Click on any of the dates below to see an overview of that day's BOD meeting.
Present: David Hale, Kelly Hayes, Clint Coerdt, Ralph Gunning, Thomas Carr
$81,659.55 in checking account.
Discussed loan for Mesa Road paving has been paid off.
The reserve account for SOMRA has been closed.
Ralph makes motion to pay Susan $2,687.50 for secretarial expenses and $674.00 for miscellaneous expenses and reimbursements (for a year’s Outlook exp, items for truck and State Reg) . Kelly 2nd.
For 2026 and invoices, 6 collectable owners have not paid. $9,000 in dues are owed and expected to be paid (6 x $1500 per owner).
Aside from that, Anna Covers owes dues on 2 parcels (for 2 yrs 2025 & 2026) = $6,000 and the special assessment $7,000. Total $13,000.
Ralph makes a motion to get a new updated number for asphaltic sealing of paved portion of road (Mesa Road) and move forward with work as soon as possible. For the bids, he will find out how much material to be used. The association estimates a budget of $25,000 to $35,000.
Anticipated $$$ for road maintenance and repair $50,000.
Discussed work on Chateau Way and Rabbit Way.
Discussed putting posts on upper Mesa Road. Where the road drop is steep.
Quick Books. Discussed charges and inaccurate billing. $120 added (8% of $1500 fee) to some of the owners. They are still ironing out the bookkeeping. Would love to off-load that to an accountant / bookkeeper at some point.
For road impact fees, the board discussed a graduated fee – adjust road impact fee to a graduated based on what is being built (thus, a larger fee for a larger project). Ralph will do math. Estimated a .05% fee based on the estimated expense associated with any permit applied through Piktin County for Shield O owner.
For example – a $10,000 road impact fee based on $2,000,000 project. Discussing a percentage charge on any permit applied through Pitkin County (earthmoving, road work and construction). Ralph makes a motion for new construction .5% (half of 1 percent) that would be based on construction associated with the building permit. This fee will be charged yearly as many building projects exceed twelve months. Ongoing construction that lasts longer than one year may not involve as much dump truck and heavy equipment traffic but the continuous construction worker traffic does its own kind of damage due to construction workers accelerating and driving much faster in their pick up trucks pulling trailers than residents. This causes extensive wash-boarding and potholes which needs to be maintained on a regular basis.
David Hale seconded that motion.
Discussion of Annual Dues and Potential Graduated Fees
Had a discussion whether or not the board would have the annual dues based on a graduated sale (based on square foot value or something similar to how the county assesses properties for taxes). Board discussed and decided it would be too complicated to have different rates for different owners.
Website
Website Creation/Design for the association. David Hale is working with his niece to create/design website for the association. Estimated a budget is around $1500.
Weeds
Discussed weed spraying. Some thought the spraying was a little late.
Tom called to adjourn. Kelly 2nd.
Present: David and Susan Hale, Kelly Hayes, Clint Coerdt, Ralph Gunning, Thomas Carr
Meeting was called to order at 6PM
Kelly called meeting to order. Ralph 2nd.
Waste Management – is now coming up to a few owner’s to collect trash. Discussed end of driveway trash can and issues associated with bears.
County Ordinance – Discussion re: issues and the fact that a bear has been wondering around the road. They get active around the area when there’s trash smells around. Jan Martin. If she sees, may contact Park and Wildlife. Suggested we have a board member call those owners directly and discuss either having a proper enclosure or metal trash can (bear proof) per county standards.
Suggested for Ralph to discuss with owners with a few suggestions.
Mesa Road Loan – Approx. $100k+ owed.
Collect approximately $71k.
Discussed.
Ralph made a motion to pay down the Alpine Loan to Shield O Mesa Road with money collected so far in the new Reserve Account (Special Assessment account). Will leave enough in the account to keep it open till all payments by owners are received and we are ready to completely pay off the loan. FYI There is also a small penalty on the account if it’s closed before the end of the year.
Kelly 2nd motion.
Discussed operating account and other payments.
Discussed payment for Susan. Owe her for Jan 1 until year to date.
Kelly, Janine and Susan went to meeting with Roaring Fork Wildfire Collaborative. This is a state / county organization. Encompasses our 3 counties. Form large districts, apply for large loans / grants to clear out brush (loans from State and Federal Government).
Collaborative has been working with Board members for Shield O Terrace.
Talked about fire breaks along Mesa Road and clearing over-grown brush along our roadways – want to start on this right away.
Discussion for next year: Figure a budget for fire mitigation.
Motion to investigate to come up with a budget/number for fire mitigation on Mitigation Road. Clint and Ralph will be the leads on this for some fall work with a masticator (they both have equip we can use).
Dave’s niece just graduated / got certified in web design. She’s helping set up a simple websitefor SOMRA. DO it for cheap.
Get a quote / cheap. Website. We can add names of Board Members, post CCR’s, post info for new folks, question about whether we want emails associate with the website... for contact between people etc...
David made a motion to start the website design.
Not doing much this summer (too little money; too dry). Discussed, if it rains, Ralph to take care of the washboard (estimated around $5,000).
Discussions about what’s happening along Rural Mountain Way - recent work done / expenses (members approached board re: problems).
Owner Mike Haman. Discussed the advantages of forming a special taxing district to guarantee collection of fees. Discussed how the taxing would help. Part of it was collecting and part was infrastructure (ability to do larger projects). Part about equitable dues based on value, etc. Part about road impact fees Under consideration or should we implement our own changes to address things like annual road impact fees?
Tom makes motion to adjourn. David 2nd.
Meeting was adjourned at 7:00
Present: David and Susan Hale, Kelly Hayes, Clint Coerdt, Ralph Gunning
Meeting was called to order at 5:30
The meeting got off to some serious bookkeeping right away:
If the checking account is at 47,456.00.
Less two checks of that are for the special assessment -7,000.00.
Less Ralph’s bill for fall work on Chateau Way that came in the day after the meeting -4,846.00.
Less Susan’s bookkeeping bill since January 1, 2025 -1.687.00.
That leaves a subtotal of usable monies at 33,923.00.
Looking ahead, with 2,000.00 owed every month and nine months to go before assessments come in for next year we can subtract another 18,000.00 from the subtotal - 18,000.00.
Total monies usable for road maintenance and misc. 15, 923.00.
Susan estimated that since there are since there are eleven regular dues paying members that have not paid yet and are still collectible we can plan on receiving another 16,500.00 by the end of the year. So maybe we will have 32,423.00 (16,500.00 + 15,923.00) for road work this summer. Or, 27,423.00 if we leave 5,000.00 in the account as a cushion for early season snow plowing. (Note* Kelly would prefer leaving 10,000.00 in the account for plowing.)
It was agreed:
David and Susan would make some calls to collect money from tardy members.
A special account would be set up for the special assessment. (Note* See below for additional information on this issue.) Also, Susan went down to Alpine Bank yesterday to open that account and no one could help her.
Shield O Terrace should chip in towards the special assessment an amount equal to of one and a half times 150% their fair share (5,250.00).
We should hold off on any road maintenance for another month or two until our financial picture is clearer and we receive more bids for seal coating the paved section of roads.
Finally, Susan found out we can pay off the loan incrementally so perhaps it is not necessary to open another account. As soon as checks are received they will be applied against the loan.
Meeting was adjourned at 7:00