April 25, 2023, 5:00 P.M.

The residence of Shanen Lacy

2625 W Bentley Dr, Prescott, AZ 86303


The meeting was called to order at 5:00.  In attendance were Shanen Lacy, Laura Ross, and Randy Loemker.

  1. 1.)    Reviewed roles and responsibilities.
    1. a.    Laura moved that Randy Loemker be Chairman.  Shanen seconded.  The motion passed unanimously.
    2. b.    Randy moved that Shanen and Laura retain their current responsibilities.  Laura seconded.  The motion passed unanimously.
    3. 2.)    Board discussed and updated 2022-2023 actuals versus budget.  It was noted that since we missed moving $10,500 from M&O reserves before July 1 2022, the $10,500 shows up in the 2022-2023 actuals increasing the M&O carryover in revenue and the “To Chip/Fog Seal Reserve” item in expenses.  (Side note from Chair:  This is a timing issue, not an operational performance issue).  The actual spending for 2022-2023 excluding movements to and from the reserve accounts (spending on actual work on the road system) is estimated to be about $5,000 for 2022-2023 (year ending June 30, 2023) versus a budget of $8,400, so about 40% under budget.
    4. 3.)    At this point the Board discussion became a conversation covering items 4 – 7 of the agenda (Investment of reserve accounts, Snow removal plan for 2024, other needed or desired maintenance items for 2024, and the impact of all of these on the FY 2024 budget).
    5. a.    Randy asked about investment of the reserve account at better returns given the availability of better returns in today’s markets.  Laura noted that this matter is under the control of Yavapai County who controls our accounts (along with their own) on how the funds are invested.  She noted we have earned about $1,300 Year to Date on our reserves of around $80,000, so we are receiving returns commensurate with improved market rates.
    6. b.    Extensive discussion around the damage to the road at the Sheriff’s Posse/Gentle Breeze intersection related to the spring in that area and related winter ice/snow/snow removal damage.  Randy discussed that he had met with Hayden Harris of Seal-West, a local pavement contractor, and discussed both repair of the road, solutions to the spring, and how these issues inter-relate.  He had also discussed with Hayden the damage to the road where Weeks turns on to Hawk Road.  Hayden noted:
      1. i.    Repair of the damage at Gentle Breeze (not including french drain or other drainage resolution) would be around $6,000 (covering 40’ of full-width road replacement).
      2. ii.    The French drain or other major solution to the spring problem would likely be $15,000 or more, and could require a Yavapai County permit which could take 8 months or more to obtain (so if we’re going to do this before the snow flies, we need to get on it).
      3. iii.    Hayden suggested there may be a way to re-direct the flow on the southwest side of the road avoiding a project that would involve excavating across the entire road and expense of this major project.
      4. iv.    Randy is going to pursue this entire matter further including checking with the county on permitting requirements, and discussing with other potential contractors their thoughts on the situation.
    7. c.    Regarding snow removal plans:   Randy stated that he felt that Dan Brutinel of Arizona Earth Movers had done a good job at a reasonable price the past winter, but he also knew we had had success with Luis Rojas in past years.  Laura said if we we’re going to engage Rojas, he has said we needed to engage him in advance of the snow season.  Laura said she would talk to Luis about their capabilities, costs, and in general what working with them would involve.  Randy said he would do the same for Dan Brutinel, and the Board can make a decision and incorporate into the final budget.  Randy noted that John Genshock had volunteered to participate in snow removal on Sheriff’s Posse Trail from around Weeks Road to and including Wolverton Trail.  Randy agreed to talk with other volunteers to determine to what extent they will be able to participate in the 2023-2024 snow season.  Laura noted that Felix Pareja who owns an Ace Hardware had offered to provide ice melt product at a discounted price.  It was discussed that repairs on the drainage problem at Sheriff’s Posse and Gentle Breeze might significantly mitigate the need for ice melt product.
    8. d.    Regarding other road maintenance, Randy noted that the past winter snows along with the associate snow clearing had caused some damage and wear on road shoulders, and there may be drainage and other maintenance and repairs.  He suggested a walk the road by the Board (and anyone else who wants to join them) to create a list of needed work.  This was scheduled for May 16.  Randy also suggested we create a “punchlist” of needed work which the board could publish to the community and post on the website, and from which community members could select to participate in the repairs at their convenience. 
    9. 4.)    Tentative future meetings were scheduled as follows:
    10. a.    May 16, 2023 5:00 starting at Bentley Road and Sheriff’s Posse Trail:  Road walk to assess repair and maintenance needs.
    11. b.    May 18, 2023 5:00 at The residence of Shanen Lacy 2625 W Bentley Dr:  FY2024 Budget review and approval.
    12. c.    June 8, 2023 5:00 at The residence of Shanen Lacy 2625 W Bentley Dr:  FY2024 Budget Public Hearing.

All of these will be open to the public as usual.

  1. 5.)    There was no additional business and the meeting was adjourned at 6:25.