2/13/2018 Board Minutes

The meeting was called to order by President Jim Clay at 7:02 p.m.

Board Members present:  Jim Clay, John Dustin, Waterman Ormsby lll and Pat Le Le Roy.  Rob McLaughlin was absent.

Guests :  None

Minutes January 10, 2018 – The minutes were circulated by email to all board members for approval and/or corrections.  Minor corrections were made to the minutes.  The corrected minutes were again sent by email to all board member prior to being posted at the mailboxes and on the website.  John Dustin moved that the minutes be approved as corrected, second by Pat Le Roy.  Vote to approve was unanimous.

Treasurer Report – Pat Le Roy presented the Treasurer Report.  The balance in the General Account is $45066.33.  The Winter Account balance is $4121.33.  One check to Neils for $390.00 has not cleared.

Liens to be filed – Three landowners have not paid their 2017 Annual Assessment.  Delinquent notices were mailed after the January meeting.  If the assessments are not paid by February 20, 2018,  Notice of Intent to File a Lien will be mailed.  If the assessments are not paid by March 20, 2018, the liens will be filed.

Delinquent Notices – 34 notices were mailed February 1, 2018, to landowners who have not paid their 2018 Annual Assessment.  If the assessment is not paid by March 1, 2018. Notice of Intent to File a Lien will be mailed.  10 payments have been received to date.

Invoices to be paid – Pat Le Roy presented several different invoices for administrative supplies – stamps, file boxes, file folders, ink cartridge, and tapes – which total $138.85.  John Dustin moved that Pat Le Roy be reimbursed for these expenses, second by Waterman Ormsby lll.  Vote to approve payment was unanimous.


Bridge report – Richard Diedrich was not able to attend the meeting.  He did send an email to all board members.  Pat Le Roy had talked with Richard Diedrich and had a couple of items to report.  The grant process to secure funding for a new bridge is dependent upon the bridge being inspected.  Richard Diedrich had spoken with Goff Engineering about costs which range from $1500.00 to $1800.00.  The bridge was last inspected in 2006, 12 years ago.  Since that time, traffic has increased with many new residences being built; two trucks nearly went off the bridge blocking access to the bridge for a period of time and causing damage to the railings. If the grant is approved, the cost of the bridge inspection will be refunded to the Association.  After some discussion, the Board agreed that the bridge is due to be inspected.  John Dustin moved that the bridge be inspected by Goff Engineering, the cost approved is up to $2000.00,  and that the inspection be done with the new flood plain plan be taken into consideration.  Second by Waterman Ormsby lll.  Vote to approve was unanimous.

Jim Clay reported that some of the treads on the bridge need to be replaced.  This work will be done during the spring.  Cost should be minimal.

CC&Rs and Bylaw Committee – John Dustin reported that the committee (Chip Burkett, Angela Diedrich, Vicky Mullins, John Dustin, and Pat Le Roy) have met weekly since January 18, 2018, and have made good progress.  The plan is to have the documents ready by April 1, 2018 for the Board to review prior to being sent to the attorney for review.

Design Committee – no new plans have been submitted to the committee for review..

Impact Fees – Two impact fees have been paid with two still outstanding.  Jim Clay has requested copies of those building permits so the impact fee may be calculated.  John Dustin was able to secure copies of those building permits.  The landowners will be notified that the impact fee is due.

Discussion of possible fines for violations – Waterman Ormsby lll will email a copy of a document from another subdivision.  Discussion is tabled until next month to give board members time to review the document.

Contract for Chip and Seal – Jim Clay had contacted 4 Corners.  At this time no increase in price is planned but that could change in the next few months.  They will begin the asphalt process/cooking in April.  Jim Clay has requested that we be placed near the beginning of the schedule.  The Board discussed placing a dust abatement application at ½ strength on the agenda for the Annual Meeting if it appears that funds will be available at that time.

End of Year Mailing – Pat Le Roy presented the 2018 Roster, 2018 Budget and the draft for the 2018 Year End Financial statement to be mailed/emailed to all landowners.  There was one minor change to the financial statement.  Pat Le Roy will sent the corrected draft to the Board members for approval.  Jim Clay is drafting a letter to send to the members.

Financial Review – This will take place prior to the Annual Meeting.

Internet – Jim Clay reported that he had talked with AlignTech, who is installing a tower south of Bayfield. For us to get service there will need to be another tower on the ridge to our west.   The tower requires a fairly flat area, 12 x 12 feet, and permission from the landowners to place a tower on their property.  Their rate is similar to what HughesNet and CenturyLink charge.

Road Work – no update at this time.


Unpaid Liens – One Landowner has accumulated a number of liens totaling $4780.77.  The 2017 Annual Assessment remains unpaid.  The Landowners have made no attempt to make further payments since 2016 even though they indicated that they would continue to do so.   That settlement agreement has been breached by the landowner.   John Dustin moved that the Board consult with their attorney regarding how to move forward, second by Waterman Ormsby lll.  Vote to approve was unanimous.

Under Colorado Law the Board must offer a payment plan to landowners to retire the liens filed against their property.   We have already offered a plan to the above landowner, but such a letter will be sent to a different landowner with a very delinquent lien offering this service.


Next Meeting – Wednesday March 7, 2018 at the Le Roys – 18 Pine River Ranch Circle, Bayfield, CO

Meeting adjourned – 8:15 p.m.


These minutes were approved by a vote of ____________ on _______________.




Jim Clay, President                                                                              Date


Pat Le Roy, Secretary/Treasurer