FALL MEMBERSHIP MEETING MINUTES

The meeting commenced at Oct. 20th,6:40 pm in the Tyler Library meeting room. Members introduced themselves to the group

Parking Lot Project:
Lowell discussed the current status of the winter parking lot project. The Association has obtained consent from the Church, which owns the lot, and project permits from Summit County. The dirt fill has been graded and seeded to complete the project. The Association is in the final stages of negotiating a long term lease agreement with the Church in which our rights to use the property will be assured. In turn we can expect to pay a yearly lease fee and will have to obtain sufficient liability insurance to protect the owners.

We will continue to regulate long term parking of snowmobile trailers in the lot this winter in order to assure sufficient space for all users. John Forster will coordinate this again. Owners interested in leaving a trailer in the lot throughout the winter will need to sign a liability waiver, pay a fee of $125, and check with John for a space assignment. He has currently staked out slots for 13 trailers.

Review of Financials:
Dick Schmidt circulated a summary of income and expenses for the year to date (see attached) and reviewed our account status. As of Sept. 20th the Association had a fund balance of $40,910, with expected income due of $2,878 and expected estimated expenses of $6,067 to year end. We incurred unbudgeted expenses for the parking lot project. Otherwise expenses were near or below budgeted expectations.

Review and Discussion of Planning Committee Survey:
Stephanie Weems compiled the data of the planning survey distributed in the Spring, and Lowell presented the highlights from this data (see Powerpoint presentation on the Website). Only 29 of 71 Association members responded to the survey (41%). Road condition was the greatest area of concern, with 61% favoring improved regular maintenance or upgrading the roads with better drainage, shaping and gravel crown. A majority of respondents favored special assessments when future upgrades to the water system become necessary. 61% of respondents favor a graduated impact fee versus the two tiered impact fee currently in place. 48% favored incentivizing owners to help with maintenance projects by either crediting reduction of annual dues or assessing fees on owners who do not contribute labor. After discussion of these issues, Lowell recommended that the issues first be considered by the board with recommendations to the membership at a later date. The survey also identified concerns about noise early and late in the day from ATVs and snowmobiles, and unsafe vehicle operation on the roads. Discussion favored owners implementing voluntary restraint of such vehicle use after 10pm unless necessary, and self-policing to respect speed limits and avoid unsafe vehicle use by children.

The members expressed their thanks to Stephanie for her considerable work on this project. Bill Bowen suggested that the survey be repeated at a regular interval of perhaps 3 years.

Internet Access at the Gate:
Lowell presented to the membership the idea of implementing DSL internet access on the phone line going to the front gate. This would enable improved ability to monitor the system status, and the security cameras could be used to send live feed to the Association website for people to monitor road and local weather conditions. There is a second phone line at the bulletin board which is redundant due to the phone at the gate, so discontinuing this and installing DSL would be cost neutral or even save a few dollars every month. Kelvin Anderson wanted to assure that people could still call up from the gate to the cabins, and this can be done via the phone on the gate pedestal. After discussion, it was approved by a vote of the membership without opposition.

Long-term Road Improvement and Maintenance Plan:
Lowell discussed that in many places the roads are in a sub par state due to the lack of a proper crown, inadequate drainage in areas and filled-in barrow pits. He proposed a multi-year program of road rehabilitation, installing proper drainage, road shaping and gravel cover. Preliminary cost estimates for doing this run between $15-20,000 per mile and there are approximately 4.5 miles of Association road. Lowell proposed forming a Road Committee consisting of 1 board member, John Forster and 2 other Association members to solicit and review bids for the work and to prioritize areas for repair. After discussion this was passed by membership vote without opposition.

Board Member Election:
The terms of Kelvin Anderson, Bill Bowen and Kathleen Garn on the Board expire this fall. All three expressed a willingness to serve another 2 year term. After discussion, there were no other nominees for positions on the board. All three were nominated and re-elected without opposition.

Water System Update:
Dale Gale and Todd Pixton have taken on the jobs of Water Master and Assistant Water Master, respectively. The water supply is currently in great shape with most tank cells full. There have been no major leaks in the system this year. Members are reminded of the requirement by the State Engineer and Summit County that all outdoor water taps be fitted with backflow preventers to eliminate the risk of water system contamination.


The meeting was adjourned at 8:05 pm.



ADDENDUM

In the past two weeks there have been break-ins, theft and vandalism at two separate cabins. Summit County police are investigating but so far the perpetrators are unknown and at large. Each of us can take steps to improve security at CRR. This includes making sure the entry gate closes after you enter or leave and that no one 'rushes' the gate. Please check for all of your electronic keys and brass gate keys. If any cannot be accounted for, let Lowell know. Any missing electronic keys can be rendered inactive. Make sure all key boxes at the gate are closed and the dials are scrambled. It would probably be a good idea for everyone to change the numerical code on their boxes. If you see any persons or vehicles which you don't recognize, either stop them and enquire, or if suspicious, contact the Summit county sheriff's office. Make sure your cabins and garages are locked and avoid leaving vehicles such as ATVs or snowmobiles out in the open. Since some cabins are used only infrequently, please look out for your neighbor's places and report anything unusual or suspicious to the sheriff. Lastly, consider installing an alarm system that can dial out when triggered.