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 - didnt 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 Dales
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 Allens 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