CASTLE PINES NORTH MASTER ASSOCIATION

MINUTES

BOARD OF DIRECTORS MEETING

7:00 P.M. – June 19, 2008

Castle Pines North Community Center

1.     CALL TO ORDER

A.      Introductions/Roll Call/Absences

At 7:08 p.m., President Shul called the meeting to order with a quorum present.

      Attendance

Directors present: Maureen Shul, Jennifer Havercroft-Miller, Kim Hoffman, David Necker, and Rex Lucas

Directors absent: Anna Mallinson and Doug Gilbert

Delegates present: Cheryl McDade, Alison Gibbens, Maureen Shul, Jennifer Havercroft-Miller, Kim Hoffman, Suki Fitzgerald, Joan Millspaugh, David Necker, Laurel Sjodin and Eve Mitchell was present for Dick Lichtenheld

Delegates absent: Cody Powell, Dick Anderson, Jade Goldfogel, Nancy Clarke, Lynn Stevens, Pat Brierley, Barb Saenger, Shirley Beer Powell, Mike Henry, and Carol Langley-Finnegan

Staff: Lane Roberts, Tim Gamble, Cheryl McDade, Alison Gibbens, and Sharon Kollmar

Guests: Bill Ader – Bramble Ridge, Andy Rhodes – Romar, Chris Dooley – Tapestry Hills, Chip Coppola – Forest Park, and Guests Gary and Vickie

B.      Board Meeting Process

Guests present were given the opportunity to request the Homeowner Input Guidelines.

C.      Approval of the Agenda

MOTION by Lucas to approve the agenda moving 9. A. Communications to right after the Open Forum; seconded by Necker; motion approved and carried.

2.      MINUTES – May 15, 2008 Minutes

MOTION by Havercroft-Miller to accept the May 15, 2008 minutes with the following corrections: 6. A.  to read …first board meeting of the new year was yesterday…..; 7., third paragraph, $20,000 in funds to the City for startup purposes; sixth paragraph, these two members should not vote (Shul and Havercroft)…..disclosure form unless a quorum is needed; paragraph seven,  …still confusing to Gibbens and… Shul explained that she had consulted the City’s attorney and when City issues…; 7, paragraph eight, …as a conflict of interest based on the advice from the City’s legal council; 10. C. paragraph two, Shul stated that email alerts were sent out, The Connection had an article, and we had a community meeting with Centennial Airport officials in attendance concerning the cut-off date for citizen comments.  Shul has followed this for several years and stated that it was surprising the varied responses she received from residents on the sound of freedom and the decision was made not to provide additional reminders closer to the input deadline; 12. B paragraph one …there will be a transition of the task forces…; paragraph 12. B. second paragraph was stricken; 12. B. third paragraph, third sentence was deleted; seconded by Hoffman; motion approved and carried

3.      OPEN FORUM

Gibbens requested to speak during this time.  She stated that she was recently appointed Delegate for CPN HOA #2.  At the last monthly meeting, the question was raised if serving as a HOA delegate and a contractor for the CPN Master Association is a conflict of interest.  The Senate Bill 100 Director Conflict of Interest Policy adopted by the CPN Master Association allows serving in dual roles.  However, she felt it was not worth the perception of conflict and therefore chose to terminate her contractor services and represent her community as Delegate for HOA #2.

4.   METRO DISTRICT

Metro District Board Member Andy Rhodes was present to report on the Metro District. The District Board approved an IGA for Rueter Hess water storage and is working on a trail connection between Coyote Ridge Park and Monarch. The District Board also looks forward to working with the new city.

5.      PARKS AUTHORITY

Hoffman reported the biggest focus for the Authority right now is LaGae Park and they have approved the design plan for the grading.

The Parks Authority also plans on trying to put together a “foundation” for charitable giving.

The next group meeting by all organizations is planned for June 25.

6.     BUSINESS IN THE PINES

A.      Update

Kollmar reported that BITP is currently working on the Economic Development Council application.

Over 40 vendors will be at this Saturday’s Market in the Pines and City Councilpersons Coppola and Hoffman will be hosting a meet and greet at this event.  Gilbert will also be present at the market to answer sales tax questions which go into effect on July 1, 2008.

B.      Welcome Coffee

The next Welcome Coffee is scheduled for July 31. 

7.     CITY OF CASTLE PINES NORTH

A.     Report

Shul stated that the City Council has been meeting weekly either at the CPN Community Center or the HOA #1 Clubhouse.  This schedule is expected to continue through June and meeting dates and frequency will be reevaluated to see if an adjustment is needed.  She also informed those present that the City continues to function without the help of staff or a City Manager. 

Sales Tax Seminars will start next week for the new City sales tax.  McDade suggested communicating the new sales tax rates via a community email for those home based business who may not realize what the new rates are and so that residents will know what the new rate is when buying large ticket items.  Shul noted that the City is having a booth at Market in the Pines and City Treasurer Gilbert will be fielding questions there.

Council Members are working with the Colorado Municipal League and two council members are at a League conference now.

B.    City Task Force Reports

The City’s Safety Task Force is working to collect a log of streets within CPN that are in need of repair.  Hoffman stated that the Task Force met with Douglas County representative on what County intentions are as far as road repair in CPN.  The County noted that they have no repairs scheduled for the area this year.  The Task Force will continue to work with the County on this issue.

McDade stated that this used to be a function of the Metro District and an annual meeting with the county was held to review the road repair needs in CPN.  Gibbens also presented the Castle Pines North Parkway/Monarch Boulevard Acceptance Agreement dated 4/19/1990 where the conveyance of Castle Pines Parkway and Monarch were turned over to the County for maintenance.  This was presented to hopefully help show that the CPN Metro District had to bring roads to standard before the county accepted them in 1990.

The Utilities Task Force continues to work to schedule a meeting with Xcel representatives and the community.

There are plans to form a new “green” task force focusing on environmentally friendly ideas and issues.

The Economic Development Task Force continues to meet.

8. MANAGEMENT/FINANCIAL

A.      Monthly Financial Report

The monthly financial and statistics report for May was made available. There were 24 closings in May (24 resales). As of May 31, accounts receivable are $69,322 with 91% of our entire dues revenue budget collected for 2008. The net amount owed to the Master Association from CPNPC is $196,801 as of May 31.   The net amount owed to the MA by the City of CPN is $149.18 as of May 31, towards its $20,000 loan.  The MA will be writing a check to the City for $20,000 and then invoicing the city for expenses already paid by the MA.

The cash balance in all accounts as of June 19 is $84,174.  Today’s cash balance is 47% lower than it was this time last year.  McDade continues to urge the board to monitor expenses carefully, as we have collected 91% of our budgeted dues revenue.   McDade also presented the board with a cash review as of June 19.  With the next dues billing in March 2009, McDade’s projection show that the MA could be insolvent by November 2008 if expenses continue at the same rate.  She also recommends that the Board reevaluate the loan to the City and encourages the Board to enter into a firm agreement for the $20,000 to be repaid by November 1, 2008.  Shul notes that she expects to have an update for the MA by the next meeting.  Hoffman noted that spending only budgeted amounts could help and she also noted that the Parks Authority agreement allows only for deferment of one month on the 70% payment from the Master Association.

Intent to lien letters are being sent to 106 homeowners for lack of payment on their HOA annual dues.

MOTION by Necker to approve the May Financial and Statistic Report; seconded by Lucas; motion approved and carried.

MOTION by Necker to approve the payment of the June Payables; seconded by Lucas; motion approved and carried.

The City of Castle Pine North and the CPN Master Association are hosting the first city wide Fourth of July Celebration.   Sponsorships of this event were being sought at this time and McDade contacted Gilbert on how this event will be funded.  It was determined that the MA will fund $3,000 out of the Social Budget and that Mayor Shul will gather donations of $2,000 to fund this event.

McDade also asked if any of the Board Members knew of a conveyance of land from the County to the CPNMA at the corner of CPP and Monarch.  No one knew of this conveyance nor approved it therefore McDade will contact Jim McGrady to clarify his knowledge of the situation.

9.       MASTER ASSOCIATION SERVICES

A.     Communications

Newsletter

Roberts reported that Barnum Printing announced a rate increase.  The next content deadline is July 3 for the August/September issue of the Connection, ads are due by July 7, and press date is July 25 for this 32 page issue.  At the July Communications meeting, new ad policy was set.  The back page of the Connection is the only page that can be sold as a full page ad for $3,000.   Kollmar will present advertising rates at the next Master Association meeting.

Email Requests

Community emails will go out this week covering Business in the Pines and other topics.  Any request for content addition should be directed to Roberts for inclusion.  The survey Communications is planning on sending out will be included in a community email within the next two weeks.

As per the Financial Report for May 2008 there was an average of 670 unique daily visitors in May.  This is different from the numbers that we have been previously receiving which is probably due to the change in reporting software with the change in servers.

A.    Social

There was no report for the Social Committee.

10.   COMMITTEE – COMMUNITY ACTION

A.    Development/Referrals

CC-20 Update

Closings for the residential properties on CC20 begin on June 4.

­CC-20 Inclusion Agreement

McDade reported that this document was recorded with Douglas County and a copy will be delivered to Village Homes.  The original will be stored with the Associations documents.  This item will be removed from the agenda.

LaGae Ranch Update

There was no update on this agenda item.

Fire Station

There was no update on this agenda item.

Highlands Ranch Horse Trail

Ader stated that the Highlands Ranch Horse Trail is open for business.  Ader will follow up on this item next year to see what traffic impact this amenity has had on Monarch Blvd.  This item will be removed from the agenda until next year.

Commercial behind Big O Tires

Construction on this project has begun and there is no update.  This item will be removed from the agenda.

B.    Air Traffic Committee Update

Shul stated that she will update the MA on this item in September after the recommendation has been made by the FAA. 

C.    Daniels Park/Daniels Park Road Committee

Saenger reported that there will be a Community meeting on July 10 to present the improvement plans for Daniels Park and Daniels Park Road.  The round about will be staked before this meeting so that residents can have a visual picture of what the area will look like.  Castle Pines Parkway and Daniels Park Road will have several closures related to the improvements and utility upgrades.

11.   OLD BUSINESS

A.    Library

There will be a community meeting in early July with Douglas County Library Director, Jamie LaRue.  He will speak on library possibilities for CPN and hopeful ballot issues for November.

B.    Conflict of Interest

Mallinson will follow up on this agenda item next month.

12.   NEW BUSINESS

A.     Lucas and Ader will be responsible for following up with Douglas County on DRC related issues.

B.    Lucas will be picking up and delivering the Association’s mail.

13.   ADDITIONAL HOMEOWNER INPUT

Sjodin inquired about a “master” calendar and Shul stated that this is being worked on and she hopes that a “master” calendar will be in place soon.

Gibbens inquired as to what the Business in the Pines Economic Development application is for; this question was unable to be answered and follow up will be next month.

14.   NEXT MEETING

            Next Board Meeting:

            Thursday, July 17, 2008, 7 p.m.

15.   ADJOURN

MOTION to adjourn by Necker, seconded by Havercroft-Miller; motion approved and carried. The meeting was adjourned at 8:30 p.m.

Respectfully submitted,

Alison Gibbens

Recording Secretary

Approved                            , 2008                    

Secretary                                    President