MEETING OF DIRECTORS
A meeting of the Directors of The Panorama Ranches (the “Association”) of Garfield County, Colorado was held on September 14, 2010, with the following persons present and acting:
- Patty Heydenberk, Association President
- Tim Moore, Vice President
- Jennifer Lassiter, Secretary
- Tony Merkel, Treasurer
- Ed Brown, Member at Large
- Davis Farrar Water Officer and owner
- Joel Holzman, ACA representative and owner
- Keith Edquist, Association Manager
Meeting topics: Water system report, well #2 update and actions, ACA update, financial reports, review website proposals, budget discussion and committee, 9th responsible governance policy.
The minutes of the meetings of July 12 were reviewed and approved by the Board with number of trail signage locations changed from 4 to 3. These minutes will be posted to the website.
Davis Farrar made a report in regard to the state of the water system, saying usage had dropped in the last 7 days to an average 19,900 gallons per day, vs. 21,170 gallons the prior week. Davis said state requirements for chemical testing continue to change. He said chemicals related to Panorama tank painting 7 years ago no longer have to be tested for, while other chemicals are now on a three year testing cycle. He said he would be taking some additional training shortly.
The Board determined to have inoperative water meter remotes replaced by Davis and then bill owners for this work. The Board authorized the purchase of 6 standard remotes since the meter remotes may soon be discontinued. Davis said that he would read meters at the end of the quarter (late in September). Manager Edquist asked for an update from Mr. Farrar for owners with inoperative meters remotes; they will be replaced sometime after the end of September. Davis also said the pumphouse could use a coat of paint, but no action was taken on this at this meeting. There was discussion of water use figures at Gerringer’s property, Manager Edquist stating he had called her in regard to excessive water consumption.
Mr. Farrar also offered to contact State Farm agent Todd Fugate in regard to association property covered by the State Farm policy, since Manager Edquist questioned the accuracy of the items currently listed there. In regard to periodic checking of fire hydrants on the system, the Board felt the checks made by Mr. Farrar are presently adequate. Edquist had presented some information on a company which paints, numbers, and checks hydrant operations. He was asked to retain this information in case such testing, painting and numbering are needed in the future.
Status of Well Upgrade Project
Shelton Drilling is doing the work, and was expected on this day to have reached the aquifer, and should be able shortly to case the well bore with 6 inch PVC. Director Merkel reported the depth reached as 350 feet. It is expected that water can be pumped out of the re-cased well by next May or June. Water service to Panorama is not expected to be interrupted by this work. President Heydenberk said bids for all additional costs would be needed shortly to begin 2011 budget preparation-specifically the costs to connect the newly cased well (excavation, plumbing and electrical expense, and reclamation work after all else is completed) to the water tank. Tony Merkel and Joel Holzman are to collect bids for this work for budgeting purposes, perhaps utilizing owners/contractors in Panorama.
In regard to the well easement, Mr. Farrar said the HOA needs to get the easement modified, which may or may not require an amended plat. Director Brown is to check with the county to see what is necessary in this regard. It is expected the old well should be cut, capped and welded shut, controls moved to the new well, a pad and collar be poured for the new well, and perhaps a pad for the pump house. It was thought the Zancanella plan would have such details included. Director Merkel is to investigate this as he continues to monitor the drilling.
Joel Holzman, representing the ACA, said he had nothing to report, as ACA has been quiet lately. He said he is still hopeful of having someone else take over his volunteer position as chairman, but had no new candidates. Between the July and September meetings, Director Merkel did look at the Desugny revegetation effort along the driveway cut and reported to ACA that it was unsuccessful.
The Board reviewed the August 31 balance sheet and the January –August Income statement. There is a discrepancy in the water income reported, that Manager Edquist is to investigate. Postage was over budget due to mailings related to ACA reviews. Electricity costs were investigated by management, and while more energy is being used this year than last, both the last two years show less use than three years ago. Director Merkel noted the growing owners’ equity figure of $91, 505.25. An owner’s suggestion for a security service for Panorama was not thought to have sufficient neighborhood support, and the Board took no action. Manager Edquist was asked to check on possible foreclosures reported in the papers, but not yet “Noticed” to the association. The aging report showed a few owners in arrears, Manager Edquist is to contact them and request payment of past due amounts, including late fees.
Director Merkel has posted two signs on the common space. These were approved for 3 locations on the property. Mr. Farrar felt each entry to the common space paths should be signed, and listed each of these. The Board determined to gauge early responses to the two signs placed before placing the third sign. Note was made that the small, “No Trespassing” signs affixed to one of the posts below the new wooden signs had been removed. Discussion took place about “No Trespassing” signage and the Board decided that posting a separate sign was not needed.
Water use on adjacent property
In respect of the 46 acre property adjacent to Panorama, the Board has in the past indicated the need for some agreement to pay for water used in fire suppression from the Panorama system, should that ever occur. President Heydenberk reports that the calls to this owner have not been returned. Director Moore volunteered to look into this further, with the intent to advise this owner that Panorama water is from a private system, to which only the owners of that system may have access. A certified letter was discussed which would advise this owner that water from the Panorama system is not available for use on the adjacent property, and that any water used for any purpose on that property would be billed for.
President Heydenberk presented two proposals for the creation and maintenance of a new
Panorama website, the final decision being unanimous in support of the proposal from
Evmikna Graphics. Total expense of accepted bid is $1070, with a 50 % deposit to be paid in 2010 and the remainder in 2011. A sample website from Evmikna can be viewed at littleelkcreekvillage.org Heydenberk, Lassiter and Edquist are to work with the vendor to create the Panorama website content and features.
Discussion of the 2011 budget resulted in designation of a committee of Heydenberk, Brown and Merkel, along with manager Edquist, to work toward a preliminary budget. A special budget meeting was set for Tuesday October 19th, 6 pm at Heydenberk’s.
Mr. Edquist mentioned new legislation in Colorado which will affect Panorama:
Registration of the HOA with the Division of Real Estate by January 1, 2011. Director Merkel had new information in this regard he passed along to Mr. Edquist
A draft by Manager Edquist of a proposed ninth Responsible Governance Policy addressing Reserve studies, was reviewed by the Board and unanimously approved for signing at the next regular meeting of the Board..
Next Meeting—was set for Tuesday November 16th.
There being no further business to come before the Board the meeting was adjourned at 9:20 pm.
Keith Edquist, EMRE LLC, association manager.
PANORAMA RANCHES OWNERS ASSOCIATION, INC.
Patty Heydenberk, President