MINUTES

BOARD OF DIRECTORS MEETING

December 18, 2008

1.    CALL TO ORDER

A.    Introductions/Roll Call/Absences

At 6:10 p.m., President Maureen Shul called the meeting to order with a quorum of the Board present.

Directors Present:  Maureen Shul, Jennifer Havercroft, Earl Millspaugh, Rex Lucas, Andy Rhodes, Jim Steavpack and Jeff Huff

Directors Absent:  None.

Delegates Present:  Andy Rhodes, Maureen Shul, Jennifer Havercroft, Kim Hoffman, Cheryl McDade, Alison Gibbens, Dawn Besocke, Carol Langley-Finnegan , Suki Fitzgerald, Michael Henry and Barbara Saenger.

Delegates Absent:  David Necker, Jade Goldfogel, Lynn Stevens, John Keiley, Laurel Sjodin, Dawn Besocke, Joan Millspaugh, Shirley Beer-Powell and Richard Anderson.

Staff:  Tim Gamble, Garry Schaffer and Vickie Hunt

Guests:  Neil Preister, Greg Miller, Don Bobeda – Chamber of Commerce, Bill Schroeder – IREA, Carin Kirkegarrd, Linda Nuzum, Sharon Kollmar – Chamber of Commerce, Carla Kenny – Chamber of Commerce, Ted Lohr, Terri Wiebold, Dan Schatz and Susan Tucker.

B.    Board Meeting Process; Homeowner Input Guidelines; Sign in to Speak

Homeowner Input Guidelines were made available to anyone that wished to speak at this meeting.

C.   Additions/Deletions/Modifications and Approval of Agenda

Jeff Huff asked that the order of new business be changed by placing Approval of 2009 Budget, Decision on Proposal from the Castle Pines Connection, LLC as the first items in the same order.  He also asked that the item for Discussion/Approval of Migration of Banner Ads from master Website to Chamber Website be removed from New Business.

Motion by Andy Rhodes to approve the agenda with the changes and deletion to New Business requested by Jeff Huff, Seconded by Jeff Huff; Motion Carried and Approved.

2.    Presentations

Don Bobeda from the Castle Pines Chamber of Commerce spoke to the Board regarding their membership in the Chamber.  He explained the value of membership and of the different membership levels offered.  Don told the Board that the Chamber would like the Board to consider a membership of the $5,000 level.

The Board thanked him saying that they would take this under advisement and would make a decision soon.

Bill Schroeder from IREA spoke to the Board and owners present regarding the service and programs IREA provides.  He provided statistics on several programs encouraging any owners with more detailed questions to contact him.

3.    Staff Reports

A.   None

4.    Open Forum

A.   Homeowner Input

Greg Miller spoke on fiscal responsibility and good budgetary decisions.

Dawn Besocke spoke telling the Board that the owners in HOA 1 are against The Connection™ being provided electronically.

Alison Gibbens commented on the direction of the 2009 budget and the unilateral decisions made by the Board.

Linda Nuzum stated that she supports the Master Association’s efforts to be less in the forefront in the community.

Carla Kenny spoke on plans to discontinue fully funding and organizing the community events stating that she has heard from many people who are in favor of the events, particularly the carriage rides, being continued.

Carin Kirkegaard spoke asking that the community-wide garage sale be continued.

Ron Valiga asked about the proposed contribution to a reserve fund stating that this is only for the replacement of capital items.  He also questioned the $40,000 budgeted for communications asking if this was really adequate.  Ron asked about the estimated $175,000 on the balance sheet asking when it would be repaid.

Alison Gibbens asked why the owners should be asked to approach the City Council asking that the money be repaid.

Sharon Kollmar spoke briefly on The Connection™ concerning ad sales and the social events stating that the Chamber of Commerce does not have the resources financial or otherwise to handle organizing them.

5.    Reports

A.   Metro District

Andy Rhodes reported on the construction at Monarch and Castle Pines Parkway by the Metro District.  He stated that there would be no interruption of service during the construction.

6.    Approval of Minutes

A.   October 16, 2008

Motion by Jennifer Havercroft to approve the minutes with correction noted; Seconded by Earl Millspaugh; Motion Carried and Approved.

7.     Financial Report

A.   Monthly Financial and Statistics Report

Garry Schaffer provided information on the financial status of the Association through November 30, 2008 answering questions asked.

B.    Acceptance of September Financial Reports

Motion by Earl Millspaugh to accept the financial reports as presented; Seconded by Jennifer Havercroft; Motion Carried and Approved. 

C.   Approval of October Payables

Motion by Jim Steavpack to approve payment of the bills presented; Seconded by Jennifer Havercroft; Motion Carried and Approved.

8.    Old Business

A.    Maureen Shul recognized Carol Langley-Finnegan for her volunteer efforts on behalf of the entire community and presented her with a plaque.

9.    New Business

A.   Approval of 2009 Budget

The Board discussed the proposed 2009 budget and in consideration of the requests for delegates to be allowed input tabled approval of a budget until a work shop to finalize a budget can be scheduled.

The Board discussed approval of the 2009 annual fee of $190 reflected in the proposed 2009 budget.

Motion by Rex Lucas to adopt an annual fee of $190 and to change the line item “Reserve Contribution” to “Contingency”; Seconded by Jennifer Havercroft; Motion Carried and Approved.

B.    Decision on Proposal from The Castle Pines Connection, LLC

The Board discussed the proposal from The Castle Pines Connection, LLC to purchase subscriptions on behalf of the owners for an estimated $40,000 per year and the ability for the Board to purchase pages at a cost of $1,200 each.

Motion by Jeff Huff to accept the proposal from The Castle Pines Connection, LLC; Seconded by Jim Steavpack; Motion Failed with a vote of 5 no votes and 2 yes votes.

C.    Resignation of Director

Maureen Shul presented and read her resignation from the Board of Directors explaining her reasons and thanking the community for allowing her to serve.  She also gave her best wishes to the new Board.

Motion by Jennifer Havercroft to accept Maureen’s resignation; Seconded by Rex Lucas; Motion Carried and Approved.

D.    Appointment to Vacant Director Position

Motion by Jennifer Havercroft to appoint Anna Mallinson to the Board position vacated by Maureen Shul; Seconded by Earl Millspaugh; Motion Carried and Approved.

E.    Appointment of Officer Positions

The Board discussed the need to appoint officer positions.

Motion by Rex Lucas to appoint Earl Millspaugh as President, Jim Steavpack as Vice President, Rex Lucas as Secretary and Anna Mallinson as Treasurer; Seconded by Jennifer Havercroft; Motion Carried and Approved with 4 yes votes and 3 no votes.

F.     Adoption of Alternative Dispute Resolution Policy

Vickie Hunt explained that in reviewing the Association policies she discovered that there was no Alternative Dispute Resolution (ADR) Policy in place as required by SB 06-089.  A draft of an ADR policy was presented to the Board in their packets.

Motion by Andy Rhodes to adopt the Alternative Dispute Resolution (ADR) policy as presented; Seconded by Anna Mallinson; Motion Carried and Approved.

10. Additional Homeowner Input

Alison Gibbens asked about a few correction and addition items to the website that had not been totally completed.  Garry Schaffer promised to look into this and resolve any addition of correction not made.  Alison also asked that delegates be invited to provide input during the budget work shop when the Board sets a date.  She also asked why reports were not on the agenda.  The Board explained that this was done because this meeting’s primary purpose was to approve a budget for 2009.

Carin Kirkegarrd spoke on information she had been provided that The Connection™ was being discontinued.  Maureen Shul assured her and the other owners present that this was not the case; that the only plan was to decrease the size and change the format of The Connection™.

Kim Hoffman spoke thanking the Board for all the volunteer hours they have spent in overseeing the Master’s business.  She also requested that the Board push any news items to the Douglas County News Press and Castle Pines Connection, LLC.

Cheryl McDade spoke on budget item changes.  She also asked the Board to remain committed to providing communications and events.

Barbara Saenger stated that in some past years that it was difficult for delegates to provide input and that she would appreciate it if delegates’ input was welcomed.  The Board affirmed that they would take their input into consideration when possible and reasonable.

Linda Nuzum pointed out that the Parks agreement could be amended to change the funding requirement on behalf of the Master Association.

Terri Wiebold described to the owners present the proposal from her private enterprise to provide a publication to all owners if the Board purchases subscriptions for approximately $40,000 per year until such time the number of residences changes.

Susan Tucker commented that she did not understand why the management company representatives were so interactive with the Board.  She stated that she found this confusing.

Alison Gibbens requested that the draft balance sheet and draft revenue & expense statements be provided with the agenda and draft minutes to all delegates.  The Board agreed to provide these two items to the delegates.

Lane Roberts spoke on items discussed in a mandatory meeting that was uncompensated, between the contractors and the Board.  She quoted statements made by Kim Hoffman during that meeting and also stated that any rumors that have been spread through the community came from Board members.

Kim Hoffman spoke repudiating the statement about who was spreading rumors.  She stated that she was personally tired of the childishness of the entire communications discussions. 

Terri Wiebold asked for clarification as a contractor if there will be another issue of The Connection™.  She reported that ads have been sold and that in fairness to these customers and the contractors they need to know this.  The Board promised a decision shortly after the budget is finalized.

Linda Nuzum asked that the work shop be publicized to the community.  She also suggested that the Board consider if their plans is a step forward or backward.

Carol Langley-Finnegan asked that the delegates be included in the budget work shop.

11. Next Meeting

A.   Regular Meeting

The next meeting of the Master Association Board of Directors will be held on January 15, 2009 at 7:00 p.m.

12. Adjourn

Motion by Andy Rhodes to adjourn this meeting; Seconded by Jim Steavpack Motion Carried and Approved. 

The meeting was adjourned at 8:23 p.m.

Respectfully submitted,

Vickie Hunt

Association Manager

Approved____________________________, 2008

Secretary_____________________________

President_____________________________