2018 Annual Meeting

Eagle Ranch Property Owners Assoc. Annual Board Meeting – June 16, 2018

Location: Rawlings Library, Brett Kelly Room B

Called to order at: 11:30am

Members Present: Bob Robler, President; Chris Robinson, Vice President;Jim Sandusky, Member At Large;

Becky Robler, Secretary. Debby Graham, Treasurer; other property owners who signed in and attended the meeting: Jason Larson, Dan and Edyth Hulbert, Cathi Schriven, Alan and Austin Lucas, Ken Simpson, Karla Thielbar, Horst and Betty Armbrust, Ron Swartwood, Dan and Connie Tobin, Tom Ossner, Janice Waggener, Jackie Siler, Sam and Claudine Riccillo.

Introductions: Board members introduced themselves and the other property owners present did the same.

Summary of Board efforts for 2017 and 2018 (Bob) - Over the last two years the Board was able to install reflective street name signs on all entrances and complete entrance improvements - with new informational signs, eagle symbol, removing the old posts and adding railing. Amounts owed to the POA have been significantly reduced using the new attorneys. We also passed a fee resolution so we could recover costs of collections. A new contractor - All Seasons - was hired to grade roads and make road improvements. The Board would like to thank a some people for volunteering and helping with the improvements and keeping the entrances looking good, mostly involving cutting weeds: Chris Robinson maintained the entrance and road at Kaitlyn; Alan Lucas maintained Reba Ct; Lenny Newland has been maintaining Shadow Lane. Dan Tobin has helped with mowing on Siegel. Others that helped on the entrance improvements were mentioned in the newsletter. In the past year Bob Robler mowed Eagle Ranch Rd and Chris Robinson mowed Nolan, but the Board is looking for someone who lives on those roads to cut weeds around signs, Bob and Chris won’t be doing it in the future. Dan Hulbert volunteered to maintain Eagle Ranch Road at Little Burnt Mill Rd entrance in the future.

Reading and Approval of the 2017 Annual Meeting Minutes (Jim) - After asking if anyone needed to have the minutes read, Cathi Schriven moved that we dispense with the reading of the minutes since they are posted on the website and no one has suggested changes. Tom Ossner seconded the motion and it passed unanimously on a voice vote.

Secretary - Verification of Attendance in person or by Proxy (Becky) - 17 properties were represented at the meeting and 16 sent poxies via email. There was a quorum.

Approval of Agenda: The agenda was published in the Newsletter. It was moved by Dan Tobin, seconded by Tom Ossner to approve. Members present approved the agenda by voice vote.

Treasurer Report: (Debby) See attached for Interim Income and Expense Statement. Up to January 1 was published in the most recent Newsletter. The differences in expenditures and last year’s budget is due to unforeseen expenses, i.e. legal expense, which got us ownership of 2 lots. This year we have not spent anything for mowing because of the drought, and some volunteers have done the mowing and not charging. Other expenses have stayed about the same. Billing has now been combined into one, saving money in stationary and postage.

Delinquent Accounts (Debby) At the beginning of last year we had about $21,500 owed to us. This year it is down to $14,874. The next 3 largest delinquent accounts have been turned over to the attorneys for foreclosure/collection. We have obtained 2 lots through this process and have put them up for sale. In the past year 2 lots came up with a payment plan and a 3rd sold their property to meet the obligations. Liens are placed on lots in delinquency, dependent upon the amount past due. All costs of collections, including attorney fees, are levied on the property owner, not absorbed by the ERPOA. There was a discussion on the mechanics of collections and bankruptcies.

Road and Bridge Report (Chris) - Since our last Annual meeting we have had the roads graded twice. It took 31 hours and used water hauling. The water truck was use for 3.75 days. We get charged $1000/day for the water truck. In the fall we had 18 belly dumps of gravel hauled to Nolan, Siegel and Eagle Ranch Road. On Kaitlyn - 6 tandem truckloads of gravel were laid down because of the bridge. It took 8 hours of grader time to put the new material down above and beyond the routine grading.

Speeding on our roads kills the road. Gravel is thrown off and can’t be recovered. Slow down.

Question: How close are we to getting the bridge paid for? Answer: The last estimate we had was over $200,000 for the bridge. Currently we have about $80,000. When we sell the lots we now own, proceeds will be added to the operating fund and/or the road and bridge improvement fund as needed. Therefore, we are not close yet.

A soils test was just done to the ground by the bridge. They have not gotten back to us on this yet.

EVRAZ has changed the requirements for the bridge several times, so we are trying to deal with that. Wes Farris hired the soils company so we can look at a cost estimate for a multi-plate arch bridge.

Questions on possible chip seal in the future or piece meal was brought up. The answer was: it can’t be done in parts, must be done all at once or it will not last, and the price is prohibitive for us to do it all at once ($30,000 per 100 yards). We would also have to improve the base first at an additional cost.

Increasing 2018 Budget discussion: Based on our expenditures to date, we have already spent close to half of our budget on one grading. If we do more improvements and another grading, we will have to haul water, possibly from Colorado City or Pueblo, the cost would eat up any surplus to do any improvements on the roads. Tom Ossner brought up that we could have the truck get water from Salt Creek, accessed off Little Burnt Mill by the bridge. The last grading we only did the high priority roads because of the increased cost. We would like to take some money $15-16,000 from savings and put into road improvements for this year. Connie Tobin made the motion to approve taking sufficient funds from the savings account to increase the road and bridge maintenance budget for this year to allow for gradings and improvements. Seconded by Debby Graham. A voice vote was taken. All but four voted yes. 13 to 4. Discussion followed. Motion passed.

2019 Budget Discussion and Approval - Comments were read that persons returned on their proxies.

Discussion: Question: “Have we considered suing whoever designed the bridge?” Answer: No, the Engineer who designed it is no longer alive.

Question: “What is wrong with the Bridge?” Answer: It was an old railcar bed that had out lasted its useful life, but was then used as our bridge. It is improperly supported. It spans too great a span and is bowed down. It is patched and cannot handle loads past 25 tons.

Some persons thought that it would be better to put assessments into 2 payments or make payments$100/quarter. Answer from Board: We will work with people and make payment plans, but interest charges will apply. Additional billings cost more and is a burden to the Volunteers that do it. Question: “What about using Paypal?” Answer: The current members are not knowledgeable to set this up and we would have to charge extra to recover costs of fees they charge. Someone who knows this system and is willing to work it would be welcome to the board.

Election of Board Members - After some discussion, 6 members put their names forward. After a paper ballot the new or continuing Board Members are: Bob Robler, Debby Graham, Chris Robinson, Becky Robler and Karla Thielbar.

Meeting was adjourned at 1:35pm