CASTLE PINES NORTH MASTER ASSOCIATION
Approved– MINUTES
BOARD OF DIRECTORS MEETING
7:00 P.M. – May 15, 2008
Castle Pines North Community Center
1. CALL TO ORDER
A. Introductions/Roll Call/Absences
At 7:07 p.m., President Shul called the meeting to order with a quorum present.
Attendance
Directors present: Maureen Shul, Jennifer Havercroft-Miller, Anna Mallinson, and Kim Hoffman
Directors absent: David Necker, Rex Lucas, and Doug Gilbert
Delegates present: Carol Langley-Finnegan, Dick Lichtenheld, Cheryl McDade, Alison Gibbens, Maureen Shul, Jennifer Havercroft-Miller, Kim Hoffman, and Suki Fitzgerald
Delegates absent: Cody Powell, Dick Anderson, Jade Goldfogel, Nancy Clarke, Lynn Stevens, Pat Brierley, Joan Millspaugh, David Necker, Laurel Sjodin, Barb Saenger, Shirley Beer Powell, Mike Henry
Staff: Lane Roberts, Tim Gamble, Carol Langley Finnegan, Cheryl McDade, Alison Gibbens, and Terri Wieblod
Guests: Eva Mitchell – HOA #1, Bill Ader – Bramble Ridge, Chuck Barry – CPN II
B. Board Meeting Process
Guests present were given the opportunity to request the Homeowner Input Guidelines.
C. Approval of the Agenda
MOTION by Hoffman to approve the agenda with the addition under 8. A. of Bank Signature Cards and the correction of the spelling of Business on item 6; seconded by Mallinson; motion approved and carried.
2. MINUTES – April 17, 2008 Minutes
MOTION by Hoffman to accept the April 17, 2008 minutes with the following corrections: multiple typo corrections, content corrections to 4., paragraph three, …has been any false information or statements…, 4., removal of the last sentence in paragraph four, and 12. A. second paragraph added, 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.; seconded by Mallinson; motion approved and carried.
3. OPEN FORUM
No one present signed up to speak at this time.
4. METRO DISTRICT
CPN Metro District elections were held on May 6th and the three newly elected board members will be sworn in next Monday, May 19. The new Board Members are Mark Carlson, Andy Rhodes, and Bill Santos. All are encouraged to attend the Metro District meetings.
5. PARKS AUTHORITY
Mallinson reported that the Authority met this morning and approved using Design Concepts for the preliminary design plans for LaGae Park. The contract was distributed to PA Board members for review prior to signing and comments from Board Members are due back to the PA President by 5/22. The preliminary design plans will cost approximately $384,750.
6. BUSINESS IN THE PINES
A. Update
Roberts reported for Kollmar that BITP held their first board meeting of the new year yesterday with five new Board members. The incoming group is very energetic, enthusiastic and full of ideas.
Douglas County Government is supporting BITP and graciously sent in a check for $1000. BITP will vote on the name change to Castle Pines Chamber of Commerce at their Business over Breakfast on June 27th. Kollmar and Dan Cook will be meeting with the shops in the Village to discuss how the two areas can work together for the betterment of both. BITP is beginning to work on the Economic Development Task Force in conjunction with the City. Gilbert is the Chairperson. The next members and Margarita’s is next Thursday from 5:00 – 7:00 at Prudential Preferred Real Estate.
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 continues to function without the help of staff or a City Manager. The City Council has passed resolutions regarding City organization, zoning, land use on an interim basis, and sales tax. Most recently RFPs went out for management and banking firms. A task force was also formed to look at these areas.
The city has established task forces in the broad areas of public safety, utilities, economic development, law enforcement, HOA service consolidation, and financial transparency. Benefits that a task force has within a city include on file applications of members, open meeting rules, and the ability to go into executive session. The city is working to transition much of what the Master Association does into city functions.
Shul reported that the City Council voted last night to approve an agreement between the City and the Castle Pines North Master Association where by the Master Association would agree to loan up to $20,000 in funds for startup purposes to the City.
The Master Association Board also “met” via conference call last evening and approved this agreement.
Gibbens requested further clarification on the vote by the Master Association Board members.
It was noted that after last month’s meeting Shul reconfirmed with legal counsel that there is no breach of statute or trust by serving on both boards. However, when matters are brought up on one entity that involves the other, to be compliant with state law, these two members should not vote (Shul and Havercroft-Miller) and should also in advance of a meeting where such a vote is going to take place, file the necessary conflict disclosure form unless a quorum is needed.
Gibbens questioned how this vote could have taken place when Lucas is not able to be contacted and he would have been the forth non council member needed to pass the motion. Shul continued that it was a valid vote because Gilbert, Mallinson, Necker, and Hoffman voted in favor of the agreement. This was still confusing to Gibbens and additional clarification was needed. Shul explained that she had consulted the City attorney and when city issues come before the Master Association Board, a vote can be conducted and is valid if three of the non city CPN board members agree even if the forth in favor vote is a city council member.
The three non council Master Association Board Members also feel that it is not necessary at this time for any of the City Council members who also serve on the CPN Master Association Board to resign as they do not view this as a conflict of interest based on the advice from the City’s legal counsel.
Havercroft turned in her resignation as the CPN Secretary and Treasurer.
MOTION by Havercroft-Miller to elect Mallinson to the CPN Secretary/ Treasurer position; seconded by Shul; motion approved and carried.
Shul reported that the City hosted a meeting with City representatives, Master Association Board Members, Metro District Members, LaGae Development representatives and a small group of others regarding the LaGae Ranch Development. This was a very productive meeting and all organizations reported on where progress stands in relationship to the development. Shul noted the plan is to have these meetings regularly so that all organizations involved with the LaGae development can be on the same page. Mitchell agreed and stated that she felt everyone present was there to achieve the same goal.
Shul announced that a newspaper in Georgia wants to do an article on the City of Castle Pines North and how our incorporation committee and community were able to successfully vote on becoming a city while keeping expenditures under $200,000.
8. MANAGEMENT/FINANCIAL
A. Monthly Financial Report
The monthly financial and statistics report for April was made available. There were 19 closings in April (19 resales). As of April 30, accounts receivable are $87,088 with 89% of our entire dues revenue budget collected for 2008. The net amount owed to the Master Association from CPNPC is $196,506 as of April 30. The amount owed to the Castle Pines Parks Authority was paid in full as of last month.
Mallinson inquired if the MA has the $20,000 in cash to loan the City. McDade stated that, as of this time last year, the Association had approximately $180,000 in cash and this year we are at $103,000. McDade stated that she does not do forecasting on unbudgeted items as part of her normal services unless requested. She feels that the Associations cash financial situation will be much tighter this year than last and encourages the board to carefully watch the cash situation and expenditures. Gilbert communicated the MA should see repayment of the $20,000 by the end of this fiscal year.
MOTION by Mallinson to approve the April Financial and Statistic Report; seconded by Havercroft-Miller; motion approved and carried.
MOTION by Mallinson to approve the payment of the May payables with the exception of check number 3009; seconded by Hoffman; motion approved and carried.
The bank signature cards needed to be updated with new board members. Mallinson and Lucas were added and Conner was removed. Checks that the MA issues must have two signatures.
The City of Castle Pine North is hosting the first city wide Fourth of July Celebration. Sponsorship of this event was unclear and McDade was instructed to contact Gilbert on how this event will be funded and that possibly it will be dual funded by contributions from both the City and the MA.
9. MASTER ASSOCIATION SERVICES
A. Communications
Newsletter
Roberts reported that the June/July Connection is in production and this issue will be 32 pages. The paper turned down 5 advertisers for this issue to keep from going to 36 pages. The issue should be in homes the week of June 2. Roberts reviewed some of the topics of this issue.
The Communications Team is going to set up a survey on Survey Monkey to ask residents for feedback and communication preference.
In follow up to last month’s meeting, Roberts researched Metro District coverage in the Connection. She reported that from the 12/05 issue of the Connection to the Feb/March 2008 issue there had been 55 Metro District articles.
Website
As per the Financial Report for April 2008 there was an average of 1,182 unique daily visitors in April. The Garage Sale this year generated over 200 participants.
Email Requests
Community emails continue to go out and any request for content addition should be directed to Roberts for inclusion.
B. Social
Langley-Finnegan reported that additional sheriff patrol was requested for the Garage Sale. There were no other updates.
10. COMMITTEE – COMMUNITY ACTION
A. Development/Referrals
CC-20 Update
Closings for the residential properties on CC20 begin on June 4.
CC-20 Inclusion Agreement
Gilbert has the signed inclusion and annexation agreements with Village Homes. They are ready for our signature and recording with the County. This will make the new residential properties in The Crossings part of the Castle Pines North Master Association.
MOTION by Hoffman to approve the signing of the inclusion and annexation agreements with Village Homes as it pertains to The Crossing; seconded by Havercroft-Miller; motion approved and carried.
The documents will be signed by Shul and recorded with the county by Gibbens.
LaGae Ranch Update
Roberts noted the parcel of land on LaGae Ranch where God’s Grace Church is planning to build. She stated that information has been communicated that God’s Grace is possibly looking at selling a portion of that land to a preschool/commercial day care provider. Roberts noted that the land dedication was for civic not commercial use. This update will need to be followed.
Fire Station
Andy Lyon, South Metro Fire and Rescue Public Affairs Director, was at a City of CPN Safety Task Force meeting and stated that the district is still in negotiations with Village Homes. Gibbens noted that HOA #2 residents are concerned over the relocation site and are very interested in staying up to date on the progress of this development.
Highlands Ranch Horse Trail
Highlands Ranch has submitted plans for a Horse Trail on the private trail off of Monarch. Ader replied to the referral on this project with the request for a review to reevaluate the impact this amenity has on Monarch over the next year.
The MA will follow up with our attorney to see if there is a legal agreement that can be drafted to hold Highlands Ranch and Douglas County accountable for reviewing this situation.
Commercial behind Big O Tires
Gibbens noted that construction has begun on the commercial piece behind Big O Tires. This commercial piece was approved through Douglas County prior to incorporation and will need to be followed to ensure that any changes made to the plans based on our referral response are followed through on.
Wieland Home Addition
Gibbens reported that the MA received a request from a homeowner in Clermont Estates for a rear room addition. Ader was in contact with the homeowner and indicated that the roofing, siding and exterior appearance would be consistent with the existing home and the request was approved.
B. Safety Committee
Community Safety Issues
Langley-Finnegan reported that the Castle Pines North Safety Task Force is up and running. She noted that there have been cross walk issues especially at the corner of Castle Pines Parkway and Monarch. The best action in these situations continues to be to get the most accurate description of the situation as possible and report it to the sheriff’s office. Also notifying the MA afterwards allows for quick communication to residents.
Langley-Finnegan also distributed the most recent statistics for dispatch calls to sheriff, fire and rescue services for the CPN area
C. Air Traffic Committee Update
The 60 day input period to the Part 150 Study was over on April 22 with 1200 complaints filed. The FAA has until August 12 to make a determination and recommendation. Shul will update the Association as soon as this information becomes available.
Gibbens stated that she was sorry that there was not more coverage on the deadline encouraging residents to file feedback to the FAA given the recent rise in air traffic over CPN. Shul stated that email alerts were sent out, The Connection had an article, and we had a community meeting with Centennial Airport officials in attendance concerning the cut-off date for citizen comments. Shul has followed this for several years and stated that it was surprising the varied responses she received from residents on the sound of freedom and the decision was made not to provide additional reminders closer to the input deadline.
D. Daniels Park/Daniels Park Road Committee
Saenger reported that there is nothing new to report on.
E. Xcel Energy Transmission Line Committee
Bruce Thompson continues to prepare for a public meeting with Xcel and residents will be notified with final meeting dates and times.
11. OLD BUSINESS
A. Community Child Safety Day
Havercroft reported that the CCSD was a great success with great attendance. SMFR, DCSO, Children’s Hospital, Poison Control, and the City of CPN Safety Task Force all attended the event. Child identikits were also available. 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. This item will be removed from the agenda.
B. Library
There is nothing new to report on the library issue and it will be August before it is known if the item will be on the ballot in November. If you would like to volunteer for this committee you can email editor@cpnhoa.org to sign up. There are renderings of the possible library posted inside the CPN Community Center doors for resident viewing.
C. Conflict of Interest
This item was covered earlier in the meeting and will be removed from the agenda.
D. The Ridge Golf Course Vegetation Issue
The vegetation issue that existed between the Ridge and boarding residents has been resolved with all parties. The Ridge is now going to mow and better maintain the areas in question. This item will be removed from the agenda.
12. NEW BUSINESS
A. Hoffman is checking into the locations for voting in the August primary election and the November general election. She will report back on the new voting locations.
B. Shul restated that there will be a transition of the task forces from the Master Association and all task forces will be through the City.
Mitchell questioned the contractor rolls and dual service and her own confusion. Each contractor present stated their role as a contractor and HOA representative accordingly. The Board will consult its attorney on the issue and report back.
C. Hoffman, Mallinson and Havercroft-Miller are working on issues, policies, and procedures that have been in place and are putting together new policies and procedures for the MA.
13. ADDITIONAL HOMEOWNER INPUT
There was no additional homeowner input.
14. NEXT MEETING
Next Board Meeting:
Thursday, June 19, 2008, 7 p.m.
15. ADJOURN
MOTION to adjourn by Mallinson, seconded by Havercroft-Miller; motion approved and carried. The meeting was adjourned at 9:20 p.m.
Respectfully submitted,
Alison Gibbens
Recording Secretary
Approved , 2008
Secretary President
