Board of Directors meeting Agenda

Board Open Meeting Notes

Saturday, June 25, 2016

10 AM Open Meeting

  1. Call to Order
  2. Roll Call – all members present
  3. Inform Owners of Executive Session items – Secretary reviewed the Executive meeting: Minutes were approved; Discussed the Reserve Study for 2017; dealt with delinquent owners; and also various personnel and owner issues.
  4. Announcements – JJR pending lawsuit. Did an Action without meeting to agree to let Attorney handle it. Gas stolen – he was captured on a game camera and the father took him off as an Associate. Candidate Forum on Sat. Vultures are playing that night.
  5. Approval of Minutes: Mary moved and Jim seconded that the May minutes be approved. The motion carried.
  6. Miscellaneous Reports
  7. Treasurer’s report (see attached)
  8. Profit Loss Rpt: Guest fees are significantly lower than we anticipated. This is something we need to discuss – put it on the agenda to be discussed. Bunkhouse special – bringing in revenue. 4334. General store income coming up. 4345 – grazing lease was down. Janitorial supplies still under budget; 6300 Direct TV fees are dealt with. Add bank charges to the agenda for discussion for next year. Internet will be changing for the better – HUGE THANK YOU to owner Cody Oliver for assisting and making this happen! It will save the Ranch money.

Mary said overall, Jon is doing great with the budget so thank you

6.1.2.Balance Sheet – monthly bills, Cody (owner #0650) – Guest passes and wristbands need to be inventoried. We should be tracking them better.

6.1.3.Reserve Study

6.2.Ranch Manager’s Report

6.2.1.See Attached. Cody did an awesome job on the WiFi. Looking at doing IT phones for the office and much more. Now we can back-up to the cloud. We got hit with ransomware virus but Cody was able to assist and get us back up. On the Grazing Contract we are looking to have a set date she has to come on and get the money upfront. Apologized to the ownership for lack of information that the power would be off. YTD – saved $80k o far this year from the next bid. Got Polaris for the barn and a Ford ranger. October we will pebble tech the pool.

6.2.2.Permanent Item) Approval of Reserve Expenses – Gates - 2010 blacktopped the gate sensors. We need to replace this with concrete. Rodger (Owner # 2367) asked if we checked other means to see if one of the bidders had a contractor’s license, then Curt (Owner #0201) said be aware if license number was not on the bid it is not a valid contract bid.

6.2.3.(Permanent Item) Review of Maintenance Report. See attached.

6.3.Sales Marketing Committee Report (see attached)

6.4.ATV Committee Report - Nothing new to report. Thinking about an off ranch ride

6.5.R-Wild Horse Ranch Fire Auxiliary Report Commented on Barbeque – 23 tickets left – Will be raffled on 4th of July.

  1. Old Business

7.1 10-year plan update/Reserve Study Jon went around with Tom O’Neill to get the study updated.

7.2 CC&R and the By-Law revisions – working on these. Goal is to have final draft for November mailing with 60-day comment period then vote in April, 2017.

7.3 Barn and Stable roofs – A decision s needed - Need some direction. Barn roofs – foam but need more bids. Jon will bring us this information when he gets more info about the roof. Rodger (owner #2367) – what is the difference in the bids? Jon said about $34k more for steel. Curt (Owner #0201) Actual expense is worth it for the investment we have I the horses. He supports the foam.25-year warranty is same for both. Jon will work on foam trying to get other bids.

7.4 Shade for horses tied to the fences Still working on ideas.

7.5 Budget Payment Plan (BPP) Discussion but the decision is: If you miss a payment you are off the plan and you must pay in full – one chance to get on the plan. Cody (Owner #0670) – do it but let’s not be heavy handed about it if possible.

8. New Business - no new business

  1. Owner Comments -

Curt (Owner #0201)…he has a concern with the General Store. He goes to the store and there are shortages of hot dogs. Get down to 4 hotdogs then throw some more in.

Tiffany (Owner #1533) She knows someone who charges less for cc charges.

Roger (Owner #2367) – he said American Express was too high at 10% so he stopped taking the card. Need to stay on top of this one, Brian said it could change by month.

Tiffany – look into it – if they are on a payment plan you can’t use your cc? we have not done this yet.

The meeting was adjourned at 1054.

Respectfully submitted:

Alice R. Forbes, Secretary /Vice President

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