
On landscaping, management said there is a new landscaper this year, that work 'didn't really start until the last month' due to weather, that oversight is 'an everybody effort,' and that management inspects the community 'twice a month, every month'; several residents (referred to by name in the transcript) also walk the property. Management asked the resident to send specific issues to support.
A resident (identifying as the neighbor previously mentioned) reported that Davey Tree (transcribed as 'Davies') was supposed to be out that day to assess the tree and was in the process of getting a bid back to a named ACCU contact, stating the issue 'has not been forgotten.'
A board member expressed surprise the tree was not handled, saying 'this tree should have been cut down two months ago'; it was clarified the board had voted about two months prior to trim it back heavily, NOT remove it, that the trimming still had not been done (no invoice seen), and that a Davey Tree proposal had arrived only 'yesterday.'
The resident cited a communication breakdown — that ACCU says it passes the issue to the board but does not follow up with her — and tied this to her earlier request to reduce excessive system updates, which left the ticket open without consistent updates; management offered to revert her notification setting, to notify the buildings when the tree is trimmed, reframed it as 'an association issue,' and said it would raise the matter with its manager. The exchange ended unresolved on timing ('At what time? You still haven't said'), with management telling the resident her time was up and that she must email/submit a request herself, as the homeowner, to schedule a board hearing.

Show transcript for this topic

Speaker 3 [00:45:36]

You're, you're, you're beating a dead horse by repeating the tree thing. We get it. Um,

Speaker 9 [00:45:40]

so I'm going to defer that. I'm telling you what my issues are and I'm telling you that I'm

Speaker 6 [00:45:44]

frustrated because it's been since 2023. No, don't do not cut me off. This is my time to speak. I get

Speaker 9 [00:45:50]

three minutes to speak. I get three minutes to spend your three minutes, which is why I cut you

Speaker 3 [00:45:54]

off. I wasn't trying to be rude. Your three minutes were up. I was just letting you know,

Speaker 9 [00:45:58]

okay, then just tell me your three minutes are up. You don't have to tell me I'm beating a dead horse. You just have to say Chantel, your three minutes are up. And I would have understood that.

Speaker 3 [00:46:06]

I'm going to go ahead and address the landscaping and then I'm going to defer the tree thing to the board. As far as the executive session goes, that normally has to be scheduled. So I will defer to the board if they would like to take some time to do that today or the next time. As far as the landscaping goes, it's kind of an everybody effort. We have a new landscaper this year. So I'm kind of like we discussed it a couple of meetings and stuff. It takes a village with them being new this year. It's kind of been really nice to have input. We haven't really heard anything until weekly in the last month. That's because the landscaping didn't really start until the last month. So I know that makes it seem like things are kind of not being done correctly, but that's just because of the way that everything kind of transpired with the weather and everything there. So if there's something specific like we've been talking about, definitely send it in for support. I am working on it. I inspect the community twice a month, every month. So I'm looking for those things along with several other things. So sometimes I do miss it. And we just kind of rely on everybody. So I'm looking for those things along with several other things. So sometimes I do miss it. And we just kind of rely on everybody. So I know I'm walking the community. I'm sure like I know Tina's there and she does it a lot. Luis, Robert just said him and him and his wife are walking it. So I mean, it kind of does take a village. And the more information that we're provided, the better. Again, because it is a new landscaping company, I don't have all the information. I don't have anything to present to them. But now that I'm getting all this information.

Speaker 9 [00:47:28]

It's just kind of like, I see my neighbor, I see Jacqueline out there like doing, like doing their job. She's basically like scrape doing all this stuff that they left behind. So that's kind of like, why should she be having to do that when they the landscaping people should be doing their job? Like how many times have we paid companies, you guys have even said it, we're paying companies to not do anything. And we're putting our money into that. So let's like

Speaker 7 [00:47:52]

somebody after somebody should be keeping an eye on that, you know? Hey, Chantel, if I can just interject, this is Jacqueline and Davies tree was supposed to be out today, to look at what needs to be done. And they are in the process of getting the bid and getting it back to Jessica. So it has not been forgotten. It's just, you know, there's a lot of business out

Speaker 9 [00:48:20]

there and not as many. Well, I'm more concerned with the fact that it makes the property. Like I said, these properties are not selling for a lot. They're selling. I like I said, I saw one person selling it for 120 100,000. So having the outside of it look like crap really doesn't make anybody want to buy my place or anybody else's place. Really, you know,

Speaker 2 [00:48:51]

what did you say?

Speaker 3 [00:48:54]

Um, I'm, I addressed the landscaping issue and I know she's upset and concerned about the tree and she has questions regarding why it's not being removed. And the plan for that. Um, I know we're discussing it later on in the meeting. I just didn't know. I wanted to kind of give you guys an opportunity to answer.

Speaker 5 [00:49:11]

Yeah, no, I, I personally already thought this was taken care of. This should, the tree should have been cut down two months ago.

Speaker 3 [00:49:21]

She's talking about the big pine tree. She's talking about the big pine tree. Right.

Speaker 5 [00:49:24]

The one near a place sap in her car. I thought two months ago, we already decided we voted to have that trimmed back pretty heavily.

Speaker 1 [00:49:32]

Trimmed back. Trimmed back, but not, not, not removed. Correct. Yeah, we did.

Speaker 12 [00:49:36]

Is that, is that, I thought that was being taken care of as well.

Speaker 5 [00:49:41]

I haven't seen an invoice.

Speaker 3 [00:49:42]

It's not, it hasn't been, it hasn't been taken care of, which is I'm bringing it up again. I just got a proposal from Davy Tree. I just got a proposal from Davy Tree yesterday.

Speaker 5 [00:49:49]

Yeah, I know this is like, this is like busy time for tree companies, so.

Speaker 9 [00:49:54]

Okay. I just get no communication from ACCU. Yeah, I just get no communication from ACCU. They keep saying that. They're giving it to you guys and then they don't follow up and tell me like, um, I'm real, I need to know when they're going to do it so that I could actually make sure that my vehicle is moved. So that way it's not like in the way. And then they make that an excuse, like, oh, the car was there. So we weren't able to do it completely. Like, I just need more consistent communication about what you guys are actually doing. So that way I'm not like, oh, it's, it's been three years. It's been six months and it's still not done. You know what I mean? Like that, that's frustrating.

Speaker 3 [00:50:29]

So, um, Chantel, we will. We'll definitely notify the buildings in the community when that tree will be trimmed back. Um, part of the reason you're not receiving the same updates is because a couple of meetings ago you had, um, expressing your frustration that you were getting too many system updates without any information. The only way that I could do that was to keep the ticket open and have it not consistently update you. There's no in between. So I know you feel like you haven't been getting any communication, but we have been communicating about it in every board meeting. So you have been in the loop, um, also every approved meeting. Minutes are posted to the portal, um, after the following meeting. So the meeting minutes from last meeting will be since they are approved. This meeting will be posted to the portal for this month. Um, so I, if you're content, you know, you're more than welcome to send individual emails into support. I know you have, if you feel you're still not getting communication, but you won't be continuing to get updates on that tree because it's more than you could change it back.

Speaker 9 [00:51:25]

You could change it back to send me everything you got because that's fine.

Speaker 3 [00:51:30]

This is an association issue. It's not an individual owner issue. I mean, I know it is for you. Um, so I will go ahead and try and see if I can't work that out with my manager. But, um, at this time, just please continue to join board meetings and know that you just

Speaker 9 [00:51:43]

said that you, you said that I changed that. I changed my communication, whatever. So you didn't change it back, right? I didn't change it.

Speaker 3 [00:51:51]

Okay. I'm not, I'm sorry. I don't want to go back and forth during this meeting in front of, there's no reason to, um, I will make, I will do the best that I can. Like I said, we will notify the community and the building specifically when things happen. Um, and just please continue to join every board meeting like you have been.

Speaker 9 [00:52:07]

I'm talking about my personal, my communication to me. I'm talking because this is my issue that I've been having for three years. Like I said, it might not, you might not understand the frustration because it's not your car. It's not your, it's not something that you financially have been paying for and something that's basically ruined because the paint job looks like crap. And there's sap that took the paint off of the front of my car. I understand that.

Speaker 3 [00:52:29]

It's something that you care about. Your time is up. Um, you are more than welcome to discuss this further with the board at another time.

Speaker 9 [00:52:36]

At what time? You still haven't said.

Speaker 3 [00:52:38]

Yeah. At another time that we can schedule with the board. If, if I don't think tonight's going to work because the meeting is going to go really long. So you're more than welcome to send in an email to submit a request. And then we can get it over to the board for them to review what works best for everybody's schedule to do, um, what's called a hearing.

13. Resident paint-job dispute (Jessica)

00:52:52–00:53:41

This topic covered a contentious exchange between a resident and management over a damaged paint job that the resident claimed the association should pay for. Management stated the dispute needed to be formally documented and that a formal hearing process must be followed, after the resident referenced a prior threat of legal action and said she would go to court. Management closed the discussion. The segment then transitioned into a monthly management activity report.

Key points

Topic concerned a resident's dispute over a damaged paint job, which the resident asserted was "screwed" and that the association should pay to fix.
Management stated the matter needed to be formally documented and handled through a formal hearing process, explaining the documentation was needed "for purposes."
Management noted that the resident had previously threatened legal action, and reiterated that the issue needed to be documented because of that.
The resident stated she would go to court to have the association pay for her paint job, saying "We've done this before."
Management firmly closed the discussion, stating "we're done," and indicating she was no longer okay with continuing to meet on the matter.
No decision, motion, vote, or resolution on the paint-job dispute was recorded in this excerpt; it was left unresolved with the dispute directed toward the formal documentation/hearing process.
The segment then transitioned into a monthly management activity report for the prior month, described as "a really, really busy month."
Monthly report figure: a total of 1,302 tickets.
Monthly report figure: 1 architectural request.
Monthly report figure: 10 violations.
Monthly report figure: 26 work orders submitted.
Monthly report figure: 10 on-call reports.
Time range of this topic in the recording: 00:52:52-00:53:41.

Show transcript for this topic

Speaker 9 [00:52:56]

So that could be, who has to send that? I have to send a request for that? Yeah.

Speaker 3 [00:53:00]

Because you're the homeowner and then that way it can get sent to the board. Cause we need it documented and we need it formal, like formally documented for, you know, for purposes. And I know you've said that you've threatened legal action too. So we just need to have it documented.

Speaker 9 [00:53:14]

Um, yeah, I will go to court because I'm going to have you guys pay for my paint job because it is screwed. So yes, I will.

Speaker 3 [00:53:22]

We've done this before. I really don't. Okay. Jessica, we're done. We're done. Okay. I had to meet her. I'm not okay with that. Um, anymore. Um, thank you, Jessica. So that being said, um, we had a really, really busy month, um, last month, um, a total of 1,302 tickets, um, one architectural request, 10 violations, 26 work orders submitted and 10 on-call reports. Um, for those of you that don't understand or don't fully get it, that means we've had 26, um, work orders submitted. Into the system that we've handled. So while I know it seems like things aren't being taken care of or whatever, and some of them may still be open at this moment, there have been a lot of moving pieces in the background. Um, as well as on-call reports, we've had a lot of issues out of side of hours that we've been addressing as well. Um, can I ask a question? So, I mean, I, we're not supposed to, okay, let's go ahead and do that. Lisa one real quick.

14. Monthly management & financial report

00:53:41–00:59:15

Management (ACCU) delivered the monthly management and financial report covering the prior month, characterized as the second-busiest of the year, and walked through where the association stands financially. The association is reported to be roughly $78,000 over budget, driven mainly by exterior and plumbing issues, and was forced to write off $11,710 in bad debt from a foreclosed unit. A resident raised that March and April meeting minutes are missing from the portal; management said it would check whether a "staff only" setting is hiding them. No formal motions or votes were taken on this report.

Key points

Management reported the prior month's ticket/activity volume: 1,302 tickets, 1 architectural request, 10 violations, 26 work orders, and 10 on-call reports — described as the second-highest month of the year (general inquiries, invoices, and service requests cited as drivers).
Management noted some of the 26 work orders may still be open, and that on-call reports reflect a lot of after-hours issues being addressed in the background.
A resident asked about missing March and April meeting minutes on the portal and requested copies; management said the minutes will be posted and that it would check whether the setting is restricted to 'staff only' — noting this same issue was raised last month.
Financials: the association is reported to be approximately $78,000 over budget (figures described as preliminary at the time they were pulled, so some items may have since closed out or changed).
Management attributed the budget overage primarily to exterior and plumbing issues, and noted the budget is back-loaded toward the end of the season, so it has not yet balanced out; management said it has been working monthly to get the budget to reflect correctly.
Specific line-item overages cited: building maintenance over by approximately $7,000; plumbing/sewer over by approximately $7,000; rubbish removal over by $4,700 (rubbish removal flagged for further discussion later in the meeting).
Utilities are under budget — described as a 'little surprising' — because management was able to budget for it.
Exterior maintenance and landscape extras were over budget; management said this was not budgeted at that level because a very dry season and heavy snow were not anticipated, and weather cannot always be predicted a year in advance.
The treasurer was explicitly invited to ask questions about the financials and said he had no questions at this time, nothing specific on this report.
The association wrote off $11,710 in bad debt due to a foreclosed unit; management called it a hard hit that was not expected.
Recovery on the bad debt was limited by a legal cap on how much can be obtained per a Colorado statute (transcribed as 'Kiowa,' almost certainly CCIOA (approx.)); the prior owner was far behind and only a limited amount could be obtained through legal and the transition.
A participant asked which unit the write-off was for; management declined to disclose the unit number.
Completed items reported: insurance renewal obtained; rules and regulations posted on the portal; portal cleaned up by removing outdated policies, including the old collection policy after a new collection policy was adopted.
Communications and meeting logistics: many broadcast emails were sent last month (mostly about electrical panels), continuing into the current and next month, plus board meeting reminders; July and August meeting dates are to be determined; a slide mislabeled '2025 annual' was corrected to refer to the 2026–2027 budget ratification meeting; the annual meeting will not be until December. No motions or votes were taken on the manager report.

Show transcript for this topic

Speaker 9 [00:54:26]

So I'm in the portal and I'm seeing that the meeting minutes are not in there for March and April. Um, is there a way I can get a copy of those?

Speaker 3 [00:54:35]

So they'll be posted on the portal and I will, like, I'll make sure they're, if you're not seeing them, I'll make sure it's not selected to like staff only or something. It could be a setting.

Speaker 9 [00:54:43]

Um, cause we talked about this last month too.

Speaker 3 [00:54:46]

Yeah, we're going to go ahead and keep moving. And I appreciate that Lisa. Um, so regarding the ticket reports, um, we have a lot of emails coming in, general inquiries, um, invoices come through, service requests, that was one of the last months. Um, so just again, like I said, a busy month, um, kind of our second highest for the whole year. Um, for the manager report, I know the board is kind of aware, but we're currently over budget by about 78,000. Um, that's just because a lot of the issues that have been occurring with the exterior and the, um, plumbing issues that have kind of arrived or arrived. Um, it is some of the way that the budget is set is because of you guys are towards the end of the season. So it's not balancing out yet. And I know we've been working on that every month to try and get it to reflect correctly. Um, when I pulled this information, they were preliminary. So some things might've closed out and, or, um, updated change been charged or not charged. So, um, other than utilities, which is a little surprising, um, a big part of the building maintenance too is, um, just, I mean, actually, let me just show you guys. So, okay. That's really small. So let me see here. Um, so we've over, we're over the building maintenance by about seven grand plumbing and suing is also about seven grand, um, rubbish removal, which we are going to talk about later in this meeting, um, is over by 4,700. Um, all the repairs and maintenance is kind of like the miscellaneous thing that's going on. Um, and, um, let's see here, I mean, that's pretty much it. The reason we're under utilities because we were able to budget for it. Well, um, exterior maintenance, I know we're going to talk about this as well. The landscape extras, um, we didn't budget this much. Cause we didn't anticipate having such a dry season, having such a heavy snow. Um, you can't always anticipate what the weather is going to be the year prior. So that was kind of unexpected. Um, Luis, I know you really dig into these cause you're the treasurer and I also know you care a lot about the finances and you've done a lot of looking, do you have any questions regarding anything?

Speaker 5 [00:57:17]

Um, not at this time, no, not specifically on this.

Speaker 3 [00:57:21]

Okay. Um, one last thing I did want to reiterate. Reiterate to everybody that's on and the board, especially the association did have to write off a bad debt of $11,000, 710. Um, that's due to a unit that foreclosed and, um, there's a limit on how much is able to be obtained back per Kiowa. And so due to the fact of how far behind that previous owner was and what was able to be obtained. Legal and the transition, um, we were only able to, we had the right off the 11 grand. So that was kind of a hard hit that we weren't expecting as well. So

Speaker 1 [00:58:05]

Awesome. I don't think you can say, you can't say what unit that was.

Speaker 3 [00:58:11]

Can you? It's it's no ma'am. Okay.

Speaker 1 [00:58:14]

That's all right.

Speaker 3 [00:58:15]

Um, a lot of things were completed, did get the insurance renewal, the right rules and regulations. They are actually been posted on the portal. I did clean up the portal as well. I took out the older ones as well as the older, like policies are outdated or like we adopted a new collection policy. So I took the old one out because it wasn't valid anymore. Um, a lot of broadcast emails sent out last month, mostly for the electrical panels, but we're of course continuing that this month, um, into next month and then just board meeting reminders. Cause that's kind of what we're doing too. We have July, August for the, to be determined. Um, I didn't mean to put 2025 annual cause that won't, that's not correct. 2026, 2027 budget ratification meeting. Um, our annual won't be until December, so, um, any questions on the manager report?

15. Old business — electrical panels

00:59:15–01:01:41

This topic, opened as the first item of old business, addressed the association's electrical-panel replacement/verification program. Management reviewed the electrical-panel policy now posted to the resident portal under governing documents, the accepted forms of proof, and current completion progress. As of the meeting, 57 units were reported complete but only 52 were verified (5 lacked submitted proof) out of 154 units — roughly one-third done. No motion or formal decision was made; management encouraged homeowners facing difficulties to reach out, and the board added nothing further.

Key points

The electrical-panel policy has been added to the resident portal under governing documents; management noted it has been sent to homeowners many times.
Accepted proof of compliance: (1) a City of Thornton certificate of completion, or (2) a photo of the panel door/brand label — management said the brand name is visible roughly nine times out of ten, allowing them to confirm the panel is a current/safe model and not one of the disallowed types.
Progress reported: 57 units completed, but 5 of those submitted no proof (only verbally said yes), so technically 52 are verified complete out of the community's 154 units.
52 of 154 verified is described by management as roughly one-third done and framed as a significant, positive accomplishment for the community.
Management encouraged homeowners not to be deterred from reaching out if issues arise with getting panels installed, acknowledging that lifestyle circumstances happen and that they try to allow enough timeframe.
Action item — homeowners: notify management of any issues or difficulties with installation; submit proof (City of Thornton certificate of completion or a photo of the panel door/brand label). No firm new deadline was stated in this excerpt.
A board member noted (per the verified context) that insurance costs have come down significantly and that the panel upgrades will continue to help.
No motion, vote, or formal decision was made on this topic; it was a status update and encouragement.
When asked if the board wanted to add anything further on electrical panels, the response was that there was nothing to add.
Two residents had raised related questions/points on this topic earlier in the meeting (referenced by the facilitator), but the substance of those questions is not detailed in this excerpt.
Time range of this topic: 00:59:15-01:01:41.
The 5 units counted as complete-without-proof represent the gap between the 57 reported and the 52 verified figures.
Management explicitly thanked homeowners who put in the effort and provided information, and those still working to get it figured out.
The verified-complete share of the community is approximately 33.8% (52 of 154) (approx.).
How it was left: program ongoing, proof still being collected, homeowners with issues invited to contact management; no new commitments, costs, or dates set in this segment.

Show transcript for this topic

Speaker 1 [00:59:15]

The annual won't be until December, July and August, that's our budget. Okay. I got you. I got you.

Speaker ? [00:59:24]

Yeah.

Speaker 1 [00:59:25]

I'm good. Okay.

Speaker ? [00:59:27]

Okay.

Speaker 3 [00:59:28]

Um, first order of old business, of course, is the electrical panel. I know we kind of already talked about it. Um, I know Kathleen had a question. I know Robert, you brought up your points too. Um, let's see here for those of you that don't know. This is also the other policy that was added to the portal under governing documents. This is the electrical panel policy. I know you all are here that are aware of it because we've sent it hundreds of times. Um, so we appreciate those of you that have put in the effort and the information too. And we also appreciate the ones that are trying to get figured out. Um, if there are things that come up, something like kind of what Kathleen brought up or anything, you know, we don't want to deter homeowners from not reaching out, um, lifestyle things happen. So we try to give enough timeframe, but we also know things happen. So if there's any issues or anything with getting them installed, please let us know. Um, otherwise, um, we're super easy as I've had a couple of people be able to provide like third city, uh, or a certificate of completion from the city of Thornton. That works really well on people have also kind of like Louise was saying, they're taking a picture of the door panel and nine times out of 10, I've seen that have the brand name on it. And so that works because we're usually able to confirm. That is a current, like a current safe one. And obviously it's not one of these three, um, as of right now, we have 57 completed. Um, five of those, I have just not submitted proof. They've just said yes. So I guess technically we have 52 completed. Um, that's pretty good considering your community has 154. So you guys are actually, I know it's hard to, you're like, oh, that's not a lot, but you actually have like a third done, um, already. So that's a huge, that's actually really huge accomplishment. And I think that really says a lot to the homeowners as well. So, um, so that's super positive, um, board, did you want to add anything else to the electrical panels that already was, that wasn't already said, no, no, I'm good.

16. Old business — Brightview irrigation invoice dispute

01:01:41–01:07:44

This topic addressed an ongoing invoice dispute with the association's former landscaping company, Brightview, over irrigation repair charges. A board participant reported that Brightview submitted multiple same-day invoices, each individually under the $500 authorization limit, with no proof of work and the disclaimer "this is not an invoice," and never obtained the board signatures the contract required. The association's legal team agrees with much of the association's position; a demand letter is being sent from the attorney to Brightview, and no further meetings will occur until the law firm (transcribed "Altitude") responds. The association is also tightening controls because the same pattern of unphotographed irrigation invoices is appearing with the new landscaper.

Key points

Topic 16 (01:01:41-01:07:44) was framed as old business: the dispute over Brightview irrigation repair invoices, with one participant invited to give background context and another opening the related attorney letter.
Background given by a participant: former landscaper Brightview knew the association had a $500 limit under which it could perform irrigation repairs without prior approval per the contract.
The association received five or six invoices for the SAME day, all individually under $500, for irrigation repairs, with no evidence of what was actually fixed.
Each invoice reportedly stated at the bottom 'this is not an invoice'; the signed contract required the association to personally sign invoices before work was done, but Brightview did the work without obtaining those signatures.
A board participant 'did a deep dive,' built a spreadsheet of all the numbers and a list of questions; described the situation as 'weird' and increasingly suspicious the more it was investigated.
The association's legal team agrees with the participant 'on a good chunk of it' and advised the association NOT to meet with Brightview without the association's attorneys present.
ACTION (management/ACCU staff, in progress): scheduling a meeting that includes the association, Brightview, Brightview's lawyers, and the association's lawyers so the participant can get questions answered.
Brightview is threatening litigation; the participant noted that would require going to district court and discovery, through which the association believes it would obtain the evidence it has been seeking anyway.
Stated goal of the participant: only approve invoices that come with supporting evidence; they 'just want what we need to approve the invoices with evidence.'
Resident/board concern: the SAME pattern is now appearing with the NEW landscaper - three irrigation repair invoices already received with NO photos, so the association cannot prove whether the vendor broke the irrigation themselves.
The contract explicitly states the association will NOT be charged for things the vendor breaks, but without photos the association cannot verify what was pre-existing versus vendor-caused damage.
PROPOSED CONTROL (going forward): the participant stated they do not want to authorize ANY irrigation repairs without the board approving them first; described as a change in practice moving forward (no formal motion/vote recorded in this excerpt).
Invoice timeline cited as suspicious: six invoices were dated May 30 but were supposedly for work on six consecutive different days (the 24th, 25th, 26th, etc.); also referenced multiple invoices on July 29.
Management's stated expectation: Brightview should have sent ONE consolidated invoice per day - e.g., a single $2,600 invoice for May 30 - and requested approval, which the board likely would have granted with proof of need.
Specific irregularities cited: Building 9 has 'constant' irrigation repairs; one invoice exceeded the $500 limit; the vendor's claim that it could approve up to $750 on the invoice was disputed as untrue; and NONE of the invoices were signed by the association, which the participant said voids them per the invoices' own terms.
Cost figures and outcome: roughly $20,000 (approx.) has been spent on irrigation repairs (excluding earlier ones not caught) while issues persist - 'we could have probably replaced the entire complex's irrigation system for 20 grand'; the participant aims to save the association about $30,000 (approx.). The demand letter is being sent from the attorney to Brightview, and NO meetings will be held until the law firm (transcribed 'Altitude') responds; an aside noted 'the new landscapers are mowing our dead grass.'

Show transcript for this topic

Speaker 1 [01:01:41]

I mean, you know, our, our insurance policy, the cost has come down significantly and we just keep working. To make it better. And these panels are going to make it better. I'll have to check with ACCU. I thought I checked already, but I know mine's already updated, so I'll have to check and make sure it's in your, in that, in the data.

Speaker ? [01:02:05]

Yeah.

Speaker 3 [01:02:06]

Um, and if you want to take a picture and send it to me too, that'll be easy. It'll just be done twice.

Speaker 1 [01:02:13]

I think it's, yeah.

Speaker ? [01:02:16]

Okay.

Speaker 3 [01:02:17]

Okay. Um, the next thing. Um, are the Brightview invoices, um, Louise kind of gives us a better background of this.

Speaker 8 [01:02:26]

Um, so I'm going to go ahead and kind of give it to you, Louise, if you want to give a quick synopsis of this, I will open up this letter as well.

Speaker 5 [01:02:36]

Yeah. Yeah, for sure. So originally we had a different, this is for people who haven't heard this story. Um, we had a different landscaping company called Brightview, um, they knew that we had a limit of $500, uh, that they could just do work, uh, for irrigation repairs without asking for approval, uh, cause that was under contract. So we started realizing that we had five, six contract, five, six invoices coming in and this for the same day, uh, all under $500 for irrigation repairs, uh, no evidence on what that was, what they actually fixed the invoices. We got specifically said, this is not an invoice at the bottom. Uh, the contract that we signed with them said that we had to personally sign those invoices before they could do the work, but then they did the work without us signing the invoices. A lot of weird stuff, right? The more I dug into it, the more the weirder it got. So we reached out to our legal team to find out what the best approach is. And it seems like the legal team agrees with me on a good chunk of it. So we're currently working with Brightview. Uh, but our legal team doesn't think that we should meet with, with them without them there. So last I heard, uh, Jessica was trying to schedule some time with us, Brightview, their lawyers and our lawyers so that I can get some questions answered. Uh, I did a deep dive. I have a lot of questions written down a spreadsheet with all the numbers, uh, ready to go. So, uh, they are threatening us with litigation, but then they would have to go to district to go to discovery and then we would get what we wanted anyways. I just want what we need to approve the invoices with evidence. Um, I'm starting to see the same thing happen with our new, uh, landscaper. So that's something I want to talk about today where I do not want to be authorizing any irrigation repairs without the board approving them, uh, moving forward because we've already gotten three irrigation repairs with no pictures, so I can't prove if they broke it with their stuff and they're charging us, even though our contract explicitly says that we will not be charged for things that they break. But how the hell are we supposed to know that? So, uh, yeah, so that's basically the story. Um, um, let's try to see what you have up here. Yeah. So you can see May 30th, July 29th, there's multiple invoices for each of these days. They should have sent us one invoice for, for example, on May 30th, we should have got one invoice for $2,600. And they should have asked for approval. We probably would have gave it to them if they could prove that we needed that work. Also building nine seems to have a ton of irrigation repairs constantly. And now magically we have irrigation repairs again with our new landscaper. So if we spent what, this is like 20 grand in irrigation repairs, not to mention the ones I didn't catch before I caught this, uh, and we still have irrigation issues. We could have probably replaced the entire complexes irrigation system for 20 grand. So we're still working on getting to a, like a point of clarity here on what they fixed, uh, why they did it, why we weren't notified, why we got all of these invoices on random days, uh, May 30th, all those invoices, even though there was six, they were for different days apparently. So they were coming here every day, six days in a row, and then sent a six invoices on May 30th, but they were here 24th, 25th, 26th. Why would they come here, do one irrigation repair and then go, ah, we'll come back tomorrow and do the next one. It just seems really sketchy. Uh, so I'm trying to figure out why all of this is happening and they're not being very clear. They're not giving us what we need. There was one of those invoices that was over 500 that they shouldn't have. And a lot of the invoices saying, oh, they can approve up to 750 on the invoice, but that's not true. So a lot of it's very weird and none of it was signed by us. And that to me, voids an invoice that says on it, this isn't an invoice and it's not valid unless we sign it and we didn't sign any of them. So very confusing. So that's what's going on. So I'm trying to save us like 30 grand.

Speaker 3 [01:07:05]

Um, also that letter is being sent from the attorney over to Brightview. And so we're not having any meetings until we receive a response from Altitude. Regarding what and what Brightview says.

Speaker 5 [01:07:19]

Yeah, I think it's time for them to be involved for sure.

Speaker 9 [01:07:22]

And the new and the new landscapers are mowing our dead grass. Yep. Okay.

Speaker 3 [01:07:29]

So, um, the next order of business is the FHA qualification. Um, so I know this was kind of a question that was brought up as well. Um, I'm not sure who or what or when the FHA laps. What I can tell you is that FHA Frannie, Frannie Mae and Freddie Mac, um, require the associations to put in a minimum of 10% of their operations or, uh, sorry, a minimum of 10% of their assessments into their reserve. Um, due to the, the position that star point had been in, there was no, there wasn't able to put that much money into reserves, uh, therefore you guys did not qualify for FHA. Um, so when the renewal came up, you weren't able to renew because you guys didn't qualify. Um, that being said, the last budget meeting that we had, we did allocate enough from the assessments that were being obtained into the reserves to qualify for FHA, which is why we're unfortunately having to start the process all over. Um, once we do that, I think it's good for either. I think it's three years. Um, to which then you have to renew. Um, if we meet all the requirements, it'll be a simple renew. If not, um, and we're not able to meet the requirements within the timeframe, it will last again. And we'll be within the same timeframe. I don't see that happening now that we're already ahead of the game. Um, once we get this qualification done, um, the community will be good for at least a period of time. So we're able to, um, ensure this doesn't happen again. Cause we'll have enough time to be aware of what we need to be or what, um, qualifications we need to have in order to keep the FHA qualification. Um, so as soon as that continues, I will let the board know when I hear back from FHA pros. And then, um, just for everybody that's here, um, when we do know for sure it's official, um, we will send out a notice to the whole, all the homeowners along with, um, some sort of documentation or website proof just to make it easier. Um, cause I know Chantel said, but I know it's been difficult. Um, and it's been a big priority with the board since, um, since I feel like last year, so like, I think when I took you guys on probably mid summer last year. So, so yeah, so we're getting closer every day, so that's really good. And it'll be really good for people who do want to sell in or buy. So that's good.

17. FHA qualification (detail)

01:07:44–01:10:05

This topic was a detailed update from management (ACCU) on the association's FHA qualification status. Management explained that Star Point lost its FHA qualification at renewal because its prior financial position prevented funding reserves at the required level, but that the most recent budget meeting allocated enough assessment revenue to reserves to qualify again, so the process is being restarted through FHA Pros. No vote or motion occurred; the outcome was an informational status update with a commitment to notify all homeowners once qualification is official.

Key points

FHA, Fannie Mae, and Freddie Mac require a minimum of 10% of assessments to be put into reserves to qualify, per management's explanation.
Star Point's prior financial position meant it could not contribute that much to reserves, so the association did not qualify for FHA and was therefore unable to renew when the renewal came up.
At the most recent budget meeting, the board allocated enough from the assessments being collected into reserves to qualify for FHA, which is why the qualification process must now be restarted from scratch.
The FHA qualification process is being run through the vendor FHA Pros.
Once obtained, qualification is good for about three years (approx. — management said "I think it's three years"), after which it must be renewed; if all requirements are met it would be a simple renewal.
Management stated that because the association is now "ahead of the game," it does not expect the qualification to lapse again, and the community should have enough time to track and maintain the requirements going forward.
Action item — management: will notify the board once it hears back from FHA Pros on the qualification status.
Action item — management: once qualification is confirmed official, will send a notice to all homeowners along with documentation or website proof to make it easier to verify.
Management has managed the account since approximately mid-summer of the prior year ("mid summer last year"), and noted FHA qualification has been a major board priority since around that time.
Management characterized the progress as "getting closer every day" and described the development as "huge news," noting it will benefit people who want to sell or buy units in the community.
No motion, second, or vote occurred on this topic; it was an informational update with no formal decision recorded.
A resident/participant reference ("a resident said") acknowledged that the FHA situation has been difficult, underscoring it as a known community pain point.
Time range of the discussion: 01:07:44–01:10:05.
The discussion transitioned at the end into the next agenda topic on parking spaces and parking passes, noted as a more confusing/complicated item.
An example parking pass was found by a participant (referred to in the transcript) as a sample only — nothing has been made yet; it was shown to illustrate what the association is looking into.
Management expressed intent to ensure homeowners who have parking are accommodated as part of the upcoming parking discussion (statement cut off mid-sentence in the excerpt).
No dollar amounts beyond the 10%-of-assessments reserve threshold were cited, and no specific completion date for FHA requalification was given.

Show transcript for this topic

Speaker 10 [01:09:55]

Um, huge news, huge news.

Speaker 3 [01:09:59]

Um, the next thing, which is, um, kind of a little bit of a confusing and complicated discussion, but it's parking spaces and parking passes, um, Maria. Found, um, really good parking pass. Um, this is kind of just an example. It's nothing being made yet. I just kind of wanted to show everybody, this is kind of what we're looking into. Um, that being said, we want to be able to ensure that the homeowners that have parking spaces can continue to park in the spaces that they're assigned or that they have, um, and have verification that they're there. I know for other years. Um, passes have been lost and not reinforced or things like that. The board is also aware. Um, but with that comes the kind of a larger project, which, which is the numbering of the parking spaces. Um, there's been several complaints venture. Everybody that's in this meeting knows, um, the numbers are fading. The lines are fading. Um, those of you that don't know, there's like multiple number 12 on two sides of the complex. There's number seven and three places there's like, some of them have in on them for North and other ones don't like it's very, very complicated. Um, and it's messy. That being said, um, the board has kind of, and I, and I think I'm gonna, I know Maria and Louise, you guys, you guys have actually kind of taken this one on more, so I'll probably defer to you, but I know this kind of discussion of how we are going to go about getting the parking lot fixed, because it would be a lot easier to re to provide updated permit parking permits when we have actual spots that we can assign them to that kind of make sense and everything like that. So then we actually can enforce with people violating the parking with our new towing company.

18. Parking passes & renumbering

01:10:05–01:18:32

This topic addressed the issuance of parking passes and the related project to renumber the community's parking spaces, which is currently a disorganized mess of faded, duplicated, and inconsistently marked numbers. Participants outlined a plan to hire a painting company to repaint legible numbers as-is and assign unique made-up numbers to illegible spaces, then correlate units to the updated numbers and distribute hang-tag passes via an on-site weekend pickup model. No formal vote was taken; the group reached consensus that homeowners must not repaint their own spaces, and several details (pricing, placement, and competing ideas) were deferred for further discussion.

Key points

Purpose: ensure owners with assigned spaces can keep and verify them via parking passes; in prior years passes have been lost and not reenforced, and the board is aware.
Problem stated: parking-space numbering is a mess - faded numbers and lines, multiple '12' spaces on two sides of the complex, '7' in three places, multiple '29s,' and inconsistent 'N' (North) markings on some spaces but not others.
Proposed solution (raised by a board member/project lead): hire a painting company to repaint the numbers that are still legible as-is, and for illegible spaces make up a new non-duplicate number, instructing the painter not to duplicate any numbers so every space has a unique number.
Numbers are intentionally meaningless/random by design for privacy, so that people cannot figure out where other residents live; this is why made-up numbers are acceptable.
Two-bedroom units would get two spaces sharing that unit's unique number assignment.
A participant disclosed she created the original 2023 parking list (unit-to-spot matching, dated 'from 2023'), says she sent it previously, but management/the board states they never received it; the existing copy on hand is of uncertain accuracy because many numbers are not legible.
The 2023 list matches unit numbers to parking numbers but is NOT a map; the participant said she might still have the actual map and would look for it.
Action item - management offered: if the participant has trouble uploading the 2023 list/map, she should send it to management and management will ensure it gets into the portal.
Planned workflow sequence: (1) figure out pricing, (2) determine where the numbers go/placement, (3) correlate units so the same unit keeps the same spot but with updated numbers, (4) put updated numbers on parking passes and hand them out.
Passes cannot be mailed because the hang-tags would bend or break; a less-costly alternative was mentioned as possible but uncertain ('don't know if it'll cost the association a ton of money').
Distribution would follow the prior mailbox-key model: a pre-announced scheduled window (suggested windows like 2-4, 2-5, or 3-5 (approx.)) with someone on site handing out passes; owners must show a driver's license to confirm ownership and tenants must provide a copy of a current lease.
Precedent cited: the mailbox-key handout was done over two or three weekends, with residents required to come to the mailboxes and show a lease or ID with mailing address.
A project lead volunteered to handle the parking-pass distribution on a weekend and to help when the painter comes out, requesting one week's advance notice to make arrangements.
Management firmly stated opposition to painting any number on a space without first figuring out what was originally there and keeping it that way ('I do not want to put any number... on a space').
Other ideas exist and were deferred: two other participants (named in the transcript but not attributed here) reportedly had separate ideas to be discussed later.
Resident admission: a resident with two parking spaces both numbered '1' repainted them in black directly over the old number ones because they were fading, acknowledging it 'probably wasn't kosher.'
Consensus reached (no formal motion/vote): homeowners cannot be asked to repaint their own spaces because they would change their numbers; the group agreed ('We can't do that. We can't ask homeowners. I agree').
Outstanding issue noted at close: some space numbers are no longer showing/visible at all; the topic ended without finalized pricing, schedule, or assignments, transitioning next to pine trees and broken branches (with the new account manager, a vendor contact).

Show transcript for this topic

Speaker 5 [01:11:56]

Um, yeah, I talked to, I talked to Maria last night or the night before we ran into each other, walking our dogs. Um, and we kind of have a solution that we, and I want to run it by the board. Okay. So. So since we can't see some of the numbers we were thinking we hire a painting company to come out, fix the numbers they can read. Cause the numbers don't mean anything. They're random ass numbers that we came up with so that people can't figure out where other people live. Right? So what we were thinking is having the numbers painted over the ones that are legible, leave them alone. The ones that are not legible, make a number up and then make sure this painter does not duplicate any numbers.

Speaker 1 [01:12:39]

Make a number up. What does that mean?

Speaker 5 [01:12:41]

Like if you can't read it, put a number. Doesn't matter what a number is because the numbers don't mean anything now. And right now, look, right now we have multiple 12s. We have multiple 29s. So we'd have to fix those so that every single parking spot has its own unique number. If you have a two bedroom, you'd have two with that unique number. That makes sense, right?

Speaker 7 [01:13:06]

Yeah. Well, do you guys have a, um, copy of the parking? Who's parking is what?

Speaker 5 [01:13:12]

Kind of, uh, it's kind of, it's kind of, it's difficult to verify because we had, I guess we had an HOA board member prior to our tenure that did make one. And we've been waiting for that person to send it to us. And we haven't gotten it yet. We do have this, right? If you go back, go back to that. Yeah, this, we don't know if it's accurate because half the numbers aren't legible.

Speaker 9 [01:13:34]

You know what? I'm the one that did that and I did send it. Oh, you did get it.

Speaker 5 [01:13:40]

I didn't get anything, but that would be awesome if I could see it.

Speaker 3 [01:13:44]

This is 20 from 2023. Is this the one that you sent?

Speaker 9 [01:13:49]

It's got, it's got the unit matching the parking number. Yeah. I mean, that's, that's essentially what this is, but it's not. It's not a map, but it has the unit number marked, uh, matching the number.

Speaker 3 [01:14:02]

Right. But the issue is that they're not even visible really in the road any, like in the actual parking lot. And some of them are confusing. Um, because it just goes like kind of like Louie said. So that's good to know, Dana. I appreciate you putting in all this work. Oh, I didn't.

Speaker 1 [01:14:23]

If you, if you have problems putting that in the portal, send it to me and I'll make sure it gets into the portal, please.

Speaker 3 [01:14:29]

Okay. I have it. I have it.

Speaker 9 [01:14:36]

I might still have the map. I'll have to look and see.

Speaker 3 [01:14:40]

That would be cool. If you did, otherwise that's just kind of where we're at. So it's a matter of trying to figure out pricing and then trying to figure out where the numbers are going to be. And then once that happened, it's kind of correlating to ensure the same unit numbers will have the same spots, but updated numbers. So then we can go ahead and put those updated numbers on the parking passes and hand them out. Just as a more of an informational thing. We will not be able to mail these. These out because of the fact that unless they don't bend or break, that's the part of the concern with it. There might be another way, but I don't know if it'll cost the association a ton of money. Want some things that we've done in the past is kind of set a set, like a set scheduled day from like maybe two to five or I mean two to four or three to five or something like that, where we kind of just let everyone know way ahead of time that. Like someone probably most likely me will be on site handing out parking permits and we will just need driver's license to confirm you're the owner of the unit. And or if you're allowing your tenants to pick them up, they will need to provide a copy of a current lease. Of course, all that information will be provided in more detail when we get closer to that. But I just, I know the board is, you know, cares about a lot, cares about it a lot too. And I just wanted to show everybody that, well, it doesn't seem like it, we argue getting closer. It just, it's just a little bit more complicated than we anticipated. And then of course, kind of like everything we've been talking about with everything in the meeting, it costs money.

Speaker 1 [01:16:23]

So that's what we did with the mailbox keys. When we put up the new mailboxes and unwilling to, to help with that. We did it over like two or three weekends and let everyone know you have to come down to the mailboxes. And provide a copy of your lease or, you know, your ID with your mailing address. And then we handed out that mailbox keys. So that's how that worked. Um, and we can do that with these, uh, these, uh, uh, whatever land, whatever they hang on the mirror on the mirror, I guess, but we can, and I'd be happy to, to, you know, this is not my gig. I think that Maria is the one that. You know, headed this up, but, um, I'd be happy to help with that. I don't want to do all of it, but I'd be happy to help with that. I don't, I do not want to put any number. Paint any number on a space. We need to figure out what was there and what, what keep it that way.

Speaker 3 [01:17:31]

Okay. We can definitely discuss that more. Cause I think James also had an idea and so did Will.

Speaker 1 [01:17:36]

Okay. Okay. Yeah, I'm open. That's good. Cool.

Speaker 3 [01:17:43]

Okay. So the last one we're at for that, um, I really, or Maria, did you guys have anything else you wanted to add on the parking passes?

Speaker 6 [01:17:52]

I, I can handle the parking passes like on a weekend. Okay. I mean, and I can also help out with the, uh, um, if you know, when they do come out to paint, I just need to, I just need to know a week ahead of time so that way I can make some arrangements.

Speaker 1 [01:18:15]

I mean, to be honest, what we did, I have two parking spaces. They're both number one. They were fading. I went out and painted, painted them, you know, exactly over the old number ones and painted them black. So they're very, you know, you can see them. That's what I did. But I mean, I guess that probably wasn't kosher, but you can sure see my parking spaces now.

19. Tree work — pine trees, new account manager, and the $840 approval

01:18:32–01:21:28

This topic covered tree maintenance, including many broken branches and onboarding issues with a new vendor account manager, plus approval of a proposal to address a large pine tree on the north side of the property. The board approved an approximately $840 Davey Tree proposal for the north-side pine tree by quick voice vote, with at least three "yes" votes. Next steps were assigned to contact the vendor, route the proposal for signature, and notify the board and community of upcoming truck/machinery activity.

Key points

Management reported a new account manager at the tree vendor who is unfamiliar with the community's system, resulting in confusion where the manager was replying to incorrect work orders.
Management scheduled a phone call with the new account manager for the next morning and an on-site meeting planned for the following week, and committed to keeping the board updated.
For the big pine tree, management did not receive proposals from two of the three vendors contacted; only Davey Tree (transcribed as "Dabby Tree") submitted one.
The Davey Tree proposal arrived the day of the meeting, too late to be included in the board packet residents/board had received.
Decision: the board approved the Davey Tree proposal for the pine tree on the north side at a cost of $840.
The approval was by quick voice vote with at least three "yes" votes (the facilitator confirmed a third was needed and one more participant agreed).
Action item (management): contact a Davey Tree representative ("a vendor contact") that same day to inform him the work is going to be approved.
Action item (management): send the proposal over to a designated person ("a board member") for signature.
Action item (management): communicate the plan to the board first, then to a participant/staffer ("a resident"), then notify the community.
Community notification rationale: residents near the building in question and the building next door should be made aware because trucks or machinery are expected.
Concern raised: ensure the vendor cleans up after themselves; management committed to make that requirement very clear.
The discussion then transitioned toward the retaining wall project, noted as "done but not quite done."

Show transcript for this topic

Speaker 5 [01:18:38]

Yeah. But if we ask the homeowners to do that, they're going to change their number.

Speaker 1 [01:18:41]

No, no, no, no, no. We can't do that. We can't ask homeowners. I agree.

Speaker 3 [01:18:45]

Well, unfortunately, some of them aren't even showing anymore.

Speaker 1 [01:18:48]

So right.

Speaker 2 [01:18:49]

Get it.

Speaker 3 [01:18:52]

Okay. Next thing is pine trees and health care. I know there were a lot of broken branches out there. I did see some more when I was out there. I think it was about a week ago. Maybe we can have I've been talking with Sean our new account manager. We're trying to get something figured out as far as what works best. He's not familiar with our system. So there's been some confusion where he's replying to certain work orders and aren't the correct ones and so on and so forth. So I have a phone call scheduled with him tomorrow morning. And then I actually have an onsite meeting with him. I'm planning on for next week. So I will keep you guys updated on that as well. But as far as like the big pine tree, I did not get a proposal for me from the other two vendors I reached out to. However, I did get one from Dabby Tree. And I wanted to include it in the packet. But I didn't get it until today. So you guys, it's not in the packet you received. However, here is the kind of for the pine tree on the north.

Speaker 1 [01:20:02]

This is $840, that's it.

Speaker 5 [01:20:09]

Yeah, that's awesome, let's do it.

Speaker 1 [01:20:11]

Hey, I'm a yes. Yeah, me too.

Speaker 5 [01:20:16]

Okay. I'm done talking about this.

Speaker 1 [01:20:18]

Maria, James, we need a third, I think. I agree.

Speaker 13 [01:20:24]

Yes, please. Let's get it done.

Speaker 3 [01:20:27]

Okay. So I will reach out to Steve to talk to him today. He works at Dabby Tree. And kind of let him know this is going to be approved. I will send this over to Will for a signature. And then I'll let you guys know kind of what the plan is, board first. And then obviously Chantel, you'll be updated. But we'll notify the community as well. Just so the people that are over there by that building and then the building next door are just aware because I'm sure there's going to be some sort of trucks or machinery or something like that. So make sure they clean up

Speaker 1 [01:21:09]

after themselves, please.

Speaker 3 [01:21:11]

Yes, ma'am. Most certainly. I will make that very clear.

Speaker 1 [01:21:15]

Thank you.

Speaker 3 [01:21:16]

Okay. The retaining the wall project is done but not quite done. So I just wanted to touch base again because here's the issue. I know we kind of talked about it. Can you guys see my screen still?

20. Retaining wall close-out & drought landscaping

01:21:28–01:24:25

This topic covered the close-out of the retaining wall project and how to handle the associated landscaping. Management reported the project was "done but not quite done," and that planned grass areas could not be planted because of drought conditions and the inability to obtain a watering permit for the next two months. The board agreed to fill the upper area with rocks now and defer grass planting until watering is possible, and agreed to make the contractor's final payment conditioned on a formal written commitment to return and finish the remaining work.

Key points

Management reported the retaining wall project is "done but not quite done" and asked the board how to proceed on the remaining landscaping.
The planned grass for the "yellow" zone and the "long red" area in front of a unit (shown on a screen-shared plan) cannot be planted due to drought and inability to obtain a watering permit for the next two months.
Decision: fill the upper area with rocks now ("merging all the rocks"); the board agreed this approach works.
Decision: defer grass planting for the longer red part and the yellow part until watering is possible ("do grass when we can do grass").
This topic had been discussed at the prior month's meeting, but nothing was settled then because it was still uncertain whether the watering permit could be obtained.
On the contractor (transcribed as "whole Ryan"/"hall Ryan," name uncertain) close-out: a participant agreed they are fine paying the contractor's final payment as long as there is an agreement that the contractor will still come out to finish the remaining work.
A participant expressed confidence the contractor would not "screw us" and would finish the job because they want to keep working the complex.
Decision: the board confirmed it would prefer a formal written document (rather than just an email) from the contractor stating that, even though they have received final payment, they promise to complete the remaining work ("X, Y, Z"); the board answered "Of course" / "Yeah" to this.
Action item: management will reach out to a vendor contact to inform him of the rock plan for the upper area.
Action item: management will obtain a formal written post-final-payment commitment letter from the contractor confirming the remaining work will be completed.
A resident's (named in transcript) question was raised but they indicated their question had already been answered, with no outstanding concern.
The board acknowledged the situation as outside their control ("we can't worry about things we can't control") regarding the inability to plant grass.
Time range of this topic: 01:21:28-01:24:25.
The contractor's exact name is uncertain in the transcript (transcribed variously as "whole Ryan" and "hall Ryan").
No specific dollar amounts were stated for the final payment in this excerpt.
The two-month timeframe refers to the period during which a watering permit cannot be obtained.
At the end of the excerpt, the discussion transitioned to a separate "Sky Park" issue, on which management said it had no new information and had not received an update this month.
No formal motion or recorded vote was described; the outcome was reached by verbal board agreement.
The remaining landscaping work (grass planting) is left pending until watering conditions/permitting allow it.
The rock-fill solution was framed as the interim plan because grass cannot be installed without watering.

Show transcript for this topic

Speaker 10 [01:21:36]

Yes.

Speaker 3 [01:21:37]

Okay. I think it's so small. Hold on. One more. Okay. So due to the watering issue, obviously, the drought and not being able to have a permit for the next two months, I know we discussed having the yellow be grass. I know we also discussed the long red that's in front of the unit. To also have grass. Um, I guess my question to you board is how would you like to move forward? Do you want to already talked about this last month? That was when we can water it. Now we can't. So are we okay? Yeah.

Speaker 5 [01:22:26]

So we, then we can't, we can't plant grass if we can't do it.

Speaker 3 [01:22:30]

So then for whole Ryan, are we okay to just get them closed out? No, I'm fine.

Speaker 5 [01:22:36]

Like, like I already talked about this last time. We can pay them. As long as we have an agreement that says, yeah, we're going to pay your final, but you're still coming out to do this. I don't think they're going to screw us because they want to keep working complex. So I'm not worried about them finishing their job.

Speaker 3 [01:22:52]

I wasn't either. And I know you're correct, sir. We did talk about it last meeting, but we still weren't sure if we were going to be able to get the watering permit or yet. So nothing was like quite in setting stone. So that's why I just wanted to bring it up. Um, however, I want to make sure this area up here, um, is we're okay. Just kind of merging all the rocks. Just kind of there, correct?

Speaker 5 [01:23:11]

Yeah. Yeah. That works. That works for me.

Speaker 3 [01:23:13]

Okay, perfect. Um, yeah.

Speaker 5 [01:23:15]

Have them fill that with rocks and then the other longer red part and the yellow part will do grass when we can do grass, you know, it sucks, but we can't worry about things we can't control with. We can't do anything about it.

Speaker 3 [01:23:28]

Okay. And I agree. I just wanted to make sure, uh, Maria, did you have something to say or a question? Um, no, I, uh, no, my question was already answered.

Speaker ? [01:23:38]

Okay.

Speaker 3 [01:23:39]

Um, so I will, I will reach out to Isaiah. I'll let him know what the rock there. Um, just to, I'm not too concerned. Um, I was just going to kind of get something in email, but would you guys prefer a more formal doc document from hall Ryan stating like they don't have a problem writing it up, I guess is what I'm saying. Would you prefer something more formal stating, um, you know, upon, even though they've received final payment, they promise to X, Y, Z. Yeah.

Speaker 14 [01:24:09]

Of course.

Speaker 3 [01:24:10]

Okay. Um, okay, perfect. Let's see. Um, sky park issue. I don't have much information on this and I did not receive an update from Joanne this month yet. And I also don't think she's on a meeting tonight. So I'm going to kind of defer to you, Tina. Do you have any updates that you've heard from Diane on it? Or are we just kind of in the same position?

21. Sky Park / stone wall dispute

01:24:25–01:26:47

This topic covered the unresolved dispute over building a stone wall at Sky Park, which the city has indicated it is not interested in funding, leaving the cost to the HOA. A participant expressed strong opposition to the association spending any money on the wall, arguing the city should pay since the city built the park, while another participant favors the wall and suggested attending the city's monthly meetings to lobby. No decision was made to fund or proceed; the item was kept on next month's agenda pending further outreach to the Sky Park contact.

Key points

The discussion concerned a proposed stone wall at Sky Park; per the latest word relayed from the Sky Park contact, the city is not interested in providing/building the wall, meaning the cost would fall on the HOA.
A participant stated firm opposition to the association spending money on the wall, saying 'I don't want to spend money on that at all' and that the association has 'too many other issues' to fund a new wall.
That participant argued the city should pay for the wall because the city built and created the park.
Another participant (who wants the stone wall) noted that at the last meeting it was suggested residents and board members showing up to meetings with city representatives might help make a difference, and suggested the opposing participant attend those meetings to make the case to the city.
It was noted the city's position is essentially 'you can get it done if you want to pay for it all,' framing the back-and-forth.
The city reportedly holds a monthly meeting described as a morning brunch/breakfast event once a month on a Saturday; exact timing was uncertain and cited as a factor in whether the participant could attend.
Decision/outcome: keep the stone wall item on next month's agenda 'just in case'; the alternative of tabling it was raised.
Action item: a participant volunteered to reach out again to the Sky Park contact (an outside contact) to see if anything else can be done, with two other named participants offered as alternates who could also reach out; no firm deadline beyond before next month's meeting.
No new information had been received from the Sky Park contact or the city-related contact referenced; the matter remains unresolved.

Show transcript for this topic

Speaker 1 [01:24:38]

I wasn't at the last board meeting, but the last, the last I knew, the last I knew, um, was the city was not interested in, I think this is Maria's thing because she wants the stone wall. But, um, the last I knew from Joanne was that the city was not interested in providing that to us. And so that would be on us to build. And I'm totally opposed to that. I mean, I don't know how other people. People feel, but I don't want to spend money on that at all.

Speaker 3 [01:25:12]

You know, she did mention at the last meeting too, if you, if, if people were for to show up to these meetings with these representatives, that it also might help make a difference, but it would be need to be like also board members. So I don't know if that's, but I, I know it's, I know it's a lot of, um, a lot of like lifting and a lot of, um, words are not coming to me. Um, it's just not like an easy. Button fix. You know, there's a lot to do with the city. And then of course they're like, well, you can get it done if you want to pay for it all, you know? And so then that's kind of the question back and forth. So, um, well, we'll keep this on the agenda for next month, just in case, um, I'll reach out to Joanne or you can too, Tina or Jacqueline, and just kind of see if, if there's anything else that wants to be done or we can just, you know, table.

Speaker 1 [01:26:02]

Yeah, we're just gonna, I, yeah, I'll be happy to reach out to Joanne again, but I, I do not, I'm opposed to spending money on that. We've got too many other issues.

Speaker 6 [01:26:15]

I don't want us to spend money on, on getting a new, uh, I feel that the city should pay for it because they're the ones who built that park. They're the ones who made that park.

Speaker 1 [01:26:26]

So maybe you can go to those meetings then and talk to them about that.

Speaker 6 [01:26:33]

Yeah. It depends on what time they have those meetings too.

Speaker 1 [01:26:38]

I know. They do the, the, the morning brunch or breakfast thing, like once a month on Saturdays on a Saturday. That's all I know.

22. General safety & maintenance

01:26:47–01:31:37

This topic covered general safety and maintenance, focused on deteriorating railroad-tie retaining walls (now a community-wide issue beyond the originally cited Buildings 2-3), soil erosion under stairs and concrete/sidewalks, and an audit of handrails. Management reported on vendor outreach and inspections in progress but no decisions or motions were made; the items are in the pricing/inspection/audit-gathering stage ahead of budget season. No outcomes were finalized — management is awaiting proposals and the handrail audit before bringing options back to the board.

Key points

Retaining walls: the originally scoped issue (crumbling retaining walls between Buildings 2 and 3) has broadened into a community-wide problem, per management; several railroad-tie walls are deteriorating because the wood is old and rotting, with some nail heads sticking up.
Management characterized the railroad-tie walls as 'not a ton of them, but where they are, there's a long amount of them,' and said they're 'all pretty much bad.'
Vendor outreach for retaining walls: management reached out to several vendors; spoke extensively with the Hal Ryan (referred to as Paul Ryan in transcript) contact 'a vendor contact'/'Cory,' who advised replacing ALL of the smaller railroad-tie retaining walls at once for cost-effectiveness rather than doing only the worst ones.
Management asked the vendor to put together a proposal and requested pricing because budget season is coming up, so costs can be reviewed and potentially budgeted.
Other vendors for retaining walls: one vendor has not responded; another is in back-and-forth communication with apparent confusion, so management will likely have to meet them on site.
Soil erosion: reported issues under stairs and under some concrete areas; management had the Hal Ryan contact look at it to get a better/deeper scope than just 'soil erosion in certain areas.'
Sidewalk erosion: a couple of reports were received of a sidewalk no longer having dirt under it; management attributed much of this to flooding or water that moved the soil.
Soil erosion is being addressed via a deeper inspection; 'a contractor' is assisting (described as a big help on the retaining wall work); more details to come as the inspection progresses.
Management noted the vendor 'Cory' offered to meet with board members or answer their questions, given the board just completed a big project.
Handrail audit: an audit of the handrails was sent to the Hal Ryan vendor.
A competing bid from 'KSX services' (transcribed) was rejected as not portraying what the board wants; it was largely cosmetic (painting).
The board wants a safety-focused audit identifying actual deterioration requiring re-welding or added material, not cosmetic work; management shared the rejected bid's approach (no names or pricing) with the Hal Ryan vendor to redirect the scope.
The handrail work is described as a more extensive project; management is waiting for the audit before next steps.
A resident/participant (referred to by name in the transcript as a resident) reportedly found a source for railroad ties at a really cheap/low cost and sent something to management about it; this person was being sought to confirm presence on the call.
Action item: management said the railroad-tie cost source/idea will be put into the portal so the board can review it; management indicated openness to any cost-saving ideas.
Action item: management offered to follow up later with the resident who found the cheap railroad ties, suggesting that person send the information directly to management.
No motions, votes, or formal decisions were recorded for this topic; all items (retaining walls, soil erosion, handrail audit) are in the information-gathering / pricing / inspection stage pending proposals and the handrail audit.
Timing context: pricing is being sought specifically because budget season is approaching, so these maintenance items can potentially be budgeted.
Management invited questions on general safety and maintenance; the only follow-up was about the resident's cheap railroad-tie source.
Vendor name note: the transcript refers to 'Paul Ryan,' 'Hal Ryan,' and 'Hall Ryan' interchangeably for what appears to be the same vendor firm; the individual vendor contact is named 'a vendor contact'/'Cory' (approx. spelling).

Show transcript for this topic

Speaker 6 [01:27:08]

Jessica, I can't hear you.

Speaker 8 [01:27:16]

Thanks, Maria.

Speaker 3 [01:27:22]

Okay. So I know this says general safety and maintenance, and it does say crumbling, retaining walls between buildings two and three. However, this has become more of a broader community issue. Again, I'm not sure those of you that were here last meeting know, and I'm sure all of you that live there can hear me. I can see it. But several of the railroad ties are deteriorating with the wood because of course, the community is really old and wood deteriorates after time. Some of the nails are sticking up the nail heads and things like that. And it's kind of it's not just at these buildings now, it's obviously throughout the community. There's not a ton of them, but where they are, there's like a long, long amount of them. And so of course, I reached out to a couple of vendors, one of them being Paul Ryan. I spoke to Corey extensively regarding that. He's gonna he says it would probably be better. And I told him to just kind of figure this out on a proposal. But he said it'd be better to probably replace all of the retaining all of the smaller railroad tie retaining walls all at once for cost effectiveness versus doing like the worst of the worst because they're all pretty much bad. I told him that we are having obviously budget season coming up so some pricing would be really helpful so we could kind of see certain costs of certain things and maybe possibly budget for it depending on what they are. So the retaining walls are a thing. I've reached out to a couple other vendors. I haven't heard back from one and I am getting back and forth with another one I think on confusion so I'm probably gonna have to meet them on site. But we're working on those. The next thing I know sort of has to do with soil erosion. There's been some issues not only under the stairs but under some concrete areas as well. That was another thing that I had Hal Ryan look at just because I'm so familiar with the community. Just so I can kind of get a good idea and a possible better scope than just like soil erosion in certain areas. Because there was there's a couple of reports that we received like regarding like a sidewalk not having like dirt under it anymore either. A lot of that has to do with like some flooding that happened or some water that moved it. So those are also being addressed in a deeper inspection and I'll have Connor's helping because of course he is a huge help with the retaining wall. So I'll have more details on that as they come. But Cory's been really great and and he did say too which I know you already know Luis but just for all the board members that are here if you if you guys want to meet with him or have questions with him he'd be more than happy to just you know because he knows you guys just went through obviously we just went through this big project so. Then the last one same thing on the audit of the handrails this was sent over to Hall Ryan and there where I also reached out to we know KSX services that bid was kind of interesting so I kind of reached back out to Hall Ryan and I was like here's what we got obviously no names or pricing but I was like it just doesn't really portray what the board is looking for. We're looking for more safety hazards that are like where they're actually deteriorating and need to be like rewelded or need more material added. I'm not necessarily all cosmetic and I know that was some of the thing which was painting on that other bid and that's why we were like no this one's not working. So that's a bit of a more extensive project and I'm just waiting for the audit of those. Yeah agreed. Any questions on the general safety and maintenance areas?

Speaker 1 [01:31:08]

Hey uh Jacqueline Tremethic are you still on? She had some kind of a she sent me something of uh the railroad ties. I don't know it was some kind of a project where we could get them really cheap but if she's not on I'll I'll get with her later.

Speaker 3 [01:31:33]

Yeah I mean if you have an idea or something that way we can just always like you know the board can kind of review and have a good idea um I know everybody's open to anything and everything so. I'll put it into the portal. Cool yeah and if she wants to too you can have her send it to me but it might be easier if she sends it to you.

23. New business — closet/door keys

01:31:37–01:34:31

Under new business, the meeting addressed missing keys to the buildings' closets/doors. A participant reported that the lock contractor (the lock contractor/the lock contractor) had become completely unresponsive across calls, texts, and emails, prompting discussion of replacing all the closet locks. Management committed to gathering pricing to have all the locks changed, while the board will later decide what type of lock to use; no final decision was made on lock type.

Key points

A participant reported the lock contractor (referred to as the lock contractor/the lock contractor) is completely unresponsive: multiple calls went straight to voicemail without ringing, and an email plus several texts received 'zero responses.'
The participant stated he is 'honestly done' waiting on the contractor and proposed getting quotes for a landscaper and obtaining a master key ('one key for all the doors') as the ideal outcome.
A proposal was raised to add a hasp and padlock to each closet door, with all locks keyed alike, instead of relying on locking doorknobs, to avoid repeating the recurring problem of nobody knowing where keys went.
It was noted this is not the first time keys to the closets have gone missing.
Management asked whether a copy of the keys had been given to the management company; the response was that keys were provided previously but 'failed to make it,' acknowledging a prior key-handoff to management did not succeed.
Management referenced a prior casual discussion about getting keys made with a master key so that on any management transition the keys would stay with the board.
Management raised coded/combination locks as a possible alternative to keyed locks, citing that ice buckets are planned to be stored in the closets for the summer (discussed last year) as a reason a code might be preferable to a key.
Action item: management committed to start working on pricing to have all the locks changed; in the background the board will decide what type of locks to use (keyed vs. coded/combination). No deadline was specified.
No formal motion, vote, or final decision on lock type was recorded; the matter was left with management gathering pricing and the board to choose the lock style later.
No specific dollar amounts, counts, or percentages were stated for the lock replacement.
An open question remained about whether the landscaper had actually placed the ice buckets in the closets; management said it did not think so but would 'triple check.' Note: the verbatim transcript names this landscaper/worker (an ACCU maintenance person) and the management contact (a board member) as factual references, but no individual is attributed as speaker by name per the no-names requirement.
Some of the closet doors are currently locked with keys nobody can access, which is the core issue being addressed.

Show transcript for this topic

Speaker 1 [01:31:53]

Yeah that's okay.

Speaker 3 [01:31:55]

And then Maria did you have something?

Speaker ? [01:31:59]

No.

Speaker 3 [01:32:00]

I just I sometimes see your little box lined up so I just don't want to miss you. Okay. Um if that's it we'll go to new business. Luis your favorite um buildings closet keys.

Speaker 15 [01:32:16]

Yeah.

Speaker 3 [01:32:18]

I called Mike. I called Michael. I left him a message. I called him multiple times. It didn't even ring. It just kept going to voicemail. Um I sent him an email. Uh I've gotten zero responses on anything. I don't know how many times you guys have tried or how long you've been trying. I don't know how. Long you guys want to wait.

Speaker 5 [01:32:39]

I texted him a few times. I'm honestly done. I think we need to get quotes for a landscaper. And if we can get a master key to just like one key for all the all the doors that would be ideal.

Speaker 13 [01:32:55]

I think we should add a hasp and a like a padlock to each one so we don't have to deal with this again and just get them all keyed alike.

Speaker 4 [01:33:06]

What do you mean?

Speaker 13 [01:33:07]

Instead of having locking doorknobs? This is not the first time that we've had this issue where nobody knows where the keys went.

Speaker 5 [01:33:15]

Oh, I see. So just every every door have like a padlock thing on it? Yeah.

Speaker 13 [01:33:20]

So we just did all these locks and all brand new keys ready to go. And did you?

Speaker 3 [01:33:29]

James, sorry to interrupt you. Did you guys happen to give a copy of that to your management company?

Speaker 13 [01:33:34]

We did, but they were terrible. So I'm not. Surprised that. You know, that failed to make it.

Speaker 3 [01:33:43]

Because that was something that I did kind of, I mean, really casually, but talk to Louise about was just like, you know, getting keys made and then having a master one. And then if, you know, if there were a transition, it would go with you guys. But I, you know, I understand the PTSD because that didn't happen the first time. So you're like, now what? Yeah. Could definitely get pricing on it. The other thing is, I don't know if there's anything in there that can be stolen. Per se. And I do know last year we talked about having Jorge put the ice buckets in those closets for the summer. So that would probably be maybe a plus of why we would have like to have the codes instead of a key. But I'll start working on pricing to just have all of them changed. And then we can kind of in the background, you guys can kind of decide if you want to do what type of locks you guys want to do.

24. New business — ACCU staffing change

01:34:31–01:36:03

Under new business, management (ACCU) announced an unexpected staffing change: the prior community manager/assistant (ACCU staff) no longer works with ACCU. With no single designated assistant currently in place, several ACCU staff are now supporting the association, and homeowners and the board should expect emails from new contacts. The departing staffer was praised for her work with the community, and the meeting then began to transition to the next item, irrigation repairs.

Key points

The meeting facilitator (ACCU management) announced that a prior ACCU staffer (ACCU staff) no longer works with ACCU; the departure was characterized as unexpected.
There is currently no single designated assistant for the association; several ACCU people are helping along with the facilitator while they get things 'back on track.'
Homeowners and the board were told to expect emails from two new ACCU contacts: the facilitator's boss (ACCU staff) and another individual (ACCU staff), and not to be surprised by this.
Management stated ACCU will continue providing support to the association during the transition.
The departing staffer was praised as 'really great for the community,' having learned a lot, with management expressing hope she would go on to do well.
Management noted the departing staffer had a strong, long-standing working relationship with a maintenance/grounds contact (an ACCU maintenance person) and anticipated he would be disappointed by the departure.
No motion, vote, or formal decision was recorded on this item; it was an informational announcement only.
The facilitator began transitioning to the next agenda item, irrigation repairs, noting a grounds/maintenance staffer (referred to as a board member) had stepped away and would be invited to speak on it when he returned.
As a preview of the upcoming irrigation item, the facilitator mentioned irrigation repairs had been made that came in under $700 (approx., as stated).

Show transcript for this topic

Speaker 1 [01:34:36]

Did Jorge put the ice buckets in there? Some of them are locked.

Speaker 3 [01:34:43]

And that's the issue we're having is we just. I don't think so. I will triple check with him, but I don't think so. Um, that's, I meant to say this earlier, but that just kind of reminded me of something. I just want to let everybody on the call know, um, unfortunately Ashley no longer works with ACCU. So currently the association has several people helping it with me. Um, there's not one designated assistant at the time. Um, so homeowners and board, you guys will probably see emails coming from my boss, Samantha, as well as another individual named Taylor. Um, just don't be surprised. It's just was sort of unexpected and we're just trying to kind of get everything back on track. Um, and just provide, keep continuing. Providing you guys support. Um, I know she was really great for the community and she learned a lot and I'm, I, I'm really hoping that she's going to be, you know, doing wonderful things. So, um, so I just want to let everybody on the call aware of that. Um, I also know she had that really good relationship with Jorge. Um, we both did, but I know she had the longest one. So I wanted to let you guys know that as well, just because, um, I know he will also be bummed. Um, The next item is, um, irrigation repairs. Luis just got up, but I know this was kind of a big one for him and we were already talking about it. Um, I have this, I, when he gets back, I'll definitely let him speak on it, but kind of like he was saying, there was some irrigation repairs that were made that was under, um, $700. Um, it was discussed in the new year and I think I, I was pretty sure we all discussed it that unfortunately, because of all the errors that Brightview made, there was going to be several, um, issue irrigation issues. However, I don't think we anticipated so much. Um, that being said, I did receive another proposal because there are, um, irrigation lines that are damaged by the retaining wall, of course. Um, so I will send that over to you guys as well. Um, but Luis has said no irrigation repairs, unless it's an emergency, which literally means like water is gushing out and it needs to be repaired. ASAP. So it doesn't cost the association any money. It doesn't damage any units or anything like that. Um, otherwise every single irrigation should be coming through to us and then sent to you guys. Um, one of the things that we discussed is I did receive a couple invoices that I wasn't happy with. And I responded back to environmental and I was like, these have no information on them. Um, and so she was really kind. Um, her name is Candace, I think, and she basically provided information, updated the invoices. Um, however, she mentioned about difficulty getting photos or something. And I was pretty sure Tina correct me if I'm wrong, but I'm pretty sure Amber said that that wouldn't be an issue when we met her last season.

25. New business — irrigation invoice scrutiny

01:36:03–01:52:48

Under new business, management and the board scrutinized irrigation/landscaping invoices from the new landscaper (Environmental), prompted by missing detail and photos, suspected overpricing, and concern about possible duplicate billing with the prior vendor (Brightview). They established that all irrigation repairs must be pre-approved by the board/management except true emergencies (gushing water), agreed to approve only the three current repairs as a one-time good-faith gesture, and discussed shutting off sprinklers this year to get quotes for full irrigation-system replacement. The meeting also flagged the monthly landscaping fee (crew "mowing dead grass" during drought) and transitioned into the waste-removal contract showing the association roughly $4,700 over budget.

Key points

Decision/directive: no irrigation repairs are authorized unless it is a true emergency; per management this directive came from a named board member ("a board member has said no irrigation repairs, unless it's an emergency"). Emergency is defined as water gushing out that must be fixed ASAP so it does not cost the association money or damage units.
Decision: all irrigation/service requests must route through management and then to the board for review and approval before the vendor is told to proceed; "they can't be doing work without us giving the green light anymore." Management agreed to send every service request to the board to review.
Management flagged receiving invoices from the new landscaper (Environmental) that had "no information on them," and pushed back to the vendor; a vendor representative (Environmental, named the landscaper's account rep per the transcript) was cooperative and updated the invoices with more detail but said photos were difficult to get.
Conflict noted: the vendor's claim that photos are hard to get contradicts what a vendor representative (Environmental, named a landscaper rep per transcript) promised during an on-site walk last season — that photos "wouldn't be an issue"; a participant confirmed this promise. This was cited as the basis for another participant's hesitation about the invoices.
Action item: management is working on / arranging a meeting with the vendor's account manager (Environmental) to align the vendor with the board and association on requirements and needs; management also said she talked to a vendor contact (vendor/landscaping contact) briefly and would discuss further on a phone call the next morning.
Risk raised by a board member (addressing another participant): possible DUPLICATE BILLING — that the current landscaper (Environmental) may be billing for work that Brightview already billed the association for.
Management response on duplication: had already looked through invoices and could not yet find any duplications, but had not gone "super deep" yet; said she is "watching these like a hawk."
A large invoice slightly OVER the association's NTE (not-to-exceed) "made it through" and is sitting with management on the approve-invoice queue; management was trying to figure out how it got through and where it came from.
Specific invoice: $656 for a leak in the new backflow on the southwest side of Building 4; itemized with labor and parts purchased, and included a work-order/ticket reference number that correlates to the association's internal ticket system (described as helpful for verification).
Specific invoice: approximately $722 (transcribed "722, seven feet" — figure uncertain/(approx.)); referenced buildings six and four with two broken items and station/stage references (e.g., "station nine"); a participant questioned why it was over $500.
Specific invoice: $1,700, where the vendor "did the work and just sent us a bill"; management deliberately did NOT push it through because the amount was so high, and a participant agreed: "We can't be spending $1,700 a week on repairs."
Confirmed complete: a tree removal near Building 11 (the fallen tree), under a $1,500 NTE — a board member said "That one's done," having walked over to verify it the other day; management had received no other reports indicating otherwise.
Pricing skepticism: a participant argued there is "no way those sprinklers cost $600 every time they break" since the parts are "literally like $5," suspecting the cost is labor ("like 500 bucks an hour"), concluding "we're getting ripped off again."
Management currently sees only THREE current irrigation repairs and will approve those three "as a sign of good faith — no more" (giving the vendor the benefit of the doubt on these three).
On contract pricing: a participant asked whether there is a different agreement / why repairs are over $500; management said the contract with ACCU does not specify per-repair pricing and the charges fall within the NTE the board set with ACCU.
Emergency definition clarified: gushing water that floods a home or runs up the water bill is an emergency; something broken but NOT leaking is NOT an emergency ("Hey, this is getting old... Let's hold off"); also, before approval, management should get pictures and/or a description of what the work entails.
Concern: because the vendor could theoretically run over every sprinkler with a lawnmower and bill for repairs, the association "would have to spend tens of thousands of dollars"; a participant wants to see a photo of each broken item to determine if the vendor caused the damage (e.g., "if it was ran over by a lawnmower").
Proposal (by a board member): shut off the sprinklers this year and get quotes to replace the ENTIRE irrigation system at once, arguing that piecemeal "hemorrhaging" repairs cost more than wholesale replacement and that a brand-new system removes ambiguity about whether the vendor caused damage.
Rationale noted: the association has unusually large/spacious land compared to other condo complexes in the state, which a participant acknowledged justifies higher landscaping cost; also, sprinklers currently cannot really be used, so there is no urgency for non-emergency repairs.
Question raised (by a participant, a board member per transcript): whether the association is billed from the time crews leave their shop; management offered to ask a vendor contact for clarification or some sort of documentation sheet (action item).
Landscaping monthly-fee concern: a participant reported in the portal that the crew was "mowing dead grass" / going through the motions during the drought (running mowers and swinging trimmers with no grass) and does not want to be billed for that; the contract requires mowing once a week.
Proposal: explore whether there is a drought clause in the landscaping contract (one participant didn't see one) so that instead of pretend-mowing the crew does work that matters now — weed mitigation, pine-needle pickup, and breaking off dead branches.
Action item: management received a response from a vendor contact regarding a participant's (a board member's) "mower and clearing" inquiry and will forward it; management could not locate it during the meeting and did not want to waste time digging for it, and was unsure if it was a good answer.
Transition to next item — waste removal: management noted the association is paying extra each month for large-item pickup beyond what is on the contract; the vendor (Waste Connections) rarely describes the large items picked up and charges by weight; the contract expires around November/December and auto-renews for another three years if no action is taken.
Budget figure: management noted the association is roughly $4,700 over budget (context appears tied to the waste-removal / large-item-pickup overage as the meeting transitioned to that topic).

Show transcript for this topic

Speaker 1 [01:37:49]

Yes, 100%. Yes.

Speaker 3 [01:37:52]

So I was a little confused myself and now I like, so that's why I understand Larissa's hesitation. Um, so I am working, that's another thing that I'm working on meeting the account manager with. Um, I, cause I just, like I said, I just want to ensure we're all on the same page. The board's on the same page with this, with the, so, I mean, the, the vendor is on the same page with the board and the association of what the needs are, what's required. Um, now that we have a good idea of like, obviously we're not focusing on trying to grow grass. We're just trying to keep what we have, things like that. Um, I mean, I think it'll help, but I'm still gonna meet with him to kind of make sure the items that are needed. I still address, um, but I mean, if you guys don't have an issue with it, it'll be like, you know, we'll just send you every service request to have you review. And, um, and then if you guys approve of it, uh, we'll just let them know. Um, and Luis, I don't know if you've heard, but we were talking about how I did get an invoice updated with information, but there weren't photos provided. And that was something that we were actually like, that was the information that Tina and I were provided in the, in the onsite walk. We had last year with the, with Amber. Um, so I'm not sure why some of them don't have photos, but they do have more information on like the location and where they're at way better than whatever Brightview was. I'm not saying it's okay. And I'm not saying we want to keep pushing them forward. I just wanted to say that I did make sure those did, um, there is a large invoice repairs. I'm trying to figure out how it made it through. It's like a little bit over the NTE for the association. So I'm trying to figure that one out. I don't know where it came through. So if you see it sitting there, um, on approve invoice, that means it's sitting on me. How much is it for?

Speaker 5 [01:39:44]

Hold on.

Speaker 1 [01:39:46]

And while she's looking, um, Louise, um, listen, what if, uh, our current landscaping company is billing us for something that Brightview just billed us for?

Speaker 5 [01:40:01]

That's what I'm trying to figure out. I need pictures.

Speaker 1 [01:40:04]

I mean, you know,

Speaker 5 [01:40:06]

We can't be approving these like anymore without actually approving them.

Speaker 1 [01:40:10]

Yeah, agreed.

Speaker 5 [01:40:11]

Like they can't be doing work without us giving the green light anymore.

Speaker 1 [01:40:15]

But I just wonder if we, if, you know, if Brightview gives us some kind of explanation or description and it's the same thing that environmental said they fixed, so. Yeah.

Speaker 5 [01:40:27]

Yeah. That's what I'm trying to, I already looked through. I couldn't see any, uh,

Speaker 2 [01:40:31]

Duplications?

Speaker 5 [01:40:33]

Yeah, not yet. But I didn't go super deep yet because I just wanted to talk about like, yeah, I'm going to give them a benefit of doubt on these three, but, oh, I'm watching these like a hawk. Like there's no way our irrigation is so bad that every time they come out, they have to spend, we have to spend 600 bucks extra every single time. Yes. It just seems ridiculous. Like there's no way those sprinklers cost $600. Every time they break. They're a couple bucks.

Speaker 12 [01:40:59]

They're a couple bucks.

Speaker 5 [01:41:00]

They're literally like $5. Yeah.

Speaker 12 [01:41:02]

Yeah.

Speaker 5 [01:41:03]

Like what are they? They charge them for labor, like 500 bucks an hour.

Speaker 1 [01:41:07]

Yeah.

Speaker 5 [01:41:08]

Like, it just doesn't make sense. I just feel like we're getting ripped off again and that don't like it.

Speaker 1 [01:41:13]

No. And I, I totally support and agree that we need to see, we need to say yes before they do anything.

Speaker 3 [01:41:23]

So I'm only seeing three irrigation repairs.

Speaker 5 [01:41:28]

Three. Currently there are three. Yes.

Speaker 3 [01:41:30]

So I do see one for $656. And they provided. Information on where it came from. Next to building four, Southwest side of building four. Yeah. And they provided, oh, you can't see this. I'm sorry. Give me one second.

Speaker ? [01:42:00]

Okay.

Speaker 3 [01:42:04]

So this one had a leak in the new backflow. So they, they literally said they broke it down. How many labor, what items were bought? Yeah.

Speaker 5 [01:42:13]

So we got from the last one too.

Speaker 3 [01:42:15]

Um, and then from the last company, I don't remember seeing this detail.

Speaker 5 [01:42:20]

It was, it was handwritten.

Speaker 3 [01:42:23]

Um, but then they, they actually put in the work order from where it came from. And I think that's really helpful because then I can correlate where like, this is, you know, you guys already know this, but this is our, is the X and number that correlates to every ticket. So I can now go in there and find it. Um, so that was one. Then the other one I think you're talking about is the 722, seven feet.

Speaker 5 [01:42:46]

Yeah. Why are they over $500? Do we have a different agreement with them?

Speaker ? [01:42:50]

Yeah.

Speaker 3 [01:42:53]

I don't think they're specifies at all. I think it's just within the NTE that you guys have set as a contract with ACCU. Um, but that's why we're having this discussion and I already let ACCU know that no, um, irrigation repair requests need are like, they all need to come through to me or the board, unless it's a true emergency. So I already let them know. I did talk to Sean about it briefly, and we're going to be talking about it more tomorrow morning on our phone call. And then just make sure we're touching base as well. Um, this one, um, I know again, it's over the 500, but it says say, um, building six, building four, building six, two broken. Um, stage four or station for station nine. I don't know if that that's to me, maybe it's so it's easier to read the Louise. Cause I know you've looked into it way more, but this doesn't make any sense to me.

Speaker 5 [01:43:49]

Station those station things are what they decided to map out our place.

Speaker 3 [01:43:57]

At least we have the locations of the buildings. Okay.

Speaker 5 [01:44:00]

Um, yeah, but I want, so from now on with these, if it's an emergency and we are hemorrhaging water, like we need to fix that immediately. Right. But for one, we can't really use our sprinklers right now. So there is no urgency for two. Uh, we need to see the picture of the broken thing because I want to see if they broke it. We'll be able to tell if it was ran over by a lawnmower. You know, and, and right now they could literally. Lawnmower, every single one in the place, send us a, uh, an irrigation repair invoice, and we would have to spend tens of thousands of dollars and there's nothing we can do about it. And that freaks me out. We don't have that kind of money to spend.

Speaker 3 [01:44:49]

Okay. So, um, this one right here actually has to do for the tree. The removal of the tree, um, that is under the NTA 1500. And that was the tree that fell down.

Speaker ? [01:45:01]

Yeah.

Speaker 3 [01:45:02]

So is that. Has that been taken? Has that been taken out yet? That was my understanding is yes. And I haven't received any other reports.

Speaker 5 [01:45:09]

Near building 11. Yeah. That one's done. Okay. Yeah. I walked over there the other day.

Speaker 3 [01:45:15]

Stop. Lay down. Lay down.

Speaker 5 [01:45:18]

Sorry. I will. Lay down.

Speaker 3 [01:45:21]

Sorry.

Speaker 13 [01:45:24]

Yes, ma'am.

Speaker 3 [01:45:27]

He just, he gets louder and he just gets louder and louder. And I'm like, he just wants to hear.

Speaker 12 [01:45:33]

So you finally pay attention.

Speaker 3 [01:45:36]

He just wants his count here. Um, so, um, the one that I'm referring to movies, that's still sitting on me. This is where I'm a little concerned.

Speaker 5 [01:45:50]

Yeah. Look, we've got a $1,700 one and they did the work and just sent us a bill. We can't afford to be doing this constantly.

Speaker 12 [01:45:57]

No, no.

Speaker 3 [01:45:58]

And that's where I'm, that's where I'm kind of frustrated too, because I know this happened at the beginning of the season. I know we kind of talked about how we knew things would need to be repaired, but not like this. Um, and so I did not push this one through because of how high it was. And then you mentioned because of the other ones and that's why I was like, huh, I'm glad we're on the same page. So I just wanted to show you and then let you know, um, as well. Um, other than that, I mean, it's the backflow ones that we paid for. I already knew we were doing those. And then the maintenance monthly maintenance fee, um, I know I'm, um, Louise, other than me clearly talking to Sean and the team to make sure we're sending them all to you guys for review and everything. Um, how do you want to. The emergency ones, like if it's gushing water or if it's just leaking or kind of both, and then if one's just broken, but not leaking, that's not an emergency. Correct.

Speaker 5 [01:47:13]

Right. Yeah. Like emergency. I mean, those are, yeah, pretty straightforward with emergencies. Like yeah, we're gushing water. We're flooding someone's house, emergency gushing water, and we're spending a bunch of money on water bill emergency. It's not leaking. Hey, this is getting old. We should probably replace it. Let's hold off.

Speaker ? [01:47:35]

Okay.

Speaker 5 [01:47:36]

Or before I get pictures, tell me what the work entails. We can't be spending $1,700 a week.

Speaker 8 [01:47:43]

Yeah.

Speaker 5 [01:47:43]

On repairs.

Speaker 13 [01:47:44]

Yeah, I'd rather be bothered to approve everything constantly than be getting screwed with these blank checks.

Speaker 5 [01:47:51]

Yeah, yeah, exactly. Because they're in and out of a blank check and there's nothing we can do about it. Yeah.

Speaker 3 [01:47:56]

Well, we're, I mean, we're more aware now anyway, and luckily there's only been a few, so I will we'll definitely get this figured out, but yeah, nothing will be pushed through. Um, for irrigation repairs.

Speaker 5 [01:48:08]

Yeah. And I'll approve those three sign of good faith, but like no more, please. God.

Speaker 3 [01:48:14]

Yeah. Understood.

Speaker 5 [01:48:16]

It's like you, you would think we have the worst irrigation system on the planet. Like it's crazy.

Speaker 1 [01:48:23]

Or we're, you know, miles wide. Yeah, exactly.

Speaker 5 [01:48:26]

I mean, we do have a lot of land compared to like every other condo complex in the state. Like we have beautiful land and a lot of space between the buildings. Not a lot of places have that. It's just a big parking lot. So I get why it costs us more to keep the land the way it is, but like, I don't, it shouldn't cost us much because I'm at a point where we like just shut up the sprinklers this year and consider getting quotes to just fix all the irrigation once, because these single hemorrhaging things cost us way more than just repairing the entire condo complex. You know, and then we know if something breaks, it's brand new. What are you talking about? It broke. You ran it over. There's no way.

Speaker 15 [01:49:09]

Yeah.

Speaker 5 [01:49:10]

And right now it's hard because it's like sporadic. We have one here, one there. And I'm like, Oh, I don't know if that one was just replaced a month ago. There's no way for me to know that.

Speaker 1 [01:49:20]

I mean, are we getting charged from the time they leave their shop?

Speaker 5 [01:49:24]

Yeah. It's another thing, kind of random, you know?

Speaker 3 [01:49:31]

I mean, great questions. And I can definitely ask Sean for clarification or some sort of sheet or something like that. Okay. But I know you said you want to talk about it and I just want to make sure that we were all on the same page too. And I understood correctly. I know it's black and white, but sometimes it's a little bit of gray. So I just wanted to triple, triple check. Anything else on the irrigation, Louise or James, Tina, Maria? No.

Speaker 13 [01:49:57]

No, not on the irrigation.

Speaker 3 [01:49:59]

Okay.

Speaker 13 [01:49:59]

I did put in the portal that. I was concerned they were out here mowing dead grass. We had no grass and they were still running the mowers and just kind of walking down the sidewalk and swinging the trimmer back and forth, going through the motions. Like I don't want to get a bill for that.

Speaker 5 [01:50:18]

That's not. Yeah. Yeah. Part of our monthly thing is they have to come out and mow once a week, but like mow what? There's really no way. I don't know if there's a way for us to modify. If there's a drought clause in the contract that I didn't see. Yeah. Like if they don't mow, then they don't mow, but they do weed mitigation. They do things that actually matter right now. Currently. Do you know what I mean? Cause just pretending to mow is not useful, but if they're like, Hey, you know, we can't really mow right now, but there's a lot to do here. Picking up pine needles, fixing the weed issue. That kind of stuff, you know?

Speaker ? [01:51:03]

Yeah.

Speaker 5 [01:51:04]

You know, breaking off dead branches. I was doing that this weekend. Cause it was a few that made me nervous.

Speaker 12 [01:51:09]

So that's great. Yeah, no, that's a great idea.

Speaker 3 [01:51:18]

Um, I do have a response James that I got back from Sean regarding your mower and clear inquiry. Um, so I will send that response to you. Um, just so you have that information, I can't find it right now and I don't want to waste time trying to dig for it. Um, but I, but I didn't, I didn't ask him and I did get a response for that. I don't know necessarily if it was a good one or not, or if it's going to be what you guys want to hear, but I want to at least pass it along. So, um, let me go back to sharing my screen cause I didn't realize I stopped. Okay. Next order of business. Is the waste removal company. I know we kind of talked about it earlier, so I'm not necessarily saying we have to do everything or I'm sorry. I'm not saying we have to necessarily do anything, but, um, every month you guys are paying extra money in large item pickup. Um, then what's on your contract.

Speaker 1 [01:52:20]

Um, so are they describing, are they, are they telling us what the large item is they're picking up?

Speaker 3 [01:52:30]

Very rarely, uh, waste connections does not do that. They just pick up the large items and they charge you for the weight of it.

Speaker 12 [01:52:38]

Okay.

Speaker 3 [01:52:40]

Um, I, so I just wanted to kind of let you guys know, um, their contract expires, I think in December or something. And if you don't November, December, and if we don't do anything where you guys are auto renewed for another three years. So I just wanted to kind of give you guys a heads up. Where you're sitting, um, basically about $4,700 over budget. So, um, from nine 15 to today. Yeah. So, um, and you can see like some of them's just a regular rubbish removal and then some of them's like front load of fuel service charge. And I know that's kind of thing cause fuels gone up, but then like large item pickup and overload. That's, that's kind of where you guys are really getting hit. And, um, there's like, you know, details, more detailed, um, invoices, but I just wanted to give kind of a high overview of what we're seeing over the past almost year. So just wanted to put that back in the back of your guys's mind. We can address it at the next meeting too, but I just want to let you guys know I've been keeping an eye on it. So

26. New business — trash/rubbish hauling overage

01:52:55–01:58:28

Under new business, management (ACCU) flagged that trash/rubbish hauling is running roughly $4,700 over budget over the past ~year, driven mainly by large-item pickup and dumpster overload charges from the hauler, Waste Connections. The group reached consensus to send a community-wide email warning residents to stop leaving large/oversized items by the dumpsters, to use alternate dumpsters and donation/disposal options, and that continued overages could lead to charges or a dues increase. Management said it would bring the overage back for fuller discussion at the next meeting.

Key points

Topic: New business — trash/rubbish hauling overage; meeting time range 01:52:55-01:58:28.
Management (ACCU) reported trash/rubbish is approximately $4,700 over budget, measured from about 9/15 to the present (covering roughly the past year).
Charges on the hauler's invoices include regular rubbish removal, a front-load fuel service charge (attributed to rising fuel costs), and the main driver: large-item pickup and overload charges.
Large-item pickup / overload charges run about $200-$400 each ('a pop').
The hauler is Waste Connections; per management it bills by weight, does not itemize, and does not photograph or show what the large items are.
'Commercial overload' was described as when a dumpster is overfilled/over the top or too heavy; 'large item pickup' is for items left sitting on the side of the dumpsters.
Management said it has observed furniture, tables, chairs, pictures, and once a propane tank left out by the trash; noted some residents leave items as 'free' for others to take.
Base trash cost is about $2,000/month; recent months are running roughly double that, with the overage about $200-$400 over every month except February.
February was noted as increasingly over for an unexplained reason; a participant speculated many leases ended in February (move-outs), which may have driven the spike (approx./speculative).
A participant opined the problem is largely tenants who don't live there and don't care, contrasted with telling one's own tenants not to leave large items.
The most recent bill was reviewed on screen as an example; for that bill, three dumpsters were overloaded, and aside from that one, the rest of the recent charges were all large-item pickup.
Decision/consensus: send a community-wide email/correspondence to all residents instructing them to stop leaving large items next to the trash and to put trash inside the dumpster.
Email guidance agreed upon: if an item doesn't fit in the dumpster, take it to the dump; use a different dumpster if one is full; donate to the nearby thrift store ('the arc' / Goodwill-type, 'right up the street') or list it free on Facebook Marketplace for pickup.
Email is to warn that residents will be charged if caught leaving oversized items, and that continued overages could force a raise in HOA dues because the association 'can't afford trash.'
A suggestion was made to include in the email how much the association has been overcharged, framed as a reason the HOA cannot afford other repairs/improvements; a '$22 million' figure was floated for the email but is an obvious error/hyperbole, not a real amount.
Rationale tied to finances: spending on trash/dumpster overages diverts money from things residents want fixed.
Action item — Management (ACCU): continue monitoring the trash overage (already 'on my radar' / 'keeping an eye on it' due to the financials) and bring it back for fuller discussion at the next meeting.
Action item — community email to all residents (responsible party not explicitly assigned in the excerpt; framed as 'we need to send a message out'), no specific deadline stated.
Hauling contract context (from verified breakdown): the contract was renewed for three years, expires around November/December, and auto-renews if no action is taken.
No formal motion or recorded vote occurred; the outcome was a verbal consensus to send the email and revisit the overage next meeting.
Management expressed uncertainty whether the volume of large items being charged is 'abnormal,' saying it's hard to say without knowing what the community has sitting out.
Management noted it had budgeted for trash but was unsure how the association kept going so far over plan, attributing it partly to price increases and, after digging, to the large-item/overload charges.
Resident/participant concern: frustration that money is being 'wasted' on dumpsters/trash instead of other association needs.
Several non-identifying speaker attributions and partial names appear in the raw transcript (e.g., references to 'a board member,' 'Jack,' 'a resident,' 'a resident') but speaker identity is unreliable in this auto-transcript and is not used here.
No dollar figure was finalized as the official overage in this segment beyond the ~$4,700-over-budget context figure and the per-incident ($200-$400), base ($2,000/month), and roughly-doubled monthly cost references.
How it was left: agreement to send the warning email and for management to present a fuller breakdown of the trash overage at the next meeting; no charges, dues increase, or contract action were enacted at this meeting.

Show transcript for this topic

Speaker 13 [01:53:55]

Is it a large amount of large items?

Speaker 3 [01:53:59]

Give or take. Um, it's up to about sometimes it can be 200 to $400 a pop.

Speaker 13 [01:54:07]

Wow. Yeah. But is it, is it an abnormal amount of large items they're charging us for?

Speaker 3 [01:54:14]

I, I, it's hard for me to say, I don't know. I don't know what your guidance community has sitting. I'm like, I know sometimes when I drive around, I see. Furniture. I see, you know, tables sitting on the side, sometimes pictures or chairs. Um, I saw a propane tank once.

Speaker 5 [01:54:29]

You know, I think people. Also do that to like, Hey, here's a free thing. Someone come get it, you know? And we, maybe we need to send a message out. We need to send a correspondence out to everyone and say no more. Large items next to the trash. They're only in the fricking dumpster because we're getting charged and say, we have to, if you guys don't want your HOA dues raised, because we can't afford trash, you know, please put your trash in the dumpster. If it doesn't fit, go to the dump. We will charge you if we catch you. Because this will cause us to have to raise dues. If this keeps happening.

Speaker 1 [01:55:05]

I mean, our arc is just right up the street.

Speaker 5 [01:55:09]

Yeah. Go donate it. Exactly. You can call, you can literally put on Facebook marketplace for free and someone will come get it in 10 minutes. They'll take anything. So like we just need to provide people a reminder. No more of that. If you're trying to be nice to put it near the trash for someone to take, don't do that anymore. Put it in the dumpster. If it doesn't fit. If it doesn't fit, that means you can't put it in the dumpster and you do know you're paying for that regardless, whether we catch you and find you, or we have to raise your dues because you keep throwing trash. Yeah. I think it's tenants personally. They don't care because they don't live here, you know? Yep. Um, but I tell my tenants don't do that ever. I will find you.

Speaker 3 [01:55:53]

So just because we're talking about it here, this is a quick synopsis. This is the most recent bill we received. Um, just to kind of show you guys. So commercial overload is I believe, and I correct me if I'm wrong, but I believe it's when the dumpster is a little bit overfilled. Um, but then the large item pickup is exactly what Louise is saying too. They're just sitting there on the side of them. Some of them are bigger. Some of them aren't. Um, and unfortunately they don't take pictures. They don't show you what it is, anything like that. Um, let me see if I can't pull up another one.

Speaker 13 [01:56:29]

So they charge us when the, like the trash is over the top. Or if it's too heavy. Then maybe we could, uh, also if we do like, let people know, like Louise just said about, uh, your dues going up. If there's large items to also maybe if the trash, if the dumpster is full, use a different dumpster and that'll help us as well.

Speaker 5 [01:56:56]

Yeah. And then I don't know if we could provide. In the email. Like, Hey, this is how much we were overcharged. The 22 million, you know, put that in the email and then say, this is gonna, if this keeps happening, we're going to run out of money, guys. You want things fixed, but we're spending money on dumpsters.

Speaker 13 [01:57:14]

Exactly. Yeah.

Speaker 3 [01:57:16]

On trash. Yeah.

Speaker 5 [01:57:19]

And then you really wonder why we can't do other things because of this stuff.

Speaker 3 [01:57:23]

Um, so obviously besides this one, all the rest were just large item pickup. Yeah. Wow. And then this one, there's three dumpsters that were overloaded. So, um, your, your guys' base is two grand a month. So, I mean, just kind of looking at, we're like doubling that now, huh? Yeah. Just trying to looking at that. I mean, it's you're almost two to $400 over every month, except for February. For some reason you were increasingly over.

Speaker 5 [01:57:56]

Maybe a lot of leases ended in February.

Speaker 3 [01:57:59]

Yeah. Right. Um, so I just, I just want to make sure you guys were aware. Um, I know there's a lot of moving pieces, even, like I said, I was just keeping my eye on it because of, um, the financials. Um, it was just kind of one of those things that like we budgeted for, and I was just not sure how we kept going so far over planner. Sometimes prices increase. And then when I found like, just did some more digging, it's been on my radar.

Speaker 1 [01:58:23]

So, um, yeah, thank you.

Speaker 3 [01:58:26]

Yeah, of course. Um, I don't think. Jack went here anymore. Um, or maybe it was Dana. I can't remember. Um, but maybe it was even Lisa. I don't know, but somebody brought up a zero zero escaping inquiry because of the fact that gas that, oh my gosh. Okay. Because of the fact that the grass is dying and we are in such a big drought and nothing's growing. Um, zero escaping was inquired about for being done at the community, um, when Tina and I were walking with Amber last year, last year, basically, um, we kind of did talk about some zero escaping ideas for like the, under the pine tree, because you can't really control the pine needles and they kill the grass or certain trim areas where you can kind of make the rock work nicer and make it kind of extend it longer for the grass. Is it being watered or because you guys are built on some hills, you know, unfortunately like building nine, um, water is like running. Down. And so it's not actually watering those specific areas too. So maybe it would save money to water the areas where water or where grass will actually be watered and kind of do those areas too. And so, um, I wasn't provided any specific locations or ideas when this was brought to me to bring to you guys. Um, but I did want to bring it up because I, I know, obviously it's kind of hard to decide too, but with the drought this year, and it's hard to say what's going to be next year, um, zero scaping. Is can actually be really nice. You know, they actually have really nice boulders and stuff too. Um, certain bushes you can actually plant in rock or they'll still get watered. Like there's just kinds of all kinds of ideas. I know it's hard to just be like, yeah, let's do that. But I wanted to make sure it was brought, brought to the board.

27. New business — xeriscaping

01:58:28–02:01:36

Management raised xeriscaping ("zeroscaping") as new business, prompted by drought, dying grass, and stunted growth. The discussion centered on converting strategic, hard-to-water areas (under pine trees where needles kill grass, and hill areas like Building 9 where water runs off) to rock and drought-tolerant plantings while preserving lawn where residents want it. A board member endorsed the idea on cost-savings grounds, and the group agreed to get quotes from vendors to see pricing and ideas.

Key points

Topic was new business: xeriscaping ('zeroscaping'), discussed roughly 01:58:28-02:01:36.
Trigger: drought, dying grass, and lack of growth led someone to inquire about xeriscaping for the community.
Idea originated during a prior walk-through (cited as 'last year') by management and a participant alongside an ACCU representative; areas discussed included under pine trees (pine needles kill grass and can't be controlled) and certain trim areas where rock work could look nicer and extend the grass-free zones.
Hill areas were called out as candidates: water runs down/off slopes like Building 9, so those areas aren't effectively watered; converting them could save money while watering only areas where grass will actually grow.
Management stated no specific locations or design ideas were provided when the inquiry was brought to them; it was raised mainly to put it before the board.
A board member endorsed the idea and laid out the financial logic: the association spends approximately $34,000/year on water (approx.); cutting water use by ~25% could let a project pay for itself over time.
The board member's stated savings figure of ~$20,000/year (approx.) is inconsistent with 25% of $34,000 (which would be ~$8,500), so the savings estimate should be treated as rough/uncertain.
Estimated project cost cited as ~$100,000 (approx.), described as paying for itself after about five years, with savings thereafter; water costs were expected to keep rising over time.
Constraint agreed: cannot xeriscape the entire property because residents will still want grass; plan would target strategic areas that save the most money while still looking good and preserving lawn for kids and dogs.
Decision/outcome: get quotes from vendors to see cost, pricing, and design options/ideas, even though exact locations and approach are not yet determined.
Action item: a participant (who said 'I can do that') will obtain quotes; the discussion implied seeking quotes broadly rather than relying only on the current landscaper (per the verified context noting multiple vendors), though the verbatim text only specifies getting quotes.
No formal motion or vote was recorded in the excerpt; the topic was left as agreement in principle to gather quotes and pricing before any commitment.

Show transcript for this topic

Speaker 5 [02:00:18]

Yeah. I love that idea. I think we should get some quotes for it because if let's say we zero escaped in enough of the area, cause we spend what 34 grand a year on water. Right. And if we can cut that by 25%, it would pay for itself over time, you know, cause we'd be saving on like, let's say 20 grand a year on water. And that'll only go up as water gets more expensive, you know, and it costs us a hundred grand after five years of pace for itself.

Speaker ? [02:00:47]

Yeah.

Speaker 5 [02:00:48]

And then every year after that it's gravy.

Speaker 4 [02:00:50]

Yeah.

Speaker 5 [02:00:52]

I mean, it'd be worth getting quotes to see what it would cost us. Um, and then like. Some plans on like, cause obviously people will probably still want grass, which is fair, right?

Speaker 12 [02:01:03]

Of course.

Speaker 5 [02:01:04]

So we can't zero escape the whole place, but if we could do it in strategic areas where it could save us the most amount of money and still look good, but then also provide a lawn for kids to play, you know, dogs to shit, whatever, then I think that's a good idea. Yeah.

Speaker 3 [02:01:23]

Um, yeah, that's perfect. I can do that. Um, I think that's a great idea cause it wouldn't hurt to just kind of see what options are, what pricing it is, even if we're not exactly sure how to zero escape yet or where we want it, but it'd be nice to see their ideas too. Um, and I will, I mean, I'm sure you guys already know this, but just to be clear, I will be reaching out to more than one vendor. It's not just going to be our landscaper cause I want to get some good ideas and stuff. And then as soon as I get some numbers or additional questions from them, I will relay it over to you guys.

28. New business — budget timeline

02:01:36–02:03:37

Under new business, the meeting facilitator (ACCU management) walked the board through the upcoming budget timeline and clarified fiscal-year naming. June financials are targeted to close by the 25th, and a very preliminary budget draft is targeted for the first full week of July. The topic closed with a board member redirecting to a question about a water-leak work order for unit 2103.

Key points

Management clarified fiscal-year naming confusion: the budget labeled the "2026 budget" in the system is actually the 2026-2027 fiscal-year budget; the prior budget covered 2025-2026, so the system labels lag the calendar year.
Management stated June financials are being wrapped up, with a goal to have them done by the 25th, allowing time to capture final pending invoices/bills for the month, reconcile, and close out the books.
Management committed to begin working on the budget toward the end of the month and is hoping to deliver the very first draft to the board the first full week of July.
Management cautioned the first budget draft will be "super preliminary" because few firm numbers will be available, but said it should reflect goals based on community feedback, several board conversations, and what was done this past year.
On a separate landscaping/vendor item raised just before the budget discussion, management said they will reach out to more than one vendor (not just the current landscaper) to gather ideas, and will relay numbers or additional vendor questions back to the board as they come in.
No motions, votes, or formal decisions were recorded on this topic; items discussed were timelines and intentions.
As the topic closed, a board member asked to jump to the work order summary, specifically the water leak report for unit 2103, asking whether there is a resolution and whether the leak is actually a running toilet; this was left unanswered/pending at the cut-off ("give me a second").

Show transcript for this topic

Speaker 1 [02:01:55]

Okay. That sounds good. Thank you.

Speaker 3 [02:01:57]

And then the last item under new business is, I know we talked about it earlier, but the 2026, 2027 budget, um, because you guys are fiscal year, it gets really confusing. What we're actually going to be doing is the 2026 budget is technically what it's called in a system, even though we're in the year 2026. Um, because the budget we did was for 2025, 2026, 2026, 2027. So it gets a little confusing. Um, that being said, um, we're mid-month you're the financials are getting wrapped up for June. They're supposed to be done by the 25th is our goal. Cause that way it gives us time to have everything kind of close up. Give us all the final impending invoices or bills that need to be done for that month. Reconcile the financials and get it all closed up. Um, so towards the end, I'm going to already start working on the budget, but I'm hoping to have like the very first draft over to you guys, um, probably I'm hoping the first week, I mean the first full week of July, I should say, um, it's going to be super preliminary because we won't have a lot of numbers, but I think we'll have a good idea of what, what our goals are based on the feedback we've received from the community based on the several conversations that the board has had. And then based on what has already been done this past year.

Speaker 4 [02:03:21]

Sounds good.

Speaker 3 [02:03:27]

Okay. Um, is there any other comments that the board or questions for me from the board?

29. Unit 2103 water leak / running toilet

02:03:37–02:11:01

A board member raised a water-leak/running-toilet work order for Unit 2103, which ACCU management had classified as a unit-to-unit issue. The board member argued that if a continuously running toilet caused excess water use billed to the building, the association should seek reimbursement, citing a prior successful case. Management explained this is difficult given no per-unit sub-meters and 11 separate water bills, and cannot assume liability for non-association issues, but agreed to contact the reporting homeowner to confirm whether the leak was resolved and to look into the May billing and report back.

Key points

A board member raised the Unit 2103 water-leak / running-toilet work order, found on Page 10 of the work order summary, associated with the homeowner who originally reported a leak.
Management characterized it as a unit-to-unit issue: ACCU had reached out to the other unit to have it inspected for leaks and asked the reporting homeowner to report any further issues, but she had not responded.
A board member disagreed with the unit-to-unit framing, arguing that if a toilet running continuously caused overuse of water for that building, the association should be reimbursed for the excess cost.
Management said reimbursement is difficult to substantiate because there are no per-unit sub-meters, so exact usage per unit cannot be confirmed.
Management noted there are 11 different water bills to cross-reference and each must be checked individually to identify which building it covers, making same-meeting research impractical.
Management stated the association cannot take on responsibility or liability for matters that are not association responsibility, as it gets into a messy area when the issue is a homeowner's.
A board member cited a prior case where the association recovered costs: a participant had posted a 24-hour notice of emergency, entered the unit, and found a running toilet (same type of situation).
The billing period in question was referenced as May 1 to May 31 (5/1 to 5/31).
A resident corroborated a precedent: they heard a neighbor's water running continuously, reported it to the management company, the company contacted the neighbor, and the homeowner ended up replacing the toilet, showing resolution is possible.
Action item (management/ACCU): reach out to the reporting homeowner (owner of Unit 2103 / the unit that made the report) to confirm whether the leak issue is resolved or still ongoing; management noted no further reports of an issue had been received.
Action item (management/ACCU): look further into the water billing to see whether reimbursement is feasible, then follow up and report back to the board so they can proceed accordingly.
A board member indicated willingness to drop the matter if the rest of the board did not think it worth pursuing, but flagged it because of the prior successful reimbursement.
No formal motion or vote was taken on this topic; it was left as management agreeing to follow up with the homeowner and the billing and report back.
The meeting concluded after this item: management had nothing else on the agenda, and board members confirmed they had nothing further to raise.

Show transcript for this topic

Speaker 1 [02:03:37]

Um, no, no, no, from Tina.

Speaker 13 [02:03:42]

I have one on the work order summary, if we could jump to that. Yeah, real quick. Um, there was a, the water leak report for 2103. Okay. Um, do we have a resolution? Do we, do we find out what's going on with that leak? Is it a actually a toilet running? Sorry, give me a second.

Speaker 3 [02:04:06]

Cause I'm trying to find what you're finding. I mean, I know what you're talking about. I just want to find it. Work order summary, AR aging, arc violation. Work order summary. And you said unit.

Speaker 13 [02:04:30]

It's 2103 for Anna Marie.

Speaker 3 [02:04:50]

Do you have a page number?

Speaker 14 [02:04:53]

Um, let's see.

Speaker 13 [02:04:56]

Page 10.

Speaker 3 [02:04:58]

Page 10, okay. Thank you. Yeah, let me pull that one up really quick. So this was a unit to unit issue. So we had reached out to the previous or to the other unit to have their unit inspected for leaks. And then we asked her to let us know if there was any other issues or she needed further assistance after that. And she had not responded.

Speaker 13 [02:05:48]

Well, I don't totally agree. It's a unit to unit issue. If there was an overuse of water for that building and this unit had a toilet running forever, we need to get paid back for that. So unless you can confirm exactly

Speaker 3 [02:06:06]

how much was used and you guys have sub meters for each unit, it's really difficult to know.

Speaker 13 [02:06:12]

It's difficult, but we've been able to do that before.

Speaker 3 [02:06:15]

Okay. I mean, if you're willing to tell me what you need to do that, then I'd be more than happy

Speaker 13 [02:06:21]

to assist you. I have no idea. I wasn't the one that actually did it, but I do know that Joe was able to accomplish that before. Um, do you, how much over was that bill? Do you know,

Speaker 3 [02:06:36]

was it crazy? I can try and look into it really quick. Um, what is it for me?

Speaker 13 [02:06:44]

Um, yeah, five, one to five 31. So she said, I don't, I don't see my neighbor to mention it in person. So if it was a situation where they're not living there or not using that unit and it's

Speaker 3 [02:07:05]

just running forever, that's not, that's not cool. Yeah. It just gets into a specific area where like, if it is a homeowner issue, we can only do so much. Um, because, because as an association, we are, we can't take on responsibility or liability that things that aren't association responsibility, because then it gets in a really

Speaker 1 [02:07:26]

messy area. But, um, let me see here. If we knew what unit it was, could we just like send a, an email or send a note, you know, a letter that says, Hey, you know, you're, you've got a toilet

Speaker 13 [02:07:42]

running. That is what Joe said is they, they just posted a 24 hour notice of emergency, and then they went in and it was the toilet was running, uh, same situation, but. I don't know if that's the process or not, or if this has been resolved already, or if it's still leaking.

Speaker 3 [02:08:04]

Um, we haven't had any reports that there's still an issue from the homeowner that was originally experiencing the leak issue.

Speaker 13 [02:08:13]

Can you possibly reach out to this Lubbin and make sure.

Speaker 3 [02:08:18]

Um, are you referring to the owner of the unit?

Speaker 13 [02:08:22]

The one that made the report.

Speaker 3 [02:08:23]

Sure.

Speaker 14 [02:08:25]

Thank you.

Speaker 3 [02:08:25]

So you guys, it's really hard to look into it. You guys have 11 different water bills. I don't, so I can't, I can't sit in here looking into all of them. Yeah. Um, it's gonna, yeah, it's gonna take me a little bit longer because I have to look into every single one to see if it lists what building it is.

Speaker 13 [02:08:58]

Well, I guess if the rest of the board thinks it's worth pursuing, if not, then I'm fine with just letting it go. But, um, that jumped out to me because I, I know we've had that situation before and we were able to get paid back for it.

Speaker 3 [02:09:14]

So, um, I, uh, I appreciate you bringing it up. I will, I mean, I'll try and look into that a little bit further and see what I can find, but I'm going to, I'm going to definitely reach out to the homeowner just to make sure I'm usually, I mean, I know you guys know this, but usually when there's an issue, we always hear from homeowners. So I like to be positive, but I will definitely reach out to her and make sure she's not experiencing any issues. I appreciate it.

Speaker 1 [02:09:38]

I know I had my neighbor, I heard the water running, running, running. And, uh, I let the HOA know, or the property management company know. I said, I, you know, I really think that, you know, they've got a toilet or something that's there's something going on and they contacted the, my neighbor. And the next thing, you know, they're replacing the toilet. The homeowner is replacing the toilet, so it can be done.

Speaker 3 [02:10:14]

Yeah. I mean, that's, you know, I just was trying to avoid making too much of a mess or anything too, but, um, but you bring up a good good point, James. So I do appreciate that. Cause I'm not entirely sure.

Speaker 16 [02:10:29]

Okay. I'll try to make more work for you, but you know,

Speaker 3 [02:10:34]

I mean, I'm just, I'm curious now, so I couldn't, I just, but I'm like everyone I'm pulling up. I'm like, okay, that's not the right one. So I'm like, okay, I can't do this right now. Cause I don't want to waste the time, but no, I appreciate it. I will definitely follow up with the homeowner, um, and let you guys know as far as that goes. Um, and then we can proceed accordingly.

Speaker 16 [02:10:54]

Appreciate it.

Speaker 3 [02:10:54]

- Of course. Um, I don't have anything else on the agenda. Um, unless the board has something that they wanted to mention or bring up. - Tina does not.

30. Closing logistics & executive session & adjournment

02:11:01–02:13:24

This closing segment covered meeting logistics, a planned executive session, and adjournment. The facilitator (ACCU management) announced the next meeting date, confirmed the board would hold a brief executive session on collections (including an update received from the association's attorney), and redirected a homeowner request to ACCU support. With no further questions, a board member moved to adjourn and the meeting ended at 8:42 PM.

Key points

Next meeting scheduled for July 16, 2026 at 6:30 PM; management (ACCU) noted the year is roughly halfway through.
Management (ACCU) stated the meeting reminder is posted on the portal and the calendar, invites will continue to be sent, and every agenda is posted on the portal for all homeowners.
Management said it has been working to send the agenda out prior to each meeting.
The board agreed to hold a brief executive session on collections matters; a board member said 'we don't have to spend a time and time on it, but we need to talk about it.'
Management noted it had heard back from the association's attorney on some collections items and wanted to update the board (details deferred to executive session).
Action item: a homeowner request (referenced as a message 'for a resident') must be re-submitted by the requester to support@accuinc.com so it is not lost, because it 'will not translate over' otherwise; management said it can then work with its team on it.
A final call for any other questions or comments yielded none.
Management reiterated the ACCU staffing transition: it is getting a new team and will notify owners as soon as a new assistant is in place, adding 'there's a whole village still trying to help.'
A board member made a motion to adjourn the meeting; the motion carried (a second was not captured in the transcript).
The meeting adjourned at 8:42 PM.
The facilitator (ACCU management) thanked attendees for joining and closed the meeting.

Show transcript for this topic

Speaker 4 [02:11:08]

- I'm good.

Speaker 3 [02:11:10]

- I'm okay. - Okay. I think Louisa's too. Um, our next meeting is July 16th, uh, 2026 at 6:30. We're already based. We're halfway through the year. It's crazy to believe that, but we are, um, the notice is posted on the portal. Uh, I mean, the, the meeting reminders posted on the portal and the calendar. We will also continue to send invites. Um, been trying to do better with getting the, the agenda out as well prior to the meeting. Um, and those all, every agenda is also posted on the portal, um, for all homeowners. Um, board, I wasn't sure if you had anything specific that you wanted to address in the executive session or in, in executive session, or if we're okay tonight.

Speaker 5 [02:12:03]

Luis? I'm good. Okay. Well, the exec, we should do an executive session for, uh, some of the stuff in collections.

Speaker 3 [02:12:12]

Yeah. Okay.

Speaker 5 [02:12:12]

Go quick.

Speaker 3 [02:12:14]

Okay. That makes sense.

Speaker 5 [02:12:14]

We don't have to spend a time and time on it, but we need to talk about it because. Yeah.

Speaker 3 [02:12:17]

And I do want to kind of just let you guys know, cause I did hear back from the attorney on some. So, okay, cool. Um, so perfect. Uh, well, I know this was kind of a long meeting, um, and everything. Um, I do see what you sent in message for Chantel. I will kindly ask them to send that into, um, support@accuinc.com. Um, it will not, this will not translate over to that and I don't want it to get lost. So if you wouldn't mind, please sending that request into a support@accuinc.com. I can work with my team for that. Um, otherwise, thank you everybody for joining those. Any other questions or comments you guys have? Um, like I said to just Chantel, please send over to support. Um, I'm available getting a new team. And as soon as we get a new assistant, I'll let you guys know. Otherwise there's a whole village still trying to help. So, um, thank you guys for joining. Um, before we have you go, I'm going to ask for the born, the board to adjourn the meeting.

Speaker 2 [02:13:12]

A motion to adjourn.

Speaker 3 [02:13:16]

Perfect. Thank you. 8:42 PM. Okay. Um, thank you everybody for joining again. I hope you all have a great rest of your week and have a lovely weekend.