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RPOA Board Meeting

September 10, 2012

Lewin Residence

318 Cottonwood Creek Road

Durango, Colorado 81301

Minutes

Call To Order: President Brad Gray called the meeting to order at 7:04 pm.

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

Members Absent: None

Guests: Ted Robson (to discuss Firewise Council of SW Colorado)

Firewise Council of SW Colorado:

Ted Robson reported that he attended the orientation for volunteers in the Neighborhood Ambassador Program of the Firewise Council of Southwestern Colorado. He listed the responsibilities he would assume as an ambassador to the Firewise Council. The purpose of this program is to provide education regarding fire mitigation in neighborhoods such as The Ranch. Ted will schedule a site visit with Chief Dan Noonan of the Durango Fire Department or one of his representatives to determine what fire mitigation work needs to be done at The Ranch.

Ted Robson asked the board to approve him as Neighborhood Ambassador from The Ranch to the Firewise Council. Sherry Taber moved and Scott Voss seconded that Ted Robson be designated as the ambassador to Firewise Council of Southwestern Colorado and the motion carried unanimously.

Contracts – Brad Gray

Brad Gray distributed active RPOA contracts for the board members to review and keep in their files. Executed originals of all active contracts will be kept in the RPOA safety deposit box.

Brad further expressed the need to review all of the RPOA contracts to develop a format for contracts that meets legal requirements, contains complete statements of work and uses best business practices.

Secretary’s Report – Carol Lewin

Minutes for RPOA Board Meeting 8/20/2012 were previously submitted to the board members.

George Widmeyer moved and Sherry Taber seconded that minutes for the RPOA Board meeting on 8/20/12 be approved as presented and the motion carried unanimously.

Treasurer’s Report – Scott Voss

Scott submitted the August 2012 Treasurer’s Report.

Scott reported that expenses for the irrigation budget are projected to be about 35% over budget.

George Widmeyer moved and Sherry Taber 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:

33 Latigo – Ed & Marilee Kaminsky – Bob Sibley will stain their house. Project to be completed in September. (Approved 9/2/12)

595 CCR - Mickey & Larry Drennan – Tim Nistler will replace rotted railroad ties in a retaining wall. (Approved 8/24/12)

Completed Projects:

591 CCR – Al and Janice Thomas – Garrhs installed a central heat and air conditioning system. Noise from the condenser unit is negligible, and the new owners at 593 CCR do not object. No additional sound mitigation is required by the homeowners.

Violation Resolved:

185 Cottonwood Creek Rd. – Property Manager, Bill Cartwright installed a lattice cover to shield the view of the window air conditioning unit from the neighboring townhome. (Resolved 8/28/12)

Architectural Committee:

The project of updating the Architectural Rules is ongoing.

By-Laws – Sherry Taber

Sherry reported the following:

No activity at this time. Sherry believes that attorney review of the By-laws and DCCR’s is a priority.

Directory – Carol Lewin

Carol reported the following:

The directory has been printed, and Ann Simms distributed the directories to the homeowners who are in town. Carol Lewin will mail the remaining directories.

Finance – Scott Voss

Scott reported the following:

Scott Voss met with Bud Burgess and Jim Whittier of the RPOA Finance Committee The Committee discussed the Colorado Common Interest Ownership Act (CCIOA) and the need to determine if the RPOA governing documents meet the requirements of this law.

Scott is investigating opening an additional account with UBS so RPOA can move some of the money in the checking account into an account which would provide a higher interest rate. He will report his findings to the board. Scott’s review of previous reserve studies of RPOA common property indicated that the studies only referred to irrigation pumps and roads but did not include buildings, roofs, ponds and landscape. On October 22 Scott will have an opportunity to meet with a representative from a company recommended by Jay Eagen that specializes in conducting reserve studies for homeowners associations.

Scott reported that Bud Burgess has determined that there is a National Homeowners Association (NHOA). The

finance committee will investigate what this association has to offer RPOA.

Scott has reviewed irrigation system expenses from previous years and found that the hourly charges were not significantly different. The areas in question were presented and discussed. Scott will follow up with AREM regarding specific questions and will report results to the board..

Maintenance – George Widmeyer

George reported the following from his written report:

Work In Progress:

At least 16 dead trees in the common areas have been identified for removal. We will get a group of volunteers to cut them down.

We are 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. The pond behind the Lynch residence needs treatment.

Work Completed:

The street lights near 320 CCR failed to illuminate at dusk. An outside contractor was called on July 17 to trouble shoot the problem, which was a tripped circuit breaker.

Several Bear Park sprinkler heads were fixed or replaced on August 20 and 21.

The emergency relief valve on the Fawn Lake pump failed to close and was manually repaired several times. A new valve was purchased on August 31 and installed on September 4.

Work Being Planned:

A professional tree feller will remove four trees in the common area behind homes in the 114 CCR circle and one tree in the common area at 520 CCR. This will be done on September 11.

An outside contractor with the necessary license for herbicides will spray Bear Park for thistle and other weeds in the middle of September.

The pumps will be turned off September 23 and the lines will be blown out starting October 1. A compressor has been reserved for October 1st to 5th.

The end-of-season trimming and cleanup is planned to start October 8.

The RPOA has an estimate for putting a gate in the fence of the Gazebo to provide access for the mowing contractor. The board postponed a decision on this issue.

The grates over the pump intakes will be inspected for repairs after the pumps have been turned off. The grate over the intake to the Game Trail pump needs to be replaced. Custom construction of needed grates will require an outside contractor.

Nominating – Barbara Lynch

Barbara had nothing to report at this time.

Social Committee –

Gay Robson reported for Betsy Petersen regarding the Labor Day Picnic:

44 people came to the Labor Day picnic in Bear Park. The picnic was hosted by Betsy Petersen, Linda Olmstead and Connie Voss. Betsy suggested that due to the price increase in the BBQ meat, RPOA may want to consider other options for next year’s Labor Day Picnic.

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 August 2012 are:

33 hits RPOA Board and Committees

30 hits Board Agenda,

21 hits for Board Minutes,

16 hits for June 3, 2012 Annual Meeting minutes

14 hits for Ranch Rules

10 hits for Rental Information

Old Business

General

Rental/leasing by agents/property managers

Two property managers leasing homes in The Ranch are: Bill Cartwright doing business as Animas Valley

Property Management (AVPM) and Durango Property Management.

Properties not being maintained

Sherry Taber and Brad Gray have contacted owners of properties with outstanding complaints.

Maintenance

Gazebo island

Brad Gray stated that he had found someone to trim the island around the gazebo and clean out the inside of the gazebo. Brad reported that the mowing contractor was unable to do this project. Gay Robson inquired about liability insurance for the person in question, since he would be working on RPOA property. Brad agreed that he would hire this worker only if he carries liablity insurance.

Fall pruning

This project is scheduled for the second week of October, 2012.

New Business

General

Attorney

Brad Gray asked the board to review the letter of engagement with attorney Christina Landeryou and respond

to him by September 12. The initial work session with Ms. Landeryou is scheduled for September 20, 2012.

Camp along Hermosa Creek

There has been no further evidence of anyone camping on RPOA property along Hermosa Creek..

Maintenance

Snow removal contract signed

The contract for the 2012-2013 snow season with John Randle of Rescue Property Services has been signed by Brad Gray.

Next Meeting

Lewin residence on 10/15/2012 at 7:00 pm

Adjourn

Scott Voss moved and Gay Robson seconded that the meeting be adjourned at 8:41 pm and the motion was carried unanimously.

Respectfully Submitted,

Carol Lewin, RPOA Secretary

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