1. CALL TO ORDER
President Linda Nuzum called the January 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, Sheri Brummett, Brian Stopps, Doug Gilbert and Maureen Shul
Directors absent: Bruce Thompson
Delegates/ Representatives present: Lloyd Saenger (Barbara Saenger), Rita Coltrane, Elisa Trebilco and Ted Lohr
Delegates/Representatives absent: Bob Micho, Nancy Clarke, Mark Feilmeier, Connie Dahl, Chris Fellows, Debbie Smith, Steve Mimnaugh and Linda Sweetman-King
Staff: Alison Gibbens, Tim Gamble, Lane Roberts, Melanie Fisher, Carla Kenny, Sharon Kollmar and Kathleen Nash
Guests: Steve Tschke, HOA #1 and Michael Centalo, HOA #1
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 McDade to accept the agenda with the following change; move 10 B. Pet Policies to after 4. Committees-Master Association, seconded by Brummett; motion approved carried.
2. MINUTES
MOTION by Stopps to approve the December 4, 2003 minutes, seconded by McDade; motion approved and carried.
3. OPEN FORUM
Nuzum noted that none of the homeowners present were requesting to speak during the Open Forum.
4. COMMITTEES-MASTER ASSOCIATION
Master Association staff was present to discuss accomplishments for 2003, and goals for 2004.
Nuzum outlined CPN communications and changes to the structure moving into 2004. Management of all of the Association’s communications channels has typically fallen under administrative duties and it has become apparent that as the community grows there is a need for a better and more cohesive structure. Melanie Fisher will head up this area as the key contact for all communications; website, newsletter and community emails. She will be responsible for disseminating information to the correct publications and personnel.
Nuzum also announced that the Master Association has engaged Lane Roberts to serve as the Association’s Media Relations contact. After having been misrepresented several time in the press, the association has taken a “no speak to the press” stance and Roberts will be the contact in this area as well as give guidance to those who have contact with outside representatives. Delegate Trebilco confirmed that this was a good idea and that positive media exposure is essential.
The Connection received a face lift this year. Nash noted that we also changed printers, mailing houses and streamlined production by converting to electronic publishing. These changes have shortened the distribution time with residents receiving a better quality product in a timely manner. Nash introduced a new feature to the Connection, a home based business directory starting with the next issue. Nash also presented copy and ad deadlines for 2004. They are January 15, March 22, May 15, July 15, September 15 and November 15. Sub associations are encouraged to make note of these dates for timely submittal of HOA information. Going into 2004, Nuzum sees the need to train a backup publisher and create a network of sub association representatives to facilitate communication from the sub associations for newsletter content.
Nuzum stated the need to develop an email schedule with consistency but not as regular as the Connection. The Master Association continues to offer the service of sending emails from sub associations targeted to specific neighborhoods. Currently, the Master Association staff sends the messages on behalf of the sub-associations, to ensure that the email list remains private. Programming is being sought to enable the sub-associations to send their own messages while maintaining email privacy.
The 2004 goal for the web site is to continue to review and update all web pages and content along with train back up in web publishing. Nuzum reiterated the intent to have all sub associations use the web site to its fullest with pages being kept current and documents posted for easy resident access. Any changes or updates to the web site should be emailed to webmaster@cpnhoa.org. Nuzum stated that we continue to clean up dated material and improve the site. Anyone that has comments for website improvements is asked to pass their suggestions on to the Webmaster. Moving forward the association is also looking into programming that will allow the web site to look to the database for property and HOA specific information.
Sharon Kollmar, CPN Business Relation Representative, presented a recap of 2003 noting that the redesign of the Connection in conjunction with the newly designed sponsorship packages and letterhead were one of the main focuses for 2003. She noted obtaining $2,900 in sponsorships for the BBQ and Easter Egg Hunt, which directly offset our expenses for these events. Maintaining a relationship with the CPN businesses is her key focus along with working with the retailers on adverting in the Connection. Going forward in 2004, Kollmar expects to see increases in advertising and sponsorships along with the development of better demographic information, web advertising and the structuring of new advertising agreements and contracts.
Brummett suggested a “local business” directory and Kollmar will check into the possibility of a simple listing and how that would tie into advertising.
Social events coordinator, Carla Kenny, presented the social events calendar for 2004 which will continue with the traditional Easter Egg Hunt (April 3), Spring Community Garage Sale (May 21), Summer Family BBQ (August 21) and the Octoberfest (TBD. Kenny reminded everyone that the committee is always in need of more volunteers. Anyone interested can contact Kenny by emailing social@cpnhoa.org. It was requested the Master Association designate a “Garage Sale Day” in the fall that is not organized by the MA, but will allow residents to post signs along the parkway.
10. NEW BUSINESS
Board Member Gilbert introduced a referral from the HOA #1 Board to look at the issues surrounding “vicious” dogs as they relate to homeowners in CPN. He stated that associations/cities/neighborhoods across the country are looking at this same issue and some have acted on the findings by banning certain breeds. Gilbert volunteered to chair a committee to study the issue of vicious animals. It is anticipated that Gilbert will make a presentation of the committee's findings at the March board meeting.
Nuzum wants through research into rules vs. enforcement and liability. Gilbert noted that he sees the Master Association taking a compliance stance and not an enforcement stance as related to the issue.
Michael Centalo, HOA #1 resident, sited the situation he is in with a neighboring dog and expressed the desire for this not to happen to others. He detailed the situation and many present made constructive suggestions of possible intervention methods for him to check into as for immediate resolution to the public safety issues he described. There are several agencies that have the ability to help in these situations.
HOA #1 resident, Steve Tschke, introduced himself and spoke as another concerned resident voicing his opinion against allowing certain dog breeds within Castle Pines North. He presented documented cases where harm had been inflicted by certain canine breeds and a list of some communities that have declared a ban on some breeds.
Nuzum restated that the issue of dogs running loose needs to be reported to the county where there are existing laws and animal control officers who provide animal control services.
5. MANAGEMENT/FINANCIAL
McDade noted the primary management goal for 2004 is that the Master Association will be back on the regular billing schedule for 2004, with invoices going out in the 1st quarter. It continues to be a goal that current and new residents are educated to the confusing dues structure of their various homeowner associations.
Nuzum presented a newly created document showing "My Home In…" that reinforces where each property receives services from. This document will be reproduced for each neighborhood and modified with the correct information.
The monthly financial and statistics report, dues payment status, financials and payables for November and December were distributed.
McDade reviewed the financial report for November. She noted that for the month of November we had a total of 2,683 master association member homes with a total of 46 homes closing (30 new homes, 12 re-sales and 4 lots). The total number of new homes for this year remains on budget. The Association continues to be in good financial standing.
McDade reviewed the financial report for December. She noted that for the month of December we had a total of 2,714 master association member homes with a total of 54 homes closing (33 new homes, 20 re-sales and 1 lot). The total number of new homes for this year exceeded projected budget numbers for 2003. The Association continues to be in good financial standing.
McDade noted that the newsletter, which has a goal of being self-funding, had a net cost of $849.99 on the October/ November issue and for the year was $348.97 over budget.
McDade noted the association sent out intent to lien letters on 11/22/03 to homeowners who have not paid their 2003 annual association dues. The lien letter included the mandatory late fee of $50.00 as outlined in the Master Association Declaration section 8.9.1. and gave a December 31, 2003 final payment date. As of December 31, 2003, 56 members are not current with the Master Association. Liens will go to the attorney in January for processing.
Brummett MOTIONED to accept the November and December Financial and Payable Reports; Shul seconded; motion approved and carried.
McDade readdressed the proposed billing date for 2004 suggesting a February 15 mail date with a March 31, 2004 due date.
Brummett MOTIONED for February 15 to become the standard billing date with a March 31 due date; Shul seconded; motion approved and carried.
McDade stated that we need to decide whether to allocate the $20,000 that was budgeted for Community Improvement Projects in 2003. The intent of this funding was to help supplement the landscaping along Castle Pines Parkway to the far west and Monarch to the north. This funding could also be applied to the budget overage in the legal area. She noted that there is enough in reserve to cover the budget overage and still keep the $20,000 in the Community Improvements line item. There was discussion on whether to carry this forward as a reserve or apply it to the legal cases that were addressed this past year.
Brummett MOTIONED to carry forward the $20,000 into the exiting reserve account, Shul seconded; motion approved and carried.
6. COMMITTEES - COMMUNITY ACTION
Forest Park Golf Ball Screen
Stopps reported that the golf ball screen issue in Forest Park has been resolved and the Forest Park Design Review Committee approved the final plans and all of the landscaping additions have been made except for the sod which will be installed in the spring. He also noted that a restrictive covenant has been placed on the property title which will carry forward in perpetuity. 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. Stopps requested that this item be taken off the agenda.
Forest Park Emergency Vehicle Access Road
Stopps reported that there are no new developments on the EVA access that has been established between Castle Pine Village and CPN at the base of Forest Park Drive near the Castle Pointe area.
Nuzum reported that committee chair, Janet Conner, is looking at public safety issues within CPN. The key areas she sees as needing to be addressed are Reverse 911, Emergency Preparedness, Traffic Problems, Vegetation issues surrounding areas with CPN and the removal of ambulance service from Station 36 (ours).
Anyone concerned with certain issues is encouraged to volunteer and can reach Conner’s at Safety@cpnhoa.org
7. PARKS AUTHORITY
The Parks Authority changed their meeting dates and has not yet met this month, so there is nothing to report on at this time.
8. METRO DISTRICT UPDATE
McDade reported that drilling will begin soon on the new well to be located off of Monarch and Hidden Pointe Blvd. The District will be sending surrounding residents a letter letting them know what to expect during the drilling process, and this will also be covered in the next Connection newsletter.
Several people commented that they appreciated the Metro District’s proactive approach to notifying homeowners about the water system maintenance. McDade will pass these comments on to the appropriate parties at the Metro District.
Residents that have questions or concerns about water/sewer in Castle Pines North are reminded to contact the Metro District directly.
9. OLD BUSINESS
Nuzum reported on the status of the lawsuit that the Hidden Pointe HOA filed against the CPN Master Association in September, challenging the validity of the contract which Hidden Pointe signed with CPN in 1999.
In late October, the Master Association’s attorney presented copies of all of the documentation related to the case to the Hidden Pointe HOA’s attorney. In November, Hidden Pointe’s attorney sent a letter indicating that the HOA Board intends to proceed with the lawsuit, and asked the Master Association’s attorney to prepare the legal pleadings that will be needed to prepare for the court case.
The Master Association’s law firm is now preparing for the court case. The CPN Master Association’s budget for 2004 appropriates additional funds to the ?legal expenses? category to be able to defend the Association against the lawsuit.
On December 18, the Hidden Pointe HOA held their annual meeting. A Hidden Pointe resident asked Nuzum to attend and be available to answer questions. Nuzum noted that there was discussion from residents, and that most of the residents present at the meeting asked their HOA Board to discuss the matter directly with the Master Association instead of going through the court system. Representative Coltrane also further reported that suggestions were made by Hidden Pointe residents that a mediation process is looked into. Nuzum reported that there has not been any communication from the Hidden Pointe Board or attorney since their annual meeting was held.
Nuzum further noted that the Master Associations’ attorney has filed the legal response as required by the Hidden Pointe lawsuit. The Master Association’s response includes a counter claim for reimbursement of legal fees and damages, but emphasized the Master Association’s interest in pursuing out-of-court discussions to reach an amicable solution rather than continuing to litigate the case.
Nuzum reported that the PUC Commission has held its hearing on Xcel’s application to build the upgraded lines. The PUC has not yet issued a written decision. The CPN committee will determine next steps once we receive the written judgment and our attorney has had the opportunity to review this document.
10. NEW BUSINESS
Due to meeting length, this agenda item was tabled until the February meeting.
12. ADDITIONAL HOMEOWNER INPUT
No input.
13. MEETING DATES
February 19, 2004, 7:00 p.m. – Regular Board Meeting
MOTION to adjourn by Gilbert; seconded by Brummett; motion approved and carried. The meeting was adjourned at 10:03 p.m.
Respectfully submitted,
Alison Gibbens
Recording Secretary
Approved ___________________________________, 2004
___________________________________ ________________________________________
Secretary President
