Pine River Ranches Landowners Association, Inc.

Board of Directors Meeting – 17 October 2018

18 Pine River Ranch Circle, Bayfield, CO 81122

Minutes

 

Call to Order: The meeting was called to order by President Jim Clay at 7:05 p.m.

Board of Directors present: Jim Clay, President; Waterman Ormsby, Vice President; Pat LeRoy, Treasurer; Florian Walchak, Secretary

Guests: Susan Wells

Approve minutes from 29 September 2018 meeting: Florian Walchak distributed a draft of the minutes on 27 August 2018 prior to the meeting for review/changes/comments. Waterman Ormsby moved to approve the minutes of the last Board meeting as revised per comments; Jim Clay seconded the motion; the vote to approve was unanimous.

Treasurer’s report:  No formal report this month

Invoices to be paid:

$130.23 to Jim Clay for the reimbursement of the cost of materials for the Richard’s Drive culvert repair. Waterman Ormsby moved that the invoice be paid; Florian Walchak seconded the motion; the vote to approve was unanimous.

$495.80 to Pat LeRoy for the reimbursement of payments for several small invoices to the Association that she made (lien filing fees, postage, fax costs, etc.). Florian Walchak moved that the invoice be paid; Jim Clay seconded the motion; the vote to approve was unanimous.

$3.95 to Florian Walchak for postage (mailing of Potter lien release).  Pat LeRoy moved that the invoice be paid; Waterman Ormsby seconded the motion; the vote to approve was unanimous.

Old Business:

Review of current liens: Clarke (494 Pine River Ranch Circle) has paid total amount of her lien; the lien will be released when the check clears the bank. The Potter liens has been released and copies sent. The Rhodes (615 Pine River Ranch Circle) have contacted the PRRLOA Treasurer and plan to pay the outstanding assessment arrears of $104.94. There are currently liens against French (522 Pine River Ranch Circle) for $ 638.14; Schafer (436 Pine River Ranch Circle) for $517.74; Michael Clark (137 Richards Drive) $1276.28; and Goicoechea (435 Pine River Ranch Circle) who is paying in accordance with a recently agreed to payment plan. A request to modify the payment amount was rejected by the Board. The Treasurer will inform the Goicoecheas of the Board’s decision and work to keep the current payment plan intact. The approximate total of outstanding liens is $5,000.

Payment plans for liens: Jim Clay suggested that a payment plan of least 6 months and the total of the lien be divided by the length of the time of the plan be offered in a letter to those affected lot owners. Waterman Ormsby moved to approve the plan; Florian Walchak seconded the motion; the vote to approve was unanimous. The Treasurer will draft the letter.

Bridge replacement: The grant writer submitted the preliminary application on 15 October. She will follow-up with additional information/documentation as required.

Jim Clay distributed a draft letter to BP regarding the dimensions of the easement through which the bridge passes. This will entail a change to the deed for the BP property adjacent to the bridge. He suggests that we and BP agree to an additional 15 feet of easement on the BP property to accommodate work activity, spacing between the two spans of the planned bridge, and utility accesses for power, cable, and internet providers. Board members will review and comment on the letter before it is sent to BP.

A discussion ensued, the gist of which is that the Board needs to be cognizant of easement needs and the current uncertainty of the exact location of the current bridge and adjacent roadway within the current easement. The suggestion of having a certified survey be done to establish exact locations was made and the Board thought it was a good idea. The survey would be paid for out of an already establish budget line item for bridge expenses. Pat LeRoy moved that a survey be ordered; Waterman Ormsby seconded the motion; the vote to approve was unanimous.

Grant writer: The grant writer has submitted the preliminary application to FEMA in behalf of the Upper Pine River Fire Protection District and the PRRLOA. She requires no additional information at this time.

Snow removal: Rates are the same as last year. Jim Clay has filled out the requested form with the appropriate information: To be plowed are Pine River Ranches subdivisions 1 and 2 which includes the plowing of Ludwig Drive from the intersection of CR 501; Ludwig Drive and Pine River Ranch Circle; Richard’s Drive; and Duck Springs Lane. We requested that snow be cleared early in the morning (by 6:00 a.m.) to accommodate residents who had to leave for work or other responsibilities early in the day. Also, all driveways were to be left unblocked by snow.

Fishing: Jim Clay drafted a note clarifying and supplementing current Rules, Regulations, and Guidelines regarding fishing. The note emphasized courtesy and neighborliness with respect to lot/home owner and guest fishing activities. This includes notifying, if possible, river front property owners ahead of time that fishing will occur at a certain day and time. It asks that people accessing the river via the easement stay as close to the bank as possible when walking on land and it also proposes that guests, if not physically accompanied by a lot owner on the river, be provided a letter from the lot owner listing the guest’s name, the lot owner’s name, address, and phone number of the lot owner. The letter should also include the specific (current) date the guest is granted the right to fish. The content was reviewed by the Board and Florian Walchak moved that the content be added to the current Rules, Regulations, and Guidelines of the PRRLOA; Waterman Ormsby seconded the motion; the vote to approve was unanimous. Florian Walchak will post the newly adopted fishing guidelines by the mail boxes and on the PRRLOA website

Richard’s Drive maintenance: Jim Clay has fitted a collar and extension to one side of the culvert along with the placement of a coarse rock/gravel fill. This should mitigate the chances of vehicles slipping off/sinking into the roadway. The culvert itself was free and clear of debris and silt. He plans to make a similar repair to the other side of the culvert later in the year or next spring, weather permitting.

Design Committee: The Rhodes have submitted building plans. The Board will not approve the start of actual construction until the impact fees have been paid.

The Board discussed the need for more detailed guidelines and defined processes for the Design Committee. Susan Wells, current member of the Committee, agreed saying that there is a need to consolidate current CC&Rs, By-Laws, and Policies and Procedures language that deals with Design Committee activities into one clearly stated set of Guidelines for Committee and PRRLOA member use. This includes the specification of home-styles and building materials that conform with the current Rules, Regulations, and Guidelines such as using “colors found in the natural environment of La Plata County are encouraged “as well as go/no go criteria for building approval. The Board agrees with the need and Susan and the other Design Committee members with start to prepare such a document for Board review.

 

New business:

Add reserve bank account for reserve funds set by budget: The approved 2019 budget contains a line item to set aside a reserve account for the needed periodic maintenance (chip and seal) of the paved portion of Ludwig Drive road. The Board directed the Treasurer to set up a bank account using the $4,000 set aside for just such use in the 2019 Budget. Pat LeRoy said the best type of account for such a purpose would be a money market account. The Board agreed.

Board member status/New Board member: Waterman Ormsby resigned as current member and Vice President of the Board. He is moving to Florida in early November. Board President Jim Clay accepted Waterman’s resignation and thanked him for his dedicated and effective service to the Board and members of the PRRLOA. He will be missed.

The Board then discussed voting on a replacement for Waterman. The Board has the authority to appoint a replacement member. Several potential candidates expressed a willing to serve. The Board considered all candidates and then voted that Susan Wells (who, as a guest attending the meeting, was excused prior to the discussion) be appointed to the Board and expressed a desire that she keep her position on the Design Committee as well. This would allow for effective liaison and coordination between the Board and Committee. She agreed.

Next meeting: 7:00 p.m. Tuesday, 20 November 2018, at Pat LeRoy’s house

Meeting adjourned: The meeting was adjourned at 9:00 p.m.