jULY 20, 2019
Meeting commenced at 10:02,
18 property representatives present of 30 required for quorum
No quorum met
Board members present: Butch Beardsley, Charles Norton, Mike Crenshaw, Jim Crenshaw, Jim Swaagman, Bill White, Wally Sanderson, Vern Crossley
Board members absent: Shawn Gillis
First order of business: present minutes from previous annual meeting (Note: Without a quorum, the prior minutes could not be approved. However, copies were available for review.)
Second order of business: Board Elections--Wally Sanderson, Charles Norton, and Butch Beardsley all ran unopposed and were re-elected to 3-year terms as directors on the board.
Third Order of Business: New Updates in Subdivision
Butch informed the attendees of the following items.
First, the POA installed a new pump and motor for the well in January. He noted that he and Mike supervised the replacement and installation, and shared statistics about the well, which is 555 ft deep, has a 70 ft water column, and static water column that is 475 ft. deep. The new pump can move water at a rate up to 50 gpm pump. Butch told the property owners we have plenty of water, everything is running fine, and he would make more information available if property owners request it.
Next, he discussed updates to the pond over the last year. Residents placed more rocks around the pond's edge, landscaping performed, wildflower seeds scattered, and the POA installed a new drainage pipe (due to people throwing rocks into the original pipe, it became obstructed. The POA tried unplugging the pipe, but there was too much debris and the pipe maybe collapsed, so we added an overflow pipe at static water level of the pond.
Tony Craig asked what prevents someone from plugging it? Butch answered it cannot be plugged because of position of pipe, but said no guarantees another problem won't come along.
Butch also asked the property owners to help control the duck population by refraining from introducing more ducks to the pond. He referred to the pond expert who spoke to the board last year about the health of the pond and said we had too many ducks. We lost one duck from being run over earlier in the week and the board has no plans to replace any ducks any time soon.
Butch discussed changes to the way the POA manages the water system, due to the Water Sanitation Survey that happened on April 30: the state drinking water bureau determined that because the water system can supply a population of 663 people, we need to increase our sample sites from 5 locations in to 10. However, the next lead and copper tests will not happen until 2021. No changes are made to sample sites for bacteria or chlorine. Butch also announced the re-establishment of the Joint Water board, which would meet later that day at 3:00 with representatives from all 5 units that utilize the water system. The intent of the first JWB meeting is for the members to get acquainted, share materials, and become familiar with manuals that will continually be updated.
Fourth Order of Business: Roads--Butch announced to the property owners that we are waiting until the monsoon season starts to work on the roads, so the moisture can provide a more efficient environment for blading and compacting the roadway by Batte Enterprises. Unfortunately, the monsoon is late this year, so the subdivision is dealing with rough roads as well as dust. Moisture could be added, but it would not be an “environmental way” to solve the problem. More materials like gravel could be added to the road, but would quickly wash away if it is not properly compacted. Butch reiterated the roads are a high priority agenda item, so “bear with us so we can spend money wisely on the roads.”
To minimize the dust, Butch reminded all in attendance that we have a recommended speed limit of 15 mph. We cannot enforce it other than courtesy reminders for others such as visitors to slow down. Sheriff will not enforce speed limits in our subdivision because it is private property. Bill White added the speed limit not enforceable, but as it is posted, it sets community standard, and so, civil suits in speed limit disputes would be possible and community standard would be considered by a judge.
Fifth Order of Business: Treasurer's Report
Copies of the Profit and Loss Report as well as a Balance Sheet were available for those who attended the meeting.
Robin Faux summarized the reports, noting an income of $51,376, which was $1862 less than the previous fiscal year. She reported total expenses adding up to $54392, which was $2111 more than the previous year. These figures resulted in a net loss of $3016. Robin said one contributing factor to the loss was timing of maintenance dues payments. Several payments were received late, so they would not show up on the current years profit and loss. They will be added into next year's figures. Another factor that influenced the loss was the expense of replacing the pump and motor for the well, which cost the POA $6383, one half of the total expense of the job (Units 2&3 paid the other half.) Finally, waste disposal expenses increased by $111 monthly.
Robin noted “the good news” is the POA has $161,790 in current/liquid assets, $48,069 in fixed assets and no debt. So, the total equity of the POA is $210, 039.
Sixth Order of Business: Water Report
Burt Hungerford asked, “What was the water level from last year?”
Butch explained we're limited on how much we can research that. New Mexico Tech had been monitoring the water levels; they wanted to upgrade the monitoring technology, but there was not enough space in the casing for the monitoring equipment when the new pump and motor was installed. Regardless, based on the stats we had at the time of the replacement, Butch says he is confident we have a good water supply.
Copies of the Consumer Confidence Report were available for property owners to review. More than 70 contaminants are monitored in the water system, but Robin the state requires nine of them to be reported in the CCR. Robin said all of the contaminants we test for, even the ones not included in the CCR were either not detectable or well within the limits set by the EPA. Butch explained the water is disinfected with chlorine dripped in with quill system in units measured as parts per million (ppm). We only need presence of chlorine to disinfect water. In addition to testing for contaminants and metals, we test for “naturally occurring radioactive materials” (NORM) which are found in all hard rock. The tests of our water system show no hazardous levels.
Seventh Order of Business: Open Discussion
Robin introduced the Luoma and Koonce families as new neighbors attending the meeting. Both families purchased homes in Cloud Country West in the last year.
Martin Ross asked will JWB consider new storage tank Butch answered no because today's JWB meeting was only for introductions and obtaining contact information of its members; they will consider new storage tank on a subsequent meeting.
Toni Craig asked why January's water consumption higher in 2019 compared to 2018?
Butch explained the old meter was faulty and likely reading higher gallon consumption than what was actually happening.
Wally Sanderson, as chair of the roads committee, said he knows roads getting worse, but will be fixed with monsoon. He noted Batte Enterprises recently repaired the bridge area. Though it may be more expensive, the board hopes the new materials Frank Batte used on the bridge may erode less.
Butch added driving recommendations when turning to “ease into turn” to reduce washboard effect (result of high fuel economy vehicles) that happens at the intersection of Trading Post and Cloud Country West Road.
Snow Removal: many residents who have taken care of it are now moving out, to hire Frank Batte is expensive. But we may need to rely on contractors more often. If you rent your house out, make sure they know we do not plow private property. Please have a plan to have private drives shoveled. Toni Craig suggested updates on the POA website to include lists of snow removers, handymen, and other service contractors for property owners to have a resource. Robin said she was planning on creating a page on the site for this purpose, but it was on her to-do list and would take time to complete.
Traci Beardsley asked the property owners who rent their cabins to please provide information to renters, and snow shovels for them to have ways to clear driveways so they are not dependent on POA board members to help them clear driveways. She noted several board members spent days helping neighbors and vacationers dig out of the last major snowfall in December. Burt Hungerford added that renters need to be advised about the likelihood of snow, that renters need 4x4, and have towing information. Judy Hungerford followed Burt's comments and said “thank you for all work and extra maintenance. Basically, we're all nice people.”
Martin Ross said the board is doing a great job. He believes the POA has a good liquid situation on books. He also suggested the need to mow lots, as tall grass leads to a fire hazard. Martin said he and Brenda have lived here 24 years, and “we have best subdivision on mountain.”
Jeri-Lynn Sandusky thanked all of the residents who have made pond look beautiful.
Butch announced the minutes and treasurers report would be available on the POA website.
Marian Treat asked if there is a new roster for neighbors with contact information. Robin said there had been discussion about updating the roster, but distribution and maintaining appropriate privacy were considerations. Brad Koonce suggested NextDoor (website and app) is a secure way to keep track of happenings in the neighborhood.
Martin Ross encouraged property owners to purchase adjacent properties, because they do not pay additional POA dues for the extra land if it shares a border with the owner's current property. Harry Mueller asked about property auctions. Butch explained we do not have information about whieh properties are available for sale at tax auctions, but the County Assessor would have that information.
Judy Hungerford asked if the POA had any legal rights to mow to reduce fire danger from a community standard standpoint. Bill White said the POA would not have legal rights to mow someone else's property and noted “anyone can sue for any reason.” However, in the case of a wildfire that destroyed property, the owner could be held liable in a civil case. Butch noted the POA recently mowed along roads (right of way), hired Jeremy Adams because mowing the grass that surrounds the clubhouse took several neighbors all day to complete.
Traci Beardsley suggested the board release funds to “spruce up” the clubhouse. Judy Hungerford expressed agreement. (Note: without a quorum, the board could not make a decision on this suggestion, but they listened to the request.)
Brenda Ross asked if the board can talk to people who have parked cars unmoved on property for over a year. Butch answered that the board has no legal right to ask someone to remove junk cars as long as they're on private property. The way such matters are currently handled is to write a letter asking the party to remove the offending item from the property. The letters are “making headway,” with some neighbors. Next step would be to rewrite restrictive covenants, which requires majority of property owners, but we cannot get a quorum for an informational meeting, let alone to make changes. Harry Mueller asked, “could we put a parking facility somewhere?” Butch answered RVs and trailers can be parked at the clubhouse. Burt Hungerford added parking at the clubhouse is for storage only; it is not permissible to live in the RV while it is sitting near the clubhouse.
Meeting adjorned at 10:59