Minutes – Board Meeting -17 January 2023

PINE RIVER RANCHES LANDOWNERS ASSOCIATION, INC.

BOARD OF DIRECTORS – JANUARY 17, 2023 – 5:30 P.M.

WALCHAK RESIDENCE, 726 PINE RIVER RANCH CIRCLE, BAYFIELD, CO  81122

The meeting was called to order by President, Chip Burkett at 5:34 P.M.

Board of Directors present: Chip Burkett, Florian Walchak, Barbara Wickman, Dan Holloway and Jeanie Widner.

Guests: Bruce Evans, UPRFD Chief

Minutes of the December 6, 2022 board meeting were presented. Jeanie moved the minutes be accepted, Florian seconded and the minutes were approved by a vote of 5-0.

Jeanie made a motion to change the agenda order, moving the Bridge Replacement Update item to the next order of business, so Bruce Evans could leave the meeting earlier, and then resuming the regular schedule of the agenda for the remainder of the meeting.  Barbara seconded and the vote passed 5-0.

OLD BUSINESS

BRIDGE REPLACEMENT – Bruce Evans reported that the lead man on the project is now Assistant Chief Greg French.  Bids are out for the construction and closing date for submission is January 31, 2023.  The UPRFD has received 2 bids so far and are expecting more before the deadline.  Chief Evans said the State wants the UPRFD decision for the contractor by February 3, 2023.  After the decision is made, there will be a 60-day window for construction to begin.  PRRLA must have our committed funds ready or the grant will be returned.  The State would like to be done with the project by July 1, 2023.  Good news is that steel prices have gone down some and concrete is about the same, so cost could be less that it would have been last year.  The UPRFD is working with LPEA on the electric line burial. Chip and Florian both told Bruce that the PRRLA Board will need a final cost amount of the completed project to take before our membership for a final vote to approve the amount of the special assessment to each lot.  We have already held 3 different votes to proceed, with the possible per lot amount being $3000.  Chief Evans said that LPC Planning has the bridge plans for their approval and that CDOT had looked at the prints and saw nothing of concern.

TREASURER’S REPORT – presented by Florian Walchak

              General Account Balance: $22,524.75 (previous month: $16,637.53)

                             January deposits: $13,462.50

                             January debits: $7,576.69 (GoDaddy, Horizon Environmental, CRG, Burkett, Trigg)

                             January interest: $1.41

              Winter Account Balance: $680.27 (previous month: $680.24)

                              January deposits: $0.00

                              January debits: $0.00

                              January interest: $0.03

              Reserve Account Balance: $12,591.91(previous month: $12,591.39)

                              January deposits: $0.00

                              January debits: $0.00

                              January interest: $0.52

              Bridge Replacement Project Account Balance: $3,002.55 (previous month $3,001.93)

                             January deposits: $0.00

                             January debits: $0.00

                             January interest: $0.62

              Outstanding Invoices:

                             $500.00 (reimbursement to Florian Walchak for LPEA utility pole relocation filing fee)

                             $1,442.50 (snow plowing 12/12/2022, 1/2/2023)

                             $68.00 (PO BOX annual rental)

              Transfers:

To General Account: need to transfer $5,751.50 from Bridge Project line of credit to General Account to repay for line of credit closing fees (when required)

To Reserve Account: need to reimburse Reserve Account $7,465.50 for roadwork payment; transfer $4000.00 for 2023 General Fund contribution

To Winter Account: need to transfer $2500.00 from General Account to Winter Account per budget line item.

              Receivables:

                             2023 Assessments: $21,150 (52%)

                             Impact Fees: $0.00

                             Lien Payments: $0.00

              Lien Status:

no active liens

              Fish Fund

                             Expenses: $0.00

                             Donation: $100 (Tina Yetter Jones)

                             Fund Balance: $1,766.00

Barbara moved the Treasurer’s report be accepted as presented.  Dan seconded and vote to approve was 5-0. 

Jeanie moved Florian be authorized to pay all outstanding bills reported. Barbara seconded.  Vote to approve was 5-0

Florian has Barbara Wickman on the signature cards.

COMMITTEE REPORTS

DESIGN – No report

              EMERGENCY ACCESS – No report

AED – While Bruce Evans was in the meeting, he shared info on an AED link the UPRFD has within their computer system.  The board will share that info with Richard Diedrich, who heads up the committee on AED’s.

COMMON SPACE MAINTENANCE – Chip reported that Duane Nelson had been busy overseeing the snow removal and Barbara Wickman reports that Jeremy Luman and Josh had done some plowing of lower Ludwig Drive when the snow removal crew had trouble getting it done. 

NEW BUSINESS

              RESOLUTION AUTHORIZING EXTENSION OF BANK LOAN

              Lawyers from the Bank of Colorado have sent a resolution to the Board for their vote of approval and signatures to extend our loan for the bridge project for one year.  Barbara moved we approve the document and sign it.  Florian seconded and the vote to approve was 5-0.

              Chip said that traditionally and annual letter from the Board President, including a copy of the current roster and year-end financial statement goes out around February 1st and he is preparing the 2023 letter for disbursement.

SPECIAL ASSESSMENT MEETING

Jeanie moved we schedule a special assessment meeting on Saturday, February 4th at 10:00 at the Library in Bayfield.  Florian seconded.  Barbara suggested an amendment to the motion for changing time and location if the library was not available at that time.  Both Jeanie and Florian accepted the amendment.  Vote to approve the motion as amended was 5-0.  The Board will meet before the open meeting to prepare.

NOTE:  AFTER THE MEETING WE WERE MADE AWARE THAT THE ROOM WOULD NOT BE AVAILABLE UNTIL 11:00, SO THE TIME WAS CHANGED IN ACCORDANCE TO THE MOTION.  THE BOARD WILL MEET AT 10:00 AND THE GENERAL MEETING WILL BE HELD AT 11:00.

DATE FOR NEXT BOARD MEETING

              Tuesday, February 21, 2023 @ 5:30 P.M., at the Walchak Residence.

MEETING ADJOURNED

              Jeanie moved the meeting be adjourned; Florian seconded.  Vote approved 5-0

These minutes were approved by a vote of _____________ on ____________________________________

              CHIP BURKETT, PRESIDENT                                                                                                          DATE

__________________________________________________________________________________________             

              JEANIE WIDNER, SECRETARY                                                                                                       DATE