Deer Springs Ranch Board Meeting

Friday, February 20, 2009 6pm - Kanab


Prior to meeting commencement Dave Sills presented to John Southwick a home made gavel and sound base for use of presiding official during meetings - has appearance of meat tenderizer which may have more than one application in board meetings.

Board members present: John Southwick, Ben Clarkson, Shawna Cox, Dave Sills, Dustin Hollis (teleconf)

Board members not present: Ed Bolinski, John Harris

Teleconference: Vance Green, Clint Gray

Others present: Linda Alderman, Larry Baer, Mike and Kathy Duvall, Paul and Nancy Brayton, Robert Allen, Larry Clarkson, Dale and Patsy Clarkson, Brent Fullmer

John: Welcomed all, will conduct executive session after this meeting to discuss annual personnel evaluations and performance

Invocation by John Southwick

John: Call to order - meeting is being teleconferenced - recorded and written minutes - introduced attendees - have quorum

Brought up December and January minutes

Ben: Motion to approve December minutes - seconded - Stated that January minutes should be amended to indicate six positive votes and one negative vote on Clarkson offer. Minutes were amended to show the correct vote. Discussed need for Dave to record names of those submitting motions and names of those seconding motions - agreed

Ben: Motion to approve January minutes - seconded by John

John: Next agenda item is financial - Linda

Linda: Handed out e-mail copies and budget matters

Ben: Should just let e-mail items go through, not copy and distribute

Linda: Insurance paid $500 for cow that was hit - discussed requirement for personal property audit for tax purposes - all discussed

Ben: Discussed inventory and depreciation - solar system does not count as personal property

Linda: Displayed may with road names - will take to county for recording

Shawna: Discussed balances - board discussed need to combine accounts

Linda and Shawna have met and have proposal to submit (not submitted at this time)

John: Ranch/Caretaker report from Paul and Nancy

Paul: Discussed Skutumpah Road - County is plowing to Brinkerhoff - discussed his own efforts to plow - discussed tool inventory - condition of buildings and structures

John: Has store been inventoried?

All discussed the store

Paul: Problem with pump switch discussed, photo circulated - repaired and working well

John: Thanked participants in repair effort

Paul: Discussed attempts at wireless telephone installation - didn’t work - returned to dealer

Cabin #7floor work - insulation replaced - remodel in progress - shower and hot water heater - discussed costs

John: Asked if green board being used

Paul: Will look into it - discussed joint replacement - operating manual for cabin water systems - water sample tested OK - discussed needed water tank repairs - budget not finalized for this - discussed water certification classes - Nancy took food handling course - ready for BBQ

Nancy: Going to do mass material purchase for cabins - discussed cabin upgrades and improvements

John: Old business - budget - need to formalize

Shawna: Passed out 2009 budget proposal - discussed projected and actuals - asked Larry Clarkson about wildlife/Pansegaunt income

Larry: Realistic

Shawna: Discussed specific income estimates

Ben: Outbuildings need work - general discussion

Paul: Ranch house needs insulation in attic

Shawna: Porta-potty at upper ponds will be reduced to one - group discussion of waste disposal - discussed propane costs - group discussion of propane

Nancy: Ranch house does not use propane for heat

Continued discussion of budget - not recorded verbatim

John: Need to track store income and expense

Ben: Described old store revenue figures

Shawna: Continued review of budget categories, including board meeting costs

Vance: Gave figures for board meeting teleconferencing - subsequently the category was reduced to $400 - continued discussion of categories

Ben: Brought up vehicle use

Paul: Does not need van or old Beckstead truck - general discussion of vehicles

Shawna: Continued discussion of budget categories

General discussion of Llama history at ranch - will pen them up and determine if they are OK

General discussion of fish and erosion control

Shawna: Continued discussion of budget categories

John: Need to end discussion of budget - move on to Clarkson proposals

Ben: Asked about past-due revenue

Shawna: “ Past due” is very little amount

John: Feels it is more

John: Discussed Clarkson letter withdrawing lease proposal

Dale: Submitted land and water lease agreement and letter to Terril Johnson

John: Read aloud the Johnson letter - would add liability/lease agreement, stipulate management/committee approval on #6 - add a #10 liability clause

Dale Clarkson passed out a 2 page common ground lease proposal - followed by general discussion by all

Dale Clarkson handed out more sheets “exhibit A” and initiated extensive discussion of the lines in the proposal, including the use of his assessments to finance his work.


Dave: Brought up impact this would have on proposed budget - followed by further discussion of proposal and budget impact.


Teleconference was lost at this point and re-established

John : Discussed Dales proposal submitted to handle “Past Due “ accounts which indicated a 2009 figure of $21,200.00.

Dave: Referenced moments earlier discussion by Shawna and Linda which designated “past due amount” as less significant.

General discussion of “Past due” account practices - still under preliminary budget

Shawna : Motion to not charge interest to “past due” accounts until budget is approved - seconded by Dave - approved

John: Discussed Clarkson proposal to authorize Dale Clarkson as agent for “First right of refusal” in DSR lot sales

All discussed need to address bylaws associated with “right of refusal”

Not resolved

Ben: Discussed need for board to be aware of mail to Linda

General discussion of that issue

Dale: Brought up need to get his interests progressing

John: We need to address budget to find out if we can move ahead with Dale’s proposals

Shawna: Motion to assign item #4 to Dale until bylaws are amended

General discussion of “First right of refusal” and bylaws

Motion was seconded (name not noted) - three votes in favor, one opposed and one abstention - not passed - will discuss this week

John: We will table tank repairs - discussed pending lawsuit

Shawna: What is status of tank repairs

Vance: Will e-mail alternative tank repair matter

John: New business: Cabin reservation system - wants board to consider alternative cabin reservation system to include day-by-day

Linda: Does not lock in whole week

General discussion of reservation method

John: Discussed “Leave No Trace” reservation request - general discussion followed

Ben: Motion to accept offer - Shawna seconded - all voted yes - no opposed votes - carried

John: Discussed #3 fundraising - will proceed

John: Discussed proposal to set apart a portion of association for cemetery and park - 1500 lots - income producing - possible pet cemetery - C4 zoning - suggested area between Skutumpah and Cabin #6 -

General discussion of possibilities

John: Discussed rock crushing letter for members consideration

John: Open forum

Paul: Brought up drift fence concerns

John: Dale, have we discussed each of your offers/concerns?

Dale: No solid votes

John: Anything else?

Dave: Brought up Robert Allen’s concern for thistle spreading

Paul: Familiar with it - county working with him on it - will keep us informed

Mike Duvall: Discussed #6 on Clarkson lease agreement submitted-specifically use of property

Asked if any RV pads or trails under consideration

General discussion

John: Cabin #5 area under consideration - further discussion

John: Next meeting Saturday, March 21 at 9am in Kanab

Meeting adjourned - opened executive session to discuss personnel evaluation