DSROA Board of Director Meeting
Minutes of July 22, 2006
Deer Springs Ranch Headquarters
Board members present:
Candace Bosze, Dale Clarkson, Larry Clarkson, Phil
Hall
Board members absent: Shawna Cox, Val
Cram, (Larry Walters resigned as he sold his lots)
Others present: Bob Becker, Ken Lent, Sheli
Jensen, Joseph Woods, Brent Fullmer, Joe Bosze, John Martine, Taylor and Barbara Button. Vance Green and Bill Brockbank
were present via teleconferencing.
Meeting called to order at
1:55 pm.
The minutes of June 10 were
approved. Motion by Larry Clarkson, second by Dale
Clarkson, all in favor.
Financial Report
Barbara presented a comparison of actual expenditures vs budget.
There is $9725.15 in the capital improvement account.
Barbara presented the names of members that are past due
on assessments. Phil made a motion, seconded by Larry C for Barbara to put a lien on
one lot that had not held up their agreement and paid in full by July 1. All in favor.
Manager’s Report
Ken Lent and Joe Bosze put up a
new flag pole in the yard at HQ. Barbara
and Brent ordered some ultra-sonic rodent deterrent devices for cabins 2 and
4. They will be installed this weekend
and see if the rodent problem goes away.
The store sales are way down from last year. Sheli reports that
she thinks much items are being stolen.
The directed her to lock the store and instruct the othere
to watch when someone needs into the store.
Two horses owned by Shawna Cox are not being
used. Sheli
told to tell Shawna so she can pick them up. There are currently 12 horses at the
ranch. The grader is broken down
again. Some of the hoses blew apart. Brent Fullmer
instructed to call Scott Machinery and have them come out and fix the
grader. The board then decided they will
hire an independent operator to run the grader so there will not be some many
repairs necessary. Several present
reported different areas around the ranch that need road repairs done. A living place for Shauna and Nate was discussed.
They are currently living with Sheli and Mark
or jumping around in the vacant cabins. Phil
made a motion, seconded by Larry C, to have Barbara and Candy ask Jerry Racine
if he has a camper Shauna and Nate can use. All in favor.
Board member to replace Larry Walters.
After asking if anyone would volunteer for the position
vacated by Larry Walters, a motion was
made by Larry C and seconded by Candy, for John Martine to replace Larry
Walters until the annual meeting of the membership. John also to accept the
secretary position held by Larry W.
All in favor.
Fish and teleconferencing
Barbara asked for permission to spend a more money to
bring in more fish. Since 87 fish died
when they were delivered, the fish supplier is bringing replacements down to
the ranch. Barbara wants to order more
fish to go with those fish to restock our ponds. Candy made a motion seconded by Phil to order more fish for $500 plus
$100 donated by Phil Hall in addition to the replacements. All in favor.
Phil and Candy to speak with Allen Steed regarding his
family fishing the ponds. Steed
has done some backhoe work for the ranch free of charge this year to help
compensate for the fish. Phil Hall also
constructed a new intersection on the Crawford Canyon/Birch Gravel Roads with
his own money which is to compensate for the fish also.
Barbara asked for the board to officially accept the
teleconferencing attendance as an option for board members to attend at least
part of the monthly board meeting per year.
Phil made a motion seconded by
Candy to have teleconference attendance count for attendance at monthly board
meetings. All in
favor. Vance Green and Brent Fullmer stated that they have some better equipment to use
next time that will improve the system even more. As it was, the teleconference call lasted almost
2 hours and 45 minutes. It was clear for
those on the phone. And those at the
meeting could hear those on the phone.
It is hoped that teleconferencing will encourage many more members to
become involved in the board meetings since they will not have to drive to
attend the meetings. Vance used a free
conferencing company to set the call up.
Each individual person pays for their own phone call (cheaper than gas
to drive). Vance and Brent plan to
teleconference the annual meeting also.
Review of Protective Covenants
Larry Walters and Candace had compiled the previous
months of work on the PCRs. All but three areas had been accepted and
written. The three areas of disagreement
were discussed. Each of these areas had been previously presented by Dale
Clarkson (Option 1), Phil Hall (Option 2), and Larry Walters (Option 3). Larry W was trying to compromise between Hall
and Clarkson.
1) #12 Easements: Phil made a motion, seconded by Candy to approve the following wording for the new proposed PCRs. Phil, Candy, Larry C, and John in favor. Dale opposed. All lots are subject to utilities, access and drainage easements as specified on the recorded plat and established by prior use. The Association, through its Board, may grant private and/or public utility easements over Association Common Area, including roadways, for the benefit of the Association and its Members. Other than utility easements, no easement over Association Common Property may be granted to any public or private entity or individual without approval by a 2/3 majority vote of the Membership at a regular or special Membership meeting.
2) #14 Rules and
Regulations: Larry Clarkson, seconded by
John Martine, made a motion to accept the following wording as the proposed PCR
wording. All in favor.
In the event there is a conflict between the Rules and Regulations and these Protective Covenants or the Association Bylaws, the Bylaws and these Protective Covenants shall control. The Board shall have the authority to amend, change, add to and restate the Rules and Regulations (i) to aid it in administering the affairs of the Association, (ii) to insure that the Properties are maintained and used in a manner consistent with the interests of the Owners, (iii) to regulate the use of the Common Areas and to regulate the personal conduct of the Members and their guests thereon, and (iv) to establish penalties and fines for the infractions of any Rules and Regulations, the Bylaws and/or these Protective Covenants. Changes to the Rules and Regulations shall be submitted to the Membership for comment for 45 days prior to implementation and any provision of the Rules and Regulations may be overturned by a majority vote of the Membership at any regular or special Membership meeting.
3) #18 Discontinuance of common utility service and suspension of common facility use and voting rights. Phil Hall made a motion, seconded by John Martine, to accept the following wording for this Protective Covenant. Phil, John, Larry C, Candy in favor. Dale opposed. The Board of Directors may suspend the voting rights of a Member for any period during which as assessment remains unpaid. The Board of Directors may also, after a hearing, suspend the right of the Member to receive utility service paid as a common expense and to use the Common Area and Facilities. Utility services include, but may not be limited to, receiving water from wells operated by the Association.
Before terminating utility services or right of access and use of recreational facilities, the Board shall give written notice to the Owner in the manner provided in the Bylaws. The notice shall inform the Owner (i) that utility service (including the right to receive water from a well operated by the Association) or right of access and use of recreational facilities will be terminated if payment of the assessment is not received within thirty (30) days; (ii) of the amount of the assessment due, including any interest or late payment fee; and (iii) of the right to request a hearing as provided for in this Section.
An
Owner who is given notice may request an informal hearing to dispute the
assessment by submitting a written request to the Board within fourteen (14)
days after the date on which the Owner receives the notice. The hearing shall be conducted by the Board
in accordance with the standards provided in the Bylaws. If a hearing is requested, utility services
or right of access and use of recreational facilities may not be terminated
until after the hearing has been conducted and a final decision has been
entered. Upon payment of the assessment
due, including any interest or late payment fee, the Board shall immediately
take action to reinstate the terminated utility services and right of access
and use of recreational facilities. See
Phil made a motion, seconded by Candy, to accept
proposed Protective Covenants 1 – 25 as the board recommended
document and submit it to the membership for a vote. All in favor.
Conflict of Interest Policy
Ron Maehl has been working to
establish a conflict of interest policy for the ranch board of directors. This motion will be submitted for adoption
into the Bylaws by vote of the membership at the annual meeting.
Roads
Candy gave a list of roads to Mark Pebley
that need attention. The
Gravel Pit Policy
Larry Clarkson is still working on this. He will have it ready for next meeting.
Upper Water System
Candy, Brent Fullmer, and Larry
Clarkson have been working on a new solar system for pumping water at the upper
water system. The proposed system would
cost about $2500 and will pump about 1 ˝ gallons per minute continuously for 6
– 8 hours per day. Dale asked Brent to
check into how much more it would cost to get a pump that would do 3 gallons
per minute. All are in favor of using
capital improvement money to put in a solar pumping system. Several have worked on the old propane
generator at the upper system. That
generator is about to quit for good. But
Joe Bosze has revitalized it for a few more months
(hopefully).
Annual Meeting Plans
Meeting to be September 16, 2006 at 1
pm. Dinner will be at 5 pm. Nominations due by August 5. Ballot to be mailed by Aug
15. Ken Lent in charge of a work
meeting to paint the ranch house the morning of September 16. Barbara to ask Christy Sergent to be in charge of the pot luck dinner. Ranch will supply the meat, potatoes, and
drink.
Portable Potties
Barbara, Candy, Brent, and Joe to
present a plan at the next meeting.
Next board meeting will be August 12, 2006 at 1 PM at
the ranch.