Castle Pines North Master Association Approved Minutes for November, 2001

President Linda Nuzum called the November 29, 2001 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.

Attendance
Directors present: Linda Nuzum, Maureen Shul, Cheryl McDade, Todd Swift
Directors absent: Linda Sweetman-King, Jim Beimers
Delegates/ Representatives present: Brian Stopps, Tres Thurston, Jim Creager, Janice Cole, Sheri Brummett, June Hamil
Delegates/ Representatives absent: Mel Cunningham, Eva Mitchell, Kim Nelson, Kyle Linhardt, Debbie Smith, Darrel Schmidt, Bill James, Chris Fellows, Paul Schmergel
Staff/Committees: Linda Derback, Pam Fisher, Allison Gibbens, Susan Novreske, Kathleen Nash
Guests: Tim Gamble, Galen Crowder, Jim Steavpack, Eric Conrad (HOA 1), Frank & Ann Whitson (Stonecroft), Sue Creager (BristleCone Patio Homes)

Nuzum explained the roles of Directors and Delegates in the monthly Board of Directors meetings. Each Sub-Association selects a Delegate to attend the Master Association's Annual Meeting and elect the Board of Directors, which has the legal role of managing the business of the Association. Delegates have the option to attend Board meetings throughout the year, participate in discussions, and provide communication with their neighborhoods.

Approval of Minutes
September 27, 2001 Minutes
MOTION by Todd Swift, seconded by Cheryl McDade and approved unanimously, to approve the "3rd draft" version of the September 27, 2001 minutes.

October 18, 2001 Minutes
Approval of the October 18, 2001 minutes was tabled to the next meeting.

Minutes Approval Process
In the future, minutes will be distributed for an email vote prior to the meeting, after which they will be posted to the web site, with "official" approval coming at the next Board meeting.

Open Forum
Items Not Already on the Agenda: Nuzum asked if there were any other items that were not included on the agenda that guests wished to bring to the Board's attention. A suggestion was made by Sue Creager that at future Annual Meetings, guest speakers such as the one we had this year from the Sheriff's office, should be placed first on the Agenda so that they do not have to stay for other parts of the meeting. There were no additional homeowner agenda items.

Process for Homeowners Input on Agenda Items: Nuzum discussed revisions in the process for homeowner input that would allow efficiency in the Board meetings, and Derback distributed a policy that HOA2 had developed for resident participation at Board meetings. Derback will take that policy, and items discussed tonight, to draft a statement that can be posted on the web site and given out at the Board meetings.

For tonight's meeting, Nuzum noted that homeowner input would be taken on any item on the agenda, as we discussed that item, however everyone needed to be aware of the need to keep the meeting on time. As is done with County public meetings, she asked that guests speak for no longer than 3 minutes each, avoid repeating what has already been said, and be respectful of others. If it becomes clear that a particular topic would significantly exceed the time allocated to that item on the agenda, the discussion should be deferred to a special meeting.

It was discussed throughout the meeting that we would need to schedule separate sessions to bring new Delegates or residents up to speed on the history and background of some of the complex topics being discussed at Board meetings.

2002 Board Positions and Meetings
This is the first Board meeting following the Annual Meeting, where Maureen Shul and Linda Sweetman-King were elected to the Director seats, with terms expiring in 2004. Directors serving continuing terms are Linda Nuzum and Jim Beimers, whose terms expire in 2002; and Cheryl McDade and Todd Swift, whose terms expire in 2003.

Director Vacancy
One Director vacancy exists due to Matt Osborn's resignation. Master Association Bylaws provide that Director vacancies are filled by a vote of the Board of Directors. Brian Stopps was elected by written ballot to fill the remainder of Osborn's term, which expires in 2002.

Election of Officers
The Board elected officers for the next year:

• President - Linda Nuzum
• Vice President - Maureen Shul
• Secretary - Todd Swift
• Treasurer - Cheryl McDade

Election of MA's Parks Authority Representative Linda Nuzum was elected as the Master Association's representative to the Parks Authority. Maureen Shul will serve as Alternate.

Committee Chairs
Linda Nuzum stressed that each of the directors or delegates should take an area of responsibility in the coming year. She listed the committees and the individuals who have expressed interest to date. Committee heads the will be formalized at the next meeting.

• Design Review Committee - Linda Sweetman-King, who was unable to attend tonight's meeting, has offered to lead the Design Review Committee and to review the Association's documents related to the Design Review Committee's role.
• Development Review - the Design Review Committee has also been used as the committee that reviews County Referrals on development proposals. We may want to separate this from the DRC role, since the roles and powers are distinctly different.
• Communication Liaison - Maureen Shul
• Social Liaison - Need a Board person
• Business Liaison - a new role to develop stronger relationships with the businesses in our area, including retailers, builders, realtors, etc.
• Action Committees - Laura Kennedy chairs the Schools Committee, and Maureen Shul has been the lead on our Air Traffic issues. Other issue areas needing a lead person include Traffic; Telecommunications; Daniels Park Road; and Parks/ Trails/ Open Space.
• Committee(s) or other public involvement regarding the potential recreation center will be defined as the feasibility-planning process becomes more defined.

Master Association Documents Linda Derback will create a notebook with all important Master Association documents, and distribute in January.

Regular Meeting Dates The regular meeting date will continue to bed the 3rd Thursday of the month.

Board Goal Setting Session It was agreed that there would be a board goal-setting session after the holidays. Linda Derback will set meeting for early January, starting around 5:30 p.m on a weeknight.

A. Parks Authority:

Parks Authority:
Report on November Board Meeting Nuzum reported that both she and Royann Cygan had attended the Parks Authority's November 13 meeting.

Progress continues on Coyote Ridge Park. Items left for completion include sodding the ball field, paths connecting the two fields, a bridge, striping the parking lot, signage, security lighting, and electrical outlets in the pavilions. In the future, there will also be a trail to connect to the County's future regional trail system north of CPN. DR Horton has provided more than $400,000 services toward construction of the Coyote Ridge Park, in lieu of their obligation to pay $121,200 in Parks Fees.

The King Soopers development will pay a Parks Fee of approximately $125,000 in lieu of the earlier proposal to grade the South Park, since the County did not approve the plan to utilize fill dirt from the King Soopers to begin grading for the park.

The architect's preliminary Concept Plan for a Recreation Center has been completed and shows that a Rec Center could fit on the site. The Concept Plan includes space for more facilities than would likely be built, at least initially. A construction cost estimate is being done. Parks Authority Board members and meeting guests continued discussion of the need to determine operating costs and the market-area viability of a rec center for our area; one potential recreation planning consulting firm has been identified, and Judy Dahl will contact other area Rec Centers to determine who they have used.

Nuzum reported that she had reiterated to Parks Authority members that the Master Association needed a commitment that any increase in Master Association dues be held in reserve, pending the outcome of feasibility work, and be returned to the Master if the not used for a rec center. The Parks Authority's attorney had indicated that he would need to review the matter, and no action was taken.

Recreation Center - Master Association actions
Nuzum noted that the Recreation Center had been the subject of a great deal of heated discussion at the November 8 Annual Meeting, and reported that Lisa Towne had graciously offered her home for a dinner meeting in which Nuzum, Judy Dahl and Sandy Colling were able to talk with a small group of concerned homeowners. Three of these homeowners -- Galen Crowder, Jim Steavpack, Eric Conrad -- were also at tonight's meeting, and stated that they appreciated Nuzum's willingness to discuss the issues and felt that many of the issues could be resolved.

Eric Conrad discussed the need to perform a feasibility study that would address questions such as costs, assumptions, members, dues, and usage fees. The results should be brought to the Master Association and the community. At that time, a decision can be made on whether or not to go forward.

Jim Steavpack presented a petition he has been circulating in the community, asking that dues not be raised until a financial analysis and feasibility study is completed, and an independent poll of CPN homeowners conducted.

Board members stated that there was no need to debate the need to determine feasibility, since that had been our assumption throughout the process. Nuzum reported that one recreation planning consultant's proposal had been received yesterday, which included analysis of both financial and market feasibility, as well as public input and an independent survey.

As had been discussed at the dinner, the primary issue to resolve was related to the timing of dues assessment. Nuzum reiterated that we have not yet reached agreement with the Parks Authority that the "dues increase" amount would be held in reserve until a decision was made, and refunded if we did not move forward with the rec center, which had been an essential condition of the Master Association's September motion regarding intent to raise the dues. Nuzum has spoken with CPN's bond counsel and learned that while having the higher dues in place would put us in the strongest position for financing if we do move forward, it is not essential for bond-rating purposes that we act to raise the dues at this time.

A second issue was whether the Parks Authority could fund the feasibility study without requiring a Master Association dues increase. Parks Authority members had indicated that they were not willing to spend money that would be needed for the new South Park on rec center planning if the residents of the area did not support the concept enough to at least pitch in some dues to help fund the studies and surveys that would answer everyone's questions. The Parks Authority has already funded the fees related to estimating construction costs. Additional dues of $15 per home would provide the majority of funding needed for the estimated costs of a professional feasibility study.

Discussion ensued that the best solution would be to set dues at $115 per home for a Spring 2002 billing, and defer action on the remainder of the 2002 assessment until later, when the Board would know the results the feasibility study and public input and would know what specific amount, if any, was required related to the 70% of the Master Association dues that are transferred to the Parks Authority. Further discussion that dues increases were also required related to the 30% of dues that support Master Association activities was deferred to the later agenda item to formally set the 2002 dues amount.

There were also questions about the decision process. Nuzum noted that while the Parks Authority is the entity responsible for developing new parks and recreation facilities for CPN, the elected boards of both the Metro District and the Master Association would need to support the project if it is to move forward. The sequence and timing of the decisions by each of the 3 entities still needs to be defined.

Schools Telecommunications Social Events Newsletter/Web

B. Development & Design Review:

King Soopers We have received a Referral for minor revisions to the King Soopers plan. Brian Stopps will contact committee members to review and respond.

C. Action Committees:
Roads/Traffic There were questions about when the traffic signal at Monarch and the Parkway would be activated, but no volunteers to contact the county for an answer.

Schools Nuzum noted that we have not received an update on construction status for CPN's 2nd elementary school on the CC20 parcel at Monarch and Castle Pines Parkway.

Telecommunications Nuzum reported that Lisa Towne had invited a representative from Quest to come to the January Master Association meeting to discuss issues such as the distance charge and DSL.

D. Metro District:
McDade reported that the mill levy reduction for 2002 would be finalized in mid December. She also reported that there were 2 new wells in the south open space and 2 more wells in northern area. Nuzum reported that some CPN residents have contacted her with favorable comments on the new Metro District Manager, Judy Dahl.

F. Social Events:
The holiday home tour is December 16th. Volunteers are still needed; contact Carla Kenney. 

G. Newsletter/Website:
A. Newsletter News editor Kathleen Nash discussed the new expanded newsletter format and presented the schedule for publication and cutoff dates for submitting content. The first issue will be published in early February, with articles to be submitted by January 15. The new format will have a section for each neighborhood; Kathleen will be calling the delegates to submit news from their neighborhoods, and/or the name of the person to use as the neighborhood news contact. Advertising Coordinator Sharla Calloway has submitted proposed new advertising rates. Demand for advertising has increased dramatically, with the increase in the number of area businesses and increasing circulation due to new homes in the area. The new larger newsletter format will accommodate more advertisers without overwhelming in the Newsletter. The Board indicated that advertisements should not exceed 45% of any issue, and accepted the proposal to increase advertising rates, which will be double the prior rate schedule; the old rates will be honored for ads that have already been sold.

B. Website Webmaster Susan Novreske has requested board suggestions for the website poll for December; one topic was suggested, to solicit residents are interested in volunteering for community action, however several suggested deferring that topic until after the first of the year.

C. E-mail List The e-mail list consists of 1,000 names to date. Nuzum noted that we will need to change the technical process for distributing the email notices, due to the larger list size and new ISP limitations on sending emails.

Old Business:

Builders' Signs Community signs listing the builders selling homes within the Master Association area need to be updated to add new builders and areas. The Association certifies membership in the Master Association, however the process and responsibility for installing or updating signs is not clear. McDade will contact former Master Association President Rob Pahl for information.

Metro District's Response Additional Grass - Tapestry Hills McDade reported that the Metro District couldn't seed any new areas until spring. Brummett will follow up with Rich Barrow.

Airport Traffic Patterns Shul reported that the FAA will take neighborhood comments in the future; she will keep us posted.

Door-to-Door Solicitors Deputy Harris had provided answers on this topic at the Annual Meeting, so this topic was not discussed further at the Board meeting.

Emergency Preparedness Brummett reported that she had talked with Jim Raymond about things to do in the community to be prepared. Douglas County has published a pamphlet.

New Business:
Holiday Lighting Holiday lighting is currently being put up. Cheryl McDade asked for a volunteer to take the lead in planning the changes required for next year, with new areas being developed, i.e. to determine additional areas that should be lighted by the Master Association (sub-associations are responsible for their own entrances and interior lighting); arrange to have electrical outlets installed where needed, purchase additional lights as needed, and work with our contractor on specific lighting arrangements. Tres Thurston volunteered.

Next Meeting No Board meeting in December. Next meeting is scheduled for January 17, 2002.

Board/Delegate Goal Setting Session Linda Derback will contact everyone via e-mail regarding the date of the Goal-setting session, to be held in early January.

Management/Financial:
Monthly Financial Report
McDade distributed the financial report. Notable items in this months' report included 46 home closings (28 new homes and 18 resales); we now have over 2,000 member homes; $94,000 was paid to the Parks Authority (per our contract to transfer 70% of the dues collected to date); the fall newsletter cost a net of $1,000, after applying advertising revenue; and YTD results compared to budget show revenues are ahead of budget and expenses less than budget. The payables were approved for payment.

2002 Dues Assessment & Billing Schedule
There was discussion regarding the Funding Agreement that requires transfer of 70% of Master Association dues to the Parks Authority, and the impact that has on of the Board's ability to set dues needed to support Master Association programs. Master Association members who had been on the board at the time of the Agreement explained the rationale for the Agreement.

MOTION by Brian Stopps, seconded by Maureen Shul, and approved unanimously: to set the dues assessment for the period of January 1 - June 30, 2002 at $115, and to schedule a separate vote to set an additional dues assessment for the period July 1 - December 31, 2002. This action will allow the Board to know the results of the recreation center feasibility study, and details of additional Parks Authority expenses, prior to setting the dues amount. The vote on the second-half dues should be taken by June 1, to allow accurate reporting of dues required for closings scheduled in July.

The bills for first-half 2002 dues are expected to be sent to homeowners in March and will be due within 30 days of receipt.

2002 Budget
McDade and Nuzum discussed the 3 scenarios shown on the revised 2002 budget document, taking into account the decision to defer action on setting the total dues amount for 2002:

1. Annual dues set at $214, with expenses for 12 months, similar to the first draft of the budget presented at the October meeting.
2. First-half dues at $115, with expenses for 6 months.
3. Dues amount at $115, with 12 months of expenses, indicating which of the services from Option 1 would be reduced or eliminated due to lack of funds if there is no additional assessment for 2nd half of 2002.

Action on the budget was tabled to January to allow time to review the new assumptions.

2002 Staffing Contracts
McDade and Nuzum reviewed the list of people who perform part-time work for the Association and their qualifications for their roles. Independent contractor agreements need to be formalized.