1. CALL TO ORDER
President Linda Nuzum called the April 15, 2004 meeting of the CPN Master Association Board of Directors to order at 7:05 p.m. A quorum was established.
Attendance
Directors present: Linda Nuzum, Cheryl McDade, Maureen Shul, Sheri Brummett, Brian Stopps and Bruce Thompson
Directors absent: Doug Gilbert
Delegates present: Barbara Saenger, Ted Lohr and Rita Coltrane
Delegates absent: Bob Micho, Nancy Clarke, Connie Dahl, Chris Fellows, Debbie Smith, Doug McCormick, Linda Sweetman-King, Mark Feilmeier and Elisa Trebilco
Staff: Alison Gibbens, Tim Gamble, Lane Roberts, Sharon Kollmar and Melanie Fischer
Guests: Keith and Janet Conner, BristleCone Patio Homes, Norma Kerklo, Canterbury/Broadwick Town homes, Bill Shaffer, Director, South Metro Fire Rescue and The Retreat resident, Dan Mullin, South Metro Fire Rescue, Battalion Chief, Kinny Tasker, South Metro Fire Rescue, Robert Rinne, South Metro Fire Rescue, Fire Chief
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.
MOTION by Brummett to accept the agenda adding Landscaping under Section 8 A, seconded by Thompson; motion approved carried.
2. MINUTES
MOTION by Stopps to approve the March 18, 2004 minutes, seconded by McDade; motion approved and carried.
3. OPEN FORUM
Nuzum noted that none of the homeowners or guests present requested to speak during the Open Forum.
4. MANAGEMENT/FINANCIAL
The monthly financial and statistics report for March was distributed along with April payables.
McDade reviewed the financial report for March. She noted that for March we had a total of 2,804 master association member homes with a total of 49 homes closing (23 new homes, 15 re-sales and 11 lots). The Association continues to be in good financial standing.
McDade noted that as of April 10, 2004, 89% of all CPN homeowners were paid in full for association dues through December 31, 2004. She also presented statistics on dues receivables from prior years and unpaid balances by location (neighborhood). The Closings in Castle Pines North graph has been updated showing closings maintaining steady with normal seasonal dips. Closings continue to follow projections made by the association for long term planning.
McDade also stated that she has been in contact with the Homeowner Association Division of US Bank and has the needed paperwork to be signed allowing for the opening of an additional account for reserve funds as recommended by the Association’s auditor from last year’s annual review.
Thompson MOTIONED to accept the March Financial Reports, the April Payable Report and give the authorization for the reserve funds accounts to be opened at US Bank; Brummett seconded; motion approved and carried.
McDade has renewed our general liability insurance through Jewell Insurance at the annual rate of just over $2,900.00. McDade continues to work on obtaining Hold Harmless Agreements with Sub-Associations, as required by the new insurance policy. The Hold Harmless Agreement states that the Master Association is not liable for accidents or incidents that take place on sub association property.
Nuzum reported on the progress of reformatting the CPN property database. The Master Association’s Access database currently identifies the Neighborhood HOA’s for each home, and the programmer is adding the ability to link to key information about each of the sub-associations, such as contact information, dues and services provided. All sub association information will be confirmed each year, and Sub associations will be encouraged to notify the Master Association of informational and organizational changes as these changes occur.
Once the above information is in place, welcome letters will be developed including all contact information associated with each individual property, and the Master also plans to make the information accessible on the CPN website. The Association is looking for a person with expertise in web programming to develop the web based feature, and also to write a web-based program that will enable designated officials from the sub-associations to send emails to their members.
Nuzum reported that the Association will also be looking for someone to evaluate the Association’s web and email systems and make recommendations for any changes that are needed to secure our site and users’ email against viruses. While our system for sending email newsletters to homeowners is secure, the users who receive email via CPNHOA email boxes have been receiving an increasing number of virus emails.
5. COMMITTEES - COMMUNITY ACTION
Several representatives from South Metro Fire Rescue were present to speak on Fire Issue A which will be on the May 4th South Metro Fire Rescue ballot. South Metro is proposing a 2.75 mill levy increase. Information was distributed explaining the issue which was supported by a comprehensive 10 year plan recognizing the need for an increase. This plan can be reviewed by visiting www.southmetro.org. Many of the reasons supporting the increase were presented and discussed, including the need for additional fire fighters, additional stations and fire fighting equipment. Fire district representatives answered questions including justification of the District’s new office building, future funding concerns, the possibility to decrease the mill in years to come, and the failure of reverse 911 emergency notification system during the Cherokee Ranch Fire
Janet Conner and homeowner Mark Fei will be meeting with a Douglas County Sheriff representative to review the reverse 911 emergency system in place and investigate if there are areas where the Association could assist the sheriff’s department in planning for future emergencies.
Conner will be working the County and with Judy Dahl, Metro District Manager, on traffic safety issues within CPN. There are several intersections that need to be addressed, including Castle Pines Parkway and Yorkshire, Castle Pines Parkway and Monarch, Monarch and Buffalo Trail, and Monarch and Berganot.
Conner will be working with the Douglas County Sheriff’s office requesting that the association receive non domestic crime information for our area in an effort to help the sheriffs office and keep our neighbors aware of what to look for and suggestions on preventative actions.
Dog waste removal was also addressed. Conner noted that the Metro District has installed waste receptacles and with bagging units along trails that the Metro District maintains, but it is up the dog owner to follow through to dispose of waste. There was discussion that several of the sub associations have hired their landscaper or dog waste removal companies to remove waste.
Conner encourages those concerned with certain issues to volunteer and can reach Conner at Safety@cpnhoa.org
Forest Park Emergency Vehicle Access Road
Gibbens presented Stopps with documents for the Forest Park EVA. Stopps will review the documentation and make a final visit to the site ensuring all obligations were fulfilled.
Castle Rock Bank
Stopps reported that Castle Rock Bank has purchased the old Total station property and anticipates the remodeling project to begin this fall. Stopps reviewed the plan and highlighted that the landscaping will be embellished along with exterior updates to stucco and additional stone. The building will be expanded to the west adding drive through lanes for bank customers. The existing east awning will remain with the roofing material becoming a tin roof copper color in appearance. Stopps has followed up with the County on this property and has a few issues he will need to monitor.
The Ridge Golf Club
Delegate Saenger inquired whether the Master Association received information on a gazebo being built at the Ridge Golf Course. Stopps was unaware of this addition and reiterated that the association receives referrals as a courtesy from the county and our input never denies business development but merely gives input and suggestions for cohesive structures and architectural and landscaping design.
6. COMMITTEES-MASTER ASSOCIATION
McDade reported the annual Easter Egg Hunt’s net cost to the Association, after accounting for business contributions, was about $1,500, which is within the annual social events budget. There were some additional expenses for the event due to the rain and snow, which required the event to be rescheduled, and ultimately moved from the park to the gym at Buffalo Ridge Elementary School. Despite these issues, the event was a great success which got many positive reviews from attendees. 552 dozen Easter Eggs were distributed with plenty of refreshments available for all to enjoy.
McDade presented a report from the Master Association’s event planner, Carla Kenney, which covered event statistics, and noted that for future CPN events, there should be advance planning for inclement weather and signage security. Nuzum noted she would like to see a project plan for all CPN events; one item that needs to be addressed at every park event is the removal of elk droppings on parks. Nuzum also noted the need to more prominently identify Master Association’s sponsorship of our events.
Kenney is currently working on the Master Association’s Annual Community Garage Sale, scheduled for Friday and Saturday, May 21st and 22nd. Conner will assist in this area by working with the Douglas County Sheriffs office to obtain additional patrol during this time.
No update was given for the Octoberfest date.
Sharon Kollmar was present to discuss the need for sponsorship guidelines to be given to all corporate and non profit event donors and sponsors. The Association wants to avoid any confusion that could arise from sponsors scheduling their own events right before or right after a Master Association event. The board had feedback on the guidelines and approved what Kollmar had proposed based on the board input.
Nuzum reported the next Connection cut off date is May 15. The Communication Team writers are meeting tomorrow to plan stories for web, email and newsletter publication.
Gamble continues to update the website and requests information be submitted by email, webmaster@cpnhoa.org, and he will gladly post and update needed information. Glen Oaks has just gone on line with increased sub association information and the addition of their documents to the website. The site continues to receive an average of 233 visitors a day.
7. PARKS AUTHORITY
McDade reported for parks representative Mark McDade that staking has begun for larger features of the park, reviewing how they will fit and lay out onto the topography of the land. The Parks Authority is currently working with the county on the extension of LaGae and how the extension will affect the drainage of the area. Construction is expected to begin this fall.
8. METRO DISTRICT UPDATE
McDade reported that drilling on the vertical well located off of Monarch and Hidden Pointe Blvd. is complete and the directional portion of the well, located north of Coyote Ridge Park is under way. This well will not be ready for irrigation this season. McDade mentioned that both drilling areas will be revegetated once drilling has been completed on both sides.
McDade reported that watering calendar post cards are being mailed, and that the Metro District has established a watering budget for each CPN property based on lot and family size. This program will be communicated to CPNMD water users through a mailer piece to be sent at the end of this month. McDade reminded everyone to watch early morning and late evening watering making sure these are scheduled on the correct watering day.
The CPN Metro District has three Board seats up for election May 4th. Each candidate submitted a 250-word statement which was published in the current issue of The Connection and is posted on the CPN web site. Nuzum asked all Delegates to encourage all CPN residents to vote at this election.
McDade reported that District Manager Dahl is working with a landscape architect on a master landscaping plan for CPN that could be completed in stages. Brummett and McDade will work with Dahl during this phase helping refine plans to make CPN a more visually cohesive community blending the old with the new through landscape design.
9. OLD BUSINESS
Nuzum reported there has been no contact from the Hidden Pointe HOA board with regard to the mediation of the lawsuit. The Association’s attorney will move forward with bringing the CPN Metro District and Parks Authority into the lawsuit, and naming potential witnesses for the case.
Nuzum reported that the Colorado state legislature is nearing approval of Xcel’s noise nuisance bill. The Senate has approved an amended version, and the House is scheduled to vote on this version tomorrow. The amended version is a significant improvement over the original bill. While our Committee continues to have concerns about the bill, the Colorado Municipal League is supporting the amended version, and believes that concerns about the bill can be addressed when the PUC takes their actions to set noise standards. Nuzum has asked the Master Association’s PUC attorney to determine what process the PUC will follow, and we hope that there will be statewide participation from cities, counties and community associations in the PUC process.
Board Member Gilbert continues to solicit for volunteers for this committee. One additional volunteer was identified; Gibbens will notify Gilbert of any new volunteers.
Nuzum reported that the library district has not yet announced the location, dates and hours for the book mobile service CPN, which is expected to begin in May. The library district will send post cards when the specifics are determined, and we will also publish the information via CPN web, email and newsletter.
Castle Pines North Landscaping Maintenance Workshop
Nuzum reminded delegates of the workshop scheduled for April 26, 2004. Gibbens noted that the association had heard back from 3 attendees. If additional RSVPs are not received this meeting will need to be rescheduled.
Douglas County Homeowners Association Forum
Nuzum reminded those present of the Douglas County Homeowners Association Forum which is being hosted be the Highland Ranch Homeowners Association. The meeting is scheduled for April 29, 2004 at the Eastridge Recreation Center. All are encouraged to attend as beneficial information should be presented.
10. NEW BUSINESS
I-25 Construction
Construction is scheduled to begin on the Castle Pines North Bridge over I-25 as soon as the end of April. The new bridge will be five lanes wide; two in each direction with a center turn lane. All highway entrances will remain the same with the exception of the north bound entrance onto I-25 will become a clover leaf entrance. Conduit will be installed during this construction for future traffic signals but signals will not be utilized until traffic warrants. Castle Pines Parkway will remain open during this construction with I-25 periodically being closed during bridge construction. The expected completion date for this project is June 2005. Updates will be posted on the CPN website and information can also be obtained on www.southi25.com for all south I25 road projects. Melanie Fischer will be the key contact for this project in keeping the community updated on the progress.
Delegate Saenger reported that Douglas County is working with Denver to plan for the future of Daniels Park and Daniels Park Road. Denver’s new mayor, John Hickenlooper, and Douglas County Commissioner Melanie Worley hope to use this project as a demonstration of intergovernmental cooperation, and Douglas County has now assigned their new Cultural Affairs officer to the project. Both groups are committed to solving construction issues surrounding the park and yet maintain the aesthetic and historical value of the road and area. Their initial efforts will involve reconstruction of the intersection of Castle Pines Parkway and Daniels Park Road. Further in the future, they intend to create and implement a master plan for improving the park’s interior.
There is now an official group, the Daniels Park Citizens Advisory Group, which will be participating in the planning for the area. This group incorporates residents from Castle Pines North, Castle Pines Village and Surrey Ridge. Saenger anticipates the need to also work with the Metro District with regard to the intersection of Castle Pines Parkway and Daniel’s Gate during the District’s master planning for future landscaping. Saenger will keep us involved as the planning meetings proceed.
11. ADDITIONAL HOMEOWNER INPUT
No input.
12. MEETING DATES
Next Board Meeting:
May, 20, 2004, 7:00 p.m. – Regular Board Meeting
MOTION to adjourn by Brummett; seconded by Stopps; motion approved and carried. The meeting was adjourned at 9:50 p.m.
.
Respectfully submitted,
Alison Gibbens
Recording Secretary
Approved ___________________________________, 2004
Secretary ________________________________________
President ________________________________________
