Ryder Cup at Plum Creek Homeowners Association

August 26, 2004 Meeting Minutes

August 26, 2004 Meeting Minutes

RYDER CUP AT PLUM CREEK HOMEOWNERS
ASSOCIATION, INC.

BOARD OF DIRECTORS MEETING MINUTES

Thursday, August 26, 2004

I. CALL TO ORDER

The August meeting of the Board of Directors of the Ryder Cup at Plum Creek Homeowners Association, Inc. was held on the evening of August 26, 2004 at the Phillip Miller Library, Wells Fargo Room, Castle Rock, CO. Board members present: Laura Cuddihy, David Guillen, Marianne Rives, and Earl Wood. Representing management: Kim Maguire with Premier Property Management, LLC. Homeowners present were: Shawn Strain, Nicholas Grove, Sam Baldridge, Susan Redd, and Ron Redd.

II. RESIGNATION LETTER FROM TREASURER SUSAN REDD

It was acknowledged that Susan Redd resigned from the Ryder Cup Homeowners Association Board of Directors effective July 26, 2004.

III. DISCUSSION OF VACANCY

Two homeowners, Nicholas Grove and Shawn Strain, expressed interest in filling the vacant seat until it comes up for election in March 2005. They each gave a quick speech about themselves. Ms. Cuddihy moved to appoint Nicholas Grove to the vacant seat and Mr. Wood seconded the motion. Ms. Rives moved to appoint Shawn Strain to the vacant seat and Mr. Guillen seconded that motion. The vote split 2-2. Ms. Cuddihy moved that the Board choose to temporarily expand to 6 Directors and appoint both Mr. Grove and Mr. Strain to the open seat until it is up in March 2005. Mr. Wood seconded that motion, and it passed unanimously.

IV. HOMEOWNERS FORUM

· Shawn Strain stated someone must have called the golf course as it was mowed this week and looks good.

V. REVIEW AND APPROVAL OF BOARD MEETING MINUTES

a. Review and Approval of Minutes, June 24, 2004

The minutes of the June 24, 2004 Board Meeting were reviewed. Mr. Wood made a motion to accept the minutes as presented, seconded by Ms. Cuddihy. Motion passed unanimously.

b. Review and Approval of Minutes, July 22, 2004

The minutes of the July 22, 2004 Board Meeting were reviewed. Ms. Maguire requested that the sentence “… the Master Association will probably refund the $5/month/household fee …” be changed to “… the Master Association will probably not collect the $5/month/household fee …”.

Mr. Wood made a motion to accept these minutes with the aforementioned change. Ms. Rives seconded, and the motion passed.

VI. REVIEW AND APPROVE JULY 31, 2004 FINANCIAL STATEMENTS

The financials were reviewed. Ms. Cuddihy moved to approve the financials. Ms. Rives seconded that motion. Motion passed 4-0.

VII. MANAGER’S REPORT

a. Update on Attorney Review of Declarations Regarding Parking on Public Streets
· Attorney says Ryder Cup is allowed to set up a fine system.
· Must have established fines, be reasonable, and give homeowners sufficient notice to make other arrangements.
· Ms. Cuddihy moved to adopt a fine schedule that states:
72 hours constitutes a violation time
1st Violation = Letter Issued
2nd Violation = $25.00 Fine
3rd Violation = $50.00 Fine
4th Violation = $100.00 Fine
Each Subsequent Violation = $100.00 Fine
Additional $5/day fines may be assessed
No hearing for 1st Violation, but hearings at the following HOA monthly meeting for each subsequent violation
Mr. Grove seconded the motion and it carried 6-0.
b. Examples of Various Fine Systems in Different Associations
c. Review of Fines and Violation Hearings Article
d. Update of Fence Staining Project
· Classic Painting has power washed
· Weeds by golf course were cut so they could stain

VIII. OLD BUSINESS

a. Review of Draft Letter to Homeowners Regarding Fence Ownership
This was postponed since the Board is planning on adding more information to the homeowners (such as parking fine schedule) at the same time.

IX. NEW BUSINESS
a. Review of Tree Bids with Recap
The bids were reviewed. Mr. Grove moved that the Board accept Castle Rock Gift and Garden’s bid up to $4000 for trees. Ms. Cuddihy seconded the motion and it passed 6-0.
b. Review of Winter Watering Program
Ms. Maguire recommended that Ryder Cup use Urban Farmer for this per their contract. No action was taken.
c. Discussion of Newsletter Timing and Website Maintenance
Previous newsletters were created using Microsoft Publisher. Mr. Strain will take the lead on this, however the frequency may be cut back to quarterly instead of monthly newsletters.
d. Renewal of Urban Farmer Snow and Landscape Contracts
· Mr. Wood moved that the Board renew Urban Farmer’s Snow Plow Agreement. Ms. Cuddihy seconded the motion and it carried 6-0.
· Mr. Wood moved that the Board renew Urban Farmer’s Landscaping Contract. Mr. Strain seconded and motion passed 6-0.

X. CORRESPONDENCE
a. Demand Letter to Homeowner

XI. ADJOURNMENT

The general meeting adjourned at 8:30 p.m. The next meeting will be held on Thursday, September 23, 2004 at the Philip Miller Library, Wells Fargo Room at 7:00 pm.

XII. EXECUTIVE SESSION
· Ms. Cuddihy moved to renew current management agreement and include 10% raise. Mr. Strain seconded and motion carried.
· Mr. Guillen moved to appoint Mr. Grove as Treasurer. Ms. Cuddihy seconded and motion carried.
· Mr. Grove moved that a resolution be made to create the office of Vice President. Mr. Guillen seconded and motion carried.
· Mr. Grove nominated Ms. Cuddihy for office of Vice President. Mr. Guillen seconded. Ms. Cuddihy was elected.
· Reviewed A/R Summary.

Respectfully submitted,

Marianne Rives, Secretary