MINUTES

BOARD OF DIRECTORS MEETING

September 18, 2008

1.    CALL TO ORDER

A.    Introductions/Roll Call/Absences

At 7:10 p.m., President Maureen Shul called the meeting to order with a quorum of the Board present.

Directors Present:  Maureen Shul, David Necker, Anna Mallinson, and Rex Lucas.

Directors Absent:  Jennifer Havercroft and Kim Hoffman.

Delegates Present:  Maureen Shul, David Necker, Laurel Sjodin, Cheryl McDade, Alison Gibbens, Joan Millspaugh, Dawn Besocke, Suki Fitzgerald, Michael Henry and Barb Saenger.

Delegates Absent:  Kim Hoffman, Jennifer Havercroft, Jade Goldfogel, Lynn Stevens, Shirley Beer-Powell, John Keiley, Kenneth Heitmann, Richard Anderson and Carol Langley-Finnegan.

Staff:  Tim Gamble, Carla Kenny, Lane Roberts, Garry Schaffer and Vickie Hunt

Guests:  Andy Rhodes – Metro District, Earl Millspaugh, Lloyd Saenger, Bob Hanak and Sandra Kip.

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

Motion by David Necker to approve the agenda as presented, Seconded by Rex Lucas; Motion Carried and Approved.

D.    Board Selection Committee – Appointment to Vacant Position

Maureen Shul explained that the Board had previously agreed that those Board members who also were City officials would gradually resign in order not to leave the Board without continuity.  She introduced Dawn Besocke as the new delegate from HOA #1 and asked that everyone present introduce themselves. 

Maureen also announced that the Board Selection Committee had made a decision regarding selection of someone for appointment to fulfill the remainder of Doug Gilbert’s vacated position on the Board.  She announced that the person chosen was Earl Millspaugh and requested a motion to appoint Earl.

Motion by Rex Lucas to appoint Earl Millspaugh to serve the remainder of Doug Gilbert’s term, which ends November 2010, Seconded by David Necker; Motion Carried and Approved.

At this point in the meeting, Earl joined the Board and was provided with a copy of the Board packet.

2.    Staff Reports

A.   Communications

1.    Newsletter (Lane Roberts)

Lane reported that the next edition (October/November 2008) would be 32-pages and that the back page had been sold and donated to a school in Columbine.  She said that the publication is ahead of schedule and requested that a check be provided to the publisher for postage by September 29th.  Garry responded that the check had already been cut and was present at this meeting for signature.  Lane reported that The Connection© would be in the mail by October 1^st.

Lane reported that emails had been sent out as approved and requested that the Board adopt a policy regarding what is approved for email alerts.  She reported that she continues to be asked to utilize the email system for messages that do not fall within the guidelines she has been operating by.  Tim suggested that the bulletin board could be the solution for these types of requests.

Lane reported on the results of the communications survey.  She reported receiving 512 responses from the community and that the number 1 preference is to receive communications by email.  Lane reported that based on the columns in The Connection© that are read infrequently, the staff removed several columns beginning with the October/November 2008 issue.

Lane reported on the results of the fire station survey.  She stated that of 373 responses received with 190 people left comments that they felt the plans regarding moving the fire station was a waste of taxpayer money.  Maureen took a straw poll of the audience and 2 agreed that the fire station should not be in CC-20; 2 felt it should be in CC-20; with others wanting a second station as originally promised when the mil levy was first proposed.

2.    Website (Tim Gamble)

Tim reported that he was meeting with the children from Lutheran High School concerning the back page ad after leaving this meeting.  He commented that information concerning The Crossings needed to be set up on the website since there would be owners soon.  Vickie noted that there are already five owners and promised that the web page information would be posted soon.

B.    Social (Carla Kenny)

Carla reported that the carriage ride event was all set to go.  She explained that she had concerns that people would be angry with the change in the process for purchasing rides if The Connection© doesn’t get to them in time for the October Fest.  She asked the delegates and other owners present to pass the information on the change to their neighborhoods.

David Necker commented that it has always been the luck of the draw and that the change in the ticketing process should have little or no impact on ticket sales.  He requested that information be provided on the profit/loss of this event.

Vickie Hunt requested proof of insurance for the contractor providing the rides and Carla promised to obtain this documentation.

3.    Open Forum

A.   Homeowner Input

Barb Saenger stated that she would like to address issues that were brought up at the August 2008 meeting where Doug Gilbert, the City Treasurer, presented information on the categorization of the incorporation expenses into four buckets with the total of the four buckets totaling approximately $197,000.00 when he stated that repayment was at the discretion and appropriation of the City Council.

Barb noted that at the same meeting the balance sheet for the Master Association reclassified the “note receivable CPNC Pre-Incorporation to Contingent Receivable for the same approximate total of $197,000.00

Barb stated that this is not how she remembered the incorporation expense being presented and has done some research.

Barb stated that incorporation discussion began in November 2006, the following month December 2006, the Preservation Committee filed as a LLC with the Secretary of State.  Then in January 2007 Doug Gilbert “stated the bills paid for the Master on behalf of CPNPC will be reimbursed by the City of CPN through warrants that will be drawn up by the attorney.  The amounts paid by the Master Association on behalf of the CPNPC should be carried on the books as a note receivable from the CPNPC”.

Barb stated that throughout the incorporation process it was stated many times at Master Association meetings as well as in newspapers that these incorporation expenses would be repaid when the City incorporated.  She stated that there was no mention that the expenses might not be repaid because a City had not yet been legally formed and therefore could not be a legal party bound to the arrangement between CPNPC and the Master Association.

Barb stated that in February 2008 four Master Association Board members were elected as City officials.  Two months later in April 2008 when Doug Gilbert was still Vice President of the Master Association as well as the City Treasurer, he gave a presentation stating “that as the City begins to receive revenues, this will be used to pay back the CPN Master Association.  She stated that he reported that the current amount awed to the Master Association falls into two groups, the Election Commission expense, which will be repaid largely out of a bond deposit filed with Douglas County Courts.  Barb stated that Doug Gilbert stated at that time this money must be repaid.  She stated that Doug Gilbert also stated that other funding will be repaid through a TRANS and must be repaid in one year.

Barb stated that this is different than what everyone heard at the August 2008 meeting and that she has the following questions for the Master Association Board:  First, What are the terms of the note receivable CPNPC Pre Inc?  Second, What are the plans for the Master Association Board to have these notes paid and expenses reimbursed?

Lane Roberts presented information on plans to organize a recreational sports program for children ages 4-12.  She explained that this is non-competitive sports and that if any children want to play competitively, this would not be the league they should join.  Lane explained that teams for soccer, t-ball, softball, cheerleading, etc. would be offered.  She explained that the CPN children can practice at home, but have to travel to Castle Rock, Highlands Ranch, etc. in order to play games and the idea was to have the CPN children to be able to play at home where they practice.  Lane explained that she feels strongly that this would only increase the desirability of CPN to other families looking for homes.