1. CALL TO ORDER
President Linda Nuzum called the June 17, 2004 meeting of the CPN Master Association Board of Directors to order at 7:07 p.m. A quorum was established.
Attendance
Directors present: Linda Nuzum, Cheryl McDade, Maureen Shul, Sheri Brummett, and Bruce Thompson
Directors absent: Doug Gilbert and Brian Stopps
Delegates present: Ted Lohr and Elisa Trebilco
Delegates absent: Bob Micho, Nancy Clarke, Connie Dahl, Chris Fellows, Debbie Smith, Doug McCormick, Jason Gibb, Ken Naes, Barbara Saenger, and Mark Feilmeier
Staff: Alison Gibbens, Tim Gamble, Melanie Fischer, Lane Roberts and Sharon Kollmar
Guests: Carol Finnegan and Debbie Miller, The 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.
MOTION by Thompson to accept the agenda, moving the Business Relations/Advertising agenda item to the beginning of the meeting, following the Open Forum; seconded by Brummett; motion approved and carried.
2. MINUTES
MOTION by McDade to accept the May 20, 2004 minutes, seconded by Thompson; motion approved and carried.
3. OPEN FORUM
Nuzum noted that none of the homeowners or guests present requested to speak during the Open Forum.
Kollmar presented an advertising situation that occurred in the April/May issue of the Connection. Kollmar took responsibility for the situation and felt that the association adequately addressed the issues with the advertising company.
MOTION by Brummett to offer as final restitution 1) a free half page ad in the next issue of the Connection or 2) a refund; seconded by Thompson, motion approved and carried.
4. MANAGEMENT/FINANCIAL
The monthly financial and statistics report for May was distributed along with June payables.
McDade reviewed the financial report for May. She noted that as of the end of May, we had a total of 2,850 master association member homes with a total of 45 homes closing (24 new homes, 18 re-sales and 3 lots). The Association continues to be in good financial standing and if closings continue at this rate we are on target to exceed the projected increase in new members for the year.
McDade noted that second bills were sent to 189 residents with the $50.00 late fee assessed on these statements. Over 93% of all CPN homeowners are paid in full for association dues for 2004.
McDade further noted we currently have large cash positions at our financial institutions, as most of the annual dues have been collected but the remainder of the year’s expenses has not yet been incurred. These positions will continue to decrease as the year goes on.
Delegate Lohr inquired about communication expenses and McDade reiterated the need to hire staff to write for the Connection, website and other areas due to the lack of volunteers. “Other Communication Expense” is a new line item in the budget and will need to be planned for in next years budgeting. Overall, the budget for this year should even out for the fiscal year end.
Thompson MOTIONED to accept the June Financial Reports, the July Payable Report; Brummett seconded; motion approved and carried.
System Security and Hosting Changes
The Association completed the change to the new web server which includes the Association’s email system. A few small glitches were experienced, but overall the transition went smoothly. It has become apparent the administrative address the association uses for emails attracts a large amount of SPAM. A change in this address is being considered to help eliminate excess and unwanted email. Residents will be notified if this change occurs.
Programming for Sub-Association Information and Email Alerts
Nuzum communicated that the Access database programmer is in the testing phase for expanding the Association’s core database to pull together information regarding the neighborhood associations. The next step will be to collect and validate the information. Nuzum introduced Retreat resident, Debbie Miller. Miller will contact each sub-association to confirm the sub association information and establish a process for keeping the information updated. It is expected that web display of this information could be “live” in the next year. In addition, we will develop a web program that would enable authorized sub association representatives to send emails directly to their members, while maintaining the security of the list.
5. COMMITTEES - COMMUNITY ACTION
Nuzum reported she, Lohr and committee chair Conner attended a meeting today with the Douglas County Sheriff’s office. The sheriff’s personnel confirmed that a mistake was made during the Cherokee Ranch Fire in defining the area to receive the reverse 911 calls; the 911 system itself worked as expected. This exchange made it evident that the association will need to continue its efforts to familiarize county emergency services with our area. Trebilco also mentioned the school districts involvement and the communication that was missing with respect to the location of children, the inability of families to get to their children and families not knowing if their children were home or at the evacuation site at Douglas County High. The next step for the committee is to work directly with our patrol units, the fire department and school district regarding planning for emergency situations.
Nuzum also reported that the Douglas County Public Works division has begun to adjust traffic light timing and is taking traffic counts as first steps to address issues discussed at the Safety Committee’s recent meeting with the County regarding traffic signals, intersection, and other traffic safety concerns. Nuzum iterated that Douglas County is overwhelmed with requests and suggests that residents also contact the county directly with their “hot button” concerns; bringing these items up continually will hopefully escalate our issues.
Castle Rock Bank
Douglas County has received response from Castle Rock Bank pertaining to CPN and agency referral comments. The county seemed to be responsive to most comments and concerns. The two items from the DRC committees’ referral response that are still unresolved are:
1) Roof color - Our request was that it be similar or the same as Safeway’s or King Soopers – they have narrowed there choices down to two, one of which is the Safeway color and the other would be much less desirable.
2) Wall-mounted light fixtures - Our request was that these be similar to those at the Bankwest building and the multi-tenant buildings south of the Bankwest building. From a scale standpoint, they can’t be the same fixtures, but similar in design. They appear to have modified their original fixture slightly so that the bulb does not extend below the bottom of the fixture as we requested. Stopps feels less strong about this issue and will defer to their architectural designers.
Stopps will send a letter to the county and possibly corporate officers of Castle Rock Bank to state our preference of the “Champagne” colored roof over the other stated possible color.
CC20 Site
Stopps’ report indicated that the county has had very preliminary discussions with representatives of the owners of this site and a pre-submittal discussion of the owners’ plans to develop the site. CC20 is located at the North West corner of Castle Pines Parkway and Monarch, and is zoned for commercial development. Stopps will check the original PUD documents and report back next month. Several individuals present at the meeting expressed interest in working with Stopps to review to potential development on this parcel.
6. COMMITTEES-MASTER ASSOCIATION
Roberts reported that the Metro District and the Master Association are planning a campaign to further educate residents of the differences between the Metro District and the Master Association. Objectives and methods are still being formulated to help with the identity confusion. Ideas being discussed include welcome packets and a welcome coffee. Roberts also discussed the actions to be taken to assure that the Master Association is clearly identified at association-sponsored events.
Roberts introduced the idea of changing the Association’s name because of the close similarities between the Metro District and Master Association. It was felt that the Castle Pines North Master Association name recognition is increasing and that any change to this identity could further confuse residents and new home owners.
For May the website had approximately 277 visitors daily.
This item was moved to the beginning of the meeting.
Nuzum reported Social Committee Chair Kenny is currently working on the CPN Summer Picnic. The picnic is scheduled for August 21 from 4:00 p.m. to 7:00 p.m. at Coyote Ridge Park.
Nuzum further noted that the Village Square business representatives which jointly sponsored Octoberfest last year have not yet activated a planning committee, and that she had talked with business leaders regarding concerns that continuing joint sponsorship could hinder the goal for clearly identifying Master Association events. Nuzum and Kenney will continue to pursue the best approach for the Master Association’s fall event. Brummett asked that additional activities geared to adults be included in the planning.
7. PARKS AUTHORITY
McDade presented the most recent plans for the new park to be located off of Castle Pines Parkway at LaGae Rd. to the north. The Parks Authority expects to break ground late fall.
A contest is currently underway for the naming of the park and with announcement scheduled for Monday, June, 21 at the Metro District Community meeting.
8. METRO DISTRICT UPDATE
The next Metro District Community Meeting is scheduled for this coming Monday night at 6:00 p.m. at the Community Center. Roberts noted that several areas will be covered including a directional well update, storm drainage reminder, water budget information, conservation ideas and tips, and recognition for the local Eagle Scout who completed the trail mile-marker project. All residents are encouraged to attend.
The Metro District has hired a new Parks Director who will be able to devote full time to parks and open space in CPN. With the filling of this position, the district will fulfill one of its charter goals and take a more proactive role with CPN parks and open space.
McDade reported the district has begun the first phase of landscaping under the new long term landscaping plan.
Nuzum reported there is an off leash park by the Glendale Open Space area at the Surrey Ridge exit. As you go in the open space area it is located at a hard right once in the gates.
9. OLD BUSINESS
Nuzum followed up that Romar HOA residents who attended last month’s meeting have resolution to some of their issues and were give direction on other issues. The residents have contacted the Master Association to express their appreciation for help in getting the issues addressed.
Nuzum reported the Association’s attorney has formally updated the lawsuit to include the CPN Metro District and Parks Authority, and naming of potential witnesses for the case is complete. Our attorney has received notice from Hidden Pointe’s attorney that the HP board is now interested in sitting down and talking; a meeting will be scheduled once Hidden Pointe’s attorney returns from vacation.
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 presented the third draft of updated sign guidelines. All board members and delegates were asked to review the document and submit suggestions to McDade prior to next month’s meeting.
With the development of the guidelines, comes the need for an enforcement structure. The association would need to engage an additional contractor for implementation and enforcement of these guidelines and budgeting would need to be established for next year.
Gibbens reported that Gilbert is out of town and there are no updates at this time.
Nuzum reported that our attorney has learned Xcel is in the process of filing with the PUC to build an additional power plant in Pueblo, and it is likely that the lines going through CPN would be used as one of the transmission corridors for this project. This is expected to lead to upgrading the middle set of lines to the equivalent of the rebuilt eastern set. This application will be the first test of the new state legislation where the PUC sets noise standards on future utility right of ways, easements and upgrades. The Powerline committee will monitor this application.
11. ADDITIONAL HOMEOWNER INPUT
No input.
12. MEETING DATES
Next Board Meeting:
July 15, 2004, 7:00 p.m. – Regular Board Meeting
MOTION to adjourn by Brummett; seconded by McDade; motion approved and carried. The meeting was adjourned at 9:07 p.m.
Respectfully submitted,
Alison Gibbens
Recording Secretary
Approved ___________________________________, 2004
___________________________________ ________________________________________
Secretary President
