MINUTES OF THE MEETING OF SHERIFF’S POSSE COMMUNITY ROAD IMPROVEMENT AND MAINTENANCE DISTRICT BOARD

May 22,2025 3:00 P.M.

The residence of Randy & Carol Loemker

2190 S Wolverton Trail, Prescott, AZ 86303

1. The meeting was called to order at 3:04 P.M. In attendance were Randy Loemker, Laura Ross & Lisa Genshock, and five other community members.

2. Randy provided an update on the road resurfacing project.  The resurfacing will be done on June 3 and 4 2025.  Ancillary roads (Gentle Breeze, Weekes, Hawk, and Jazz Lane)  will be done on June 3 and Sheriff’s Posse and Wolverton will be completed on June 4.  Sheriff’s Posse and Wolverton Trail will be available for vehicle traffic on June 3 with some possible brief delays. The other roads will be available for traffic on June 4, but exiting the community by car/motorized vehicle on Sheriff’s Posse will not be possible on June 4.  

3. Randy and Laura provided an update on finances for FY 2025.  It was noted that we are short about $5000 year to date on our share of property tax receipts.  Laura agreed to follow up with the County on the status of this.  Total spending is expected to come in at just over $36 thousand versus a budget of about $112 thousand.  The major difference is that our chosen road maintenance project was crack fill and treatment with a high density mineral bond (HA5) resurfacing rather than a full scale chip seal project.  Other significant items of underspending vs budget were snow plowing at $800 versus a budget of $5000 due to a very low snow volume this winter, and the fact that we did not need any money from our $2000 contingency reserve budget item.

Randy also reviewed a model created to project long term accumulation in the road maintenance reserve account under various scenarios of road maintenance and tax collection.  Using an assumption of tax levy increases only for inflation, and a road maintenance program suggested by our current resurfacing contractor Holbrook Asphalt, the model result is that accumulated reserves at two sample future dates—2047 or 2057—would be sufficient to cover about half of projected re-paving costs on those dates.  This provides some balance between the interests of current residents paying for ongoing maintenance and the building of the reserve account, and future residents who will likely pay a special assessment for a portion of a major re-pavement event if and when it occurs.  Randy noted that our asphalt contractor believes that the road should last “indefinitely” with proper consistent ongoing maintenance.  It was further noted that the durability of the current HA5 resurfacing project over the next 5 years will be important information for future road maintenance decisions and related budget and planning.

Randy brought forward agenda item 6—discussion of insurance coverages—into the budget discussion.  He has received quotes for increases in liability and directors and officers insurance from our insurance agent, NFP.  He informed the board that increasing our general liability coverage from $1million per event $2 million per year to coverage of $2 million per event $4 million per year would increase our premium from the current $485 per year to about $551 per year—less than a 15% increase.  The premium increase to double the director’s and officer’s insurance from $1M to $2M requires an increase in premium from $795 to $1,239—an approximately 56% increase.  Randy moved to increase the general liability coverage and leave the D&O coverage the same.  The motion passed unanimously.

Randy made a motion and Laura seconded to make the road district tax assessment for FY2026 the same as FY2025 but adjusted for inflation (2.7%) and to move $12K from the reserve account to the operating account as soon as possible in anticipation of payment for June road resurfacing.  The motion passed unanimously

Based on all of the above discussions around the budget, Randy made a motion to approve a proposed budget for FY2026, major items being:

• A tax levy of $25,650 (equal to the FY2025 levy adjusted for 2.7% inflation)
• Leaving snow plowing at $5,000 (some discussion about reducing it but it was noted that we cannot count on community member assistance which has occurred in recent years for snow removal assistance in winter 2025/2026).
• Road maintenance and repair at $4,000 (major repairs having been completed in FY2024 and FY2025).
• Moving $15,627.48 from the operating account to the reserve account.

Laura seconded the motion and it passed unanimously.

The proposed budget in its entirety is shown below in the far right column.

4. Randy moved and Laura seconded that the public hearing for the budget be scheduled on June 11 at 3:00 P.M.  The motion passed unanimously.  Laura Ross will coordinate appropriate public notices in the Prescott Courier on the earliest possible dates (expected to be May 30 and June 6).

5. Given the amount of traffic and parking that has occurred related to the trailhead at the intersection of Sheriff’s Posse Trail and Wolverton Trail, a community member has requested that the Board consider possible signage to impose some control over the matter.  The point was made that the RIMD does not have authority to enforce any controls that might be suggested by signage, but that does not preclude us from placing signage, and it may be effective.  After some discussion about various possibilities of sign messages and placement, Lisa Genshock agreed to undertake a study of the matter—both on the ground as to where signs might be placed, as well as consideration of what they might say how much the signs would cost.  The matter will be placed on a future agenda for further discussion and possible action.

6.  Insurance coverage agenda item was covered during the budget discussion item 3 above.

7. As Laura Ross is stepping down from the Board, Randy made a motion and Lisa Genshock seconded that Amy Pichowsky be appointed to complete Laura’s term (through 2028) on the SPCRIMD Board effective May 27, 2025.  The motion passed unanimously.  Randy agreed to provide Amy with the oath of office document to be signed, notarized and filed with Yavapai County.

8. Randy Loemker made a motion, and Laura Ross seconded that for FY2026 Randy will continue as Chairman, Lisa Genshock will hold the positions of clerk and records administrator, and Amy Pichowsky will be the financial administrator.  The motion passed unanimously.  Randy reviewed a schedule of detailed responsibilities created by former Chair Joe Veranth.  Joe agreed to provide a soft copy of the template which Randy will update for FY2026 to be reviewed at a future meeting.  Joe Veranth, who is the author of the District’s records management policy, also agreed to work with Lisa and Laura to review records maintenance rules and procedures and facilitate the handoff of responsibilities to Lisa.

9.  A call to the public added no additional items.

 The meeting was adjourned at 5:02 P.M.