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AUGUST
Eagle Ranch Property Owners Association Board Meeting – August 13, 2012
Present – All
Location – Armbrust Residence
The meeting opened at 6:53 pm
1. Snow Removal – Tom stated that this years’ snow removal needs to be addressed soon, because Evan’s Earthworks (who does our current snow removal, as well as all of the road gradings) has been completely defunct, and Evan will be taking a job in the northeastern part of the state. Tom A. wanted to know the cost of doing the snow removal here at the ranch. That cost would be about $95.- per mile with a maximum of 11 miles of roads to plow. The miles may vary, based on who lives where on a road and wind drifts blowing the snow off the roads.
2. Grading Equipment – Evan is putting his grader up for sale, as well as the water truck equipment. He is offering to sell the grader to us for $30,000.-,where at an auction he’d be asking $32,000.- for it.
3. Treasurer’s Report and Liens – Ken Simpson (newly elected Treasurer) wanted to give a verbal treasurer’s report, before we talk about the details of the grading equipment. He stated that the ERPOA has $1,523.07 in the checking account and $18,825.71 in savings. We also currently have $14,845.34 in outstanding debts. About half of that amount is covered by liens that Ken has, but does not have the other half of that owed money in written statements from the former treasurer. He will check again with her, if she has any information as to what makes up that remaining $7,000.- plus amount. It was stated in previous board meetings that ALL delinquent lots will need to have a lien put on them. Tom A. was adamant about having a lien placed on all lots that are not current with their annual dues and assessments. Ken stated that it will get done. One delinquent lot is now owned by Red Creek Land Co. and therefore they owe us some money. That property was turned over to the collection agency, so we need to collect money from them as well for this lot. We need to place a new lien on a delinquent lot every year that the dues for that year have not been paid in full.
4. Collection Agency – Horst stated that our collection agency is not providing us monthly updates on our accounts, unless he reminds them to do so. They are very slow in collecting any money from the various lot owners. Tom stated that we may not want to give them any more lots to collect from, nor additional monies being owed by lot owners currently turned over to the agency. Horst mentioned that according to the St. Charles River Estates secretary, that they turn their delinquent accounts over to a lawyer, and in one case all monies owed, including court and lawyer fees had to be paid by the delinquent owner. Tom and Horst will have to look into what it takes to possibly stop dealing with this collection agency altogether. A contract with the agency is currently not available, and we don’t know if the former treasurer has signed one with them.
5. Website and Emails– Tom stated that we need to take over the maintenance of our association website. Cathi’s children (son and daughter) currently maintain it, and with her resignation, that function must now be done by a current board member or appointee. Horst was given the function of administrator, according to Cathi, but he knows nothing about the functions of a website administrator. Emails that are addressed to one of the board members (i.e. pres@erhoa.org) currently all go to Cathi, and not to the requested recipient. That distribution of emails must be changed as well, so that the addressee will receive the written email. Ken Martin (newly elected Vice President) will look into what we need to do to control our website and how we can change the email distribution. He will find out who owns erhoa.org and how we can take it over.
6. Grader Purchase – Ken presented documentation from Evan’s Earthworks stating that our contract with him is being absolved. He also presented a Grader Purchase Agreement containing the grader cost of $30,000.-, with a $5,000.- down payment and quarterly payments of $2,083.33, beginning next January, until October of 2015. This is an interest free purchase. We can also purchase his water tank (1,700 gals) and it’s operating equipment for $5,000.- We would need to purchase a truck to use the watering equipment. The type of truck, insurance, registration and license fees were discussed for this equipment as to cost and usage. Storage for this equipment, initial transportation of it and maintenance was discussed also. Possible operators of this equipment, as well as the new cost to do a road grading versus the current grading cost were talked about in detail. Tom A. will look into the cost of a grader to compare it to what is being offered to us by Evan.
The meeting was adjourned at 8:19 pm.
Board of Directors
President Tom Ossner
Vice President Ken Martin
Secretary Horst Armbrust
Treasurer Ken Simpson
Member-at-Large Tom Atchley
APRIL
Eagle Ranch Property Owners Association Board Meeting – April 19, 2012
Present – All
Location – Atchley Residence
The meeting opened at 6:50 pm
1. Treasurer’s Report – Cathi gave all members a copy of the Treasurer’s Report, and noted one correction to be made on it. She stated that we received a refund from our insurance company for $100.- because they had charged us incorrectly, which will now make our premium the same as last year. Consequently we do not need to look at another company for better rates. Tom also noted a description change on one of the reported items. A corrected copy of the report will be attached. Horst stated that his 2012 dues income amount, which he records on a spreadsheet, as checks are mailed/turned in for payment, is different from the stated amount on the report. He will look into why the figures may be different.
2. Delinquent Properties – Cathi made up a sheet of delinquent properties (18 lots). She handed out a copy to the board members and pointed out the 12 lots, consisting of 10 different owners, that were handed over to the collection agency. Horst stated that he will create a spreadsheet of delinquent properties also, keeping track of owner payments to the agency, their fees extracted and the money turned over to us, with a balance remaining on the account. Wakefield has turned over another check to us for lot #86. Liens were discussed in detail and Tom noted that all delinquent properties should have a lien on them, before they are turned over to the collection agency. Tom is also going to find out how additional amounts of money owed us, for properties currently turned over to the collection agency, will be included for them to collect.
3. Collection Assistance – Most of the board members met with a representative (Gabe) from another homeowners association several weeks ago, where he informed us of how he collects money from delinquent property owners. We need to find out from him how much he’ll charge us for sharing that information with us, and then show us in detail how his method of collecting past dues works for his association. Cathi stated that she needs someone on the board to find out from the court house in Pueblo how/where our delinquent lots are listed with individual mortgage companies or banks. Cathi wanted to know if all additional lots that are delinquent and not turned over to the collection agency should have a lien put on them and then turned over for collection. Tom stated that this should be done, and that we should also find out their bank name, for additional follow-up. Alan and Cathi suggested that we find out from Gabe the step-by-step process that he uses to insure payment of past dues. Tom asked Alan to contact Gabe about giving us detailed information on how to collect delinquent dues.
4. Shadow Lane Entrance – Tom mentioned that the entrance way to Shadow Lane has been completed. Just the old logs need to be removed and a sign put back up.
5. Mailbox – The mailbox issue at Shadow Lane has been resolved, with the ERPOA paying for the upgrade from an 8-box cluster to a 16-box cluster. The mailbox cluster was paid for by the current homeowners living in the Shadow Lane complex, with some monetary assistance given to them by the Red Creek Land Co.
The meeting was adjourned at 7:59 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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