Deer Springs Ranch Board Meeting
March 28, 2009 09:00AM, Ranch HQ
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The attached minutes are relatively accurate but, by all means consult the website for
specifics when the audio is posted.
Dave Sills
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(held at ranch - no teleconference available)
Board members present: John Southwick, Ben Clarkson, Ed Belinski, Dave Sills, Shawna Cox,
Dustin Hollis
Board members not present: John Harris
Others present: Linda Alderman, Paul and Nancy Brayton, Brent Fulmer, Robert Allen, Dale
and Patsy Clarkson, Larry Baer, Dave Kudel
John: Called meeting to order - mentioned meeting was being recorded - gave invocation
John: Approval of minutes discussed - approved
John: Financial reports from Shawna and Linda
Linda: Passed out profit and loss statements
Shawna: Accounts have been consolidated in to checking - gave balance
Ben: Asked why account information was not in profit and loss statement - asked Linda to
include it in future
Linda: Discussed statement - opened for questions
John: Brent Robinson has not paid
Ben: Has he been invoiced
Linda: No
Ben and John: Please invoice Robinson
John: Discussed details of profit and loss statement - reminded Paul and Nancy to limit
purchases until budget firm
John: Caretaker report
Paul: Discussed cabins and roads - Larry Meltzer not certain about road grading work
Linda: Discussed an individual offering road treatment process - future presentation
Comments from Ben and Dale about it not being beneficial in previous use
Paul: Continued on discussion of roads
John: Discussed rains - erosion control - asked Paul to blade the roads, at least one time
each
Ben: Should work graveled roads in next two months
Paul: Discussed fence walking - work in progress
Ben: Asked Paul to make notes on map
Paul: Working on road signs - need Linda’s map - Brent got permits for post cutting
Brent: Got BLM permit for limb and trim - has post permit
Paul: Will have road signs up by end of summer - ran out of wood again this season -
discussed firewood source - may open pumping of water to cabin areas - water testing class
cancelled - cabin #7 ready except ceiling paint
John: Asked that Kilz paint be used
Nancy brought fresh rolls to meeting
John: Old business - budget emailed to board members - discussed details - questionable
income areas - discussed expenses and columns - expects cabin usage will fund cabin
expenses
Linda: That is intent
John: Continued expense categories, including general administrative expenses, livestock,
roads, water resources
Dave: Asked about new “catchments” category
John: We will discuss it - continued with details
John: Open for discussion
Ben: Some things are not in budget that need to be - with no horse rides we should be able
to reduce liability insurance - looking into auto liability - discussed need to watch
insurance claims
Linda: Looks into insurance fees
Ben: Need to find best figures for insurance and liabilities
Dustin: Need resolution on lawsuit first
Ben: Ben and Linda will investigate insurances
Ben and Paul discussed vehicles and insurances
Linda: Rhino is insured
General discussion of horse rides and outside vendors
Ben: Asked about merchant fees/credit vendors
General discussion of reservations, dues, credit usage
Linda: There is a fee for using credit on assessments
Ben: Motion to charge a specific fee for credit on assessments
General discussion of assessments
Dustin: Seconded Ben’s motion -
John: Motion carried
Ben: Discussed phone charges - have we considered consolidation
General discussion of phones, services, fees and insurances
Ben: Discussed land line for Linda
Linda: Should cancel land line
Ben: Look into it (Linda and Paul)
General discussion of number 644-3007 number
Brent: DSR website was hacked - discussed
General discussion of website/webmaster
General discussion of road grading, repairs, maintenance and culverts
Ben: Said to use the donated culverts first
John: OK in that category
John: Water resources
General discussion of tank repair
Dale: Described that his contractor will provide bid on our tank
John: Received letter from Dale for expenses - we have not gone forward with his previous
ideas
Ed: Pay or not - it must be approved by board
Enthusiastic discussion of water catchments category and fees submitted by Dale Clarkson
Dustin: Motion to pay Dale’s bill with receipts (providing it not happen again
without board approval)
(The above is not the exact wording of the motion, In my confusion I did not note who
seconded this motion)
Voted for motion: Shawna, John, Ben, Dustin
Opposed to motion: Ed, Dave
Not Present: John Harris
John: Motion carried
Enthusiastic discussion of details of the funds committed in this motion
10 minute break
John: Reconvened - budget
Ben: Must consolidate categories
John: Motion to approve budget
Shawna: Seconded motion
John: Unanimous with one absence
Ben: Asked about porta potty fees
General discussion of fees and usage
John: Past due assessments - discussed 12 month lien/action on assessments should be
enforced
General discussion of our policy and bylaws on assessments - bylaws clause read
Ben: Linda - show us filings next month
John: Discussed intent of asking that we act on past-due accounts
Dale: Board should inform members of firs right of refusal
General discussion on that mater
John: Asked Linda if she understood what needed to be acted on
Linda: No - discussed letter on delinquent
John: New business
Shawna: Why did Linda bring checkbooks to her (Shawna)
John: Reworking job descriptions to identify treasurer’s responsibilities
General discussion of this matter - Shawna to be more in control of expenditures
John: Any other new business?
Ben: Grazing discussion - Meadow Canyon road and discussion of County/BLM
John: Continue dialog with county - private with public allowance of use
Ben: Will continue to work with commissioner
John: Any other new business?
Ed: Storage on ranch properties
General discussion of storage issues
Ben: Discuss with members the expectations - general discussion
Brent: Described ownership of stored materials - Phil Hall owns large sprinkler pipe
Further general discussion of storage
Ben: Asked Paul to identify stored items by next meeting
Ed: Rural Water Association of Utah (RWAU) - discussion and recommended review of website
John: Table till next meeting
Linda: Recognized Brent’s donation of time and material to association
John: Discussed streamlining of reservation process
General discussion of linen, laundry and fees
Dustin: Would need laundry facilities
Dale: Gave reservation statistics - 12% reserved - not aggressively managing cabin
reservations
John: Discussed changes recommended in reservations - cabins should pay for cabins
Brent: Discussed laundry facility donations available - recommend try laundry
John: Further discussion of reservations/occupation of cabins
John: Will look into laundry set-up
John: Described friend with Teepees - like to consider ranch seminar/involvement (income
opportunity)
John: Will discuss reservations further at next meeting
Brent: Discussed tank repair contingencies - discussed Paul and amphitheater construction
Paul: Discussed fire pits
John: Next meeting May 2nd at ranch at 10am
Benediction: Shawna