CALL TO ORDER
& VERIFICATION OF QUORUM
The meeting was called to order at 7:00 p.m. by Ross Fife (Vice
President). Also present were Board members Michael Ford, Sheila
Haulter, Al Holowinski (Treasurer), and Jason Johnson, as well
as John O'Connor of Pristine Communities, Inc. Board members Mark
Kramer (President) and Clyde Simmons (Secretary) were absent.
Mr. Fife noted there was a quorum.
HEARING-SATSUMA PLACE
A hearing was held concerning a residence on Satsuma
Place. The owner was invited, but did not attend. Discussion was
held by the board regarding this backyard landscaping violation.
Motion was made, seconded, and passed unanimously
requesting Mr. O'Connor to send the standard form letter requiring
a response by the owner to submit appropriate plans within 30
days of receipt of letter. If plans are not received as requested,
or if plans are approved but work not commenced, a $25 per day
fine would be imposed.
HOMEOWNERS FORUM
Several issues were raised by owners present and
discussed by the board, as follows:
An owner reported he had not received his assessment
booklet due to a change of address. He had, however, received
a letter from the association's attorney regarding nonpayment
of dues, including charges for interest and legal fees. Mr. O'Connor
confirmed there was no previous record of late payment or nonpayment
of dues by the owner and the annual assessment amount had since
been paid in full. It was also noted that the mailing address
would be corrected.
After discussion, motion was made, seconded, and
passed unanimously that the owner could pay only the interest
due and the legal fees would be waived.
A question was raised regarding when and where the
board meets. Mr. O'Connor responded that meetings are held on
the second Wednesday of each month, 7:00 p.m. at the Plum Creek
Country Club, in the Plum Room. Further discussion was held concerning
placing a sign on the median regarding the scheduled meeting(s).
The board requested that Mr. O'Connor have such a sign made and
posted on the median north of Mount Royal Drive.
An owner who had been away for the winter and just
returned requested an update on several community and association
issues:
-
Had heard apartments would be constructed
across from the country club swimming pool. Mr. O'Connor advised
this was not correct; single-family homes are to be built
at that location.
-
Had heard Mount Royal Drive was going to be
opened up to Heckendorf Ranch. Mr. O'Connor stated this would
be an emergency-only access to that development.
-
Inquired about U.S. Homes fences. Mr. O'Connor
said the fences would be painted this summer. In addition,
15 dead trees would be removed and replaced.
-
Inquired about the status of the water feature.
Mr. O'Connor responded this item would be discussed under
Old Business.
-
Inquired about direct deposit for assessment
dues. Mr. O'Connor explained that Castle Rock Bank does not
currently offer direct deposit. It was also noted that most
owners take advantage of the annual payment discount program.
-
Stressed the importance and desire for better
communication between the association and residents, suggesting
a newsletter at least twice a year covering both association
and community items of interest. The board acknowledged this
was a valid point, but explained that the website and/or current
mailings cover association information and newspapers cover
community issues. It was suggested that, in addition to the
minutes which are already posted to the website, the agenda
be posted in advance of each meeting. Mr. O'Connor stated
he would ensure this is done for future meetings.
The homeowners forum was closed.
APPROVAL OF APRIL 9, 2003, MINUTES
Motion was made, seconded, and passed unanimously
to approve the April 9, 2003, minutes. The minutes will be posted
on the website.
MANAGEMENT REPORT
Mr. O'Connor reviewed key points of the April 2003
financial statements, as follows:
- Income year-to-date $ 41,000 budgeted $ 40,600 actual
- Operating expense year-to-date $ 22,600 budgeted $ 18,200 actual
- Net operating income year-to-date $ 18,400 budgeted $ 22,400
actual
Mr. O'Connor noted there were no significant budget
variances during the month of April.
Mr. O'Connor reviewed for the board the status of
several delinquencies, noting two foreclosures and a bankruptcy.
On a related topic, Mr. Johnson asked if title companies
sometimes do not pay past due assessment dues at foreclosure closings.
Mr. O'Connor responded that there is a potential problem for this
when the title company does not have a contact for sub-associations
that have no management representative. The board requested that
Mr. O'Connor send a letter advising any Plum Creek sub-associations
that have no management representative they should notify title
companies of their appropriate contact person for this type of
situation.
OLD BUSINESS
Status of Water Feature-Mr. O'Connor provided
the board with an update concerning this project, including an
overview of the work to be done. He noted that work is scheduled
to commence May 15 and should be completed in about six weeks.
Proposal to Install Gravel Along Curb of Median
and Proposal to Raise Signs at Plum Creek Boulevard Entrance-
Mr. O'Connor reviewed for the board the proposal submitted by
Douglas County Maintenance to install gravel along curb of median
at a cost of $17,960. Mr. O'Connor also reviewed a proposal submitted
by Temple Canyon Ventures to raise the two signs at the entrance
to Plum Creek and create a more attractive mounded area for flowers
at a cost of $4,721. He also commented on a possible September
project to redo the westside entrance wall at a cost of $14,000.
He noted that the cost of these projects would be paid out of
reserve funds, which are expressly for this type of expenditure/improvement.
Discussion was held, including the suggestion that
a decision regarding the gravel project should be postponed until
perhaps the next annual meeting. However, the board was in favor
of immediate action on the entrance sign project and checking
further into the wall replacement project.
Motion was made, seconded, and passed unanimously
to accept the proposal by Temple Canyon Ventures. In addition,
the board requested Mr. Johnson to meet with the contractor on
their behalf to discuss options regarding replacement of the westside
entrance wall, but at a reduced cost.
Frames for Street Signs-Mr. O'Connor provided
the board with an update concerning this project, noting that
the frames have been delivered to Douglas County Maintenance and
would be installed over the next 45 to 60 days.
Drain Needed-Mr. O'Connor reported that the
Utility Department would not install a drain at Champions Court.
NEW BUSINESS
No New Business was discussed.
ADJOURNMENT
At 8:15 p.m., a motion was made, seconded, and passed
unanimously to adjourn the meeting.
NEXT MEETING-Wednesday, June 11, 2003, 7:00
p.m. at Plum Creek Country Club, in the Plum Room.