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DECEMBER
Eagle Ranch Property Owners Association Board Meeting – December 8, 2011
Present – All
Location – Atchley Residence
The meeting opened at 6:46 pm
1. Treasurer’s Report – Cathi gave a verbal report and stated the we currently have $9,094.98 (less $10.- given to Horst this evening for the Colorado Registration fee) in the checking account, and $18,009.09 in the savings account. 29 lot owners still have not paid their Special Assessments yet. We received no payments from the collection agency, just a letter for a signature to initiate possible court action.
2. Mail - Cathi will inform all delinquent lot owners that they still owe dues, plus that they owe an additional fee, as was agreed upon by the board at a previous meeting. This information will be mailed out in conjunction with the Annual Dues notice. Cathi should also remind the lot owners that are currently behind in their payments, that they have 30 days to pay up, or their account will be turned over to the collection agency. Horst stated that he’d like to be made aware of any payments made by a lot owner, so that he can keep track of our annual income and compare it to the annual treasurer’s report of stated income. Tom said that all correspondence should come to the secretary (Horst) first, and he will then distribute it to the appropriate board member. Horst will start collecting the mail from our ERPOA mail box, effective immediately. Cathi stated that all emails come to her right now, and that she will forward the email to the board members and they can take any action on them, if necessary. Alan stated that emails can be forwarded automatically to other people, but at this time we don’t have the knowledge to do that, so Cathi will still have to intervene. Alan has a relative who could possibly help in setting up automatic email distribution, if Cathi needs help in getting this accomplished.
3. Collection Agency - Horst stated that since April and May, when most of the delinquent accounts were turned over to them, that only a very minimal amount has been collected. He would like the president (Tom) to follow up with the agency and find out why there has been so little monies coming in from the large amounts being owed.
4. Signs – Alan stated that the street signs for Jessie Court and Madison Lane have been painted and installed at the proper locations. The Abby Lane sign had been stolen several years ago and we now need to have a new one installed, since a new homeowner will be moving in on that street. Tom will contact someone living on our ranch, who is a woodworker, and might be able to make us a sign.
5. Bridges – Tom mentioned that several flat tires have resulted from driving over the uncovered Kaitlyn bridge. At this point there has been no progress made by the Road & Bridge Committee in coming up with a solution of what covering to install on that bridge. Since Alan (who is in charge of the committee) was not present at the last meeting, we could not stress the urgency to him and his committee, to come up with a solution for covering up the bridge. The association does not want to continue having to pay for flat tires inflicted on any bridge. Tom mentioned that he may take a welding torch and cut down some of the spots that caused the flat tires. We will need engineers and contractors to be involved in any bridge covering designs. The bridge abutment on Kaitlyn Drive does not come up to the original (Red Creek Ranch) specifications. Those specs call for the abutment to be 8 ft deep. The abutment only has about 18” of cement below the surface. Tom and Alan have agreed to inspect all the bridges for their abutment depth, and possibly get back to Red Creek Ranch with the results of their findings. No action as to covering the Kaitlyn bridge will be taken, until all bridges have been inspected, as to their abutment depth. A piece of metal is sticking up on Nolan bridge that needs to be cut down, to prevent flat tires from happening on that bridge. Tom said that he could do that task.
6. Insurance Policy – Cathi had asked Tom and Ken Simpson to look at the new policy that we received, as there were changes in it that were not clear to her. Those changes did not result in extra charges being passed on to us. Cathi also suggested that we look at different companies who might be able to give our association a better and less expensive policy.
7. Entrance Ways – Alan stated that we may have to look at replacing our street entrance ways at some time in the future. The cost of doing so was discussed, as well as how to replace the posts on Shadow Lane that seem to be rotted away.
8. Post Office – Horst wanted to know if the new homeowners in the Shadow Lane complex have been notified of where to pick up their mail. Tom stated that he emailed a letter to the board asking for their comments, before he would send it out to those homeowners. He had received only one reply and consequently no action has been taken. It was discussed and Tom is to let them know that they will have to contact the post office and have their mail pickup transferred to the mailbox cluster on the north entrance of Eagle Ranch Road.
9. Annual Meeting – Horst had looked into having our annual meeting at the Lamb branch library, located at Pueblo Blvd and O’Neal. There is no cost for the rental of a conference room and we would not have to worry about bathroom facilities nor being cool enough throughout the meeting. Horst has made arrangements to rent that room on Saturday, June 30, 2012 from 11:00 am to 1:00 pm. The board agreed that since the attendance did not increase by having a picnic following the meeting, and no increase either by having the meeting in Pueblo West, Pueblo, or at a home here on the ranch, that we could save several hundred dollars by having only an annual business meeting, and it will be in the library conference room.
The meeting was adjourned at 7:33 pm.
Board of Directors
President Tom Ossner
Vice President Alan Lucas
Secretary Horst Armbrust
Treasurer Cathi Scriven
Member-at-Large Tom Atchley
SEPTEMBER
Eagle Ranch Property Owners Association Board Meeting – September 22, 2011
Present – All Members, except VP
Newsletter editor – Debby Graham
Location – Armbrust Residence
The meeting opened at 6:53 pm
1. Meeting Points - Tom asked Horst to email, at the time a new meeting is being announced, any points from a previous meeting that had to be acted on by a board member. This will give the individual some time to gather the information, and be ready with an answer, at the time of the new meeting.
2. Insurance – Cathi mentioned that there may be some kind of new insurance coverage available for the ERPOA, but she is still waiting for more details from the insurance company, before informing us.
3. Treasurer’s Report – We currently have $25,176.29 in the bank. 13 lots still owe payments, and all details are broken out in the attached report.
4. Collection Agency - Cathi mentioned that we received a small partial payment from the collection agency, for one of the lots. She receives a monthly update from them, if any activity took place. She showed Tom the latest report. Horst suggested that Tom receive a copy of any updates from the agency, in order to see the collection progress being made by them.
5. Newsletter – Debby asked Horst to send her a copy of the report minutes for the 2011 annual meeting. She would also like a copy of the treasurer’s report (1/1/11 – 6/25/11) from Cathi, both of which she wants to include in the upcoming newsletter. Tom mentioned that Suburban Gas Company wants to advertise in the newsletter, and offer the home owners currently living on the ranch a special rate. Rachel Moore ( a lot owner’s daughter) also wants to advertise in the newsletter, about her hair cutting business. Debby may also want to include in the newsletter that a bear had been sighted between Nolan and Eagle Ranch Roads. Tom would like the newsletter to be published by the end of this October.
6. Bridges – Tom mentioned that several flat tires have resulted from driving over the uncovered Kaitlyn bridge. At this point there has been no progress made by the Road & Bridge Committee in coming up with a solution of what covering to install on that bridge. Since Alan (who is in charge of the committee) was not present at this meeting, we could not stress the urgency to him and his committee, to come up with a solution for covering up the bridge. The association does not want to continue having to pay for flat tires inflicted on Kaitlyn bridge. Tom mentioned that he may take a welding torch and cut down some of the spots that caused the flat tires. We will need engineers and contractors to be involved in any bridge covering designs. The bridge abutment on the Reba Ct bridge does not come up to the original (Red Creek Ranch) specifications. Those specs call for the abutment to be 8 ft deep. The bridge hardly has any cement below the surface. We need to inspect the other two bridges for their abutment depth, and possibly get back to Red Creek Ranch with the results of our findings. Tom will contact Alan and tell him about our bridge discussion tonight.
7. Road Signs – As was mentioned in a previous board meeting, we have some road signs for Jessie Court and Abbey Lane, which still need to be put up at the appropriate spots.
The meeting was adjourned at 7:56 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 Board Meeting – May 19, 2011
Present – All Members, except VP,
Newsletter editor – Debby Graham
Location – Atchley Residence
The meeting opened at 6:49 pm
1. Insurance – Cathi is not in favor of posting our insurance policy on to the ERPOA website, but Tom mentioned that it may be a state law, where that policy has to be published. He will check this out. Our insurance agent expressed to Horst previously that he would be willing to come to one of our meetings and explain our policy to us in greater detail. We may invite him to one of our future meetings, after the annual meeting.
2. Old Business –
Road Signs – The needed road signs mentioned in the previous meeting have not been put up yet. Tom still needs to look into possibly making the signs ourselves, rather than purchasing them.
Audit – the audit committee has audited our books, and came up with a few discrepancies, such as needed signatures and monies given to the president must be signed by the vice president. It was stated that in the tax return summary there were a few things missing, but those items were part of the 2010 tax year, where the tax audit was to be done for the previous year. Cathi suggested that any future tax audits be done for the previous fiscal year. She also pointed out that there were no discrepancies in the audit, which were related to money matters.
3. Fee Collections – Tom mentioned that we need to have the collections, that are done by an agency, performed more often. Too many lot owners that are late with their payments, have been late numerous times, and the increasing amounts due may be in jeopardy, should the owner declare bankruptcy. Cathi pointed out that our covenants state that we are allowed to charge up to 8% interest on late payments. The percentage and when to charge it was discussed. Cathi also mentioned that some of the late payments have been made, while others have been ignored.
4. Treasurer’s Report – See attached report for details.
5. Property Owner Letter - Cathi received a letter from one of the property owners, asking our board of directors a lot of questions about our ranch and covenants. Cathi read the letter out loud and also her response to this owner, that she sent back.
6. Newsletter – Debby mentioned a few clarifications to the letter, and that she needs to have more envelopes for the mailings and for the returning proxies. She will include in the mailing, a year-to-date Treasurer’s Report, the proposed 2012 budget, and the 2010 Financial report. A notice about late payments will be included in the newsletter, stressing the fact that late fees will be charged with ALL late payments, after a certain grace period.
7. 2012 Budget – Tom presented the proposed 2012 budget figures for discussion with the board member. The budget was approved, after a few minor adjustments to the proposed figures.
The meeting was adjourned at 8:10 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 Board Meeting – April 4, 2011
Present – All Members, except VP
Location – Scriven Residence
The meeting opened at 6:46 pm
1. Prior Board Meeting Minutes Questions - Insurance – State Farm is now aware that we do have bridges on our ranch. We do not have replacement value, only liability insurance. Board members are covered by insurance, at no cost. A rider for this was added. St Charles River Estates has been paid by us, for part of their insurance premiums. We still need a copy of their policy, as we are now paying for part of it. Cathi will ask for it again, and we can possibly put it on our website. Horst stated that our insurance agent is willing to come to one of our board meetings, and explain our coverage to us. Several board members thought that that was a good idea. Group rates by State Farm can not be applied, because we are individuals homeowners, having different needs of insurance.
2. Liens/Payments – Cathi pointed out the current situation of monies owed to us in her attached Treasurer’s Report. Cathi wants to use Widefield & Associates as the agency to try and collect our outstanding assessments and payments. Tom A. wanted to know how much the agency would charge us (ERPOA) for collecting the owed monies. Cathi and Tom stated that it would not cost us anything, that it was in our covenants that all the expenses incurred by us, in trying to recover the monies would be passed on to the party owing the assessments. Tom A. was skeptical about this ruling.
3. Bridges & Roads – The Reba Court bridge has been covered by road base, as property owners were anxious to get some action taken on the bridge. The Reba Court bridge and road are no longer an issue, as the people using them are happy with our maintenance done on them. The Kaitlyn bridge still has some holes in them that need to be fixed. As for that bridge covering, that is still an issue which needs to be decided. Tom A. feels that the covering chosen should be the best available, as that may be what will be needed in time) for the other two bridges. Horst mentioned that the ‘washboarding’ on Nolan is pretty severe and started just about a week after the road base had been applied. The majority of the board members are in favor of charging the homeowners using Nolan & Siegel a special assessment, for driving too fast and destroying the road. Several board members have observed that most of the vehicles on Nolan are driving way over the speed limit. Some comments were made at our annual meeting last year, suggesting that family members will not go any slower and observe the speed limit. Nolan and Siegel are the most used roads on our ranch and are also the ones that cost our association the most money in maintenance. It was 92% of the total cost, a few years ago. Cathi suggested putting this information in the newsletter, and that Tom A. write an article for that newsletter. We need to find out some way of getting the “speeders” driving on Nolan and Siegel to slow down on those roads, so that the cost of maintaining them can be reduced.
4. Audit - Becky Robel, Fran Atchley and Ken Simpson need to get together and decide when to do an audit on our books. Tom informed our insurance company that an audit will be performed this year.
5. Road Signs – Cathi stated that we need better road signs, as people are using her driveway to turn around, because they had missed the turnoff for Nolan. Tom will put something together of what is needed and make up the cost for materials. We could probably install them ourselves.
6. Annual Meeting – Since the attendance at our previous meetings in Pueblo West and in Pueblo did not increase by having them closer to where the lot owners live, Cathi suggested that we have this meeting back on our ranch. A potluck format was suggested with the board members providing ice tea and water. Tom A. volunteered to have the annual meeting at this house. A date of June 25th was chosen for the meeting.
7. Misc. – The next newsletter should be mailed out by mid-May. A special mailing for the Special Assessments will be done this year. The original bridge plans from Red Creek Ranch were basically done correctly.
The meeting was adjourned at 7:47 pm.
Board of Directors
President Tom Ossner
Vice President Alan Lucas
Secretary Horst Armbrust
Treasurer Cathi Scriven
Member-at-Large Tom Atchley
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