Board Meeting Minutes

PAGOSA LAKES PROPERTY OWNERS ASSOCIATION, INC.
Regular Board Of Directors Meeting
Thursday, November 11, 2004
MINUTES

President Bohl called the regular monthly meeting of the Pagosa Lakes Property Owners Association Board of Directors to order at 7:00 P.M. in the Pagosa Lakes Community Center, 230 Port Avenue, Pagosa Springs, Colorado.

APPROVAL OF AGENDA & MINUTES

A motion was made by Director Ebeling to approve the agenda. Motion was seconded by Director Bundy. Motion unanimously approved.

Minutes of the October 14, 2004 Regular Board Meeting – A motion was made by Director Ebeling to approve as written, and seconded by Director Bundy. Motion approved unanimously.

Director Ebeling moved to approve notes of the October 25 th work session. Director

Bundy seconded the motion. Motion approved unanimously.

GENERAL MANAGER’S REPORT

• A commendation to DPE Manager Larry Lynch for his efforts in putting the GOCO grant application together for the Lake Forest Trail. It was a massive undertaking. A subsequent call to GOCO has affirmed that everything is in order.

• The Sheriff’s Department Animal Control statistics for the month of October shows 4 reports taken, 4 dogs impounded, 0 cats impounded, 0 cruelty cases, 8 dogs returned to owner, 11 verbal warnings issued, 3 written warnings given, 11 miscellaneous citizen contacts made, 1 summons issued, 14 calls from dispatch to the animal control officer for service.

• We have had no updates from La Plata Electric Association regarding the electrical service at Hatcher Dam near South Shore Estates subdivision. I will discontinue notices regarding this issue until an update is received from LPEA.

• Archuleta County Road and Bridge has started their winter preparatory grading program. Most areas have been completed.

• General Manager Lukasik has begun interviewing potential members for the ad hoc committee to begin designing a marketing concept for the Owners Initiative . Reception to the idea has been favorable. He is sending emails to various proposed volunteers to meet for approximately 3 marketing strategy sessions. He will keep the Board apprised of progress in this area.

• A fourth application has been received from a property owner for the Environmental Control Committee. All applicants have been invited to attend meetings of the Committee to gain first hand knowledge of the workings of the Committee. If they wish to pursue their applications after attending the meetings, their applications, and recommendations received from the ECC, will be submitted to the Board of Directors for interviews and possible appointment to the Committee.

• At the October Board meeting, Director Ebeling inquired if accounts receivables over five years old should be written off. After investigating, it is determined that those accounts should stay on the books for two reasons:
• There is a compensating balance shown on the Association balance sheet named “Allowance for doubtful accounts” offsetting for those accounts.
• We need to maintain active records of these accounts so that we may take corrective action when the properties are either sold at County tax sale, foreclosed, sold or other legal actions taken by a third party.

PUBLIC COMMENTS

• Bill Pawelec of 152 Saturn Dr. in Lake Hatcher Park asked the Board to consider the situation of Post Office cluster boxes in the subdivisions. He discovered that he was unable to get a box at the North Pagosa Blvd./Piedra Road cluster box set, as they were full. Additionally he was told if new ones were to be installed in the subdivisions it would be up to the property owners to pay for and install them as well as place them. He stated a 16-unit box would cost $1,500.00. Director Ebeling added that his personal experience was that if you requested a cluster box unit in the subdivision and they were full, that your downtown post office box would be free. Director Smith added that the Board needs to be careful not to take actions that would benefit one group of homeowners and not benefit the whole. Director Smith suggested that Mr. Pawelec do some research and return to the Board with a written recommendation or proposal to consider. GM Lukasik would assist Mr. Pawelec with any information which could help.
• Linda Bohn of North Village Lake stated that she was aware that the Village Lake Buoy situation was not going to be addressed tonight, still awaiting attorney action, but asked if the buoys were going to be removed for the winter. She was told that they would be removed the following week for the winter by DPE Manager Lynch.

TREASURER’S REPORT

The October 2004 financial documents have been reviewed. No discrepancies or irregularities have been noted. The association has received $940,000, or 93.3% of the billed 2004 assessments of $1,008,000. For the same period in 2003, the collections were approximately $784,000, or 92.2% of the total $850,000 billed. Collections are now ahead 1.1% compared to the same period in 2003.

A 2-year $96,000 Edward Jones certificate of deposit (CD) paying 2.05% will mature in restricted reserve account 926-08326 on 11/15/04. A new CD will be established with Edward Jones immediately after maturity of the current CD. Terms will be disclosed in the December 2004 report.

COMMITTEE REPORTS

• One comment from Director Bundy about the possibility of the aerators proposed at Hatcher Lake possibly raising some controversy with regards to the visibility in the Lake. DPE Manager Lynch stated that the aerators would be hidden as well as possible, and that Hatcher Lake was such a large lake that they should not be overly visible in the lake. The new units would be silent and that the benefits should offset any drawbacks. DPE Manager Lynch also stated that the proposed aerators were documented in the September newsletter and that he only received two phone calls from property owners with minor concerns. No other comments on committee reports.

OLD BUSINESS

• Placement of the Village Lake Buoy lines – General Manager Lukasik stated that we were still awaiting the attorney’s draft of the agreement. This should be available as soon as the 12 th and that the Board would be informed when that was received.
• Road Advisory Committee – Director Smith commented that the members of the Association were not happy with the road situation and that any mission statement from the Advisory Committee should include maintenance cost estimates and suggest where the money will come from as well as defining a set of goals. Director Ebeling stated that he had talked to Dick McKee recently, and that Mr. McKee informed him that he would prefer to meet with the Road Committee before the new Commissioners are seated so that he could discuss his plan of road improvements and maintenance ahead of time. The Board concurred that this may not be a good idea and any Road Committee meetings should wait until after the new commissioners are seated.

RECURRING BUSINESS

• Property Owner Involvement and Initiative- Director Smith asked General Manager Lukasik if a monthly summary of progress could be presented to Board describing what was accomplished with regards to this issue during the month. General Manager Lukasik stated that he could do that.

NEW BUSINESS

• National Forest Fence-Topic was discussed. Director Bohl stated that he would like a consensus from the Board on the issue by the next meeting so it could be easily ratified during the December Board Meeting and Budget approval.
• Budget- Board was presented a draft of the 2005 budget in their Board packet, no action required or taken at this time. Final approval of budget will take place at December Board meeting. General Manager stated that carry forward amounts for 2005 would be e-mailed to Board by December 3 rd.
• Un-protested fines-Director Bundy moved to affirm the unprotected fines. Director Smith seconded the motion. Motion carried unanimously.

CORRESPONDENCE

• None

ADJOURNMENT

There being no further business, the meeting was adjourned at 8:22 P.M.

Respectfully Submitted,

Walt Lukasik, General Manager
Hugh Bundy, Vice President