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January 10, 2006
Meeting Minutes - January 2006
Minutes of Board of Directors Meeting
January 10, 2006
Board Members Absent: Elliot Simon
Guests Present: Joey Loudin, Freya Campbell, Gale Klimes, George Klimes, Debbie Cogle, Anna Bates, Brenda Elder, and Isabelle Simon.
Bill Ramsey called the meeting to order at 7:05 PM.
Bill Ramsey appointed Kelly Riner as Secretary.
Minutes:
1. The minutes from the December 13, 2005 meeting were presented. Motion to approve the minutes made by Art Hanson, 2nd by James Riner.
Treasurer’s Report: Isabelle Simon Reported for Elliot:
1. For the period ending January 10, 2006: The total money market and road maintenance accounts have $. The administrative fund has $.
2. The invoices for the 2006 Road Maintenance have been mailed totaling $. Some payments have already been received.
3. The final truck payment has been made.
Committee Reports:
Roads Committee: Art Hanson Reported.
1. 15 tons of sand have been delivered for placement in barrels.
2. 30 tons of stone dust (#10) has been delivered for traction during icy weather.
3. 3 pallets of salt were purchased. One of the pallets was used during the last ice storm. We have two pallets (100 bags) remaining.
4. Recent ice storm:
a. Only 1 pallet of salt was available (picked up by Art and James from Southern States).
b. Salt was spread on blacktop roads.
c. Stone dust was spread by James Riner starting the following Monday – as soon as it was available.
5. Truck:
a. Need to update the state inspection.
b. Brake lines need to be bled.
c. Additional tire chains need to be purchased.
d. Registration expires 2/1/06. Isabelle Simon needs a copy of the registration and insurance card – James Riner to get them to Isabelle.
6. Future:
a. Hire someone with BRA to drive the truck during inclement weather. Truck must remain within BRA. Driver must be added to insurance. Must be prompt, timely and available during winter months. Mr. Riner and others will provide backup and additional plowing capacity during heavy snow with their own equipment, as needed.
b. Produce a road map of Blue Ridge Acres showing priority of roads during inclement weather. This will be published after the approval of the other directors.
c. Produce a set of road maintenance guidelines showing grading, drainage details, culvert specs and ditch dimensions. This will be published after the approval of the other directors.
d. Place barrels with sand on various hills within BRA.
e. Clean and remove mess at maintenance sheds.
f. Erect a 3-sided shed so that salt may be ordered in bulk and premixed with aggregate (for application on asphalt).
g. Significant ditch and water management work to be completed this spring/summer. Proper grading, including compacting any fill and road base. Repair potholes. Culverts are needed. Begin process of lining ditches on severe slopes – or where severe erosion is present – with filter fabric and large stone (5”-6”).
h. How to motivate property owners to keep ditches clear? Fines (would need to be an annual meeting agenda item). Public embarrassment (bulletin board or web site). Absent property owners?
7. Gravel is needed on several roads before spring thaw (Pear Tree, Woodburn…).
8. Significant potholes on Persimmon Pear this spring. Any guarantee on original work?
9. The board needs to review and put in place contracts for labor. This has been “tabled” since at least August 2005. Both James and Earl will present proposals to the Board at the next meeting.
a. Service organization vs. Management organization.
b. Recent history (dependence on paid contractors) suggests that we are a management organization.
i. Collect funds and distribute them to contractors providing actual services.
ii. Our role is to collect funds and oversee road maintenance, ensuring fair disbursement of services and most value for associated costs.
iii. Should focus on getting roads to the point where we have a predicable maintenance cycle rather than unforeseen emergencies.
iv. Need well-documented records of work completed and expenditures. This will help earn trust as well as protect us from complaints and potential lawsuits.
c. Prefer to use both Earl and James as well as any other contractor with proper equipment for the required job at a reasonable cost.
i. Get estimates of cost before work commences on large jobs.
ii. How to best outsource work desired b multiple contractors (cost, availability, bids)?
iii. Any paid work must be approved by the Board or a representative of the Board before work is done.
Requirements for large projects (anticipated cost over $500, excluding snow removal) should be specified in writing.
Legal Committee: Bill Ramsey Reported.
1. Don Orser is continuing to pursue filing liens on those in arrears.
2. Don Orser is looking into the Common Interest Community Act to see if we can file liens that would have to be satisfied at settlement. Don has asked Mr. Pitney to draft some suggestions in a few weeks. Art Hanson suggested we contact the volunteer (paralegal) from the annual meeting to get feedback.
Architectural Review Committee: Don Order Reported.
1. 4 property transactions have occurred.
Old Business:
1. Discussion of term limits from the last meeting was brought up. According to the by-laws, the initial board was elected with staggered terms to alleviate the board coming up for election at the same time. After the initial election, terms are set at 3 years for each director. Only 5 directors are elected and 2 are appointed. Bill Ramsey made a suggestion to discuss at the next board meeting.
2. A motion was made at the annual meeting for the board to discuss raising the road maintenance on Class I and II lots only. It was discussed and the Board decided not pursue at this time.
New Business:
1. There was discussion about hiring a local BRA resident/mechanic to work on the truck when repairs are needed. After several motions that were not seconded, it was decided that the Roads Committee Chairman has the right to decide who will work on the truck.
2. Don Orser suggested keeping a maintenance log on mechanical work performed on the truck.
3. James Riner presented 1 invoice for snow removal and 1 invoice for road repairs.
The meeting was adjourned at 8:40 PM.
Approved by the board on 14 Febuary 2006
Download the January 2006 meeting minutes as a pdf.
Posted on January 10, 2006
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