DRAFT FOR REVIEW AND APPROVAL BY BOARD AT BOD MEETING ON

May 6th, 2013

Crooked River Ranch Club and Maintenance Association

Board of Directors

Monthly Meeting Minutes

April 15th, 2013

Call to Order and Flag Salute - President Ben Johnson at 6:00 PM

Roll Call – Association Board Members:

Name / Name / Name
Ben Johnson (Pres.) / X / Herb Parker (Treas.) / X / Vene Dunham / X
Kit Henderson (V. Pres.) / Michelle DeSapio / Jim Dille / X
Paula Bartolomei (Sec.) / X / George “Mitch” Poppert / X / Jim Martin / X

CONSENT ITEMS:

  1. Approval of minutes:
  1. Regular Meeting - March 18th, 2013: No revisions made.
  2. Work Session Meeting –April 1st, 2013:No revisions made.

Director Martin motioned that the minutes for the March 18th meeting and April 1st meeting be approved as is. This was seconded by Director Dilly and approved unanimously.

  1. AR Log:Pres. Johnson presented an overview of several changes that were made to the AR Log in the last work session.
  2. Updated Forms for Property and Commercial Property: Forms were presented with updates from the last BOD meeting.

COMMITTEE AND STAFF REPORTS:

Phase Reps– Paulette Nordin informed the BOD of a community appreciation meeting on April 29th at 6 P.M. There will be fun activities and prizes, as well as an Audiologist from China who will be a guest speaker. Admission will be free, and is in support of the sight and hearing mission. Anyone attending the meeting is asked to bring old glasses and hearing aids to be recycled. Chairmen Nordin also thanked those who support the Lions.

Staff Report: Administrator LaPora informed the BOD that there will be a CRR overview of all departments presented in the BOD meetings and on the CRR website from now on.

ADMINISTRATOR’S REPORT: Administrator LaPora briefed the BOD on the accomplishments of the Administration Department. The 1st issue of the New Directory was printed with more to follow. It was noted that businesses are in the directory, but in a separate section than residents. It will cost $6 for a copy of the directory, and will be a living document that will be updated on a regular basis. Accounts Receivable clerk Connie Ream was able to transfer 16 changes of ownership, and receptionist Charlotte Papen has prepared 40 employee packages so far in the month of April. Administrator LaPora also announced that there will be expanded pool hours to accommodate water aerobics and adult swimming. There has been continued progress making headway on collections as well, with the S-1 categories improving substantially.

OLD BUSINESS:

  1. BLM Rejection of Request for Locked Gate at Scout Camp: CRR resident Bert Lowrie expressed his concern for the safety of those who hike Scout Camp trail. He added that he has witnessed 4 different incidents of people getting hurt there, and that dry timber could also ignite easily if a fire started up. Resident Bert Lowrie feels that putting a gate in could reduce the response time to just half the time. Pres. Johnson conveyed that it would be worth appealing the BLM rejection. All BOD members unanimously agreed that an appeal should be made, with Sec. Bartolomei volunteering to help write the appeal and Director Poppert adding that this should be taken to superiors at BLM.
  2. Hollywood Road Easements: Treas. Parker reported that there has been a lot of progress working with BLM on the Hollywood Road easements. However, there are some legal documents that should be reviewed by our legal counsel. Treas. Parker motioned that the documents be sent from the Trust for Public Land to the Attorney for review. This was seconded by Director Martin and approved unanimously.

NEW BUSINESS:

  1. Replacement of Kit Henderson as Vice President: Pres. Johnson stated that there needs to be a V. Pres. In the event he can’t make it to a BOD meeting. Director Martin motioned to approve Director Dunham as V. Pres., and Director Dille seconded. This was approved unanimously.
  2. AFE 174-Purchase of Aerator: Director Dille motioned to approve AFE 174. This was seconded by Director Martin and approved unanimously.
  3. AFE 175- Purchase of Chemicals and Fertilizers: Director Martin motioned to approve AFE 175. This was seconded by Treas. Parker and approved unanimously.

SECOND READINGS:

  1. FY-2014 Operating Budget- Including proposal for dues: Treas. Parker motioned to approve the FY-2014 Operating Budget as presented by the BAC with the increase in dues. This was seconded by Director Dille, thirded by Director Martin, and approved unanimously. Pres. Johnson also added that in the next fiscal year more care should be given to expanding the base of the roads. With a limited sanding and watering capability, Pres. Johnson also believes that CRR needs the capability of sanding and watering simultaneously. This would need funding and will be looked at with the BAC next year.
  2. CRR Mission and Vision Statements: Sec. Bartolomei motioned to approve the updated mission and vision statements as is. This was seconded by Director Dunham, and approved unanimously.
  3. Section IV of the Policy and Procedures Handbook: There were a couple of corrections made. Section 7.2 should have “and” taken out, Section 7.5 should have “as appropriate” added, and line 3 “Board” should be capitalized. Director Martin motioned to approve Section 7 as amended. Treas. Parker seconded, and this was approved unanimously.

FIRST READINGS:

  1. Draft Procedures for Handling CC&R/Code Violation Complaints: Pres. Johnson presented on the process for handling CC&R/Code Violation Complaints. Pres. Johnson stressed that voluntary abatement is attempted first by sitting down with the violator and/or a letter sent addressing the problem. Pres. Johnson added that letters have worked in the past, but if the violator does not cooperate, it can be a long, tedious process often taking months or years. In the future Pres. Johnson would like to have an open CCR violation on record at CRR revoking member privileges, and if necessary, fines. These would have to be non-arbitrary rules created through the BOD.

Director Martin moves to adjourn at 7:40 P.M.

Page 1 of 3Regular Meeting Draft 3/18/2013