October 3, 2023

Sierra Los Pinos Property Owners’ Association
Board of Directors Meeting
June 13th 2023, In-Person VFD #2
CALL TO ORDER
Meeting called to order by the vice president Scott Dewitt at 6:31pm, with the following members
present: Scott Dewitt, Suzanne Star, John Hines, Amber Gaston Dewitt, Ann Cooke, Josh Toennis and
David Stuedell.
GUESTS
Chris McConaughey, Paul Lisko, Barbara Van Ruyckevelt, Donna Smith
APPROVAL OF AGENDA
• David Stuedell moved to approve the agenda of the June 13th meeting, seconded by Amber
Gaston DeWitt and, there being no opposition, motion carried.
APPROVAL OF MINUTES
• March 2023 minutes approved by Suzanne Star, seconded by Scott DeWitt and, there being no
opposition, motion carried.
• May 2023 minutes approval tabled until the July meeting.
OFFICER REPORTS
• President (vacant)
• Vice president (Scott DeWitt)
o Water Operator job description
▪ Looked up job description from NMRWA.org
▪ He needs additional information (work hours, pay, etc.)
▪ Suzanne sent him all the water operator information for Scott to meet with John Hines
to validate what was applicable.
▪ John Hines stated we are a “small water system”
▪ Water sampling is part of the water operator’s job
o Water Maintenance Person
▪ Board unaware of this second position.
▪ Suzanne thinks it would be hard to find this combination on the market.
▪ Paul advised this will be an in-depth position for all the activities John Hines does.
▪ Scott said all the water maintenance duties seem to roll up into the water operator’s
job description.
▪ David advised there is an urgency to get this posted; should look at a young person
for the water operator.
▪ Without a water operator this winter, the community will face going without water
and needs to be informed about this issue.
▪ Pay a Water Technician for this position.
▪ John Hines is not level 1, 2, or 3, it is a Small Water Systems Operator with only 150
customers (lowest and easiest level).
▪ We should state they must have a license for the position.
▪ NM rural water doesn’t require a login and password, just post 2 positions there
asap.
▪ John send Scott his job description which combined both positions into one role and
leave it to Scott to determine whether to post as 1 or 2 positions.
▪ John willing to mentor new water operator/technician as long as he isn’t taken
advantage of.
o Salazar Letter
▪ Noted there was an over-payment of $16,000
▪ Paul advised Salazar was willing to settle for $22,000
▪ Suzanne, David, and Paul agreed we should say we are even regarding the
settlement demand due to the $16,000 over-payment.
▪ Scott will state this in the response letter to Salazar’s demand.
• Secretary (Amber Gaston DeWitt, acting)
o Nothing to report.
o David asked if Amber was using voice-to-text app to create minutes.
o He will forward a recommended app for trial next month.
• Treasurer (Suzanne Star)
o Newsletter
▪ Dialogued water billing to educate on billing effort.
▪ Keith wanted to add a request for Parks labor volunteers.
▪ Scott asked her to add that we are seeking a water operator and technician/apprentice.
▪ John asked that the CCR report be published in the newsletter, on the SLPPOA website,
and on the Sierra Los Pinos Homeowners Chat site.
• State requires John to report to them where his 3 mandatorily required
CCR posting locations are.
▪ Suzanne to reach out to Mana for labels information.
▪ Scott suggested also putting the newsletter on our website and on the Sierra Los Pinos
Homeowners Chat site.
▪ Suzanne requested board approval for corrections, Mana to help her with labels, and to
send out the newsletter.
▪ No board members were opposed to Suzanne’s request.
o Treasurer’s Report
▪ Operating Account: $136,944
▪ New ICS Account: $25,000
▪ Reserve Account: $53,655
▪ $1,989.70 transferred into the Reserve account.
▪ Water System 1 Account: $25,731.
▪ Water system 2 Account: had $12,152, but we received a $9300 initial electricians bill
with another one expected to follow.
• Looking at this account being empty by receipt of the final bill.
• Last half of the year, Water System 1 will have to support Water System 2, then
after that we face Reserves support.
▪ Roads Account: $25,000.
o Delinquent Accounts
▪ Currently have $23,437.10 outstanding.
• 1 sent to collections – can’t determine who is handling the estate on this account.
• 4 scheduled for shutoff.
▪ 3 past dues with small collection fees they haven’t paid.
▪ 2 residents are on payment plans.
• Newest payment plan will be sent to board pending owner’s decision whether to
pay off the entire account or go onto the payment plan.
▪ Water Disconnects
• Water shutoff notices went out 5/29/2023.
• 4 owners are now paid up or on payment plans.
• John provided a list of properties currently facing water shutoff as of 7/5/2023.
• Sheriff will meet him at VFD to attend shutoffs – John not sure he will need the
Sheriff’s assistance.
• 2 vacant lots can be shut off any time after 7/1/2023.
• 1 property is a tenant and the landlord has been notified (no one can seem to locate
the landlord).
• Suzanne sent out a letter initially; once certified letters were sent out, responses
were received.
• This protects us to proceed with liens once the time comes.
• HOAMCO’s cutoff date is 7/1/2023.
• John will not accept checks on the date of shutoff from owners as they had plenty of
warning; checks are to go to HOAMCO directly.
• Lien notices went mailed certified on 6/5/2023; attempting to do water shutoffs
before issuing liens.
o Annual Budget
▪ July agenda – Suzanne is getting budget started and ready for approval.
▪ August 25th we will have to send out the budget, ballots, and the billing proposal
agenda.
▪ She recommends we increase by 10% again this year.
o A board nominating committee was suggested.
▪ David put out the suggestion to amend our bi-laws for the President, VP, Treasurer, and
Secretary to not have to pay dues.
▪ He also suggested the remaining board positions receive a 30-50% dues discount for
serving on the board.
▪ This would have to be voted for and passed by 60% of homeowners.
▪ Josh tried going door-to-door in the past and received no responses.
▪ Part of the problem is people have jobs, kids, and have minimal free time to get the job
done properly.
▪ Law suit fear keeps others from applying for board positions, regardless of insurance.
▪ Suzanne advised If we are unable to locate board members, we face having to hire a
pricey Property/Office Manager acting as the board.
▪ Retired residents are going away to hold these positions.
HOT TOPICS
• Chris McConaughey - Water Management Issue
o Mid-Feb freeze occurred.
o Water line was only 18-19” deep.
o They live at end of cul-de-sac where a lot of dirt is removed on top during snow plow
season.
o They request they plow their own road to prevent this issue in future.
o Sink hole occurred when line re-buried with ice and dirt.
o Facing an entire re-freeze to line next year since nothing changed.
o He was without water for 1 month two years ago on his side and 10 days on SLPPOA’s side
this year – deferred maintenance is unacceptable moving forward.
o He asks the issue gets fixed correctly.
o If this happens again, he’ll go to a hotel, report to his insurance company, and he will share
that the board is the responsible party for the bill.
o Water stand being inoperable threatens his availability of homeowners insurance (or he
runs the risk of increased rates).
o Suzanne stated we are looking to do water billing moving forward, plus increasing by 10%
on dues each year.
o He supports increasing dues each year as the board hasn’t kept up with inflation.
o They have 2 fairly large sink holes at this time.
o Mary is unhappy the phone line is laying on the ground surface – Jason nicked the phone
line working with the water.
o They have ground mess with a phone line laying across a driveway.
o They are wanting to sell their house in the next year or two and will face looking to the
board if they can’t sell due to mess and incomplete repairs.
o Chris would like to see:
• Road filled in 2-3’ higher (putting the water line 5’ deep).
• Fire stand hooked back up.
• Phone line re-buried (this is Windstream’s responsibility) – 100 yards to get the phone
line buried to the corner.
• He doesn’t feel he should make efforts to fix what wasn’t caused by his actions.
o Need to see if we can get contractor out to work the repairs before considering moving
funds from Roads for the repairs.
o Electric line is too close to rent a backhoe to do the repairs ourselves.
o John suggested putting backflow preventors which have small valves to trickle water at the
end of water lines to keep water moving on dead-end lines inside of the meter housings.
o Very economical solution estimated at $50 per valve.
• SLPPOA water rights:
o State is presently not calling out on primary water rights (if you don’t use them, they rescind
them).
o This is always a possibility this could happen, but all our leaks are ensuring we are using our
water rights per the state’s requirements.
o We must always maintain we have a need for this water.
• Donna Smith – Tiny Home Issue
o Unit 3, Lot 3 has a tiny home parked on their property (it has a license plate on it).
o Covenant states paragraph 4, mobile homes are not permitted.
o Owners are living in the mobile home, renting their primary house on Air BnB, advertising
they live in the tiny home on site.
o This puts 2 dwellings on the property, which is also prohibited in the covenants.
o They run an above ground water line (garden hose).
o Josh found a tiny home is classed as an RV by most states and are registered as such.
o If we class tiny homes as mobile homes, they would not be allowed per our covenants.
o Gray area everywhere whether these are tiny homes or mobile homes.
o State defines RVs as travel trailers or camper.
o Tiny homes have license plates on them while in transit per the state.
o Violation is having 2 dwellings on the lot, and any dwelling which is temporary.
o These 4 lots are developed as residential lots.
o Two families can’t live on a single lot in a single-family dwelling.
o If it is a camper, they can’t live in it, but can store it on the lot; if it is a mobile home, they
have to remove it from the property.
o Exceptions have been made for a family to temporarily live in a camper while building their
primary, permanent dwelling for up to 12 months.
o They are using it currently as a mobile home, and advertise it on the AirBnB as their
residence. They can park and store it only, otherwise it must be removed.
o Paul found 5 SLP properties listed for rent online, 3 listed on VRBO and 2 listed on AirBnB –
how many of those are in compliance with bi-laws policy and have applied for a Vacation
Rental Property Permit?
o A suggestion was to put an article in the newsletter regarding this policy.
o Josh initially sent an email to the owners and received a response they were only parking it
on the property.
o Board determination for all cases:
▪ We class tiny homes per use.
▪ If they are living in it, it is hooked up to our water, and it has its own sewage, it is a
mobile home and must be removed.
▪ If it is a moveable trailer, not hooked up to water, and unoccupied, it is storable on the
property.
▪ If they are not in compliance with the Vacation Rental Policy, you can go to VRBO and
AirBnB and pull their listing.
▪ Discussion on temporary use with visiting relatives, etc. versus using it as a residence.
o Path forward: Send owners a letter that the Board has evidenced their tiny home being
used as a mobile home and they are required to remove it within 30 days of the letter.
o Josh will draft an email of his proposed letter for the board to review.
• Water
o System 2 Controller (well)
▪ Electrician came out and replaced the capacitor, then the controller, still not working.
▪ Well company came out and found the 1 ½ year old motor was frozen.
▪ This is the best motor you can buy (German made).
▪ Well company can’t tell what was wrong with it.
▪ Well company said it wouldn’t be worth repairing it.
▪ Electrician is $9000, don’t know yet how much it costs to pull the motor out to replace
it.
▪ Our well is about 400’ deep.
▪ Bad news: entire well is 350’ of brittle, cracking PVC instead of galvanized steel lining.
▪ He has a rope tied to the motor so it doesn’t sink to the bottom of the well.
▪ Best suggestion is replacement with schedule 80 PVC vs our current schedule 40 PVC.
▪ We have a 5 HP and a 10 HP well controller on hand now which aren’t under warranty,
but both controllers are usable by SLP.
o Aspen Grove leak
▪ The 60 gallon/minute leak has been repaired by John (no invoices pending on this
repair).
▪ We have not tied in a new line yet.
▪ Pending work is to fill the hole.
o System 2 main line repair
▪ John met with Jill from resource center.
▪ Solution – put trees the size of your thigh and fence posting to catch the sediment and
spread out the sediment.
▪ Jill will be attending a meeting next week for funding from forestry to do repairs
▪ She suggested people should really apply individually versus applying as a whole SLPPOA
group.
▪ For any repairs made before funding received, we eat those costs.
▪ Exposed water line from last year – dump sand on it, then rock, then tree branches.
Don’t put dirt down.
▪ For Los Griegos/Forest Rd 10/County Rd 76/St Hwy 4/US 85 which isn’t owned by
anyone except Bootzin, the county was planning on putting in concrete soil.
▪ Mr. Blount has put straw bales and waddles where the water enters his property.
(Waddles run $10 per foot)
▪ Jill also suggested using silk fence which is also very expensive.
▪ She also recommended they build silt-collection ponds across the meadow, which may
be their ultimate option, which face being cleaned each year.
▪ There are no water lines in this area.
o Hydrant issue
▪ They want to raise the hydrant and put concrete here.
▪ Since the hydrant is so old, they are going back to the original manufacturer to see if
parts are even made anymore.
▪ Quote is pending.
▪ Baker is struggling to locate 4” (vs current 8”) parts for our older hydrant.
▪ Paul advised there may be funding for this issue.
• He sent the board a link which has funding available for fire suppression.
• We only need to state we are 501-C3, bordered by national forest, it is a fire threat,
we need to have this done – it will get funding.
o Meeting will be in Santa Fe at the Sheraton from 10am – noon. You must show
up in person to get anything.
▪ Hydrant locks – we have some on hand.
▪ Baker is looking at fabricating these parts.
o Aspen Grove and Calypso
▪ The plan is to put a valve on their water line end.
▪ Bakers sells these spigots.
▪ We plan to put one on every water line end/cul-de-sac.
STANDING COMMITTEE REPORTS
• Water (John Hines)
o Water Compliance Report
▪ System 1
• Total coliform - absent
• Total E. Coli - absent
• Disinfected, residual .26 mg/l
▪ System 2
• Total coliform - absent
• Total E. Coli - absent
• Disinfected, residual 0.18 mg/l
o Water Maintenance
▪ Meters read on 6/1/2023
▪ Responded to Meadow well that was down
▪ Replaced the LevelCon system 1 & system 2 tank level monitors
▪ Repaired the Aspen well leak
▪ Received the CCR from the state
▪ System 3 homeowners leak detection location and repair
▪ John has 3 appointments over next 2 weeks to help identify their leaks
▪
o Wells
▪ co-mingled most of the month since the well was down
▪ System 1
• Pumped 645,000 gallons (471,000 without the co-mingle)
• Used a little under 200,000 gallons from System 1 to keep System 2 going.
• Usage was 324,561 gallons.
• Average household usage rate of 106.6 gallons/ minute.
• Main leakage rate was at 65% (should go down considerably with recent repairs)
• Gallons lost was 150,000
• Leak flags: 8
• There were 11 users identified over 7,000 gallons with 7 of those with leak flags
o System 2
▪ Pumped 175,000 gallons
▪ Usage was 177,000 gallons (again, co-mingle changes this rate)
▪ Average household usage rate of 98.82 gallons/ minute.
▪ Main leakage rate was at 1%
▪ No gallons lost for the month rate due to the co-mingle.
▪ Leak flags: 7
▪ There were 2 users over 7,000 gallons, both with leak flags.
▪ John assisted with leak repairs on one of the leaks.
o Locks delivered yesterday.
o Ken Vigil asked when he would be paid
▪ Bill submitted immediately after receipt to HOAMCO about 2 weeks ago.
▪ Check should be arriving soon.
▪ He is asking if he can pick up the check in person or have it mailed directly to him, not
through his finance company?
o Water billing – Paul Lisko
▪ Do you want it (yes or no)?
▪ If yes
• We pay a percentage from the annual fee for water now.
o Do we remove it from the annual dues and charge it out per month?
o Or do we keep the annual water fee in the dues and then charge a monthly fee
for water usage on top of that? If yes, how much is the max you would pay per
month?
▪ Suzanne would like the board to have a water billing only meeting next month on a
weekend for 2 hours.
• Legal (vacant – Suzanne Star’s topic)
o CPA
▪ Awaiting a quote from the CPA for the water billing idea.
• Roads (David Stuedell)
o Spreader sold for $350, let him know when check clears so new owner can be texted to pick
it up.
o Awaiting a new contract quote from Jonathan Morris for
▪ Building a cinders shed
▪ Snow plow services this next winter
o Following up to expand the forest service road so a water truck can get up there on High
Road.
o Gravel
▪ Still pending getting gravel ordered
▪ He will purchase on his credit card
▪ $1200 for 2 loads of gravel (3/4 mil road base)
▪ He wants them to give us a 30-day net for invoicing
o Aspen and Calypso
▪ Josh is picking up the culverts this Friday
▪ Install them Saturday
▪ They need a dirt compactor to pack dirt around the installed culverts.
▪ David suggested purchasing a dirt compactor
• Architectural (Josh Toennis)
o Home builders at Membres are requesting to live in their trailer while they build their home
for 5-6 months.
o Suggestion is to give them 12 months.
o They are working with SLPPOA with surveys and all necessary forms to do things right by the
association.
o They are reaching out to us and working with us throughout their entire process.
• Firewise (Ann Cooke)
o One request for information on the tree thinning grant responded to.
o Cuba Soil and Water – fill out an application to get on the list.
o They cover 80%, you pay 20% of bill.
• Parks (Keith Rigney)
o Looking for volunteers to mow the park on email.
▪ We have 1 lawnmower available for use.
▪ Took about ½ a day to clear the park area.
▪ Have folks reach out to parks1 email to volunteer in the newsletter.
o Tank Inspections
▪ No schedule received yet.
▪ They are ready to go on these and contract already approved.
▪ Uncover them on a weekend.
• Special Tasks (Amber Gaston)
o Nothing to report.
ACTION ITEMS
• Approve May’s minutes.
• John to send information on the Water Technician position.
• Next board meeting set for 7/12/2023.
ADJOURNED
• Scott Dewitt made a motion to adjourn the meeting; Amber Gaston DeWitt seconded, motion
carried and the meeting adjourned at 9:01 pm on 5/9/2023.
Minutes submitted by Amber Gaston DeWitt, SLPPOA Special Projects / Acting Secretary