PTRIA Informal Board Meeting Minutes
4/7/2024 Appx. 9:35 AM (prior to Membership Mtg)
Attendees:
President. Ken Thomas Note: Recording Secretary Cindy Chew has sent a
1 st Vice Pres. Terry Johnson Resignation post Via Group Text Message and
2 nd Vice Pres. George Prunell in the meantime meetings will be recorded
and
Treasure Nadine Butz transcribed to the record.
Meeting was brought to order by Ken and discussions were held on several topics with the
intent of solidifying the board recommendations for proceeding with road repairs, budget
changes and direction for the future of the Champion Grader.
First discussion was on the RFPs (request for proposals) that were sent to 4 contractors. The
requests were for approximately 30% of the needed repairs, widening and drainage correction
related to those efforts. The Board came to agreement on the following findings:
1. We received 3 responses from the 4 contractors for the appx. 30% of the needed work
and all three came in at prices at least 2X higher than the available funds that we have
to work with this year.
2. Since it became painfully obvious to us that this process is not going to work for us, the
widening, repairs and drainage correction would have to be worked individually and in
cooperation with RME (Rock Movers Excavation) and on a section-by-section basis.
3. Determination of the issues/sections would have to be worked out by need, condition,
traffic volume needs and affordability of the materials required.
4. Consideration for the use of Mag-Chloride application to aid in compaction and
reduction of the dust levels was discussed.
Second Discussion was concerning the future of the Champion Motor Grader that PTRIA owns
and is in disrepair. This Machine has been treated much like the roads in our community have in
the past in that general and ongoing maintenance was less than it needed to be. While
emergency repair efforts were made and parts were replaced the major components that can
break and need rebuilding were not addressed and some have finally worn out to the point that
the costs to repair are higher than the value of the machine by a significant amount. We asked
Sarvid’s Equipment repair to come and do an evaluation on 4/5/2024 after the transmission
refused to engage and the machine would no longer move under its own power. The invoice of
the evaluation and the evaluation has not been received at the time of this meeting. The
reasonable “low ball” assessment from the mechanic was that repairs would probably be at
least $50,000.00 and more than likely much more (Far Greater Than the Value of The Machine).
The Board agreed that if that was the way the evaluation came out, the recommendation
would be that we get whatever value we can out of it (Scrap) so that we were not, as Ken said,
“Throwing good Money after bad”.
Third Discussion was concerning the reallocation of the budget and the line items on it. Since
we were pretty sure that the Motor Grader was going to have to go down the road, we
determined that there would have to be a shift in the budget and allocations for hiring out for
annual maintenance of our roads would be necessary. As with everything else costs for things
like fish for the ponds and the maintenance of those ponds is increasing and costs for those
things will have to be addressed. It was agreed that the board would meet again on 4/13/2024
with RME and discuss options and allocations that can be made to get a start on our roads and
reallocating funds in the budget since we should have our equipment evaluation by then.
Motion to adjourn was made by George, Ken seconded that motion … Motion carried and
meeting was adjourned.