PINE RIVER RANCHES LANDOWNERS ASSOCIATION, INC.
BOARD OF DIRECTORS MEETING – 11 December 2018
18 Pine River Ranch Circle, Bayfield, Co 81122
(LeRoy’s Residence)
Minutes
Call to Order: The meeting was called to order at 7:05 by Jim Clay, PRRLOA Board Chairman
Board of Directors members present: Jim Clay, Chairman; Pat LeRoy, Treasurer; Florian Walchak, Secretary; Susan Wells, Member; Chip Burkett, Member; all members of the Board were present.
Guests: Richard Diedrich, Danielle Coronado, Lilly Burkett
Approve minutes from 20 November meeting: Florian Walchak distributed a draft of the minutes on 6 December prior to the meeting for review/changes/comments. Chip Burkett moved to approve the minutes of the last Board meeting as revised per comments; Susan Wells seconded the motion; the vote to approve was unanimous.
Treasurer report: A Treasurer’s report was presented by Pat LeRoy. The balance in the General Account is $16,632.80. The Winter Account has a balance of $5,765.45 and the Reserve Account has a balance of $4,000. Pat has mailed the invoices for the annual landowners’ fees and a copy of the current fishing guidelines to all lot owners.
Chip Burkett moved to approve the Treasurer’s Report; Susan Wells seconded the motion; the vote to approve was unanimous.
Pat LeRoy reported that John Walker requested that he be able to pay his assessment in three payments. The Board will consider the request. There is a precedent in that he has broken his assessment into two payments in the past. [Note: On 20 December 2018 the Board approved a request by Vicky Mullins that she be able to make three payments on invoice #877. The vote was via e-mail. Pat LeRoy submitted the approval request and the vote to approve was unanimous.]
Invoices to be paid: Pat LeRoy submitted the following invoices for payment:
Danielle Coronado (grant writing) – $250
Pat LeRoy (lien release and recording fees; mailing costs, etc.) – $18.00
Jim Clay (culver material for Richard’s Drive) – $130.20
Florian Walchak moved to approve payment of the invoices; Susan Wells seconded the motion; the vote to approve was unanimous.
Old Business:
Review of current liens: Pat LeRoy reviewed the payment status of current liens as part of the Treasurers Report. Goicoechea is current in payments. French, Schafer, and Clarkehave been offered a payment plan as discussed and approved in a prior Board meeting) via a letter. None have responded as of the Board meeting date. The deadline for responding is 12 December. If there is no agreement to the payment plan after that date, the Board will proceed with the next authorized step in collecting overdue fees.
Bridge Replacement: Richard Diedrich and Danielle Coronado gave an update to the bridge replacement status. The preliminary application was submitted in November along with the required Cost Benefit Analysis (CBA). FEMA is requiring additional information in the form of a Dam Inundation Map, a revised CBA that includes predicted damages at 5, 10, 50, and 100 year intervals, and a more complete hydrological/flood analysis. These items are required for the final submission. Dannielle reported that the Inundation Map is unavailable (or never prepared). Goff Engineering can prepare the 5-year to 100-year damages study can be for $1,200 – $1,500. The full hydrologic study that is required will cost about $10,000.
The Board directed Danielle to ask FEMA what substitute/additional data can be submitted in lieu of the Dam Inundation Map since it appears that the U.S. Bureau of Reclamation did not prepare such a document when the Vallecito dam was built. The lack of this information is potential cause for the grant to be rejected and the Board instructed Danielle to proceed with the necessary research and discussions with FEMA and other cognizant officials to identify what other alternate or supplementary information would satisfy the requirement.
The Board also ask that Danielle continue to research the reimbursement process once the grant has been approved and what sort of coordination and timing is needed with the Upper Pine Rive Fire Protection District in terms of PRRLOA’s contribution to the total cost of the project. Chief Evans is looking into establishing a line of credit with a local bank or financial institution with the assumption that the grant provides incremental, pay-as-you-go reimbursement once the project has begun.
The current timeline for the project is a May 2019 announcement of the grant winners, a 2020 start, and a 2022 completion deadline. The year-long delay between grant award and construction start is due to the necessary environmental impact studies that need to be done by various Government agencies such as the Environmental Protection Agency and the Forest Service.
The Board instructed Danielle to move forward vigorously with the grant application process despite the possibility of rejection due to insufficient required information. The Board also agreed to authorize Goff Engineering to proceed with the supplemental CBA analysis (the 5-year to 100-year interval damage assessment) and approved a $2,000 limit for payment. Florian Walchak moved for such approval. Pat LeRoy seconded the motion. The vote to approve was unanimous.
A short discussion ensued on implementing a special assessment on PRRLOA lot owners. Nothing definitive can be proposed or done until the Board has a more exact cost estimate for the bridge and the construction start date is more firmly established. Right now the Upper Pine River Fire Protection District is asking for a $1.2M grant to cover all associated costs for the bridge (studies, design, construction, and project management). Preliminary estimated costs are $ 1,024,750 with the PRRLOA share being about $256,000.
During the discussion, Lilly Burkett noted that LaPlata County, in the year 2000, replaced a bridge on CR501 at nearby Bear Creek. Perhaps the County would have some of the information FEMA is looking for (such as the Dam Inundation Map). Richard Diedrich said he would call the County Engineer, Jim Davis, to see what information he may have gathered during that bridge installation project.
Regarding communication with BP, Jim Clay said that he has not been able to re-establish contact with the BP officials that he had been in contact with regarding use of their lots for construction material and equipment staging and easement modification. He will keep trying. Chip Burkett said he would also call some of his contacts in BP to see if we could make some headway on this issue.
ATV policy and guidelines: Jim Clay discussed the issue with the homeowner of concern taking a “friendly neighbor” approach and noting that the PRRLOA has a written Good Neighbor policy that includes the use of ATVs. Home owners agree to abide by such policies when they purchase a lot or lots in the subdivision
Pond access policy and guidelines: Pond access and staging of equipment was also discussed by the Board. This was prompted by a homeowner’s non-traditional use of the pond perimeter for recreational equipment placement and access to the pond. Florian Walchak will write a draft guideline for pond use and access that addresses the issues raised.
Architecture/Design committee: No business was conducted during the past month.
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New business:
No new business items were discussed
Date for next meeting(s): Tuesday, 8 January 2019 at 7:00 p.m. at Pat LeRoy’s house.
Meeting adjourned: Move to adjourn meeting by Florian Walchak; seconded by Chip Burkett; Meeting was adjourned at 8:15 p.m.
These minutes were approved by a vote of _______ on ___________________________
Date
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Jim Clay, President Date
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Florian Walchak, Secretary Date