CALL TO ORDER
& VERIFICATION OF QUORUM
The meeting was called to order at 7:00 p.m. by
John O'Connor of Pristine Communities, Inc. Also present were
Board members Ross Fife, Tom Flenner, Sheila Haulter, Al Holowinski,
Jason Johnson and Dave Watts. Board member Mark Kramer was absent.
Mr. O'Connor noted there was a quorum.
ELECTION OF OFFICERS
The following board officers for 2004 were elected:
President Ross Fife
Vice President Jason Johnson
Treasurer Al Holowinski
Secretary Tom Flenner
It was noted that the minutes of the January 14,
2004, annual meeting would be reviewed by the board and approved
at the 2005 annual meeting.
President Fife chaired the remainder of the meeting.
HOMEOWNERS FORUM
No owners were present, so a homeowners forum was
not held.
MANAGEMENT REPORT
Mr. O'Connor reviewed key points of the January
2004 financial statements, as follows:
- Income year-to-date $ 12,200 budgeted $ 13,100 actual
- Operating expense year-to-date $ 6,900 budgeted $ 5,600 actual
- Net operating income year-to-date $ 5,300 budgeted $ 7,500 actual
Mr. O'Connor also reviewed for the board the status
of several delinquencies. In addition, he explained the process
of handling delinquency issues, from initial letter notification
to the owner through legal steps by the association's attorney
and the courts.
In response to questions from board members, Mr.
O'Connor also reviewed snow removal expenses to date for this
winter season (currently under budget) and excess funds in the
checking account because of assessments prepaid under the discount
program (these funds will be moved to the money market account).
OLD BUSINESS
There was no Old Business to discuss.
NEW BUSINESS
Proposal for 2003 Tax Returns-Mr. O'Connor
reviewed a proposal by Karl Denton, CPA, to prepare the 2003 tax
returns. Following discussion, motion was made, seconded, and
passed unanimously to have Mr. Denton prepare the 2003 tax returns
at an estimated cost of $300 to $400.
Proposal for 2003 Audit-Mr. O'Connor reviewed
a proposal by Larry O'Donnell, CPA, to prepare the 2003 audit.
Following discussion, motion was made, seconded, and passed unanimously
to have Mr. O'Donnell prepare the 2003 audit at an estimated cost
of $1,750 to $1,850.
Get-Well Wishes and Plant-It was noted that
Ken Van Horn was hospitalized in intensive care. Following discussion,
motion was made, seconded, and passed unanimously to have Mr.
O'Connor send a plant and get-well card (to be signed by the board
members) to Ken and Bobbie Van Horn (former board member and officer)
at a cost not to exceed $75.
Letter and Gift for Appreciation of Service-Discussion
was held regarding sending a letter and gift to former members
of the board who provided long-term service.
Bylaws Proposed Amendment-Discussion was held regarding
amending the bylaws to reduce the quorum requirement from 25%
to 10% for annual meetings. It was determined that notice regarding
this issue would be sent to homeowners in March and the board
would consider this bylaw amendment at the April board meeting.
Large-Scale Plum Creek Map-Mr. Watts provided
the board with a large-scale Plum Creek map dry mounted on foam
board for use in referencing issues that are discussed during
the board meetings. He noted that reduced-size maps are also available
at the GIS Department.
Irrigation System Issue-Mr. O'Connor reported
that the Town of Castle Rock Utility Department had advised that
"looped" irrigation systems would no longer be allowed,
and that those type systems would need to be "unlooped"
prior to the start of the 2004 irrigation season. Mr. O'Connor
stated he would be filing a written protest with the Utility Department.
Water Feature-Discussion was held regarding the
operation of the water feature during the winter season.
ADJOURNMENT
At 7:45 p.m., a motion was made, seconded, and passed
unanimously to adjourn the meeting.
NEXT MEETING-Wednesday, March 10, 2004, 7:00
p.m. at Plum Creek Country Club, in the Plum Room. Pictures of
the board members for the website will be taken at this meeting.