BOARD OF DIRECTORS - Ken-Caryl Ranch · 2018-09-17 · BOARD OF DIRECTORS BUSINESS MEETING AGENDA RANCH HOUSE Tuesday, September 18, 2018 6 p.m. I. ** - Call to Order – Pledge of

BOARD OF DIRECTORS

BUSINESS MEETING AGENDA

RANCH HOUSE

Tuesday, September 18, 2018

6 p.m.

I. ** - Call to Order – Pledge of Allegiance

II. Conflict of Interest

III. Approval of Minutes – August Business Meeting

IV. Financial Report – August

V. Hearing - Open Space Rules Violations

VI. Member Open Forum - Resident comments on subjects not on the agenda – 10 minutes’ maximum total

time allowed ***

VII. Communication/Discussion Items

A. Presentation – 2017 Audit

B. Presentation – 2019 Insurance update by John Archer

C. Request – 2018 Issues Committee

D. Presentation/discussion – Draft 2019 Budget

E. Discussion – Architectural Committee resignation

VIII. Action Items

Motion: “A” A Motion ratifying the Board’s decision to allow the Issues Committee to run a half-page ad

in the Sept. 19 issue of Life at Ken-Caryl at no charge.

Motion: “B” A Motion directing staff to run a quarter-page ad in the Oct. 3 and 31 issues, a half-page ad in

the Oct. 17 issue, and make a donation in the amount of $2,500 to the Issues Committee as outlined in their

memo request.

Motion “C” A Motion authorizing the use of the Ken-Caryl Ranch logo on mill levy promotional materials

by the “Ken-Caryl Ranch Residents in Favor of 2018 Mill Levy Increase” issues committee.

Motion: “D” A Motion authorizing staff to increase the Lien Fee to $100.

IX. Committee and Task Force reports by Board representatives

X. Manager’s Report

XI. Executive Session

XII. Reconvene open meeting if the Board decides to act.

XIII. Adjournment

*Individuals who require special accommodation to attend and/or participate in this meeting should call

303.979.4070 ext. 136 to advise the ADA compliance officer of their specific need(s) 48 hours prior to the

meeting.

**Times are estimates and discussions are subject to begin before designated times and/or extend beyond

the designated times. Topics are subject to change and new ones may be introduced at the meeting.

***Members who would like to address the Board in more detail than is possible during the 10 minute

resident comment section are asked to submit their thoughts in writing to staff the week prior to the Board

meeting so it may be included in the Board package and scheduled as a part of the agenda.

Minutes of the Monthly Business Meeting of the Board of Directors of the Ken-Caryl Ranch Master Association HELD Aug. 21, 2018

The regular business meeting of the Board of Directors of the Ken-Caryl Ranch Master Association was held on Tuesday, Aug. 21, 2018 at the Ranch House, 7676 South Continental Divide Road, Littleton, CO 80127.

Call to Order The meeting was called to order at 6:01 p.m. by President Seth Murphy.

Attendance Board: Chris Figge, Andy Lydens, Seth Murphy, Dave Seagraves, Erlinda Stafford Staff: Chris Pacetti, Victoria DeSair, Sean Warren

Conflicts of Interest Seth Murphy requested any Board member who may have a potential conflict of interest disclose said conflict prior to any discussion at the meeting. No new conflicts had been discussed prior to this meeting and all prior conflicts were hereby incorporated into these minutes by reference.

Approval of Minutes There were no amendments to the July 17, 2018 regular meeting minutes of the Board. Motion: Motion to approve the minutes made by Chris Figge Seconded by Dave Seagraves Motion approved unanimously

Financials July financials were included in the Board packet. Chris Pacetti said the 2017 Audit will be presented in September. Motion: Motion to accept the financials made by Erlinda Stafford Seconded by Dave Seagraves Motion approved unanimously

Member Comments Not Related to Agenda

• Board Member Erlinda Stafford read a thank-you letter and passed out honey samplesfrom Ed Galisewski, who maintains beehives in Ken-Caryl Ranch Open Space.

• Resident James Fodor requested that one of his letters to the editor in Life at Ken-Carylnot count toward his total of eight allowed letters per year. He wants one extra letter toanswer another resident’s letter that was directed at him. He also requested that theBoard increase the number of allowed letters to the editor per year from eight totwelve. He also requested more transparency regarding trail accidents.

III.

The Ken-Caryl Ranch Master Association Board Minutes August 2018

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• Resident Cheryl Mouton requested that the Board dismiss the foreclosure against herproperty. She will put together a timeline of events regarding her property, as will theMaster Association staff, so the Board can review the information and make a decision.

• Resident Elizabeth Allison asked the Board if we are being sued, and the Board said no.She asked how many serious accidents there have been on the trail, and the Board didnot know the number. She wants more information about serious accidents and wantsthem published in the paper. She also requested procedures be in place when there isan accident. She wants the Board to think about liability concerns.

• Bruce Heise provided clarification on some mis-information regarding Docmann Trailand in letters to the editor. He said the Trail Club did not write the Trails Master Planand stated the history of the plan. He also addressed linear trails and issues with erosionand said that mountain bike racing was never discussed as part of the Trails Master Plan.He said loop hikes are popular in all states and other countries.

• Joe McCabe recommended a book called Factfulness and said all elected officials shouldread the book.

Communication/Discussion Items

• Recycling Program: this presentation was cancelled.

• Docmann Trail Permit: Jefferson County issued a Natural Surface Trail Permit to the Ken-Caryl Ranch Master Association in July 2018. A group of residents filed an appeal withthe County. The Jefferson County Board of Adjustment will hear the appeal on Sept. 5 at9 a.m. at the County Administration Building. Resident Heidi Werth asked who will payfor construction reversal. The Board stated that only corridor clearing of vegetation hasoccurred, and trail construction has not started. The County Board of Adjustmentmeeting will be held before trail construction is scheduled to start. Dan Mullins said thecontractor, Singletrack Trails, is prepared to start Sept. 10 if approval is given, but theycan delay until as late as Sept. 24 and still complete the project. If the Board ofAdjustment delays a decision until Sept. 19, the Board wants to delay construction untilafter the meeting. Seth Murphy, Chris Pacetti, and Sean Warren will attend the Board ofAdjustment meeting.

• Brannon Gearhart Pond: Resident Dale Grau discussed issues with the pond aerator atBrannon Gearhart Pond. The aerator is no longer working. He requested the pond bedredged and the aerator fixed. Staff is working with a contractor to address the issue,and the Open Space Committee will discuss it at its Aug. 22 meeting.

• One-Time Project List: Staff provided an updated on the 2018 one-time project list.

• 2019 Budget: Chris Pacetti presented the budget planning schedule to the Board. TheBoard discussed the possibility that if the Metropolitan District’s mill levy does not pass,does the Master Association want to take on some of the Metropolitan District’sunfunded expenses. The Board wants to discuss Ranch House Pool funding at the Sept. 4Joint Study Session. The Board reviewed a list of potential one-time expenses anddiscussed allotting $250,000 toward the water bill. Open Space Manager Sean Warrendiscussed some rare plants in a section of the Metropolitan District’s open space nearthe new Westerly Apartments. The Board discussed the possibility of updating the Trails

The Ken-Caryl Ranch Master Association Board Minutes August 2018

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Master Plan. Chris Figge and Dave Seagraves don’t support funding the Trails Master Plan. Open Space Manager Sean Warren discussed the potential for a Protected Habitat Plan. The Board also discussed adding Brannon Gearhart Pond improvements and $5,000 for replacing mailbox pads to the potential one-time projects list. A draft of the budget and updated budget yellow sheet of potential one-time projects will be presented for discussion at the Sept. 18 Board meeting.

• 2019 Insurance Renewal: The Board supports staying with insurance broker John Archerfor 2019 insurance renewal.

• Greenbelt W Drainage: The Board will add to the potential one-time projects list.

Action Items

• N/A

Committee and Task Force Reports

• Seth Murphy discussed an interaction he had with the Chatfield Mountain Biking Teamin the Ken-Caryl Ranch Open Space. He was concerned that members of the team wereriding out of control and going too fast. Seth talked to the coach and asked him to talkto the students. Chatfield said they may not use our trails in the future.

Manager’s Report

• N/A

Executive Session At 8:55 p.m. the Board entered Executive Session to discuss a personnel matter.

Adjournment No action was taken following the Executive Session, and there being no further items for discussion, the meeting adjourned at 9:05 p.m.

Respectfully submitted,

Victoria DeSair Secretary of the Meeting

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Request from Mill Levy Issues Committee

A group of residents recently formed an Issues Committee, Ken-Caryl Ranch Residents in Favor of 2018 Mill Levy Increase. The Issues Committee is requesting financial and in-kind donations from the Master Association:

In-Kind Advertising in Life at Ken-Caryl:

• Half-page ad in the Sept. 19 and Oct. 17 issues. Total value of $646.

• Quarter-page ad in the Oct. 3 and 31 issues. Total value of $360.

Financial Donation: The Issues Committee is also requesting a donation in the amount of $2,500 to help defray the cost of promotional materials for the mill levy campaign. Promotional materials could include yard signs, door hangers, postcards, website, Facebook ads, and other items at the committee’s discretion.

VII. C

REVENUE & EXPENSE SUMMARY (000)

2018

2016 2017 2018 PROJ. 2019

ACTUAL ACTUAL PLAN EST. PLAN

@$48 @$49 @ $52 @ $52 @ $52

REVENUE

4010 MONTHLY DUES PG2 * 2700 2763 2935 2935 2935

4011 INTEREST/LATE CHARGES PG4 10 16 12 15 15

4012 TRANS/REFI FEE PG4 15 12 13 12 12

4030 OTHER INCOME PG4 7 8 8 8 8

4031 INTEREST REV PG4 5 8 6 10 12

4033 CABLE T.V.& T-MOBILE PG4 52 53 55 55 55

4034 ADVERTISING PG4 152 143 147 136 137

4035 LEGAL COLLECTIONS PG4 40 25 25 20 20

CHRISTMAS TREES 3 3 3 3 3

4040 TENNIS FEES PG4 4 4 4 4 4

SUB TOTAL 2988 3035 3208 3198 3201

PROJECTED PRIOR YEAR END BALANCE 73 166 166

SUB TOTAL 3061 3035 3374 3364 3201

4015 EQ BOARDING REV PG5 431 411 494 473 495

4016 EQ OTHER REV PG5 24 28 26 24 24

4018 EQ ACADEMY TUITION PG5 84 58 85 55 61

4020 EQ HORSE USE PG5 36 28 36 25 38

4022 EQ CAMP TUITION PG5 13 12 12 12 12

SUB TOTAL 588 537 653 589 630

TOTAL REVENUE 3649 3572 4027 3953 3831

EXPENSES & RESERVES

GENERAL OPERATIONS PG6 502 499 531 519 551

OPERATIONS AND MAINTENANCE PG9 951 948 1010 1044 1031

ADMINISTRATION PG12 318 297 320 302 334

OPEN SPACE MAINTENANCE PG17 579 619 530 530 549

ONE TIME PROJECTS 336 184 683 435 409

SUB TOTAL 2686 2547 3074 2830 2874

EQUESTRIAN OPERATIONS PG14 445 416 520 473 519

EQUESTRIAN RIDING SCHOOL PG14 132 113 133 113 111

SUB TOTAL 577 529 653 586 630

TRANSFER TO SPECIAL PROJECTS - POOL 226

TOTAL EXPENSES 3263 3286 3727 3642 3504

RESERVE REPLACEMENT FUNDING PG21 250 250 250 250 250

CONTINGENCY 12 29 50 20 50

TOTAL EXPENSES & RESERVE 3525 3565 4027 3912 3804

NET INCOME (LOSS) 113 217 0 41 27

*2018 RESIDENTIAL DUES @$52/MONTH, APARTMENTS @$40/MONTH AND COMMERCIAL PROPERTY @$36/MONTH/ACRE

9/14/2018

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VII. D2019 Draft MA Budget

GENERAL OPERATIONS (000)

2018 2018

2016 2017 PLAN PROJ. 2019

ACTUAL ACTUAL EST. PLAN

5500 WAGES/SALARIES 119 103 115 115 130

5501 RECEPTIONISTS 26 26 29 29 32

5506 PAYROLL TAXES 9 8 9 9 10

5507 EMPLOYEE BENEFITS 3 10 11 11 12

5510 RETIREMENT PLAN 5 3 6 6 8

5520 OFFICE SUPPLIES 5 5 7 7 7

5525 TELEPHONE 9 5 6 6 6

5530 POSTAGE 7 7 8 8 8

5535 INSURANCE 142 148 142 142 142

5540 LEGAL/GENERAL 9 10 10 10 10

5539 LEGAL/COVENANTS 0 1 6 3 5

5542 CONSULTANT 5 3 6 6 6

5546 AUDIT 8 9 9 9 10

5555 WEB SITE 3 2 5 5 5

5565 PRINTING/COPYING 7 7 8 8 8

5567 NEWSPAPER (1) 100 106 112 101 106

5568 NEWCOMER/PUBLIC INFO/COUPONS 3 3 4 4 4

5570 COMPUTER SERVICE/SUPPLIES 11 13 18 18 20

5590 ARCHITECTURAL CONSULTANT 9 14 12 12 12

5592 CONTRACT COVENANT INSPEC. 18 6 0 0 0

5599 SPECIAL EVENTS 4 6 8 10 10

MISCELLANEOUS 4

TOTAL 499 499 531 519 551

9/14/2018

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OPERATIONS & MAINTENANCE (000)

2018

2016 2017 2018 PROJ. 2019


5313 SIGNAGE 6 7 6 6 6

5314 STREET LIGHTS 28 27 28 58 28

5315 RESIDENTIAL TRASH/RECYCLING 600 623 640 640 672

5317 HISTORICAL SOCIETY COMMITTEE 7 2 7 7 7

5320 RANCH HOUSE MAINT/UTILITIES 50 58 60 65 65

5327 DRAINAGE REPAIR 100 100 100 100 100

5328 IRRIGATION 110 110 110 110 110

5333 TREES 5 5 10 10 10

5331 SIGN PATROL 6 6 6 5 5

5306 ASPHALT PATH REPAIRS 2 2 2 2 2

5307 ADA MODIFICATIONS 25 0 15 15 0

5308 KC2020/CP IMPLEMENTATION 1 0 0 0 0

5332 SNOW REMOVAL 5 2 5 5 5

5345 SECURITY 6 6 6 6 6

CONCRETE REPAIRS 0 15 15 15

TOTAL 951 948 1010 1044 1031

9/14/2018

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ADMINISTRATION

2018

2016 2017 2018 PROJ. 2019


5600 WAGES/SALARIES 213 194 182 175 200

5606 PAYROLL TAXES 14 15 15 14 15


5610 RETIREMENT PLAN 13 9 11 9 11

5615 EMPLOYEE EXPENSE 8 5 7 7 7

5621 BOARD EXPENSES 2 4 4 4 4

5616 MEETING EXPENSES 2 2 3 3 3

5617 ELECTION/ANNUAL MEETING 1 6 3 4 4

5618 EMPLOYEE EDUCATION 1 1 1 1 1

5619 BANK CHARGES 1 1 1 1 1

SALARY ADJ./BONUS' 0 24 24 24

5645 LEGAL/DELINQUENCIES 40 25 25 23 25

5650 DUES,FEES,SUBSCRIPTIONS 1 10 4 2 2

5670 DUES WRITE OFFS 1 0 10 10 10

TOTAL 318 297 317 302 334

4

EQUESTRIAN

2016 2017 2018 2018 2019

PROJECTED


EQ BOARDING REV PG5 * 430 411 494 473 495

EQ OTHER REV PG5 24 28 26 24 24

EQ ACADEMY TUITION PG5 84 58 85 55 61

EQ HORSE USE PG5 36 28 36 25 38

EQ CAMP TUITION PG5 13 12 12 12 12

TOTAL REVENUE 587 537 653 589 630

Anticipates a 3% increase in boarding fees in 2019

Assumes average feed cost $220/ton if costs increase a sur charge will be assessed

Assumes average bedding cost $3.50/cu yd if costs increase a sur charge will be assessed

2016 2017 2018 2018 2019

PROJECTED


5700 FACILITY MAINTENANCE 6 17 18 10 15

5701 EQUIP.MAINTENANCE 4 1 7 5 7

5702 FEED/GRAIN 133 119 143 130 143

5722 PIPE PEN SAND 4 2 5 5 5

5703 BEDDING 47 24 35 25 30

5704 SHAVINGS PICKUP 31 24 28 28 28

5705 SALARIES/WAGES 165 160 177 166 186

5706 PAYROLL TAXES 13 14 16 14 15


5708 RETIREMENT 3 3 3 3 3

5710 SPECIAL EVENTS 1 1 1 1 1

5712 INSURANCE 9 14 10 10 10

5713 LEGAL 0 0 1 1 1

5714 OFFICE SUPPLIES 1 1 1 1 1

5715 UNIFORMS 1 1 1 1 1

5716 EMPLOYEE EXPENSE 1 1 1 1 1

FOOTING REPLACEMENT 0 0 30 30 30

7004 RESERVES CONTRIBUTION 10 15 15 15 15

5718 UTILITIES 18 17 20 20 20

TOTAL 455 420 520 473 519

EQUESTRIAN RIDING SCHOOL 2016 2017 2018 2018

PROJECTED 2018


6102 SCHOOL HORSE FEED 29 23 28 25 25

6103 FACILITY MAINTENANCE 9 9 9 9 9

6105 WAGES/INSTRUCTORS 66 61 65 52 47

6106 PAYROLL TAXES 6 5 6 5 5

6108 TACK PURCHASE 1 1 1 1 1

6112 INSURANCE 9 -5 5 5 5

6113 HORSE PURCHASE 0 1 3 1 3

6114 MISCELLANEOUS SUPPLIES 2 3 3 2 3

6116 VET/SHOEING 13 15 13 13 13

TOTAL 135 113 133 113 111

TOTAL EXPENSES 602 533 653 586 630

5

OPEN SPACE

2018

2016 2017 2018 PROJ. 2019


5901 PAYROLL TAXES 26 26 26 26 26


5903 RETIREMENT 16 15 16 16 16

5905 VEHICLE MAINTENANCE 12 12 12 12 12

5906 CONTRACT WEED CONTROL 32 32 38 38 33

5907 CONTRACT 2 TRAIL MAINTENANCE 4 12 10 10 10

5910 CONTRACT TRAIL MAINTENANCE 69 104 17 17 17

5913 OPEN SPACE SUPPLIES 24 28 30 30 30

5914 UNIFORMS 2 3 3 3 3

5915 VOLUNTEER SUPPORT 1 1 1 1 2

5916 SIGNAGE 9 9 10 10 10

5917 RESTORATION 0 0 0 0

5918 FUEL 6 6 7 7 7

5920 FOREST/FUELS MANAGEMENT 10 13 6 6 6

5943 HAZARD TREE REMOVAL 0 6 7 7 8

5921 DUES AND SUBSCRIPTIONS 1 1 1 1 1

5922 TRAINING 2 2 2 2 2

5924 SURVEY WORK 1 1 1 2 15

5926 CONTRACT TRAIL BUILDER 21 15 0 0 0

5927 BIOLOGICAL SURVEYS 0 0 0 0 0

5928 TRAIL PERMITING 1 1 2 1 1

5929 EQUIPMENT 5 10 10 10 10

5908 WAGES - MOWING 13 7 13 7 8

5930 WAGES - PATROL 78 88 75 84 86

5931 WAGES - GENERAL MAINTENANCE 64 69 60 60 62

5932 WAGES - NOXIOUS WEED CONTROL 15 16 21 21 22

5933 WAGES - FORESTRY 17 18 11 9 10

5934 WAGES - TRAIL MAINTENANCE 2 1 2 2 2

5935 WAGES - TRAIL CONSTRUCTION 10 8 10 10 10

5936 WAGES - BOUNDARY MANAGEMENT 8 10 8 10 10

5937 WAGES - WILDLIFE MANAGEMENT 5 8 8 10 10

5938 WAGES - GENERAL OPERATIONS 85 73 98 93 95

5941 PRAIRIE DOGS 17 0 0 0

TOTAL 579 619 530 530 549

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SPECIAL PROJECTS

Projected Projected

12/31/2017 2018 2018 12/31/2018

Project Balance Added Expended Balance

EQUESTRIAN CENTER $11,209

DRAINAGE DRAINAGE $237,944 $150,000 $87,944

IRRIGATION SYSTEM $306,100 $110,000 $416,100

HISTORICAL SOCIETY $4,800 $4,800 $0

MEDIAN IMPROV. $9,500 $9,500 $0

ST POINTE TRAIL $10,000 $10,000 $0

2017 OPERATIONS $145,000 $145,000 $0

UNDESIGNATED $60,429

TOTAL $784,982 $110,000 $319,300 $504,044

7

ACTUAL BUDGET PROJ. BUDGET STATUS

ONE TIME PROJECTS 2017 2018 2018 2019 2018 Status

Increase MA duties/Irr. Water $100,000 $100,000 $100,000 $250,000 Complete/$100,000

RH pool funding $0 $226,000 $0 On hold

Bond Projects $0 $162,000 $162,000 Complete/$162,000

Docmann Trail $0 $76,000 $76,000 Scheduled

Stallion Pointe Trail Improvements $0 $16,000 $16,000 In progress

Fence North Border $4,900 $5,000 $4,600 $5,000 Complete/$4,600

EPT/Manzanita Trail supplies $0 $15,000 $11,844 Complete/$11,844

Open Space picnic tables $0 $5,000 $4,437 $5,000 Complete/$4,437

Easement/Right of way review $0 $7,000 $7,000 $10,000 In progress

Docmann fence/gates $0 $5,000 $5,000 TBD

Upgrade electric box on main barn $0 $3,500 $2,650 Complete/$2,650

Upggrade electric in main barn $0 $0 $0 $14,120

RH wading pool repairs $0 $5,000 $2,656 Complete/$2,656

Replace tie wall V. Pkwy/Colony $0 $30,000 $15,000 Complete/$15,000

Replace fence along tie wall above $0 $12,000 $12,000 Scheduled

Update bathrooms at Bradford pool $0 $11,000 $10,560 Complete/$10,560

Prairie Dog Colony Restoration $26,334 $5,000 $5,000 In Progress

Landscape/median beautification $10,437 $10,000

Resident Survey $17,341

DL playground, tables, benches $24,000

Ranch House Furniture $593

Street light removal $15,000

Greenbelt W drainage $10,000

Trails Master Plan Update $15,000

Gutter Guard Ranch House $6,750

Valley Parkway Crossing $8,000

Mailbox pads $5,000

Plum Thicket Trail Improvements $20,000

Improve vehicular access to Docmann $15,000

Open Space weed mgmt.& restoration plan $15,000

Pilot trailhead Kiosk $5,000

Tree Master Plan ?

Dredge Brannon Gearhart Pond ?

TOTAL $183,605 $683,500 $434,747 $408,870

8

2018 RESERVES

RH HVAC - condensers $5,200

RH HVAC Air Handlers $3,690

BR Iron Fence $30,000

EC Replace John Deere tractor $60,000

EC Paint Carriage House $1,500

EC Paint Managers House $6,715

EC Paint Tack Building $2,000

EC Replace Lower Turn Out Panels $19,000

BGP - Seal Coat Parking Lot $3,000

Replace 2005 Ranger Truck $40,000

RH - Snack Bar Deck $34,000

GB Replace Fence Medema $35,000

OS Asphalt conversion $100,000

TOTAL $340,105

9

“YELLOW” SHEET 2019 BUDGET

9/4/18

POTENTIAL “ONE TIME” EXPENSES

1. Fence North Border phase III $5,000

2. Landscape & median beautification $10,000

3. Electrical update to Large Barn $14,120

4. Greenbelt W drainage $10,000

5. Street light removal $15,000

6. Trails Master Plan update $15,000

7. Easement review $10,000

8. Gutter Guard – RH $6,750

9. Valley Parkway crossing $8,000

10.Open Space picnic tables $5,000

11.Plum Thicket Trail improvements $20,000

12. S. Hogback OS biological survey and trail planning $15,000

13. Improve vehicular access to S. Docmann $15,000

14. Open Space weed management and restoration plan $15,000

15. Pilot trailhead Kiosk $5,000

16. Mailbox pad repair $5,000

TOTAL $173,870

2018 - $678,500 (includes $166K from prior year & $512,500 current year)

2019 – move $250,000 to operations for water bill

$1/mo x 4923 = $59,076

Ken-Caryl Ranch Master Association

Memo To: Ken-Caryl Ranch Master Association Board of Directors

From: Sean Warren

CC: Chris Pacetti

Date: September 6, 2018

Re: 2019 Trails Plan and Budget Request

In accordance with the Ken-Caryl Ranch Trails Implementation Process (KCRTIP), the Ken-Caryl Ranch Open Space Committee (OSC), Volunteer Trail Coordinators (VTC) and KCRMA Open Space Department staff (Staff) present to the Ken-Caryl Ranch Master Association Board of Directors the following 2019 Trails Plan and Budget Request (TPBR19). This document and the OSC budget document for 2019 titled “KCR Open Space Committee Goals, Corresponding Actions and Funding Needs—2018 Open Space Budget Status and 2019 Budget Request” are intended to be companion documents.

The budget related highlights include;

• $15,000 for biological survey of SE corner of South Hogback Open Space.

• $20,000 for trail improvements in Plum Thicket Open Space.

NEW TRAIL AND MAJOR TRAIL RE-ROUTE PROJECTS REQUIRING BOARD ACTION;

The following assessment for a potential new trail project requires the MA and MD Boards to approve the conceptual design (KCRTIP step III-B- steps1 through 6);

• Biological Survey for a Potential New Trail Project in The South Hogback Open Space-The OSC is requesting $15,000.00 for contract biological survey work in 2019, of a yet to bedetermined potential new trail project in the SE corner of the South Hogback Open Space. Withcompletion of the Westerly Apartments in the Jefferson Corporate Center, which is adjacent toKen-Caryl Ranch Public Open Space, it is anticipated that a new demand for recreationalaccess to this area will arise. There is an urgent need to collect biological base data for thisproject. Although the South Hogback Open Space is owned by the Ken-Caryl RanchMetropolitan District, The OSC feels it is the duty of Staff and the OSC to initiate and for theMaster Association to sponsor a study to evaluate options for protecting our property fromunwanted access.

MAJOR TRAIL MAINTENANCE AND MINOR RE-ROUTE PROJECTS NOTIFICATION;

The following trail construction project requires VTC and staff to inform the Board of project details (KCRTIP step III-A-2).

• Plum Thicket Trail improvements- $20,000 required to pave steep sections of soft surfacetrail with colored concrete to address on-going erosion issues.

UPDATE OF ON-GOING PROJECTS; 1. Docmann Loop Trail- Construction start date, 9/10/18.2. Stallion Pointe Trail improvements- paving of north section, Willowleaf Drive to the EQC,

should be completed by October 2018.3. East Plum Thicket-Manzanita Social Trail Conversion- Complete.4. Brannon Gearhart Park Trail Improvements- the project will improve hazardous sections of

trail and re-build stream crossings. A change in construction contractors was made and theproject should be complete in November 2018.

POTENTIAL TRAIL CONSTRUCTION PROJECTS WORK PLAN FOR 2019; None

POTENTIAL TRAIL MAINTENANCE PROJECTS IN 2019;

1. System wide, light trail maintenance- Private Contractor will provide a hand crew to addresstrail maintenance issues, system wide. Cost, $17,000.

2. Plum thicket improvements- $20,000 for paving steep sections of trail.3. Two Track Trail Maintenance- $10,000 for contractor to clean drainage dips and grade as

needed.

POTENTIAL TRAIL PLANNING PROJECTS FOR 2018-2019

1. South Hogback Open Space- This is likely a multi-year project involving a variety ofstakeholders.

2019 OPEN SPACE BUDGET REQUEST; POTENTIAL PROJECTS AND OTHER EXPENSES

One-Time Projects; listed from highest to lowest priority.

1. North Ranch Border Fence- $5,000 relatively inexpensive. Good momentum, 2 years left to

finish project.

2. Picnic table replacements- $5,000 relatively inexpensive. Good response from public on

appearance of new log style picnic tables installed in 2018. Multi-year project.

3. South Hogback Open Space biological survey and trail planning- $15,000 this will likely be a

complicated and long process and we should start collecting biological base data for

management planning efforts down the road.

4. Easement and Rights of Way Archive Project- $10,000 second year of title work. Project just

currently getting off the ground. Will have better idea of future costs as contractor starts work

in earnest.

5. Plum Thicket Open Space trail improvements- $20,000 convert soft surface trail to concrete on

two short sections of trail that are on-going maintenance problems.

6. Open Space Weed Management and Restoration Plan- $15,000 staff foresees a potential need

for survey, mapping and analysis contract work in 2019. Need to develop clear objectives in

collaboration with OSC.

7. Improve vehicular access to South Docmann- $15,000 grade bench from connection with Deer

Mountain Drive across easement to property line. Look at access to forestry management site.

8. Pilot Trailhead Kiosk- $5,000 important for sign durability, improved appearance and staff

safety.

Open Space Operational Budget (if not mentioned below, staff recommends leaving other, non-wage

and employee benefit line items unchanged in 2019); listed in priority order

1. Contract Weed Control (5906)- $33,000. Represents a decrease of $5,000 from 2018 funding

level.

2. Volunteer Support (5915)- $2,000. Represents an increase of $1,000 from 2018 funding level.

Increased participation in Volunteer Patroller program. Support volunteer trail work.

3. Hazard Tree Removal (5943)- $8,000. Represents an increase of $1,000 from 2018 funding level.

Need for work in this area seems to increase from year to year.

4. Survey Work (5924)- $15,000. Represents an increase of $14,000 from 2018 funding level the

very SW corner of the property boundary in the Foothills Open Space needs to be located and

marked. This is likely a three-year project at $8,000/year. Remaining $7,000 will be used for any

boundary/easement survey work identified as part of title work on the Easement and ROW

Archive project.

Other;

1. Drainage Repair (5327)- $100,000-$200,000. Dredge Brannon Gearhart Pond and other

associated drainage repairs. Dredging will restore aquatic habitat and reduce algae blooms.

Pond inlet and outlet structures need work too. Not a high priority in terms of drainage repair

but some individuals in the community have expressed concern over the pond’s succession to a

wetland.

Goals -- in Priority

Order

Overall

RankPotential Actions -- in Priority Order

Increase/dec

rease over

2018

2018 Funding level 2018 Status2019 Budget

RequestOutlying Years

Continue to support Contract Trail Maintenance at current funding level $0

Continue to support Contract Two Track Trail Maintenance at current funding level $0

Continue to support installation of new picnic tables per bench and picnic table

plan.

$0

South Hogback Open Space biological survey and trail planning $15,000

design and install pilot trailhead kiosk $5,000

Support Contract Weed Control <$5,000>

Open space weed management and restoration plan; survey, mapping and analysis

contract work.

$15,000

increase Hazard Tree Removal $1,000

Support funding for Forest/Fuels Management. Continue to maintain fuel breaks

and retain technical services of CSFS. Update Forest Stewardship Plan

$0

Improve access to south Docmann area for forestry management $15,000

Brannon Gearhart Pond; dredge and complete other improvements. $0

Support system wide, light trail maintenance in 2019 $0

Support Two Track Trail Maintenance. $0

Plum Thicket Open Space trail improvements $20,000

Continued support of Volunteer Trail Coordination program. $0

Engage volunteers $0

Continue to support consultant working on archive of ROW and easement

agreements and research KCRMA easements on adjacent properties.

$10,000

4

$17,000 in ONE TIME

PROJECTS for North

Border boundary

fence, easement and

ROW archive proj and

Docmann fence/gates

Improve Open Space

Health and Wildlife

Habitat

2

$38,000 contract

weed control, $7,000

hazard tree removal,

$6,000 forest/fuels

management

$5,000 identified in

Contract Weed

Control for weed

mapping is unspent.

Fuels Management

Plan update; first

draft review

scheduled for

November.

$30,000 in ONE

TIME PROJECTS.

$1,000 increase

for hazard tree

removal. $100,000-

$200,000 from

Drainage Repair

fund for BG Pond

project.

Weed/restoration

management

plan. Update

Forest

Stewardship Plan.

Improve access

for forestry

projects in

Docmann area.

Phase II of North

Border fence

complete, contractor

started easement

and ROW archive

proj in Aug.,

Docmann fence/gate

proj delayed due to

issues associated

with trail permit.

Work continues on

MD Cyn plan.

$15,000 in ONE

TIME PROJECTS.

$1,000 for

Volunteer

Support. north border

fence and

Easement and

ROW archive

project

Protect Open Space

and Provide Positive

Resident Experiences

KCR Open Space Committee Goals, Corresponding Actions and Funding Needs -- 2018 Open Space Budget Status and 2019 Budget Request

Support Trail

Maintenance3

$17,000-contract trail

maint. $10,000

contract 2 track trail

maint. $31,000 ONE

TIME PROJECTS-

Stallion Pointe Trail

and EPT-M social tr.

Conv.

Contract trail maint

complete, 2-track

projects pending,

EPT-M complete,

Stallion Pointe nearly

complete.

$20,000 for Plum

Thicket Open

Space Trail

improvementsroutine trail

maintenance as

needed

replacement

tables and

shelters, continue

work on SHOS

Plan.Improve Trail Related

Recreational

Opportunities

1

$81,000 in ONE TIME

PROJECTS for

Docmann Trail const

and new picnic tables.

Docmann Tr const

start 9/10/18.pinic

tables purchased and

partially installed.

$20,000 to ONE

TIME PROJECTS.

North Ranch/North Border boundary fence $5,000

Continue commitment to volunteer patrol $1,000

Explore new methods for educating trail users about trail use guidelines. $0

Support Massey Draw Canyon restoration; close social trails, facilitate controlled

access to stream, educate visitors about riparian areas

$0

install addional trespass gates at trailheads $0

Complete phase 1 of multi-year project $0

Remove remaining prairie dogs $0

Solicit volunteer support $0

Ensure Management

Plans are Relevant and

Curent

7

Review all management plans and recommend schedule for updating. $0 $0 Revised

Comprehensive

Management Plan

adopted by Board

12/12/17

$0.00

See

recommended

review schedule in

Comp Plan.

4

$17,000 in ONE TIME

PROJECTS for North

Border boundary

fence, easement and

ROW archive proj and

Docmann fence/gates

continue weed

control and

remove prairie

dogs that move

into area

Restore Manor House

Prairie Open Space6

$5,000 for Manor

House Open Space

restoration

hand-gun, herbicide

applications on slope

south of MH to

control weeds and

preserve desired

vegetation

$0.00

Phase II of North

Border fence

complete, contractor

started easement

and ROW archive

proj in Aug.,

Docmann fence/gate

proj delayed due to

issues associated

with trail permit.

Work continues on

MD Cyn plan.

$15,000 in ONE

TIME PROJECTS.

$1,000 for

Volunteer

Support. north border

fence and

Easement and

ROW archive

project

Protect Open Space

and Provide Positive

Resident Experiences

1

Memorandum To: Members of the Board

From: Chris Pacetti


Re: Architectural Committee

Architectural Committee member Courtney Gasperson has resigned from the Committee. Since we are beginning the annual committee appointment process, staff suggests that you appoint committee liaison Chris Figge to fill the vacancy until a new committee is appointed.

VII. E

1

Memorandum

To: Members of the Board

From: Chris Pacetti


Re: Lien Fee

I would like your approval to raise our lien fee from $50 to $100. This is the fee we charge owners when we have to apply a lien to their property for failure to pay assessments.

This fee has been at $50 for as long as I can remember and our out of pocket costs keep rising. It costs $13 to file a lien plus $5 per page to record for an average total cost of $28. Then it costs $13 to have the lien removed. In addition, it takes some staff time for the paperwork, typically a total of 45 minutes. Then we have to prepare two checks and mail these items to the county.

VIII. D

Documents

BOARD OF DIRECTORS - Ken-Caryl Ranch · 2018-09-17 · BOARD OF DIRECTORS BUSINESS MEETING AGENDA RANCH HOUSE Tuesday, September 18, 2018 6 p.m. I. ** - Call to Order – Pledge of