PCVA Annual Meeting

PCVA Annual Meeting

November 16th, 2016 6:30-8:30pm

Call to Order

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Establish Quorum & Introductions

• President: Butch Holmes [email protected]

• Vice President: Sharon Sloan [email protected]

• Secretary: Richard Lancaster [email protected]

• Treasurer Cheri Herber [email protected]

• Director at Large: Jean Anderson [email protected]

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mailto:[email protected]





Prior Meeting Minutes Approval

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November 18, 2015 1/3 SUBJECT TO MEMBERSHIP APPROVAL CALL TO ORDER Butch Holmes called the meeting to order at 6:31 p.m. Board members in attendance were Butch Holmes, Sharon Sloan, Cheri Herber, Ken Williamson and Katie Martin. In attendance from MSI, LLC were Candace Pickett and Elaine Anderson. The Pine Creek Village Association attorney, Lauren Holmes, was also present to assist with the voting and tally results. ESTABLISHMENT OF QUORUM Quorum requirements were met with 1025 of the required 424 members represented by Voting Delegates and owners present at the meeting. INTRODUCTIONS Butch Holmes introduced the Board Members present at the meeting. APPROVAL OF PREVIOUS MINUTES A motion was made and seconded from the floor to approve the October 28, 2014 Annual General Meeting minutes as presented. Motion passed. GUEST SPEAKER City Councilman Larry Bagley was present to address the Pine Creek Village Association homeowners present at the meeting. Voting Delegate Ballots were called for at this time. 5

November 18, 2015 2/3 REPORTS Item: President's Report Discussion: Butch Holmes presented the President's Report with items of accomplishment and goals for 2016 mentioned via the slide presentation and answered questions. Item: General Manager's Report Discussion: Candace Pickett presented the Management Report via the slide presentation and asked owners to watch for an upcoming “helpful hints” being sent that will cover multiple items both Association and City responsibility with contacts, etc. Questions also asked by owners were on streetlights at the round-a-bouts on Chapel Hills Drive and speed humps on Promontory Peak Drive. Item: Treasurer's Report Discussion: Cheri Herber presented the Treasurer’s Report and the 2016 budget review and answered questions. Item: Community Connections Committee Discussion: Jim Sim presented updates on the upcoming Christmas Party and 2016 events. Item: Modifications Committee Discussion: Tom Baltuskonis presented updates and statistics for the Modifications Committee submittals and answered questions. Item: Grounds Committee Discussion: Larry Anderson and Frank McNally presented items of accomplishment this season with grounds improvements spreadsheets, statistics and the goals for 2016. Larry was happy to announce that $50,000 of surplus from water has been recommended to the Board for transfer from operating into the reserves.

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November 18, 2015 3/3 NEW BUSINESS Item: There was no new business at this time. Discussion/Summary: Butch Holmes and remaining Board members answered homeowner questions on how dark the Chapel Hills bridge is at night and the possibility of the Grounds spreadsheets/repots being placed on line. RESULTS OF ELECTION Item: Ken Williamson announced the election results for the two elected Board Members. Discussion: Board Members elected were Cheri Herber and Rick Lancaster. Item: Ken Williamson announced the results on the 2016 proposed budget. Discussion: The proposed 2016 budget was ratified being there were not 67% in opposition. ADJOURNMENT With no further business to discuss, the meeting was adjourned at 8:30 p.m.

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Owner Q&A on Proposed Declaration Amendment

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Proposed Declaration Amendment Add second paragraph to the existing Declaration Section 10.6 verbiage which gives a “no less than” period for leasing 10.6 Leasing. Leave Existing Paragraph Second Paragraph to be added: No Owner shall be permitted to rent or lease that Owner’s Unit for time-sharing, short term lodging, transient or hotel purposes, or for a period of less than ninety (90) days. No Owner may rent or lease less than the entire Lot. All rental and lease agreements shall be in writing and shall provide that the terms of such agreement shall be subject in all respects to the provisions of the Declaration, the By-Laws and Articles, or other governing document of the Association, and that any failure by the tenant or lessee to comply with the terms of such documents shall constitute a default under the lease. Other than the foregoing, there are no restrictions on the right of an Owner to rent or lease that Owners Unit. The Board may consider variances on a case by case basis.

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Proposed Declaration Amendment Add Declaration Section 10.20 verbiage to address marijuana 10.20 Restriction on Marijuana Growth and Distribution. No Owner, occupant or other Person may use the Unit, any portion of the Unit or the Properties for the purpose of growing, cultivating, processing or distributing marijuana, including but not limited to, medical marijuana as a caregiver for any person not residing at that Unit. Notwithstanding the foregoing, an Owner or occupant may possess and grow up to a maximum of twelve (12) marijuana plants total in the Unit, whether the plants are medical marijuana plants, marijuana plants for personal use, or any combination thereof, with one-half (1/2) or fewer being mature, flowering plants; provided however, plants may be possessed and grown only within a primary residence and not within an accessory structure. The Owner or occupant must comply at all times with Colorado Springs City Code Section 7.3.105P, as may be amended from time to time. No Unit may be used for the processing, production or use of hash oil, whether for personal use or distribution. The restrictions in this section may be further clarified by the Board through rules and regulations. Owner will be responsible for any costs or damages resulting from a violation of this Section.

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Close of Proposed Declaration Amendment

Voting

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President’s Report Thanks to our Board and Committee Members!!

Community Connections Ralph Anderson Jim Sim Glenn Barr, Chair Sharon Sloan (BL)

Modifications Sharon Curdy Gary Beres Jean Anderson Mike Carroll Tom Baltuskonis, Chair Butch Holmes, (BL)

Grounds Frank McNally Scot Smelker Ken Williamson Larry Anderson, Chair Cheri Herber (BL)

2016 Board of Directors Butch Holmes, President

Sharon Sloan, V.P. Cheri Herber, Treasurer

Rick Lancaster, Secretary Katie Martin, MaL

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President’s Report State of the Association • Financials

• Delinquency accounts with the attorney reduced significantly again in the latter part of 2016 with collection of funds received

• Full financial review completed in 2016 • Received judgments for legal fees from ongoing covenant

enforcement cases • Association Physical Assets

• Significant work on hardscape, irrigation systems and infrastructure

• Stucco wall repair on schedule per cycle, plans for 2017 include areas along Sage Hill Greens and Blossom Hill 2

• Wrought iron fence repair on schedule per cycle, plans for 2017 include areas along sections of Stoneglen and Hollycrest, La Bellezza, Carriages and Wildflower 13

President’s Report Cont.

• Business Partners • Brightview – still a strong landscape partner with an

existing contract through March 2017. • Swartz Electric - electrical contractor that has done

very well in Pine Creek • Rainbow Services – stucco, wrought iron and wood

privacy fence maintenance • Waste Management – trash and recycle partner - switch

made January of 2016 • MSI – refined corporate relationship

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• Owner Committees and Neighborhood Representatives • Modifications – great team and leadership. Dealing

well with massive changes in landscape planning and implementation.

• Community Connections – effective communication with DYK and strong well attended activities. Team works well together.

• Grounds – strong chair and team. Made significant improvements to the common area tracts and water management again in 2016.

• Neighborhood Representatives – many neighborhoods have strong leaders who made significant progress in 2016. Still in need of Voting Delegates and Alternates for neighborhoods that do not have one.


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Goals for 2017 • Continue to see marked visual improvement to the

Association common areas. • Fill all vacant Neighborhood Representative positions. • Continue to implement better communication delivery

to members.

Any Questions?

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Treasurer’s Report

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PCVA Balance Sheet (10/31/16) Assets Current Assets Cash - Operating Fund 200,622 Cash - Reserve Fund 529,158 Total Cash 729,780 A/R Homeowners 27,195 A/R Commercial/Apartments 3,815 A/R - District 20 1,781 Prepaid Administrative 1,000 Allowance – Doubtful Accts (6,400) Total Other Current Assets 27,391 Total Assets 757,171

Liabilities and Capital Liabilities Accounts Payable 4,745 Prepaid Assessments 74,248 Total Liabilities 78,993 Association Equity Equity – Retained Earnings 547,493 Equity - Working Capital 5,668 Net Income 125,017 Total Equity 678,178 Total Liabilities & Equity 757,171

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PCVA 2017 Proposed Budget

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2017 BUDGET PCVA Inc.

2016 Budget 2017

Proposed 2016 v. 2017

budget Comment Avg Homes 1412 1421 Consolidated total management fee

Dues 73 73 Income Assessments - Homeowners 1236912 1244796 7884 New homes Assessments - Commercial 85560 91108 5548 Pine Creek Village Center dues - adt'l Unit added Assessments - Private driveways 3500 3500 0 Playfield income 11760 11760 0 75% of expense per D20 contract Working Capital 0 0 0 Interest earned 0 0 0 Late fees/interest/fines 5000 5000 0 Legal fees recovered 13000 13000 0 Offset by expense Discounted assessment -4958 -4979 -21 Assumes 20% uptake (16.68% in 2016) Total income 1350774 1364185 13411 Expenses UTILITIES Water 240000 240000 0 Turf reduction & no CSU increase in water cost Water/electric - playfield 15680 15680 0 Electricity 8246 8246 0 Includes CSU 6.5% increase (effective 8/2016)

MANAGEMENT/ADMINISTRATION Management 127200 127200 0 Includes part time asst.& extra hours-court cost A/R processing fees 5000 5000 0 Lien processing fees 1000 1000 0 Legal fees - general 26000 26000 0 covenant enforcement & general Postage 3000 3000 0 Administration 6000 7000 -1000 Printing, etc., includes ad'tl mailing costs Audit/tax preparation 1900 2000 -100 Review for 2017 Board activity/training 1000 1000 0 Telephone - Cellular 1932 1500 432 Decreased per actual date use/cost INSURANCE Insurance 22000 25000 -3000 Premium increase in 2016

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•

LANDSCAPE MAINTENANCE Grounds maintenance 224847 226548 -1701 Per contract increase for 2017/2018 Grounds improvements 130000 130000 0 Grounds enhancements Grounds repairs - sprinklers 60000 70000 -10000 Aging system, extensive repairs and enhancements Grounds repairs - other 15000 15000 0 Grounds Repairs such as drainage, erosion, etc. Tree/shrub Pruning 10000 10000 0 Per contract Tree spraying/fertilization 11200 11200 0 Per contract - new vendor Native area maintenance 5000 5000 0 Native/weed remediation along fence lines Trees/Shrubs/Flowers/Annuals 25400 25961 -561 Dead plant & tree removal and replacements Winter watering 20000 20000 0 Depends on precip. - contract price/2 waterings TRASH REMOVAL Trash removal 177912 161994 15918 $9.50/home/mo per Waste Connections contract OTHER MAINTENANCE Lighting monitoring 0 0 0 Lighting repairs 10000 10000 0 Splash Park maint. 20000 20000 0 Pet waste cleanup 4000 4000 0 Bags & replace old stations Pest control 2500 2500 0 Voles/pocket gophers Sprinkler satellite monitoring 6525 7200 -675 Wethertrak Cost Renewal Increase Snow removal 20000 30000 -10000 Depends on precip.- based on deficit in 2016 Fence maintenance 80000 80000 0 View & stucco repair/based on maint. schedule Security 3600 4000 -400 Adt'l patrol - vandalism in 2016 OTHER 0 Social activities 6000 8000 -2000 more activities added for picnic and Christmas, etc. Holiday lighting of monuments 5000 5000 0 Installation & replacement Transfer to reserves 50832 51156 -324 $3 per home/mo - reserve study update

Transfer to reserves - private drives 3500 3500 0 Glen Arbor, Sgae Hill and Willow Glen Bad debt 0 0 0 Uncollectible Miscellaneous 500 500 0

Total expense 1350774 1364185 -13411

Net 0 0 0

PCVA 2017 Proposed Budget Cont.

Any Questions?

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Community Connections • Committee Members

o Glenn Barr, Chair & Webmaster o Sharon Sloan - Board Liaison o Ralph Anderson o Jim Sim

• Sharing Information o Did You Know email 1st and 15th of each month o Website 24/7

• Hosting Events o Spring Garage Sale, Picnic, Fall Garage Sale,

Holiday Party

Email: [email protected] Website: www.pcva.org

Meetings before each Board meeting – see Calendar

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Did You Know

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Goal: share timely and relevant information without “spamming” resident email inboxes 1st and 15th of each month [seasonal – impacting on PCVA – trends]

Easter Egg Hunt Cancelled

Marco’s Movie Cancelled

21.53%

60%

Garage Sale

Pest Control

New Website

• Key news • Key events • Link to Blog • Calendar

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PCVA Event Schedule 2016 • Spring Garage Sale – June 4, 2016 • Community Picnic – August 13, 2016 • Fall Garage Sale – September 10, 2016 • Holiday Party – December 16, 2016 2017 • Spring Garage Sale – June 3, 2017 • Community Picnic – August 12, 2017 • Fall Garage Sale – September 9, 2017 • Holiday Party – December 15, 207

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Volunteer Help is Always Welcome! Email: [email protected]

Any Questions?

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Modification Committee • Help protect the value of Pine Creek and your

home by ensuring homeowners follow the community guidelines when they make changes to the OUTSIDE of their home

• Review the community guidelines yearly, and recommend updates to the board

• Meet twice a month from March - November

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Committee Members Sharon Curdy Jean Anderson Mike Carroll Gary Beres Tom Baltuskonis

Modification Request Submittals

• Required for any change you make to the outside of your home

• Follow the prescribed format • We provide guidance when a submittal is outside

the community guidelines • Need to be at MSI by Friday before the meeting • Community guidelines are at www.PCVA.org

2016 Submittals • We reviewed 207 requests

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2016 Requests Submitted

0

5

10

15

20

25

30

35

40

45

50

landscape paint deck roof playequip

fence

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Other Categories • Building changes • Play equipment • Solar • Air conditioners • Hot tubs • Satellite dishes

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Any Questions?

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Grounds Committee Annual General Meeting November 16, 2016

Larry Anderson (Chair) Les Byskowski Frank McNally Scot Smelker Ken Williamson Cheri Herber (Board Liaison)

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Pine Creek Village Association


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Grounds Responsibilities

• Maintains Pine Creek Common Areas in accordance with Covenants

• Oversees Grounds Contractors • PCVA Board approves major

expenditures


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Grounds Report Monuments, Islands, Parks & Medians Completed 2016 BUDGET $130,000 1. Glen Arbor Hill 2. Blossom Hill / Monument 3. Heartwood / Monument 4. Pine Manor & Sycamore Glen Trail 5. Plant Installation 2017

GROUNDS REPORT

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Landscape Numbers • Acres of Grass Turf 21 • Acres of Native Area 27 • Number of Islands 102 • Entrance Monuments 35 • Number of Trees 3,917 • Splash Park and Briargate Parkway

median have additional grass turf, native area and plant beds

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Summary Sheet

GROUNDS REPORT

Monuments, Islands, Parks & Medians Grading

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2017 Monument & Island Plans will be reviewed at a special Dec. 2016 Planning Session

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Wood Mulch

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Wood Mulch

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Ground Improvements This is our direction…

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Rock Mulch

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ISLAND PROJECTS PENDING


Briargate Parkway from Union going West starting from new City Park

New City Park

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PROJECTS PENDING


Chapel Hills from Briargate Parkway going North

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Monument Example BEFORE


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Monument Example AFTER


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Island Example BEFORE


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Island Example AFTER


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Tree Rings BEFORE

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Tree Rings AFTER IMPROVEMENTS

Create 36 inch diameter rings at the base of the trees for weed control, with natural needles for native look

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Field Mice (Voles) Pests

Hire an exterminator. Rock mulch will help

maintain the shrubs that we have.

IMPROVEMENTS

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Irrigation System – Aging & Expense • Sprinkler Controller Clocks - 32 • Sprinkler Zones – 937 • Average Sprinkler Heads per Zone – 50 • Estimated Total Sprinkler Heads in Common

Area – 46,850

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Irrigation Water Management & Improvements

2016 Annual Budget: $240,000 for water Budget through Sept: $205,400 ACTUAL Expenditures: $144,342 SAVED: $61,057 in water!

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HydroPoint Weather Trak Satellite Controllers

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HydroPoint Weather Trak Satellite Controllers

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Water flow sensor

Master valve shut-off

Pressure meter provides water line monitoring for potential small water leaks

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TOTAL Grounds Maintenance & Repairs BUDGET/EXPENSES

2016 Annual Budget $649,472 Budget Jan. – Sept. $484,610 ACTUAL EXPENSES $482,802 SAVED $1,807

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A closer look… Tree & Shrub Pruning $18,000 Sprinkler Repair $57,000 Fence Maintenance $74,000 Snow Removal $34,500* *Snow removal went over our budget to date by $24,000,

but have stayed under over-all budget by $1,807 through Sept. due to cost-effective improvements

(Rock mulch, water mgmt., sprinkler controls & repairs)

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For even a closer look… All 17 budget and expense individual line items records are available online for our 12 month, total $649,472 Budget

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Grounds Committee THANK YOU FOR YOUR ATTENTION Our Committee members are available if you have any Questions or Comments


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Any Questions?

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New Business

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Homeowners Q&A

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Results of Election

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Adjournment

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Documents

PCVA Annual Meeting