Ryder Cup at Plum Creek Homeowners Association

June 24, 2004 Meeting Minutes

June 24, 2004 Meeting Minutes

RYDER CUP AT PLUM CREEK HOMEOWNERS
ASSOCIATION, INC.

BOARD OF DIRECTORS MEETING MINUTES

Thursday, June 24, 2004

I. CALL TO ORDER

The June meeting of the Board of Directors of the Ryder Cup at Plum Creek Homeowners Association, Inc. was held on the evening of June 24, 2004 at the Phillip Miller Library, Wells Fargo 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: Harold Moss, Ron Redd, Gretchen Colander, Don Colander, and Sam Baldridge.

II. HOMEOWNERS FORUM

No homeowners spoke at this time.


III. REVIEW AND APPROVAL OF BOARD MEETING MINUTES, MAY 18, 2004

The minutes of the May 18, 2004 Special Meeting of the Board were reviewed. Mr. Wood made a motion to accept the minutes as presented, seconded by Ms. Cuddihy. Motion passed unanimously.

IV. REVIEW AND APPROVAL OF BOARD MEETING MINUTES, MAY 20, 2004

The minutes of the May 20, 2004 Board Meeting were reviewed. Ms. Cuddihy made a motion to accept the minutes as presented, seconded by Ms. Redd. Motion passed unanimously.

V. REVIEW AND APPROVE FINANCIAL STATEMENTS

The financials were reviewed. Ms. Maguire clarified the mis-keyed deposit. Ms. Redd brought to the Board’s attention that the financials are given on accrual basis [which means that the financials change after they have been “approved” by the Board].

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

b. Review of Demand Letters from Attorney
There were two demand letters sent out this month.

c. Review of Public Trustee Foreclosure
The Board was notified that one property is undergoing foreclosure. For foreclosures, Ryder Cup receives six month’s dues, and the remaining past dues have to be written off as bad debt. Ryder Cup will lose approximately $1,404 of income.

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

VI. MANAGER’S REPORT

a. Review of Letter Regarding Parking in Meadows
Parking violations were discussed. It is unclear if the HOA can tow vehicles parked on public streets. The plan of action is Ms. Maguire will call tow companies to see if anyone will tow. If so, then she will call lawyers and get an official, written opinion on this. If no one will tow, then the only available course of action is to create a fee schedule and fine for illegally parked vehicles.

b. Water Violations
Urban Farmer is responsible for the fines due to not fixing a broken sprinkler head on Ebony (between Bayan and Mango). May 28 Ryder Cup received a warning, June 4 a $50 fine, and June 7 a $100 fine. Urban Farmer is to reimburse Ryder Cup per their contract. Ms. Redd asked for the location of the two sprinkler heads that were replaced. Ms. Maguire will ask Urban Farmer and see if they can start putting that information on their bills. It was pointed out that damage to sprinklers by Urban Farmer per their contract is to be fixed at no charge.

c. Review of Community Map for Recommended Plant List

d. Discussion of Reserve Study Update Costs
Ms. Maguire contacted the company that did the first draft of the reserve study (Bradley Property Consultants) to see if the Board can still question them about the first draft. It will cost $65 an hour to have them come answer questions and will take about 2 hours.


Urban Farmer will start the tree removal June 28th and 29th.

Mr. Guillen stated that he spoke with Peter Reinhart regarding the Association being allowed to plant 2” caliper versus 2-1/2” caliper trees. According to Mr. Guillen, Mr. Reinhart was agreeable to this. By August, the Board would like to have multiple tree bids. It was noted that most landscape companies can be contracted to do winter watering. Ms. Redd expressed concern that tree care programs were not being pursued to be discussed by the Board. Mr. Guillen expressed doubt as to whether viable options existed that could be obtained by the Board. Ms. Redd suggested that either weed eater guards or Roundup under the current trees should be considered to protect what is already there. No action was designated by the Board.

Urban Farmer submitted at bid on rain sensors. Ron Redd stated that most rain sensors are worthless, and the Board needs to invest in an ET controller. The Town of Castle Rock will have a rebate program starting around next spring that could provide savings of around 30%. The Board decided to wait until next year to invest in rain sensors.

Ms. Maguire has addressed the brown areas around the community where it appears the sprinklers are not working or we are not getting the coverage. Urban Farmer will check into this. Ms. Redd expressed concern that Urban Farmer needs to respond to these conditions more readily and that mismanagement in this area could result in huge expenditures to the HOA.

The retention pond area was mowed on Tuesday, June 15th. Ms. Maguire has called Urban Farmer back to cut the weeds that are up against the fences that border the retention pond area. It was reported that trimming overall in Ryder Cup was not being done on a weekly basis.

Ms. Maguire has called the town of Castle Rock regarding the weeds/mowing of the Century community land. They will follow up with Century Communities and also look at the property to see if it is in violation.

Ms. Maguire checked with the Plum Creek South Masters Association (PCSMA) about replacing the faded street signs. PCSMA stated that responsibility lies with either Ryder Cup or Plum Creek North Masters Association (PCNMA). Ms. Maguire called Mr. Wisely with the city to see if the city will replace them. Mr. Wisely is checking on that although it is unlikely since the signs are specially designed for this neighborhood.

Ms. Redd asked Ms. Maguire to see if the town would repair the sidewalk along Plum Creek just North of Mango where it is broken. Ms. Maguire will call on that.

Ms. Maguire stated that the PCNMA security patrol reported that there are many homeowners keeping their garages open and unattended. The patrol suggests keeping them closed to deter theft. Homeowners are also encouraged to remove newspapers from their driveways. An informal poll of the homeowners present at the meeting was taken regarding the patrol. The homeowners overwhelmingly felt that this service is unnecessary.

Ryder Cup was invited to make a recommendation to the PCNMA Architectural Control Committee regarding a submittal for a patio cover at 355 Bayan Court. The Ryder Cup Board unanimously recommended approval.

VII. OLD BUSINESS

a. Revised Bid with Correct LF for Fence Staining
The bid from Classic Painting for staining 5790’ including power washing for $7527.00 was discussed. It is unknown if they will stain for individual homeowners while in the division. Ms. Maguire is going to find that out. Mr. Wood moved to accept this bid and Ms. Cuddihy seconded. Motion carried 3-2 with Ms. Redd and Ms. Rives dissenting. The dissenters cited their desire and understanding that more bids were to be reviewed and assurance the bid winner would also work with homeowners.

b. Review of Letter to Homeowner Regarding Emails
The letter was reviewed and the only change requested is that the salutation be more formal.

VIII. NEW BUSINESS

a. Letter to Homeowners Regarding Fence Staining
It was decided that this letter is not to be mailed out at this time. Mr. Guillen wanted to make some changes to the letter. Ms. Redd would like to have a homeowner meeting to discuss fence ownership before the letter is sent out. The HOA lawyers would not write a letter defining fence ownership because the Declarations do not directly say who is the owner. The Declarations do list property owned by the HOA and fences are not included. Mr. Guillen reported that Peter Reinhart believes the fence was put up for homeowners.

IX. Correspondence
a. Letters from Homeowners Regarding Parking with Violation Letters Mailed
· Several homeowners complained about illegally parked vehicles. Violation letters were sent out in response.

b. Letters to Association from PCNMA Regarding Replacement Signage and Displaying Meeting Sign
· The Board of Directors for PCNMA approved Ryder Cup’s request to place temporary signs indicating “Ryder Cup HOA Meeting Tonight” on greenbelt areas, provided that the signs are promptly removed after the meetings.

· The PCNMA would not make request to PCSMA on our behalf to replace the faded signs in our neighborhood. Ryder Cup will have to contact PCSMA themselves.


X. ADJOURNMENT
The general meeting adjourned at 9:00 p.m. The next meeting will be held on Thursday, July 22, 2004 at the Philip Miller Library, Wells Fargo Room at 7:00 pm.


Respectfully submitted,

Marianne Rives, Secretary