Ryder Cup at Plum Creek Homeowners Association

May 20, 2004 Meeting Minutes

May 20, 2004 Meeting Minutes

RYDER CUP AT PLUM CREEK HOMEOWNERS
ASSOCIATION, INC.

BOARD OF DIRECTORS MEETING MINUTES

Thursday, May 20, 2004

I. CALL TO ORDER

The May meeting of the Board of Directors of the Ryder Cup at Plum Creek Homeowners Association, Inc. was held on the evening of May 20, 2004 at the Phillip Miller Library, Conference Room, Castle Rock, CO. Board members present: Laura Cuddihy, David Guillen, Susan Redd, Marianne Rives, and Earl Wood. Representing management: Kim Maguire with Premier Property Management, LLC. Homeowners present were: Shawn Strain, Ed Pickens, Nicholas Grove, Mike Harris, Linda Mercer, and Ron Redd.

II. URBAN FARMER Q&A ON WATER PLAN

Derek Butts representing Urban Farmer spoke on the Teak Place sprinkler redesign and the Water Plan.
· There appears to be no more puddling south off of Teak Place.
· The watering times have been cut down to 3 minute intervals
· On May 18 turf weeds and dandelions were sprayed.
· They will fertilize in the next week or two.
· Urban Farmer will be taking care of the weeds in the rocks.
· Urban Farmer will be mowing 2 swath’s width next to the fence in the detention area as part of their weekly routine. They must also mow past the crown of the hill so that weeds cannot be seen from the street. The basin can be mowed just once a month. They also agreed to trim weeds against the fence along the entire basin as part of their weekly routine.
· Urban Farmer will be using detention area picture for advertising.
· Mr. Butts said we should be conserving quite a bit of water where the clocks are now set.
· If we would like, Urban Farmer will put together a proposal for rain sensors. We would only need two. They would have to charge a trip fee if we wanted them to come adjusts the clocks when it rains. The Town of Castle Rock may be offering rebate programs for using rain sensors in the future.
· They worked on the wiring of zones. Last year’s wiring did not match the zones.
· Preventing more vandalism around the water clocks was discussed. Padlocks and re-keying are options for upping security. There are only two vulnerable places.
· It was noted that grass on the Mango Drive entrance has again experienced winterkill. Replacement options/general costs were discussed. No action was designated. Mr. Butts suggested we consider rock beds there. He does not recommend mulch.
· Mr. Butts was asked about the capacities of our irrigation system in terms of getting drip to trees in the front drainage basin. He was also asked about the existence of an old drip system pre-dating the sod and sprinklers. He is not aware of a drip system but will check and get back. A drip system would be a waste of water for trees on turf.
· When asked about a time period for tree removal, Mr. Butts said they can start right away.
· Homeowners can also take advantage of the $26 tree removal. The homeowner will need to call Kim Maguire and she will compile a list. Urban Farmer will come out when the list reaches 10 trees to be removed.
· Urban Farmer will Round-up rock areas at no additional charge.
· Urban Farmer will also treat homeowner rock beds for a small fee. Again, this should be coordinated through Kim Maguire.

III. HOMEOWNERS FORUM

· Nicholas Grove questioned the Board about their May 18th Special Meeting. The meeting was held in accordance with Ryder Cup Bylaws Article VI, Section2.
· Mr. Grove made an official request for the February 26, 2004 meeting minutes and all emails between Directors since March 24, 2004.
· Nicholas Grove wanted to know who will pay for the damage caused by a homeowner using landscape machinery in the beltway on Ebony Drive. The Board will look into the matter.
· Mr. Grove wants to know what kind of action is being taken on homes with dead grass and no tree in the front yard? Kim Maguire said those issues are being addressed by the Plum Creek North Master Association. No Board action was designated.
· Mr. Grove believes trees should be replaced based on the developer’s original plat. He says you can get a copy of the plat at the county offices. When Ryder Cup settled with US Homes, Mr. Grove contends that the HOA became obligated to complete the developer’s original plat.
· It was suggested that we put trees where trees are devoid instead of where they died.
· David Guillen explained that the Board has decided to do trees over time.
· Linda Mercer asked when the long-term tree plans will be done? As soon as the Board gets good bids so that all of the options and costs can be evaluated.
· Mike Harris feels that the current approved stain for fences is worthless. He does not feel it is of sufficient quality to provide protection to fences. It should be oil-based, and we need to make sure that both sides of the fence get done. The color is good, just not the right stuff.
· David Guillen asked Kim Maguire to find out if the homeowners own 50% of the fence.


IV. REVIEW AND APPROVAL OF BOARD MEETING MINUTES, FEBRUARY 26, 2004

The minutes of the February 26, 2004 Board Meeting were reviewed.

Laura Cuddihy requested that the sentence “Board members that attended the council meeting noted that their comments are public record, and they stand by their comments.” be added to the Homeowner’s Forum section.

Susan Redd noted that under New Business the stain should be Behrs 401, not Behrs 402.

Earl Wood wanted to clarify that he was not illegally elected.

Ms. Cuddihy made a motion to accept these minutes with the aforementioned changes. Ms. Redd seconded, and the motion passed.

V. REVIEW OF ANNUAL MEETING MINUTES, MARCH 25, 2004


VI. REVIEW AND APPROVAL OF BOARD MEETING MINUTES, APRIL 15, 2004

The minutes of the April 15, 2004 Board Meeting were reviewed. Ms. Redd made a motion to accept the minutes as presented, seconded by Ms. Cuddihy. Motion passed unanimously.

VII. REVIEW AND APPROVE FINANCIAL STATEMENTS

The financials were reviewed. Susan Redd requested the January monthly income statement. Ms. Maguire can bring it to her at next month’s meeting.

Ms. Redd moved to approve the financials. Ms. Cuddihy seconded that motion. Motion passed unanimously.

a. Review of A/R Summary (Executive Session)
The delinquency report was reviewed.

VIII. MANAGER’S REPORT

a. Review of Letter to Managers of PCNMA
Kim Maguire gave the Board members copy of a letter she received on behalf of the Plum Creek North Master Homeowners Association regarding architectural review submittals.

b. West Nile Information
Ms. Maguire gave the board a page of information from the Tri-County Health Department on the West Nile Virus. She also checked with them and verified that if there are any concerns with West Nile on our property or adjacent property we can notify Tri-County Health and they would be happy to come out and do testing.


IX. OLD BUSINESS

a. Reserve Study
A directive was given to Kim Maguire to get a copy of the contract between the Board and Bradley Property Consultants (the company that conducted the reserve study). The Board would like to know if it is still possible to question the consultants and receive a more finalized version than the first draft it was given.


X. NEW BUSINESS

a. Review of Various Bids for Tree Removal and Fence Staining

The bid for tree removal was awarded to Urban Farmer at a cost of $26 per tree. This will include removing the tree, filling the hole, and disposing of the tree.

The Board requested that Ms. Maguire get more bids for trees. These bids need not include tree removal, however they should have warrantees. The Board also wants to look into tree care programs before purchasing. The Board would also like to know if they can have price discounts based on the quantity being bought. The Board requested a letter be written to the North Master Association to find out if it can buy slightly smaller trees so that way more can be purchased.

The Board has requested more bids for fence staining. They want the bids to come from insured companies and to include power washing as well. They also want to know if the companies will do homeowner fences. The long-term plan is to begin a 2-year fence staining cycle. Staining that frequently should eliminate the necessity to power wash each time. The Board would like to know if it is able to get a better deal by awarding a 2-year contract.

b. Review List of Homeowners/PCNMA Letter

The Directors were given a list of homeowners that received a letter from the PCNMA for non-compliance with landscaping standards.

c. Review Insurance Renewal Package
· Ms. Maguire stated that we need auto coverage in case someone is killed in an auto accident while on Board business.
· Ms. Maguire proposed getting more bids.
· Again, fence ownership question needs definite addressing. The amount of fence to insure is directly impacted by how much of the fence the HOA actually owns.
d. Newsletters
· Susan Redd requested that the copy costs be reimbursed for producing the newsletter. Those costs were estimated at $0.10 per copy. Marianne Rives moved that the Board reimburse for newsletter copy expenses. Earl Wood seconded and motion carried 4-1 with Laura Cuddihy dissenting.
e. Other
· Susan Redd had a couple of letters for the Board to look over and send out. One was regarding replacing street signs, and the other was allowing the Board to put up meeting signs and notices to remind homeowners of Board meetings.
· Susan Redd requested two line items be added to the budget: one for pet pick-up and one for sign replacement.


XI. ADJOURNMENT
The general meeting adjourned at 8:50 p.m. The Directors met briefly in Executive Session to review a homeowner request. The next meeting will be held on Thursday, June 24, 2004 at the Philip Miller Library, Wells Fargo Room at 7:00 pm.


Respectfully submitted,

Marianne Rives, Secretary