2010 Board Meeting

SEPTEMBER

Eagle Ranch Property Owners Association Board Meeting – September 22, 2010

Present – All Members

Location – Scriven Residence

The meeting opened at 6:41 pm

1. ERPOA Insurance – Cathi talked to the insurance agent to find out what our 2 million dollar policy covers. It covers liability, the signposts and the gatewood. It does not cover anything associated with the bridges. Tom wants to know if the liability covers the bridges, as well as the individual roads on the ranch, and is the insurance company even aware that we have 3 bridges on the ranch. He also wants them to send us a copy of our policy, since we don’t seem to have one. Cathi also mentioned that our board of directors is not insured, that if the board wants to be covered, it would cost $294.- for a million dollar policy. The board members feel that we should purchase such a policy to protect our board of directors. Tom A. wanted to know that, if various homeowners in our association have State Farm as their home insurance company, could we possibly get a discount on that policy, since State Farm is our ERPOA insurance company. Cathi was asked by a lot owner, who is planning to build a house, how much the home insurance might cost, based on their projected square footage. The suggestion was made that the lot owner contact one of the insurance companies to get a quote from them.

2. Money Issues – Cathi mentioned that she had to take $9,300.- out of our savings account, to pay for road base/road repair. We have about $14,000.- left in our savings account, and about $4,000.- in our checking account. As for income, Cathi said that about half of the special assessment fees need to be paid yet, but that some lot owners have not paid for any previous assessments yet, so we cannot count on their money coming in. Only 2 of the 14 liens that Cathi filed, have been responded to. Tom mentioned that we need to get a collection agency to go after the nonresponsive liens.

3. Road Committee – Alan had a meeting with most of the Road Committee members. Bob Robler had some ideas on how to repair the Reba Court problems, and was going to get some information together from an engineer. Alan had also talked to an engineer, and more information will be forthcoming. It was mentioned that the bridge holes (6 on Reba and 2 on Kaitlyn) need to be fixed. Tom A. mentioned that Reba Ct problems should be addressed first, since they seem to be worse than Kaitlyn. Cathi mentioned that we need better road signs for the roads coming off Burnt Mill Rd, as many people miss the current signs posted on fences.

The meeting was adjourned at 7:21 pm.

Board of Directors

President Tom Ossner

Vice President Alan Lucas

Secretary Horst Armbrust

Treasurer Cathi Scriven

Member-at-Large Tom Atchley

AUGUST

Eagle Ranch Property Owners Association Board Meeting – August 05, 2010

Present – All Members

Location – Atchley Residence

The meeting opened at 6:54 pm

1. Road Committee – Road grading is to start next Monday, so Tom would like Alan and his road committee to come up with some ideas of what they want to do with the roads, as far as special treatment and testing goes. Tom also wants them to look into some ideas for covering the bridges. Alan brought up the fact that the bridges should be looked at by an engineer, to see if they were built safely, and according to the original plans, and before we put any covering on them. Alan suggested Fred Zuck as being that engineer. Fred could meet with some of the board members at the bridges. Alan will set something up, within the next few weeks.

2. Road Base – Tom mentioned that some of the roads are in need of new road base, specifically Nolan – around the Armbrust driveway, and the new base could possibly be rolled on. Some road committee members could work with Evan, about how that new base could be put down, and then observe the results, after some time.

3. Fines – Tom would like to see a couple of loads of fines put on Eagle Ranch road, to see how the road holds up. It could be done as part of the grading process, and would take about an hour extra of labor.

4. Noah’s Final Bill – Horst wanted to know if Noah’s Final bill issue needs to be addressed again. His wife sent several emails, asking for the remaining balance. Alan felt that all along we’ve been dealing with Noah and we should continue to do so. After some discussion about cost and extras, Tom decided that at this point we do nothing about the money that they still want. Tom A. suggested that we get all our paperwork together, in case we get contacted by their lawyer.

5. Road Committee Member – Tom wanted to know if Bob Robler was still interested in being on the Road Committee. It would be beneficial for us to have an engineer on that committee. Bob does not live full time at this house here, but is here during the summer months, when the road committee would be most active.

6. Treasurer’s Report – Cathi had passed out a copy of the report to all members at the start of the meeting. Tom A. wanted to know if people who owe some dues and sell their home, are getting away without paying those dues. Tom O. and Cathi pointed out that part of selling a home consists of being debt free, that if any leans are outstanding, the title company would notify us of such. The 2010 Special Assessment is due by November 1st, and about half the owners have paid them.

The meeting was adjourned at 7:29 pm.

Board of Directors

President Tom Ossner

Vice President Alan Lucas

Secretary Horst Armbrust

Treasurer Cathi Scriven

Member-at-Large Tom Atchley

JUNE

Eagle Ranch Property Owners Association Special Board Meeting – June 23, 2010

Present – All Members

Location – Atchley Residence

The meeting opened at 6:50 pm

1. Noah Phone Call – Alan made a phone call to Noah, as was discussed in the last board meeting. Noah did not respond back to us with a Final Bill, so Cathi sent a check to Paragon Bridge Works, indicating that it was for ‘Final Payment’.

2. Evan’s Contract – Cathi was wondering if Evan would consider not raising prices for any future years, if the cost of living has not increased. Tom stated that it would be up to Evan to decide at the time. He also stated that there have been numerous times in the past where Evan did not charge us extra for work that he did, or moving/storage of equipment, even though he could have. The covering of our roads with existing road base, or lack of it, was discussed. Several board members had inspected the roads, to see what condition they were in and where more road base was needed. This information was passed on to Evan. The use of a roller to pack down the road base was discussed also.

3. Annual Dues – Alan suggested that lot owners, who have trouble making the annual dues payment, should be allowed to make partial payments throughout the year, until the dues are paid. The same goes for the Special Assessments. Cathi stated that she did give several people this option already, where some payments were made, but not the whole amount. These options will not be brought up at our annual meeting.

4. Meeting Food – Cathi stated that she will bring various refreshments and some fruit to the annual meeting, and Horst’s wife will bring cookies and brownies. Parking will be reserved for our association members, since there is a car show at the fair grounds (across the street), that same day.

5. Proxies – Based on the latest returned meeting notices, there will be enough proxies this year to have a quorum for our meeting.

6. Meeting Topics –

• Bridge work done

• Reba Court bridge abudment

• Finish the bridge toppings in the future

7. Covenants – Tom mentioned that our covenants may be up for re-registration, at some time in the future.

8. Fire Protection – The conversation that Horst had with the plant manager at the cement factory will not be stated at the meeting, unless someone brings up the fire protection issue. Since that conversation, Horst has not heard from the plant manager, nor have any meetings taken place, that GCC wanted to have with the neighboring associations.

9. Election Ballots – Cathi wanted to know if we need ballots made up and passed out at the meeting, for anyone else to run for a board position.

10. Church Donation – Cathi suggested that we make a donation to the church, for letting us use their facility to have our annual meeting. She also suggested that for next year’s meeting we have it on the ranch again, in the form of a potluck. The idea of people living in Pueblo would come to our meeting, being held in Pueblo, did not work out that way.

The meeting was adjourned at 7:44 pm.

Board of Directors

President Tom Ossner

Vice President Alan Lucas

Secretary Horst Armbrust

Treasurer Cathi Scriven

Member-at-Large Tom Atchley

MAY

Eagle Ranch Property Owners Association Special Board Meeting – May 13, 2010

Present – All Members

Location – Armbrust Residence

The meeting opened at 6:55 pm

1. Road Maintenance Contract – Tom O. and Alan contacted a number of companies, for bidding on road maintenance for our association. Tom alone called 15 companies, some of which were no longer in business, others were not interested, or they did not have the proper equipment. Many did not return his phone calls. One company had their equipment too far away from our location to be able to respond, should we need them on a short notice. One company had a really low bid, but when Tom wanted to get some references of work done by him, as well as having insurance and being licensed, the person did not respond to his request. Only one person (Evan) really gave us a bid for both a 3 and a 5 year contract. Tom gave us Evan’s proposal and then abstained from any voting, due to a conflict of interest. The contracts had varying annual percentage increases. Cathi objected to an increase, if the cost of living that year had not increased any. Tom explained some of the equipment transportation costs that Evan would or would not have to charge us. Other discussions took place over the varying annual percentages and hourly rates, and comparisons to previous contracts, that we had with companies. Alan’s biggest concern was that the grading machine is not big enough for our roads. On the first vote discussion, the mojority of the 4 voting board members was to go with a 3 year contract. After more discussions of 3 year versus 5 years, a vote was taken again. It was 2 to 1 for a 5 year contract, when Cathi reluctantly voted for a 5 year contract also, being concerned about the yearly increase, even if the cost of living does not increase that much. A five year contract was approved by the board.

2. Paragon Bridge Works – Cathi had an idea of sending a check to Noah and marking on it ‘Final Payment’, plus attaching a note stating that this amount was for the 2nd half of our original agreement price, plus an additional $1,000, which the board had agreed on, previously. If he cashes that check, that would mean he agrees to the amount, and the matter would than be closed. Noah had ignored several requests to send us a final bill. That check amount would be $9,585.15. Alan was reluctant to send a check now. He would prefer writing to Noah and asking him to send us a final bill. Alan will call Noah tomorrow and ask him to respond back to us within a week, with a final bill. If he does not do that, then we will send him a check for $9,585.15.

3. Bridges - Tom mentioned that both the Kaitlyn and Reba bridge need to have patches put on them. Previously only Nolan bridge had the necessary patches put on. The board agreed that this work should be done.

The meeting was adjourned at 8:02 pm.

Board of Directors

President Tom Ossner

Vice President Alan Lucas

Secretary Horst Armbrust

Treasurer Cathi Scriven

Member-at-Large Tom Atchley

APRIL

Eagle Ranch Property Owners Association Special Board Meeting – April 7, 2010

Present – All Members

Location – Armbrust Residence

The meeting opened at 6:43 pm

1. Treasurer’s Report – Cathi handed out a copy (attached) of the report to all board members. She mentioned that 20 lot owners have not paid their 2010 dues yet and 16 have not paid for the 2009 Special Assessment fees. Only one owner of the above currently resides on Eagle Ranch. She has a new lien form and will file liens next week, on anyone that has not paid yet. The bridge repair entry is for everything except Noah’s costs. Tom mentioned that future report entries for ‘road grading’ should include the words ‘and maintenance’, as that entry includes all work done to our roads, including snow plowing. Cathi presented a check of $5,924, for the repair of Abby Lane, which was then signed and will be given to Evan. The treasurer’s report was approved by all members.

2. Current Bridge Repairs – The board members agreed that the recent repair work done to the bridges was part of unfinished work, and will not be paid extra, should that become an issue with Noah. The method used by Noah’s crew of coming down here over the last 6 months, was discussed by the board members, as being very unprofessional and rude.

The board is waiting for a final bill from Noah, to reflect his bridge repair work. We will then review that bill, to make sure that it corresponds to the work that was done.

3. Road Maintenance Contract – Tom O. passed out a new bid proposal form for a ‘Road Maintenance Contract’ which is to be used for future road grading and snow removal of our Eagle Ranch roads. The form was read and discussed by the members, resulting in a few modifications needing to be made to the form.

4. Reba Court Drainage – Tom O. had a proposal from Evan as to what work needs to be done on Reba Court, to handle the problem with drainage near the bridge. It will cost several hundred dollars more, if the work is done ‘peacemeal’, rather than all at one time. With the spring rain coming soon and Evan’s equipment being here at this time, the entire project should be done at the same time, and get it done now, as voiced by the board members. The work to be done was agreed on by the board.

5. Grazing Rights – In previous meetings the board was wondering if we could some day obtains the grazing rights to our Eagle Ranch properties. Tom O. produced the grazing rights lease tonight, which was recorded by the county. It has Red Creek Ranch as the declarant and that they have the rights to the grazing of all unfenced areas of Eagle Ranch, with no expiration time limits stated.

6. GCC Meeting – Horst mentioned that he met the GCC cement plant manager this morning and that he (Verne Stuessy) would like to meet on a monthly basis with the surrounding community association representatives. The purpose of the meetings will be to discuss any problems or complaints, that the people in the community may have with the cement factory. Included in these meetings will be the discussion of fire protection. GCC apparently is still actively pursuing fire protection. The cement factory is very much interested in the environment and their surrounding community, and what the feelings are about the cement factory.

7. Annual Meeting – Our annual meeting will be held on June 26th, at Fort Sonset, in Pueblo. We decided to offer only refreshments and snacks at the meeting.

8. Newsletter – The newsletter will contain information about the bridge repairs. Since this is a board election year, proxies must be included in the newsletter, so that people could cast a vote either by mail or in person, at the annual meeting. The letter must be sent out soon, by the editor, who is Debra Graham. The board should meet again, next week, to talk about topics that should be included in the newsletter.

The meeting was adjourned at 8:03 pm.

Board of Directors

President Tom Ossner

Vice President Alan Lucas

Secretary Horst Armbrust

Treasurer Cathi Scriven

Member-at-Large Tom Atchley

ERPOA Treasurer’s Report

April 7, 2010

Cathi Scriven, Treasurer

Beginning Balance January 1, 2010

Pueblo Bank & Trust

Checking $ 9,433.19

Savings 28,500.48

Total $ 37,933.67

Income:

Newsletter advertising $ 50.00

2010 Dues 17,400.00

Late fees 225.00

2009 Special Assessment 1,300.00

Total $ 18,975.00

Expenses:

Bridge repair (misc). $ 2,346.01

Winter road grading and maintenance 8,249.56

CO Registration 10.00

Jan. Newsletter 117.87

Treasurer 72.64

Website registration 15.00

Dues check returned 4.00

IRS (2009 savings) 7.00

Total expenses $10,822.08

Ending Balance April 7, 2010

PB & T Checking $ 17,586.11

PB & T Savings 28,500.48

Total $ 46,086.59

JANUARY

Eagle Ranch Property Owners Association Board Meeting – January 27, 2010

Present – All Members

Location – Atchley Residence

The meeting opened at 6:57 pm

1. Nature Trail – The St. Charles River Estates have sent us statements regarding the nature trail usage for the past 3 or 4 years, and now their insurance agent said that we (ERPOA) have to put their association on our policy. They want us to pay a portion of their insurance, based on the number of lots each association has. Our association has had the right to use that nature trail, from the beginning of when both associations were being developed. We are NOT going to comply with their request, nor are we going to address this topic any further.

2. Abbey & Shadow Lanes – Tom O. mentioned that a well digging truck driving on Abbey sunk about 2-3 inches, due to poor road conditon. He also received email from another lot owner, stating that they want to build on Shadow in about 2 to 3 years.

3. Road Committee – The members want a lawyer to to go over the contract forms, which need to contain information about bonding and water on them.

4. Roads – Tom O. mentioned that the road base has to be packed down, when applied, to keep the roads in better shape. The speeding on Nolan was addressed again, and that there is nothing that can be done by us, to inforce driving the speed limit of 25 mph. Too many drivers are observed going way over the speed limit on that road, thus pushing the road base off to the sides, and leaving it in poor condition. A new couple moving to the area mentioned to Tom O. that our roads were the best that they have seen, and Tom was informed via a real estate agent that our roads were the best kept up dirt roads in the entire county.

5. Dues – Cathi mentioned that she talked to someone in St. Charles River Estates about collecting dues and late fees. They have a lawyer, who charges $250.- per lot to see that the dues are paid. Currently we have 4 lots that owe dues for the past 3 years. All of them are empty lots, and therefore no homeowners around to try and collect the dues. Tom A. wanted to know if there is any way that we can collect the past dues.

6. Bridges – We need to pinpoint what work still needs to be corrected, before we can meet with Noah again, and talk about bridge completion. We should get an independent expert opinion on the work quality that was performed on the bridges. Tom A. talked about the impromptu meeting that he had with Noah. He stated that some of the welds on the bridges were not good. Noah stated that some of the bridge work may not look very pretty, but the bridges are now sturdy. The various costs were discussed, particularly the travel costs, and that they were too high. The discussion also centered on the amount of time that it took to complete the project, versus the original estimated time of a few weeks. Our association cost of $976.- for the road sign rental was discussed, and how the amount should have been a fraction of that, had Noah completed the work, as originally estimated. We want from Noah a line by line item report of what we still owe him in bridge expenses. Tom A. will set up an appointment for an expert to come out and inspect the bridge work, and give us a written statement of his findings. All of this will need to be completed, before we can set up another meeting with Noah, to discuss bridge completion. Tom A. wanted to know how much money would be left in our budget, after the bridge repairs have been paid for. According to Cathi, that figure would be about $20,000.- Tom then brought up the bridge covering, and we discussed the various ways of doing that. Tom’s thought is for now to put road base back on the Nolan bridge, leave Kaitlyn alone, and let the homeowner on Reba Court, who wanted to pay for that bridge covering, do so. Before Nolan bridge can be covered up again, some repair work needs to be done, to the various wheel cover plates that have holes in them. Tom A. mentioned various other discussions that he had with Noah, when they had their impromptu meeting, about the work that was done as well as sharp edges remaining. The bridges cannot be covered until the wheel covers are fixed. Tom O. mentioned a welder and his prices who can do that work. The job would be less expensive to do using this welder, than it would be for Noah’s welder to do it.

The meeting was adjourned around 8:20 pm.

Board of Directors

President Tom Ossner

Vice President Alan Lucas

Secretary Horst Armbrust

Treasurer Cathi Scriven