Board Meeting Minutes

PAGOSA LAKES PROPERTY OWNERS ASSOCIATION, INC.
Regular Board Of Directors Meeting
Thursday, December 9, 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.

Board & Staff Members Present
David Bohl - President
Hugh Bundy - Vice President
Pat Payne - Secretary - absent & excused
Fred Uehling - Treasurer
Bill Nobles - Director, absent and excused
Gerald Smith - Director
Fred Ebeling - Director
Walt Lukasik - General Manager
Gloria Petsch- Recording Secretary

APPROVAL OF AGENDA & MINUTES

Agenda-General Manager Lukasik requested that an item B be added to Old Business. B would become the amended 2004-02 resolution.

• A motion was made by Director Bundy to approve the agenda as amended. Motion was seconded by Director Ebeling. Motion carried unanimously.

• Minutes of the November 11, 2004 Regular Board Meeting – A motion was made by Director Bundy to approve as written, and seconded by Director Ebeling. Motion carried unanimously.

GENERAL MANAGER’S REPORT

• The Sheriff’s Department Animal Control statistics for the month of November shows 19 reports taken, 12 dogs impounded, 0 cats impounded, 3 cruelty cases, 7 dogs returned to owner, 13 verbal warnings issued, 2 written warnings given, 31 miscellaneous citizen contacts made, 4 summons issued, 20 calls from dispatch to the animal control officer for service.

• Owners Initiative - A meeting was held on October 23 rd with eight property owners serving on the Committee. Three other owners have volunteered but were unable to attend this particular meeting. The primary purpose of this Committee is to aid in formulating marketing strategies aimed at gaining property owner participation in a review process. They reviewed the same presentation given to the Board a few month’s ago which pointed out the “confusions” existing within our current governing documents and the difficulties in interpreting various conditions in the enforcement of those regulations. The members will be given a synopsis of notes from the meeting and they have additionally requested copies of enforcement documentation to study prior to the next meeting. As with all groups trying to gather at this time of year, we will be working around holiday schedules for future meetings.

• A DRAFT of an Agreement Concerning Use Of Village Lake has been received from our counsel. DPE Manager Larry Lynch and General Manager Lukasik have reviewed it and several modifications have been made. General Manager Lukasik then met with a representative of the owners within that section of Village Lake behind the proposed buoy line placement. They have made further recommendations for modification. Several other owners within the buoy line area are reviewing the Agreement. By the January meeting we expect to be able to furnish an amended DRAFT of the Agreement to the Board for discussion.

• This has been a busy year for property transfers. The Accounting Department will have processed about 1,200 property transfers by year-end, which is a higher than usual number. As you know, an out of state company has purchased almost 350 lots in Pagosa Lakes. Discounting those purchases, the total transfers for the year is 200 properties higher than our average of 650 transfers per year. Construction permits for the year remain low with year to date totals of 96 SFR’s, six multi family projects and one mobile home.

• The Association is making a change in our employee health insurance program. We will be keeping our same insurance carrier, Rocky Mountain HMO, but, in order to take advantage of recent Federal legislation, we are creating a Health Reimbursement Arrangement (HRA) for our employees. Under the HRA, the Association will deposit $120.00 per month into each employee’s HRA account to be used by the employee for allowable health care expenses. If the employee does not use all of the funds in their HRA during a calendar (plan) year, the funds will remain available to that employee for the next plan year. When an employee ceases to be an employee, the HRA dollar amount up to the termination date belongs to that individual. The HRA is owned by the individual and the individual is responsible for all procedures and fees related to their plan.
  We will be keeping the same Flexible Spending Account (Cafeteria Plan) benefit we have at the present time. Most of our employees utilize the plan.
  There will be no increase in overall costs to the Association. Because of our record of minimal health coverage claims and the fact we will be utilizing the HRA accounts, our actual health insurance premiums will be reduced. There are some minimal set-up costs as we will be changing administrators of the programs. The administrator for these plans is the person who previously administered our Flexible Spending Account while at a different firm. We are changing administrators because the previous firm does not administer HRA accounts.
  All staff members have been presented with information regarding the program and are accepting of the change.
  If you wish to review the documentation for the plan in its entirety, please contact Don Arries at the office.

PUBLIC COMMENTS

• Jerry Baier, of 172 Caleta Place, inquired as to the regulations regarding dogs roaming freely within Pagosa Lakes. He was informed by the General Manager that the Association pays the County for an animal control officer specifically for Pagosa Lakes, and that he needs to call county dispatch with his concerns. Mr. Baier then requested that something be placed in the building packet informing contractors that dogs shall not be allowed to run free.

TREASURER’S REPORT

The November 2004 financial documents have been reviewed. No discrepancies for irregularities were noted. As noted in the General Managers report, the Association has received $959,000, or 95.1% of the total $1,008,000 2004 billed assessments through November 30, 2004. Collections are now .5% ahead compared to the same period in 2003.

A 1-year $97,000 Edward Jones certificate of deposit (CD) paying 2.70% maturing on 11/23/05 was established in restricted reserve account 926-08326. This CD replaces the $96,000 2.05% CD which matured on 11/15/04. Morgan Stanley has been notified that they should send PLPOA proceeds from a $100,000 CD paying 4.1% after it matures on 12/13/04. A replacement CD will be purchased through Edward Jones Company because they will disclose bank ratings whereas Morgan Stanley will not.

COMMITTEE REPORTS

• Recreation Center Committee –– No meeting held since last Board meeting.
• Lakes, Fisheries & Parks Committee – No meeting held since last Board meeting.
• Ad Hoc Lake Study Committee – No meeting held since last Board meeting.
• ECC agendas and minutes are included in the DCC report for your information. ECC board liaison Ray Finney’s report is included.

OLD BUSINESS

• Road Advisory Committee – Director Bohl informed the Board that Bill Ralston has spoken to the newly elected commissioners, and they would like PLPOA to combine our efforts with theirs. He stated that this may slow us down a bit with our Committee, but may be beneficial in the long run. Director Ebeling then informed the Board that County Engineer Sue Walan is trying to get newly written roads specifications passed by the current County Commissioners before they leave office.

• Resolution 2004-02 required an amendment correcting the date and wording. Director Ebeling made a motion to approve the amended resolution, and Director Uehling seconded the Motion. Motion carried unanimously. The Resolution is numbered 2004-02 (Amended).

RECURRING BUSINESS

• Property Owner Involvement and Initiative- General Manager Lukasik reported on this in his manager’s report to the Board. Director Smith asked if Lukasik could also add to his report each month, as to what progress is to be attempted for the following month.

NEW BUSINESS

• Property owner Arthur Matcham applied for a vacant position on the ECC committee, and was interviewed by the Board prior to the Board meeting. Director Smith made a motion to approve the appointment. Director Bundy seconded the motion. Motion was carried unanimously.
• Budget- Director Smith inquired if the Proposed 2005 Budget was inclusive of the amount for the Forest Boundary fence. He was informed by General Manager Lukasik that it was, as a Reserve Expense. Lukasik also informed the Board that Sue Passant, DCC Office Manager has managed to save $200-$250 per month with a new office copier. Director Uehling made a motion to approve the 2005 Budget. Director Bundy seconded the motion. Motion carried unanimously.
• Un-protested fines-Director Smith moved to affirm the eight unprotested fines. Director Uehling seconded the motion. Motion carried unanimously.

CORRESPONDENCE

• None

ADJOURNMENT

There being no further business, the meeting was adjourned at 7:32 P.M.

Respectfully Submitted,

Gloria Petsch, Recording Secretary
Hugh Bundy, Vice President