1. CALL TO ORDER
The September 16, 2004 meeting of the CPN Master Association Board of Directors was called to order at 7:08 p.m. A quorum was established.
Attendance
Directors present: Linda Nuzum, Sheri Brummett, Bruce Thompson, Doug Gilbert and Brian Stopps
Directors absent: Maureen Shul and Jason Gibb
Delegates present: Ted Lohr, Carol Finnegan (temporary delegate, The Retreat), Rita Coltrane and Elisa Trebilco
Delegates absent: Barbara Saenger, Bob Micho, Nancy Clarke, Connie Dahl, Chris Fellows, Debbie Smith, Doug McCormick, Ken Naes, and Mark Feilmeier
Staff: Cheryl McDade, Alison Gibbens, Tim Gamble, Julianne Kemp, Carla Kenny and Lane Roberts
Guests: Mike Riggle, Stonecroft and Linda and Ryan Day, HOA #2
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 Social Events report to the beginning of the meeting; seconded by Brummett; motion approved and carried.
2. MINUTES – August 19, 2004 Minutes
MOTION by Thompson to accept the August 19, 2004 minutes noting the correction of the date at the top of pages 2-7; seconded by Stopps; motion approved and carried.
3. OPEN FORUM
There were no homeowners present requesting to speak during the open forum.
6. COMMITTEES - COMMUNITY ACTION
Nuzum noted that in previous years, the Master Association’s fall event has been to jointly sponsor the Octoberfest event with a committee of CPN-area businesses. CPN residents have indicated they enjoy the event, but the growing popularity of the event for non-residents has led the board to conclude that the Association should no longer use dues money to plan and organize the event. This year, the business committee will host and organize the event, the Master Association will have a booth, and the Association has a new event in the planning stages for this winter.
The Association’s events planner, Carla Kenny, reported that the Master Association’s booth at Octoberfest will highlight the association with a park map, questionairres and representatives present to answers questions. A clown has also been scheduled to entertain children who attend.
Inital planning has begun for the new winter event. Details are being looked at for a Castle Pines North Winter Sleigh Ride to be held December 13, 14 and 15, 2004. Departure would be from the HOA #2 Clubhouse with refreshments available indoors. Kenny has tentatively scheduled 2 carriages for the event that would leave the clubhouse every 30 mintues. Sign up would be via the website beginning November 1. There will be times when attendence will be geared for adults. Kenny stated that this event would absorb the remaining social budget and surpluses from previous years. Stopps inquired if snow would prohibit the event from being held if inclimate weather were an issue, Kenny replied that it is not a factor.
MOTION by Thompson to support the CPN Winter Sleigh Ride Event; seconded by Gilbert; motion approved and carried.
Gibbens will check with the HOA #2 Clubhouse Chairperson for availability on the nights of December 13, 14 and 15 and report back to Kenny.
4. MANAGEMENT/FINANCIAL
Monthly financial & Statistics Report
The monthly financial and statistics report for August was distributed along with September payables.
McDade reviewed the financial report for August. The Association has a total of 2,937 master association member homes with a total of 71 homes closing (30 new homes, 39 re-sales and 2 lots). The Association continues to be in good financial standing with August being a record month for closings.
McDade noted that the newsletter had a very good August/September issue with income just over $1,000, exceeding the goal of the newsletter to break even in production costs. Nuzum reiterated the need to engage contractors to fill in where volunteers have not stepped up. McDade noted that for this year, we are under budget in some areas, and over budget in others; this year’s actual expenses will provide the basis for budgeting next year.
Dues Payment Status
McDade noted that the association continues to collect 2004 dues through closings and the annual billing for 2004 is basically over with liens having been filed. This item will be removed from the agenda.
Approval of the Financial and Payables
Brummett MOTIONED to accept the August Financial Report and the September Payable Report; Thompson seconded; motion approved and carried.
2003 Review and Tax Return
McDade reported that this was presented last month.
McDade reported as part of preparing for next year’s budget, she visited current CPN builders to obtain their build out projections. At August’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, McDade requested that anyone not present last month who is interested in viewing the data please consult her and she will provide the needed information.
Nuzum reported the board intends on having a first draft of the 2005 budget ready for next month’s meeting. Gibbens will be contacting the board to schedule a workshop to prepare the draft to present at the October meeting and the November Annual meeting.
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 next month. 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 live during the initial testing with McDade continuing to send community emails until the new program is fully functioning.
Sub-Association Information
Fischer has begun the process of collecting sub-association information from each of the different sub associations while the Access programmer continues to work on database modifications to capture the detailed information. Work will begin later on the program to display this information on the web site with expected completion into next year.
Phone Call Routing
The association currently uses a phone system that routes calls to various contractors with emergency calls going directly to Gibbens. Recently, we have begun to go through the system in detail and changes will be made allowing for shorter greetings and more direct routing of calls.
5. 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.
As a result of a Safety Committee meeting with the Douglas County Traffic Department earlier this year, the County has modified the traffic controls at the intersection of Monarch and Castle Pines Parkway. This change has improved the problem with south bound Monarch to east bound Castle Pines Parkway traffic, however there are now signal timing problems for traffic on the Parkway. Conner will continue to follow up on this and 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. Brummett recommended that reporting be formatted in an easier, quick read format and McDade will work with Finnegan to modify the reporting method, and provide Finnegan with a listing of CPN streets to help in her research.
New Commercial Development and CC20 Update
Stopps reported that he continues to keep an eye on the development at CC20, the commercially-zoned land located at the North West corner of Castle Pines Parkway and Monarch. To date, the committee has not heard of any development plans for this land; the only activity is that the land owner is in the process of submitting a plan to the county for subdividing, breaking the parcel into smaller sections.
Nuzum reported that residents are continuing to respond to the survey regarding the types of development that would be as compatible with our community as possible. The survey will remain open until October 31. It is posted on the CPN web site and residents not having internet access can request a copy by calling 303-482-3078. The committee will summarize the results for potential business owners and our community.
HOA #2 Trail
Stopps reported that HOA #2 builder, Writer, now Standard Pacific, did not complete a portion of proposed trail in the Noble Ridge neighborhood. The master association supports completion of all trails that were included in the community master plan, and will work with HOA #2 to pursue the completion of this project.
6. COMMITTEES-MASTER ASSOCIATION
Master Association Communication
Roberts distributed the current story list, which indicates the writers and deadlines for newsletter, web and email communications.
Roberts reported that she and Kollmar are working on the CPN Newcomer Coffee for residents who closed in June, July and August. This event will be advertised in the next Connection, through invitation and email. The event is scheduled for October 14, at BB’s Coffee House. Roberts showed the prototype folder that will be distributed to all new residents with quick reference pages and information sheets.
The “Castle Pines North Master Association” table at the BBQ was a big success and will be at all future community events. This will provide a place for direct contact with CPN representatives and a venue for questions and directions as needed. CPN representatives were also able to collect additional commercial development questionnaires during this event.
Roberts reported that the Association has received a number of calls requesting an updated CPN Community Directory. In the past, this has been sponsored by Duke Fyffe, but it was last updated more than two years ago, and we have learned that the publisher will no longer be producing the directory. Roberts is checking into having the Master Association publish the directory as part of our overall communications package. The board directed Roberts to continue to pursue this idea and present a specific plan.
Web, Email, Newsletter
The October/November Connection deadline was yesterday with production beginning right away.
The webmaster communicated that website visitation numbers continue to explode with approximately 366 visits per day. Visitors are staying longer and looking at more pages. The site has many features that are more active, the bulletin board, churches, pictures and timely news.
Nuzum noted that there is no report this month.
Social Events was reported on earlier in the meeting.
7. PARKS AUTHORITY
McDade reported that the Parks Authority Meeting has not yet been held this month Roberts will report on park construction status as part of the Metro District update.
8. METRO DISTRICT UPDATE
Roberts reported the next Metro District community meeting is scheduled for Monday, September 20, and all residents are encouraged to attend. Topics being discussed that evening include upcoming landscaping projects, park update and a general Metro Distinct report.
Roberts touched on Castle View Park stating that the groundbreaking is delayed until January while the District and Parks Authority is working out the final alignment of the access roadway into the park. LaGae Road will be extended northwest through the commercial properties into the park.
The District also installed two new emergency call boxes provided by the county. These are direct emergency call boxes for 911 purposes only, no out going calls can be made from these boxes.
Roberts reported that well #2 on Monarch by Buffalo Ridge is operational and landscape restoration has begun.
Roberts communicated that there have been many inquires about the equipment located at Monarch and Castle Pines Parkway and she reiterated that this equipment was simply being stored on the property during the road construction that took place on Monarch to the north of Castle Pines Parkway.
10. OLD BUSINESS
Gibbens reported that delegate verification letters have gone out to the delegates, management companies and residents of Huntington Ridge and Claremont Estates asking all for both number of homes and delegate verification.
Gibbens announced that the CPN Metro District’s administrative assistant has made a scheduling error, and has double booked the community center during our annual meeting date of Thursday, November 18, 2004. Even though our reservation had been booked first, she accepted another reservation that overrides ours. Gibbens and McDade presented their research of alternative locations. After lengthy discussion, the board and delegates requested that we keep the meeting at the Community Center, and change the date to Tuesday, November 16th. The Metro District has agreed to pay all expenses related to sending notices of the meeting change. Gibbens will send a meeting change notice to all delegates, management companies and residents of Huntington Ridge and Claremont Estates. The date will be correct in the next issue of the Connection.
Discussion surrounding the agenda followed and the general outline of the meeting will include a presentation by Charlie Fagan, CPN Metro District Parks and Opens Space Manager, a year in review, 2005 budget presentation and the board election.
McDade and Gibbens have completed draft 4 of the Association’s Sign Guidelines from the suggestions received. They plan on meeting with representatives from the Douglas County zoning and traffic departments who are responsible for enforcing county sign regulations and have recently been picking up signs in our community. This meeting should define the County’s role in the process and allow us to proceed with completing our Sign Guidelines.
Nuzum reported that all legal activities are temporarily suspended to give the new Hidden Pointe HOA Board an opportunity to address the matter with Hidden Pointe homeowners. The HP HOA board is conducting a survey, and will hold a homeowners meeting on September 30.
The HP HOA has renamed Rite Coltrane as HP Representative to the Master Association.
Gilbert reported, with the passage of the Buddy Bill allowing a “one bite” rule and limiting breed restrictions, that developing CPN-specific regulations is not appropriate. Furthermore, the issue that brought this to the table does not exist anymore and Gilbert requests that this item be taken off the agenda.
Douglas County is the governing agency for CPN residents having dog issues. Douglas County Animal Control can be contacted at 303-660-7529.
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. Roberts reported that Xcel predicts completion in April, 2005.
Thompson will field questions or concerns about the project and can be reached by emailing
powerline@cpnhoa.org.
Nuzum reported that Shul will send the air traffic report to Gibbens for distribution as Shul is unable to attend this evening.
Nuzum reported that the proposed Charter School has filed its application with the Douglas County School Board and the school board is expected to make a decision on November 2, 2004. The school is still seeking a temporary location until the permanent school can be built. Roberts requested anyone knowing of a possible facility to please contact her or any member on the charter schools steering committee.
11. NEW BUSINESS
There was no new business.
12. ADDITIONAL HOMEOWNER INPUT
There was no additional homeowner input.
13. NEXT MEETING
Next Board Meeting:
October 21, 2004, 7:00 p.m. – Regular Monthly Meeting
November 16, 2004, 7:00 p.m. – Annual Meeting
MOTION to adjourn by Brummett; seconded by Thompson; motion approved and carried. The meeting was adjourned at 9:12 p.m.
Respectfully submitted,
Alison Gibbens
Recording Secretary
Approved ___________________________________, 2004
___________________________________ _______________________________________
Secretary President
