Minutes – Board of Directors Meeting 13 May 2020



LeRoy residence 18 Pine River Ranch Circle, Bayfield, CO 81122

The Meeting was called to order by President Jim Clay at 7:08 p.m.

BOARD MEMBERS PRESENT– Jim Clay, Chip Burkett, Susan Wells and Pat Le Roy.  Florian Walchak was absent.

GUESTS – No guests were in attendance.

APPROVE MINUTES OF MARCH 10, 2020 MEETING – The minutes were emailed to all board members for any additions and/or corrections.  Minor corrections were made.  The corrected minutes were posted at the mailboxes and on the website.  Susan Wells moved that the minutes be approved as corrected, second by Chip Burkett.  The vote to approve was 4-0.

EMERGENCY ACTION MEETING MAY 7, 2020 – Attached are the minutes from that meeting explaining the need for such meeting.  The minutes were emailed to all board members for any additions and/or corrections.  The minutes needed no corrections.  Susan Wells moved that the minutes be approve, second by Chip Burkett.  The vote to approve was 4-0.

TREASURER REPORT – Florian Walchak asked Pat Le Roy present the report.  The General Account Balance is $35109.35.  The Winter Account Balance is $5213.13.  The Reserve Account Balance is $8024.55.  All balances are as of April 30,2020.

INVOICES TO BE PAID – Invoice from Duane Nelson  $42.147 to replace chocker chain broken while doing mitigation work on  the lane.  This Invoice was approved at the Emergency Action Meeting.  See attached minutes.  Invoice from Goldman, Nicholson &Mack attorney $605.00.  Susan Wells moved that this invoice be paid, second by Chip Burkett.  Vote to approve was 4-0.

2020 ANNUAL ASSESSMENT UPDATE – To date $31688.00 has been collected.  Seven lots are unpaid in Subd. #2.

LIENS TO BE FILED – The La Plata County Clerk/Recorder office has been closed to the public with no notary service available.   Items needing to be recorded without a notary could be placed in a box with the required check.  These items were collected daily.  The Association’s documents require a notary.  Susan Wells moved that the Board go forward with the necessary Liens, second by Chip Burkett.  Vote to approve 4-0. 

 REVIEW CURRENT LIENS STATUS – There are two landowners will multiple liens that require new liens for additional year’s interest, filing fees, and mailing costs.  Chip Burkett moved that additional liens be filed, second by Susan Wells.  Vote to approve 4-0.

INVOICES APPROVED FOR PAYMENT BY EMAIL – There was one invoice for American Family Insurance $687.00  which needed to be paid by May 1, 2020.  No meeting was held in April due to Covid19.  The Invoice information was emailed to all board members for their approval.  The vote to approve was unanimous.


DUST ABATEMENT –  Chip Burkett emailed the bids from CRG for road work prep and Desert Mt. for the application of DP 50 for the Board’s approval. The bids were unanimously approved and are within the budget.  Road work will begin Monday May 18th and continue to Tuesday May 19th.  The application of DP 50 will be Wednesday May 20th.  Residents are encouraged to limit travel once the application has been applied.

BRIDGE UPDATE –  See the attached minutes regarding the bridge update.  All documents requested by Chief Evans for FEMA re:  the grant writer information were collected and hand delivered by Pat Le Roy.    There has been no update on the request for the site plan.  Pat Le Roy will contact Chief Evans Thursday.

SPECIAL ASSESSMENT FOR THE BRIDGE REPLACEMENT – The assessment will be determined once all bids have been received and approved by Chief Evans.  The Board is hopeful that the final cost is known by the Annual Meeting.

EMERGENCY EXIT UPDATE – Richard Diedrich emailed that he has not talked with Paul Mahaney regarding access through his property.

LANE MITIGATION – A work party headed by Duane Nelson and Richard Diedrich has worked several days to cut down trees along the asphalt road.  The debris is stacked on Lot 89 which is owned by the Association.  This lot and Lot #82 were gifted by BP to the Association in November 2019.  The work   party includes Duane and Richard, Angela Diedrich, Florian Walchak, Jim Clay, Ken Le Roy, Steve Harris, Chip Burkett, Jeremy Luman, a new neighbor.  Granville Conway has made multiple trips to the dump hauling off the debris.  With burn restrictions in place, a “hauling debris by pickup load party to the dump”  may be necessary.  This lot 89 will be used as the staging area when the bridge replacement begins.


GENERAL CHECKING ACCOUNT – This is addressed in the Emergency Action Minutes.   The vote to change the General Checking account from a money market account to a regular checking account was 5-0.

EMERGENCY ACTION REQUESTED BY FEMA – Please read the minutes from that meeting which are attached.

ANNUAL MEETING – No date was set but the meeting will be held in July.  Details will be addressed at the next board meeting.  It will be held at the Clays.  Potluck after the meeting – who knows!

SPECIAL MEETING DISCUSSION – MAY 23RD AT THE CLAYS, 580 Pine River Ranch Circle 10:00 a.m.

The Board discussed the need for social distancing, masks, hand sanitizer, one writing pen per lot, adequate sound system so all can hear, etc.  More details to be posted at the mailboxes for the health and safety of all.

DATE FOR NEXT MEETING – JUNE 9, 2020 6:30 P.M.  at the Le Roy residence, 18 Pine River Ranch Circle. ADJOURNED 8:31 P.M.

These minutes were approved by a vote of ____________________ on ____________________.


Jim Clay, President                                                                                            Date

Pat Le Roy, Secretary                                                                                        Date