AV Transparency Project
Detailed Timeline

From: PETER BECKMANN <pvbeckmann@comcast.net>
Sent: Thursday, April 2, 2026 8:15 AM
To: Trevor Gusa <tgusa@ccmcnet.com>
Subject: AV system

Any progress?

I  noticed mp3 control pad was in a funny state this morning and didn't want to power off on first or second try. Third attempt worked. Do you want to cycle the system?

Peter 

---------- Forwarded message ---------

From: AR Club Council <arclubcouncil@gmail.com>

Date: Thu, Apr 2, 2026 at 7:17 PM

Subject: [AR Club Leaders] All Clubs: Aspen Lodge AV System Update

To:

Hi Club Leadership folks,

Please see Trevor's note below regarding current problems with the Aspen Lodge A/V system.

Note that portable speakers & microphones will be made available for any clubs needing audio for their meetings or events while our system is down.  Video components are still functioning so projection is unchanged.

Wendy Ping

Club Council Chair

---------- Forwarded message ---------

From: Trevor Gusa <tgusa@ccmcnet.com>

Sent: Thursday, April 2, 2026 11:39 AM

Subject: Aspen Lodge AV System Update

Good Morning ALC,

Earlier this week, we identified an issue with the AV system affecting audio in all three MP rooms. After investigating, it appears the server that supplies audio to the system has gone offline and is not responding to reset attempts. We have made multiple efforts to resolve the issue, including resetting the equipment, troubleshooting related components, and attempting to access the server software to identify any potential programming changes. Unfortunately, these efforts have not restored audio functionality and the system remains offline.

We have contacted our AV vendor, Ford AV, to perform an on-site assessment and verify system programming. Their earliest available appointment is Wednesday, April 8 at 9:00 AM. While another vendor may have been available sooner, we opted to proceed with Ford AV due to their familiarity with our system and their access to the existing programming files, which may be necessary for reconfiguration.

We expect to have more information following their visit and are hopeful the issue can be resolved at that time. I will continue to provide updates as we learn more and as a solution is identified and implemented.

In the meantime, we will use portable speakers and microphones for any groups requiring audio. As of yesterday, the video components of the system remain operational and projectors are functioning.

Please let me know if you have any questions.

Thank you!

 Trevor Gusa
Facilities Maintenance Manager,

(I wasn't invited to the first meeting, but the task force chair later emailed me the meeting notes, and I had an extensive reply.)

---------- Forwarded message ---------

From: Dan Magenheimer <dan.magenheimer@gmail.com>

Date: Fri, Apr 10, 2026 at 5:14 PM

Subject: Re: FW: A/Vmeeting yesterday

To: <kim.a.johnson62@gmail.com>

Cc: Trevor Gusa <tgusa@ccmcnet.com>

"Non-proprietary"... I think you'll need to define that better in the context of AV systems.  Not that I disagree but if interpreted in an extreme way it may lock us out of some reasonable solutions and vendors.  What's important is that (nearly all) components of the system can be replaced/upgraded without replacing (a significant part of) the whole system.  But that's true of the existing system too, isn't it?  The problem is the software that pulls it all together was not considered important.

"Seamless integrate the audio and visual through all areas of the lodge to include the gym, outdoor veranda, the pool, and the cabana".... say what?  We want to ensure all of those work but "seamlessly integrate" may be wholly unnecessary.  Do you really want a presenter in MP1 to be broadcast to the aerobics room or the cabana?  I remember when this system was installed, one goal was to allow MP1 sound to be broadcast into the lobby and Crafts Room... so that if something like an annual meeting "overflowed", residents could still listen in.  Never happened.  Let's not "over spec" the system requirements either.

Need to divide the list into MUSTs, HIGH WANTs, WANTs, and PIPE DREAMS (but nice to have).   Planning for the future is good, but crystal balls are not available, even a year or two out.

No mention of Zoom or Neat Bar?  We don't necessarily want to buy a full videoconferencing solution but we definitely want any solution we do use to plug-in reasonably for Zoom.  Hmmm... maybe see what new videoconf tech may be out there to directly integrate?

Which reminds me... diving deep for a moment:  We are finally figuring out consistent use of the audio-out (wall XLR plug) on the North MP1 wall and, though not easy to configure, SciTech finally is able to broadcast excellent sound to Zoom participants (AND recordings).  I would be very disappointed if we lost that capability, though the specific ports/wiring/configuration could certainly be different.

Maintenance/diagnosis/software upgrade/service should be remote/internet if at all possible.  Truck rolls are expensive.

Not clear the MP1 projector needs to be replaced... one of the MP2/MP3 projectors used to be in MP1 and it is probably pretty long-in-the-tooth, but the other ones may be fine and easy (and inexpensive) to plug-and-play if/when they die.

Re control panels, there is a tradeoff of higher complexity vs usability.  E.g. basic in-room volume control MUST be easily accessible by a non-techie, but controlling volume in OTHER rooms better not be easy except possibly behind a password.  In any case, the existing problem that I think this is intended to address is not a control panel problem, it is a microphone configuration problem.

That's all for now!

Cheers,

Dan

On Fri, Apr 10, 2026 at 4:05 PM <kim.a.johnson62@gmail.com> wrote:

Dan,

Here is what I captured from yesterday’s meeting.  Please send any inputs to Trevor ASAP.

Thanks,

Kim

From: kim.a.johnson62@gmail.com <kim.a.johnson62@gmail.com>
Sent: Friday, April 10, 2026 1:36 PM
To: 'Trevor Gusa' <tgusa@ccmcnet.com>; 'Mirna Vargas' <mvargas@ccmcnet.com>; 'Martha Gary' <marthagary14@gmail.com>
Subject: A/Vmeeting yesterday

All,

           I thought we had a good start for the A/V issues in Anthem.  The following people were present:

Trevor – chaired the meeting

Taylor

Mirna

Kim

Doug Lessig

Doug Craig

Peter Beckman

Betsy Kolber and John

Keith Berding

Mirna is working on the notes for the meeting, but I wanted to send out my notes to keep Martha informed.

Doug Craig could only stay for a few minutes, but he was able to contribute significantly.

Here is what I believe the next steps are:

1. CCMC to contract with a system designer for our A/V system.  Get 3 bids for our procurement after we have a system design, one can be Ford A/V.

2. Trevor to talk with our vendor to see the cost and turn around for a reset of the main server.  This server and proprietary software were identified as some of the main issues. This is a venture to see if it is affordable and useable.  If this reset is reasonable and proves to get the A/V system up and running, we are still planning to push ahead on a new A/V procurement.

3. Trevor to talk to the vendor that Doug Craig uses to see if Anthem can rent a temp A/V system that will support basic needs while we plan and execute this project.

4. All members to send their ideas to Trevor by COB today.  Trevor will sort and compile the requirements. 

5. Trevor or Mirna to send out the idea or requirement sheet to the major users in Anthem of the A/V system.  These users consist of:  BOD, SOAR, The Club, Lifestyle for concerts, PB, any groups that use the A/V system for large gatherings.  The major users will get back to Mirna and Trevor with any recommendations by Wednesday next week COB.

My ideas for Trevor.

1. Start with a system designer that will map our requirements and needs. 

   1. Open architecture, non-proprietary, plug and play, modular design, scaled for growth

2. Contract maintenance services for repair and monitoring of system

3. Replace the projectors in MP 1-3, add a fourth screen and replace the 3 current ones

4. 8 new microphones

5. Scaled for the hearing-impaired Bluetooth wireless system (Auracast as of now)

6. Seamless integrate the audio and visual through all areas of the lodge to include the gym, outdoor veranda, the pool, and the cabana

7. Tie the A/V system to an emergency broadcast that warns residents of fire dangers or other emergencies

8. Plug and play (laptops) for the BOD presentations and all other large gatherings (annual meeting, active minds, etc.)

9. More headsets for speakers

10. Integrate the new piano into the A/V system for more dynamic performance

11. New control panels (non-proprietary) in each MP room that can control the A/V, microphone in each room, and turn down the volume in adjacent rooms.

12. AI integrated system to support the variety of Anthem users

13. Voice recognition software (Alexa or Google for example) that can assist the user to set up meetings and take notes.  These notes should be sent electronically to the staff or residents leading the meetings

14. Include an incentive fee into the final contract for the winner.  This fee should be for timeliness and productivity of the final system when installed.

Let me know if you have any questions.

Thanks,

Kim

---------- Forwarded message ---------

From: Dan Magenheimer <dan.magenheimer@gmail.com>

Date: Sat, Apr 11, 2026 at 7:15 AM

Subject: Current AV system diagnosis/salvage (Was: More mics on temp AV box (JBL)?)

To: Trevor Gusa <tgusa@ccmcnet.com>, Kim Johnson <kim.a.johnson62@gmail.com>, Peter Beckmann <peter.beckmann.arbod@gmail.com>, Doug Craig <dugcrg@gmail.com>

In the email below, I suggested cannibalizing components of the existing system to use with the temporary portable JBL system.  But...

That got me thinking... what is actually wrong with the existing "system"?  Obviously it does not work as designed as a full integrated system, but what is actually broken?  Are (nearly) all the components fine and it is just the integration/control software that has failed?  Or is the amp dead and subbing in an inexpensive temporary amp (and configuring/controlling it manually for room setups) possible?

I ask this for two reasons:

1) With some jury-rigging, the vast majority of the components may still be functional as is, or might be easily "manually" brought together with some (metaphoric) "duct tape".  This might be a better temporary solution -- at least for many of our needs -- than the portable boxes.  For example, for Active Minds, the JBL system doesn't have the range to cover all three MP rooms... wouldn't it be nice if all the ceiling speakers could still be "connected"?

2) The process of analyzing what still works and what doesn't (and why) might be a great educational process to help us better come up with optimal requirements and a complete "spec" for the future system.

Thoughts?

Dan

---------- Forwarded message ---------

From: Doug Craig <dugcrg@gmail.com>

Date: Sat, Apr 11, 2026 at 7:46 AM

Subject: Re: Current AV system diagnosis/salvage (Was: More mics on temp AV box (JBL)?)

To: <dan.magenheimer@gmail.com>

Have you seen the below diagnosis?

“ Findings

• Biamp Server #1 is stuck in a continuous reboot cycle and cannot be accessed to retrieve fault codes

• All other system components were tested and appear to be functioning normally up to the point of Server #1, which handles all audio for the system.

• Tesira support recommended a factory reset and software reinstallation; however, following the reset the server continues to fail booting and is not accessible remotely. 

• Tesira advised that the hardware model we purchased was part of a short production cycle and was soon replaced by a more capable and updated model.

• 
  

To me, It seems unlikely that we’d be able to patch around the audio server…what do you think? I’m also including the wiring diagram, which I have yet to explore…it could also be helpful in finding temporary work around options…

Thanks,

Doug Craig

--------- Forwarded message ---------

From: Dan Magenheimer <dan.magenheimer@gmail.com>

Date: Sat, Apr 11, 2026 at 1:13 PM

Subject: Re: Current AV system diagnosis/salvage (Was: More mics on temp AV box (JBL)?)

To: Doug Craig <dugcrg@gmail.com>

Cc: Trevor Gusa <tgusa@ccmcnet.com>, Kim Johnson <kim.a.johnson62@gmail.com>, Peter Beckmann <peter.beckmann.arbod@gmail.com>

Or also on ebay, a possible identical used replacement:

Biamp TesiraForte AVB AI Digital Audio Processor DSP Unit Used Good Condition $169.99**

https://www.ebay.com/itm/277586426996

"Once it arrives, have your AV technician attempt to "push" the existing configuration to it. If the Crestron panels still won't talk to it, use the Manual Bypass method (connecting mics directly to the amps) to get sound for your next meeting."

** Shipping: Free UPS Ground, Delivery: Estimated between Tue, Apr 14 and Fri, Apr 17 to 80241

Returns: 30 days returns. Buyer pays for return shipping. If you use an eBay shipping label, it will be deducted from your refund amount

---------- Forwarded message ---------

From: Dan Magenheimer <dan.magenheimer@gmail.com>

Date: Sun, Apr 12, 2026 at 2:20 PM

Subject: TO TREVOR ONLY: AV "Resurrection"

To: Trevor Gusa <tgusa@ccmcnet.com>

Hey Trevor --

This is long but hopefully worth your time.

A flurry of emails over the weekend so I thought I'd try to grab your attention before you dig through them as from my research I've come to some "short-term" conclusions.  The AV subcommittee SHOULD be focused on the "mid- to long-term"... a replacement system ASAP.  BUT at the same time, we don't want to rush the specification/RFP etc just because the temporary solution is bad.

So I'm personally focusing on whether it might be possible to "resurrect" the existing system, or at least as much of its functionality as possible.  That could buy lots more time which, I think we will find will be important.

This is entirely in your domain, but consider this a suggestion and recommendation from DanTheGeek.  Feel free to ignore entirely.  It's also possible I've misunderstood some things but if you straighten me out, I will be happy to correct course and try again.

Cheers,

Dan

STEP ONE: BUY REPLACEMENT EQUIPMENT

My understanding is that Biamp is dead and resetting it doesn't work... infinite reboot.  And we were told getting a replacement wouldn't be possible (or easy).  But check this out.

Biamp TesiraForte AVB AI Digital Audio Processor DSP Unit Used Good Condition $169.99**

https://www.ebay.com/itm/277586426996

** Shipping: Free UPS Ground, Delivery: Estimated between Tue, Apr 14 and Fri, Apr 17 to 80241

Returns: 30 days returns. Buyer pays for return shipping. If you use an eBay shipping label, it will be deducted from your refund amount

Under $200 (with quick delivery) seems a small price to pay if there's any chance we can get the system into an acceptable state.  I STRONGLY RECOMMEND you order this immediately, especially since it can be returned.

STEP TWO:  GET MOST IMPORTANT AUDIO AND VIDEO WORKING

The used Biamp unit will arrive in factory-reset state.  It must be loaded with a routing configuration, a .tmf file.  First, check to ensure Ford AV (or Xcite?) does not have a copy of our previous .tmf file... if so, it can be reloaded and may just work.  If there is no .tmf file, a BASIC routing file can be recreated by an audio tech, probably in about 4-6 hours (~$1200). (See footnote 1 below.)

This BASIC routing file should be able to provide a large fraction of the needed functionality, but will -- sadly -- not allow the in-room control panels to work; any room/mic reconfigurations will need to be done using a (dedicated) Windows laptop in the AV closet.  In addition, it will not be possible to change the video configuration from independent (each room's HDMI independently controlling each room's projector) to combined video (MP1's HDMI displaying the same video on all three screens).  And the hearing loop will probably not work either.  Of special note to me, the XLR audio out in MP1 probably will work. 

Footnote 1: (1)  DIscovery: Identify physical wiring and confirm the network communication between the laptop and the new eBay Biamp unit; (2) Drag and drop the digital blocks in the Tesira software and "wire" them together; (3) Test/Tune. Walk into each room with a microphone and a laptop to confirm audio is clear and levels are appropriate; (4) Backup & Staff Handover. Save the new file; train staff how to adjust volumes via the laptop software.

Footnote 1.1: To optimize time for the audio tech before he arrives... (1) ensure we have the as-built wiring diagram available; (2) mount the new Biamp unit in the rack; (3) Pre-install necessary Tesira software on the laptop; (4) Make it clear we only need static routing for independent rooms and a laptop volume interface. E.g. do not attempt to integrate the Crestron or the induction loop system for this visit.

NOTE: It's possible that this would be enough for the SOAR concerts, which would save ARCA thousands of dollars hiring Equalized to provide AV for it.  I know almost nothing about the equipment/wiring/connections for the sound board, but thought it would be worth your consideration.

STEP THREE: THE WHOLE ENCHILADA

We don't have the source for the Crestron .lpz binary, but it's possible to reverse engineer it using network protocol analysis tools.  If Step Two is successful, we can consider this... probable cost is likely in the $3K-5K range.  For later discussion/analysis.

---------- Forwarded message ---------

From: PETER BECKMANN <pvbeckmann@comcast.net>

Date: Thu, Apr 23, 2026 at 9:07 PM

Subject: RE: AV system

To: Trevor Gusa <tgusa@ccmcnet.com>

Cc: Dan Magenheimer <dan.magenheimer@gmail.com>, Mirna Vargas <mvargas@ccmcnet.com>

I found a .tmf

Here are the installation instructions:

What I would do now:

1. Make two backup copies of this .tmf and do not edit the original.

2. Open it in Tesira software on a laptop, but do not send it to hardware yet.

3. Check whether the Equipment Table shows:

   • TesiraFORTE AI AVB

   • Tesira EX-OUT
     If it does, that is a strong sign this is the right file for your room.

4. Check whether the file contains reasonable room objects:

   • mic inputs

   • output blocks

   • presets

   • named objects that look like your room

5. Compile it and see whether it opens cleanly with no missing hardware or major errors.

6. Only after that, try recovery on the actual Biamp.

---------- Forwarded message ---------

From: <kim.a.johnson62@gmail.com>

Date: Sat, Apr 11, 2026 at 8:44 AM

Subject: FW: AV System Meeting

To: <dan.magenheimer@gmail.com>

Cc: Trevor Gusa <tgusa@ccmcnet.com>, Martha Gary <marthagary14@gmail.com>, Peter Beckmann <peter.beckmann.arbod@gmail.com>, Doug Craig <dugcrg@gmail.com>

Hi Dan,

Here is the original feedback from our A/V trouble call.  I believe CCMC needs to hire a system designer to work with us on this project.  While all of us may have good ideas, tying everything together and coming up with a robust RFP and capturing everything we need is going to be a challenge.

Anthem needs to make sure we have done this project correctly and in a timely manner.

Kim

From: Trevor Gusa <tgusa@ccmcnet.com>
Sent: Thursday, April 9, 2026 7:34 AM
To: marthagary14@gmail.com; Kim Johnson <kim.a.johnson62@gmail.com>; drville.is@gmail.com; DOUG LESSIG <dmbles@msn.com>; Betsy Kolber <betsykolber@gmail.com>; Rebecca R Godkin <rgodkin1@msn.com>; Rick Daggett <rickdaggett72@gmail.com>; Keith Berding <keithberding@gmail.com>
Cc: Peter Beckmann <peter.beckmann.arbod@gmail.com>; Doug Craig <dugcrg@gmail.com>; Mirna Vargas <mvargas@ccmcnet.com>; Amy Bazinet <abazinet@ccmcnet.com>
Subject: AV System Meeting

Good Morning All,

We would like to meet this afternoon to discuss requirements for a replacement AV system. Unfortunately our AV vendor was not able to get the sound working on our system and we are dead in the water on that front. In discussion with the board president, it has been decided to move forward with replacing the AV system rather than attempt to have the server that has failed rebuilt.

I have MP3 booked for us from 1 PM to 2 PM if you are able to make it. This is just a preliminary discussion and not necessarily mandatory that everyone attend. Below is a general synopsis that we shared with the board and CCMC staff yesterday afternoon.

Hope to see you there!

The Ford AV technician was unable to restore the AV system after several hours of on-site troubleshooting on the audio side of the system. Despite coordinated efforts with their field engineers and Tesira (the hardware brand) technical support, the system remains non-operational. Unfortunately we cannot bypass Server #1 to enable audio as it would cause the rest of the system to malfunction and cause further issues.

Findings

• Biamp Server #1 is stuck in a continuous reboot cycle and cannot be accessed to retrieve fault codes

• All other system components were tested and appear to be functioning normally up to the point of Server #1, which handles all audio for the system.

• Tesira support recommended a factory reset and software reinstallation; however, following the reset the server continues to fail booting and is not accessible remotely. 

• Tesira advised that the hardware model we purchased was part of a short production cycle and was soon replaced by a more capable and updated model.

Based on feedback from Ford AV and Tesira technical support, the failure is attributed to the following:

1. A forced restart while the server was actively processing software.

2. Outdated firmware on the server (no updates since initial installation in 2018), likely contributing to recurring system instability.  

3. Outdated firmware and security updates on Crestron touch panels, also unchanged since installation of the system.  

The above firmware and software updates could not be implemented as we were never given the original programming files for the system along with failed attempts to obtain the software from the company that originally installed the equipment.  

Next Steps

We will be reaching out to our account manager at Ford AV to schedule an on site visit to begin putting together recommendations for a replacement AV system. Once we determine a full scope of work, an RFP will be drafted and shared with Ford AV and at least two other vendors. In the meantime, alternative portable sound system options will be researched as a short term solution to having microphones available in the MP rooms. Lifestyle will be made aware of the situation so upcoming groups, events, and concerts are aware that we will not have house sound working and arrangements can be made for those requiring it.

I have begun compiling a set of recommended requirements to ensure reliability and prevent similar issues when a new system is implemented, including:

• Regularly scheduled software and firmware updates

• Preventative maintenance under contract with a qualified AV provider

• Dedicated network connectivity for remote access and enabled automatic software updates

• Modern UPS and surge protection (current equipment is obsolete)

• Non-proprietary, open-standard software

• Automated system backups for rapid recovery along with storage of these backups in multiple accessible locations (Local and cloud)

• Ensure that all procured hardware is maintainable, upgradeable, and supported for the foreseeable future, with readily available parts and the capacity for system expansion

 Trevor Gusa
Facilities Maintenance Manager,

 Anthem Ranch Community Association
P: 303.665.1256 C: 720.610.5432
E: tgusa@ccmcnet.com

 1615 Lowell Blvd.

 Broomfield, CO 80023

 LinkedIn I Facebook I CCMCnet.com 

AV Replacement (Kim): There was a meeting on April 9th to discuss the AV failure. Trevor to order a new device that might interface with the existing equipment as a short-term solution. Doug Craig and Dan Magenheimer will work on programming the new device. Trevor contacted Equalized to inquire about a very user-friendly temporary AV system to be utilized while planning for replacement. CCMC staff to engage a System Designer to design an entire sound system from the ground up. CCMC is asking for designer recommendations from both Equalized and Ford AV. Once the design is complete, bids will be obtained to build the AV system to the design specs. There is $160,000 in the reserves for AV replacement.  

On 04/22/2026 8:43 AM MDT Trevor Gusa <tgusa@ccmcnet.com> wrote:

Good Morning Peter,

We had met with Ford AV on Monday afternoon, gave a brief rundown of what we want in a new system, and they are currently reviewing all of our prints and working with an in house designer to evaluate best options for replacement. We also asked if they had equipment we could rent, which they no longer do. However we may be able to purchase equipment at cost if it comes down to the lease cost being too high through someone else.

Friday last week, I had ordered a used Biamp on eBay per Dan M’s recommendation. That should arrive by next week, and once here I plan to reach out to both you and Dan and see if collectively we can get the thing programmed and slap it in with hopes it gets us back up and running temporarily.

This afternoon around noon, we have a meeting with Equalized productions to go over temporary sound options for the MP rooms and ask if they have a third party designer they use or if that is done in house like Ford AV.

---------- Forwarded message ---------

From: Trevor Gusa <tgusa@ccmcnet.com>

Date: Fri, Apr 24, 2026 at 7:23 AM

Subject: RE: AV system

To: PETER BECKMANN <pvbeckmann@comcast.net>

Cc: Dan Magenheimer <dan.magenheimer@gmail.com>, Mirna Vargas <mvargas@ccmcnet.com>

Good Morning Peter,

With the solution provided by Equalized Productions earlier this week, we no longer will need to try and reprogram anything as that Biamp will be removed and bypassed as mentioned in the AV update email sent out.

Thank you for looking into the programming further! I really appreciate your willingness to help us get up and running.

--------- Forwarded message ---------

From: Trevor Gusa <tgusa@ccmcnet.com>

Date: Fri, Apr 24, 2026 at 1:37 PM

Subject: RE: AV system

To: dan.magenheimer@gmail.com <dan.magenheimer@gmail.com>

Cc: PETER BECKMANN <pvbeckmann@comcast.net>, Mirna Vargas <mvargas@ccmcnet.com>

Welcome back Dan!

I apologize as I do not think you were on that email chain. Here is what was in there regarding the Biamps:

For a short term solution enabling audio in the MP rooms separately, Equalized will be bringing a loaner audio server for us to use that will take the place of our Biamp. This will allow for our existing wireless microphones and computers to broadcast audio into the MP rooms as a whole, or as three separate rooms. The one downside, is that we will not have the ability to adjust volume on the microphones and any sound from computers or other external sources will have to have the volume adjusted in the AV closet. For the mics, Equalized will be maxing out the volume as much as possible without providing feedback into the system. They are planning on coming by next Wednesday morning to begin installation of the temporary server.

Unfortunately that does mean the XLR audio-out capability will not be working, and we expect that to be the case until we have the AV system replaced.

AV System Replacement (Kim, Trevor): Equalized Productions is working on system design, and RFP is expected within next 2-3 weeks. We are being billed for the temporary system through Equalized. Trevor getting price on design cost if we don’t use Equalized for new system. Trevor will have Lifestyle reach out to SOAR and other groups who use the AV system to get feedback.

---------- Forwarded message ---------

From: Dave Kistler <dkistler@equalizedproductions.com>

Date: Wed, May 20, 2026 at 2:55 PM

Subject: Re: Should we consider adding meeting recording/playback facilities to our MP rooms? YoloBox Pro: Multi-Cam All-In-One Live Video Production System - YoloLiv

To: Doug Craig <dugcrg@gmail.com>, Trevor Gusa <tgusa@ccmcnet.com>

Cc: Dan Magenheimer <dan.magenheimer@gmail.com>

Hello Doug,

The system design and proposal Equalized Productions is putting together will have an additional option to add "hybrid meetings".

That option will have everything needed to run a hybrid meeting and have other features like recording also.

This will be an extension from within the Q-SYS platform, making it as simple as possible for everyone to operate.

Thank you!

Dave Kistler

President

dkistler@equalizedproductions.com

Office: (720) 639‑6571

Direct: (720) 543-1038

Cell: (303) 358-2731

From: Dan Magenheimer <dan.magenheimer@gmail.com>

Date: Sat, May 23, 2026 at 4:52 PM

Subject: Re: Should we consider adding meeting recording/playback facilities to our MP rooms? YoloBox Pro: Multi-Cam All-In-One Live Video Production System - YoloLiv

To: Dave Kistler <dkistler@equalizedproductions.com>

Cc: Doug Craig <dugcrg@gmail.com>, Trevor Gusa <tgusa@ccmcnet.com>, Peter Beckmann <peter.beckmann.arbod@gmail.com>, Kim Johnson <kim.a.johnson62@gmail.com>

Hi Dave --

Not sure if we've ever met, but I am a local techie, and one of the heaviest users of "hybrid" meetings in the Aspen Lodge so I wanted to touch base to see if we are on the same page about what I/we mean by the term.

At Anthem Ranch there are (at least) four different types of meeting where great video and audio are needed, possibly along with hybrid/recording.  I am especially interested in (4) but am listing the others in case you are unaware of any of them.. or if you or Doug are aware of other uses that aren't on this list.

1) The professional performances you produce.  As far as I know, these are never videoconferenced or recorded.  A professional technician is always present.  These are the only cases where a professional technician is present.

2) Anthem Ranch "arts club" performances, Singers of Anthem Ranch (SOAR) -- twice/year for two performances -- and Community Theater of Anthem Ranch (CTAR), approximately once per year for 1-3 performances.  All of these are normally sold out and require full three-room (MP1/2/3) amplification.  I don't think CTAR has ever done hybrid or recording, but over the last few years, SOAR has attempted AMATEUR videorecording of performances using a phone/gimbal.  These videos are then posted for the community on YouTube (by me).  More recently, due to complaints about the audio balance in those recordings, we have attempted the use of a RODE Wireless Go, with mics temporarily hanging from the MP1 lighting, to improve the phone audio.  No videoCONFERENCING here.

3) ARCA (Anthem Ranch Community Association) Governance Meetings.  Nearly all of these meetings, several each month, are now hybrid (Zoom and in-person) using a Neat bar.  We have two, a Neat Bar and a Neat Bar Pro.  The meetings in MP1 are theater style (six participants in the front of the room and a mic at a lectern for ad hoc speakers), and always amplified with all participants required to use a microphone. Sometimes there are governance meetings in MP1/2/3 with similar needs.  Other meetings in MP2 or MP3 or the "craft room" tend to be smaller conference-style, and mics are not used; the Neat Bar seems to be good enough.  All of these governance meetings are set up and managed in-room by unskilled (not AV tech) CCMC staff members.  There are consistent complaints from remote Zoom users that the audio is a bit muddy for the MP1 theater-style meetings, but we've never done anything to fix this.

4) SciTech Club (previously Tech Club) Meetings.  For six years, this club (MY club) has been doing nearly every bimonthly meeting (roughly 20/year) as hybrid (Zoom and in-person), with a full videorecording of the meeting available online soon after, e.g. on YouTube.  (See https://sites.google.com/view/anthem-ranch-tech-club/home and scroll down to archives.)   We had regular complaints about muddy audio as well until about a year ago CCMC/Trevor had Ford put in an unattenuated Crestron audio-out XLR jack in the MP1 wall.  We fed that into the presenter's computer running Zoom and all recordings (and live audio to remote users) have since been crystal clear.  When the Biamp server went out and was replaced by the server you installed, the connection to Crestron was lost and so was this audio-out.  Also, while the governance meetings may use Zoom Rooms, SciTech uses its own Zoom account.  Also, there is almost always a single presenter showing slides so the webcam on the computer on the lectern is sufficient. 

5) Some other clubs periodically attempt to do a hybrid meeting, but do not record them.  Generally, they ask one of a handful of experienced techie residents to help and sometimes they work well enough and sometimes not.

With all that in mind, I have some concerns:

a) Zoom is essentially a requirement.  Many of our residents that wish to participate have limited technical skills but have learned to use Zoom.  We cannot assume that any other videoconferencing mechanism will be acceptable, and certainly would not be welcomed.

b) The Neat bars would be nice to continue to use, but if technology has advanced, alternatives could be considered.  However, these are needed/used frequently enough that we cannot assume that a professional must be present for meetings where they or any similar technology is needed.

c) Should the "additional option of hybrid meetings" be considered, Zoom set up for these meetings cannot require a trained audio tech.  And access to the recordings cannot be restricted to an "admin".

Enough for now, I hope that is helpful and I'd be happy to chat more.

Cheers,

Dan

---------- Forwarded message ---------

From: Doug Craig <dugcrg@gmail.com>

Date: Sun, May 24, 2026 at 7:58 AM

Subject: Re: Should we consider adding meeting recording/playback facilities to our MP rooms? YoloBox Pro: Multi-Cam All-In-One Live Video Production System - YoloLiv

To: <dan.magenheimer@gmail.com>

Cc: Dave Kistler <dkistler@equalizedproductions.com>, Trevor Gusa <tgusa@ccmcnet.com>, Peter Beckmann <peter.beckmann.arbod@gmail.com>, Kim Johnson <kim.a.johnson62@gmail.com>

Thanks, Dan! This is a great summary of existing practices and definitely contributes to the discussion about projected needs and requirements.  

Thanks,

Doug Craig

---------- Forwarded message ---------

From: Trevor Gusa <tgusa@ccmcnet.com>

Date: Wed, Jun 17, 2026 at 2:20 PM

Subject: AV System Design Meeting

To: DOUG LESSIG <dmbles@msn.com>, Doug Craig <dugcrg@gmail.com>, Dan Magenheimer <dan.magenheimer@gmail.com>, marthagary14 <marthagary14@gmail.com>, Kim Johnson <kim.a.johnson62@gmail.com>, E Hainer <ehainer2@gmail.com>, Alan Iguchi <iguchiam@gmail.com>

Cc: Peter Beckmann <peter.beckmann.arbod@gmail.com>, Julia Bishop <jbishop@ccmcnet.com>

Good Afternoon Everyone, 

Equalized is in the process of wrapping up the new AV system design, and has time to meet on Thursday, June 25th. I am going to send out an invite here shortly for 1:30 PM, and we will be meeting in MP-2. Please forward the invite or this email to whoever I may have missed. 

Thank you! 

---------- Forwarded message ---------

From: Dave Kistler <dkistler@equalizedproductions.com>

Date: Mon, Jun 22, 2026 at 12:50 PM

Subject: Re: Online documents for Anthem Ranch review?

To: dan.magenheimer@gmail.com <dan.magenheimer@gmail.com>

Cc: Trevor Gusa <tgusa@ccmcnet.com>, Doug Craig <dugcrg@gmail.com>, Kim Johnson <kim.a.johnson62@gmail.com>, Peter Beckmann <peter.beckmann.arbod@gmail.com>

Good afternoon, Dan,

Our proposal will be able to be emailed but only after our site meeting with Trevor on 06/25.

An electronic version will be sent directly to Trevor who can then forward it to whomever necessary from there.

Thank you!

From: Dan Magenheimer <dan.magenheimer@gmail.com>

Sent: Monday, June 22, 2026 11:55 AM

To: Dave Kistler <dkistler@equalizedproductions.com>

Cc: Trevor Gusa <tgusa@ccmcnet.com>; Doug Craig <dugcrg@gmail.com>; Kim Johnson <kim.a.johnson62@gmail.com>; Peter Beckmann <peter.beckmann.arbod@gmail.com>

Subject: Re: Online documents for Anthem Ranch review?

OOPS, sorry, I meant "Hi Dave!"

On Mon, Jun 22, 2026 at 11:49 AM Dan Magenheimer <dan.magenheimer@gmail.com> wrote:

Hi Doug --

Trevor said in a meeting today that your AV design proposal for Anthem Ranch would not be available online "because it was too big to send."

I would very much prefer to have an online copy and would be very happy to work with you to prepare/convert the document/documents into a form that can be sent/shared online.  (I am known as DanTheGeek and have actually helped other people -- including CCMC staff members -- with this same problem.)  I rarely use paper anymore and would probably have to take even more time scanning in a paper copy than helping you provide an online copy for everyone.

Let me know...

Cheers,

Dan

AV System Replacement (Kim): There is a meeting on June 25 in MP2 from 1:30 – 3:00 with ALC, CCMC, resident experts, and the vendor to discuss system design

(no minutes of meeting)

REQUEST FOR PROPOSAL

FOR

AUDIO-VISUAL SYSTEM REFRESH

Anthem Ranch Community Association

Aspen Lodge Recreation Center

16151 Lowell Blvd.

Broomfield, CO 80023

Issue Date:

Monday, July 20, 2026

Closing Date and Time:

Proposals must be received no later than 2:00 PM on Friday, August 14, 2026

Contact Person(s):

Trevor Gusa

Facilities Maintenance Manager

Phone: 303-665-1256

Email: tgusa@ccmcnet.com

AV System Replacement (Kim) – RFP Status: The committee reviewed the RFP. Electronic signage and digital art was not included in the RFP Those items will be addressed separately. Equalized initial base price is $213,000 and $417,000 with all add-ons. There was limited discussion regarding installing ceiling fans in MP1-MP3. The RFP will be submitted to Ford Audiovisual and other recommended companies. Timing is anticipated to be late September/early October. 

(long email, much irrelevant information so key relevant bullets extracted)

• Neat Bar Integration is Omitted: The RFP makes no mention of the association's existing Neat Bar / Neat Bar Pro assets or how vendors should integrate them (or transition away from them).

• 11,000-Lumen Barco Laser Spec: Specifying an exact brand and output (Barco 11k laser) in a base RFP restricts competitive bidding. Vendors might have better-value commercial laser projectors (e.g., Panasonic, Epson) that meet the lumen output at a lower cost.

• Barco ClickShare CX-30 (Page 8): ClickShare buttons require running an executable on the user's laptop or installing drivers. In a 55+ active adult community with guest speakers and varying tech skills, dongle-based software requirements can cause friction. USB-C/HDMI wired pass-through or native airplay/cast capabilities should be emphasized as the primary fallback.

• Missing Specifics on Source Code & Uncompiled Files: While Section A.5 requires "programming files, DSP files, Q-SYS Designer files," it should explicitly state "uncompiled, fully editable source code and uncompiled Q-SYS / UI design files with no password protection or IP vendor locks." This directly prevents a repeat of the Crestron source code issue where the association was locked out of its own system software.

NOTE: There was no reply at all to my email/feedback.

----- Forwarded Message -----

From: Trevor Gusa <tgusa@ccmcnet.com>

To: marthagary14 <marthagary14@gmail.com>; Keith Berding <keithberding@gmail.com>; Kim Johnson <kim.a.johnson62@gmail.com>; Betsy Kolber <betsykolber@gmail.com>; Rick Daggett <rickdaggett72@gmail.com>; drville.is <drville.is@gmail.com>; DOUG LESSIG <dmbles@msn.com>; Rebecca Godkin <rgodkin1@msn.com>

Cc: Melissa Bennett <melissa.bennett@ccmcnet.com>; Joan Musser <jtiefen574@aol.com>; Peter Beckmann <peter.beckmann.arbod@gmail.com>; PETER BECKMANN <pvbeckmann@comcast.net>

Sent: Friday, August 21, 2026 at 01:38:18 PM MDT

Subject: Re: Aspen Lodge Committee Meeting

Good Afternoon All, 

We have received four bids for the AV System Refresh project. Attached is the Bid Matrix; the scope of work was left vague as in order to input all of the relevant information it would have made the spreadsheet extremely long. The scope of work provided to the vendors can be found in the attached RFP and below is a link to each individual quote as the combination of files would be too large to send via email. Please let me know if you have any issues accessing the link. 

https://drive.google.com/drive/folders/13YEsds1O5QHHDF8hzEucfO7lhXICprle?usp=sharing

I understand that we may be missing some members of the ALC at the upcoming meeting. Given the size and significance of this project, I would like to propose that we hold off on selecting a vendor, as well as determining which options or additions should be included beyond the base scope, until all ALC members are present and we have an opportunity to thoroughly discuss the proposals in person.

Considering the scope of the project and the significant amount of money potentially being spent, I believe this discussion would be better suited to a dedicated meeting where we have adequate time to carefully review the proposals, equipment, and available options, rather than trying to make these decisions during our regularly scheduled committee meeting, which already has several other agenda items.

Because this additional meeting would involve making decisions and voting on the project, it would be treated as an official ALC meeting, with an agenda, minutes, and community involvement.

If everyone agrees with this approach, the BFC meets on Tuesday, September 1. Please let me know what dates and times work for everyone to meet in person, and I will reserve a room and have the meeting posted on the community calendar.

In the meantime, please let me know if you have any questions.

Thank you!

 Trevor Gusa

(minutes not available yet)

---------- Forwarded message ---------

From: Trevor Gusa <tgusa@ccmcnet.com>

Date: Mon, Aug 24, 2026 at 12:49 PM

Subject: Aspen Lodge Committee Meeting - Special Session

To: marthagary14 <marthagary14@gmail.com>, Keith Berding <keithberding@gmail.com>, Kim Johnson <kim.a.johnson62@gmail.com>, Betsy Kolber <betsykolber@gmail.com>, Rick Daggett <rickdaggett72@gmail.com>, drville.is <drville.is@gmail.com>, DOUG LESSIG <dmbles@msn.com>, Rebecca Godkin <rgodkin1@msn.com>

Cc: Anthem Ranch Board <board.arca@gmail.com>, Melissa Bennett <melissa.bennett@ccmcnet.com>, Joan Musser <jtiefen574@aol.com>, Dan Magenheimer <dan.magenheimer@gmail.com>, Doug Craig <dugcrg@gmail.com>

Good Afternoon All, 

Attached is the agenda for tomorrow's Special Session. The website event has been created, and I am working with Lifestyle to get a community blast sent out as well. 

If you have any questions or need anything before tomorrow, please let me know. 

Thank you! 

 Trevor Gusa
Facilities Maintenance Manager,

From: Trevor Gusa <tgusa@ccmcnet.com>

Sent: Tuesday, August 18, 2026 3:13 PM

To: marthagary14 <marthagary14@gmail.com>; Keith Berding <keithberding@gmail.com>; Kim Johnson <kim.a.johnson62@gmail.com>; Betsy Kolber <betsykolber@gmail.com>; Rick Daggett <rickdaggett72@gmail.com>; drville.is <drville.is@gmail.com>; DOUG LESSIG <dmbles@msn.com>; Rebecca Godkin <rgodkin1@msn.com>

Cc: Anthem Ranch Board <board.arca@gmail.com>; Melissa Bennett <melissa.bennett@ccmcnet.com>; Lynne Goldsmith <goldfish02@gmail.com>; Joan Musser <jtiefen574@aol.com>

Subject: Aspen Lodge Committee Meeting

Good Afternoon Everyone, 

Attached you will find the following ahead of next week's ALC meeting: 

• August ALC Agenda 

• July ALC Minutes 

• Last 30-Days Work Request Report 

This Friday is the deadline for vendors to send over the quotes for the AV system, once received, I will share with the committee. I also am waiting on a quote for replacing the lighting at the front desk and will send that as well once received. 

Let me know if you have any questions, see you all next week! 

 Trevor Gusa
Facilities Maintenance Manager,

 Anthem Ranch Community Association
P: 303.665.1256     
E: tgusa@ccmcnet.com

 16151 Lowell Blvd.

 Broomfield, CO 80023

 LinkedIn I Facebook I CCMCnet.com 

---------- Forwarded message ---------

From: Anthem Ranch Community Association <anthemranch-ccmcnet.com@shared1.ccsend.com>

Date: Mon, Aug 24, 2026 at 2:09 PM

Subject: Aspen Lodge Committee Special Session

Dear Anthem Ranch Residents,

The Aspen Lodge Committee will hold a Special Session on Tuesday, August 25, 2026, at 2:30 PM to discuss the upcoming Audio-Visual System Replacement Project.



The Committee will review the proposed project scope, additional project options, and vendor selection. Residents interested in learning more about the project are encouraged to attend.

In person: Multi-Purpose Room 1 (MP-1)

Online: Zoom

Please visit the community website event details for the meeting agenda and Zoom information.

(no notes available; minutes won't be available until later in September)

BFC members (cc BOD) --

I'd urge you to vote NO on the ALC's proposed AV replacement project.  The vendor's proposed $417,000 AV overhaul can -- and should -- be reduced by nearly $170,000 without sacrificing quality, reliability, functionality, or "future-proofing".

The current bid is like installing commercial jet engines in a family minivan. For example, it specifies four specialized Barco projectors totaling nearly $64,000—when standard, commercial-grade laser projectors would cost around $20,000, saving over $43,000 on projectors alone. It also includes stadium-grade touring mixers and boardroom ceiling microphones designed for massive auditoriums.

For the Aspen Lodge’s five multipurpose rooms, this enterprise equipment is extreme overkill. Because our building footprint is fixed, we will never "grow into" or physically utilize this arena-level horsepower. Standard club slides, videos, and presentations will look and sound identical to our residents whether displayed on hyper-expensive venue equipment or reliable commercial units. The human eye and ear simply cannot perceive the difference in our small-ish room sizes.

Rightsizing to high-quality, commercial-grade components achieves 100% of our functional goals. It delivers a modern, user-friendly system while responsibly protecting our community reserve funds from unnecessary spending.

For those with a more techie interest, details available on request.

Cheers,

Dan

From: Dan Magenheimer <dan.magenheimer@gmail.com>

Date: Mon, Aug 31, 2026 at 7:54 PM

Subject: Procedural Review: Observations on Recent ALC AV Recommendation Process

To: Melissa Bennett <melissa.bennett@ccmcnet.com>

Cc: T Kinning-Pflueger <tkinningpflueger.arbod@gmail.com>, Trevor Gusa <tgusa@ccmcnet.com>, Martha Gary <marthagary14@gmail.com>

Hi Melissa,

As a previous chair of the (now sunsetted) Governing Documents Committee, I would like to share some governance and procedural observations regarding the recent recommendation made by the Aspen Lodge Committee (ALC) for the AV System Replacement contract. Now that the immediate schedule has paused (I think), I wanted to document these points for management's review to help ensure that future committee processes fully align with our governing documents.

1. The Meeting Notice Procedure (Bylaws 5.13 and 6.5) The ALC vote took place during a "Special Session" on Tuesday, August 25, 2026. The official meeting notice was distributed to the community via Constant Contact on Monday, August 24 at 2:09 PM, providing approximately 24 hours of notice.

Under Section 5.13 of the Anthem Ranch Bylaws, committees are bound by the same meeting notice rules as the Board of Directors. Section 6.5 dictates that notice for meetings must be delivered "not less than three (3) nor more than fifty (50) days before the date of the meeting." Because this was a special session rather than a pre-scheduled regular meeting, the 3-day minimum notice was required. Moving forward, ensuring strict adherence to this notice requirement will protect the Association from procedural vulnerabilities.

2. Committee Review Timeline and Due Diligence The internal timeline for this project highlights structural challenges that limited adequate review time for both the committee and the community:

• July 21: A month before bids were due, a detailed, written analysis was provided to the AV subcommittee warning that the RFP was overly restrictive and would artificially inflate bids by demanding proprietary, touring-grade hardware. This feedback was not formally reviewed.

• August 21: The deadline for vendors to submit quotes closed.

• August 24 (2:09 PM): The 24-hour notice was sent to the community.

• August 25 (1:14 PM): ALC members were emailed an updated, final AV bid matrix a mere 75 minutes before the vote because a vendor’s pricing structure had changed.

A $300,000+ financial decision is difficult to vet responsibly when the committee itself is handed complex pricing data an hour before a vote, and when reasonable, proposed community alternatives are excluded from the formal record.

3. Moving Forward To ensure the Association maintains strong fiduciary standards and process integrity, I trust management will support a procedural reset on this project. Specifically, if the project is remanded back to the ALC, it would be beneficial to ensure:

• Proper meeting notice is given in accordance with the bylaws.

• Committee members are given adequate time to review bids and fully exposed to alternative proposals prior to a vote.

• A balanced evaluation of right-sized, commercial-grade alternatives -- saving ARCA more than $100K -- is included alongside the Equalized proposal.

Thank you for your time, leadership, and ongoing efforts to support the Anthem Ranch community.

Sincerely,

Dan Magenheimer 

BFC Members --

While reviewing the recent ALC AV proposal and its bidding process, I took a close look at the ARCA Procurement Policy to better understand our guardrails.

While it protects the Association from internal conflicts of interest by explicitly stating a vendor won't be considered if the designated purchaser benefits, I see a gap regarding external conflicts. Specifically, the policy doesn't address what happens when a vendor helps create or heavily influences the technical specifications of an RFP, and then bids on that exact same project.

I imagine this was originally omitted simply because it seems like common sense. But without a specific written guardrail, we unintentionally leave the door open for RFPs to be engineered toward brand-specific, closed-architecture systems. When a vendor is allowed to write an RFP, it restricts the "level of competition" that our policy demands, potentially inflating costs by locking out qualified commercial alternatives/bidders.

Since the BFC oversees the financial health of the Association, I’d like to suggest the BFC consider closing this loophole. It could be as simple as adding one sentence to the Procurement Process section on Page 3:

"Any vendor, contractor, or consultant who participates in drafting a Request for Proposal, or defining its technical specifications, is strictly prohibited from bidding on that project."

I plan to be at tomorrow's meeting if you have any questions.

Thank you for your time and consideration.

Cheers,

Dan

From: Dan Magenheimer <dan.magenheimer@gmail.com>

Date: Fri, Sep 4, 2026 at 8:31 PM

Subject: They're spending $400,000 ON WHAT? SURPRISE!

To: Dan Magenheimer <dan.magenheimer@gmail.com>

Hello friends and neighbors who care about Anthem Ranch spending money on the wrong things,

I’ll keep this brief because the facts speak for themselves. The ALC has rushed to recommend a $400,000 contract for a new AV system at the Aspen Lodge. And if the board signs it, it can't be undone.

To put that in perspective: that is nearly 10% of our annual income. It essentially wipes out the 7% assessment increase we were all paying in 2026.

Worse, the vendor who is getting this contract is the exact same vendor who was allowed to write the technical specifications. They essentially wrote themselves a blank check for an over-engineered, concert-arena system we don't need—all while bypassing our community bylaws on meeting notices.

I've launched an AV Transparency page to expose the conflict of interest, the procedural violations, and how the vendor could easily meet our needs with a bid at half the price. But the real question is, do we even need to spend $200,000? Has anyone asked YOU if you or your club uses the AV system, and what the worst problems are that actually need to be fixed? And if it ain't broke in general, why...

Please take three minutes of your time to read the Fact Check here: [Link: magenheimer.com/av]  Or just visit magenheimer.com

We have a ticking clock. The Board meets THIS TUESDAY, September 8 at 10:00 AM. We need residents in the room during the public comment period to say NO.

Please read the facts, forward this email to anyone who cares about our community’s finances, and attend the board meeting on Tuesday morning.

Thanks,

Dan Magenheimer

From: Dan Magenheimer <dan.magenheimer@gmail.com>

Date: Mon, Sep 7, 2026 at 7:05 PM

Subject: AV Transparency Update re Tues 9/8 board meeting

To: Dan Magenheimer <dan.magenheimer@gmail.com>

Sorry to fill your mailbox one more time.  Thank you for all of your friendship and support!

CRISIS AVERTED (for now): I've gotten confirmation that the Board will NOT be discussing or voting on the AV Replacement decision tomorrow.  I am relieved that this will provide the board with much-needed time to understand and review the process and ALC recommendation... and to consider other options.  I'd still encourage you to attend to show your support, especially if you've never attended a board meeting, as you can learn more about how our community ticks and how decisions are finalized.

BOARD MEETING PROCESS: As always at every board meeting, there will be a "resident comments" period at the beginning of the meeting (max 3 min/person, 15 min total) where residents are welcome to speak on the topic of their choice as long as the item is not on the agenda.  Since the AV system decision is not on the agenda, those who wish to speak may stand (in line) at the podium and give their opinion at that time.  Some read their comments, and some speak contemporaneously.

Note that this is a one-way process; do not expect board members to respond or discuss your comments, but they may ask clarifying questions.  If you do choose to speak, please keep it calm and respectful.... you are speaking to your neighbors who (take it from me, an ex-board member) volunteer way too much of their time/life to serve our community.  The same is true if you are in the audience: calm and respectful.  I still have scars from a certain 2025 board meeting that was unceremoniously adjourned due to audience behavior that should never be tolerated.

DAN'S PLAN: I plan to use my 3 minutes to talk about the attached slide (also now on the AV Transparency website at magenheimer.com).  Stepping back from DanTheActivist to DanTheGeek (or DanTheAVGeek), I plan to outline a wider range of technical options that should have been considered, some of which may be more cost-effective yet still fully provide for all the AV needs of our community.

And for the information junkies, I have added a few other things to magenheimer.com in the last 48 hours that may be of interest!

Thanks again for all of your support, and I look forward to seeing many of you tomorrow at 10am in MP1!  Seating may be limited!

Cheers,

DanTheAVGeek

(emphasis below is Dan's)

Thank you for sharing your thoughts regarding the proposed AV equipment project. We appreciate hearing from residents and understand that opinions may differ on whether this investment is necessary.

The Aspen Lodge Committee has researched this matter for several months and devoted considerable time to evaluating the community's current and future needs, available technologies, costs, and potential benefits. At this stage, no final equipment selection has been made. The committee is still narrowing down options and gathering information to ensure any recommendation is both practical and fiscally responsible.

We recognize that community improvements can generate questions and concerns. We ask for patience as the committee completes its due diligence and presents its findings and recommendations. The goal is to make an informed decision that serves the broader interests of the community while being mindful of costs and long-term value.

We appreciate the engagement of our residents and encourage respectful dialogue throughout this process. Your feedback is being heard and will be considered as part of the overall evaluation.

Thank you for your grace, patience, and continued support as this work progresses.

"T" Kinning-Pflueger

President

Anthem Ranch Board of Directors

(720)878-7200

From: Trevor Gusa <tgusa@ccmcnet.com>

Date: Wed, Sep 9, 2026, 1:59 PM

Subject: AV System Refresh Project Meeting

To: Dave Kistler <dkistler@equalizedproductions.com>, Liz Kistler <lkistler@equalizedproductions.com>, Sam Weddle <sweddle@equalizedproductions.com>, T Kinning-Pflueger <tkinningpflueger.arbod@gmail.com>, Peter Beckmann <peter.beckmann.arbod@gmail.com>, Mark Kling <markkling.arbod@gmail.com>, grant Ruesch BOD <grant.ruesch.arbod@gmail.com>, Wilfredo Sotolongo <wilfredo.sotolongo.arbod@gmail.com>, Melissa Bennett <melissa.bennett@ccmcnet.com>, Mirna Vargas <mvargas@ccmcnet.com>, marthagary14 <marthagary14@gmail.com>, Kim Johnson <kim.a.johnson62@gmail.com>, drville.is <drville.is@gmail.com>, Rebecca Godkin <rgodkin1@msn.com>, Betsy Kolber <betsykolber@gmail.com>, DOUG LESSIG <dmbles@msn.com>, Keith Berding <keithberding@gmail.com>, Rick Daggett <rickdaggett72@gmail.com>

We will be meeting with Equalized to review the equipment specifications and project scope, as well as discuss the benefits of the proposed system improvements and address any concerns in regard to this project. We are tentatively scheduled to meet in the Conference Room; however, we are working to relocate the group currently scheduled in MP-3 so that we can hold the meeting there instead. 

This meeting is intended for the Board of Directors and the Aspen Lodge Committee only. We will host a separate town hall meeting at a later date to provide the broader community with an opportunity to attend, ask questions, and learn more about the project.

For those who are unable to attend in person, Zoom will be available. Please find the meeting information below:

From: Dan Magenheimer <dan.magenheimer@gmail.com>

Date: Sun, Sep 13, 2026 at 1:13 PM

Subject: URGENT: Illegal Exclusion and repeated bylaw non-compliance, re Sep 14 joint Board/ALC meeting with vendor

To: Melissa Bennett <melissa.bennett@ccmcnet.com>, Julia Bishop <jbishop@ccmcnet.com>, Mirna Vargas <mvargas@ccmcnet.com>

Cc: T Kinning-Pflueger <tkinningpflueger.arbod@gmail.com>, Martha Gary <marthagary14@gmail.com>, grant Ruesch BOD <grant.ruesch.arbod@gmail.com>, Mark Kling <markkling.arbod@gmail.com>, Wilfredo Sotolongo <wilfredo.sotolongo.arbod@gmail.com>, Peter Beckmann <peter.beckmann.arbod@gmail.com>

Dear Melissa, Mirna, cc Julia --

It has come to my attention that a joint meeting is scheduled for tomorrow, Monday, September 14th, between the Board of Directors, the Aspen Lodge Committee (ALC), and the vendor, Equalized Productions. I further understand that instructions have been circulated to restrict attendance exclusively to Board and ALC members, and I note that this meeting has never been noticed to the community.

I must point out that attempting to hold this as a closed-door session is a direct violation of both our governing documents and Colorado state law:

1. Violation of Notice Requirements (Bylaws 5.13 and 6.5) As I previously cautioned in my August 31st email to management regarding ALC procedural missteps, committees are legally bound by the exact same meeting notice rules as the Board of Directors. Section 6.5 dictates that notice for meetings must be delivered "not less than three (3) nor more than fifty (50) days before the date of the meeting." Providing zero public notice to the community for a meeting occurring tomorrow compounds the procedural compliance issues I raised last month.

2. Violation of Open Meeting Laws (CCIOA) Our Bylaws are strictly controlled by the Colorado Common Interest Ownership Act (CCIOA). CCIOA mandates that all Board and committee meetings where a quorum is present to discuss or advance association business must be open to homeowners. Sitting down with a vendor to review project scope and equipment specifications for a proposed capital contract does not meet the strict statutory requirements for a closed Executive Session. Furthermore, the presence of a third-party vendor in the room explicitly invalidates any claim to confidentiality; closing the door to residents while welcoming the contractor creates the appearance of a backroom negotiation and severely compounds the compliance violation. Promising to host a community-wide meeting at a later date does not legally excuse closing a working session today.

While I recognize that it is too late to properly notice or reschedule tomorrow's meeting, the Association must mitigate its procedural exposure. Therefore, if any resident attends this meeting in person in MP-3, or logs in using the established Zoom link (Meeting ID: 827 2670 3945), they cannot legally be turned away, denied entry, or removed from the virtual waiting room.

Attempting to exclude homeowners from observing a quorum of the Board and ALC advance Association business exposes the Association to significant procedural and legal vulnerabilities. I trust management will advise the Board, the ALC, and staff to ensure no resident is turned away from tomorrow's meeting.

Thank you for your prompt attention to this governance matter.

Sincerely,

Dan Magenheimer

---------- Forwarded message ---------

From: Dan Magenheimer <dan.magenheimer@gmail.com>

Date: Mon, Aug 31, 2026 at 7:54 PM

Subject: Procedural Review: Observations on Recent ALC AV Recommendation Process

To: Melissa Bennett <melissa.bennett@ccmcnet.com>

Cc: T Kinning-Pflueger <tkinningpflueger.arbod@gmail.com>, Trevor Gusa <tgusa@ccmcnet.com>, Martha Gary <marthagary14@gmail.com>

Hi Melissa,

As a previous chair of the (now sunsetted) Governing Documents Committee, I would like to share some governance and procedural observations regarding the recent recommendation made by the Aspen Lodge Committee (ALC) for the AV System Replacement contract. Now that the immediate schedule has paused (I think), I wanted to document these points for management's review to help ensure that future committee processes fully align with our governing documents.

1. The Meeting Notice Procedure (Bylaws 5.13 and 6.5) The ALC vote took place during a "Special Session" on Tuesday, August 25, 2026. The official meeting notice was distributed to the community via Constant Contact on Monday, August 24 at 2:09 PM, providing approximately 24 hours of notice.

Under Section 5.13 of the Anthem Ranch Bylaws, committees are bound by the same meeting notice rules as the Board of Directors. Section 6.5 dictates that notice for meetings must be delivered "not less than three (3) nor more than fifty (50) days before the date of the meeting." Because this was a special session rather than a pre-scheduled regular meeting, the 3-day minimum notice was required. Moving forward, ensuring strict adherence to this notice requirement will protect the Association from procedural vulnerabilities.

2. Committee Review Timeline and Due Diligence The internal timeline for this project highlights structural challenges that limited adequate review time for both the committee and the community:

• July 21: A month before bids were due, a detailed, written analysis was provided to the AV subcommittee warning that the RFP was overly restrictive and would artificially inflate bids by demanding proprietary, touring-grade hardware. This feedback was not formally reviewed.

• August 21: The deadline for vendors to submit quotes closed.

• August 24 (2:09 PM): The 24-hour notice was sent to the community.

• August 25 (1:14 PM): ALC members were emailed an updated, final AV bid matrix a mere 75 minutes before the vote because a vendor’s pricing structure had changed.

A $300,000+ financial decision is difficult to vet responsibly when the committee itself is handed complex pricing data an hour before a vote, and when reasonable, proposed community alternatives are excluded from the formal record.

3. Moving Forward To ensure the Association maintains strong fiduciary standards and process integrity, I trust management will support a procedural reset on this project. Specifically, if the project is remanded back to the ALC, it would be beneficial to ensure:

• Proper meeting notice is given in accordance with the bylaws.

• Committee members are given adequate time to review bids and fully exposed to alternative proposals prior to a vote.

• A balanced evaluation of right-sized, commercial-grade alternatives -- saving ARCA more than $100K -- is included alongside the Equalized proposal.

Thank you for your time, leadership, and ongoing efforts to support the Anthem Ranch community.

Sincerely,

Dan Magenheimer 

From: Melissa Bennett <melissa.bennett@ccmcnet.com>

Date: Sun, Sep 13, 2026 at 4:05 PM

Subject: Re: URGENT: Illegal Exclusion and repeated bylaw non-compliance, re Sep 14 joint Board/ALC meeting with vendor

To: dan.magenheimer@gmail.com <dan.magenheimer@gmail.com>, Julia Bishop <jbishop@ccmcnet.com>, Mirna Vargas <mvargas@ccmcnet.com>

Cc: T Kinning-Pflueger <tkinningpflueger.arbod@gmail.com>, Martha Gary <marthagary14@gmail.com>, grant Ruesch BOD <grant.ruesch.arbod@gmail.com>, Mark Kling <markkling.arbod@gmail.com>, Wilfredo Sotolongo <wilfredo.sotolongo.arbod@gmail.com>, Peter Beckmann <peter.beckmann.arbod@gmail.com>

Dan,

Thank you for your email.

For clarification, tomorrow's session with Equalized was scheduled as a working session for the Board and ALC to ask questions and gather information. No vote, recommendation, approval, or other formal action was scheduled to occur. While the session was not advertised to the community, it was not intended to be a closed or executive session, and residents who attended would not have been turned away.

To avoid any confusion and ensure transparency, the Board/ALC working session has been canceled and will be rescheduled as an open meeting. 

Equalized will still be onsite tomorrow for a separate staff-level meeting with management to address outstanding technical and operational questions. No Board or ALC members will participate, and no Board or committee deliberation or action will occur.

As previously planned, a community town hall will also be held before any final decision is made, giving residents an opportunity to learn more about the project and have their questions addressed. 

Details regarding the rescheduled session will be communicated once finalized.

Best,

Melissa Bennett 

Executive Director 

Anthem Ranch Community Association

(emphasis below is Dan's)

Aspen Lodge AV Project



There has been considerable discussion regarding the potential Aspen Lodge audio/visual project and the following is clarification as to where we are in the process.

We are still researching and gathering information. The Board has not approved a final AV system, committed to a vendor, or authorized the significant expenditures that have been discussed or rumored within the community.

The community AV meeting scheduled for Monday was cancelled at approximately 1:00 p.m. on Sunday, September 13, after we determined that the meeting had not received the required public notice. We will reschedule the discussion with appropriate notice and, once a decision is made, a community Town Hall will be scheduled.

Our goal remains to understand the community’s needs, research available technologies, evaluate potential costs and carry out procurement protocols before any recommendation comes before the Board for consideration.

From: Dan Magenheimer <dan.magenheimer@gmail.com>

Date: Sun, Sep 13, 2026 at 5:11 PM

Subject: Proposed Next Steps and Details for Aspen Lodge AV Surgical Replacement ($50K vs $400K)

To: T Kinning-Pflueger <tkinningpflueger.arbod@gmail.com>, grant Ruesch BOD <grant.ruesch.arbod@gmail.com>, Wilfredo Sotolongo <wilfredo.sotolongo.arbod@gmail.com>, Mark Kling <markkling.arbod@gmail.com>, Peter Beckmann <peter.beckmann.arbod@gmail.com>, Martha Gary <marthagary14@gmail.com>, Kim Johnson <kim.a.johnson62@gmail.com>, Betsy Kolber <betsykolber@gmail.com>, Rebecca Godkin <rgodkin1@msn.com>, Rick Daggett <rickdaggett72@gmail.com>, Ivan Schaefer <drville.is@gmail.com>, Keith Berding <keithberding@gmail.com>, DOUG LESSIG <dmbles@msn.com>, Melissa Bennett <melissa.bennett@ccmcnet.com>, Mirna Vargas <mvargas@ccmcnet.com>, Trevor Gusa <tgusa@ccmcnet.com>, Doug Craig <dugcrg@gmail.com>, Scott Ogle <eqxprods@mac.com>, Larry Tuttle <larrytuttle@gmail.com>, Max Billington <max.billington@gmail.com>

Board Members, Committee Members, Key Staff, and select community experts --

To ensure we fulfill our fiduciary duty and avoid being locked into an overpriced, proprietary system, I recommend we pause the current $400k vendor proposal and adopt a standard independent procurement process. By separating the system design from the equipment sales, we retain total control over the scope and cost.

To validate the $50,000 "surgical solution" estimate I introduced at the board meeting, and to demonstrate that it is based on real-world pricing rather than guesswork, see the following attachments:

• Detailed budget estimate

• Draft Scope of Work (SOW)

• A FAQ document tailored for both technical and non-technical readers

For next steps, I would like to propose the following four-step approach:

Step 1: Engage an Independent AV Consultant  Leverage the NCAC (ncac.com) to identify and hire a fee-only, independent AV consultant (meaning they sell their expertise, not equipment). This will require a modest flat fee (~$2500-$5000), but it pays for itself by eliminating vendor commission bias.  Because we already have the detailed 2017/2018 AV engineering specs for our current Aspen Lodge system, we are not geographically limited; a remote consultant anywhere in the U.S. can easily verify the site via these documents and a FaceTime walkthrough.

Step 2: Finalize a "Surgical" Scope of Work (SOW)  Rather than paying a consultant to start from scratch, we should hand them a draft SOW.  An example draft (attached) outlines the strategy to replace only the failed brain and proprietary control panels, while reusing the functional video and audio infrastructure we already own. The consultant could simply professionalize this document, verify the technical feasibility, and translate it into a formal, bid-ready RFP.  Or if their expertise points them in a different direction that aligns with the needs of Anthem Ranch, we should seriously evaluate any suggested changes.

Step 3: Competitive Bidding  We issue the finalized RFP to three or more qualified, local AV integration firms, possibly selected with the assistance of the consultant. Because the RFP mandates specific, open-architecture hardware and strict limits on scope, we will receive true "apples-to-apples" bids that are stripped of unnecessary vendor pork and predatory contract terms.

Step 4: Selection, Implementation, and Independent Verification  The Board selects the winning contractor to execute the work. Crucially, before the final payment is released to the contractor, our independent consultant will perform a final system checkout (commissioning). The consultant will verify the system works exactly as specified and ensure Anthem Ranch is handed the fully unlocked, uncompiled source code so we are never locked out of our own system again.

This approach gives us a modern, fully functional AV system at a fraction of the currently proposed cost, while keeping Anthem Ranch entirely in the driver's seat.

I kindly request that the ALC add discussion of this proposed 4-step procurement process to the agenda for the next meeting so next steps can begin.

Thank you all for your time and contributions to Anthem Ranch!

Dan