Call to Order
The meeting was called to order and members welcomed by HOA President Susan Hampton at 9:15 a.m.
Minutes
Previous Meeting Minutes: A motion was made and seconded to approve the minutes of the 2015 Annual Meeting without discussion. Minutes of the Annual Meetings will be sent to the property owners with the annual billing in the future.
Old Business
Road Maintenance – A discussion concerning the condition of the road was held. Previous crack repair by resident members over the past three years has been cost-effective but only somewhat effective in helping to control the cracking of the road.
A review of the Eaton Pagosa Estates HOA Balance Sheet (copy attached) reveals the following concerning the road:
Road Reserves $25,347.19
Road Maintenance Fund $76,249.68
Other assets, some of which may be applied toward road maintenance/ repair/replacement in the future include:
24 Month Cd $98,740.10
Citizens Bank CD $16,883.43
Our goal is to continue to maintain our road by filling cracks and sealing in an effort to avoid having to replace it at great expense to the HOA.
Further discussion occurred concern the cracking of the road: It was recommended that the crack repair product EZ Street be used to fill the 12 deepest of approximate 167 total road cracks in the road. A suggestion was also made to distribute five bags of EZ Street material to five individuals to fill the most serious cracks near their properties in the spring next year, perhaps in April.
A professional outside bid was solicited and received to fill road cracks and seal the road, as follows.
• Fill cracks and seal with only one coat of sealer $28,000.00
• Fill cracks and seal with two coats of sealer $40,000.00
The Board is awaiting a second bid from another contractor before acting on this issue.
The following concerns, recommendations and actions were submitted to the Board from the floor:
• The shoulders of the road are seriously degrading in some areas.
• All HOA maintenance of the road should be documented and records kept for historical and future maintenance planning purposes.
• Develop a Road Maintenance schedule for future budgeting.
• Investigate the possibility of developing a progressive schedule for repairing and sealing portions of the road over time.
• A recommendation was made to fill the large cracks in the road now and then fill the remainder next spring.
• We should consider using the EZ Street repair product on the worst portions of the deteriorating road shoulders soon to prevent further deterioration.
• A recommendation was made that all members use the same refuse company to limit the repeated use of different refuse company trucks on our road on different days of the week. It appears that the majority of residents are already using At Your Disposal. Some are using Elite and other use Waste Management.
Common Area Annual Mowing – The mowing of the HOA common areas was temporarily delayed due to the contracted mower being in involved in a traffic accident. The mowing will commence shortly.
Financial Report
President Hampton presented and explained the financial reports including Liabilities and Equities, as reflected on the Eaton Pagosa Estates POA Balance Sheet, the Profit & Loss document, as reflected on the Eaton Pagosa Estates POA Profit & Loss statement, July 2015 through June 2016 and the Proposed Budget for 2016-2017 (See attached Balance Sheet, Profit & Loss statement and the Proposed Budget for 2016-2017).
Our Total Assets and Total Liabilities are balanced at $161,207.93 (See attached Eaton Pagosa Estates POA Balance Sheet).
Our Profit & Loss statement indicates a total income of $28,845.44 and Total Expenses of $16, 980.00 (See attached Profit and Loss statement).
Proposed Budget – President Hampton presented the members with the Proposed Budget for 2016-2017 (See attached Proposed Budget for 2016-2017). Property owner dues remain unchanged at $235 per lot plus $465 per lot for the Road Reserve Fund. Our total income is estimated at $26,600.00. Our budgeted & anticipated expenditures are estimated at the same $26,600.00.
Note: We anticipate moving $12,000.00 from the excess operating funds for road crack repair and seal to cover the deficit in the budgeted $16,000.00 to meet the $28,000.00 estimate for road crack repair and seal (See Old Business—Road Maintenance).
A motion was made and seconded to approve the proposed 2016-2017 Proposed Budget. The Proposed Budget was approved unanimously.
New Business
SThe HOA is currently without the services of an attorney. Dave Bates suggested a potential attorney located in the Denver, CO area. He will provide contact information to the Board.
Secretary Vander Horck discussed and presented three possible amendments to the CC&R’s for consideration:
#1. Ref: Third Amendment, Article 7, Section 6 – TEMPORARY STRUCTURES AND PROHIBITED ACTIVITIES. This section addresses Exterior Buildings; green houses, garden structures, tool sheds and gazebos, which are currently prohibited under the current restrictions. While the Board proposed lifting the prohibition on said outbuildings based upon reasonable language in an amendment as to the type of structure, style, color and material harmonious to the area and like kind to the current structures previously approved by the HOA’s Architectural (ARC) Committee and a 67% member approval vote to amend the section, the members present rejected the proposition outright. There will be no further action on this matter at this time.
#2. Ref: Third Amendment, Article 6. Section 8 – EXTERNAL BUILDING MATERIAL STYLE. This section discusses the current restrictions on exterior building material, including sheet metal. The particular issue was a discussion on the current trend to use rusted finish sheet metal on exterior facades. The Board proposed lifting the restriction and approving the use of rusted sheet metal wainscot, but restrict its use to a minimal extent, not to exceed twenty percent (20%) of the façade, intended as trim decor only by reasonable language in an amendment as to the type of structure, style, color and material harmonious to the area and like kind to the current structures previously approved by the HOA’s Architectural (ARC) Committee and a 67% member approval vote to amend the section. However, the members present rejected the proposition outright. There will be no further action on this matter at this time.
#3. Ref: Third Amendment, Article 7, Section 6 – TEMPORARY STRUCTURES AND PROHIBITED ACTIVITIES. Aside from prohibited structures, this section also discusses and prohibits RVs, trailers of any type and watercraft being stored on properties unless they are stored in an enclosure so that no such vehicles are visible from the street or any other property. The proposal before the member group was to prohibit RVs, travel trailers and watercraft from being stored on any lot unless the RV, travel trailer or watercraft is stored in an enclosed garage. All other RVs, travel trailers and watercraft must be stored off site. The member group disapproved the storage of RVs, travel trailers and watercraft in garages, but supported the proposal to prohibit RVs, travel trailers and watercraft from being stored on any lot, period. The Board will draft an amendment for a vote of the general membership. A 67% approval vote by the general membership will be required to enact the amendment.
Selection of New Board Member (s) and Committees:
There is currently one vacant Board member-at-large position. During the meeting, Robert Taylor was nominated to sit on the Board. His nomination was accepted and approved. Robert Taylor is our new Board member.
Architectural (ARC) Committee:
There is a vacant position on the Architectural Committee (ARC). Judi Stansbury volunteered to sit on the committee as an alternate member. John Scahill, Rich Hampton and Barbara Alger complete the committee.
Road Committee:
The Road Committee shall consist of John Schill, John Vander Horck, Glenn Woodruff, Don MacNamee, Rich Hampton, David Chadsey and Desi Dundics.
Legal Committee:
Dave Bates will represent us to our legal advisor, when identified.
Dock Committee:
During the winter months of January, February and March, the dock sometimes receives heavy snow. The snow must be removed to avoid damage to the dock. The following members volunteered to clear heavy snow from the dock during the following months:
• January Don MacNamee
• February Robert Taylor
• March Rich Hampton & Glenn Woodruff
Annual Meeting:
The next Annual Meeting of the Pagosa Estates Home Owners’ Association is to be determined. President Hampton will distribute notices to the members.
Adjourn
There being no further business before the association, the meeting was adjourned at 11:08 a.m.
June 25, 2015 Minutes
Call to Order
President Susan Hampton called the meeting to order at 9:15 AM. New owner of lot 28, Bill Oster, was introduced.
Minutes
The minutes of the June 27, 2014 homeowners’ meeting were approved as written.
Financial Report
Susan Hampton introduced Stacy Mergen who is serving as accountant for our association. Currently we have an $18,471 operating excess in the budget due to reduced snow removal expenses and interest from construction deposits. Susan explained that the past year’s expenses are used as a guideline for the current years proposed budget. She expressed appreciation that everyone paid their homeowner’s association dues for 2014-2015.
Susan made people aware that there is an Eaton Pagosa Estates website, www.eatonestatesinpagosa.com, in addition to the one for all of Pagosa Lakes Property Owners Association. Several items related to the budget were discussed including a proposal to put gravel around the mail box turnaround which the county has refused to do. A solid wall was suggested for the perimeter of the turnaround – Rich Hampton and Mac MacNamee will investigate costs,etc. Spraying of noxious weeds will be done along the roads and near the lake. Certified weed sprayer, Jim Bell will also spray noxious weeds on the lots. Walter Goddard (970-908-8562) will mow lots at a cost of $40-$100 depending upon the size of the lot and the time required to mow it. Homeowners are strongly encouraged to mow their lots or to ask Walter to do it.
Barbara Alger moved that the proposed 2015-2016 budget be approved as distributed and Mac MacNamee seconded. The budget was unanimously approved. The dues will remain at $700 per lot and notices will be sent in a month or so.
Road Update
The road reserve fund currently has $123,020. It is estimated that repaving the roads will cost $200,000 to $300,000. In five to eight years we should have enough money for repaving. In the meantime we need to maintain our roads. Last year we spent about $900 to fill and seal about one fourth of the cracks with a sealant/sand/gravel mixture. Susan has identified several young men who are willing to do this for $12/hour in the future. Experience has shown that when cracks are filled during cooler weather, they are less likely to quickly reappear. A road committee of Rich Hampton, John Vander Horck, Mac MacNamee and John Scahill will further investigate the best way to proceed.
Questions were raised about the possibility of establishing a metro district. Chip Munday indicated that PLPOA is conducting a survey to see if there is sufficient interest among the 16,000 Home/lot owners to warrant an expenditure of $ 50,000 for PLPOA to pursue the establishment of a metro district. If sufficient interest is expressed there will be subsequent PLPOA meetings to determine how to proceed. Options include the possibility that sub-districts could be formed with one or several homeowners’ associations. Another possibility is that individual sub-districts could have representation on the board of that larger metro district. There are currently 327 miles of paved roads in Archuleta County – the county owns roughly one third of those. Timber Ridge, Loma Linda and several other metro districts are currently receiving county money for roads.
Other Business
Street sign replacement was discussed because several signs are not correctly labeled and/or unreadable. Because we own the roads it appears that we are responsible for the signs. John Vander Horck mentioned that he has lost at least one Austrian Pine presumably to the Western Pine Bark Beetle and other trees may have been attacked. Dan McVeigh, 970-759-9380, will spray trees at homeowner’s expense. Walter (970-903-8562) will mow lots at a cost of $40-$100 depending upon the size of the lot.
Election of Board Members
The current board members, Susan Hampton – President, Joyce Scahill has replaced Jim Horky who has moved, Glenn Woodruff – Treasurer, and Dave Bates – Secretary were approved for another year. Susan Hampton issued a plea for other homeowners to consider serving on the board which does not involve a lot of time. The Architectural Review Committee of Rich Hampton, Barbara Alger and John Scahill was also approved.
Other committees include Business – Stacy Vander Horck, Legal – Dave Bates and Dave Chadsey, Dock Shoveling – Rich Hampton (November-December), Mac MacNamee (January-February) and Dave Bates (March-April), Trash Pickup – Dee Abbott (October-December), and Landscape – Joyce Scahill. More volunteers are needed. Please offer your services through Susan Hampton.
Adjourn
There being no further business the meeting was adjourned at 11:20 AM Judy Horky/Joyce Scahill.
Respectfully, Dave Bates, Secretary
June 27, 2014 Minutes
Call to Order
Because there were several new homeowners present, self-introductions were made.
Call to Order President, Susan Hampton called the meeting to order when the Quorum was met, at 9:27 AM.
Noxious Weeds
Steve Milton with PLPOA showed photos of common noxious weeds that are posted on the PLPOA website. Larry Lynch, also with PLPOA, sprays weeds in the area near the lake. Steve indicated that PLPOA sells low nitrogen, low phosphorous fertilizer, to residents at cost, $16 per 50lb bag. This fertilizer is recommended, especially for those lots on the lake, as it does not harm the water or the fish in the lake.
Previous Minutes
There being no corrections or additions, the minutes of the July 6, 2013 HOA meeting was approved as written.
Entrance
After some discussion, Desi Dundics agreed to research solar lights to light up the entrance sign. A need was identified for additional mulch around the entrance sign. Don MacNamee, along with Rich Hampton agreed to spread the mulch and also to place large boulders at the turn around to limit vehicles on the grass. Rich will gather the gravel by the cluster boxes with his machine, & re-spread the gravel to limit mud on the road.
Financial Report
Susan Hampton, President, reviewed the profit and loss statement from June 30, 1013 to the present. She explained that the road fund currently has over $102,000. In another six years, when it is anticipated that the roads may need to be repaved, there should be an additional $106,000, which adds up to a total of $208,000. This should be close to the cost for repaving. Susan also reviewed the proposed budget for 2014-2015 explaining that the proposed expenses are based on previous year’s expenses. The budget was overwhelmingly approved. (Moved by Rich Hampton, 2nd by Judy Horky.
Road Update
Various proposals were discussed for filling and sealing cracks in the road, including partially filling with aggregate and foam tubes. Rich Hampton suggested that that we buy 10 buckets of asphalt crack filler at a time, which would give us a bit of a discount . He estimated it would take approximately $2,500 of product to fill all of the cracks. A road committee composed of Rich Hampton, Glenn Woodruff, John Vander Horck, Don MacNamee, Gary Stansbury, and Desi Dundics will research various alternatives and take appropriate action. The decision was made that we will attempt to care for our roads with our volunteers and left over funds, so we can achieve our financial goal in six years.
Dave Bates researched Colorado Department of State and Archuleta County records and found nothing indicating Archuleta County’s ownership. To the best of our knowledge, the road belongs to the homeowner’s association. A statement in the original plat says that the roads are “approved for public purposes”, which suggests that the roads must be open to the public without being gated. From the beginning our objective has been to erect signs regarding the control and policing of dogs. If someone in the county objects to our planned signage, we can ask what the authority for their objection is.
Board and Committees
The current board of: Susan Hampton- President, Jim Horky –Vice President, Dave Bates-Secretary, Glenn Woodruff-Treasurer and John Vander Horck-member. Judy Horky will sit in when Jim is unavailable. (Moved by Doug Ebersole, 2nd by Don MacNamee ). The architectural review committee of Rich Hampton, Barbara Alger, and John Scahill was also approved. (John is replacing Dee Abbott) Moved by Judi Stansbury, Judy Horky 2nd.
The landscape committee includes Don MacNamee, Rich Hampton, Dee Abbott, John Vander Horck and Robin Struck. A business committee consists of Judy Horky, Glenn Woodruff and Dave Bates. Members of a lot walk- through committee are John Vander Horck, Stacy Zwirh, Susan Bates and Rich Hampton.
A legal committee includes Dave Bates and David Chadsey. A dock shoveling committee is composed of Jim Horky (December), Rich Hampton (January), Don MacNamee (February) and Dave Bates (March)
There being no further business, the meeting was adjourned at 11:15 AM
Respectfully Submitted by Dave Bates, Secretary