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Tres Valles West POABoard of Directors Meeting
June 14,2011Teleconference Call
5:00 p.m. MST, 6:00 p.m. CST
MINUTES
A regular meeting of the Board of Directors was called by Steve Keppers. All BoardMembers were present: Steve Keppers (President),Walt Lynn (Vice President), RodGerik (Secretary), Angie Chiquette (Treasurer), John Frederick, Gerry Rising and MonroeMenke; Gerry had to leave at 5:45. Notice to the Directors of the meeting was properlygiven. Karen Pursch called in for the Communications Committee. Other owners callingin were Greg Woods and Maria Smith.
AGENDA
1. ROLL CALL - Steve called the meeting to order at 5:00 p.m. MST.
2. PROPERTY OWNER COMMENTS - Greg asked what the Board was going to doabout a fire ban. John noted that Huerfano County has a Stage 1 fire ban in place; Johnalso has a fire ban sign which will be posted at the entrance.
3. APPROVAL OF PREVIOUS BOARD MINUTES - Draft minutes for the prior Boardmeeting had been previously circulated. Angie moved to approve the draft minutes forthe meeting. John seconded. The motion was unanimously approved by voice vote. Rodwill send out the final version of the approved minutes.
4. COMMON AREA - Since Gerry had a few minutes before he had to leave theCommon Area report was moved up in the agenda. See attached report.
5. COMMUNICATIONS COMMITTEE• Web site status - Some documents that were on the old website are not on the new
one. Karen will add them to the new website.• Newsletter - Karen noted that it is time for another newsletter. A discussion of what
to include in the newsletter followed.
6. FINANCIAL UPDATE• Angie noted that several owners were delinquent in their payments and that the Board
needed to address whether they would have their vote suspended. After discussion,Rod moved to suspend the voting right of any owner greater than ninety days behindin any payment to the Association. Angie seconded. The motion was unanimouslyapproved by the Directors present (Gerry having had to leave) by a roll call vote.
• Angie quickly reviewed the May 2011 month-end financials.• 2012 Budget - Angie presented the proposed 2012 budget, revised from the June 8
Board Budget Meeting. There was a general discussion about the budget. Rodmoved to accept the budget. Monroe seconded. The motion was unanimouslyapproved by the Directors present (Gerry having had to leave) by a roll call vote.
• 5-year planning - Angie stated that the 5-year plan had been placed on the backburner because of work on the 2012 budget.
7. ARCHITECTURAL REVIEW COMMITTEE - In Mary's absence, Steve reportedthat the only submission was by John for an electric fence for his lot.
8. Secretary's Report• Governing Documents revision status - Rod reported that consent packages were
mailed to twenty first mortgagees on May 18. June 20 is the deadline for the firstmortgagees to reject the proposed governing documents. Once there is full approval,the documents will be finalized, signed and recorded in the Huerfano County Clerk'soffice. The documents will then be posted on the TVW website. A matrix of howvarious actions are taken under the proposed documents was distributed as a "go by";the matrix was prepared by Maria Smith and Kathy Carrell.
• Access Trails Committee - Rod reported that the Committee has prepared and sent tothe Board a proposed set of Common Area Rules and Regulations, a proposed Trailsand Common Area Access document proposing new trails and access points (anddescribing existing trails), and a map ofthe trails. John moved that the Boardapprove these documents and that they be sent to the Owners to be voted upon at the2011 Annual Meeting. Monroe seconded. The motion was unanimously approved bythe Directors present (Gerry having had to leave) by a roll call vote.
• Nominations - Rod reported that Tommy Strickland had requested to run for theBoard and that Ron Gieser had withdrawn his request to run. Rod and Steveannounced that they would not run for re-election. It was decided to (a) ask eachcandidate to submit a short paper outlining their qualifications which will be in a mailout to the owners, (b) send an email blast to all owners making another request forcandidates, and (c) think about whether there should be a panel or debate process forcandidates at the annual meeting.
9. TVW WATER SYSTEM - See attached report. John also distributed a draft WaterSystem Rules and Regulations and asked for comments.
10. TVW POND WATER AUGMENT AnON PLAN - See attached report. John alsoreported that, based upon recent projections from the engineering and law firms, that theircosts will be $15,000 - $22,000 greater than originally projected in our budget for theproject.
11. ONGOING BUSINESS - The 2011 Annual Meeting will be from 1:00 - 4:00 p.m.on August 6 at the La Veta Community Center. Costs for the meeting are expected to be
in the range of$150, excluding mail out costs.
12. NEW BUSINESS - None.
13. DATE OF NEXT MEETING - The next meeting was scheduled for July 5, 2011 at2:00 p.m. MDT.
The meeting was adjourned by Steve at 7:15 p.m. MST.
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Re:Common area report 6/14/11
From: Gerry Rising ([email protected])
Sent: Tue 6/14/11 9:36 AMTo: [email protected]; Angie Chiquette ([email protected]); John Frederick [email protected]);
Monroe Menke ([email protected]); Rod Gerik ([email protected]); Steve Keppers([email protected]); Walter Lynn ([email protected])
TVW Board,
My report for our meeting today is as follows:
1. The Bud Adams heard is now on the ranch. He delivered them over the weekend.Interestingly he could not secure permission to go through the neighbor's ranch directly into our eastvalley, so he brought them in through the front gate, penned the cow calf's near the dumpsters and thanafter a few hours let them free. Had some fence issues along the state hiway border. Fence should befixed today by the state.. Many thx to all that helped; Brian and Angie Chiquette for opening the gateand announcing the presence, Monroe Menke and Tom Strickland for the logistics of dealing with Budas well as Greg Woods and Tom Caseno for the loose cow outside the fence issue.
Anticipating John Frederick's question regarding next years options for ranchers, weneed to start looking at possible alternations. I want to be sensitive to Bud Adams and not approachhim on any grazing rate issue until I know we have a very solid alternative offer. The best option wouldbe to show Bud a better offer and then have him match it. Please be careful, in our effort to get a betterdeal we do not want to finf ourselves in worse shape trying to make a point about this issue. I wouldappreciate knowledge of any possible alternative rancher candidate. I think the answer to .....is this acompetitive bid situation? ..... is that the rate is important but there are other subjective factors that theBoard will consider before making a final decision.
2. Front Gate beautification - Since most of the money raised has be used we arein a difficult position regarding the Monzano Energy commitment since they offered 50% up to$5000. Looks like the 50% will limit us to $2000 total for the cement pad. Will have more toreport in a few weeks.
3. Front gate electronics - very temperamental but we do have a maintenancecontract.
4. Road maintenance - have worked out priorities with budget committee. BrianMiller will start work on several road and common area projects in about 2 weeks. Should becomplete in 4 weeks. I understand the roads are bumpy, but nothing can be done without rain tosoften them first and then it may amount to pulling the rail behind someone's vehicle. TheBudget has been cut so we are looking at our priorities very carefully. The Budget even with thecuts seems workable. No complaints.
5. Spring cleanup went well. Thx to all the volunteers. The Ranch looks realclean, real sharp. It doesn't just happen, our volunteers make it happen.
6. Weed killing effort to happen in early July.
Thx, Gerry
Gerry Rising303-594-6950
http://co123w.col123.mail.live.comlmaillPrintMessaQ:es.asnx?cnids=h?hf':O~"'i? _QhQ1_ 11 plL h./l Lif'){)ll
TVW Domestic Water SystemBoard of Directors Update
June 14,2011 board meeting
Water plant operations - Update since last board meeting on 10 May 2011.
Daily monitoring of plant - Angie remotely monitors the plant each day and alerts Greg, Mark andJohn of any concerns which may require a plant visit.
Greg, John, Mark make water plant visits as necessary. TVW's water plant operator, Bob Northup,visits the plant on Sundays.
Replacement computer and related software research continues. Maria Smith is spearheading thisproject.
Water system repair
Plant computer "off-line" for one week while software "image backup" undertaken. As of June 12th,plant computer and software operating normally.
C.T. Ritchey Reservoir (domestic water system augmentation water)
Received one cost estimate to install pipe in the inlet irrigation ditch to minimize water seepage intothe ground prior to reaching the lined reservoir. Other bids being solicited.
Pond Augmentation Substitute Water Supply Plan (SWSP)
A lease renewal of 6.42 acre-ft of augmentation water agreed to by D. Wallerstein effective June 2011-June 20] 2. Renewal lease and payment of $9630 submitted. TVW is responsible for replacing 6.42acre-ft of evaporative losses while our water court application is pending.
John FrederickJune 14,2011
Tres VaDes West Owners AssociationPond Augmentation - Water Rights Purchase Update
distributed for theTVW Board of Directors Meeting
14 June 2011
June 14, 2011• A telephone status conference before the Water Court Referee was held on May 25th. Referee
reported she has contacted the Division Engineer's Office regarding the fact that the DivisionEngineer's Consultation Report has not yet been issued. No explanation from the DivisionEngineer as to the reason. Referee set a deadline of June 27, 2011 for Cucharas Sanitation andWater District to provide written comments on the proposed decree and engineering. Refereeinformed by TVW counsel that engineers for Huerfano Cucharas Irrigation DistrictlTwo RiversWater Company have not provided a response as to the additional engineering information theyseek as outlined in their objection letter. TVW counsel to respond to comments and informationprovided by Crawford and Walsenburg by June 27th. Next status conference scheduled for July 19,2011.
May 9,2011• Per TVW's water attorney, Bill Caile, we are waiting for information from several parties, including the
State (see next bullet point). The next status conference before the Water Referee is scheduled forWednesday, May 25, 201]. Bill will push for progress during the next two weeks prior to the conference,and will bring any deficiencies up with the Referee at the status conference.
• Final1y, the Division Water Engineer has not issued a "Consultation Report," which is required before anydecree can be entered. Bill made the Court aware of this fact and the Referee indicated she would promptthe Division Engineer's office
April 5, 2011• TVW has settled with one of the four objectors. Two of the three remaining objectors filed comments
regarding TVW's engineering report with the water court referee, with the remaining party so intending todo. TVW's engineers have met with one of the remaining objectors to more fully understand the objectorsconcerns. At this time, TVW has not received any objections which appear to be insurmountable. A thirdstatus conference with the water court referee is scheduled for May 25th
•
March 1,2011• TVW's attorney, Bill Caile, has contacted each of the objectors' legal counsel prior to the March 14,2011
response deadline. TVW and Travis Crawford (Silver Mountain Preserve) have agreed in principal to enterinto decrees for each of the parties' cases. TVW has received no substantive comments from the other threeobjectors. The next water court referee status conference is March 22.
January 18, 2011• Although the objectors have until March 14,2011 to respond, TVW's water attorney, Bill Caile, is
proactively contacting the four objectors to schedule meetings to determine what, if any, issues remain forthe objectors since their receipt of the engineering report and proposed decree on November 12,2010.
