Minutes – Board of Directors Emergency Action Meeting – 7 May 2020



MAY 7, 2020 – 7:30 p.m.

Le Roy residence – 18 Pine River Ranch Circle, Bayfield, CO 81122

On May 7, 2020, Chief Evans, Upper Pine River Fire Department, notified the Board via a phone conversation with Pat Le Roy, that FEMA has requested several additional documents which are time sensitive – an engineered site plan due next Wednesday; copies of invoices and checks to the grant writer; and a Letter of Commitment from the Association membership Subdivision #2 to pay the 25% up to $300,000.00 of the FEMA grant of up to $1,200,000.00 for the bridge replacement.  Pat Le Roy then contacted Jim Clay by phone, related the information, and it was determined that with these items needing immediate attention we should call an Emergency Action meeting per Bylaw 3.5.  All board members were in attendance.

Site Plan – After some discussion the Board voted unanimously to ask Chief Evans to contact Goff Engineering to do the site plan.  They have provided 3 different Bridge and Road reports, and are familiar with both the bridge and the area.  Pat Le Roy was directed to contact Chief Evans with the information.  This is time sensitive as FEMA requires this report by Wednesday May 13, 2020.

Copies of Invoices and Checks – Pat LeRoy will make copies of all invoices and call the bank for the copies of the checks.  The minutes from the July 17, 2018 show that the Board hired Danielle Coronado act as the HOA’s FEMA Grant Writer.

Letter of Commitment – This has been requested by FEMA within two weeks.  In order to do this, a Special Meeting will need to take place.  It requires a vote by the Pine River Landowners Association, Inc. Subd. #2 to either vote Yes to commit to the financial payment of 25% up to $300,000.00 of the grant up to $1,200,000.00 or a vote of No to not commit to the 25% financial payment.  A majority vote of Yes will move the project forward.  A majority vote of No will require that the Fire Chief Evans inform FEMA that they are returning the grant.  The Special Meeting will take place May 23, 2020 at the Clays residence 580 Pine River Ranch Circle, Bayfield.  The information will be mailed to the landowners of Subdivision #2 as soon as possible.  The meeting will be held following both State and local guidelines for social distancing and wearing masks.  The Board is working on a plan to limit group size to 10.  These plans were approved unanimously by the Board.

In addition to the requests from FEMA, the Board addressed the urgent need to change the General Checking Account from a money market account to a basic checking account.  As it is, only 4 checks may be processed each month.  If more checks are written, there is a hefty fine.  Chip Burkett moved that the General Checking account be changed from a money market account to a basic checking account.  Second by Florian Walchak.  The vote to approve this motion was 5-0.   Florian Walchak will take a signed copy of these minutes to the bank and change the status of the General Checking Account.

Duane Nelson submitted an invoice for a replacement log choker $42.17 which was damaged while doing fire mitigation along the asphalt road. Florian Walchak moved that this invoice be paid, second by Chip Burkett.  Vote to approve was 5-0.

At this point the Board decided that there is a need to have a regular Board of Directors meeting Wednesday May 13, 2020, at 7:00 p.m. at the Le Roy residence, 18 Pine River Ranch Circle, Bayfield, CO 81122.  Social distancing at 6 feet apart and masks will be observed as well as group size of 10 persons.

The meeting was adjourned at 8:45 p.m.

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

Jim Clay, President

Pat Le Roy, Secretary