CALL TO ORDER
& VERIFICATION OF QUORUM
The meeting was called to order at 7:00 p.m. by
Board member Mark Kramer (Vice President). Also present were Board
members Ross Fife, Sheila Haulter, Al Holowinski, and Clyde Simmons
(Treasurer). Also present was John O'Connor of Pristine Communities,
Inc. Board members Jason Johnson (President) and Mark Richards
were absent. Mr. Kramer noted there was a quorum.
APPROVAL OF SEPTEMBER 11, 2002, MINUTES
Motion was made, seconded, and passed unanimously
to approve the September 11, 2002, minutes. The minutes will be
posted on the website.
HOMEOWNERS FORUM
There were no homeowners present, so the homeowners
forum was closed without discussion.
MANAGEMENT REPORT
Mr. O'Connor reviewed key points of the September
2002 financial statements, as follows:
- Income year-to-date $103,700 budgeted $103,700 actual
- Operating expense year-to-date $116,300 budgeted $101,800 actual
- Net operating income (loss) year-to-date $ (12,600) budgeted
$ 1,900 actual
Mr. O'Connor stated that tree trimming costs have
been paid and are included in the actual expenses. He noted that
the fruit trees would be done at a later date. He further noted
that any surplus resulting from reduced water usage would be placed
in the reserve fund.
OLD BUSINESS
Proposed Rules and Regulations-Mr. O'Connor reported
attorney Rich Johnston's determination to not include the suggested
language for the proposed rules and regulations. Instead, any
issues will be handled on a case-by-case basis. He noted that
existing violations could be grandfathered only if related to
the new (i.e., changed) rules and regs.
Motion was made, seconded, and passed unanimously
to adopt the modified rules and regulations of the Plum Creek
Master Homeowners Association, which will be titled, "As
Amended October 2002."
Welcome Letter-Mr. O'Connor provided the board with
a new draft of a proposed welcome letter to new homeowners, which
was revised to include information regarding covenants. The board
was in agreement that Mr. O'Connor should commence sending this
welcome letter to new homeowners.
NEW BUSINESS
Landscaping Maintenance Update-Duane Farnsworth
of Douglas County Maintenance (DCM) joined the meeting and provided
the board with an update of several issues. Mr. Farnsworth reported
that DCM is in the process of blowing out the sprinkler system.
Mr. O'Connor offered his compliments on DCM's fertilization and
aeration results, as well as their water conservation efforts.
Mr. Farnsworth suggested that additional savings could result
from replacing sprinkler heads to those that would maintain pressure
levels. The board authorized replacement to these type new heads
as needed. Mr. O'Connor reviewed for the board the history of
the watering system and indicated that at some point the 18-year-old
system would need to be updated to a more efficient system. The
cost of these improvements would be covered by the reserve fund.
Snow Removal Contract-Discussion was held regarding
the snow removal contract submitted by DCM. Mr. O'Connor pointed
out that DCM's rates remain the same as last year's contract,
except a slight increase for hand shoveling, which would be minimal.
As before, snow removal is based on a 4-inch accumulation on sidewalks,
which service is provided within 24 hours following the end of
a snowstorm and/or after city plows have cleared the streets.
Motion was made, seconded, and passed unanimously
to accept the snow removal contract with Douglas County Maintenance
for the 2002-2003 snow season.
Christmas Tree Lights-Discussion was held regarding
Christmas tree lights. Mr. O'Connor stated that the lights would
be installed by the beginning of November and tested by mid-November,
so that the lights could be turned on at the same time as the
Castle Rock star is to be lit, usually the Saturday before Thanksgiving.
Mr. Farnsworth noted that stringed lights are recycled each year
and budgeted for replacement as needed.
Plum Creek Boulevard Entrance Damages-Mr. O'Connor
reported that Mr. Farnsworth met with a representative of Burlstone,
the contractor who installed the stoplights. They made a physical
inspection of the intersection, and Mr. Farnsworth identified
specific damages that need to be repaired. Either Burlstone or
the Town of Castle Rock will reimburse the cost of these repairs,
estimated at $1,465. It was specifically noted that this cost
does not include any irrigation repairs, which will be billed
separately at a later date. Mr. O'Connor will follow up on this
matter.
Insurance Renewal-Mr. O'Connor advised the board
that the association's liability insurance premium would increase
at renewal; i.e., this year's budgeted amount of $4,600 could
increase to about $7,000. He briefly explained the insurance coverage,
noting that liability insurance was required by the declaration.
Current coverage is $1 million per occurrence, with a $2 million
aggregate. Mr. O'Connor further advised that the insurance agent,
Talty, was obtaining competitive bids for the insurance renewal.
2003 Preliminary Budget-Mr. O'Connor gave a brief
overview of the 2003 preliminary budget. He specifically noted
that the only open line item was the fountain cost. It was suggested
that this amount be budgeted at $18,000, which would bring the
2003 budget on-target. The board could make a decision in the
spring regarding how best to handle the fountain issue.
Discussion was held regarding appointing a Budget
Committee to review the 2003 preliminary budget and make recommendations.
Mr. O'Connor suggested that the three-person committee consist
of Mr. Simmons (Treasurer), plus Ken Van Horn and Lawanda Tinnen,
both of whom have served on this committee previously. Mr. O'Connor
stated that the committee would meet by mid-November, so that
the 2003 budget could be finalized at the December meeting.
NewsPress Article-For the board's general information,
Mr. Simmons handed out a copy of a NewsPress article from the
October 9, 2002, edition regarding a dispute between a board and
its architectural control committee in another Douglas County
subdivision.
Castle Rock Development-A general information discussion
was held regarding current and planned development in the Castle
Rock area.
ADJOURNMENT
At 8:00 p.m., a motion was made, seconded, and passed
unanimously to adjourn the meeting.
NEXT BOARD MEETING-Wednesday, November 13,
7:00 p.m. at Plum Creek Country Club, in the Plum Room.