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Call
to Order
A. Introductions/Roll Call/Absences
President Linda Nuzum called the September 19, 2002 meeting of the CPN Master
Association Board of Directors to order at 7:00 p.m. Introductions of all
in attendance were made. A quorum was established. |
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Attendance
Directors present:Linda Nuzum, Cheryl McDade, Maureen Shul, Linda
Sweetman-King, Brian Stopps, Sheri Brummett and Todd Swift
Directors absent: Linda Sweetman-King and Todd Swift
Delegates/ Representatives present: None
Delegates/ Representatives absent: Tom Cunningham, Mel Cunningham,
Ted Lohr, Tres Thurston, Janice Cole, Kyle Linhardt, Bill James, Chris
Fellows, Paul Schmergel, Darrell Schmidt, Debbie Smith, Lisa Towne and
Nancy Clarke
Staff: Alison Gibbens
Guests: None
Board
Meeting Process
B. Board Meeting Process
Since there were no guests or Delegates present at this meeting, the agenda
item to explain the board meeting roles and process was skipped.
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Approval
of Minutes
A. September 19, 2002 Minutes
MOTION by McDade to approve the September 19, 2002 minutes as written,
seconded by Brummett; motion approved and carried.
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Open Forum
Nuzum noted that no homeowners were present requesting to speak during
the Open Forum.
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Special
Guest
Gary Saltzman, accountant with Wenner, Silvestain & Co., the firm
that performs the external review of Master Association financials, presented
the December 31, 2001 and 2000 financial review and statements. He noted
that our association presents few obstacles, as we own no property and
our bookkeeping methods are straightforward. Saltzman iterated that the
association is in no financial difficulty. He further noted that we appear
to be following the mandated obligations for the association.
He discussed
the scope of work and accounting fees involved in the two types of external
financial reviews: a "Review" of Association records (which
should be done annually), and a comprehensive "Audit," including
additional research into cash, receivables, and contractual issues and
obligations (which should be done periodically, but is typically not done
every year because the accounting fees are higher). He recommended that
since he had done a "Review" for 2000 and 2001, that an "Audit"
be scheduled for 2002. He suggested that the process begin in December,
with audit statements being sent out in January and results compiled in
February. Sweetman-King noted that an audit for the association should
be done every 3-5 years at a minimum.
Sweetman-King
MOTIONED to have a 2002 audit conducted by the firm of Wenner, Silvestain
& Co. with costs not to exceed $2,500.00, seconded by Swift; motion
approved and carried.
Saltzman
also discussed financial controls. He noted that we have had and should
continue to have two signers on our bank account, and monthly board review
of the payments list. He saw no issue in McDade's management of the Association
while being a member of the board. However, he recommended separating
financial management roles, by having McDade continue her management work
for the association, but that a different Board Member should be appointed
as Treasurer. McDade volunteered her resignation as Treasurer; she will
continue to serve on the Board as a Director At Large. Volunteers were
requested to fill the Treasurer position and Brummett indicated that she
was interested. Sweetman-King NOMINATED Brummett to fill the position
of Treasurer, Shul seconded and all agreed.
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A.
Parks Authority: |
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Nuzum reported
that Coyote Ridge Park is nearly complete with the final section of sidewalk
connecting the small lot on the south side to the park is finished. The
county will eventually build a trail segment to tie Coyote Ridge Park
into a regional trail system extending from Cherry Creek Reservoir to
Chatfield Reservoir.
Nuzum informed
the board that Judy Dahl is continuing to work on the land acquisition
phase of South Park. Planning and design work will begin next year. Retreat
and Coyote Ridge Park reservations for team practices and pavilion use
should be made through the Metro District.
Shul inquired
about the possibility of sharing the use of the tennis courts in the area
as none of the parks in our general area include courts. It was noted
that the HOA's that have tennis courts currently do not offer "tennis"
memberships. Nuzum has discussed the potential of tennis memberships with
both HOA1 and HOA2, and advised Shul to contact them.
Nuzum reported
that the Recreation center is on the ballot for the November 5th elections.
Information about the proposal has been communicated to the community
through articles in the Connection and the Metro District sent a proposal
document to residents. This summarizes what facility components are included
in the proposal; the costs, fees, and revenues associated with the proposed
project; the impact on dues and taxes; the scientific survey that was
used in forming the proposal; and information on when and where to vote.
Additional detailed documents, including the consultant's report and financial
projections, and the scientific survey report, are available at the Metro
District for homeowner review. Regardless of your vote, Nuzum encouraged
all to vote and encourage your neighbors to vote also.
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Action
Committees:
A. Telecommunications
Nuzum
reported the she and Mark Fei met with the state PUC staff and OOC representatives
with the intention of drawing their attention to our situation. The direction
the committee is pursuing involves ultimately participating in a statewide
docket in order to get attention on a larger scale and open this issue
up statewide not just to CPN. Tagging onto the state docket would allow
us to benefit in the outcome of the case and also help avoid some of the
legal expenses that we would incur by taking our case to hearing. It is
felt that to exempt our area alone from the distance charge would not
happen, because this would establish precedent for other areas in the
same situation. Thus we will be better off to follow the statewide case
which is a more appropriate forum for determining if distance charges
are still an appropriate part of the rate structure (tariff), and if so,
how they should be modified to avoid charging a "rural" surcharge
to newly developed urban areas. We should know in the next few weeks if
the distance charge will be included in the state's docket. Once we have
confirmation that distance charges are going to be on the state docket,
we intend to dismiss our individual complaint, "with prejudice"
so that it can be re-opened if the statewide case does not resolve the
issue to our satisfaction.
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B. Schools
Nuzum reported that the ground breaking is done for Elementary #35, located
on the western portion of the CC20 parcel, near BristleCone Single Family
homes, and the caissons are being poured. The district continues to feel
that construction is on schedule for an August 2003 opening. Boundaries
have been set and are:
Buffalo Ridge
Elementary
Oak Hills, Charter Oaks, Beverly Hills, Surrey Ridge, The Retreat, Claremont
Estates, Huntington Ridge, Castle Pines Village, Castle Pines North south
of Castle Pines Parkway
Elementary
#35
Forest Park, Pine Ridge, Castle Pines North of Castle Pines Parkway (other
than the neighborhoods listed above).
Boundary
meetings for the new middle school and high school are as follows:
High School
#7/ Middle School:
Monday, October 21st at Crestline Middle School
Tuesday, October 22nd at Highlands Ranch High School (not confirmed)
Monday, October 28th at Castle Rock Middle School
Wednesday, October 30th at Douglas County High School (not confirmed)
The school
district's Long Range Planning Committee will use the public input in
making their recommendations on boundaries. All of the boundary options
that are being presented include both BRE and Elementary #35 going the
new middle school and high school. The School Board is scheduled to consider
the boundary recommendations for the High School/ Middle School on Tuesday,
November 19.
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C.
Library
Nuzum noted that the Metro District is continuing to negotiate for the transfer
of the library land, with encouragement for the Library District to begin
library services in the area. |
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D. Development
CPV filing 15D
Stopps reported that the DRC is still pursuing a definitive commitment
from the county on the use of the emergency-only bridge that is being
built to connect Castle Pines Village and CPN. There is an agreement in
principle on usage and purpose but we still need a full management plan
and a legal document that outlines usage, restrictions, penalties and
enforcement, and the public notice and hearing process that would be required
if there were ever a request to change the "emergency" status.
This issue is going before the county commissioners this Monday, October
21st. Stopps will be attending on behalf of CPN and will be consulting
our attorney, Mark Payne for direction and proposed document wording.
Compass
Bank
Compass Bank is planning to build next door to the Wendy's. The DRC has
submitted the proposal response and has not heard back from the county
at this time.
Washington
Mutual/Starbucks
Washington Mutual/Starbucks has submitted plans for construction at the
corner of LaGae and Castle Pines Parkway. When completed, the bank will
have five drive through lanes for its depositors. The committee has also
responded to this referral with no reply from the county.
Texaco
to Shell
Shell is requesting a color scheme change to yellow with more illuminated
signs. The committee is suggesting less illumination and consistency in
signing and lighting with what currently exists.
Total
Update
There was nothing new to report on the Total Station.
BristleCone
Entrance Monument Signage
BristleCone has added a "Covenant Controlled Community" sign
on the entrance monument to their neighborhood. This addition was not
submitted for review by the Master DRC, and is not consistent with the
other CPN neighborhoods' entrance signage. Stopps will report on this
follow up next month.
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Committees
- Master Association |
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A. Master
Association Documents
Nuzum reported that Peterson is in the midst of sorting through all of
the association documents and she will report further next month.
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B.
Social Events:
Octoberfest
- October 26th
The Octoberfest is next week and planning is in final stages for this event.
Stopps questioned the business booth cost of $50.00 and what expenses this
fee is covering. It was felt that next year we need to get a better understanding
of the financial structure of the event. Everyone is looking forward to
seeing how this combined effort between the Castle Pines North Master Association
and the Castle Pines area businesses was received. |
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D. Newsletter/Website:
Nuzum reported
that the Fall Connection is in homes and on the website with the Winter
issue already in production. Nuzum also communicated that we have been
approached by Bank West requesting advertising on the website. The Webmaster
has been given direction to use Bank West as a test business for us to
base future discussions on.
McDade noted
that she had just received Kathleen Nash's invoice for her work on the
Fall issue of the Connection. McDade MOTIONED to add this check to the
Accounts Payable approval list; Stopps seconded; motion approved and carried.
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E. Business
Partnership Program
Shul reported that she and Nuzum are continuing to pursue the candidates
for the Business Partnership Program. Shul and McDade will meet with a
potential candidate and report at the December meeting.
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Metro
District:
McDade reported
that the district meeting is not until next week so there is little new
information. The church property is closing next week and CPNMD is still
negotiating on the library property. The addition to the district offices
is near completion and the move in date is scheduled for next week.
Stopps questioned
why the Metro District sent out notices to residents encouraging them
not to aerate this year and them turned around and aerated the CPN grounds.
McDade said she would check with District manager Dahl.
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Old
Business: |
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A. Holiday
Lights
McDade reported that after consulting with electrical specialists, it
appears that our holiday light ideas are more complicated than originally
thought. There are some easy solutions but in an ideal situation these
should be avoided. This project is too large to be completed this year
and planning should start in the spring for timely research and completion
for the 2003 holiday season.
B. Pool
Management Workshop
Gibbens reported that the Pool Safety and Management Workshop held on
October 3rd was in good attendance. This forum provided the management
companies, pool committee chairmen and others from the CPN-area HOA's
that operate a pool the opportunity to share information and ideas. There
were many questions and a lot of discussion on combining efforts and using
the same pool company for life guarding and pool maintenance in order
to take advantage of economies of scale. A follow up meeting in the spring
was requested and the possibility for community training through the Red
Cross was discussed.
All in attendance
agreed that it would be beneficial to hold additional round table discussions
with CPN-area HOA's on other topics such as landscaping, trash removal
services, and social events.
C. Annual
Meeting Preparation
Preparation for the Annual Meeting has started and letters have been mailed
to all of the management companies and delegates asking for certification
of each districts delegate. Preparation will continue in a timely manner
with second notices and reminders going out to the management companies
and delegates.
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New Business:
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No
new business. |
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Additional
Homeowner Input:
No input.
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Management/Financial:
A. Monthly Financial Report
McDade distributed the financial report. She noted that we now have a
total of 2,265 occupied homes. Including model homes and lots that have
been sold to the homeowner, there are 2,319 homes in CPN. For the month
of September, a total of 36 homes closed (24 new homes, 11 resale's and
1 lot). McDade reported that the number of closings year-to-date is on
budget and the closing pattern thus far continues to show CPN in good
financial standing. She noted that that the association is under budget
in all other areas for the year.
Stopps MOTIONED
to accept the Financials; Brummett seconded; motion approved and carried.
Brummett
MOTIONED to accept the Account Payables subject to the Rent X amount;
Stopps seconded; motion approved and carried.
McDade reported
that we still have not billed for 2002 but are closer to getting the statements
out. The database update seems to look good and the programmer is still
working on the statement and letter import of the household information.
McDade is also continuing to review the amount due for each household
in order to try and assure accuracy in the billing.
B. 2003
Budget - First Draft
McDade presented the first draft of the 2003 Budget. She has laid out
revenue and expenses and has increased certain areas due to the increase
in the number of homes in the CPN. Nuzum would like to see a budget increase
in legal expenses for Association document review, Qwest Distance Charges,
and possible additional legal fees. After making the noted changes, this
will be the proposed budget that will be presented at the Annual Meeting.
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Meeting
Dates:
Annual Meeting:
November 21st, 7 p.m., CPN Community Center
Next Board
Meeting:
December 5th, 7 p.m., CPN Community Center
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Adjournment:
MOTION to adjourn by Swift; seconded by McDade; motion approved and
carried. The meeting was adjourned at 9:35 p.m.
Respectfully
submitted,
Alison Gibbens
Recording Secretary
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