CASTLE PINES NORTH MASTER ASSOCIATION
Approved – MINUTES
BOARD OF DIRECTORS MEETING
7:00 P.M. – April 17, 2008
Castle Pines North Community Center
1. CALL TO ORDER
A. Introductions/Roll Call/Absences
At 7:11 p.m., President Shul called the meeting to order with a quorum present.
Attendance
Directors present: Maureen Shul, Jennifer Havercroft-Miller, Rex Lucas, and Doug Gilbert
Directors absent: David Necker, Anna Mallinson, and Kim Hoffman
Delegates present: Carol Langley-Finnegan, Barb Saenger, Dick Lichtenheld, Cheryl McDade, Alison Gibbens, Shirley Beer Powell, Mike Henry, Joan Millspaugh, Maureen Shul, and Jennifer Havercroft-Miller
Delegates absent: Cody Powell, Dick Anderson, Jade Goldfogel, Nancy Clarke, Lynn Stevens, Pat Brierley, Joan Millspaugh, Royann Cygan, David Necker, and Laurel Sjodin
Staff: Lane Roberts, Tim Gamble, Carol Langley Finnegan, Cheryl McDade, and Alison Gibbens, Sharon Kollmar
Guests: Ted Lohr – Bristle Cone Patio Homes, Eva Mitchell – HOA#1, Bruce Thompson – The Hamlet, Earl Millspaugh – Bristle Cone Patio Homes, Conrad Greicar – Bristle Cone Patio Homes, Carol Murray and Dr. Lyle Gates, Chip Coppola – Forest Park
B. Board Meeting Process
Guests present were given the opportunity to request the Homeowner Input Guidelines.
C. Approval of the Agenda
MOTION by Lucas to approve the agenda with Havercroft Miller reporting for the Parks Authority and the addition of 12 A. Conflict of Interest and 12 B. Poison Control; seconded by Havercroft Miller; motion approved and carried.
2. MINUTES – March 20, 2008 Minutes
MOTION by Lucas to accept the March 20, 2008 minutes with corrections to page two, 6. A. …Easter Fest this past week, involving over 30 local businesses, page three 8. A. …when she was first elected president of the Master Association…, page 4 fire station location …, page 5 … April 16th … and …Phase 1 is hoped to be completed …, seconded by Havercroft Miller, motion approved and carried.
3. OPEN FORUM
Resident Greicar was present to address the problems that the Ridge brought before the Master Association in reference to the trimming of trees along the Ridge Golf Course and leaving the debris on the course. After receiving information about this situation, Shul contacted the abutting properties based on the information that was provided by the Ridge. Greicar was present to communicate information from the homeowner’s side. He stated that homeowners have complained to the Ridge for several years to please clean up the tree damage from heavy snow years. The storms left badly broken trees that have now died and become a fire hazard. He stated that some of the homeowners have taken it upon themselves, since the course did nothing, to correct the problem. Greicar specifically has removed dead tree branches, beer cans, and other debris from within the treed areas, and tried to help control noxious weeds in the area. Greicar reported that he did not feel that it was the homeowner responsibility to clean these areas up but after complaining and never seeing a Ridge employee do so, some have taken it upon themselves.
Shul will follow up with the Ridge and may ask for a meeting with Ridge employees and affected property owners.
Dick Lichtenheld introduced Carol Murray who is running for Colorado House District 45 Representative which is being vacated by Victor Mitchell who is not seeking reelection. She briefly spoke about her background and thanked CPN for all we do for our community.
4. METRO DISTRICT
Lohr stated the next Metro District meeting will be next Monday, April, 21, 2008 at 7:00 p.m. The District is still working on interconnect projects and continues to talk with Rueter Hess about future water storage possibilities. The District is also looking at possible use of reallocated Chatfield storage. The District is holding several meetings to inform and educate residents on what the District is currently active in and what the district is planning for the future. They are also working on a program to help educate homeowners as well as HOA’s, Water Awareness Responsibility Program (WARP).
At next Monday night’s meeting, the District will also look at the reallocation of the “power vote” that Douglas County currently has on the Castle Pines Parks Authority Board.
Shul addressed Lohr that she has been made aware that the Metro District might feel the Connection is publishing incorrect District information. Lohr stated that he feels the publication has been less than objective on certain topics and could do a better job of covering the District more objectively. Shul stated that, if there has been false information or statements published in the Connection, the Metro District needs to notify the Master Association and a retraction will be issued on the front page of the next issue.
Roberts noted that her job is to report facts and she will print them accordingly.
5. PARKS AUTHORITY
Havercroft- Miller reported that Ron Benson, Douglas County Director of Parks and Trails will be retiring next month and as of June 2, 2008, Randy Burkhart will be the new Director. Burkhart is planning on being at our June 19th meeting.
Thompson discussed the one million dollars that was promised to the Parks Authority by the Metro District. He noted that this has been a topic at Metro District meetings and there are three options that are being discussed, transfer of the funding to the Parks Authority, dedicating it to renewable water, and lastly applying it to conservation projects. This will be discussed at the next Metro District meeting on Monday.
It was also noted that Douglas County was the recipient of a “$1 million grant in Great Outdoors Colorado funds to assist with the construction of 12 miles of the East/West Regional Trail. Upon completion, the soft-surface trail will complete the western half of the planned East/West Regional Trail and make connections to more than 135 miles of local trails. This portion of the project will be located along the very southern edge of the Denver metro area, creating a multi-use pedestrian path between Chatfield State Park and the communities of Highlands Ranch, Castle Pines North, Littleton, Lone Tree and Parker. Additionally, the trail will provide access to the South Suburban Parks and Recreation District, two Douglas County regional parks and the Reuter-Hess Reservoir”.
6. BUSINESS IN THE PINES
A. Update
Kollmar reported that Business in the Pines has begun the process to change its name to the Castle Pines Chamber of Commerce. The organization has been functioning as a “chamber”, so this is a natural progression in naming.
Market in the Pines is currently selling booth space and there will be a date change this year, the Market is moving to the 3rd Saturday in the months of June, July, August, and September. This year the Market will be advertising on a broader scale as it has worked out a trade agreement with the Douglas County New Press that will allow for advertising to run in several newspapers including the Douglas County News Press, the Castle Rock News Press, the Lone Tree Voice, and the Littleton Independent .
Kollmar stated that CPCC is working to form an Economic Development Council. This year’s budget for BITP is $51,000 with most of the funding coming from member dues and banner ads on the CPN website. When will the organization become self sufficient? Gilbert replied that it depends on economic development in the area. The organization, once it becomes the chamber, will then have the opportunity to apply for grants that do not exist now. Gilbert stated that he feels BITP/CPCC will hopefully be independent from Master Association funding by 2009.
B. Welcome Coffee
There was no update.
7. CITY OF CASTLE PINES NORTH
Shul stated that the City Council has been meeting weekly either at the CPN Community Center or the Daniels Gate Clubhouse. This schedule is expected to continue through June. She also informed those present that the City has been making great leaps without the help of staff or a City Manager. One of the recent focuses was to ensure that a permanent City attorney was in place and that has been accomplished and the focus will now be on establishing land use ordinances. Currently all Council members have been named as zoning commissioners and the interim planner is CH2MHill. The City is planning on meeting with the Metro District, Parks Authority, and CH2MHill in the near future. She stated that everything is in good shape and Gilbert is working to make sure that needed measures are in place for taxes to begin being collected July 1, 2008.
Havercroft and Gilbert are meeting with Douglas County to negotiate the Douglass County Sheriff’s funding transition from the county to the City.
8. MANAGEMENT/FINANCIAL
A. Monthly Financial Report
The monthly financial and statistics report for March was made available. There were 17 closings in March (17 resales). As of March 31, accounts receivable are $138,375. The net amount owed to the Master Association from CPNPC is $194,308 as of March 31. The amount owed to the Castle Pines Parks Authority as of March 31, was $373,559, this payment is included in the payables this evening.
MOTION by Lucas to approve the March Financial and Statistic Report and the April payables, seconded by Havercroft Miller; Motion approved and carried.
B. Repayment of City Incorporation Expenses and Additional Borrowing
Gilbert reported that the City has nine different revenue sources that begin at different times. Eight sources will be beginning soon. The property tax piece will be the one to begin later as these taxes are paid in arrears. He noted that as the City begins to receive revenues, this will be used to pay back the CPN Master Association.
The current amount owed to the Master Association falls into two groups, the Election Commission expenses which will be repaid largely out of a bond deposit filed with Douglas County Courts. This money must be repaid. The other funding will be repaid through a TRANS and must be repaid in one year. He also stated the first receipt of sales taxes to the City is scheduled to begin on September 1, 2008.
It was also brought before the Master Association Board to vote on providing an additional $20,000 loan to the City for initial start up expenses, for example a City seal. There was discussion surrounding this request and possible conflict of interest. The vote on the agreement between the Master Association and City Council was tabled.
9. MASTER ASSOCIATION SERVICES
A. Communications
Newsletter
Roberts reported that the June/July copy deadline is May 2 and the ad deadline is May 5. She also announced that the Connection will not be selling full page ads for future issues.
Website
As per the Financial Report for March 2008 there was an average of 978 unique daily visitors in March. CPN changed servers this past month and this has shortened the email send function from 3 ½ hours to 2 ½ minutes.
Email Requests
Roberts noted that community emails continue to go out. There was some confusion with the email sent on 4/14 and the leash ordinance that was referenced. Roberts contacted the Douglas County Animal Control Officer and this issue was straightened out. Emails also recently have communicated to residents that they can write or personally request a ballot by mail for the upcoming CPN Metro District Board election. The district was not notified that these emails would be going out and was unprepared for these requests. There was some initial confusion and misinformation distributed at the Metro District and Lohr will ensure that correct information is provided to residents who request a ballot by mail.
10. COMMITTEE – COMMUNITY ACTION
A. Development/Referrals
CC-20 Update
There was no update on CC 20.
CC-20 Inclusion Agreement
Gilbert continues to work with Village Homes on the agreement and feels it should be completed in the next month. McDade noted that she contacted the sales office and the first closings in the Crossings are scheduled for June 4. The agreement needs to be in place before these closings begin.
LaGae Ranch Update
There was no update on this development.
Fire Station
There was no update on the fire station and much will depend on the results of the upcoming election.
B. Safety Committee
Community Safety Issues
Langley-Finnegan reported that the Castle Pines North Safety Task Force met and currently has 17 volunteers who were assigned to specific issues and areas. The committee is becoming organized and meeting dates established. This committee will become the City of Castle Pines North Safety Task Force. Council members Havercroft and Hoffman will be the liaison for the Task Force.
Most recently, HOA #1 has had vandalism and residents are reminded to always report any suspicious behavior that they see.
Langley-Finnegan also distributed the most recent statistics for dispatch calls to sheriff, fire and rescue services and the most recent sex offender list for the CPN area
C. Air Traffic Committee Update
There was no new report on air traffic.
11. OLD BUSINESS
A. Daniels Park and Daniels Park Road
Saenger reported the IGA for this project was signed two months ago and a letter from the City of Castle Pines North has been sent supporting the improvements. Douglas County has also approved the plans. The Pellegren Family, Pine Ridge HOA, the City of Castle Pines North and the CPN Metro District also provided feedback on the plans. The area will be physically marked in the next two weeks to give residents a better idea of what impact the interchange realignment and upgrade will have. There is also a proposal to realign the equestrian trail.
B. Xcel Energy Transmission Line Upgrade
Xcel has moved the “down date” for the taller pole to January 2009. The four new poles will be 15’ lower and Thompson has asked for an additional 15’. The new poles will be silver in color. Thompson is working to set up a public meeting with Xcel.
C. Douglas County Halfway House Update
There was no new report on this topic and it will be removed from the agenda.
D. Community Child Safety Day
Havercroft reported that the CCSD is scheduled for May 10 from 9-12pm at the Daniel’s Gate Recreation Center. SMFR, DCSO, Children’s Hospital, and Poison Control are all attending the event. Child identikits are also scheduled to be available. The Safety Task Force will also be in attendance. Sponsors for the event include but are not limited to Daniels Gate Recreation Association, CPNMA, Solid Life Christian Church, North Lynx HOA, Business in the Pines, American Family Insurance, Farmers Insurance, and Kids Pages.
E. Library
It is hoped that the issue of the library for Castle Pines North will again be on the ballot in November. We will not know if this will happen until August when the Douglas County Library District receives the decision on this. There are renderings of the possible library posted inside the CPN Community Center doors for resident viewing.
12. NEW BUSINESS
A. Conflict of Interest
Mallinson requested that this item be added to the agenda however she was unable to attend this meeting.
Discussion followed surrounding the possible conflict of interest that CPN Master Association Board members have, who are also elected City of CPN officials. Gibbens spoke on behalf of the HOA #2 board and their concern that a conflict does exist. Specifically, the issue is the approval of City “loans” by the Master Association where a majority of the Master Board is elected city officials and the funding would benefit the city until repayment is made. Even though no elected official would personally benefit, the government organization to which they are elected would. Gilbert cited the SB100 disclosure that is posted on the CPNMA website and the State Conflict of Interest Statute that all elected city officials will sign. It was felt these two items defined that there is no conflict of interest as long as all disclosures are made for a majority of the MA board, who is also elected officials to the city, to vote on monetary motions that would benefit the city. Havercroft stated that any CPN resident who feels there is an issue with conflict of interest or ethics, between Master Association Board members who also serve as elected city officials, is invited to attend the Master Association meetings and express their concerns.
There was lengthy discussion on this issue and Shul will follow up with the City Attorney once again and clarify the conflict of interest statutes and policies.
B. Poison Control Bill
Havercroft-Miller inquired about how to submit invoices for the Community Child Safety Day. She has an invoice from Poison Control that needs to be paid. McDade stated that, if she has not already paid the invoice, it can be submitted tonight and it will be paid with next month’s bills. This would apply for any miscellaneous expenses that are associated with this event.
13. ADDITIONAL HOMEOWNER INPUT
There was no additional homeowner input.
14. NEXT MEETING
Next Board Meeting:
Thursday, May 15, 2008, 7 p.m.
15. ADJOURN
MOTION to adjourn by Lucas, seconded by Havercroft-Miller; motion approved and carried. The meeting was adjourned at 9:47 p.m.
Respectfully submitted,
Alison Gibbens
Recording Secretary
Approved , 2008
Secretary President
