Tres Valles West POA Board of Directors Meeting May 10,2011 Teleconference Call 2:00 p.m. MST, 3:00 p.m. CST MINUTES A regular meeting of the Board of Directors was called by Steve Keppers. All Board Members were present: Steve Keppers (President),Walt Lynn (Vice President), Rod Gerik (Secretary), Angie Chiquette (Treasurer), John Frederick, Gerry Rising and Monroe Menke. Notice to the Directors of the meeting was properly given. Karen Pursch called in for the Communications Committee but was only able to attend for twenty minutes. Kelli Dochter called in for Century Management. Other owners calling in were Greg Woods, Mary Woods and Maria Smith. AGENDA 1. ROLL CALL - Steve called the meeting to order at 2:03 p.m. MST. 2. PROPERTY OWNER COMMENTS - There were no owner comments. 3. APPROVAL OF PREVIOUS BOARD MINUTES - Draft minutes for the prior Board meeting had been previously circulated. Angie moved to approve the draft minutes for the meeting. Walt seconded. The motion was unanimously approved by voice vote. Rod will send out the final version of the approved minutes. 4. COMMUNICA nONS COMMITTEE • Web site status - The local weather link will be added to the new website. • Newsletter - The results of the Governing Document vote will be emailed to the owners. 5. FINANCIAL UPDATE • 2012 Budget update - Angie presented the proposed 2012 budget. There was a discussion about the water lease costs being in the budget and not in the water assessment fund - when plans were made for the assessment it was determined that water lease costs would be paid out of the Association budget. There was also a substantial discussion and a strong desire to be sure that we have found and included an 2012 costs in the budget. Angie noted that all spending in 2012 is being shown as expense, which includes capital expenditures. • 5-year planning - Angie updated the Board on the 5-year plan work in progress. Five items for the water system were listed. The Board requested "hard numbers" for those five items. Page 1
Transcript
Tres Valles West POABoard of Directors Meeting
May 10,2011Teleconference Call
2:00 p.m. MST, 3:00 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. Notice to the Directors of the meeting was properly given. Karen Pursch calledin for the Communications Committee but was only able to attend for twenty minutes.Kelli Dochter called in for Century Management. Other owners calling in were GregWoods, Mary Woods and Maria Smith.
AGENDA
1. ROLL CALL - Steve called the meeting to order at 2:03 p.m. MST.
2. PROPERTY OWNER COMMENTS - There were no owner comments.
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. Walt seconded. The motion was unanimously approved by voice vote.Rod will send out the final version of the approved minutes.
4. COMMUNICA nONS COMMITTEE• Web site status - The local weather link will be added to the new website.• Newsletter - The results of the Governing Document vote will be emailed to the
owners.
5. FINANCIAL UPDATE• 2012 Budget update - Angie presented the proposed 2012 budget. There was a
discussion about the water lease costs being in the budget and not in the waterassessment fund - when plans were made for the assessment it was determined thatwater lease costs would be paid out of the Association budget. There was also asubstantial discussion and a strong desire to be sure that we have found and included an2012 costs in the budget. Angie noted that all spending in 2012 is being shown asexpense, which includes capital expenditures.
• 5-year planning - Angie updated the Board on the 5-year plan work in progress. Fiveitems for the water system were listed. The Board requested "hard numbers" for thosefive items.
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6. ARCHITECTURAL REVIEW COMMITTEE - Mary reported that there have beenthree submissions; all were approved. They are: driveways for Lots 25 and 32, and anelectric fence for Lot 61.
7. REVIEW AND UPDATE OF GOVERNING DOCUMENTSGoverning Documents revision status - Rod reported that the final results of the voteare: 60 votes to approve; 5 votes to reject; 13 ballots not returned; and 2 votesreceived too late to count (both voted to approve). Work is now beginning to identifythe First Mortgagees so that requests for approval ofthe Governing Documents can besent to them.Access Trails Committee - Rod reported that at the last Committee meeting a smallsub-group of Committee members was appointed to develop a set of Rules fordevelopment and use of trails. He noted that the Committee members seem to havemuch more in common than they have differences regarding trails; a small workinggroup to resolve differences seems to be the quickest way for the Committee to achieveits objectives.
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8. COMMON AREA - See attached report.
9. TVW WATER SYSTEM - See attached report. There was also a discussion of thearea drought conditions and the need to update the Water System Rules. John will moveforward with the update, including mechanisms to deal with water shortages.
10. TVW POND WATER AUGMENTATION PLAN - See attached report.
11. ONGOING BUSINESS - Ranch clean-up day is scheduled for May 14.
12. NEW BUSINESS - The 2011 Annual Meeting was discussed. The principal pointwas whether to hold it on the ranch with lunch, or hold it somewhere else to reduceexpense. Angie will spearhead the effort.
13. DATE OF NEXT MEETING - The next meeting was scheduled for June 8,2011 at2:00 p.m. MDT.
The meeting was adjourned by Steve at 4:54 p.m. MST.
1. Bud Adams cattle to start grazing on or about 6/1. He has had a crew repairing andinstalling fence. I do not know how to respond to rumors that our neighbors are fixingthe fence as well. Have no direct knowledge of that. My guess is all the fence activityis Bud Adams. This should add to the value of our ranch.2. Access committee - Rod is the right person at the right time to take over.3. Front gate-the sensor mechanism has been malfunctioning. Greg Woods ishandling. May have more expense than planned. Has to be fixed.4. Front gate beautification- will be working on the switch of both auxiliary gates to eastside and cement pad when Monroe arrives. Hope to have complete by 7/15. Kiosk refurbishing - Busy to handle and fund. No one to interfere. It's her baby!! Shewill deserve glowing praise!!6.Dip sign redo - current signs temporaryl effective but not pretty- Greg Woods workingwith Northrup to have very nice version that is similar in look to other signs aroundranch with National Park look.7.Map of ranch adjustment - the current map used as rendering of TVW is inaccuratealong east and south boundary due to a trade of land several years ago betweenKreutzers and Crawford. I will be garnering info from the county as to the exactproperty lines. I will then offer the new rendering and history behind it for the Board toreview. I expect whatever I come up with will be challenged. We need to stop offeringincorrect maps of the property and have something we all believe is·right.8. Various planned road, water system and common area related projects aroundranch are being considered as to need, where they are in the 5 year plan, and fundsavailable. Any thoughts as to priorities in light of needs, funds available and 5 yearplan.9. White PVC road markers - we will be removing for summer. Very important inwinter, but not in keeping with the natural look in summer months.10. Ideas on semi official naming of roads, ponds and other spots around ranch. Notat county level but informally at the ranch level. Examples: Gill Hill, Lehman Pond,Angie's swail, Woods curve, Fraley curve, Linda lane, Smith pond, Menkestretch etc... No names need to be permanent, but it sure sounds more friendly than 3-2 etc ...
TVW Domestic Water SystemBoard of Directors Update
May 10,2011 board meeting
Water plant operations - Update since last board meeting on 5 April 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 - (see separate summary emailed to TVW board).
Water system repair
The water meter at the blue silo (Crawford) was replaced after failing. At the same time a leak in the"Crawford" 3 inch PVC line was discovered and fixed.
C.T. Ritchey Reservoir (domestic water system augmentation water)
The lack of stream water inflows and the warm, dry, and windy weather has impeded the filling of thereservoir. At the time the water commissioner notified that our filling period had ended the reservoirwas at approximately 2/3rdcapacity.
The cost estimate to install pipe in the inlet irrigation ditch to minimize water seepage into the groundprior to reaching the lined reservoir is being coordinated by Greg Woods.
Pond Augmentation Substitute Water Supply Plan (SWSP)
A lease renewal of 6.42 acre-ft of augmentation water will be submitted to D. Wallerstein this week tobe effective June 201 l-June 2012 at a cost of$9630. TVW is responsible for replacing 6.42 acre-ft ofevaporative losses while our water court application is pending.
John FrederickMay 10,2011
Tres Valles West Owners AssociationPond Augmentation - Water Rights Purchase Update
distributed for theTVW Board of Directors Meeting
10 May 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, 20] 1. 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.
• FinaUy, 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. 20! 1e 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 toclo. 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 25'h.
March 1,2011G.' TVW's attorney, Bill Caile, has contacted each of the objectors' legal counsel prior to the March 14, '::011
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 ] 4,2011 to respond, TV\'V's water attorney. Bin Caile, is
proactively contacting the four objectors to schedule meetings to determine what; if any, issues remain forthe objectors since their receipt of tile engineering report and proposed decree on November 12,2010.
December J. 2011e As per the Purchase & Sale Agreement with Seller a second $ i0,000 payment was sent to the Water
Purchase Escrow Account at Colorado East Bank and Trust. This escrow payment is credited toward thepurchase price.
The Seller, David Wallerstein, bas entered into an agreement with Petroglyph Operating for the lease andpurchase option of a J !60'" share of the Coler Ditch water (seller owns S/60ths). This is the same amountthat TV\V is purchasing. Petroglyph Operating has filed an application for change of water rights andapproval of plan tor augmentation in Case No. lOC\V61 (Division 2). As per the board conference call all
Monday, November 29,h, the iVW board decided not to enter into the Petroglyph case as an objector. Theboard retains the option to enter into the case at a later date.
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October 26, 2010The Application for Water Rights. Change of Water Rights, and Approval ofPJan for Augmentationincluding Exchange was filed on May 28, 2010.
~~ As per the Case Management Plan, our water attoruey, Bill Caile, sent an engineering report and proposeddecree to the objectors on November 12,2010.
Objectors will then have until March 14, 2011, in which to provide comments.
A second status conference is scheduled for March 22.2011.
