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1. CALL TO ORDER
President Linda Nuzum called the October 23, 2003 meeting of the CPN Master Association Board of Directors to order at 7:08 p.m. A quorum was established.
Attendance
Directors present: Linda Nuzum, Cheryl McDade, Maureen Shul, Sheri Brummett, Brian Stopps and Bruce Thompson
Directors absent: None
Delegates/ Representatives present: Ted Lohr, Elisa Trebilco, Mel Cunningham, Barbara Saenger, Doug Gilbert and Nancy Clarke
Delegates/Representatives absent: Tres Thurston, Kyle Linhardt, Chris Fellows, Debbie Smith, Steve Mimnaugh, Linda Sweetman-King and Kristine Sherman
Staff: Alison Gibbens and Tim Gamble
Guests: Harris Adams, The Retreat, Freda Poundstone, Hidden Pointe, Carol Padilla, CPN II, Briarcliff, Kim Steenhoek, Oak Hills, and Scott Brehm, CPN II, Briarcliff
Nuzum explained the roles of Directors and Delegates as elected representatives of CPN-area Homeowners. She indicated that there was a need to place time limits on all items on a full agenda in order to accomplish the meeting’s business as efficiently as possible, and to respect the time that Directors and Delegates volunteer to attending the monthly meetings.
Nuzum made sure that everyone had a copy of the handout outlining guidelines for Homeowner input at Master Association meetings. She invited guests who wished to speak to indicate so on the sign up sheet. Homeowners with topics to add to the agenda should sign up for the Open Forum portion of the meeting; guests may also sign up to address a topic that is already on the agenda, and they will be recognized to speak during that agenda item. The “Additional Homeowner Input” agenda item at the end of the meeting can be used for other questions or comments.
Nuzum requested that item 9. D. be moved to the beginning of the meeting. MOTION by Thompson, McDade seconded; motion approved carried with change as noted.
2. MINUTES
A. September 18, 2003 Minutes
MOTION by McDade to approve the September 18, 2003 minutes, seconded by Brummett; motion approved and carried.
3. OPEN FORUM
Nuzum asked homeowners present if they wished to speak during this time on items not already on the agenda; all abstained.
Nuzum and Gibbens reported that no interested delegates had contacted the Master Association with regard to filling the Board of Directors vacancy. There was discussion that Delegates interested in a Director position may want the option to run for a full 3-year term at the Annual Meeting to be held on November 20, and it was decided to wait until after that election to make the appointment. This item was tabled until the December regular board meeting.
4. MANAGEMENT/FINANCIAL
McDade distributed the financial report for September. She noted that for the month of September we had a total of 2,625 master association member homes with a total of 47 homes closing (30 new homes, 16 re-sales and 1 lot). The total number of new homes for this year remains on budget. The Association continues to be in good financial standing.
McDade reviewed the 2003 YTD financial report. Total expenses are slightly below budget; some categories are above the budgeted amounts, while others are under budget. She distributed an analysis of the legal expense category for the board to review, as we are currently over budget by approximately $7,800.00 with estimates for this number as high as $15,000.00 for the year. This overage is due to expenses associated with the Qwest distance charge battle, the Xcel power line fight and the legal expenses to defend the Hidden Pointe lawsuit. McDade reported that the Community Amenities budget is an area that possibly could be drawn from; noting that Delegate Fellows has been in contact with a local college to review and make improvement suggestions on the mater planning of CPN arterial road landscaping as a case study. This service is one that we would have normally budgeted for and using these services could reduce these anticipated costs.
McDade noted the association sent out 233 second notices to homeowners who have not paid their 2003 annual association dues. The second notice included the mandatory late fee of $50.00 as outlined in the Master Association Declaration section 8.9.1.
McDade reported that web numbers continue to show steady web site visitation with about 204 visitors a day for the month of September.
Thompson MOTIONED to accept the September Financial Report; Shul seconded; motion approved and carried.
Thompson MOTIONED to accept the October Payables; Brummett; motion approved and carried.
McDade presented the first draft of the 2004 Proposed Budget reflecting the 2004 annual dues remaining the same, $216.00 annually. It was noted that the budget for Legal would be higher as we anticipate the funding needed to see the Hidden Point lawsuit to completion. Management Fees continue to be competitive and additional services are received that outside companies do not normally provide.
There were no suggestions from Directors or Delegates to change the draft 2004 budget. This version will be presented at the Annual Meeting on November, November 20, 2003, and the Board will vote on the 2004 budget at the December 4, 2003 Board Meeting.
5. COMMITTEES – MASTER ASSOCIATION
Nuzum reported this year’s Octoberfest was successful and the weather was beautiful. Don Bobeda conducted a visual count for the event and numbers showed high attendance.
Nuzum reported the next cut off date for the Connection is November 15th for the December/January issue. Sub associations wishing to contribute content for this issue needs to be aware of this date and have according information to the editor by the cut off.
Gamble reported on his continued work on the web site, changing the lay out and updating information. He has completed the style-sheet updates but encourages the sub associations and other organizations to keep their pages current, contacting him with any changes that need to be made. Nuzum reiterated that we continue to clean up dated material and if anyone has ideas to better the site please let the webmaster know.
6. COMMITTEES - COMMUNITY ACTION
Forest Park Golf Ball Screen
Stopps reported that the DRC approved, through a written agreement, the golf ball screen that is currently erected within the Forest Park HOA. The approval was given due to unique circumstances of this situation and under the guidance of our attorney. This approval is a one time approval of a golf screen within Castle Pines North as screens are not allowed under our declarations. The screen will be heavily vegetated and the DRC has given the homeowner direction on size, type and location of all plant matter needed to shield the screen from the view of others. Stopps expects completion of the project by December 15th, weather permitting.
Forest Park Emergency Vehicle Access Road
Stopps reported that EVA access has been established between Castle Pine Village and CPN at the base of Forest Park Drive near the Castle Pointe area.
Community Weeds
Stopps reported the Noxious Weeds Seminar has been schedule for November 11th at the Castle Pines North Community Center from 6:30 p.m. to 8:30 p.m. Presidents, Managers and landscapers from sub associations will be notified of the meeting and notices will be sent. Stopps would like to make sure that all associations are represented to ensure that all are aware of state statues with respect to controlling noxious weeds in Colorado and specifically Castle Pines North.
7. PARKS AUTHORITY
Cheryl McDade reported for Mark McDade that the Parks Authority’s continues to work on budgeting for the phasing of the project and they hope to break ground in 2004. Residents and interested parties can view the approved draft plan on our website, www.cpnhoa.org (community section under parks). The park will have a medieval “castle” theme (in keeping with the “Castle” Pines name) with very unique features and amenities. No name has been picked and suggestions are being accepted by the Parks Authority. Completion of the park will be driven by the budgeting schedule. All of the land transfers and acquisitions are in process and will be coming together in the near future
8. METRO DISTRICT UPDATE
McDade reported that the CPN Metro District is still working on finalizing the well drilling details near Hidden Pointe and GreenBriar. The district is posting signage near the well site informing interested parties of future drilling and pump station presence. There remain undeveloped lots near the new well location and this would alert buyers that a well is in the future for that location.
McDade reported that the district is working on refinancing outstanding district bonds and will be presenting these to several bond houses next month. Refunding approximately half of the bonds will allow the district to take these bonds from a variable interest rate to a fixed rate, allowing for more certain future planning.
9. OLD BUSINESS
Nuzum informed the Board and Delegates about the status of the lawsuit that the Hidden Pointe Homeowners Association has filed against the Castle Pines North Master Association. The Master Association’s HOA attorney has started compiling and indexing the documentation related to the agreement, and will present the documentation to the plaintiffs’ attorney for review. This consists of communications prior to signing the agreement, including the correspondence from the committee of Hidden Pointe residents who requested the agreement, as well as contracts that were later executed as a result of the agreement, including the pacts signed by CPN’s Parks Authority and Metro District to take over responsibility for building and maintaining the portion of Coyote Ridge Park that Hidden Pointe would have built and maintained.
Nuzum reported that the Power lines Committee has been successful in raising the funds needed, and our attorney is well under way with preparing for the hearing at the Colorado Public Utilities Commission, scheduled for the week of October 27th. The committee has relied heavily on residents Carol Padilla and Harris Adams along with Oak Hills resident Kim Steenhoek. Their expertise and drive has saved the committee, association and supporting resident’s excess financial expenditures.
The project is going before the Douglas County Planning Commission on November 17th. Douglas County does not believe that the proposed rebuild is a land use change and therefore, the planner on the project has recommended the project be approved.
At the same time that the regulatory hearings are underway to determine if the project will proceed, Xcel is working on the engineering plans for the project and has offered to consider CPN-area homeowners' requests for minor adjustments to pole placement. When Xcel’s engineers complete their preliminary design, they will place stakes in the ground to enable homeowners to view the exact location of the new poles. Xcel will then schedule a meeting in CPN to discuss pole placement and possible minor pole location adjustments.
Nuzum announced that Xcel presented the parties involved in the PUC action a settlement proposal. Details of the settlement offer were confidential and could not be discussed in the public meeting. The committee representatives present, some of whom are also part of the intervention, presented compelling discussion as to why not to accept a settlement offer by Xcel.
After discussion concluded, McDade requested that all delegates and representatives present voice there opinion on whether to move forward with the battle or encourage the committee to accept the settlement. The consensus was overwhelmingly in favor of moving forward with the hearing. The board will discuss the issue further in executive session.
McDade and Gibbens reported that the Annual Meeting preparation is proceeding on time and we are receiving the Annual Meeting confirmation information back. The Annual Meeting will be on November 20. This is a meeting of Delegates from all Delegate Districts in CPN. Two Director Seats are up for election. The new Board of Directors will hold their first meeting, and elect Officers, on December 4th. The Board will not have a regular monthly Board meeting is the regular “third Thursday” meeting dates November or December.
10. NEW BUSINESS
The Master Association continues to receive complaints and concerns over the increased and continual use of go peds within our area. It was directed that we continue to publish concerns, however it was noted that we need to work with the Douglas County Sheriff’s Department regarding enforcement of the laws in this area.
At this time Nuzum reiterated the need to have a Safety Committee to actively work with the County on this and a variety of other topics, such as traffic safety issues highlighted by an accident this morning. She noted that Janet Connor of BristleCone Patio Homes would be interested in this area. Delegates Cunningham, Delegates Clarke and Carol Padilla voiced interest in helping and their names will be passed on to the committee chairperson.
A Forest Park resident has contacted the Master Association to express the need for better cell phone service within the Forest Park area. The location of the neighborhood, in a valley of trees, while beautiful, limits service that can be received from available cell phone providers. Nuzum stated that seeking service improvements for the area would need the passion and persistence of those effected to gather information to use in negotiating with cell-phone service providers. If an individual or small group wishes to pursue this issue, the Master Association can help in areas such as providing a means for surveying residents about their cell phone service. Gibbens will respond to the resident who submitted the request.
11. ADDITIONAL HOMEOWNER INPUT
No input.
12. MEETING DATES
November 20, 2003, 7 p.m. – Annual Meeting
December 4, 2003, 7 p.m. – Regular Board Meeting
13. ADJOURN
MOTION to adjourn by Brummett; seconded by Thompson; motion approved and carried. The meeting was adjourned at 9:40 p.m.
Respectfully submitted,
Alison Gibbens
Recording Secretary
Approved ___________________________________, 2003
___________________________________ ________________________________________
Secretary President
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