7/13/2010

July 13, 2010

Pine River Ranches Landowners Association

Minutes of the July 13, 2010 Monthly Meeting

Clay Residence 580 Pine River Ranch Circle

 

  1. Director Jim Clay called meeting to order at 7:15 PM.  New Directors in attendance: Jim Clay, Richard Diedrich, Margaret Christiansen, Rob McLaughlin, Dan Pope, Pat LeRoy.  Outgoing Board members in attendance: John Wickman, Barbara Wickman.
  2. Directors volunteering for various Board positions: Pat LeRoy-Treasurer, Margaret Christiansen-Secretary, Richard Diedrich-VP in terms of bridge, pond and special items such as secondary access.  Jim Clay-President, overseeing roads, Dan Pope & Rob McLaughlin-Vice President, overseeing special assignments as need be (each sharing a 6 month term Dan).
  3. Future Board meeting dates:  August 12th, September 9th and October 14th.

Old Business

  1. Jim Clay discussed the letters sent to two property owners regarding the removal of in-operable vehicles sitting for an extended period of time.  Jim Clay will follow up on those letters and report back on whether or not steps need to be taken for bringing this issue to small claims court for those in violation.
  2. Jim Clay has contacted local sources for fish.  We will, again, be able to have fish for the pond and the river.  We have approx. $850 in the fish account and possibly supplemental funds in addition. Jim Clay stated that we should be receiving the new fish the weekend of July 16th.  There is nothing scheduled at this time for a fish derby but a future date is possible.
  3. Barbara Wickman reported the bridge railing repair is complete.  A check for the repairs was received from Schwann’s.  Carla Tanner deposited that check and in turn wrote a check to D&S Construction for the repairs and John Wickman delivered it July 13, 2010.
  4. Barbara Wickman gave an accounting for previous Board meeting minutes.  All have been given to Nancy Young for posting to the Web site except the July 10, 2010 annual meeting.  These annual meeting minutes are complete and ready for Board approval.  Dan Pope inquired of a HOA Web site where homeowners can log on to view the minutes.  That site is: www.pineriverranchesloa.com
  5. Barbara Wickman reported that Nancy Young pays $3.99 monthly for hosting the HOA Web site and an additional $30 every three years for the domain name.  Barbara presented an invoice on behalf of Nancy for $117.78. This amount goes back to 2008.
  6. Barbara Wickman presented paper work from Colorado Land Title and Colorado Real-Estate regarding the sale of the Walcher house inquiring about assessments, and any possible pending lawsuits on the property.
  7. Barbara Wickman presented the old bid, received back in May 2010, for the asphalt repairs.  John Wickman met with Mike who came out to re-evaluate the road.  Mike indicated that the old bid is still valid.  John signed the bid and faxed it back to him July 13, 2010.  The $17,093.73 of road repairs, approved at the annual meeting, has been scheduled.  Mike thought the repairs could happen by the end of July 2010.
  8. Barbara Wickman received a call from an individual representing the Wommer Ranch.  This individual stated that he had spoke to Jim Clay regarding a right of way near the mailboxes during the repairs of the culvert under Ludwig Drive.  Jim Clay confirmed that he has indeed spoken with this individual and this person will need to contact Jim regarding further communication.  Barbara will forward the individual’s name and number onto Jim.
  9. Barbara Wickman suggested that the current Board consider a donation to the Upper Pine River Fire District as a thank you for the use of their facility.
  10. Barbara Wickman personally presented invoices totaling $80.04 for the purchase of stamps, envelopes and making copies needed to implement the special assessment for the road repairs.Richard Diedrich moved to pay for the Wickman’s misc. expenses of $80.04 related to preparing the special road assessment.  Dan Pope seconded the motion. The motion was approved unanimously.

    Richard Diedrich moved to pay for Nancy Young’s outstanding expenses of $117.78 related to keeping the HOA Web site.  Dan Pope seconded the motion.  The motion was approved unanimously.

  11. Jim Clay suggested and the Board agreed to wait to make a donation to the Upper Pine River Fire District until after the expenses have been paid for road repairs.
  12. Barbara Wickman indicated that she was in possession of several file boxes of records belonging to the HOA.  Pat LeRoy has agreed to acquire and hold the records so they remain in one location.
  13. Jim Clay spoke regarding properties with possible liens needing to be filed.  We have at least one property that did not pay the 2009 annual assessment.  That is the property held by Deutsche Bank.  There are several other properties that have not yet paid their 2010 annual assessment.  Jim will work on communicating with the outstanding homeowners but also suggested the Board move forward with the necessary steps needed to file liens.  Dan Pope agreed to work along side Jim Clay to implement the necessary steps to follow through with the delinquent homeowners.  Rob McLaughlin suggested that the Board immediately file a lien against Deutsche Bank for 2009, 2020 and the special road assessment all in one.  Should the property sell, PRRLOA would be on record as being owed this money.The Board will continue to work on obtaining payment for the special road assessment from the property owners in Sub #1 as well as the alphabetical lots A, B, C etc.  Should it be necessary the Board will proceed with taking the matter to Small Claims Court.

 

New Business

 

  1. Jim Clay discussed the need for bridge maintenance.  There are screws needing to be tightened and the possibility of needing to replace one or two large timbers on the sub-deck.  Dan Pope and Richard Diedrich will look the bridge over.  Richard will follow up and report back to the Board.
  2. Dan Pope re-opened communication regarding road repairs and the money still needed to complete the repairs.   Dan voiced his concern about making only repairs that could be paid for with the cash the HOA currently has and the need to acquire the additional money needed to complete the road repairs properly the first time.  John Wickman reminded the board that a motion passed at the annual meeting for seeking out additional funding options, possibly $5000, and that it is the current Boards responsibility to follow through.  Pat LeRoy will assess the outstanding fees after receiving the Treasury files from Carla Tanner. Jim Clay & Dan Pope will explore options for obtaining additional funding and report back to the Board.
  3. Richard Diedrich inquired of Pat LeRoy regarding an audit of the HOA’s treasury.  Pat will perform a rough audit of the treasury books prior to paying out any money.

 

Next Board meeting, August 12, 7 PM at 580 Pine River Ranch Circle.

Jim Clay moved to adjourn the meeting at 8:00 PM.  Richard Diedrich seconded the motion.  The motion was unanimously approved.

The Board meeting was re-convened at 8:19 PM for the approval of the Annual Association Minutes dated July 10, 2010.  The members of the Board have reviewed the minutes and made corrections.  Richard Diedrich moved to accept the minutes as corrected.  Dan Pope seconded the motion.  The motion was unanimously approved.  The Board meeting adjourned at 8:21 PM.

 

These minutes were approved by the Board by a vote of ________ on _______________.

 

 

___________________________________________

Board President

 

 

____________________________________________

Board Secretary