Prides Crossing #4 HOA Board Meeting Minutes
November 12, 2020
Board members in attendance: Karen Wilson, Steph Wallis, Eric Remelius, and Franci Bond.
Homeowners in attendance: Rich Roberts, Chris Kelley, and Mary Kelley
Meeting called to order at 7:00pm
Steph motioned to approve October meeting minutes, Franci seconded the motion, all approved.
Accounting:
We have switched over to Autumn Accounting LLC.
Quick books has been upgraded which put us just under $1,900 over our budget for the year, this was a
necessary expense.
Invoices can now be sent via email and paid online through quick books for free.
Invoices can still be mailed to those that choose, but email is the preferred means by which to send invoices for HOA dues to homeowners.
This information will be added to the website and included in the January Newsletter.
Board was advised that the cost of Paypal compared to the dues paid through Paypal is acceptable and it is a good idea to keep Paypal. The board will also investigate Venmo as an alternative.
Some homeowners have still not received their October invoice.
Covid has created some obstacles to getting names changed on the HOA bank account. Moving forward
we intend to have the account under Prides Crossing #4 rather than the Presidents name.
Rich asked what our new expenses are with Autumn Accounting LLC. They are as follows:
Monthly Payables: $50/month
Status Letter: $30/letter
Record deposits: $75/month
Semi-annual invoicing with quick book advanced: $250/semi-annual
Monthly follow up unpaid invoices: $125/month
Monthly Fee: $375
Monthly year end Fee: $62.50
Services provided include: Bank reconciliation, balance sheet, income statement, general ledger,
transaction listing, and federal and state income tax business.
Mary asked if the new firm is cheaper or closer: The new Accounting firm is located in Greenwood Village (our previous accountant was in Colorado Springs), and the rates are comparable to others in the area.
Adopt a Family:The website and newsletter will have information for those that would like to donate, and for families to reach out that are in need of assistance.
Eric will collect donations.
We are seeking non-perishable food items, as well as grocery store gift cards.
No HOA funds will be used for this, it is strictly donations from the community.
Homeowners in PC#4 as well as renters in the neighborhood can ask for assistance.
Tax deduction/charitable contribution letters can be given to those who request one.
Christmas Light Contest:
Info will be in the Nov/Dec Newsletter and on the HOA website.
Newsletter:
Nov/Dec updated draft to be emailed to board members after this meeting for approval to be distributed ASAP.
Future Newsletters to be distributed monthly via email and posted on the HOA website starting in January 2021.
Newsletter will include info pertinent to the community, a highlighted covenant each issue, any community events the HOA plans etc..
Other questions, comments, concerns:
Chris asked about the highlighted covenant in the last issue re visible trash cans. Trash cans must be stored out of sight and homeowners need to be held accountable.
As per Rich, it is not just an HOA covenant but also a City of Aurora Ordinance.
Meeting adjourned at 7:36pm