Addenda and
Corrections to the June 2014 Board Meeting
DSROA BOARD MEETING
June 14, 2014
Deer Springs Ranch
10:00 a.m. Welcome:
Pres. Art Ortolani
Board Members in
attendance: Dale Clarkson, Dave Turley, Shawna Cox, Robert Allen, Joe Bosze, Art Ortolani,
Jodi Akers.
Members: Larry
Clarkson, Brent Fulmer, Larry Baer, Lee Bellar, Candy Bosze, Larry Meltzer, Linda
Alderman, Bob and May Woolsey, Nancy Brayton, Sharon Maas.
Visitors: Kelly
Stowell, Brett Sutter, Stani Greenway.
Prayer: Nancy
Brayton
Kelly Stowell
introduction of the TV Show Scouts looking for a location for a TV \
Show. Just scouting
to see if DSR might be a possibility. Kelly works with the Kane County Travel Council and
Movies. Ben took out the last ones that made part of their movie here and Larry Clarkson
will take them around today. Liability release
to be signed upon any contracts given.
Minutes: May 2014
Board Meeting was cancelled. April meeting Shawna was not in attendance. Linda said she
was not in attendance either. Nancy and Jodi said that they took notes. Shawna asked for
them to give a copy to her so we could get them filed.
Treasurers Report:
Jodi
Reports were sent
out. Who purchased the zip line for $300?
Nancy reported that
Paul had ordered the zip line. Paul was not there. Dave said he would help pay
for it pay half of the cost and to put up at
the lower pond. Shawna said that they could use the activities budget but it has already
been set aside for the annual meeting food of $300. It was decided
that the Ranch would implement a $3 per day charge for using the zip line to recoup the
initial cost of the zipline.
On the P&L we
are at 81.5% of budget for cabin maintenance. Nancy said we have almost everything we need
for the cabins for the year.
Roads - Joe
Nellie Hoyt and Tom
Massengale's Lots needs pushing in case of fire. Paul can push the brush with the Kubota.
(Action Item)
Ranch Manager Report
- Nancy (Paul not in attendance)
Paul has been
building and repairing fences up Meadow Canyon for the last 2 months. He also built a
loading chute for the cattle.
Brad Hunt bought Lot
#149. He wants to have activities for Cattle Drives and wants to help with the Ranch
Activities. Shawna says, yeah and welcome.
The mice issues with
the cabins are being taken care of.
Cabins all up and
running, Cabin 3 has been re-plumbed.
Last weekend 100
people were at cabin 7. They brought in trailers, tents etc.
Can we maybe charge
per tent or per trailer to raise a little more revenue for the ranch?
Board needs to
consider implementing a fee schedule to cover the costs of use. (Bathrooms, showers,
trash, etc)
We have charged the
expedition Guys with the model airplanes $6 per person /per day. It helps with the impact
on our infrastructure.
The Cabin Painters
will return on June 27th and 28th to finish the Garden Cabin and
Cabin #3. They had to leave due to some family issues and needed a little time to take
care of.
Cabin #2 has new
flooring in it now.
We have a new toilet
we just need to install in cabin #4.
Cabins 5 and 5a were
purchased long ago by Doyle Edson and Joan. They use to be on Larry’s lot by Fred
Serrals.
Paul needs to brush
two areas. Larry will get with Paul.
Paul was going to
mow it but Larry would rather blade it.
Cabins - Dave Turley
A Liability Release
statement needs to be worked through by an attorney. The advice given to Dave from an
attorney said that the a release of liability statement wasn’t really worth the paper
it was written on.
Our Annual Insurance
Policy went up by $600 this year for no apparent reason.
If we increase our
$785,000 Ins. Policy for the Ranch up to $1 million our rates would increase another
$1,100 + $600 it has already increased.
To increase from $1
- $2 million per incident would be another $100
If we increase that
to a $1 million umbrella policy would be another $374
That would mean for
$7,861 we would have a $3 million policy from June- June
More in line with
what our real needs might be.
Motion - By Shawna -
That we go ahead and increase our Liability Insurance Coverage for the DSROA Ranch to the
$3 million policy effective this month.
2nd Dale
Clarkson
Vote: Unanimous
B. Camp sites/camper
regulations/camping fees.
Brent Fulmer had
suggested $1 per person per day
$2 per person per
day for non members
$6 per person per
day for Commercial People
Action - Paul needs
to fix the Dump Station for a water hook up also by the ranch store.
Motion- Shawna - We
implement these new fees suggested $1 per person per day
$2 per person per
day for non members
$6 per person per
day for Commercial People to begin immediately but not to those reservations pre-existing.
2nd by
Dale Clarkson
Vote: Unanimous
Bob will contact
Vance Green and have him update it on the website. Action item
In the 5a area there
could be a holding tank installed that people could use so that they wouldn’t have to
drive clear down to the ranch and we would only pump it once a year. It would be less
impact on the lower system.
C. Cabin Revenue
Even if we rent or
advertise to rent the cabins to the public the insurance won’t change.
Zip line at the
lower pond is not any different than a rope swing.
Cabin 7 with the
solar power could run a c-pap machine & charge electric devices.
Brent Fulmer did a
study:
If you leave the gas
fridge on all year it uses very little gas, maybe about 10 gallons per month, but hot
water heaters use a lot. Maybe we could change over to water heaters on demand or just
light the hot water heaters each time we have cabin guests. We could save money there.
(Action) Nancy will
test it on Cabin #6 because they have electric lighters on the
Refrig. & Hot
water heater.
Do we want to charge
a fee for propane use for the Grills at the cabins?
They do have propane
guages if you want to install them to see how much gas has been used.
Motion: Art- The
Ranch will implement a $20 use fee per propane tank for bar-b-que grills effective
immediately.
2nd Jodi
Akers
Vote passes: 6 yeas
1 Nay
Robert Allen will
have this information put on the website.
There will be no
charge for firewood.
Charges for Cabins:
$95 per night for Non Members
$145 per night for
the Large Cabins for Non Members
Discussion ensued
on the liability issues of the zip line and motion brought to the table on whether or not
the Board should approve the use. Shawna motioned to allow zip line, Dale 2nd, vote
passes 5 yea to 2 nays (nay from Joe Bosze and Jodi Akers)
Motion - Shawna -
There will be a $3 per day charge to rent the Zipline and must be checked in and out at
headquarters.
2nd -
Dale Clarkson
Vote passes: 5 yea 2
Nay from Joe and Jodi
New Logo Ideas by
Dave Turley introduced for T-Shirts and Hats. Etc. Will bring more at next meeting.
Roads - Joe
A - Phil Hall issue.
Joe suggests we give Phil a check for tractor repair and wave his dues for this year 2014.
Dues will be
discussed at next meeting and Linda will write a check to Phil for $2,000.
B - Gates on the
Ranch Road: lot 215 by Mike Devough
We need to have the
keys or combinations to any gates on the ranch due to
Access in case of
fire.
(Action) Nancy/Paul
will contact Dan Wirt to get a key to his gate.
(Action) Art will
contact other members to get keys to their gates.
C - Quarter Horse
Lane - needs gravel or cinders.
(Action) Joe will
talk to Jon Martinez John Martine
and those that put the fence in at Juniper Hills to figure who should pay for the
repair. (about paying for the 4 loads of gravel to repair the damages to the
road. 4 loads @ $250.)
D - Grizzley at the
Gravel Pit - Is Sandy Johnson’s . Allen Steed brought it and tested it but the ranch
didn’t buy it.
Larry C. - We need
time/ expertise/ Material products are too large
We also need a
screen so it wasn’t a deal.
Gravel Fees - For
all members information -
There is a $ .50 per
yard charge paid to the County for gravel
Used from the DSR
pit
You can purchase a
bulk permit if you use gravel from the pitt
If the gravel is
used on the DSROA roads we don’t pay
There is a trespass
fee of $1.00
And the BLM charges
.50
DSR CANNOT CHARGE
FOR GRAVEL
DSR Can Charge a
Reclamation Fee $.50
DSR can not charge
for the gravel, but is allowed to charge a trespass or reclamation fee as it deems fit.
Larry has a bulk
permit to use the gravel from the pit if he wants to. He was upset about all the
accusation made about him stealing gravel from some members etc. He would think that if
someone had a question they would be man enough to at least ask before accusing unjustly.
The Representatives
on the policy file with the BLM are Larry Clarkson and Brent Fulmer.
If you want gravel
out of the pit you pay $.50 per yard
There were piles
sold from Allen Steeds pile that members bought
BLM gave the ranch a
10,000 yard permit
Our Pit is limited
to 5 acres
We need to change
the wording on our contract to say “reclaimation fee”
Rewrite the policy
to say: BLM $.50 and a Tresspass Fee $1.00
for
removing the gravel out of Deer Springs Ranch and for non-members.
8 - Activities and
Agricultural - Shawna - Have we begun the Friday Night Cook Outs yet? Nancy said Not Yet.
I will love to have
Brad Hunt help on the Activities. Welcome.
A - Lot #1 People in
Johnny Brown Lot.
Val and Marc Cram
have been maintaining that lot for years.
There is a gate on
Lot #2 and there is also a key we know about.
9 - Water Resources
- Dale Clarkson
Dale handed out a
report titled “Water a Very Valuable Asset” explaining the history of the ranch
water resources and developments to date.
A
- Water proposal
Everyone has agreed that the Meadow Canyon Spring should be developed.
The Ranch did not have the funding and will never have the funding in
the
next 20 years unless something major changes.
There have been no requirements of any members to participate.
Dale and Pat Clarkson are up fronting the work and all the
cost.
Requirements had to be met before tests could be taken:
There are 4 flow sources that had to be determined
(1) Development had to be measured
(2) Quality of water had to be
measured
Work had to be done before the
tests could be taken
(3) Test was taken (results take 3
months)
Results are now back and passed
Bac T test has to be Done After protection was in place.
The State does require the test be taken before the system is approved.
We moved in to clean
up the spring.
Many lot members would be there to accommodate their needs for fire
protection.
It’s been put off for years.
We moved to pay for
it. It was asked: Should we get it done? Or stop it from
developing?
There was no conflict when we developed the Ranch House Water Resource.
We are hoping for the decision to be made to finish the Spring Box and
System.
If I shouldn’t vote on the system because it extended to my
personal lots. Then I
would say O.K. on that portion of it.
The
State has received the information up to date. Paul Wright in St. George is over
it. Paul sent the letter of approval to his SLC Board for
approval. The email was
received last night for approval from the State & DEQ
approving the water system.
Now
we can take the next test.
Jodi - We like the
water system BUT!!! It was twice presented and voted to approve
phase #1 to test the water and see if the water is approved. That
was going to take 3
years. Work on the Spring box need to be approved.
DSR should retain
ownership of all water systems from Association owned
resources. Dale pays upfront for his connection fees, and
then we reimburse
him the cost of the spring development.
We want DSR to be the total owners of the water system.
We
don’t want Dale to pay for anything. We want all association members to remain
in control over the water resource.
Larry Clarkson - I
have looked over your list of concerns and also Brents list. We did have an understanding
before this meeting that we could meet everything you were concerned with on that list.
All things are in place to get going. Do we have to wait until the next board meeting or
can we get it approved by a phone vote as long as it is unanimous?
You want Larry,
Brent and Vance to figure out the final plans. Get the contract signed showing the
ownership belongs to DSR.
Then sent to the
board for approval.
Cost of phase need
to be fair.
Ranch should pay for
the construction and if we charge Dale for his 4 hook up fees then we will have the money
to finish the construction.
We will cross out T’s
and dot our I’s until I get home in a few days.
Larry - I see both
sides
This is why I put
the pipe in
Then I get stopped
Then I get started
Then I get stopped
And it continues
Brent F. - This has
been going for 40 months since we started this.
My Big concern: I
would like to see a plan and a contract.
We have a plan for
Phase #1
We Need a Contract.
Sign an agreement
from Dale so we can move forward.
Developing the water
system is a Great Idea!
I would like to see
a level of protection for my interest in the water
I want to protect
assets
Dale wants to have
it stubbed out by July Family Reunion.
Dale said he will
sign a legal binding document.
Jodi - rebuttle. Lets
hold up for 2 weeks not 2-3 days. Larry, Danny and I
have been working on agreements set forth by the Water Committee. This is a huge
project and requires time to reach agreeable plans, but we are close.
We need to draw up a
contract Larry and I that both sides
can agree to. This can not be determined now - we need more time to work out the
details.
Art - Larry and
Jodi, can you spend on hour after this meeting now to try to nail down ownership and
hookups? There seems to be a conflict of time. Jodi states this
will take much more time than an hour - we have been working on these agreements for three
years now. Let the Committee do its job, and when we come to agreements, we can move
forward at that time. We need more time. We do not have the terms in place to
move forward with this project. It will require at minimum - a couple of weeks.
The Board
pressures to make a decision today, and Jodi restates the complexity of the project, the
time that has already been spent on the project, but it was ultimately determined that the
Water Committee would have 2 days to put together an agreeable contract.
Joe:
Why is DSR mail going to 160 E. Kanab Creek Drive, Kanab, Ut.
Instead of going the
our P.O. Box? Referring to the water reports etc.
Dale: #3 Connection
fee is unknown at this time.
#4 Dale filed a
point of use application. We can’t until we decide where it is a use position. The
Area of use is a system serving many members
We are approved for
124 ft for irrigation as is. It will need a change of Nature of Use to Culinary Use of
only 10 acre ft.
Motion - Dave - To
Forward with the Spring Board while we work on the contract.
2nd by
Shawna
Vote passed 4 yea (Dale, Dave,
Shawna and Art)
3 nay (Bob, Joe and
Jodi)
Jodi and Joe state
to Art that neither Dale nor Dave could vote as it is a conflict of interest. Art
stated it was not.
Dave leaves meeting
to check on cabins before he had to leave to SLC.
10 - Art - Public
Safety
A - Gravel stolen
from Robert Allen should be reported.
Robert said he found
out who it was and will take care of it.
B - Lot 1 and It’s
use.
C - Lot 11 needs to
have old trailers removed by July 1, 2014.
D - Paul & Nancy
need a retirement plan contract done in a workshop.
E - Loss $2000 4
Lots losing the DSROA Money
Maybe lease I f for
5 years?
New Business -
Sharon Ortaloni Mass suggests that we have breaks during the board meetings and have some
refreshments in between.
Motion - Shawna - To
Adjourn
2nd Dale
C.
Post meeting
notes:
After close of the meeting, Joe, Art, Brent, Larry Clarkson and Jodi got together for
discussion on the MCS contract. Larry stated that there was no way he could get the
spring box developed prior to the Clarkson Reunion, and that he would be setting up water
tanks for those people to have access to additional water. Larry would be leaving
for Alaska, and would not have the time to work on this project till after he returned.
Art stated that if he would have known that - he wouldn't have voted the way he
did. After continuing conversation, it was decided that the Water Committee could
have till the following Saturday to have the contract to present to Dale. (Sat. June
21st)