CALL TO ORDER
& VERIFICATION OF QUORUM
The meeting was called to order at 7:00 p.m. by
President Jason Johnson. Also present were Board members Sheila
Haulter, Al Holowinski, Mark Kramer (Vice President), Mark Richards,
and Clyde Simmons (Treasurer). Also present was John O'Connor
of Pristine Communities, Inc. President Johnson noted there was
a full quorum.
APPROVAL OF APRIL 10, 2002, MINUTES
Motion was made, seconded, and passed unanimously
to approve the April 10, 2002, minutes. The minutes will be posted
on the website.
OCTOBER PLACE HEARING
Mr. O'Connor provided the board with background
information on this issue concerning a home requiring repainting,
as well as options for enforcement. He explained the difference
between delinquent assessments and covenant enforcements and noted
that fines are $25 to $50 per day. On this same general subject,
the board discussed Rich Johnston, attorney for the association,
developing a standard form letter for this type of situation.
Motion was made, seconded, and passed unanimously
to have Rich Johnston prepare a standard form letter regarding
covenant enforcements. Additional motion was made, seconded, and
passed unanimously to have Mr. Johnston prepare a specific letter
regarding October Place, to be sent with return receipt, regarding
compliance with the board's previous requests and imposing fines
if no response is received within thirty (30) days.
MANAGEMENT REPORT
Mr. O'Connor reviewed key points of the April 2002
financial statements, as follows:
- Income year-to-date $41,700 budgeted $41,600 actual
- Operating expense year-to-date $25,200 budgeted $17,800 actual
- Net operating income year-to-date $16,500 budgeted $23.800 actual
Mr. O'Connor noted that major expenses under budget
year-to-date include snow removal ($500), utilities ($500), ACC
expense ($1,700), and insurance ($4,000). He added that the insurance
variance is a timing issue and this amount would eventually be
paid as budgeted.
Delinquency Report
- Prestwick Way-A lien has been filed and a summons issued for
court appearance on May 29. If the owner does not answer, a judgment
will be entered against the owner.
- Newport Circle-This delinquent account is being handled in conjunction
with the St. Andrews sub?association. The court has appointed
a receiver, who has placed an ad to rent the premises. Any funds
received for rent will be used to reimburse the two associations
for payments due. However, the owner has indicated he may pay
in full by May 13.
- Mount Royal Drive-The owner has filed for Chapter 13 bankruptcy.
OLD BUSINESS
Landscape Walkthrough-Mr. O'Connor reported
on the landscape review that was made by Messrs. Johnson, Kramer
and Simmons, with Douglas County Maintenance. A list of 45 items
for removal or replacement was compiled, and Douglas County Maintenance
has provided a cost estimate of $26,095 to complete this project.
It was noted that this amount does not include any costs of irrigation
problems that may arise because of the modifications. Mr. O'Connor
stated that $20,000 is budgeted and sufficient funds are in the
operating account to cover the balance. Mr. O'Connor also noted
that visibility issues were addressed in this review, and the
Town of Castle Rock would replace certain areas of sod at the
intersection of Plum Creek Parkway and Plum Creek Boulevard that
have not had irrigation because of the installation of the light
signal.
Motion was made, seconded, and passed unanimously
to accept the Douglas County Maintenance proposal for $26,095
for work as specified in the Landscape Review dated April 18,
2002. It was noted that all landscaping should meet standard requirements
and the project should be completed by June 15, 2002.
Renaming of Streets Follow-up-Mr. O'Connor
reported that no name changes are scheduled by the Town of Castle
Rock.
NEW BUSINESS
Appoint New Board Member-Mr. O'Connor introduced
Russ Fife, a homeowner in Champions Court. Mr. Fife provided some
personal information about himself to the board and stated his
interest in serving on the master association board.
After discussion, motion was made, seconded, and
passed unanimously to appoint Mr. Fife to the board, effective
immediately.
It was noted that the position of Secretary/Treasurer
is currently vacant due to Ms. Van Horn's resignation. This position
will be appointed at the next meeting.
Water Feature-Mr. O'Connor provided the board
with background information on this ongoing issue. Various options
were discussed, including blocking a portion of the pond, applying
a sealant, and forming a committee. Mr. O'Connor noted that funds
had been budgeted to cover costs for repairs. He also stated that
this issue would need to be an agenda item at the next annual
meeting for any action recommended by the board and/or committee.
After discussion, motion was made, seconded, and
passed unanimously to form a Water Feature Committee, which would
include homeowners, to determine the cost to design and construct
a new entrance feature further south on Plum Creek Boulevard.
Mr. Simmons agreed to chair the new committee, and
he will contact the seven sub-associations for input and/or representation
on the committee. He will report to the board at the next meeting.
Five Iron Drive Repaint-Mr. O'Connor provided
the board with background information on this issue concerning
interpretation of required approvals. Reference was made to the
Architectural Review Design Guidelines, which were distributed
to all homeowners in October 2001; as well as the accompanying
cover letter that specifies approval for exterior modifications
is required by both the sub-association and master association.
It was noted, however, that if no changes from the original colors
are being made, no written approval is needed.
The board requested Mr. O'Connor clarify with the
ACC that each of the sub-associations has provided to them original
color chips for use in approving repainting issues.
HOMEOWNERS FORUM
Players Club Estates-Owner Mildred Simmons
advised the board that Phase I of Players Club Estates common
area landscaping is complete.
Internet Site-The question was raised if
the association website could be configured to automatically send
e-mail notifications to all homeowners that new information had
been posted on the site. Mr. Kramer explained that such a modification
to the system would not be cost effective. It was noted that minutes
are posted approximately two weeks following a board meeting and
sub-associations could choose to provide such notification to
their own homeowners if they so desired.
Directory Follow-up-Ms. Simmons advised the
board that she would arrange for Diane Jaunk to update the board
regarding the status of the directory at the next meeting.
Champions Circle Construction Violations-Mr.
O'Connor provided the board with background information on this
issue. After discussion, Mr. O'Connor was requested to convey
to the ACC the board's recommendation to establish time frames
and deadlines for these types of construction issues. Correspondence
should be sent to this homeowner regarding this matter. Mr. O'Connor
will update the board at the next meeting.
The homeowners forum was closed.
ADJOURNMENT
At 8:55 p.m., a motion was made, seconded, and passed
unanimously to adjourn the meeting.
NEXT BOARD MEETING-Wednesday, June 12, 7:00
p.m. at Plum Creek Country Club, in the Plum Room.