DSR NOVEMBER 9, 2013
BOARD MEETING
Zions Bank 9:00 a.m.
9 a.m. Welcome - Pres. Art Ortilano
Prayer - Art Ortilano
Attendance: Board: Art Ortiloni, Dale Clarkson, Shawna Cox, Joe Bosze,
Robert Allen, (Phone - Jodi Akers, Dave Turley)
Paul & Nancy Brayton/managers, Linda Alderman/secretary
Members: Candice Bosze, Patsy Clarkson, Larry D Baer, May Woolsey, Bob Woolsey, Brent Fullmer, Lynette Foster, Larry Clarkson. Vance Green (phone).
2. September minutes read by Shawna Cox/Sec.
Motion to accept - Dale C.
2nd - Joe Bosze
3. Financial Report - Linda Alderman
Hand out Balance Sheet, DSR Proposed 2014 Budget Worksheet.
$18,000 still in the bank to finish out 2013. The new ranch truck has already been paid for.
Candice Bosze asked if some of that money is prepaid dues for 2014? (Yes, 3 Linda said)
Dale had a question on the Profit & Loss vs. Actual hand out. Why we just paid out $4,212 on tools if we only budgeted for $1,500.
Paul said we were lacking a lot of tools. Paul also purchased a new generator.
Linda has a copy of the inventory report and photos when Paul and Nancy left the ranch.
Where are the pictures? Linda will get them.
Insinuations were indicated but Brent stated: Chris didn’t take any tools with him because I was with him and checked out everything that Chris took. He only took his own tools and even left some of his own.
Tools have been being borrowed and not returned or just plain stolen? Art says that we need a better security system.
Jodi - said we purchased a Lawn mower for $300, a Generator for $700 and also that the summer help was posted to this category in error. .
Shawna: Please get the board a complete inventory up to date by next board meeting Paul.
Paul: Security camera’s are battery operated and I have friends in the Sheriffs Dept. who visit out here.
Dale: On the Monthly Check Register’s we need to have the check numbers noted as to where they were written to or for what. How did we spend $3000 on the grader? Balance
Sheet should also reflect our total Assets including Land, Buildings etc.
Jodi - Budget worksheet - We should soon receive the additional $6,000 that came in from Doug Hunt. We should still have $11 to $13,000 going into next year. $8,000 out of the 2013 budget was used to purchase the new Ranch Truck.
4. Ranch Report - Paul
Top 10 List and Daily Reports
We appreciate evaluation reports sent in. We like to have good communication with the board. Several reports were not given.
Art: I heard from board members by way of emails and I saw no negative reports. My evaluation was positive.
Paul: We are the eyes and ears. We are self motivated. We have a current list of cabin needs - we will email the list out.
Joe: Paul, did you get the tire size for the grader that I asked you to?
Paul: I got the size of the Kubota tires but not for the Grader.
Joe: We will check with Allen Steed to see how much it would cost us to have him do a tire repair on the Grader at the ranch.
Art and Joe both stated that those type of tires are dangerous.
Dale: To Paul. How many hours have the Grader or Kubota been used ? Non Hwy Fuel was $7,000.
Paul: Last 4 months it has been used hundreds of hours. Some fuel was stolen before.
Brent F. - We also use Non Highway Fuel to pump water.
Linda - There have been locks already placed on the fuel tanks.
Paul - I have started Log Books and Hour Meters.
Dale: We did with out equipment for 20 years. We could hire out the Grading.
Art: We should go to on line discussion with this.
Dale: We need more brush hogging between the fish ponds and meadow.
Linda: per board request, I will only send out the Daily Logs once a week on Friday or Saturday instead of each day.
Shawna: That makes a much nicer report to read and will save on emails.
Paul: I want more communication with Board Members.
Linda: What about the Evaluation Reports:
Shawna : I want to make an evaluation report individually not from a form. We don’t see all those things that are going on if we aren’t out there.
Dave Turley - I feel the same way.
Board members agreed.
Dale: We have about 5% of the roads that have been graded on the ranch. We need to know how many feet of fence we need to fix and in what areas.
May W. : Are the ranch tools marked in any way?
Bob W.: Maybe you could check the tools in and out when people want to borrow them.
Paul: I bought an engraver already.
Larry C. - Fencing goes with Agriculture and Wildlife goes with Livestock on board assignments.
Shawna - Paul please bring a fence map of the Ranch to the Board Meeting.
Larry C. - I am presenting an invoice to the board for grader work done :
Aug. Sept, and Oct. Mostly work done in Slide Canyon
Some backhoe work - Half Moon Res. Unplugging silt
M. Canyon Road - silted full/clean out
Bear Spring Pond into Red Reservoir
When I have my equipment there it is much cheaper for the ranch if I stop and fix things I see that needs doing rather than have me come back at a later date causing another trip and more time.
Paul: I would encourage Larry to do this.
Art - Motion: We pay Larry C. to do the work along the way to work on other projects we have on the ranch even if not pre approved if it is a minor job that is not more than $1,000. If the job is estimated to be over $1,000, it would be a major project he will get approval by the board first. Larry will also bill every two months.
2nd by Shawna Cox
Vote: Unanimous
Jodi - We don’t want an open cap.
Lynette F. - It is wonderful to see all the Reservoirs full.
Dale: Can Larry and Paul communicate with out going through Linda A.?
Nancy - We like things put on the Top 10 List.
6. Roads and Fire Protection - Joe Bosze
Fire - Met with Earl Lavanger - clear 30 ft off road so fire can’t jump over. There are some funds from the State to thin the trees along the roads.
Lynette F. - The Kane County already has a WWI regulations for structures.
Shawna - Some property owners will not want you to do 30’ thinning of trees along their roadways on their property. We cannot do any such a thing without permission from the property owners. They don’t have to do it.
Dale - We don’t have 30’ easements of our lots.
Larry Baer - Leave it up to do government. You could write in our News Letter that we have been encouraged to make our lots fire safe. You could be liable if a fire started on your property and spread to someone else’s property.
Joe - The Government has been down sizing so “the burn” on the Forest Service end may have been stopped.
Roads - I haven’t been here this month so I will work on it for next month.
9 - Public Safety and Communications - Art
Roads - could be a public safety issue so I would like to bring up my subjects next.
Johnny Brown road needs attention.
Skutumpah road has problems. We want to get the Kane County’s attention so we (Joe
and Art) will get on the County Agenda Meeting and ask about taking the Gravel from the
gravel pile they have to fix the county road. Art & Joe will also go to the Commission
to find out what taxes we pay in that go to the maintenance of Skutumpah road
Paul - Let the County know that we have two children going to school and we need the road repaired.
Joe - Phil Hall has been bringing 50-80 kids to Scout Camp in the summer. Phil's road improvements to his lot provides good access, but it would be awful if there was a fire in that area and they could not use that road to get out.
A - Grader Tires - We need a new tire.
B - $7,900 for new ranch truck inc. Title, Reg. and License Fees
C - Kubota repair is done. Will check Air Conditioner next Spring.
D - Rhino - New exhaust system was installed
7. Activities - Shawna Cox
Linda will post on our emails that there will be a Cattle Drive with the Hunts next week for any who would like to attend. There have thus far been not to many takers but it could be tons of fun for any who would like to bring their horse and do it.
We had 2 cabins rented by Hunters and brought in $500. Paul has been taking a
Few of the hunters around on the ranch.
Mary W - Who decides who can go on the ranch during the deer hunt?
Dale - If people want to hunt on the ranch or anything else they need to first check in with Paul or Larry C. who have been handling visitors and hunters.
Wild Life - We have brought in $6,000 + for the deer hunter tags (our share) and then the cabin usage.
I will get the map of the fences and help make a 10 year fence plan.
Spike is not working on the Rabbit Brush. (I will bring a speaker to our next board meeting to discuss weed control).
Jodi - We would like to get the minutes a week or two after the meeting.
8. Water Resources and Management - Dale C.
Bear Springs is silted up full by the Iron Gate. Slide Canyon pond is full of silt
also that need to be cleaned out.
We all need to be working on springs and wells to get water to our properties.
Art - 20 yrs ago or so arguing started about the water issues. Dale, can you come up with a 5 year water plan?
Joe, will you come up with a 5 year Road plan. Etc. So that we can follow through even with a new elected board.
Dale - Everyone needs to come up with their own Neighborhood Budgets and Cost Sharing to expand our budgets to meet out needs.
Jodi - The plans need to be developed with committees to determine approximate costs involved before we take it to the neighborhoods.
Shawna - Linda, please make a list of members and Lot #s with names to each board member and their area of the ranch to help build the neighborhood committees.
Brent F. - Please come back to Dale’s report and not run off on tangents.
Dale - With the new fence at Meadow Springs we can put that water into a pipe line for lot owners. Half Moon need a well with a solar system for Lots, Livestock, Agriculture and what not.
Paul - How deep of a well?
Dale - Slide Canyon and different springs around the ranch are possible. There are probably 20 wells on the ranch at present.
Patsy C. - Bear Springs can be used for Lots.
Dale C. - It is not allowed by the Forest Service.
Lynette F. - We have 20 potential water sources identified on the ranch. We’ve just got to start. We need to make a 5 -10 year plan for development of them.
Brent - You could probably save money by using a $2,500 Solar System Pump to fill tanks, trucks etc. instead of using non road fuel to run a generator. We are getting approx. 30 gallons/minute from the well.
Bob - I just got an email from Vance. Phil Hall has a 5 year plan.
Art - We need new plans from Here Forward and start Fresh moving forward. Add to
The Bylaws: Follow through with the following boards.
Brent - We could use the Solar Pump to pump from Half Moon Res. To the 40,000 gallon
Tank and back to the Half Moon Res. For the overflow.
Jodi - We need to look at Phil Halls proposal first before we move on with costs on a
5-10 year plan.
Candace Bosze - Look at Phil’s, but what are you as the Board, going to do today. Let the masses know what you are going to do so they may/can help with a 5-10 year plan.
Our Newsletters should be factual Not Fluff.
Linda - I agree our Newsletter is mostly Fluff. I feel that the committees should be members, not the board members.
9. Communications - Art
We need communications in case of an emergency. Can you call “911”? sometimes.
Lynette F. - I have another radio and need to have it reprogrammed who do I ask?
Brent - Ask Bob Becker he knows how and did all the other ones.
10. Legal, Facilities, Cabin Maintenance - Dave Turley
A - We need Liability Release Statements signed by all Non-members (Part B)
Add in the News Letter. If you don’t know how to light the gas lights in the cabins then contact the Ranch Managers.
Commercial Washer and Dryer works well.
Metal Container was suggested we put the Trusses we have between the two containers for a work space. If we can put all the linen etc. in the laundry facility we could also
Return the Cow Palace back into a bunk house again.
F. Meters on Gas & Water for the cabins. We could purchase a small one for $250.
Shawna - I will check with the Town of Fredonia. They changed to a new system and maybe we could get one of their used meters to try.
Paul or Shawna can check with Amerigas about getting a meter for the propane.
Dave - will get a cost on a metal roof for Cabin #4.
Future Cabin Ideas :
Recovering floor in cabin #2
New Bath Vanity in Cabin #7
New Gas Ovens in Cabin’s #6 & #10.
Paul - This year new doors were put on Cabin #10.
New Fence and Head gates were installed in Feb & March this year.
11 - Finance - Jodi Akers
A. Jodi asked Dale why he was charging DSR $1000 on the fencing invoice for housing that was previously submitted, as the Jessop crew stayed in the cabins? Dale stated that they used his cabin time and he should be reimbursed for that. Linda told Dale that his cabin time was not used for the crew. Dale stated that he would not be submitting any more invoices to be paid for past work done.
DSR paid only $10,641.91.
B. We need to submit a plan to finance fence work in the budget.
Not discussed.
C. How do we qualify payments?
Motion - Jodi - From this day forward, every project or item in our budget that is overspent by more than 10% of our budgeted amount for that year, will not be paid nor be the responsibility of the Association to be paid, if pre-approval of any overages has not been granted by the Board. Person(s) in charge of that project which do go over the predetermined budget amount without additional approval, will do so under their own personal financial risk.
2nd - Dale Clarkson
Vote: Unanimous
D. Jodi - we do not have enough money to pay the President $500 a month in our budget. It costs me $200 a month to travel up from Phoenix. There are members who would serve on a volunteer basis.
Last report of a President receiving compensation was in 2007.
The State requires a reserve in our financial written into our budget.
Jodi states that we do not have enough money to pay the President $500 a month in our
budgets. Reasons for not implementing monetary compensation to anyone serving on the Board
1. there is no money in the budget to afford it
2. monies spent from the budget needs to be designated towards tangible goods and services
3. there are members of this Board and of the Association that are willing to serve on a
volunteer basis
4. as required per our bylaws, within 45 days of the close of each calendar year, we are
required to cause an independent financial report of our accounts by an accountant, and
deliver this report to each member within 15 days after completion. We have not had this
done this since 2007? Linda stated it has not been done since 2006.
5. a statue has been approved in the Community Association Act which requires HOA's to
have a reserve fund to accumulate money to cover the cost of repairing, replacing or
restoring common areas when the cost can not be reasonably be funded from the
association's general budget. A reserve analysis is to be conducted no less than every 6
years, with reviews of said analysis to be done no less than every 3 years.
The appropriate reserve amount is based on the value of common area items and this
determined amount is considered a "reserve fund line item" in the annual budget.
(Title 57, Chapter 8a, Section 211)
It costs me $200 a month to travel up from Phoenix. During the winter months, there are hotel fees to add on. We all have expenses involved, but we are to serve the membership on a volunteer basis.
Art - I’m against the $500 a month. But I want to table this discussion because I believe that we should come up with a Ranch Managers Retirement Fund of maybe $200.
We need to find a way to secure $6,000 annually and if Paul and Nancy are still doing a great job after 20 years they would qualify for a retirement.
Jodi - I have talked with Paul and Nancy and they are more concerned with attaining an employment contract than a retirement fund. We could work out a 3-5 year contract for them and this would not cost us anything.
12 - Reservations and Web Development - Bob Allen
I have nothing to report.
Bob Woolsey: I would like to request some culverts for our own road. Lot 220
Dale - I believe the culverts you need are on Ranch roads and the ranch has them.
Motion to Adjourn - Shawna Cox 12:15
2nd Bob Allen
Vote - Unanimous
Next meeting place: Zion’s Bank Dec. 14, 2013 9 a.m.
Executive meeting to be post phoned or dealt with by email as the length of time of this meeting and Board Members have prior engagements.