Deer Springs Ranch Board Meeting

November 12, 4:00 PM at ERA Utah Properties, Kanab

Board Members in attendance: Dirk Clayson, Dale Clarkson, Brent Fulmer, Kathy Duvall.
Dave Turley by teleconference.
Present on teleconference were Vance Green and Jodi Akers.
Present at the meeting are Linda Alderman, Sec & Paul Brayton, Ranch Manager.
Arriving later were Lynette Foster and Larry Clarkson.

1.Welcome by Dirk Clayson
Prayer by Paul Brayton

 
2. Approval of October meeting Minutes - Amended to add 28,200.00 remaining in DSROA account. All but $7000.00 forecasted to be spent. $1000.00 to be spent for gravel in the pavilion. $6000.00 to be split to finish building and for reseeding. It is anticipated that we will receive $2000.00 before the end of the year.
Motion to accept the Amended Minutes by Kathy Duvall,
Seconded by Brent Fulmer,
The vote was unanimous.

3. Areas of Responsibility:
Review of board member assignments.
a. Roads and Fire Protection - Brent Fullmer
b. Ranch Activities, Finance - Shawna Cox
c. Water Resources and Management - Dale Clarkson
d. Agricultural ad Wildlife - Dirk Clayson
e. Facilities, Cabin Maintenance - Kathy Duvall
f. Legal and Public Safety - Ben Clarkson
g. Ranch Communications and Reservations, Web development - David Turley

4.  Financial Report : Linda Alderman
Our total Income YTD has been $151,628.81 Budgeted was $164,764.00 we have 92%
Our Expenses YTD have been $150,988.92 Budgeted was $164,764.00 leaving $639.89 as our net income.
We have approximately $6000.00 in the bank to cover our operating expenses to the end of the year.
No more spending.
Paul reported that there will be a Rhino repair at Littles for $800.00.
Payment from Desert Foxes motorcycle races have not yet been received.
Send another email &/or letter to Charlie Jenson outlining what the Desert Foxes owe the ranch; i.e. $8.00 times 130 riders.= $1040.00 + the cabins they stayed in. It was requested by Brent Fulmer that it also be mentioned in the letter that Brent went over their route and was unhappy that they changed the route that he had approved on the corner of his property to another area on his property without approval.
As approved via email messaging - Assessments will remain as is for 2011. The Board will work within the budget created next month.

5.Budget prep for 2011 budget
It was requested by Dirk that budget items for the next meeting be brought to the Board by sending the items to Linda by Nov. 19 so they can be compiled and put in Budget form then sent out to the Board for review by Nov. 30.

6. Roads and Fire Protection - Brent Fullmer
a. Ranch road maintenance
1. New culverts are most needed on Johnny Brown at the homestead turnoff. Meadow Canyon Road needs 3 where the erosion damaged the road from the last rain. There are drainage issues along Meadow Canyon. One culvert is needed at the entrance to the ranch
2. Erosion control issues around the HQ. The road between the cabins is getting worse and we are at a point we can't do to much more with the ditching alongside the road. Water comes down that road and washes across the lower one and through the HQ. We need to re-direct it so it flows away. There was a discussion and next year that road will be built up and damage corrected.
3. Repair the minor amount of road damage along the roads caused by the motorcycle race.
4. Johnnie Brown needs a culvert at the bog on that road.
5. Snow removal. Kane County will be plowing the Skutumpah. On the ranch, the road can be plowed up to Broad Hollow or further if the snow permits. If the roads are plowed on the ranch it was suggested by Brent that turnouts be added so vehicles can pass each other.
6. It was suggested that DSROA formally request that Kane County put a barricade up with sign stating "No Winter Maintenance. Road Closed Ahead!" in three different languages. Not to limit usage but to educate the public. It was decided that a sign next to the road with a warning would be better.

7. Ranch Activities - Shawna Cox
Shawna was not present at the meeting.
Winter Activities: Paul suggests that there can be snowmobiling on the ranch and other winter activities. And it should be put in the newsletter. It was suggested that he let Vance green know as he is looking for articles.


8. Update on water issues - Dale Clarkson
a. Leaf Springs
b. 40,000 gallon water tank now has a berm for protection. Larry Clarkson did the work. Brent expressed a concern that a bog may develop on the west side of the tank and a ditch should be dug to drain any water that may collect. The North and South ends are still open to be able to get to piping. A 4x4x6’ tall box should be built around the valves.
c. Water System PROV (Pressure Reducing Valve) Valve is in place. Vault has not been built yet. They thought to temporarily close it in but Dirk said let’s get it done right now rather than wait.
d. The Gravel Pit Well has a solar pump on it now. Brent would like to see the Windmill relocated to the Headquarters and set upright on a cement pad there to keep it safe from weather, and vandalism or theft. If it is needed somewhere else in the future, it could be moved and put to use at that time. The go ahead to move it and set it up at headquarters was given.
e. Irrigation Management
1. Water Management of Polliwog Ponds – head gate needs to be installed. Discussion of why the polliwog ponds failed. 3” of rain wiped out Green’s catchment and ultimately they had a foot of rain in a week that came down through that area.
2. Water Management of Red Reservoir - head gate needs pipe support.
3. Water Management of Half Moon – Head gate should be stabilized with a couple of posts.
4. Water Management of Hidden Reservoir – cat walk should be stabilized with a couple of posts.
5. Water Management of fish ponds – catchment is fixed and compacted with wet dirt. It should hold better this time.
Paul will do this work needed on all the head gates but asked Larry Clarkson if he would help.
f. Source Protection Plan - Jodi Akers- water committee member, via teleconference call, joined the discussion – The Well Field well is set up for 8 "families"; Garden Cabin, Ranch House, Store, Cabins 6, 7, 8, 9 & 10. Dale noted that if the usage is going to change then more work by the civil engiineer would have to be done. Jodi has a $700.00 bid from an engineer to do the work. Dale recommended that Bullochs test the well and not say anything about expanding the system because that is tentative. An engineer from Bulloch will come on Monday or Tuesday and test both wells in the well field for volume. Paul reported that there is a pump that can be used but a little work needs to be done before Bulloch can run the test. After much Discussion, it was decided to have Bulloch come out because they have done work on the ranch systems previously.
Paul is concerned that the upper cabin system may not qualify for an upgraded rating. Because of it's limited usage, It wasreclassified as a non-public system on June 24,
2004 per a letter from DDW. There was further discussion on the upper system. During the discussion the SPP (Service Protection Plan) was recognized by Vance Green. He was overjoyed to find out Dale had a copy of it. DDW wants a copy of the SPP from the DSROA.
Dirk Motioned to move forward with the water proof with the ability to go forward up to $1000.00. Kathy Duvall seconded.
The vote was unanimous.
What will the final cost be? Bring it to the Budget meeting next month.

9.  Agricultural and Wildlife - Dirk Clayson
a. BLM Fencing - A bid by Taylor Made Fencing was presented with $550.00 for the Fence on the Road, $2.15 per foot on the new fence along the BLM land and $1.95 per foot on sections of 3 wire fence. Total? Submit for the budget meeting in December.
b. Cattle Guards – one is completed, a discussion followed.
c. BLM Grazing Dates – cattle are off the ranch except for Norris Brown’s bull. Hunt’s cattle are first priority. Whatever is left over will be leased to other cattle interests.
d. Willow mowing – Paul has spent ½ a day in Broad Hollow working on the willows. He’s been busy on other projects. He was reminded, if sunflowers are mowed snow won’t accumulate.
e. Seeding efforts – Discussion. State rep. said don’t disc the fields. Let the Kosha do what it is supposed to do. On the Airstrip, spray the sunflowers when they come up in spring. Johnsons don’t want to bother reseeding the well field. It is bare dirt and Dirk will be looking into options. He suggested we grain drill our own fields and seed our own fields. – Burn the ditches……Kabota needs a $4.00 or $40.00 fix. It will be permanent.
f. Hunt has 10 new 10’ and 3 used 12‘ panels in meadow – He will sell them to the ranch for $85.00 a piece. It was decided that we would buy the panels because the Ranch has been wanting to get some and this is a very good price, plus they are already here. Ask Hunt if he will deduct the panels from what he owes us.

10. Roads and Fire Protection - Brent Fullmer
(See item 6)

11.  Facilities, Cabin Maintenance - Kathy Duvall
Kathy Duvall had a presentation of photographs of the Headquarters area to discuss the beautification of Headquarters.
a. Kathy brought up the problem of the trash trailer. After a discussion it was decided that Kathy would contact the Kane County Special Service District and an independent trash collection company and check into getting a dumpster for the ranch.
b. She and the Board members felt it was important to finish the fence and the entrance of headquarters. Dirk suggested that used railroad tie and board fences would look nice and be a sturdy fence.
c. The cement culverts were discussed. Brent said some have been used with success. But they are difficult to transport and those that are left are in pretty poor shape. There was a discussion on what use they could be to the ranch.
d. The climbing wall, built by Larry Clarkson should be beautified or removed and the materials put
to good use. A discussion followed.
e. The parking area bulletin board upgraded and a new fence were all discussed. The original fence
was put up in front of the store and ranch house to keep cows out.
f. Also 11 or 12 doors are needed for various cabins. Fibercore doors with windows on pre-hung
frames are what is wanted. It was agreed that much could be done to spruce up and beautify the
Headquarters area.
g. Kathy is to bring a budget proposal to be added to the agenda for the December meeting.
It was also suggested that several projects on the ranch could be incorporated with activities on the ranch.


12. Legal and Public Safety - Ben Clarkson
Ben was not present at this meeting. Dirk passed around a photo of the recently acquired signs on Quarter horse lane. After some discussion, it was decided that the Forest service type signs, brown with white lettering with a 2” font is what they want on the Ranch for road signs. There was not a discussion on the purchasing of signs.
Corrections still needed for deed restriction because the restriction to allow 2 cabins per lot was never recorded. It looks like it is going to go through.

11. Ranch Manager's report - Paul Brayton
a. Fencing / cattle guards - see item # 9.
b. Water System Berm is good. Water system is good. Tests were done on the PRV. Will be working on the Vault the week of Nov. 15th. There was a discussion about the Pavilion. The building permit required different footings than what had been put in. To dig would disrupt what had been done already so it was decided that the pavilion needs to be closer to the road anyway, so the footings will be dug and the work will continue on that in the Spring. Dave Turley will get scrap metal that we need from Geneva Steel. He already has the I Beams for the pavilion.

12. Discussion items:
The several Fuel purchases in town were diesel fuel and due to a broken gage in the truck.
Sale of Ranch vehicles – need to be done soon. Put it on KSL.com. The truck for $2500.00 and the Ford for $500.00 as a parts truck.
A motion was made by Brent to store paper documents with the Administrative Personnel (Linda).
Seconded by Dale Clarkson
The vote was unanimous.
Electronic files will be kept on the website.
Note to Vance green: road #41 does not exist past a certain point.

13. Updates:
Update on county zoning –is still in progress. A special work meeting was called by the County Commissioners.
Brent Fulmer moved to adjourn to an executive meeting
Kathy Duvall seconded.
Vote was unanimous.
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Executive Session immediately following to review & discuss dues.



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