Minutes

October 22nd, 2025

In attendance:

Lori Scarafiotti/ Stu

Bubba and Jaine Bain

Bruce and Lynell Petterson

Hank Burkman

Lori Ender

Rob and Deanna Foley

Maddie Stevens

Eileen Welliver

Brad Dreier

Troy Couture

Cerissa Darling

Meeting was called to order at 6pm. 

Since no one was interested in running for the HOA Board Troy Couture was renewed for another 3 year term.

Board Member and remainder of their terms as follows:

Troy Couture - 3 years

Brad Dreier- 2 years

Cerissa Darling- 1 year

Current bank balance is at $20,388.26

outgoing monies for the remainder of 2025:

-Casey McClellan for our spring/fall road grading $3,807.25 ( this is updated info since the meeting, he also brought his skidsteer and cleaned up our drainage at the entrance at no charge)

-Insurance from State Farm $712

-Website $200

-Mail box repairs budgeted $350 

-Snow removal $3000

So after all those bills are accounted for we have $12,319.01 that will get rolled over to next year for gravel. ( this total reflects the invoice from road grading)

CCIOA Compliance:

So we are registered with the state of colorado and are in good standing. 

We filed taxes for the first time for the HOA and haven't received anything back, we snail mailed this year. E-file form wasn't going through.

Mail boxes:

So since the homeowners association purchased the bank of mailboxes at the road we have always had an extra set of keys for your boxes in case you lost it. We spoke to the new mail delivery person and have decided that it's best if we give you the spare key. So if you would please call, text or email me to set up a time to come and collect your spare key, that would be appreciated. You have until the end of November to come by and get your key, otherwise we will give them to Tish (mail carrier) to be destroyed. From here forward if you have issues with your keys/locks then you need to see the postmaster in Dolores to remedy the situation. If there is an issue with your lock or you lose your keys Tish has informed me that it's about $40 for a new lock and 3 keys. The postal service is contracted with a company out of Grand Junction that will be coming sometime this fall to do some lock replacement on our parcel boxes. The plan is also to strip the paint off the mail boxes and get them cleaned up. Anyone that is interested in helping with the project let us know. 

Fencing: 

We have had a couple of folks ask for some clarification about perimeter fencing and using it to keep dogs in. The way the covenants read is that you can have a dog run not more than 5000 sq ft. So we wanted some feedback to see if anyone had issues with perimeter fencing ( not privacy fencing) being used for dogs. 

Single Family Residence:

We have had several calls on lots for sale this year, where people are wanting to build a family compound. where there would be 2 residences on 1 property. We keep telling everyone that our subdivision only allows a single family residence. Also had people asking about building an ADU (accessory dwelling unit) or a casita. Do we want to allow casita's in the future? Once again just relaying frequently asked questions. 

Weeds:

 We have decided in the past that we did not want to spend funds on weeds. That the homeowners need to be responsible for maintaining them. Well this year the weeds were horrible and very few people are maintaining the road ways. There are 2 issues with us not not maintaining the edges of the road( edge of the road to mature trees)

1. When the roads are bladed it's hard to not pull organics back into the road. This causes potholes and makes for a lot more work from the guy blading our roads. 

2.  We also use our roads as a fire break as far as insurance is concerned. Which is why a few years ago we did all the fire mitigation on the edge of the road ( removed trees and rabbit brush). Our homeowner insurance is always looking for a reason to drop us, we need to get this to where it's better maintained. (mowed/sprayed)

-Yes.... we could spray weeds but we are unable to do so with the amount of dead and dying weeds on the edge of the road. All this needs to be pulled/removed before we would be able to spray and be effective. Our weed program through Montezuma County still does a cost reimbursement program. The amount that they reimburse up to has changed but i can find out what they offer if we decide to go that way. Also I know there are several people who don't like the idea of spraying. 

-The only other option is to have a landscaping company come in and pull the weeds and weed whip the bar ditches and spray a couple of times a summer. The problem with this is it's expensive. So if they had to come in and do the subdivision including culdesac it would cost us about $5000 (June and again in August). 

So do we set a completion date for road ways to be cleaned up (June 15th/August 15) and have a landscape company come in and just do the properties that are not done and divide the cost by the number of properties? If you have ideas or suggestions let us know. But we need to do better next year. 

Roads:

This was a rough year to get any work done because it was so dry. We had the roads graded in the spring after a rain and this fall after a rain. We tried to utilize the moisture that we had the best we could. As the summer went on we couldn't even get water trucks to come out for road work. They were delivering water to the fire and to cattle. So gravel this year will get postponed to spring. The $12,319.01 will be moved to next year and we will go twice as far. 

It was my oversight on my part that I forgot to put Eilleen/Lena's items about Williams pipeline on the agenda. We attempted to explain easements at the meeting and that any utility company can come in and do maintenance whenever they deem necessary. The short list of utilities in our subdivision are: Tri state electric company, empire electric, montezuma water, dolores water, enterprise pipeline, williams pipeline,centurylink. 

We have a lot of usage of our roads even if you add garbage services, fed-ex and UPS. But we just have to figure out how to do our best with the maintenance. Driving the posted speed limit does help reduce the wear and tear on our roads. 

Here is just a quick breakdown of our yearly expenses that helps the board put together our annual budget. 

$350 x 47 lots = $16,450

we have a couple people who haven't paid which brings our annual collected monies to $15,750. 

road grading $4,500

mailboxes $100

insurance $712

website $200

snow removal $ 2,500

So that basically only leaves $7,738 a year to go towards weeds/gravel. 

Meeting was adjourned at 7:05 pm

Just as a side note please just remember that our board positions are volunteer, and we are doing our best in our free time to try to help our neighbors. 

Thanks 

Pinon Hills HOA Board