Embedded Files
NOVEMBER
Eagle Ranch Property Owners Association Board Meeting – November 30, 2009
Present – All Members
Location – Scriven Residence
The meeting opened at 7:18 pm
1. Meeting Minutes - The minutes of the previous board were read and approved.
2. Bridges – We need to get a timeframe from Noah (Paragon Bridge Works) of when their work on the bridges will be completed. There has been no work done on any of the bridges for the last several weeks. Some board members inspected the welding done on the Nolan bridge and agreed that it was not done satisfactorily. Even Noah agreed that there are still sharp edges protruding in various spots and cannot remain that way. To have them cut off by another local company could lead to finger pointing, should some incident arise from it. The sharp edges need to be cut off soon, as several flat tires resulted from driving over some bridges. Tom O. offered to do the cutting, possibly this coming weekend, with the help of Tom A.
The possibility of putting some road base back on top of the bare metal was discussed as being the quickest solution to getting the bridges back to normal driving conditions. This should be done in conjunction with the fall road grading, which needs to be done before the end of this year.
3. Road Committee - It seems that the majority of members on this committee are unwilling to step forward or help with wanting to get things done on the roads. Shadow Lane will have to be looked at, to see how much work needs to be done, since a lot owner wants to start building a home on that street, in the fall of 2010. We need to get proposals written up and bids put out for contracts of multiple years of maintenance. Snow removal bids and contracts will also have to be obtained, for the next few years. Alan will contact his Committee members, and will solicit their help in getting these tasks done.
4. Newsletter - Alan wanted to know the cost of inserting an advertising flyer with the newsletter, as his company is willing to pay for that advertising. Tom A wanted to send the newsletter by email, but by law it has to be sent as First Class regular mail. Tom O was holding off in sending the letter in hopes of stating that the bridge work had been completed. As that work is not done, the current status of the work in progress will be reported. Debby Graham will have to get the newsletter done and sent out by the end of this year.
5. Treasurer’s Report – Cathi gave a verbal report, stating the various expenses incurred, and our current balance of $36,290.97. Tom O suggested that we put about $10,000 into a CD, in order to get a better return for our money. There are still 44 lot owners who have not paid for the Special Assessment . Cathi did send out reminders to those people. There are still a few owners with overdue yearly dues, and Cathi will check with another association, to see how they handle delinquent owners.
6. Nature Trail – Tom O was told by Ken Simpson that he had received a bill from the St Charles River Homeowners Association, for inssurance fees that we owe them for using the nature trail in their subdivion. Ken had told them to send him a Declaration page, that showed our Eagle Ranch association inclusion in their insurance policy. Once we get that information, we can decide what proportion of the amount should be paid by our association.
The meeting was adjourned around 8:30 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 Special Board Meeting – August 17, 2009
Present – All Members,
Ken Simpson, Vernon Wood
Location – Scriven Residence
The meeting opened at 6:51 pm
1. Meeting Minutes - The minutes of the previous board were read and approved.
2. Bids for Cement Work – Alan stated that we had 3 bids for the cement work to be done to the Reba Ct. bridge retaining wall. One was very high and contained estimates for both road and cement work. Tom stated that we want the two projects to have separate bids. Ken had contacted 8 people for bids but received only a response from Mr. Garcia for the cement work and Evan for the road work. Tom stated that’s who we will go with, since noone else submitted any bids. Alan stated that Garcia has to be done with the work by a given date. The cement work and the bridge work can be done independently. Alan will contact Garcia about doing the cement work.
3. Bridges – The bridges should be scraped off by Evan before the bridge repairs can begin. The bridges should be usable, even though they are being repaired. Tom will contact Evan on when to start scraping off the bridges. That work will be combined with the normal road grading that Evan does. Tom suggested having signs and cones by the Nolan bridge ( which is the first to be repaired), to inform people that bridge repairs are going to be done.
Cathi made a motion to accept Garcia for the concrete work and Evan for the bridge scraping. Evans’ estimate to scrape a bridge would be ½ day, according to Tom. The motion was seconded and accepted.
4. Weeds – The respraying of the weeds had been done, and the bill was paid, as stated by Cathi. Tom A. mentioned that for the next spraying some deal may be worked out where individual driveways could be sprayed as well. The weed sprayer should contact us before he comes out to do the spraying, so that individual home owners could possibly get their driveways sprayed as well.
5. Road Maintenance Contract – Tom suggested that we get started now with getting a contract for a combined road grading and snow removal contract. That person should also be bonded. Our current contract was for two years, and maybe that’s what we should consider for the new one. If we get a new person doing the work, then we need to consider the quality of work that they do, before we can get a contract assigned to him.
The meeting was adjourned at 7:52 pm.
Board of Directors
President Tom Ossner
Vice President Alan Lucas
Secretary Horst Armbrust
Treasurer Cathi Scriven
Member-at-Large Tom Atchley
JULY
Eagle Ranch Property Owners Association Special Board Meeting – July 15, 2009
Present – All Members, Ken Simpson
Location – Ossner Residence
The meeting opened at 6:55 pm
1. Meeting Minutes - The minutes of the previous board and annual meeting were read and approved.
2. Bridges – Ken contacted 5 concrete companies to get estimates for repairing the cement abutment on the Reba Ct bridge. However, he got either no return calls or no estimates from any of them.
3. Vegetation – Tom O. got an estimate from a company to spray 21 acres of our roads with weed control insecticides. The company said that they’d start with a full tank, and we’d get charged for the amount used. Tom got a bill for $975.-. He confronted the person spraying and told him that there had been no approval for him to proceed with the spraying. Rather than stop at that point, Tom told him to finish up. The original bid was for $1,200, but we received a discount. Alan’s concern was that we did not know what materials were being used to spray the weeds. However the bill did have a breakdown of how much of each chemical was used. Alan’s contact for doing the weeds does not have a business license, and Tom was concerned that we may face problems, should anything happen to the cattle, if this person would be used to spray our roads. Tom said that the person that did the spraying agreed to spray a second time at no charge, if any of the weeds were not killed. Cathi explained from experience at their house building, that the County requires a business license, to operate in this county. Tom gave Alan a copy of the spraying bill, where the mixture of chemicals used, was described in detail. The decision was to not pay the current bill until some of the weeds that survived the spraying, are being sprayed a second time. Tom will contact them, indicating that a second spraying is needed for some of the areas. If the 2nd spraying does not kill all the weeds, then we will not pay the bill. That idea was approved by the majority of members. We also need to know in advance when the spraying is to take place.
4. Treasurer’s Report – Cathi gave a verbal report to the board members. No past dues were collected, and Cathi did send out letters to people that owed dues for previous years. We need to find a different form for filing liens that are more than 90 days overdue. We may need a collection agency to collect our past due monies, as is being done by at least one other association. The Small Claims Court was also mentioned as being an option to collect.
5. Online Minutes – One or more lot owners ( and also realtors) wanted to know if our board meetings, annual meetings and covenants are posted on our online website. Cathi and Tom assured those people inquiring that they were posted online.
6. Street Signs – Cathi mentioned that she has some old road signs at her house, if they should ever be needed by anyone.
The meeting was adjourned at 7:52 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 12, 2009
Present – All Members
Location - Armbrust Residence
The meeting opened at 6:23 pm
1. Meeting Minutes - The minutes of the previous meeting were read and approved, with a slight correction to be made.
2. Treasurer’s Report - Cathi gave a brief explanation of the treasurer’s report (copy attached). She pointed out a date correction to the April 11th Treasurers’ Report. So noted on that report.
3. Bridge Repairs – The top covering for the bridges was discussed again, as to what material they should consist of. We will leave it up to Paragon to see what works best. The Board agreed that all 3 bridges should be repaired at the same time, rather than one bridge at a time. The inspection of the bridges was discussed, and the certification of them by Paragon. The possibility of repairing the bridges ourselves was brought up by Tom A., but reputed by Tom O. as not being feasible, due to liabilities should something go wrong. The competancy of Paragon’s engineer was discussed again. Optional bridge repairs written up by Paragon were read and discussed. The feeling was to spend a minimal amount, if any, on the options offered. Have the bridge signs made locally. Allow for $20,000 in bridge repairs. Cathi made a motion to have the bridge repairs done by Paragon Bridge Works, to all 3 bridges, with no options at this time. Alan seconded that motion.
4. Budget - $20,000 for bridge repairs / $3,000 for Reba Court labor / $3,000 for road base / $1,500 for snow removal (proposed by Tom O. to make that contract part of the road repair bids) / $1,400 for weeds / $800 for insurance / $900 for administration / $400 for newsletter.
5. Road & Bridge Committee – Tom O. wants to use the annual meeting for nominating new road & bridge committee members. The current members will have to be excused, as they have done absolutely nothing to help Alan with obtaining any information.
6. Special Assessment – Due to our new budget ($59,000) being about $10,000 more than what we have available ($49,000), we need to have a special assessment this year (August – November)
7. Newsletter – Debby will have to state in her newsletter that we will have a special assessment of $100. Our annual meeting time will change to two hours, instead of three – from 11:00 am to 1:00 pm.
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
ERPOA Treasurer’s Report
May 12, 2009
Cathi Scriven, Treasurer
Beginning Balance April 11, 2009
Pueblo Bank & Trust
Checking $ 10,633.79
Savings 43,398.65
Total $ 54,032.44
Income:
none
Expenses:
Spring road grading $ 4383.49
Reimburse Horst – VFW dues 25.00
Total expenses $ 4408.49
Ending Balance May 12, 2009
PB & T Checking $ 6225.30
PB & T Savings 43,398.65
Total $ 49,623.95
APRIL
Eagle Ranch Property Owners Association
Special Board Meeting – April 11, 2009
Present – All Members, Debby Graham – Newsletter Editor
The meeting opened at 6:54 pm
1. The minutes of the previous meeting were read and approved, with a
minor correction to be made.
2. Cathi gave a copy of the treasurer’s report (copy attached) to all members.
3. Annual meeting hall rental – Tom O. made a motion that the ERPOA pay for Horst’s VFW membership ($25.-). By him becoming a member, would save the association $65.- of their hall rental, which we plan to use for our annual association meeting, on June 27th of this year. The motion was seconded and approved. Debby Graham, who will be publishing our newsletter again, with information regarding our annual meeting, was made aware of the rules in regards to the hall rental. Cathi suggested that we start our meeting at 10 am, instead of 11 am, since we are not serving food, and no officer election will take place this year. Tom pointed out that the VFW does not open ntil 11 am. We will NOT be serving any food at this meeting, and will only offer water and/or ice tea to the members.
4. Road & Bridge Committee – Tom wants them to possibly get a couple of bids for the Reba Court erosion, and for the road grading, and have these available before September. Also look into the licensing and bonding of the contractor doing the grading. The bids for the road grading contract should be sealed.
5. Special Assessments – Cathi mentioned that there are 107 lots in the ERPOA (110 total, with 3 non-members). At this point there are still 13 lots, where the owners have not paid for the 2008 special assessment. Alan wanted a breakdown of what every lot owner would have to pay in special assessments, to repair the bridges.
6. Bridge repair discussion – Tom A. wanted to know what the longevity of the bridges would be, once they are repaired. He also still entertained the idea of using culverts as bridges, as being the most efficient way to solve our bridge problems. Alan pointed out the various costs involved, that would make using culverts for our bridges seem not feasible. The longevity of the bridge repair, being 10 years was brought up again, as to what will happen to our bridges after those ten years. The various bridge toppings were discussed, among them being black diamond plate. Tom O. wants to find out from Paragon, whether that is an affordable option, and also whether or not having a metal topping would make the bridges too slippery, when wet. To save costs, we could remove the dirt from the bridges locally and have some homeowners clear the remainder off. The cost of the bridge repairs was discussed, as we currently have enough money in our budget to have all three bridges repaired at the same time. We also want to find out from Paragon what kind of guarantee we get with their bridge repair work, could we use some kind of paint for the top, and do they have some references of bridges that they might have done around here, where we could go and check out their workmanship.
7. Newsletter – Debby will state in her newsletter that our annual meeting will take place at the Pueblo West VFW hall. This years’ meeting will only be a business meeting from 11 am to 1 pm, on June 27th. Water will be provided at the meeting. If any association member wants to bring up a topic at the annual meeting, then our board must be notified ahead of time about the topic to be discussed. The newsletter needs to be completed and mailed out by the first or second week of May. Also state in the newsletter a general update of the bridges and roads.
The meeting was adjourned at 8:55 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 11, 2009
Cathi Scriven, Treasurer
Beginning Balance February 20, 2009
Pueblo Bank & Trust
Checking $ 11,267.79
Savings 37,618.24
Total $ 48,886.03
Income:
Dues $ 5,000.00
Late fees 250.00
2008 Special assessment 700.00
Savings interest 30.41
Total Income $ 5,980.41
Expenses:
Website registration $ 15.00
2008 IRS taxes 119.00
Paragon Bridge Works 600.00
VFW Post 5812 (Rental for Annual Meeting) 100.00
Total expenses $ 834.00
Ending Balance April 11, 2009
PB & T Checking $ 10,633.79
PB & T Savings 43,398.65
Total $ 54,032.44
$ 48886.03 + $ 5980.31 – $ 834.00 = $ 54,032.44
FEBRUARY
Eagle Ranch Property Owners Association Special Board Meeting – February 20, 2009
Present – All Members
The meeting opened at 6:16 pm
1. The minutes of the previous meeting were read and approved, noting a minor correction to be made.
2. Cathi presented a treasurer’s report (copy attached). She spoke to a lawyer about monies owed to us. We will not be able collect any money from the two properties where the owners are bankrupt. She pointed that we still have about 20 properties, where the $100.- Special Assessment has not been paid yet. Based on financial problems of the owners, we may collect only about half of the remaining monies. We also need a new form for liens put on properties. Cathi will check around to see if there is a standard form that can be used for that.
3. Engineer from Greeley (Noah)
He talked to Alan for 50 minutes on the phone and gave him a lot of good information. After some discussion on what our bridges look like and what we need to have done, Tom O. made a motion that Noah should come down here and tell us how the bridges can be repaired. We also discussed the idea of having someone locally give us some ideas about what needs to be done to the bridges.
Alan will talk to Noah about how much time he needs to visit our bridges and how much it will cost for that visit. The motion was made again to have the engineer come out here. It was seconded and agreed upon by all members.
4. Annual Meeting Plans – to be tentatively held on June 13th or 20th. The American Legion Hall is not available in June. Cathi said that the main library is free, if we have the meeting open to the public, or $50.- for a private meeting. They can only accommodate 50 people. Tom A. entertained the idea of someone having the meeting on their property, and possibly renting a tent. Have people bring their own chairs, so we don’t have to rent them. The VFW in Pueblo West was mentioned by Tom O. as another possible meeting location. He and Horst will check that out next week. Tom A. then offered to have the meeting at his garage, where people would bring a dish to pass around, and their own chairs to sit on.
5. Special Assessment – passed last June at our annual meeting, for $100.-. If we require more money from the property owners, we need to have a good reason for it and show that we are making progress good use of the monies collected so far.
6. ERPOA mail box and website – Cathi still needs to have a mail box key made.
Cathi and Horst will get together after this meeting, to discuss the website logins and password.
7. Newsletter – Debby Graham will continue to write the newsletter. Tom O. mentioned that the newsletter is boring and should contain more information in it about our association.
The meeting was adjourned at 7:42 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
February 20, 2009
Cathi Scriven, Treasurer
Beginning Balance January 14, 2009
Pueblo Bank & Trust
Checking $ 9,584.18
Savings 26,518.24
Total $ 36,102.42
Income:
Dues $ 12,200.00
2008 Special assessment 700.00
Total Income $ 12,900.00
Expenses:
CO registration $ 10.00
Treasurer’s expenses 31.39
Attorney Consult 75.00
Total expenses $ 116.39
Ending Balance February 20, 2009
PB & T Checking $ 11,267.79
PB & T Savings 37,618.24
Total $ 48,886.03
$36,102.42 + $12,900.00 - $116.39 = $48,886.03
JANUARY
Eagle Ranch Property Owners Association Special Board Meeting – January 14, 2009
Present – All Members
The meeting opened at 6:05 pm
1. The minutes of the previous meeting were read and approved.
2. Cathi presented a treasurer’s report (copy attached). She pointed out we have a legal issue. There is lot where the owners have filed for bankruptcy. We need to find and contact a lawyer about our options of obtaining any money from them.
3. Old Business
• Road Committee – Dan was supposed to have emailed the board members on suggestions for the bridges, that the Road & Bridge Committee had observed, upon their visit to the various bridges. Alan suggested that we set deadlines/target dates for the Committee, to come up with their suggestions and recommendations. Tom O. suggested that the board members get together with the R & B Committee and talk about progress. That date was tentatively set for 2/04/09, at a location to be determined.
Snow removal was discussed, as to when and how often to plow which roads. Alan was asked to write up a new contract for this year.
Bridge work was discussed, as to when we might see some numbers from the committee, and what will need to be done first, and on which bridge. The Reba Ct bridge was looked at recently by some board members, and the erosion there was discussed in some detail.
• Fire Protection – There has been no contact by the cement factory, and the only news has been a non-productive discussion by two subdivision board members.
• Next board meeting will be on 2/11/09, at 6:00 pm , at Horst’s house. He’ll send out an email, to remind everyone.
4. New Business
• Newsletter – Tom suggested that Debby Graham, who has been writing the newsletter, be appointed to a Newsletter Committee. If anyone else wants to be involved with the writing of the newsletter, they should contact Debby. Tom suggested that the newsletter be published twice a year.
• Annual Meeting Plans – to be tentatively held on June 13th or 20th. Cathi suggested the main library downtown, as a location for the meeting, and will check into the allowance of food at the library. Ken mentioned the American Legion, as a possible meeting place.
• Other Topics –
Prairie dogs – what can be done about them coming up through the middle of Siegel Way, and other locations around there.
ERPOA mail box – Tom would like multiple board members to be involved in committee related tasks, so he asked that the Secretary be given a mail box key, as the Treasurer now seemingly has the only key. Cathi will have another key made.
ERPOA website and email. Tom again stated that more than one board member be involved, and therefore have access to the website, besides Cathi and her son, who is the “webmaster”. That 2nd board member also should be the ERPOA board Secretary. Cathi and Horst will get together, to discuss the website logins and password.
Ken noticed that St Charles River Estates is charging us too much money to use the conservation easement trail. We should not be paying more than half of either $365.- or $231.- to have trail access.
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
ERPOA Treasurer’s Report
January 14, 2009
Cathi Scriven, Treasurer
Beginning Balance January 1, 2009
Pueblo Bank & Trust
Checking $7,884.18
Savings 26,,518.24
Total $ 34,402.42
Income:
Dues $ 1400.00
2008 Special assessment 300.00
Total Income $ 1700.00
Expenses:
None
Ending Balance January 14, 2009
PB & T Checking $ 9,584.18
PB & T Savings 26,518.24
Total $ 36.102,42
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