PMR POA Annual Meeting Minutes

Date: 3/25/23

Location : Future Foundation Family Center located at 551 Washington Ave, Grants NM 87202 

Time (call to order) : 1:21pm

2022 Board Attendees:

President : LaTicia Jeffries

Secretary : Tina Perez

QCC/Roads Robert Yaeggi

Margaret Merile spoke to the members about OSO Internet and running fiber out to Pine Meadows. Questions answered from the floor.

Action new board: to find out more details about OSO Internet and fiber at PIne Meadows.

AGENDA

President LaTicia Jeffries - Call to order and Introductions: President: Laticia Jeffries, 

QCC Director: Robert Yaeggi , Secretary - Tina Perez. Shout out to Jerry Damron.

LaTicia Jeffries - We had a record year of rain which caused a lot of damage to the roads.

President LaTicia - Discussed RULES OF ENGAGEMENT FOR THE MEETING:

Be respectful and courteous! No bullying! We will be dealing with facts and not false rumors. The board will discuss what needs to be discussed and then questions, comments and

concerns from the audience will be done one at a time during the OPEN FORUM. Please say your name and unit number before voicing your comments during the OPEN FORUM.

This is important for the audio recording which will be put on the web. You are encouraged to take notes during the meeting and to voice them during the open forum.

LaTicia spoke about the bullying on Facebook and the hurtful comments.

Secretary Tina Perez read Minutes from the 2022 Annual Meeting

Minutes approved for 2022.

President Laticia Jeffries:

Discuss accomplishments this year

• Meetings posted to web page

• Minutes posted to web page

• Open board meetings for transparency with some rules (all are invited to attend the conference calls even if you are not on the board. You must state your name BUT only board members can conduct the meeting and provide input. Outsiders must remain quiet. Any questions, concerns should be sent to the PMR POA email address and will be addressed individually. The board needs to conduct their business. Concerns will be addressed via email. Everyone in unit 3 and 4 have a voice! 2022 board  met 8 times last year and was very engaged. All  board meetings are posted to the web.

• All units invited to the annual meeting (1,2, 3, and 4). All are welcome! Only unit 3 and 4 can vote!

• We would like to have unit 1 and 2 in the POA but 100% of unit 1 and unit 2 would have to vote to join the POA. Probably not possible.

• Cookout - September 17, 2022 this year thanks to Samir/Jerry and his wife! Great place to meet PMR neighbors! We are looking to make this an annual event for all units! Hopefully Jerry Damron will allow us to have another cookout/meet and greet in 2023.

• Maintain the roads during worst rain season ever. Thank you Robert Yaeggi and Team and Jerry Damron.

• Collected on several past due accounts! The biggie is Cattlemans!! Samir worked very hard on Cattlemans and being the treasurer.

Tina Perez Treasurer Report: 

POA Financial Report

Tina Perez advised that the previous  treasurer Samir gave her the POA financial summary and that she didn’t know enough about it to answer questions.

Action Tina Perez:  to meet with Samir and get an explanation of the Financial report. Tina to put together a more detailed financial report.

Robert Yaeggi: QCC Director gave a high level update on the roads. He had planned to make posters with details of what was done on the roads and amounts spent but he broke his hand and was unable to do that.

November: 324,700 lbs. of gravel  last year - 7 loads of gravel.  $700 per load from Adam Pherson. Got a bid from Sterling for15 tons for $700, C & E was 15 tons for $800.

Sam Chavez is no longer doing gravel. Lee stated he paid $500 for a load of gravel last year. Robert requested for the members to share where they are getting cheaper gravel.  

Action within 2 weeks: Robert to put together a more detailed  breakdown of QCC expenditures.

Culverts have not been cleared out in several years. Spent $150 per culvert. Robert Martinez getting a backhoe and planning on assisting with the culverts. Robert Yaeggi wants to  use Cattleman’s funds for 10 loads of gravel.

Do “FUBAR” road (Country Lane) with Cattlemans money. Robert requested input from unit 4 to talk to him about what needs to be done. We had to  use the gravel on Pine Meadow because it was washed out. The reason it was washed out was because 3 years ago it was  graded and took 4 inches off and moved it to the sides of the road. The base was then down to 2 inches.

Action Robert Yaeggi:  to put together a detailed breakdown for QCC report with regards to what was done on the roads and  the costs for gravel, man power, snow

removal etc. and email this to Danny Heim.

Action Danny Heim: let Robert Yaeggi know what he would like  to see in the report.

Danny Heim stated that last year we took in $61,000 and expenses of $37,000 and should have had a $24,000 surplus from the meeting in 2022. Robert informed that we $13,000 for the roads.

Tina asked for additional questions. On the Financials.

Tina Perez gave update on Cattlemen's Update

Cattlemans - 85 properties

As of 22 March 2023, the total amount owed from Cattlemen's is $32,835.63 for this Case. $24,245.91 of that goes to the PMRPOA and and $8,589.72 is attorney fees. The attorney fees will go up a bit due unfinished business with the attorney and the lawsuit. Estimate for Cattleman’s to POA $22,000 -$23,000 after attorney fees. Documents have been signed requesting the Court immediately take possession of all Cattlemen's properties to be put into auction. Once these documents are filed in Cibola County and the Judge signs them, this Case will be concluded. Once the Courts take possession of these properties, we will put a notice into the newspaper (most likely the Cibola Beacon) of the date and place of auction. We are looking at 6-8 weeks from the time the Judge awards our Case to auction. The auction will only cover the back dues and attorney fees that the PMRPOA is asking for. This means that anybody who successfully bids on a property will still have to pay off the back taxes. If any Cattlemen properties do not get bid on, those properties become the property of the PMRPOA, and the Association will have to take care of the back taxes. (Or sell to somebody that will take on that responsibility). PMR is not in the business of buying and selling property. So hopefully all the properties will be sold. The board will let members know of the auction date and location once we have the information.

Action new board: to inform the members of auction, date, time and location via website and the Facebook group. 

Member from the floor - skeptical about Cattleman’s properties selling. Mostly 2.5-acre properties in very inaccessible places. This could be a big liability for PMR.

Member Donna stated that  they went to the auction last year and every property was sold.

Member from the floor - when did the POA get in the business of selling properties? Board advised that we are not in the business of selling properties. Liens against the properties and there will an auction for the POA dues. Then Cibola will want the back taxes as well.

Member from the floor - Who are you dealing with at Cattleman’s? Cattleman’s owner died and the daughter was supposed to take over. The  board is unaware of the daughter. The attorney has been taking care of the case and dealing with Cattleman’s legally.

Member Luann - The POA isn’t supposed to be in the land business. Answer - the POA gets the dues back when the land is purchased at auction.

Robert Yaeggi - last auction. May 19th, 2022.  Lands started at $600 due to the POA dues being owed. There was a property that sold at the last auction for $3800.

Member from the floor - You are assuming that all the properties will sell and they may not.

Robert Yaeggi stated all properties sold in 2022 and many are site unseen. Many people from out-of-state purchase properties at the auction site unseen.

Member Luann - brought concerns with the road to Robert Yaeggi.

Robert stated that we need to find people who want work (assist with road work) because Messa quit and moved away. Jerry and Robert came through and brought the gravel from the sides to the center of the road. Robert would like to do this every 2 months.

Jerry Damron - when you spread gravel on the road  and drive on it… the gravel will naturally move to the sides over time.  Need 2% grade on the road so when we get rain we don’t have pot holes.  When you brake on a gravel road it causes the washboard effect on the road. The roads need to have “road mix” and then put the gravel over it. It will last longer. Gravel on the roads doesn’t last forever. There is a way to do the roads for longevity but it takes money.

Member Danny Heim - Danny presented a diagram of the road on a piece of paper which describes the crown of the road and the ditches on the side. Danny states we need a grader.

Robert - if we take a layer off of the top of the road that would cause issues in the future. Danny stated that we should get a grant to get a grader. Robert stated he doesn’t know how to get a grant and asked Danny to look into that because he is on the computer.

Robert Yaeggi - Open to other’s ideas. Gave examples of using ideas with regard to dealing with the culverts for less costs. Robert Yaeggi invited Danny Heim to assist with advising on the roads.

President LaTicia Jeffries - reminded everyone that  this happened last year and that people volunteer to provide input on such things as the roads and then the volunteers attend one or two meetings and then everyone disappears. It happens every year. LaTicia hopes this year everyone that volunteers to assist follows through.

Member Luann - (unable to  hear the question/concern) Robert Yaeggi requested for anyone that has good ideas to come forward. We want volunteers and help.

President LaTicia Jeffries - stated that we need help and volunteers. We started off with 6-8 people on the board including volunteers and we have 3 people left.  LaTicia, Tina and Robert.

Robert Yaeggi and Messa tried to  meet with people in various areas such as SE unit 4 on County Lane. County Lane needs cut-outs. If you find an area that need to be  addressed let us and/or Robert know.

Tina Perez gave an update on PMR Foreclosure: Members Past Due

Process: Dues letters are sent out annually in January and if no payment by July then a second  letter/invoice goes out stating future actions (lawyers and liens) if due aren’t paid.  Then after a few months if no payment is made the lawyer gets involved and sends out a demand letter and then after a few more months a lien is put on the property. We prefer not to get attorneys involved and have been working with people to  try and get the past dues paid without going to court.

2 current open cases with the courts:

Cattleman’s - $32,800 in past due. - previously discussed.

Mendoza - Prudence Mendoza as Personal Representative of the Estate of Arthur Redmond, Jr. Deceased, $1300 in past dues.

Attorney and other property owners are in negotiations (lawyers involved just not the courts as of yet.)

Leonard Robinson - passed away - court case to foreclose… no heirs, heading to court. Will foreclose. 4 properties. Past due : $1476 not including fees.

HAMZA holding limited from the UK - negotiations - wants to settle out of court - $1041 with fees. 

Athanassopoulos from Canada - in negotiations - $1400 with fees.

Mr P(name  withheld  due to privacy reasons) - we have won default judgment against him. We have tried to reach him to settle out of court but are getting no response. Court case to

proceed. 3 properties - past due $712 + there will be past due fees and attorney fees.

Member Danny Heim - on foreclosure - concern…. Understands foreclosing on people that owe alot of money but when people live there…  we should draw the line on foreclosing on

someone’s home.

Robert Yaeggi - Samir would  try to work with people to get the passed due fee paid. Samir would make arrangements with people. Many people don’t even contact him back about back due fees. Maybe we should have a community “deal”(fund) to help people who can’t pay their dues.

Tina Perez - concurred with Robert that we need to look at each case very carefully and consider their circumstances before putting a lien on the properties.

Robert Yaeggi - we need to check on our neighbors especially the elderly ones.

Robert, Danny and Tina - voiced that we need to go through the financials in detail.

$143 [sic] in back POA dues 2022. We could get a lot of road work done if people paid their dues!

Member Questions and Answers - 

Member Luann - voiced concern that was inaudible on the recording. Concern was with regard to some members getting discounts on the dues because they are past due. Luann stated that she is on a limited income.

Robert Yaeggi - Agreed and stated that he told Samir he wasn’t going to pay his dues unless he too got a 10% discount. There were things that were done without the board knowing about it such as the discounts. “Let’s try hard to work together to make this place the best that it possibly can be …try to make things right and good for all of us.  Be kind to one another.”

Open Forum for Members -  

President LaTicia Jeffries  Election of Directors - Secret Ballot 

Nominations - From the Floor

35 Members needed for a Quorum

Proxy votes - can be any member in good standing/dues paid in full.

Voters - must own the land/have deed/not in process of making payments on land. 

The following  board positions are open: President, Vice President, Treasurer, Secretary, a few QCC team members.

LaTicia Jeffries advised that she wanted to step down as President. There were no nominations from the floor for  President.

Robert Yaeggi nominated Greg Perez for Vice President and Tina Perez for secretary. There were no nominations for the role of Treasurer nor President. Tina Perez stated she would  do the treasurer's job since no one else was nominated. Voting was done by secret ballots that were handed out during the signing process.

Secretary Tina Perez counted the votes.

LaTicia Jeffries decided to remain as Interim President since there were no other nominations.

We will have to  have a special session to vote on a permanent President.

Discussions from the floor:

Member Jim Armstrong - we need a QCC director that doesn’t own tractors. We need a QCC director who is not making money on the contractor process. QCC director needs to be  independent. “You have to wonder if that’s why there is no gravel on Pine Meadow?”. If the QCC director you will never be able to  escape the appearance that  you would rather run your tractors than to buy gravel. Credibility issue.  We don’t have enough gravel on Pine Meadow Drive. 10 yrs ago we were on the POA…85%  spent on roads. 50% went for gravel. 35% grading and 15% for corporate stuff.

Rebert Yaeggi - responded to Jim Armstrong stating that 2 years ago Jim said $65 an hour was fair to tractor manpower. Robert was paying $42 for tractor hour including $5 an hour for fuel and insurance and $20  to pay Messa. Robert made $7 an hour last year and actually paid $3k-$4k out of his own pocket over the past few years. Just last year he had to pay for a blade out of his own pocket for $895 from tractor supply as well as other expenses. 10 years ago Clarence was putting gravel out there for $225 a load. The cost of gas has also gone up.

Clarence’s  grandson - advised that Clarence was paying for a lot of the gravel out of his own pocket.

LaTicia Jeffries - we need to come up with a QCC board to figure this out.  We can’t figure this out today. Robert Yaeggi is in the QCC Director role until 2024. We have no volunteers at this point for President nor Treasurer.

Jacqueline Bryant - stated that she would like to help but she is buying from a 3rd party company so she doesn’t have a warranty deed so she can’t help.

Robert Yaeggi - addressed that perhaps we need to update the by-laws and covenants and put it to a vote to the members. LaTicia advised that we had looked into that before and it wasn’t possible but that we can look into it again.

Action the new board:  Is there a way to update by-laws and covenants. Is it possible?

LaTicia - advised that we hear everyone’s comments and concerns and we agree with you all. We are just three people left standing on the board and we need the community to help! We can’t do all these things you are asking for with just 3 people!

Jim Armstrong - Stated he would  be willing to  be the QCC director NOW  instead of a year from now.  (Note: The QCC Director position is not open until next year - 2024.)

LaTicia Jeffries - stated that Robert is in the QCC position for another year.

Robert Yaeggi advised he is going to stay in QCC role and ride it out.

The members and current board wanted to have Charlotte join the board but she declined.

Secretary Tina Perez counted the secret ballots and proxy votes. Total votes 46. (35 votes needed for quorum.)

2023 Officers:

President (interim) - LaTicia Jeffries

Vice President - Greg Perez

Treasurer - Tina Perez

Secretary - Tina Perez

QCC Advisors - Danny Heim and Jim Armstrong accepted the roles. Jerry Damron said he would help unofficially since he is not in unit 3 or 4.

Door Prizes with tickets - LaTicia Jeffries

Meeting adjourned at 3:20pm

Action Items from the meeting:

Action new board:  to find out more details about OSO Internet and fiber at Pine Meadows.

Action Tina Perez:  to meet with Samir and get an explanation of the Financial report. Tina to put together a more detailed financial report.

Action Robert Yaeggi:  to put together a detailed breakdown for QCC report with regards to what was done on the roads and  the costs for gravel, man power, snow

removal etc. and email this to Danny Heim.

Action Danny Heim - to let Robert Yaeggi know what he would like  to see in the report.

Action new board: to inform the members of  auction, date, time and location via website and the Facebook group. 

Action the new board:  Is there a way to update by-laws and covenants. Is it possible?

E-mail: info@pmrpoa.org Web Page: www.pmrpoa.org