1. CALL TO ORDER
The August 19, 2004 meeting of the CPN Master Association Board of Directors was called to order at 7:10 p.m. A quorum was established and introductions were waived in an effort to conserve time.
Attendance
Directors present: Linda Nuzum, Maureen Shul, Sheri Brummett, Bruce Thompson, Doug Gilbert, Brian Stopps and Jason Gibb
Directors absent: none
Delegates present: Ted Lohr, Carol Finnegan (temporary delegate, The Retreat) and Barbara Saenger
Delegates absent: Bob Micho, Nancy Clarke, Connie Dahl, Chris Fellows, Debbie Smith, Doug McCormick, Ken Naes, Elisa Trebilco, and Mark Feilmeier. In addition, Hidden Pointe has not named a delegate.
Staff: Cheryl McDade, Alison Gibbens, Tim Gamble, Melanie Fischer and Lane Roberts
Guests: Julianne Kemp, HOA #2, and George Lorenzen, HOA #2, Mary Keck, Retreat
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.
Mary Keck requested to speak during the Open Forum and will be addressed at that time.
MOTION by Brummett to accept the agenda; seconded by Thompson; motion approved and carried.
2. BOARD MEMBER APPOINTMENT
Nuzum announced that one delegate, Jason Gibb, had contacted her to express interest in the board vacancy created by the resignation of Cheryl McDade. Nuzum inquired if any other delegates had indicated interest and Gibbens confirmed that no others had come forward. Nominations were opened to the floor with no other delegates expressing interest.
MOTION by Brummett to appoint Jason Gibb to the Board of Directors of the Castle Pines North Master Association to fulfill the position vacated by Cheryl McDade that will expire in 2006, Thompson seconded; motion accepted by acclamation.
3. MINUTES - June 17, 2004 Minutes and July 15, 2004 Notes
MOTION by Shul to accept the June 17, 2004 minutes and July 15, 2004 Notes; seconded by Stopps; motion approved and carried.
4. OPEN FORUM
Mary Keck, Retreat resident, brought to the attention of the board that trenching work had been done at the north east corner of Castle Pines Parkway and Monarch in the open space area. She indicated that after project completion, approximately two months ago, soil replacement and reseeding was not completed. She asked who these concerns should be directed to and Roberts said this was probably a Metro District item and Roberts will contact Keck with the answer to her completion date question.
5. MANAGEMENT/FINANCIAL
Monthly financial & Statistics Report
The monthly financial and statistics report for July was distributed along with August payables.
McDade reviewed the financial report for July. The Association had a total of 2,905 master association member homes with a total of 47 homes closing (15 new homes, 28 re-sales and 4 lots). The Association continues to be in good financial standing.
McDade reported that as part of preparing for next year’s budget, she visited current CPN builders to obtain their build out projections. Overall, building is proceeding at a pace which exceeds prior estimates. The tract-home builders expect to be sold out within the next year, thus these neighborhoods are expected to be completed by 2006. The custom-home areas may take several years to complete. At last month’s meeting, McDade presented a spreadsheet showing each builder’s count of homes currently under contract, under construction, and total lots remaining. Since several members were not present for that meeting, the board asked McDade to present this data again at the September meeting.
Dues Payment Status
McDade noted that the association continues to collect 2004 dues through closings and the annual billing for 2004 is nearing an end, with intent to lien notices sent out certified mail and lien processing as the final step. The database conversion has helped reduce the receivables as compared to the same time last year and also expedited the billing process as projected.
Approval of Financial and Payables
Thompson MOTIONED to accept the June and July Financial Reports and the July and August Payable Report; Gilbert seconded; motion approved and carried.
Approve Sale of Lien
The Association’s attorney at Winzenburg, Leff, Purvis & Payne has requested the board approve the assignment of a lien we have on one home in CPN. In exchange, we receive payment in full on all dues, late fees and attorney costs.
MOTION by director Brummett to approve assignment of the lien by the Castle Pines North Master Association against the specified property. In exchange, Castle Pines North Master Association will receive payment in full of all dues, late fees and attorney costs; Thompson seconded; motion approved and carried.
Hold Harmless Agreements
McDade addressed the fact that she continues to work on obtaining hold harmless agreements from certain HOA’s with CPN. Letters were sent in February with follow-up calls being placed in April. If these are not obtained it is uncertain what impact this will have on our insurance renewal.
System Security and Hosting Changes
Last month the Association completed the change to the new web server which includes the Association’s email system. Currently, systems administrators are working on fine tuning the server, flagging potential spam and monitoring virus hits. The server-level anti-virus program has successfully blocked all known viruses from being passed on to our board members, volunteers and staff. If anyone receives a message that appears to contain a virus via their cpnhoa.org email address, please email sysadmin@cpnhoa.org with information surrounding the email message. Next, the Association will begin to work on illicit email address harvesting by outside sources from our website. This item will be taken off the Board agenda as all future work is very technical and will be addressed as needed.
Programming for Email Alerts
The first testing of the web-based program for sending community email alerts is being worked on with beta testing beginning in the next couple of months. Eventually, this will enable authorized sub association representatives to send emails directly to their members, while maintaining the security of the list. Several smaller neighborhoods will be used in the initial testing with McDade continuing to send community emails until the new program is fully functioning.
Programming for Sub-Association Information
The Access programmer is continuing work on database modifications to capture detailed information about sub-associations. Work will begin later on the program to display this information on the web site with expected completion into next year.
6. COMMITTEES - COMMUNITY ACTION
Nuzum reported that Safety Committee Chair Janet Conner continues to work with each of the emergency preparedness agencies that serve our area. She and other committee members continue to check into the feasibility of emergency sirens, radios, and internet-based programs for providing ways to keep CPN residents better informed of emergency situations. The committee is also working with the agencies to assure that there is a good emergency plan that integrates all of CPN’s unique needs.
As a result of a Safety Committee meeting with the Douglas County Traffic Department earlier this year, the County has determined that modifications are needed to help with the flow of traffic from south bound Monarch to east bound Castle Pines Parkway during peak traffic times. The County is implementing changes effective today. CPN’s Safety Committee did not get an opportunity to review the changes prior to implementation, and will monitor the effectiveness of the changes and follow up with the County if further adjustments are needed. The Committee will also follow up on other traffic changes that were requested at the initial meeting with the County.
Carol Finnegan has begun to research crime reports within the CPN area in order to help detect possible crime patterns allowing for better communication to our residents. While most reports are related to isolated incidents that do not have broad public impact, residents will be notified if there are any situations where they should be more vigilant about security precautions.
Stopps noted that the DRC received a request from a Claremont Estates resident with respect to a new color configuration for their home. Stopps responded and made needed recommendations and approval was given.
A Forest Park resident requested assistance with a play structure issue involving The Ridge Golf Course property. Stopps met with the resident and suggested that contact be made with the corporate owner of the golf course in an effort to resolve his concerns.
Castle Rock Bank
There is no new information to report on Castle Rock Bank, our referral comments have been submitted and the county will take this into consideration on the final requirements for the remodel of the existing building. This item will be taken off the agenda.
New Commercial Development and CC20 Update
Nuzum reported that the Development Committee has learned that there may be negotiations underway for developing the commercial piece of the LaGae property located on the north side of Castle Pines Parkway and next to the DCS Montessori, and for the land south of Castle Pines Parkway, west of LaGae Road (behind the homes in Royal Hill); the committee has not heard of the potential owner/occupant(s) and will continue to check on the status.
To date, the committee has not heard of any firm activity with respect to CC20, the commercially-zoned land located at the North West corner of Castle Pines Parkway and Monarch. The only movement is that the parcel is being presented to the county for subdividing, breaking the parcel into smaller sections.
The committee has designed a survey for residents to provide input as to the types of development that would be as compatible with our community as possible. The survey is posted on the CPN web site and residents not having internet access can request a copy by calling 303-482-3078. The surveys will also available for residents to complete at the community BBQ. The committee will summarize the results for potential business owners and our community.
7. COMMITTEES-MASTER ASSOCIATION
Master Association Communication
Nuzum reported that the communications group is rebuilding the group’s story list after a computer program failure, establishing timelines, assigning personnel and deadlines for newsletter, web and email communications.
Roberts reported that she and Kollmar are working on newcomer packets for new Castle Pines North residents and establishing a newcomer coffee on a regular basis.
The Association is moving forward with establishing a more visible presence at community events and the communications group is beginning by having a “Castle Pines North Master Association” table at the BBQ this weekend. This will provide a place for direct contact with CPN representatives and a venue for questions and directions as needed.
Web
The webmaster has been busy updating the site.
Newsletter
The next Connection deadline is September 15th for the October/ November issue.
Nuzum noted that Social Events Coordinator Kenny is currently working on the CPN Summer BBQ. The picnic is scheduled for August 21 from 4:00 p.m. to 7:00 p.m. at Coyote Ridge Park.
Nuzum reported that Janet Moore is working on coordinating this year’s Octoberfest on behalf of the Castle Pines area businesses. The Master Associations’ involvement with this event has not been determined.
8. PARKS AUTHORITY
McDade reported that there was not a Parks Authority Meeting this month and will report at the next meeting.
9. METRO DISTRICT UPDATE
Roberts reported for the Metro District stating that the most important news is the board vacancy on the Metro District Board. An appointment will be made in the near future.
The next Metro District community meeting is scheduled for Monday, September 20, and all residents are encouraged to attend.
The Metro District has hired a new Parks and Open Space Manager, Charlie Fagan. The District continues to plan on a Fall ground breaking for Castle View Park and also plans on starting the phased landscaping projects along Monarch Blvd. to the north.
10. OLD BUSINESS
Nuzum reported that the HP HOA Manager had contacted her to report there have been changes to the Hidden Pointe Board of Directors. The Hidden Pointe HOA has approved an increase in the number of board members from 3 to 7, and new board members have been elected. Nuzum also reported that the HP HOA Manager and the new board members have asked to defer plans for sitting down to discuss the lawsuit until they have had the opportunity to go over the history of past actions and better understand the needs of their community.
The Master Association, Metro District, and Parks Authority have put further action in the Hidden Pointe lawsuit on hold pending communications from the new HP HOA board.
The HP HOA has not named a new Delegate to the Master Association. Hidden Pointe residents who have questions as related to the Master Association should contact the association at 303-482-3078 or email admin@cpnhoa.org.
McDade and Gibbens have not received updates or corrections from all board members and delegates. Board members and delegates are reminded to please send McDade any thoughts, ideas or updates to draft 3 of the Sign Guidelines prior to next month’s meeting.
Signage issues are becoming a greater issue with CPN residents and clarification of county regulations and CPN guidelines need to be expedited.
Gilbert reported with the passage of the Buddy Bill further clarification needs to be made and he will report next month.
Thompson reported that construction has begun on the power line rebuild. The Metro District has approved the use of District roads to avoid the unnecessary clearing of the native scrub oak in an effort to keep project environmental damage minimal.
Thompson will field questions or concerns about the project and can be reached by emailing
powerline@cpnhoa.org.
Shul stated that the next FAA meeting is in a few weeks and a report will be given next month.
Shul continues to encourage residents tired of aircraft noise to call the Centennial noise complaint number, with the date, time and description of aircraft if available, 303-790-4709.
Nuzum reported we continue to work on residents’ concerns regarding school capacity issues. She has shared the CPN build-out statistics with the Principal of Timber Trail, and McDade will seek of the build-out numbers for Castle Pines Village to be able to present data for the entire attendance area to the School District.
11. NEW BUSINESS
Thompson noted that a Hamlet resident reported his concern regarding cellular phone service coverage in CPN. McDade noted that another cellular service provider is installing an antenna at the CPN Metro District building, and customers of some cellular providers are seeing service improvements. Nuzum noted that most residents report they are able to obtain adequate service, sometimes with different service providers providing better service in a specific location within the community, and that some areas have poor service due to the topography of the land.
Nuzum noted that one resident has considered leading an effort to survey CPN residents about the coverage by provider and location within CPN, which could help residents choose the best service provider for their specific area; this effort will proceed if volunteers come forward to lead it. A suggestion was also made to visit www.comparewireless.com to check services and coverage area.
Gibbens noted that planning is underway for the November 18, 2004 Annual Meeting. Letters to the Delegates and managers will be going out in the next month for verification of each District’s delegate and number of homes.
Nuzum noted that Annual Meeting agenda items will be discussed at next month’s meeting. A suggestion was made to invite Charlie Fagan, CPN Metro Parks and Open Space manager to the meeting, Roberts will check into his availability.
12. ADDITIONAL HOMEOWNER INPUT
There was no additional homeowner input.
13. NEXT MEETING
Next Board Meeting:
September 16, 2004, 7:00 p.m. – Regular Board Meeting
MOTION to adjourn by Thompson; seconded by Shull; motion approved and carried. The meeting was adjourned at 9:07 p.m.
Respectfully submitted,
Alison Gibbens
Recording Secretary
Approved ___________________________________, 2004
___________________________________ ____________________________________
Secretary President
