Pike Trails Ranches Improvement Association
Board of Directors Meeting Minutes
January 7, 2024
Note: Due to the Recording Secretary being unable to attend this meeting an agreement was reached among the attending Officers that these minutes would be recorded and transcribed to paper to create an official record of this meeting. 1st Vice President Terrence D. Johnson volunteered to record and transcribe the meeting minutes.
Meeting called to order by President Kenneth C. Thomas at 9:13 AM.
Attendance:
President: Kenneth C. Thomas (Ken)
1st Vice President: Terrence D. Johnson (Terry)
2nd Vice President: George F. Purnell (George)
Treasurer: Nadine Leibensperger-Butz (Nadine)
Recording Secretary: Cindy Chew- (Unable to attend)
Visiting Members: Bill Jones
Motion to add Terry J. and George P. to the signature card for the Checking account was made by Ken T., Nadine L.- B. Seconds the motion. The motion carries unanimously. Terry and George will go to the Bank with proper documentation and get the signature card updated.
Discussion is held on the Newsletter, Annual initial Dues assessment letter and late dues or “we’ve noticed you may have forgotten to send in your association dues” letter. The process for calculating the dues responsibility was reviewed and was agreed that the rates are appropriate at this time. Updates and adjustments were discussed and records were updated in an attempt to align information to allow for better accessibility for the officers to accomplish their responsibilities. Terry explains the previous process and agreed to send the new officers templates of past communications for future reference.
Discussion was held on actions motioned and carried at the annual membership meeting concerning the efforts to transport our Motor Grader to Dirks Equipment Repair and have the brakes repaired and the Motor Grader evaluated for further repair and maintenance. Terry has taken the lead on this effort and George has said that he’ll assist in the efforts.
Nadine has done a “dry run” on our tax return program as a confidence check on our filing status to ensure that we’re not getting “out of bounds” on our filing status and all looks good. She will take another look for reassurance purposes.
Discussion and planning for repair, widening, path correction, grading, gravel drop/spread and proper drainage adjustments was held. Ken states he has nearly all of the areas that need work ready to plot for addition to the request for proposal (RFP) that we will need to submit for bids from contractors. Decision to add tasks as separate line items was made in order to break out costs since these will not be able to be accomplished all at once. General road grading and maintenance should be separated to stand alone. Separate line items should be divided as follows:
- Culvert clean-out and rip-rap installation in problem areas
- Each intersection rearrangement and drainage correction and adjustment
- Road rebuild and drainage adjustments including the rebuilding of swales
- Gravel dumping and spreading where needed
Further discussion on the general grading and widening of the roads included the removal of the trees that will have to be taken out to maintain proper grade/base/width. Considerations were just having the contractor push them down and cleaning up later ourselves or adding the cost to the contract, hiring a tree company to remove with firewood value considered, or allowing property owners to cut and remove trees for either firewood or transplant purposes. If they were removed for the firewood the slash would have to be taken to the common plot that our fuel tank is on and stacked appropriately for chipping. ONLY the slash from the road cleared trees. Terry will put up a fenced area to stack slash to be taken care of on a work day. Trees should be cut high enough that the grader will be able to pop the stumps out and those will have to be collected for disposal later. Ken suggests that RFPs be sent out several weeks after the tees are taken care of.
Discussion was held on CD roll over interest and how to track it. Was agreed by all that a line item on the budget should be established for this purpose. The interest is not usually large enough to establish a separate account for tracking.
George suggests planning next meeting for the end of the month and the board agreed that January 28, 2024 at 9:00 AM at Ken’s place would work.
Ken makes the motion to adjourn and was seconded by Terry motion passes unanimously. Meeting adjourned at 10:34 AM