RPOA BOARD MEETING OCTOBER 15 2012 LEWIN RESIDENCE 318

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RPOA Board Meeting

October 15, 2012

Lewin Residence

318 Cottonwood Creek Road

Durango, Colorado 81301


Minutes


Call To Order: President Brad Gray called the meeting to order at 6:59 pm.


Members Present: Brad Gray, Carol Lewin, Barbara Lynch, Gay Robson, Sherry Taber (via speaker phone), Scott Voss & George Widmeyer.


Members Absent: None


Guests: Jerry Zelenka


RV Lot Update – Jerry Zelenka

Jerry reviewed the history of the RV lot and how RV’s and trailers were assigned parking spaces.


According to the posted RV Storage Lot Rules and Regulations, property owners, renters, or guests are assigned spaces per availability. Property owners are given priority.


Jerry discussed some problems with items stored in the lot and is working to resolve these issues.


When Jerry is not available, Mick Olmstead or David Andrews are in charge of the RV lot.


Scott Voss suggested that the RV lot be sprayed in the spring to eliminate the weeds.


Secretary’s Report – Carol Lewin

Minutes for RPOA Board Meeting 9/10/2012 were previously submitted to the board members.


George Widmeyer moved and Sherry Taber seconded that minutes for the RPOA Board meeting on 9/10/12 be approved as presented and the motion carried unanimously.


Treasurer’s ReportScott Voss

Scott submitted the September 2012 Treasurer’s Report.

Scott reviewed some issues regarding contractor payments and accounting.


George Widmeyer moved and Gay Robson seconded that the Treasurer’s Report for August 2012 be approved as presented and the motion carried unanimously.

Committee Reports

Architectural – Gay Robson

Gay reported the following from her written report:

Approved Projects:

353 CCR – Bud & Judy Burgess – Tim Nistler will install an exterior door in their garage adjacent to the garage door. (Approved 9/28/12)


Completed Projects:

33 Latigo – Ed & Marilee Kaminsky – Stained house.


595 CCR - Mickey & Larry Drennan - Replaced rotted railroad ties in retaining wall.


Revision of Architectural Rules

Barbara Lynch has identified all references to the architectural committee and architectural rules in the RPOA DCCRs.


Next steps include:

1. Review the 2006 Architectural Rules document to determine discrepancies with DCCRs.

2. Confirm setback guidelines and other issues with La Plata County Planning Department.

3. Compile a list of additional issues regarding construction and building materials, etc.

4. Submit draft to RPOA board for review.

5. Submit board-approved draft to RPOA attorney for review.

By-Laws – Sherry Taber

Sherry had nothing to report at this time.

Directory – Carol Lewin

Carol reported the following:

Carol will mail directories to property owners who were not in town when the directories were distributed.


Finance – Scott Voss

Scott submitted the Financial Report.


Maintenance – George Widmeyer

George reported the following from his written report:


Work In Progress


The end-of-season trimming and cleanup along the roads and in the common areas started October 8, 2012.


The Maintenance Committee is continuing to work with an outside contractor on controlling the weeds and cattails in several of the ponds. The hydrilla in the pond behind the Zelenka residence is of concern since it can block the intake to the pump from that pond.


Work Completed


A professional tree feller removed five trees in the common area behind homes in the 114 CCR circle and the common area at 520 CCR on September 11, 2012.


A group of 11 volunteers cut down 16 dead trees in the common areas on September 13, 2012.


Street light number 28 had a burned out bulb replaced and the sensor for street light number 30 was replaced in mid-September.


An outside contractor with the necessary license for herbicides sprayed Bear Park and some of the other common areas for thistle and other weeds on September 19, 2012.


Several sprinklers in Bear Park and the Fawn Lake common areas were replaced with new or refurbished ones during the month.


The pumps were turned off September 23, 2012 and the lines were blown out October 1 through October 5, 2012. All lines were successfully blown out with compressed air and several homeowners were informed of problems with their irrigation systems that need to be repaired by next year.


Three damaged rails in the fence along Highway 550 were replaced with new ones on October 9, 2012.


Work Being Planned


An extension pipe associated with the Fawn Lake pump is leaking. A temporary repair is in place but the pipe needs to be repaired better or replaced.


The grate over the intake to the Game Trail pump needs to be replaced. The grates over the pump intakes will be inspected for repairs after the ponds start draining.

Nominating – Barbara Lynch

Barbara had nothing to report at this time.


Social Committee – Vacant

Per Gay Robson, no one has volunteered to host the holiday party. Gay will post a sheet in the mailroom requesting a volunteer to host the party. If no one volunteers by November 1, the holiday party will be cancelled.


Website – Carol Lewin

Carol Lewin reported the following:


Carol explained how the board can view the number of visits to and statistics on RPOA’s website.


Web statistics for the month of September 2012 are:

4,280 total hits

1,086 total visits

31 hits for Board Agenda

25 hits for RPOA Board and Committees

21 hits for Ranch Rules

18 hits for DCCR’s

15 hits for By-Laws

15 hits for Board Minutes,

15 hits for June 3, 2012 Annual Meeting minutes

14 hits for Rental Information


Old Business

General

Work session with the attorney

RPOA Attorney, Christina Landeryou, stated that the language in the RPOA, DCCRs and Bylaws is cumbersome and does not clearly conform to CCIOA (Colorado Common Interest Ownership Act), but the documents are workable for the time being. She advised that the board should revise the DCCR’s within three years. Ms. Landeryou recommended that the RPOA Architectural Rules should be revised to comply with current building guidelines required by La Plata County.


It was the consensus of the committee that the meeting with Mrs. Landeryou confirmed that she is a good choice to be the RPOA attorney.


Parking in guest parking area

RPOA received a letter of complaint about a property owner not complying with the guest parking regulations.


Financial

RPOA Insurance Policy

Scott Voss reported what he has discovered regarding adequate insurance coverage and how much RPOA is paying for the coverage. Gay Robson volunteered to contact other local homeowners associations about their insurance and whom they have used for reserve studies.


Brad suggested that the board table the insurance question and do more research.


Reserve Study

Scott Voss reviewed the length and cost of doing a reserve study


According to the RPOA attorney, Colorado law states that HOA’s are to have a reserve study on file, but the law does not define the content of the study.


Contract issues

Since June 2012, this Board has attempted to locate in RPOA files and through previous Board members a complete copy of the signed 2009 – 2014 contract for RPOA grounds maintenance with Rose Herrera. An executed copy has not been found, so the Board asked Ms. Herrera if she could provide one. A copy of the executed signature page of a contract has been provided by Ms. Herrera. The Board decided that two or three members would meet with the RPOA attorney to discuss how to proceed.


End-of-season payments to contractors

Scott Voss has received documents from AREM that explains the basis for end-of-contract-year payments that was not previously understood. There are no changes indicated at this time.


Maintenance

Miscellaneous updates

Grass cutting heights

George Widmeyer discussed the issue of bare areas in common areas with Rosie Herrera, and she explained that the sprinklers were not reaching these areas.

Mowing of firebreak area

The board verified that the firebreak area behind CCR 292, 340, 300 370 is mowed once a year by a contractor.

New Business


General

Seasonal signs

Postpone this issue until the board can determine what generic sign would work.


Financial

AREM Contract

Sherry Taber suggested that we postpone this topic until we can devote adequate time to this discussion. The board agreed.


Procedures during Treasurer’s absence

Scott Voss explained how invoices and bank statements are handled and that his absence from the Ranch will not pose a problem.


Review of RPOA investments

Bob Hill of UBS is recommending that RPOA sell longer-term bond funds. Scott Voss is suggesting that we deposit the April dues into our UBS account instead of leaving the money in the First National Bank of Durango. Mr. Hill also suggested that we complete the reserve study. Results from that study will allow RPOA to increase earnings and match investments with expenditures.


Next Meeting

There will be no board meeting in November due to the number of board members who will be absent. The next board meeting will be at the Lewin residence on 12/10/2012 at 7:00 pm


Adjourn

Barbara Lynch moved and George Widmeyer seconded that the meeting be adjourned at 9:47 pm and the motion was carried unanimously.


Respectfully Submitted,


Carol Lewin, RPOA Secretary




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RPOA Minutes Final October 15, 2012 October 15, 2012


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