Ryder Cup at Plum Creek Homeowners Association

May 18, 2004 Meeting Minutes

May 18, 2004 Meeting Minutes

RYDER CUP AT PLUM CREEK HOMEOWNERS
ASSOCIATION, INC.

BOARD OF DIRECTORS MEETING MINUTES

Tuesday, May 18, 2004

I. CALL TO ORDER

A Special Meeting of the Board of Directors of the Ryder Cup at Plum Creek Homeowners Association, Inc. was held in accordance with Ryder Cup Bylaws (Article VI, Section2)* on the evening of May 18, 2004 at the Phillip Miller Library, Conference Room, Castle Rock, CO. Board members present: Laura Cuddihy, David Guillen, Susan Redd, and Marianne Rives. Homeowners present were: Ed Pickens, Linda Mercer and Ron Redd.

II. BUSINESS
a. Budget
· Reserve Study
The Board believes that there are some major flaws with the current reserve study (only includes fence and irrigation, not sure who legally owns the fence, includes a $90,000 cushion). It would like the opportunity to discuss this first draft with Bradley Property Consultants (the company the did the study). At the next meeting the Board will direct the property manager to contact Bradley Property Consultants regarding the first draft. The manager should also get a copy of the contract to see if the Board paid for more than only a first draft.
· Reserve Fund and Capital Improvement Fund
The Board would like to know if there are any legal issues with combining the Reserve and Capitol Improvement Funds. It would also like to know if it can deplete the Capitol Improvement fund on trees and fences this year.
b. Fence
· Fence Replacement
The Board would like to know if it is responsible for all of the fence replacement, 50/50 with homeowners, or if the homeowners own their fences and are responsible for replacement.
· Fence Staining
- It was decided that the Board will only entertain bids that are from insured companies and include power washing.
- Classic Painting and Decorating bid $1.30/lf for 6960 lf. There is only 5790 lf that needs to be stained. The Board would like to know if the bid remains the same per lf for the smaller amount. They also need to know if Classic Painting and Decorating is planning to or can hook up to the HOA water supply.
- The Board would like to find out if contractors will also do homeowner fences at same rate and time.
- The future plan is to begin a 2 year fence staining cycle with 50% of the fence (5355 lf) stained each year. Doing it this way may eliminate the need for power washing each time.
- The Board would like to consider more bids and also find out if it can get a better bid by awarding 2 year contracts.


c. Trees
· Tree Removal
The Board discussed the bid for tree removal submitted by Urban Farmer at a cost of $26 per tree. The Board also discussed weed-eater guards for trees as the bid from Swingle reported lots of severe wounding at the bases of trees. A tree inventory needs to be taken.The Board will try to get some volunteers together either an upcoming weekend or a few evenings to mark the dead trees and update the inventory.
· New Trees
The Board wants to buy some new trees this year. It plans to direct the property manager to get some more bids that include tree, planting, warrantee, and a tree care program. The Board would like to see bids for buying: 10 trees, 30 trees, or more. It would also like to see how bids from nurseries compare to buying from tree contractors. The issue of new trees has been designated to remain a topic of discussion.

III. ADJOURNMENT
The meeting adjourned at 8:30 p.m. The next meeting will be held on Thursday, May 20, 2004 at the Philip Miller Library, Conference Room at 7:00 pm.


Respectfully submitted,

Marianne Rives, Secretary







*Article VI, Section 2 of the Bylaws of Ryder Cup at Plum Creek Homeowners Association, Inc. states:

“Special Meetings. Special meetings of the Board of Directors shall be held when called by the president of the Association, or by any two directors, after not less than three (3) days’ notice to each director.”