CALL TO ORDER
The meeting was called to order at 7:00 p.m. by
President Mark Kramer. Also present were Board members Bobbie
Van Horn (Vice President), Terry Fairley (Treasurer), Kim Rennecker
(Secretary), Al Holowinski, Jason Johnson, and Clyde Simmons.
Also present were John O'Connor of Pristine Communities, Inc.
and Gene West of Dain Rauscher.
VERIFICATION OF QUORUM
President Kramer acknowledged that all Board members
were present and noted there was a quorum.
PRESENTATION BY GENE WEST OF DAIN RAUSCHER
Mr. O'Connor asked Mr. West to bring the Board up
to date on the status of the reserve fund. Mr. West provided the
following information:
Money market account balance is $39,067; included
in this amount is a CD that matured March 13, 2001, for $25,000;
and there are three additional CDs that mature June 2001, September
2001, and July 2002, which total $86,000.
Mr. West was asked to address the transaction late
last year where some funds were incorrectly deposited into the
association account. Mr. West explained that this error was caught
by the auditors and corrected, and the money was returned with
accrued interest. Mr. Simmons questioned how that had happened.
Mr. West responded that it was a posting error and reiterated
that it had been corrected.
Mr. Johnson asked how the board had previously directed
investment of funds. Mr. O'Connor explained that in the past,
the Board worked through the manager, who would contact designated
Board members for handling the investment of funds.
Mr. West advised that the $25,000 be placed back
in a CD, not in money market account, if funds were not needed
for operations.
PRESENTATION TO PETER RINEHART
Mr. Rinehart joined the meeting. Mr. Johnson presented
Mr. Rinehart with a Bev Doolittle framed picture entitled "No
Respect" for all the hours of work given to the Board. Mr. Johnson
said to "always remember us with some humor." Mr. Rinehart accepted
the picture saying he appreciated it very much and had had a lot
of fun.
APPROVAL OF FEBRUARY 14, 2001, MINUTES
Mr. Simmons had a few corrections to be made to
the previous meeting's minutes, as follows:
Under New Business, paragraph 5-"…and a motion was
made, seconded and passed that a letter be sent to the Champions
Court Board of Directors…" add "Homeowners were provided a copy
of the letter."
Under New Business, paragraph 3-correct (40 to (4).
Mr. Simmons further questioned the $37,000 variance
noted under Management Report, paragraph 2. Discussion was held
to clarify the proper reporting to the satisfaction of the Board.
Mr. O'Connor reminded the Board that the practice
adopted by the Board a year ago is that the minutes would go out
in draft form, the Board members would have a seven-day period
to make comments and changes, and after that would go out in the
form of a newsletter.
Motion to approve February 14, 2001, minutes as
changed was made, seconded, and passed unanimously.
HOMEOWNERS FORUM
Before opening the meeting to the homeowners forum,
President Kramer reminded those homeowners present that no questions
or comments would be allowed after the forum was closed.
Homeowner Mildred Simmons stated that the February
14, 2001, minutes did not reflect what she said at the meeting.
She said she did not request what the post office box was, but
requested the actual physical location of the management of the
association.
Board discussion was held with Mr. O'Connor as to
how and when address is given to homeowners. Mr. O'Connor stated
that the management's address is his address, which is 1918 Five
Iron Drive. The Board said that any letter from Pristine should
show the phone number and location address.
Mrs. Simmons asked if the 2001 budget was available
with names instead of codes. Mr. O'Connor responded that this
was available and various homeowners present requested a copy
of the same, which Mr. O'Connor will provide.
President Kramer asked for any other questions.
There were none, and the homeowners forum was closed.
MANAGEMENT REPORT
February 2001 financial statements were distributed
to the Board. Mr. O'Connor reviewed key points, as follows: -
Income year-to-date is $23,173 budgeted, $24,771 actual
- Operating expense year-to-date is $13,929 budgeted, $13,607
actual ($300 under projected expenses)
- Income exceeds expenses for the first two months of the year
by $11,163
Board discussion was held regarding format presentation
and how income and expense items are shown. Various income and
expense items were discussed and explanation was given to the
satisfaction of the Board.
Delinquency report was reviewed. Mr. O'Connor requested
the Board not use names, but identify delinquencies by item number.
Ms. Van Horn asked Mr. O'Connor to explain the lien
process and costs. Mr. O'Connor explained that first a collection
letter is sent (cost $91, which is added to amount due). After
30 days, an attorney will file a lien (cost $135, which is added
to amount due). Mr. O'Connor pointed out that over the last six
years the association had never lost any assessment revenue and
that currently only six homeowners are delinquent out of 450.
Outstanding violations were reviewed, as follows:
Mr. O'Connor handed out to the Board copies of letter
received March 14, 2001. Mr. Johnson asked if the Board needed
to send a letter. Mr. O'Connor recommended that we need to see
if the shed is taken down by 3/31. The building of any other structure
would be subject to ACC approval. If agreeable by the Board, Mr.
O'Connor will respond and clarify by 3/31 if the shed is taken
down. If not, notice could be sent and put on the agenda for a
hearing at the next meeting.
Recent violations notice, which Masters Point Drive
sub-association is also pursuing. Board will defer to the sub?association.
OLD BUSINESS
Mr. Rennecker again raised issue of storage shed
violation. Mr. O'Connor said it will be removed by April 15.
Mr. Rennecker stated that numerous complaints had
been received regarding snow removal on Cherry Plum Way sidewalks
and asked if these areas are included in the contract. Mr. O'Connor
responded that historically Plum Creek Boulevard, Mount Royal
all the way around and Emerald turning off Plum Creek were included
in the contract. Mr. O'Connor said he would check with Dwayne
Farnsworth and obtain cost if not included, and submit an amendment
to Board for vote.
Mr. Johnson handed out a sample questionnaire for
the homeowners to the Board and requested their review and comments
at the next meeting. He explained the purpose was a simple, one-page
survey to include a brief introduction of what the Board does,
what we would like to try to improve on, and get some feedback
from homeowners.
NEW BUSINESS
Mr. O'Connor submitted the landscape contract for
the Board's consideration. The Douglas County Maintenance proposal
is $12,000, which is $3,000 less than the contract last year (the
difference being the two tracts at Plum Creek Parkway that are
maintained by Holmby. Mr. O'Connor commented that this contract
was not put out to bid due to limited choices because of the special
needs of the sprinkler system.
Motion to approve the landscape contract was made,
seconded, and unanimously passed.
Mr. O'Connor submitted the flower contract for the
Board's consideration. The Douglas County Maintenance proposal
includes the installation of 248 flats of flowers, the same amount
installed last year, plus maintenance of all flowers.
Ms. Van Horn suggested that the entrance to Plum
Creek and coming down the median should have a much more brilliant
display, more "pizzazz." After discussion, it was determined that
Ms. Van Horn and Mr. Renneker would represent the Board in selecting
flowers for the display.
Motion to approve the flower contract was made,
seconded, and unanimously passed.
Mr. O'Connor provided copies of documents to the
Board that had been requested at the previous meeting, including
the snow removal contract, which will expire in April, and the
management contract currently in force. Mr. O'Connor was asked
if there was any plan to increase price of the management contract.
He responded that if the contract was continued month-to-month,
the cost should remain the same. If there were revisions to the
contract, there would be an increase.
Investment issues were discussed, specifically comparing
money market accounts to CDs. It was noted again that current
association CDs mature June 2001, September 2001, and July 2002.
It was further noted that since there were no anticipated needs
for the CD funds that matured March 13, 2001, Mr. West should
be directed to place the funds in a CD to mature December 2001,
March 2002, or October 2002. Mr. Rennecker recommended a limit
of one year.
Motion to direct Mr. West to maintain $15,000 in
money market account and transfer balance of funds into a CD as
soon as possible, not to exceed one-year maturity date, was made,
seconded, and unanimously passed.
Discussion was held regarding noise and light issues
related to the MedVed auto dealership. It was suggested that the
Board encourage homeowners to write letters expressing their dissatisfaction
with the negative impact these two issues have on the Plum Creek
community. Mr. O'Connor stated that he would draft a letter for
the Board to send.
Addresses are as follows: Don Jones, Acting Manager,
Town of Castle Rock, 100 Wilcox, Castle Rock, CO 80104 Bob Brutyn,
Owner, MedVed Brutyn Ford, 1100 S. Wilcox, Castle Rock, CO 80104
Discussion was held regarding an "old car" for sale
parked on Mount Royal. It was noted that plates are current, but
the rule is you have to move parked vehicles every 72 hours or
can be cited by police. It was suggested that the Board send a
letter, in addition to a letter from the sub association. Mr.
Holowinski will provide the correct address. Mr. O'Connor stated
that he would draft a letter for the Board to send.
Mr. Renneker asked if there was any interest by
the Board in taking a stand on the upcoming town council election.
President Kramer stated that the Board is non-political.
Mr. Fairley reiterated that the Board should review
the proposed survey and plan to approve the format at the next
meeting and send to all homeowners.
Discussion was held concerning President Kramer's
suggestion that the association have a website. Positive factors
noted include cost savings for mailings, historical record of
minutes, and E-mail communication advantage. When asked who would
manage the website, President Kramer stated he would volunteer
to do it for a year. He said an ISP line would cost $20 per month.
Mr. Johnson requested that President Kramer prepare
a specific proposal, including who would manage the website in
the future, and put this item on the agenda for the next meeting.
Discussion was held concerning various public works
issues, including broken curbs and eroding banks. A study is supposed
to be in process by Stan Brown and/or Herb Teets, but it was determined
that if by June there is no formal plan of action, then the association's
attorney would need to become involved to resolve this matter.
Discussion was held concerning suggestion made by
Mr. Johnson that he would like to work with the ACC to write a
new set of straightforward, easy-to-understand guidelines. Mr.
Johnson has the expertise and experience to provide valuable assistance
for this project. He added that continued growth, change, and
transition from new community to established community have created
a need for such a revised document. He further suggested that
the Board could set up a special committee of one whose duty is
to draft a set of documents to submit to the ACC. It was suggested
that Mr. Johnson go to the next ACC meeting to talk about this
idea and how he might assist and report back to the Board their
interest. The ACC meeting is scheduled for Tuesday, March 20,
at 4:00 p.m. at the library.
ADJOURNMENT
At 8:30 p.m. a motion was made, seconded, and passed
to adjourn the meeting.