PINE RIVER RANCHES LANDOWNERS ASSOCIATION, INC.
MONTHLY MEETING – JANUARY 10, 2017
The meeting was called to order at 7:00 p.m. by President Jim Clay. Board members present: John Dustin, Waterman Ormsby lll, and Pat Le Roy. Guests present: Shirlene Hendrix, Richard Young, Gwen Gold, and Steve Harris. Board member Angie Pommier joined the meeting at 7:15.
The minutes from the December 13, 2016 meeting were emailed to all board members by Secretary Pat Le Roy for additions and/or corrections. There were no additions or corrections. The minutes were posted at the mailboxes and on the website. John Dustin moved that the minutes be approved, second by Waterman Ormsby lll. The vote to approve was unanimous.
Pat Le Roy presented the Treasurer’s report. General Account balance is $35166.45. This total also includes 2017 Annual Assessments paid to date. Winter Account balance is $3877.26. All checks have cleared in both accounts. John Dustin moved that the Treasurer report be approved, second by Waterman Ormsby lll. Vote to approve was unanimous.
Invoices submitted for payment: Neils Excavation $260.00 for gravel to fill the potholes; $520.00 for snow removal; Pat Le Roy $39.70 for envelopes; $5.12 to mail documents by certified mail; $32.04 for office supplies for a total of $76.86. John Dustin moved that the invoices submitted for payment be approved and paid, second by Waterman Ormsby lll. The vote to approve was unanimous.
Pat Le Roy reported that to date the total for 2017 Annual Assessments paid is $14132.00, 40.5% of invoices billed.
OLD BUSINESS
Construction on Lot 75
Gwen Gold had emailed a request for the Board to review the pictures of the lean-to type structure to replace the barn plans previously submitted and was seeking approval for the 3 lean-to type buildings for separate paddocks for her horses. These will be placed in a U shape. The siding will remain as what was presented before, dark brown metal siding with a green metal roof to match the house. The dirt work is in progress. She will pay the impact fee when she receives her building permits. John Dustin moved that these changes be approved as stated, second by Waterman Ormsby lll. Vote to approve was unanimous.
Mail Boxes
Gwen Gold emailed Pat Le Roy that there were no mail boxes available for new residents. Pat contacted the post office in Bayfield for more information. In order to provide mail boxes for new residents, the Association needs to purchase and install a cluster of mailboxes with a pedestal onto a concrete pad. This cluster of boxes need to be USPS approved. A single cluster of boxes (16 – 20 individual boxes) can range in price from $600 to $1200. Tara, at the Post Office in Bayfield, is going to check to see if she can find a used one at another post office which could be free. Given that the ground is frozen and concrete needs to be poured before installation can begin, this project will need to wait until spring. Pat Le Roy will continue to work on this project and report back to the board.
Solar Panels – Steve Harris
A cease and desist letter had been mailed to Steve Harris. No design plan had been submitted to the Board for approval and work had begun. Jim Clay had a conversation with the contractor regarding the configuration of the panels and the type of material used for the framing which is a bright shiny metal. The contractor said that two panels were not installed because the electrical inspection had not been done and the metal can not be painted during the winter.
Discussion followed: Can there be anything done to center the panels on the roof?
Jim Clay said that the contractor had informed him that the panels needed to be near the right edge so the power lines could run down the side of the garage. There appears to be plenty of space on the left side to put two more panels which would help balance the appearance on the front of the garage. Steve Harris shared that the contractor told him that the panels installed would generate power that is suitable for his house, and that the wiring in the house won’t handle any additional electrical load. He does believe painting the frame is doable. He would ask the contractor about adding two additional panels. Shirlene Hendrix asked if dummy solar panels exist. Some landowners have approached Board members with concern about the appearance of the panel and the bright metal frame.
Richard Young shared that solar panels are based on past electrical usage. He also asked by what authority does the board have to regulate solar panels. John Dustin informed him that a Solar Policy had been submitted at the Annual meeting. After much discussion the membership voted to have the Solar Policy be a By-law and then elevated to the CC&Rs. A draft of the Solar Panel Policy has been on the bulletin board since the meeting for all to see and to comment on. To date no responses have been received.
John Dustin moved that this be tabled until the next meeting, second by Waterman Ormsby lll. Vote to approve this motion was unanimous. Steve Harris will bring more information to the next meeting.
VIOLATION LETTERS
Two separate violations for unused or inoperative vehicles have been partial abated. The Board will re-examine the situations. Follow up letters will be sent. One violation for unused or inoperative vehicle has been abated. A letter was received explaining the plans to replace the metal storage unit which was on the property line with a garage this summer. This explanation was satisfactory to the board. The violation letter for dumping trash/debris was mailed by certified mail and delivery was refused by the landowner. The letter will now be sent by regular mail and email. Thank you letters will be sent to the landowners where the violation has been abated.
ASPHALT ROAD
Some potholes are developing. A bid for some type of sealing/slurry will be shopped as soon as the asphalt companies are back in business after the winter snows. Jim Clay is asking for help filling potholes this winter.
NEW BUSINESS:
FINES FOR VIOLATIONS GUIDELINES
John Dustin had prepared a draft for Fines for Violations Guidelines. It lists the type of violation, impact on the community, and severity of the violation. This item requires more discussion and is tabled until the next meeting.
LETTER AND DOCUMENTS TO LANDOWNERS – January 2017
The following documents will be included in the packet of information and either sent by USPS mail or emailed to all landowners.
Letter from the President, Jim Clay
2016 Year End Financial Statement
2017 Proposed Budget
2017 Roster
By separate email or postal mailing to all landowners will include the board’s response to the letter written by Richard Young, and a letter posted at the mailboxes by Bruce and Shirlene Hendrix.
INTERNET TOWER POSSIBILITY
Mark Gigliotti has volunteered to find a solution to the subdivision’s slow internet that is cost affordable. He has contacted a local company. A tower will be needed. Two locations have been found for the tower and those landowners contact information has been made available. There is the possibility that there will be upfront costs to the PRRLOA. This is an agenda item for the annual meeting.
CC&Rs REVIEW COMMITTEE
There are many items including elevating the solar policy to a CC&R that need to be reviewed and addressed. This committee is being formed but not complete at this time. This committee will consult with the board and report back to the board when the task has been completed. Several landowners have expressed interest in serving on this committee. Jim Clay is contacting several them. Due to Richard Young’s recent letter threatening legal action against the Board he has not been asked to serve on this committee and Jim Clay will not be acting as the liaison for the same reason.
DISCUSSION
Shirlene Hendrix explained her views regarding the dust abatement product and concerns about the product seeping into her well. She does not want the product applied on the road along her property line. More information is contained in the response to the Hendrix letter. Jim Clay explained the health and safety benefits of using a dust abatement product and how the composition of the DP50 is considered safe. Desert Mountain will be contacted regarding an environmental report on this product. He will then share this information with Shirlene Hendrix.
Shirlene Hendrix asked if Waste Management had been contacted to see what it would take to get a group rate for the subdivision. Jim Clay will contact the company and report back to the Board and Shirlene Hendrix. He did say that the last time he had contacted them, Waste Management would require everyone to sign a contract with them before they would get a group rate. This was not viable.
Richard Young stated he and Sandra Pratt had sent a letter that if there is no action by January 13, 2017 to rescind the 2017 Annual Assessment, he and Sandra Pratt will bring legal action against the Board. An email was sent addressed to Ms. Le Roy and copied to board members and contains this information. There was no response from the Board when asked if the board had any questions.
John Dustin stated that in order to address this threat of legal action against the Board, the Board needs to meet in closed session to discuss this very serious threat.
Jim Clay thanked our guests for attending the meeting and asked that they now leave.
The Board then met in a closed session.
The monthly meeting was reconvened at 9:00 p.m.
The next meeting will be WEDNESDAY FEBRUARY 15, 2017 at the Le Roy residence.
Meeting adjourned at 9:05 p.m.
These minutes were approved by a vote of ______________on __________________.
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President, Jim Clay Date
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Secretary, Pat LeRoy Date