PINE RIVER RANCHES LANDOWNERS ASSOCIATION, INC .
MONTHLY BOARD MEETING
AUGUST 18, 2011
LEROY RESIDENCE 18 PINE RIVER RANCH CIRCLE, BAYFIELD, CO 81122
The meeting was called to order by President Jim Clay at 7:02 p.m.
Board member present: Richard Young, Richard Diedrich, Shane French, Pat LeRoy.
Guest: Glen Watson
Pat LeRoy presented the minutes which has been posted on the bulletin board, website, and distributed by e-mail. Richard Young moved that the minutes be approved; second by Richard Diedrich. Vote to approve was unanimous.
Pat LeRoy presented the Treasurer report. The General Account balance is $18,139.92. Deposits for the Special Assessment for the Bridge Repair total $10,900.00. Two checks were written: Margaret Christiansen $8.86 for tapes; Pat LeRoy $187.16 for release of lien fees, stamps, copies. The Winter Account Balance is $2,698.23 with one deposit for interest of $.11. Richard Young moved that the Treasurer report be approved as presented, second by Richard Diedrich. Vote to approve was unanimous.
Pat LeRoy reported that there was no change in the unpaid liens. Letters of Intent to File Lien will be mailed to 4 Landowners who did not pay the Special Assessment for the Culvert. These liens will be for an additional year of interest, penalties, and filing fees. If the liens are not paid, new liens will be filed.
Pat LeRoy reported that as of today 59 lots in both subdivision 1 & 2, plus the alpha lots have paid the Special Assessment for the Bridge Repair. One lot has made a $100.00 payment towards the assessment. Checks which were received after banking hours today total $1000.00, bringing the total amount collected $11,900.00.
Pat LeRoy presented two invoices for payment: U. S. Postmaster $42.00 for the P. O. box rental; Nancy Young $47.88 for costs associated with the webpage. Richard Young moved that these invoices be approved; second by Richard Diedrich. Vote to approve was unanimous.
OLD BUSINESS
Jim Clay reported that the sign company had quite a backlog of orders, but the signs should be ready in about a week. Jim Clay and Shane French will install the signs.
Richard Deidrich reported in depth about the Fire Mitigation Evaluation Plan. For Clarification, the cost of the plan will be a 90 – 10% split on cost with the Subdivision cost at 10%. Fire Chief Graber feels that the cost will be well below the $1500.00 the Association approved at the Annual Meeting. Pine River Ranches will be combined with Tween Lakes and two other subdivisions to keep costs down and is applying for a 50- 50 split grant. Each landowner will pay 50% based on the acreage. The Association will be responsible for the green belt and common areas. The plan is to be submitted with costs broken down by Subdivision. Fire Mitigation costs are Federal Tax deductible up to $2500.00.
Richard Diedrich reported that the Emergency Exit via BP property is becoming a reality. Rob McLauglin has been instrumental in working with Butch Knowlton and BP. They were able to meet face to face with the BP representative and received a verbal commitment from the BP Houston headquarters to allow the residents to cross their property in an emergency. When in use, the activity needs to be supervised by a group under Butch Knowlton’s agency which he has funding for. Butch Knowlton is dedicated to this project. The route will be west of the bridge to CR 502. Rob McLaughlin, Butch Knowlton, Richard Young, Richard Diedrich, and Jim Clay will inspect this route and determine if work needs to done to make the road passable. Butch Knowlton has funds to help defray some of the costs to the Association. Rob McLaughlin is checking to see if we have approval from the other landowners in that area. John Dustin has some letters which will be given to the Secretary for the file. The question now is if the Association will be able to use this emergency exit while the Bridge is being repaired.
Only one bid for the Bridge Repair was received from 8 contractors who were contacted. The bid from Neil’s is firm on the labor until October. The materials portion is not. The removal of the railing and beams and then the installation of the new beams should take about 3 days. There could be delays of up to 90 minutes for traffic to cross. Jim Clay will work out the logistics with Neil’s concerning when to begin work in the morning allowing for children to get to school, and workers to their jobs, and when to stop in the afternoon. Several volunteers will be needed for traffic control. It is the Board’s option that the Association can remove and install the planks which will save on some labor costs. The time frame for doing the work will be late September to early October.
Richard Young moved that Neil’s bid for the bridge repair labor costs, removing and re-install railings, remove and install new beams, removable of used materials, with the Association responsible for the labor costs to remove and installation of the new planks, with the bid not to exceed $17,150.00 be approved. Richard Diedrich seconded the motion. The vote to approve was unanimous.
CC&Rs violations:
Lot 47, the wood shed has been partially removed. The landowner will be contacted.
Lot 19, no progress has been made on the removal or relocation of the chicken coop.
Lot 45, the weeds were mowed, and the car moved. Trash remains in the yard and on porch.
A report was received that an individual drove an ATV into the pond on two separate occasions. Access was gained by crossing Lot # 11 on the north side of the pond. This individual has been observed with another person on motor bikes trespassing on BP’s property near the west side of the bridge. These persons were observed doing circles around the posted No Trespassing signs. This action is in violation of the Motorized Vehicles Policy which was approved by the Association at the Annual Meeting.
The owner of Lot # 11 has been contacted and is upset by these actions and plans to post No Trespassing signs. He wants the authorities to be contacted if it happens again. The owner will be in the area in September and wants to meet with the Board. He does not mind foot traffic across his property but objects to motorized vehicles.
BP representative Hall Conic (sp) was advised of the actions occurring on BP’s property and stated that it was unacceptable. He knows the individual(s) responsible, will contact the family and issue a warning. If this action is observed again, he is giving permission that law enforcement be called.
Plans for construction of an outbuilding on Lot #64 was presented to the Board. Neighbors have been given the opportunity to review the plans prior to being submitted for approval. This will be a 20x40ft metal building with a lean to roof on one side measuring 20×40 ft. Colors will compliment the colors on the house. Cost is $22,000.00. The Impact Fee will be $264.00. Richard Young moved that the plans be approved, second by Shane French. Vote to approve was unanimous.
A concrete pad for a RV was poured on Lot #25. The Landowner was contacted to see if they would pay a nominal impact fee. This will be discussed with the other landowner. Jim Clay will follow up.
Richard Young made a motion that the Board contact Neil’s to do routine grading of the road, not to exceed $1000.00, and to be done when there is adequate moisture on the road. Seconded by Shane French. Vote to approve was unanimous.
A letter to the landowners will be mailed once the bid from Neil’s is finalized. Also to be included in the mailing will be an updated Roster and the Annual Meeting Minutes.
The schedule for the next meetings are: Tuesday Sept. 6th; Thursday Oct. 13th’; Thursday Nov. 9th; and Thursday Dec. 8th. All meetings will be 7:00 p.m. at the LeRoy residence, 18 Pine River Ranch Circle unless a notice is posted at the mailboxes stating otherwise.
Meeting adjourned at 8:40 p.m.
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President Jim Clay Date
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Secretary Pat LeRoy Date