Board Meeting Minutes

PAGOSA LAKES PROPERTY OWNERS ASSOCIATION, INC.
Regular Board Of Directors Meeting
Thursday, January 13, 2005
MINUTES

Vice-President Bundy called the regular monthly meeting of the Pagosa Lakes Property Owners Association Board of Directors to order at 7:02 P.M. in the Pagosa Lakes Community Center, 230 Port Avenue, Pagosa Springs, Colorado.

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

APPROVAL OF AGENDA & MINUTES

Agenda-General Manager Lukasik requested that an item D be added to the New Business section of the Agenda. Item D would become the Animal Control Contract with Archuleta County for 2005.Director Bundy asked that item A be removed, Appointment of New Committee Member, as the applicant had withdrawn her application.

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

• Minutes of the December 9, 2004 Regular Board Meeting – A motion was made by Director Smith to approve as written, and seconded by Director Nobles. Motion carried unanimously.

GENERAL MANAGER’S REPORT

• The Sheriff’s Department Animal Control statistics for the month of December show 3 reports taken, 8 dogs impounded, 0 cats impounded, 1 cruelty case, 8 dogs returned to owners, 14 verbal warnings issued, 4 written warnings given, 29 miscellaneous citizen contacts made, 3 summons issued, 25 calls from dispatch to the animal control officer for service. The noted cruelty case was determined to be a non-cruelty case. During the month of December, the Pagosa Lakes Animal Control Officers attended training sessions from December 6 th through the 12 th.

• For the entire year of 2004 t he Sheriff’s Department Animal Control statistics show 48 (56) reports taken, 67 (66) dogs impounded, 5 (2) cats impounded, 5 (3) cruelty cases, 68 (48) dogs returned to owners, 99 (56) verbal warnings issued, 33 (23) written warnings given, 266 (169) miscellaneous citizen contacts made, 6 (7) summons issued, 144 (139) calls from dispatch to the animal control officer for service. Numbers in brackets ( ) are the statistics for the balance of Archuleta County for 2004, excluding Pagosa Lakes.

• Owners Initiative - A meeting was held on Friday morning, January 7 th. Notes from that meeting will be distributed at the Board meeting.

• Agreement Concerning Use Of Village Lake – All owners within the buoy line area are reviewing the DRAFT of the Agreement noted in my December report. We are awaiting the results of the meetings being held between the property owners. The buoy line was removed from the lake. This is standard procedure during the winter ice-over months as a maintenance item to preserve the buoy line. John and Terri Hoehn of 140 Peninsula have been very helpful in acting as their neighborhood representatives in this matter.

• All articles for the Spring 2005 Association Newsletter must be received into the Administration office by February 1 st. While the President and Treasurer always submit reports, any articles of interest may (subject to editing) be placed into the newsletter.

• Statements for 2005 assessments are being prepared at the time of this writing. They are expected to be mailed by the time of the Board meeting. 4,720 statements were printed. That number includes statements for multiple owned properties where several properties are indicated on a single statement.

• Confusion continues over policies being established by the Postal Service and Archuleta County Road and Bridge over private mailbox usage. General Manager Lukasik has sent a letter to the local postmaster clarifying the position of the Association. The letter asks questions as to the clarification of the issues so that property owners can be informed of approved processes enabling them to place individual mailboxes for reception of mail. It is unclear at this time as to whether or not a permit from Road & Bridge is required for this. Between information that will be received from the Postal Service and Road and Bridge, we will be able to arrive at written instructions, which can be furnished to interested property owners.

• Accountant Mike Branch will start the audit process for the Association’s 2004-year end on January 13th. The process has typically taken two to three weeks to complete.

• We have had some additions to the Association business library. (A listing of the complete library was included in the Board packets.) If you wish to check out any of the items, stop by the Administration office.

PUBLIC COMMENTS

• There were no public comments.

TREASURER’S REPORT

The December 2004 financial documents have been reviewed. No discrepancies for irregularities were noted. The Association has received $971,000, or 96.3% of the total $1,008,000 2004 billed assessments through December 31, 2004. Collections are now 1.1% ahead compared to the same period in 2003.

A 1-year $75,000 Edward Jones certificate of deposit (CD) paying 2.80% maturing on 12/29/05 was purchased in restricted reserve account 926-08326. This CD replaces a portion of the Morgan Stanley CD, which matured on 12/13/04 with proceeds totaling $104,418.24. The balance has been invested in another CD, which will be shown on the January 2005 financial report. The IDC bank rating category has been deleted from PLPOA financial reports as Edward Jones now only subscribes to the Sheshunoff rating system.

COMMITTEE REPORTS

• Recreation Center Committee –– Minutes of the January 3, 2005 meeting provided.
• 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

• None.

RECURRING BUSINESS

• Property Owner Involvement and Input Initiative - Notes from the January 7 meeting of the committee were provided. Director Smith requested that General Manager Lukasik continue to maintain momentum, and request that the Committee write a Charter to help keep on target. He requested that General Manager Lukasik help the Committee to keep it’s focus on the set of objectives that Director Smith had outlined in his original outline: to determine what is working, to determine what the property owners would like changed or enhanced, and what direction the property owners would like to see the Association take in the future. General Manager Lukasik replied that Chris Philips has been in charge of just that; working on a Mission Statement for the project, and formulating a 1-page set of points and questions designed to solicit input from the property owners. The next meeting of the group is on February 4 th, 2005, at which time a draft should be complete. Director Bundy asked that the Board receive copies of correspondence from General Manager, so that they can stay informed.

NEW BUSINESS

• Approval of 2005 Retainer Agreement with Orten & Hindman – Director Payne moved to approve the retainer agreement, and Director Uehling seconded the motion. Motion was carried unanimously.
• Un-protested fines -Director Nobles moved to affirm the eight DCC unprotested fines. Director Payne seconded the motion. Motion carried unanimously.
• Animal Control Contract – Last year’s contract has been extended until this year’s contract can be completed. General Manager Lukasik was requesting signature authority from the Board to approve the 2005 Animal Control Contract with Archuleta County when it becomes available. Director Smith moved to allow an additional extension of the contract, and authority to enter into a new contract with the county under the parameters discussed. Director Payne seconded the motion. Motion carried unanimously.

CORRESPONDENCE

• Thank you letter from Lake Hatcher Property Owners.

ADJOURNMENT

There being no further business, the meeting was adjourned at 7:45 P.M.

Respectfully Submitted,