Assistant Road Chairman - Don Desa (6/19)
Website Only - Cathy Little (non-voting)
A revised Code of Conduct for the Board of Directors, agreed upon by a majority of the members of the Board on July 18, 2013, and filed on July 22, 2013, is available by clicking "Code of Conduct" at the bottom right hand corner of this page.
May 20, 2017
Call to Order: President Pete DeSantis called the meeting of the Twin River Ranch Property Owners Association Board of Directors to order at 1:00 PM at the White Bird Library. Present were John Urbahn, Annelle Urbahn, Don Desa, Marty Ansell and Carol Ansell. Steve Duerksen was absent.
Minutes: The minutes of the prior meeting were distributed to the Board members. Annelle Urbahn moved to accept the minutes as presented. The motion passed.
Annual Meeting Minutes: Roberts Rules of Order indicates that for organizations that meet annually, the Board of Directors can approve the minutes of those meetings to avoid a lag of a year between a meeting and the acceptance of the minutes. For avoidance of doubt, the annual meeting minutes from 2016 were re-distributed to the Board. Marty Ansell moved to accept the minutes. The motion passed.
Documentation of Business between Meetings: Carol Ansell presented a memorandum documenting a decision made after the March Board meeting related to requesting legal assistance for a Board response to a Member who was commencing construction without prior Board review and approval of the plans. The memorandum documented the decision reached between meetings. All Board members present signed the memorandum.
Treasurer’s Report: Treasurer Marty Ansell reported the April checking account balance was $52,242 and the money market account totaled $58,312. The board discussed one Member who is significantly in arrears, and Pete DeSantis moved to re-serve the Member with a lien from Small Claims Court to further protect the Association’s interest. The motion passed. There was also discussion related to a letter received from Idaho County related to a Member whose property taxes are in arrears as well as TRRPOA dues. As the taxes greatly exceed the unpaid Homeowners Association dues, the Board will not pay the taxes to protect its lien. John Urbahn moved to accept the Treasurer’s Report. The motion passed.
Road Committee Report: John Urbahn reported that the Equipment Operator had conducted two days of grading within the last few weeks. The lower roads are in fairly good shape, with no need to grade on top at present. He also reported that 20-25 loads of gravel are likely to be needed for the upper and middle parts of Hammer Creek. John also shared with the Board an advertisement for a sprayer that could be hauled in a pickup truck to either spray weeds or to be used as fire protection. Pete DeSantis moved to spend up to $1,500 on a sprayer and herbicide. The motion passed.
There was additional discussion regarding the possibility of redeploying the backhoe proceeds on a heavy framed truck which would be used for lighter road maintenance, including weed spraying. The board asked the Road Committee members to meet with the Equipment Operator with the idea of assembling information to be presented at the Annual Meeting. Carol Ansell moved to accept the Road Committee report, and the motion passed.
Secretary’s Report: Carol Ansell reported sales activity on two lots. She also reported that the Association’s current approach regarding filing fees for liens was to assess them once, at a rate of $30.00. However, each time a lien is filed, the Association incurs a fee from the County. For liens where multiple years of assessments are unpaid, the Association must file each year to protect the amounts due. Don DeSa moved that the Association assess a filing fee of $30.00 each year. The motion passed.
The Board also discussed logistics related to the upcoming Annual Meeting on Friday, June 16 at 10:30 AM at Hoot’s Café, and the picnic to follow the meeting at Swiftwater RV Park. John Urbahn moved to accept the Secretary’s report, and the motion passed.
With no other business to discuss, Carol Ansell moved to adjourn the meeting at 1:57 PM. The motion passed, and President DeSantis adjourned the meeting.
March 25, 2017
Call to Order: President Pete DeSantis called the meeting of the Twin River Ranch Property Owners Association Board of Directors to order at 1:01 PM at the White Bird Library. Also present were John Urbahn, Annelle Urbahn, Don DeSa, Marty Ansell, Steve Duerksen and Carol Ansell.
Minutes: The minutes of the prior meeting were distributed to the Board members. John Urbahn moved to accept the minutes as presented. The motion passed.
Documentation of Business between Meetings: Carol Ansell presented a memorandum documenting a decision made subsequent to the January Board meeting about selling the Association-owned backhoe. The backhoe was sold for $13,000 less the cost to transport it to the buyer at Tolo Lake. The memorandum documented the decision reached between meetings. All Board members signed the memorandum.
Treasurer’s Report: Treasurer Marty Ansell reported that all but 10 Members have submitted their Association assessments, and aside from the $255 cost to transport the backhoe, there have been no expenses since the last snowfall and associated snow plowing labor. The checking account balance as of February 28 was $50,464 and the Association’s accounts totaled $108,772. The treasurer specifically reported on one Member who paid two year’s base assessments, but not the lien filing fees for last year or the Board-imposed late fees, and recommended a partial release of lien, retaining the lien amount for the unpaid fees. Steve Duerksen moved to initiate the partial lien release, and the motion passed.
Secretary’s Report: Carol Ansell reported while one lot has apparently recently sold, there has been no notification from any of the title companies of the sale. The board discussed the challenges with keeping the membership list up to date. Secretary Ansell reported that Idaho Statutes consider that notices are appropriately delivered to Members when they are sent to the address the Association has in its files; in other words, the responsibility of notifying the Association of changes is solely with the Member. That said, there was some discussion about possible assistance from the Idaho County Tax Assessor’s Office in sharing addresses. Annelle Urbahn offered to investigate further, and moved to approve the Secretary’s report. The motion passed.
Road Committee Report: John Urbahn noted that the roads are in decent condition considering all the rain and snow, though Steve Duerksen added that Big Canyon is rutted. The committee reported that they continue to be very pleased with the road work being done. John Urbahn reported that Robin Lipinski had recommended having someone pull the rock rake immediately behind him as he smoothed out the roadway with the grader. Both John Urbahn and Pete DeSantis volunteered to pull the rock rake. John also reiterated his comment from the last meeting that spraying will need to be done more heavily this year than last. Marty Ansell mentioned that Robin Lipinski had suggested reinvesting the backhoe proceeds into a pickup that could be fitted out with a sprayer or with a plow blade. Given that the Association spent $3000 last year on spraying, the Board agreed it was an idea worth considering, but will need to be voted on by the Members in June.
Containers in Twin River Ranch: John Urbahn also reported on the alternate container proposal that was developed after the January meeting. Marty Ansell moved that the Members be presented with three options at the June meeting: keep the existing bylaws as-is, approve the revisions sent in the November letter, or prohibit containers completely from Twin River Ranch. The motion passed.
Annual Meeting Preparations: Carol Ansell reminded the Board that the Notice for the Annual Meeting needs to be mailed 30 days in advance of the Meeting, which is scheduled for June 16. In addition to the Notice of the Meeting, the mailing to members needs to include a financial statement of the Association, the container proposals mentioned above and a ballot for the container proposal and for board members. Carol Ansell proposed that Members interested in running for the Board contact her and provide a short resume and statement of why they wanted to serve on the board/what they hoped to bring to the board (no more than 500 words) so that Members who were unable to attend the meeting in person could still vote for specific board candidates. The motion passed. Members interested in serving on the Board should contact Carol at 214-709-1227 and submit their resume/statement to her electronically no later than May 1, to allow for the information to be included in the May mailing.
Steve Duerksen volunteered to contact Hoots and Swiftwater to reserve those facilities for the Annual Meeting. The consensus of the Board was to return to hamburgers and hot dogs as the main dish. Attendees are encouraged to being side dishes for pot luck.
President’s Report: President DeSantis reported that he had received numerous complaints of loose goats, but as of the time of the meeting the goats had apparently been removed from Twin River Ranch. President DeSantis reminded the Board that the Bylaws clearly state that animals cannot become nuisances, and that state open range law does not supercede the Association Bylaws.
Constitution of Board: President DeSantis also reported that with the resignation of Vicki Hughes, the Board is left with seven Board members. The Board had been seven members prior to July when Carol Ansell was appointed as Secretary. President DeSantis put to the Board whether they felt it necessary to refill Hughes’ seat, or to leave the Board at seven individuals. One obvious benefit is that it is therefore not possible to have a tie vote. Annelle Urbahn moved that the Board remain constituted at seven members, and the motion passed.
As a follow-on to that vote, President DeSantis noted the terms of the seven Board members meant that one term (Marty Ansell’s) would end in 2017, followed by three in 2018 and three in 2019. It was agreed that this 1 – 3 – 3 structure in terms created a greater risk of loss of continuity. Steve Duerksen, whose term ends in 2018, offered to end his term a year early, allowing for a 2 - 2 - 3 year term structure for the board seats. Therefore, both Marty Ansell’s and Steve Duerksen’s seats will be open in June. Both indicated a willingness to serve again and will be submitting their resumes/statements to the Secretary for inclusion in the May mailing.
President DeSantis also reported that he had received a request from a Member involved in a lawsuit for access to Association records, and moved that the records be made available to both parties in the suit. The motion passed.
Annelle Urban reported that she was updating and will be redistributing the fire call tree.
With no other business to discuss, Steve Duerksen moved adjournment at 2:18. The motion passed, and President DeSantis adjourned the meeting.
January 21, 2017
Call to Order: President Pete DeSantis called the meeting of the Twin River Ranch Property Owners Association Board of Directors to order at 1:00 PM at the White Bird Library. Present were John Urbahn, Annelle Urbahn, Don DeSa, Marty Ansell, Vicki Hughes, Steve Duerksen and Carol Ansell.
Minutes: The minutes of the prior meeting were distributed to the Board members. Vicki Hughes moved to accept the minutes as presented. The motion passed.
Documentation of Business between Meetings: Carol Ansell presented a memorandum documenting a decision made subsequent to the October Board meeting about communicating with a Member. The Board had instructed Joe Wright to respond to the Member, with consensus on that action reached via email. The memorandum documented the decision reached between meetings. All Board members signed the memorandum.
Guests: Richard Dunford and Janice Short joined the Board Meeting to discuss their concerns related to the container language proposed by the Board and to be considered by the Membership at the annual meeting. Mr. Dunford said that he was willing to work with the Board to craft an alternative to the proposal. It was agreed that Mr. Dunford and John Urbahn would work on alternative language to also be voted on at the Annual Meeting. The proposal will need to be completed by the next Board meeting to allow for inclusion in the May Newsletter and Meeting Notice. Mr. Dunford and Ms. Short then left the meeting.
Treasurer’s Report: Treasurer Marty Ansell reported that the majority of Members have submitted their Association assessments, and donations to the snow fund have exceeded last year at $1,675 to date. Expenses for snow removal have also exceeded last year, at $1,325 to date. The current checking account balance is $42,774. Approximately 40 Members have not yet paid the 2017 assessment.
Road Committee Report: Marty Ansell also reported expenditures of approximately $1200 for repairs to the grader, and John Urbahn reported that additional expenses have been incurred for repairs and fuel that have not yet been submitted to the Treasurer. The board discussed the budgeted amount for gravel and road maintenance and the consensus was that with all of the snow and moisture, the spring road work will need to include aggressive spraying for weed control.
Secretary’s Report: Carol Ansell reported that one lot had recently sold. She also reminded the board that the Members must be notified of annual dues 30 days before the due date (January 1) and that Members have 30 days after the due date to submit their Assessment. After that, a penalty can be assessed. Pete DeSantis moved that letters be sent to Members who have not paid after the 30 day grace period has passed, adding the 5% penalty. The motion passed.
President’s Report: Pete DeSantis briefed the board on conversations related to letters sent to Members as discussed at prior meetings. One matter has been successfully resolved. On another matter the board asked President DeSantis to write a follow-up letter. On a third DeSantis briefed the board on the current status of a lawsuit between two Members. Discussion took place around the Board’s course of action, if any. Marty Ansell moved that the Board write a letter to one of the litigants, indicating the Board’s course of action should the suit not be decided in their favor. The motion passed. Pete DeSantis will write the letter on the third matter.
The Board discussed an invoice for services from Joe Wright. Steve Duerksen was asked about conversations identified in the invoice to confirm if they had occurred. Pete DeSantis will follow up with Joe Wright to get a better understanding of all the discussions that took place. The Board approved sending the membership list if in Joe Wright’s opinion it meets the criteria identified in Idaho Statutes.
Marty Ansell reported that he had received the estimate for Workers Compensation Insurance. The Board discussed the estimate for 2017 labor and agreed to accept the Workers Compensation estimate as submitted.
Carol Ansell reminded the board that the Members agreed to sell the backhoe at the 2016 Annual Meeting. Several board members stated that the backhoe should not be offered at less than $15,000. Steve Duerksen, John Urbahn and Marty Ansell will work with equipment operator Lipinski to market the backhoe.
A Member sent a proposal for formalizing the assessment of a snow removal fee to the owners of residences in Twin River Ranch that are not served by County-maintained roads. Though the snow has been heavier this year than in any year in recent memory, the donations received have kept pace with the cost to remove snow, and the Board declined to pursue a more formal method of assessment.
The Board also discussed a proposal to use Association equipment and labor to maintain Member driveways and therefore create an additional revenue stream for the Association, but the Board declined to act on the proposal as it falls outside the authority of the Association.
Vicki Hughes and Marty Ansell now hold the two Post Office Box keys. Marty Ansell confirmed that as he is in White Bird regularly, he will be primarily responsible for picking up the mail, and Vicki Hughes will be local backup.
Some of the Board Members have received phishing emails, which are believed to originate from the listing of board member names, positions and emails on the Association website. It was agreed that Board member email addresses should be removed from the website. Members wishing to reach Board Members will still have access to telephone numbers, and there was general consensus that most Members wishing to contact a Board Member did so by phone anyway.
Carol Ansell reported that a real estate broker has requested information regarding the ability of a property owner to install a ham radio tower within Twin River Ranch. The board discussed that depending upon how the tower was constructed, it could be unobtrusive or it could be problematic. The broker was advised to seek additional information from the Board before assuming that a radio tower would be acceptable.
Annelle Urban reported a request from a Member to sell off part of their lot. The Board reiterated that the Association Covenants, Conditions and Restrictions are clear, and that lots cannot be subdivided, nor can a lot include more than one main residence and a guest house.
Pete DeSantis requested reimbursement of his gasoline expenses to attend the board meeting, as his trip was solely for Association business and with his imminent move to White Bird, would be a one-time only event. Marty Ansell moved that the Board approve a payment of $190.00. The motion passed.
The board agreed on the next meeting date and time and President DeSantis adjourned the meeting at 2:38 PM.
October 22, 2016
Call to Order: President Pete DeSantis called the meeting of the Board of Directors to order at 1:04 PM in the White Bird Library. Present were John Urbahn, Don DeSa, Marty Ansell, Annelle Urbahn, Steve Duerksen, Vicki Hughes and Carol Ansell.
The minutes of the prior meeting were distributed to the members. Steve Duerksen moved to approve the minutes as presented. The motion passed.
The prior minutes included a reference to revisiting the position of road operator and deciding by email before the next meeting. The board agreed by email vote to hire Robin Lipinski as the road operator with Gary Little as the secondary road operator. President DeSantis asked, with all board members present, if there was any desire to reopen the email decision. The board declined, and the email decision stands.
President DeSantis reported on the outcome of three letters to Members that the board requested in the prior meeting. The board requested two follow-on letters be sent.
President DeSantis distributed a draft of proposed language on the use of storage containers in Twin River Ranch and proposed that the language be included with the December letter to Members, and voted upon at the June meeting. Vicki Hughes moved to send the proposed language to the Members, and President DeSantis requested a show of hands, rather than a voice vote. The motion passed 4-3, with one abstention.
John Urbahn reported on the activities of the road operator, and indicated that he had been in regular communication, several times a day, with Lipinski as the most recent work was completed. All board members indicated their satisfaction with the work done thus far. John Urbahn indicated that the roads were in pretty good shape but there were areas which will need gravel, probably in the spring.
Treasurer Marty Ansell reported that there is approximately $73,500 in the Association accounts. He presented a draft of the budget for the next year, which will need to be included in the mailing to Members in December. The board members recommended some revisions. Carol Ansell moved to accept the budget proposal as revised, and the motion passed. Marty Ansell also reported that he had filed in small claims court against one Member.
Secretary Carol Ansell reported that there had been little activity related to property sales, but that one bank-owned lot had been purchased and one anticipated sale will not be taking place as expected.
Annelle Urbahn reported that lot signs were still available. An 18” x 18” customized sign is still available for $39.99. Annelle is willing to coordinate the ordering of signs; anyone who wishes to order one can contact her at 839-9942. She also requested that the signage be mentioned in the December letter.
The Board discussed complaints of hunting in Twin River Ranch, some of it by non-Members, and some of it by Members where the Member in question did not have permission to hunt on land not owned by them. The Board discussed adding language in the December letter regarding hunting to reach the Membership, and prior to hunting season next year, to place a notice in the Idaho County Free Press. Carol Ansell and Steve Duerksen will work together on the notice next year.
The board discussed other activities in Twin River Ranch that did not require Board action.
President DeSantis proposed a schedule for regular meetings during 2017. The board agreed in principle but one date will need to be reset due to a schedule conflict with two board members.
Steve Duerksen moved that the meeting be adjourned. The motion passed and the meeting adjourned at 2:04 PM.
September 12, 2016
Call to Order: President Pete DeSantis called the meeting of the Board of Directors to order at 3PM in the White Bird Library. Present were John Urbahn, Don Desa, Marty Ansell, Annelle Urbahn, Steve Duerksen, Vicki Hughes and Carol Ansell.
The minutes of the previous meeting had already been distributed and approved via email consensus, and have been posted on the Association website.
Treasurer’s Report: Marty Ansell reported that the bank accounts of the Association contained approximately $73,000. Approximately $5,000 had been paid for gravel and hauling after the June board meeting. Aside from that, there had been minimal revenues or expenditures. Steve Duerksen moved to accept the Treasurer’s report, and the motion passed.
Roads and Equipment: John Urbahn reported that there were no urgent repairs to undertake, but some of the steeper portions were becoming wash boarded. Repairs/maintenance will wait until the roads receive some rainfall. A discussion took place regarding general definitions of maintenance for Twin River Ranch roadways. President DeSantis requested John Urbahn, Don Desa and Steve Duerksen work together with the equipment operator to develop definitions that could be presented to the Association Membership for review and approval at the next annual meeting. Steve Duerksen reported that Idaho County Light and Power had not yet scheduled a time to install the poles at the subdivision entrances. John Urbahn offered to spray roadways for weeds after blackberry season had ended. President DeSantis moved that the board approve purchase of herbicide and dye, so that individuals who might still be picking berries would know that they had been sprayed. The motion passed.
Various members reported that property owners in TRR had expressed an interest in the equipment operator position, but only one written application had been received. Annelle Urbahn and Steve Duerksen offered to obtain written applications from the other two interested property owners by September 20. John Urbahn, Don Desa and Steve Duerksen will review the applications with the goal to propose selection of one prior to the next board meeting by a phone/email vote of the Board.
Revision of Bylaws and Covenants: President Desantis reported that following on last meeting’s approval, Joe Wright is in possession of the Bylaws and Covenants and will be working to combine them into a single document for presentation to the membership for review and approval at the next annual meeting. Discussion took place around a statement made at the Annual Meeting that inferred that Association Members should contact Joe Wright with questions or comments on the Bylaws and Covenants. To limit possible duplication and excess legal expense for the Association, Vicki Hughes moved that Annelle Urbahn will notify Joe Wright that he should be discussing the Bylaws and Covenants with Board members only. The motion passed. Association Members with questions about the Bylaws and Covenants should address them to a member of the Board.
Property Sales and Transfers/Dues Assessments: Carol Ansell reported on recent sales transactions in TRR, and the release of two liens related to sales reported at the July Board meeting. The Board verbally re-confirmed its decision to file in small claims court against one property owner with several years of overdue assessments.
Construction Approval: The board approved the construction of a shop and guest house which will contain 1107 livable square feet.
Steve Duerksen reported on the lawsuit filed against one board member and one former board member which had been decided in favor of the board members.
President DeSantis reported on conversations that he had had with two property owners. One conversation requires no further action. For the other conversation President DeSantis will write a letter reminding the Member of time limitations for exterior construction completion and removal of temporary storage structures once physical construction has been completed. After discussion, a similar letter will go to another Member.
One complaint was reported from a Member regarding a covenants violation. President DeSantis will write a letter regarding the covenants violation.
The Board discussed opening meetings and making changes to the Association website, based on views and opinions that had been shared by Association Members with Board members. No action was taken.
The Board set the next meeting date and time. John Urbahn moved to adjourn the meeting and the motion passed. The meeting adjourned at 4:37 PM.
July 15, 2016
Call to Order: Interim President Robin Lipinski (non-voting) called the meeting of the Board of Directors to order at 10 a.m. in the White Bird library. Present were Robin Lipinski, Annelle Urbahn, John Urbahn, Don Desa, Marty Ansell, Steve Duerksen, Vicki Hughes, and Pete DeSantis. Interim Secretary (non-voting), Cathy Little, took the minutes.
Reading and Approval of Last Board Meeting: A very short meeting was held by the Board of Directors following the Annual Association Meeting on June 17, 2016. It was agreed then by the members of the Board and the newly elected members to postpone business until July 15, 2016, when all members would be available. Pete DeSantis moved these minutes be accepted, seconded by Steve Duerksen, and agreed on by all voting members.
Treasurer's Report: Treasurer Marty Ansell reported that the Board has currently spent over $20,000 on road maintenance which is above the agreed on budgeted amount of $15,000. Discussion took place regarding an association member's submission at the Annual Meeting whose assessment of road maintenance expenses needed to be clarified. The submission did not include all expenses related to road maintenance nor did it take into account what was spent in other areas (i.e., insurance, legal fees, etc.). Additionally, there was no mention of the over $106,000 spent in 2015 on roads which included the purchase of the new grader. Steve Duerksen moved that the Treasurer's report be approved, seconded by Pete DeSantis and agreed on by all voting members.
Roads and Equipment: John Urbahn reported that Big Canyon and parts of Hammer Creek were graded after last weekend's rainfall. Some work was also done on the washout on Hammer Creek. John said that no further road work would be necessary before this fall unless there is an emergency. Steve reported that ICL&P will be doing some work in White Bird next week and may have time to plant the telephone poles. He will be notified if they can do that. If not, the backhoe is still available to do the work. Cathy reported notifying Herman Massengale about the sale of the backhoe but he did not respond. John reported the Association’s fuel tank had recently been filled. John requested that "Road Commissioner" be changed to "Road Chairman." The performance of John Raynor was discussed and John Urbahn said he felt Mr. Raynor was being more cautious.
Election of Officers:
· President - Pete DeSantis will be President.
· Vice-President - both Annelle Urbahn and Steve Duerksen will assume the role of Vice-President.
· Treasurer - Marty Ansell will remain as Treasurer.
· Secretary - Carol Ansell was appointed to the Board (Bylaws, Article IV, Section 3) as Secretary, Vicki Hughes will act as Assistant Secretary, and Cathy Little will remain as a non-voting Board member to assist in the training of the Secretary and manage the website.
· Road Chairman - John Urbahn will continue as road chairman with assistance from Don Desa.
Robin Lipinski excused himself at this time.
Website: Cathy reported many calls and emails to not change the website at this point in time. John Urbahn did wonder if the Properties for Sale Page should be deleted. In the 2011 annual meeting, the Properties for Sale Page was suggested by the membership with a majority of attendees wanting the page. John suggested this be discussed again at a future meeting. At present, there will be no changes to the website.
Revision of Bylaws and Covenants: Cathy reported that Joe Wright said he would charge $2,000 for a revision of the Bylaws and Covenants. Discussion ensued regarding the need to incorporate both the 2003 and 1013 amendments into the revision, re-numbering the documents, and possible clarifying a few of the covenants, but no changes will be made to the covenants themselves. It was also discussed asking for the membership in the November newsletter to approve this expenditure, but due to the minimal changes to be made, John moved that the Board should just ask Joe Wright to "clean up" the documents, seconded by Vicki Hughes and agreed on by all voting members. At that time, the "revisions" can be addressed with the association members for approval.
Minutes From the Annual Meeting: The minutes from the annual meeting held on June 17, 2016, were approved by email with corrections and mailed to all property owners. Mr. Thyne's document that he submitted at the Annual Meeting related to his "questions, clarifications and concerns" was included in the mailing per Mr. Thyne's request. Discussion by the Board that the submission was not an inclusion to the minutes from the Annual Meeting led to the decision that Mr. Thyne's document will not be posted on the website with the minutes.
From the Floor:
· Cathy reported providing W-9s and a payoff amount to the two financial institutions on two foreclosed properties.
· Small Claims Action - Marty will take care of initiating this for the lien amounts totaling $1011.00.
· The Board discussed an Association member’s submission of proposed changes to the By-Laws, Covenants, and operation of the Board. Due to limited time for some Board members at this meeting and the desire to have the existing By-Laws and Covenants cleaned up prior to reviewing them for possible inclusion in a mailing to the association members, the submission was tabled until the next meeting.
· Pete brought up the inclusion of all discussions at board meetings as being necessary to our permanent record, either by a taped account at board meetings or in written form. Cathy clarified that although what is posted on our website omits reference to a specific property or property owner, the permanent record includes all discussion that is pertinent for inclusion.
Next Meeting: Discussion ensued regarding having board meetings open to the public and a majority felt that, due to confidentiality issues of property owners that may be discussed, it would not be wise to have open attendance. If a property owner wishes to address an issue to the board, he or she can request being heard by the board, but once the issue is discussed, he or she will be asked to leave the meeting. There is nothing in the Bylaws or Covenants that say that Board meetings are open to the public but attendance was offered as a courtesy about 4 years ago. Unfortunately, there have been "guests" at board meetings that came with nothing to discuss but were privy to all discussion regarding issues with other property owners.
Adjournment: President Pete DeSantis adjourned the meeting at 11:50 a.m.
April 28, 2016
Call to Order: The meeting of the Board of Directors was called to order by President Robin Lipinski at 10 a.m. on April 28, 2016, in the White Bird library. Present were Board members Robin Lipinski, Annelle Urbahn, John Urbahn, Marty Ansell, Steve Duerksen, Vicki Hughes and Cathy Little. Guests were Danika and Camillo Massigli, Janice Short, and Joe and Deanna Thyne.
Robin introduced Mr. and Mrs. Massigli as the new renters on Shuck Creek who say they most probably will purchase the house.
Reading and Approval of Minutes of Last Meeting: Vicki Hughes moved that the minutes of the meeting held on March 3, 2016, be approved, seconded by Robin Lipinski and agreed on by all Board members present.
Treasurer's Report: Treasurer Marty Ansell reported a bank balance of $58,260.00. Three liens have been released as full payments were received for those three property owners in arrears. The 2015 taxes have been filed. All bills have been paid. Cathy moved that the Treasurer's report be accepted, seconded by Robin Lipinski, and agreed on by all Board members present.
Roads and Equipment: John Urbahn reported that weed spraying should take place in a day or so as soon as it stops raining. There was a concern that the weed killer used would not take care of grasses that are later found in the centers of less traveled roads and on cul d sacs. John will ask for a second spraying to use a Roundup-like chemical to take care of the grasses. Steve also said he knew of a commercial sprayer from McCall who we should consider for next year. John says he spoke with two people about designing and attaching a side blade for the grader. One said no, the other gave a price of around $2,000. John felt that cost unreasonable and will continue looking around. Both equipment operators have been assigned to assess the portion of Shuck Creek Road that needs work and to repair the washout on Hammer Creek. As of today, the operators have not found a time to get together when the weather was clear to do so. Joe Thyne was asked about the condition of the road and he said it was barely passable. Steve Duerksen says he has no problem driving through that section and does so to go and feed his horse. Additionally, one of the construction workers who lives on Big Canyon has used that road on a daily basis from September of 2014 to completion of the residence in November of 2015. He still travels that section of road when providing services to other residents on Shuck Creek Road. He has also claimed no difficulty driving the road, "although it certainly needs work." John will again speak with the operators to complete these two assignments. John also reports that grading of all roads is in progress although certainly not completed. Robin has driven over Bucks Boulevard and feels that the road is in fair shape, may need some gravel in some areas, and will be graded again as needed. The steep areas on Hammer Creek will receive further attention. The application of basalt/clay to Bucks will be postponed until next year. It was again advised that the equipment operators use the cones when working the roads. Annelle said she made some "work in progress" signs to attach to the cones. John also will have the equipment operators set the replacement posts at the entrances to TRR at Bucks Blvd and Canyon. The posts at Gregory Creek seem stable enough to last at least another year. Robin also said that Canyon Road, past Meadowview needs a few loads of gravel now that the road will be used by the new owner down the road. Joe Thyne also said that several culverts on the upper portion of Shuck Creek were blocked. John said he would have those attended to.
Lot Owner Construction and Property Sales: Cathy reported the foreclosure sale scheduled for April 15 did not result in the sale of the house. Two pre-approval plans were submitted. One was approved, the other was not approved. Lot 106 has now been listed for sale. Driveway work will be started on Lots 67 and 68.
May Newsletter: Cathy has prepared the May newsletter which will include information on the newest weed to infest our properties. Annelle suggested we also include information about Firewise and the fact that they are available to do site assessment for fire prevention.
From the Floor:
· Letter of Intent for a Motorcycle/ATV/Bed and Breakfast business: The letter of intent was shared with our attorney and also discussed with several property owners in the vicinity of the proposed business. The property owners, attorney and Board fell that the ATV/Motorcycle business is not something that should be operating on TRR. The Bed and Breakfast was approved with a list of conditions/restrictions that the business owners must follow.
· Large Maps: Cathy made 10 copies of the map that includes all three phases of TRR on one sheet. She entered the acreage on each Lot before copying. The maps cost $4.50 each and will be available at the Annual Meeting.
· Annual Meeting and Picnic: Cathy made reservations at Hoot's and Swiftwater. Phil and Kelly said they would again provide a meat dish - either ribs or brisket. We will have more hamburgers than last year. Assignments were taken for who will bring what. Robin and Cathy will supply some door prizes for the meeting.
· The Massigli couple asked what the restrictions were as to having livestock on TRR properties. Robin explained that all animals must be contained within proper fencing.
· Joe Thyne also presented a Request to the Board to answer 6 areas of his concern. Robin suggested we have our attorney review both this request and the information and documents that the Board will provide. Mr. Thyne wants his correspondence to be addressed and answered by May 6, 2016, which he was told may not be possible due to the Attorney's schedule.
Next Meeting: Unless there is an emergency that cannot be addressed by phone or email, the next Board meeting will be held after the Annual Association Meeting on June 17, 2016
Adjournment: President Robin Lipinski adjourned the meeting at 11:12 p.m.
March 3, 2016
Call to Order: The meeting of the Board of Directors was called to order by President Robin Lipinski at 9:55 a.m. on March 3, 2016, in the White Bird library. Present were Robin Lipinski, Annelle Urbahn, Marty Ansell, Vicki Hughes, Steve Duerksen, John Urbahn and Cathy Little.
Reading and Approval of Minutes of Last Meeting: John Urbahn moved that the minutes from the last board meeting held on January 21, 2016, be approved, seconded by Vicki Hughes and agreed on by all present.
Treasurer's Report: Treasurer Marty Ansell reported that our combined accounts total $105,000. All bills have been paid - equipment operators, Les Schwab, insurance and the post office box. Marty would like to raise the workman's comp to reflect the increase in payments to the equipment operators in 2015. Annelle moved we do so, seconded by Steve Duerksen and agreed on by all present. Marty will take care of that. Marty will also place liens on the 12 property owners who are in arrears for annual dues which range from one to 4 years of delinquency. Robin did have a call from a property owner who received a letter of default at the beginning of February and claimed that the letter was very threatening. Cathy prepared the letters of default to be mailed which were composed by our attorney several years ago and will email a copy of the letter to the board. Cathy filed the annual report to the Secretary of State. Annelle reported that the collection agency still is attempting to recover money from the Washington gentleman but did say that the lien that was filed is good until 2018. Robin moved that the treasurer's repost be accepted, seconded by Steve Duerksen and agreed on by all present.
Roads and Equipment: John Urbahn reported that as soon as the equipment operators can find mutual time, the washout area on Hammer Creek will be repaired. Robin reported that a side blade for the grader needs to be manufactured as one is not available from Caterpillar. John Urbahn said he knows of someone who might be able to make one for the grader and will contact him for an estimate. Steve Duerksen obtained 19 cedar power poles from the power company and the only charge was for delivery. Steve has donated enough poles to replace the rotting posts at the entrances to TRR, two of which have already been removed. Plans for roadwork were discussed and the priority will be Bucks Boulevard this year with the application of basalt and clay, followed by rolling. The areas done on Hammer Creek and Gregory Creek have held up very well for the past year and will only require spot work. The condition of the "fire exit" portion of Shuck Creek Road was discussed, keeping in mind that it is an association road, not an easement. John will have the equipment operators assess what can be minimally done to improve the road and make it more passable. Robin reported that Carl Killgore made a pass with his equipment along the unimproved portion of Big Canyon Road and that section of road is now easily navigated. In fact, FedEx uses it all the time. John Urbahn will also contact Cody Graning to arrange for weed spraying.
Lot Owner Construction and Property Sales: No new pre-approval forms have been submitted. Lot 5, Phase III, is scheduled for foreclosure sale on March 18th. Lots 20, 43 and 45 in Phase III and Lot 90 in Phase I are under new ownership.
From the Floor:
· Gates on Shuck Creek Road - Robin reported the continual closing of the gate on the "fire exit" portion off the cul d sac by an adjacent property owner. Since the removal of large rocks last fall, making the road more easy to navigate, it was agreed to comply with our covenants and leave the gates open. With the repeated closing of the gate(s) by a resident on the road, it was decided by the board members to remove them. After removing the gate by the cul d sac, the property owner called the Sheriff's Department to report the theft of "his gate." In a call from the Deputy, it was evident that the property owner told this deputy that he owned both sides of the road, that the gates belonged to him and that he intended to file charges against the Board. Two days later, the gate at the other end of the road had been removed - not by the Board. Since nothing has been heard from the prosecuting attorney, it is evident that it was recognized that this property owner does not have a case. Documentation, including pertinent Covenants, copies of Board minutes and newsletters that refer to TRR gates, an enlarged map of the Shuck Creek area, and a letter from Red Creek Ranch, dated 1996, verifying that TRR provided the gates, will be attached to these minutes in the permanent record.
· Large Map - Steve visited with the mapping department at the courthouse and obtained a map of the entire ranch on one large sheet. Just missing are the acreages. Marty also picked this map up and Cathy entered the acreages. She will make copies of it next week and bring them to the next board meeting as well as have some available for any interested property owners.
· Annual Meeting and Picnic - it was agreed to use Swiftwater again this year for our picnic. Cathy will ask the Lesquereux's if they would be willing to again bring the meat and Annelle said she would double the hamburger order.
· With the increased number of residents wanting housecleaning services, Steve will get the contact information for a family in Grangeville who said they would be willing to come to White Bird. They also do yardwork. Evidently Barbara Lowe also provides housekeeping services.
Next Meeting: The next meeting of the Board will be on Thursday, April 28, 2016, at 10 a.m. in the library.
Adjournment: President Robin Lipinski adjourned the meeting at 11:10 a.m.
January 21, 2016
Call to Order: The meeting of the Board of Directors was called to order by President Robin Lipinski on January 21, 2016, at 9:50 a.m. in the White Bird library. Present were Robin Lipinski, Annelle Urbahn, Marty Ansell, John Urbahn, Steve Duerksen, Vicki Hughes and Cathy Little.
Reading and Approval of Minutes From Last Meeting: Annelle Urbahn moved that the minutes from the meeting held on October 1, 2015, be approved, seconded by Marty Ansell and agreed on by all present.
Treasurer's Report: Treasurer Marty Ansell reported that we now have $42,500 in the checking account. Thirty-three property owners still have not paid association dues and those still in arrears will receive a letter of default to be mailed February 1st. In addition to paid dues, $1300 was donated to the snow removal fund. The sale of our old grader netted $9,000. Currently, all bills have been paid except for the insurance and tax preparation. Annelle reported that the collection agency had no news to give us regarding the lien filed last year. Cathy moved that the Treasurer's report be accepted, seconded by John Urbahn and agreed on by all present.
Roads, Equipment, Snow Removal: John Urbahn reported that the sunken area on Hammer Creek will be repaired when the weather is stable. There is a fire extinguisher on the new grader. The equipment operator suggested a side blade for the grader to keep gravel from spilling out - Robin will look into this and report at our next meeting. John also reported that one of the chains came off a tire and the tire was found to have a puncture from an imbedded nail. Les Schwab did the repair. Robin brought up the fact that the logs at TRR entries are rotting at their base and need to be removed and replaced. Steve Duerksen will get prices for treated telephone poles to replace the logs and report the cost at our next meeting. Discussion about selling the backhoe ensued and it was decided to hold off until culverts are cleaned and the old logs are removed and replaced. As for plans for roadwork this year, all roads will be again graded. A basalt mix will be added to Bucks Boulevard and rolled, Gregory Creek and Hammer Creek will be graded and rolled. The Board agreed to a road maintenance budget of $15,000 for this year. Between Christmas and New Year's, snowfall and very cold temperatures left our roads quite hazardous for a few days. Plowing was done on most roads that receive the most traffic after several people got stuck on the icy areas. It was again agreed to use Cody Graning to spray association roads for weeds and the Board will also purchase enough chemicals to spot spray during the summer.
Lot Owner Construction and Property Sales: Cathy reported on the auction on Bucks Boulevard...a local resident purchased the property. There is a pending foreclosure sale on March 18th for a Phase III property, and another property on Bucks Boulevard will go up for sale in March. Three properties have new owners - all sales generated by viewing our website. There have been two other parties looking for property on TRR after viewing our website, and maps and a copy of our Covenants were sent to these people. The house on Shuck Creek is completed. Work continues further down the road.
From the Floor:
· The subject of the association equipment was brought up by Robin concerning the accident occurring this winter. Our grader was involved in an accident with one of the lot owners. Robin suggested better enforcement of warning sign placement on job sites in the future and further training for all of the operators regarding safety. Robin also discussed putting into the next newsletter information to let residents be advised to use extra caution when trying to pass equipment in use on our roads.
· Steve Duerksen reported that the county has a map that is inclusive of all three phases on one large sheet for $10.00. Unfortunately, some information is missing - acreage being one.
· Steve asked about manufactured homes on TRR and it was explained that they are allowed in Phase I only with Board approval.
· Robin reminded Annelle to request reimbursement for any paints she uses to refresh or make signs for TRR.
Next Meeting: The next meeting of the Board of Directors will be held on March 3, 2016, at 10 a.m. in the White Bird library.
Adjournment: President Robin Lipinski adjourned the meeting at 11:30 a.m.
October 1, 2015
Call to Order: President Robin Lipinski opened the meeting of the Board of Directors at 9:55 a.m. on October 1, 2015, in the White Bird library. Present were Robin Lipinski, Annelle Urbahn, John Urbahn, Marty Ansell and Cathy Little. Absent were Steve Duerksen and Vicki Hughes. The guest was Joe Thyne.
Reading and Approval of Minutes of Last Meeting: Annelle Urbahn moved that the minutes of the last Board meeting, held on August 12, 2015, be approved, seconded by Robin Lipinski and agreed on by all Board members present.
Treasurer's Report: Treasurer Marty Ansell reported that all bills have been paid leaving us around $10,000 in the checking account and $58,000 in the money market account. The grader plus tax, commission, and hauling fee was $61,503. Cathy reported on not hearing back from Northwest Trustee who holds Lot 5, Phase III, after several months of contacts with their representative. All recorded liens on this property were released and a statement of the assessment due to TRR was provided to Northwest several months ago as requested by their representative, but she has not replied to three emails for the past two months as to when we are to be paid. Cathy suggested a new lien be placed on this property (since all were released) and a certified letter to Northwest stating such and a request for payment. Marty seconded this and it was agreed on by all Board members present for Cathy to send a letter.
Roads: John Urbahn reported that with the small amount of rain, he had the operator go ahead and grade several washboard areas. The operator said it was still too dry for grading to be effective long term, so until we have more rain, nothing further will be done. Additionally, it was agreed to wait until next spring to roll the roads after grading and an application of the crushed basalt will be added to Bucks Blvd. at that time. With the potential for snow plowing this winter, it might be a waste of time and money to roll now. The two operators and John will fix the sunken area on Hammer Creek as soon as all are available at the same time. The spraying of weeds done this year was quite effective and we will again use Graning next year. John Raynor has agreed to use his own truck when using the rock rake.
Equipment: The new grader arrived and the operator says it is a charm to operate. He did make the suggestion that a side blade be installed to keep the gravel from spilling out while grading. One tire keeps loosing air but he feels that it will be okay for awhile. A fire extinguisher is needed and John will purchase that. John will also check with John Raynor about installing a side blade. The chains will also be adjusted to fit the new grader and stored on the machine. The need for a water truck was also discussed and John will look for one and also check if there are grants available for it to be used in fire fighting. Our old grader was taken to Heaverlow to be sold with an asking price of $15,000. Since a contract is needed for the consignment, Annelle moved that Robin be the representative for TRR, seconded by Marty Ansell and agreed on by all Board members present. Robin signed the contract and Marty will get it in the mail. We will advertise the sale of the backhoe locally in January.
Non-Compliance Issues: Robin ran into the owner on Bucks Blvd. who says the containers will be eventually buried. No time frame for construction of a residence was given but the backhoe has been still busy on the property. The singed pre-approval plan has still not been returned by the property owners on Canyon.
Lot Owner Construction and Property Sales: Cathy reported that Lot 112 in Phase I and Lot 8 in Phase III have been sold. She attended the foreclosure sale on the Bucks Blvd property on Monday, but there were no bids. Sale is pending on another property on Bucks. Construction continues on Shuck Creek.
From the Floor:
· Most of the new signs have been placed at strategic areas on TRR in anticipation of hunting season starting on October 10th.
· The logs at the entrances of TRR are rotting. It was agreed to readdress this in January and decide on a replacement - logs, rock, etc.
· Annelle reported that the lien filed by the collection agency is still in effect.
· Cathy reported adding photos to our website of the Tepee Springs fire and some great bear pictures taken by Steve. Cathy also listed all the contact numbers to use for trespassers during hunting season. Three violations have already been reported.
· Annelle suggested we "advertise" the address signs in the November newsletter.
Next Meeting: The next Board meeting will be on January 21, 2016, at 10:00 a.m. in the White Bird library. Any other pressing matters before then will be handled by phone and email.
Adjournment: President Robin Lipinski adjourned the meeting at 11:00 a.m.
August 12, 2015
Call to Order: President Robin Lipinski called the meeting to order at 3:57 p.m. on August 12, 2015, in the White Bird Library. Present were Robin Lipinski, Annelle Urbahn, John Urbahn, Marty Ansell, Steve Duerksen and Cathy Little. Absent was Vicki Hughes. Guests were Joe Thyne and John Raynor.
Reading and Approval of Minutes From Last Board Meeting: Steve Duerksen moved that the minutes from the meeting held on June 19, 2015, be approved, seconded by Marty Ansell and agreed on by all Board members present.
Treasurer's Report: Treasurer Marty Ansell reported that there were no expenditures and no income since his last report. Notification from the mortgage company holding the property on Bucks Boulevard was again sent, and the property is now in what is called a "pre-foreclosure" stage. Hopefully, we will be notified of the sheriff's sale but it is doubtful that we will realize any delinquent assessments on the property. The guesstimate of a minimum bid is around $249,000. Cathy moved that the Treasurer's report be accepted, seconded by Steve and agreed on by all Board members present.
Roads: John Urbahn reported that the roads are much too dry to do any grading. With fall rains, grading will be resumed. It was also stressed by Robin that the few showers we have had do not wet the roads enough to facilitate grading. John also reported that he did some spot spraying of noxious weeds that have popped up here and there and will attend to the growth up on the Pine Ridge cul-d-sac as reported by Steve. All seemed satisfied with the job done by Graning and we will use him again next year.
Equipment: Robin reported on the grader that is for sale down in Boise for $58,000. It was agreed by all that, since this grader is a 1991 machine, we would be spending too much money on a machine that is only 3 years younger than the grader we have. Furthermore, the owner was not interested in any trade in deals for our equipment. Robin was in contact with a man in Nez Perce on a smaller and newer grader and as soon as Robin gets the specs on it he will contact the Board. Marty also stressed that we should also require maintenance records on anything we might be interested in buying. Robin also said we should be able to get between $20,000 and $25,000 for both pieces of equipment in a private sale. John Raynor also reported using the rock rake on the back of his own pickup and he was very happy with the results.
Non-Compliance Issues: Construction/ repair continues on the milking shed on Bucks Boulevard.
Lot Owner Construction/Property Sales: Sale is pending on Lot 112. Construction is ongoing on Shuck Creek Road. Robin submitted a pre-approval plan for Lot 34 in Phase II which was approved. Guest Joe Thyne added some square footage to his original plan and has connected the septic to the existing building. The Board also approved his extension of the existing building. Robin reported that the owners of Lot 28 in Phase II still have not completed the pre-approval form although their structure does meet with the Covenant requirements.
From the Floor:
· New Signs: Cathy brought pictures of planned signs that were discussed last year. As suggested by our attorney, the no trespassing/no hunting signs should include verbiage that TRR is private property on both sides of roads and that there was no access to public lands. It was agreed for Cathy to check with the company as to warranty and if they had reflective signs. Annelle also suggested that we have small signs which say "Please use 4-wheel drive" and Cathy will check on pricing. As soon as questions are answered by the company, Cathy will contact the Board.
· John Raynor requested the laying of a conduit under Canyon Road for him to get water from a spring. John agrees to notify the residents on Meadowview when the work will be done. John Urbahn moved that Mr. Raynor's request be approved, seconded by Cathy and agreed on by all Board members present.
Next Meeting: The next Board meeting will be on October 1, 2015, at 10 a.m. in the White Bird Library.
Adjournment: President Robin Lipinski adjourned the meeting at 5:25 p.m.
June 19, 2015
The Board of Directors had a brief meeting following the Annual Association meeting. Present were Robin Lipinski, Annelle Urbahn, Marty Ansell, Cathy Little, John Urbahn, Vicki Hughes and Steve Duerksen. It was agreed on by all to retain the officers and road commissioner as per 2014.
Cathy Little did report that she heard from Wells Fargo Mortgage regarding the property that is
in foreclosure and provided them with a payoff sum for dues that are in arrears and a W-9 form.
The next meeting of the Board will be on August 13, 2015, at 10 a.m. in the White Bird Library.
May 14, 2015
Call to Order: The meeting of the Board of Directors was called to order by President Robin Lipinski at 10:00 a.m. on May 14, 2015, in the White Bird library. Present were Robin Lipinski, Annelle Urbahn, John Urbahn, Vicki Hughes, Marty Ansell and Cathy Little. Absent was Steve Duerksen.
Reading and Approval of Minutes From Last Board Meeting: Robin Lipinski moved that the minutes from the last Board meeting, held on April 2, 2015, be approved, seconded by Marty Ansell and agreed on by all present.
Treasurer's Report: Treasurer Marty Ansell reported that there is approximately $75,000 in the checking account and $58,000 in the Money Market account. About $40,000 has been spent on the roads which includes the gravel and hauling, rental of the roller, and operator expenses - which was budgeted for the work to be done. It was also noted that in addition to the planned work on Hammer Creek Road, most of Gregory Creek Road was also done. Six liens were released upon payment of delinquent dues. Marty will provide handouts of our budget and expenditures for the annual meeting in June. Cathy moved that the Treasurer's report be approved, seconded by Robin Lipinski and agreed on by all present.
Roads and Equipment: John Urbahn reported that the work done on Hammer Creek and Gregory Creek Roads is holding up well and the pond area is fine. Bucks Boulevard needs grading to remove the washboards and will be done in the next few days as rain is expected. Annelle and John will install a mesh gate along the downside of the culvert that is washing out on Hammer Creek Road. This should hold the rocks and prevent further sloughing. The equipment operator cleaned most culverts and did the work by hand. Several large rocks were removed from the fire exit portion of Shuck Creek Road but more work needs to be done to provide safer travel. A property owner has volunteered to clear brush from the fire exit road below his property.
Weed Spraying: John reported that weed abatement was done on all roads except for Elk Run and Pilgrim Ridge by the contracted provider. Robin sprayed Big Canyon and Meadowview Roads. John will assess "up top" this weekend and contact the contracted provider for needs and also schedule a second spraying for infringing grasses at a later date.
Lot Owner Construction: Work is ongoing on Shuck Creek Road. Also reported was a "driveway" cut into a property on Big Canyon to develop a spring. Cathy reported two property sales - the closing of one will take place tomorrow. Cathy also had a call from a property owner asking whether a pre-approval plan was required to build a metal barn. The property owner was told that no form was required but did reiterate that the "barn" could not be used as a residence and to keep the color of the siding and roof within the colors suggested by our covenants.
Annual Meeting: Final plans were made for the annual meeting and picnic with food assignments and discussion of an agenda. Annelle will contact SRRFD for a short presentation on fire prevention. The biggest discussion will be about our equipment. Cathy also reported receiving several proxies with varied responses as to what to do about the equipment. Both John and Robin have received phone calls for further explanations. Cathy and Robin have several door prizes ready for the meeting.
From the Floor:
· Both a Board member and prior Board member were "served papers" regarding a property that will foreclose. In contact with our attorney, and as easily read through the legal vernacular of the "summons," the bottom line is that should the property sell at foreclosure, outstanding liens that TRR has on the property will not be paid. As per our covenants, mortgage companies have priority over assessments made subsequent to the date of loan enactment. A date of sale has not been announced.
· A property owner contacted Robin regarding our request for someone to cut brush. The gentleman has a shredder and wanted to use that instead of hauling away what was cut. John and Robin have looked at the areas where brush in overhanging roads and feel that such a machine is not required at this time. Most of the brush consists of blackberry bushes and very small tree limbs which can be cut with hand pruners. Robin will contact the gentleman to let him know that the shredder is not required for this job.
Next Meeting: The next meeting of the Board will follow the Annual Meeting on June 19th.
Adjournment: President Robin Lipinski adjourned the meeting at 11:00 a.m.
April 2, 2015
Call to Order: The meeting of the Board of Directors was called to order by President Robin Lipinski on April 2, 2015, at 10 a.m. in the White Bird Library. Present were Robin Lipinski, Vicki Hughes, Marty Ansell, Steve Duerksen, John Urbahn and Cathy Little. Absent was Annelle Urbahn. The guest was Carol Ansell.
Reading and Approval of Minutes From Last Board Meeting: Vicki Hughes moved that the minutes from the meeting held on March 5, 2015, be approved, seconded by Steve Duerksen and agreed on by all members present.
Treasurer's Report: Treasurer Marty Ansell reported that there is $113,000 in the checking account and $58,000 in the money market account. All bills for the gravel, hauling, grading and equipment rental have been paid. Marty prepared a budget for the Board and the members suggested some minor changes which will be done for the next Board meeting. A copy of the budget and a summation of income and expenditures will be available at the annual meeting in June. Three properties on the lien list have paid what was due and those liens will be released this week. Taxes have been finalized by H&R Block. Cathy Little moved that the Treasurer's report be accepted, seconded by John Urbahn and agreed on by all members present.
Roads and Equipment: John Urbahn reported that work was completed on just under two miles of Hammer Creek and Gregory Creek Roads. Fifteen hundred tons of crushed basalt with clay was spread on both roads and then packed with a roller. So far there have been compliments as to the condition of the road and there have been no washouts or washboards in spite of the heavy rains. Dust should be less of a problem with this material. Future plans include the cleaning of blocked culverts and a final grading of those roads that have not received attention. John will arrange for weed spraying in about two weeks with a follow-up spray in late June or early July. Robin submitted a proposal to be included in the May newsletter about the equipment and options for repair of the grader, lease/rent, or purchase a new grader to be voted on at the annual meeting. Cathy will include the information in the May newsletter as well as a voting form for all property owners. Although the Board could make a decision about the equipment, all felt that the Board would honor a majority vote from association members. John reported that the gate on Shuck Creek Road will remain in place until repair of the road is done. Additional comments about the equipment operators' availability and willingness to work was complimentary.
Lot Owner Construction: No pre-approval plans have been submitted. Construction is ongoing for the residence on Shuck Creek Road. Cathy reported four contacts have been made in the last month about properties for sale - all coming from visiting our website.
Annual Meeting: The annual association meeting will be on June 19th at 10:30 a.m. at Hoot's with a picnic to follow at Killgore's - weather permitting. Cathy has made reservations at Hoot's. The agenda for the meeting will be the same but we will not have a guest speaker. Although we will still be asking for side dishes and desserts from those who attend, the meat and condiments, potato salad, tomatoes and onions will be provided. Cathy will query a property owner about bar-b-quing some chicken and ribs. So far we have 8 door prizes and Cathy will make the tickets. Annelle, John and Steve have terms that expire this year and will be seeking re-election.
May Newsletter: Cathy will prepare and mail the May newsletter which will include the announcement of the annual meeting, a request for side dishes and desserts, and a HELP! for someone who might be interested in clearing brush that is infringing on a few spots on our roads. Additionally, information about the equipment and a voting sheet will be included along with the Proxy to Vote for Board members.
Next Meeting: The next Board meeting will be held on May 14, 2015.
Adjournment: President Robin Lipinski adjourned the meeting at 11:30 a.m.
March 5, 2015
Call to Order: The meeting of the Board of Directors was called to order by President Robin Lipinski at 10:00 a.m. on March 5, 2015, in the White Bird Library. Present were Robin Lipinski, Annelle Urbahn, Marty Ansell, John Urbahn, Vicki Hughes, Steve Duerksen and Cathy Little. The guest was Kathy Duerksen.
Reading and Approval of Minutes of Last Board Meeting: Vicki Hughes moved that the minutes from the last Board meeting held on February 5, 2015, be approved, seconded by Marty Ansell and agreed on by all present.
Treasurer's Report: Treasurer Marty Ansell gave a financial report of income, expenditures and bank balance. Liens were placed on 16 properties, representing 14 property owners and notice of such was mailed to the property owners in arrears. Cathy contacted Wells Fargo Mortgage in Des Moines regarding the property that, according to the recorded owner, is actually owned by Wells Fargo. The bank has not made any reply. The Board discussed the budget for this year, amending figures and using the expenditures of the past three years as a basis for this year's budget. It was agreed to allow more for weed abatement as the Board felt that two sprayings were necessary to get those later sprouting weeds. As discussed in our last meeting, there will be a significant increase in what is allotted for roads this year. Marty will prepare the budget in written form for our next Board meeting and will also have a handout for the annual meeting in June. Robin Lipinski moved that the Treasurer's report be approved, seconded by Cathy Little and agreed on by all present.
Roads and Equipment: Both John Urbahn and Robin Lipinski gave input to this topic. Gravel has been spread on several areas, mainly Gregory Creek Road and Bucks Boulevard. There have been both complaints and compliments from property owners. Unfortunately, with a poor base on most roads, washboards appear within two days of grading no matter what kind of gravel is applied. Robin researched three providers of the crushed basalt for Hammer Creek Road and the Board voted on Camas Gravel to supply us with what is needed. Robin also found three places to rent a roller and it was agreed to use Prairie Rental with Gary Little picking up the equipment on his flatbed. John Urbahn and Robin Lipinski will drive Hammer Creek Road today to estimate the mileage for ordering the basalt. They will also look at several steep areas on Gregory Creek Road and, if feasible, will also apply and roll the basalt there as well. Several large rocks will be removed from the fire exit on Shuck Creek Road to make the road more passable until a decision is made to finely grade the road or not. Annelle Urbahn reported that no one she spoke with was interested in cutting and removing any overhanging brush from both fire exits. Although both John and Annelle volunteered to do the work, it was felt by the rest of the Board that they have provided more than enough volunteer work to TRR. Robin will inquire of the equipment operators if they are interested in doing a little extra work. Robin also suggested asking property owners in our next newsletter if anyone is interested in taking on this job. Robin also reported that the large log post at the entrance to Canyon Road off Doumecq is rotting at the base and leaning. It was agreed by the Board for him to remove the post.
Much discussion ensued regarding the grader as to its condition and need for repair. Essentially, there are only a few options as to how to proceed: sell the grader and purchase a new one, rent a grader when we need it, lease a grader on a monthly basis, or try to keep ours going. It was agreed by the Board that a decision must come from the entire association by vote and Robin will prepare proposals to be mailed in the May newsletter and voted on at the annual meeting. For the time being the grader is usable but could become inoperable at any given moment. Additionally, the backhoe gets very little use during the year and, if the decision to purchase a grader is voted on by the association, it was felt that we should include the backhoe in the trade-in. Any backhoe work that might be needed in the future could be arranged through a local provider.
Weed Spraying: Three vendors for weed abatement were spoken to by Robin and their charges are much the same but one had better equipment (larger boom, center sprayer). It was agreed by the Board to use Cody Graning who was also recommended by Carl Crabtree from the County Extension Office. Two sprayings will be done to get the late bloomers that seem to appear in early July. John Urbahn will ride with Cody to make sure all roads are covered.
Lot Owner Construction: No pre-approval plans have been submitted and work is ongoing on several residences.
From the Floor :
· Annelle Urbahn informed the Board that the annual dues at Wilderness Ranch (Pinehurst) are $350.00 a year.
· As per our Covenants, the gate on Shuck Creek Road will be removed.
Next Meeting: The next meeting of the Board will be on April 2, 2015, at 10:00 a.m. in the library.
Adjournment: President Robin Lipinski adjourned the meeting at 12:05 p.m.
February 5, 2015
Call to Order: The meeting of the Board of Directors was called to order by President Robin Lipinski at 10:00 a.m. on February 5, 2015, in the White Bird Library. Present were Robin Lipinski, Vicki Hughes, Annelle Urbahn, John Urbahn, Marty Ansell, and Cathy Little. Absent was Steve Duerksen.
Reading and Approval of Minutes From Last Meeting: John Urbahn moved that the minutes from the last Board meeting, held on November 20, 2014, be approved, seconded by Marty Ansell and agreed on by all present.
Treasurer's Report: Treasurer Marty Ansell reported that letters of default were mailed on February 3, 2015, to the 25 property owners who still have not paid dues. Interesting to report was that this year was a record low number of those in default in paying annual dues. Marty reported that there is $113,903 in the checking account and a bit under $59,000 in the money market account. All outstanding bills have been paid and Marty will see to the tax preparation. Cathy reported that a property that has been in arrears for three years is, by claim of the recorded owner, owned by Wells Fargo Bank who did, in fact, pay the county property taxes for the past three years. Cathy prepared a letter to be sent to Well Fargo Mortgage to see if we can get our dues, and the Board approved the letter. Cathy moved that the treasurer's report be approved, seconded by Robin Lipinski and agreed on by all present.
Roads and Equipment: The equipment operators have begun to spread gravel in several areas of need. The condition of the grader was discussed at length - the fact that the equipment might be on its last leg as is obvious with several costly problems that will need to be repaired this year. Discussion as to whether to look for a new grader, keep repairing this one, or getting a leased grader ensued and it was felt to hold off any decision making until brought before the Association members present at our next annual meeting. A blade that can be mounted on a pick-up for snow removal is still being researched. Road conditions in several critical areas were discussed and it was decided to concentrate on Hammer Creek Road which is badly in need of gravel. Instead of applying the usual road mix, the plan is to spread crushed basalt, and, using a vibrating roller, press it into the road bed for stability. Although the crushed basalt is not as "pretty" as the usual gravel, it will provide a firmer base and is less apt to be flung to the sides of the road with traffic. As noted on Gregory Creek Road, all gravel that was applied last November now is on the sides of the road, leaving the middle a muddy mess. Additionally, the washed out area at a culvert on Hammer Creek will be repaired which will necessitate the placement of large rocks to support the steep bank around the culvert. After completing Hammer Creek Road, steep areas on other roads will also be done with the basalt rock. The two "fire exit roads" will be made more passable, both also requiring the removal of overgrown brush and tree branches. Annelle will contact a local worker for a price to clear both roads.
Weed Spraying: Since only three of the five volunteers completed their assignments for weed abatement last year, it was agreed to hire out this year. Although more costly, commercial operators can use Toredon for better weed control over the season. It was agreed, though, to provide two sprayings this year to eliminate the late-growth weeds and grasses that appear along the roads in July. Robin will get costs from three providers to present to the Board at our next meeting. The Board also volunteered to spot spray any areas that might be noticed during our travels over Association roads.
Budget for the Year 2015: All Board members present agreed that we need to budget a sizeable amount of the income from dues on road repair and maintenance this year. It was agreed to allow $40,000 for road maintenance - which would include gravel and operator expenses - as a primary estimate of needs for this year. The repair of Hammer Creek Road will be most costly and done first, but all roads will receive attention this year. It was assumed that with two sprayings for weeds, the cost for abatement would be double what was paid to commercial sprayers in the past. Twenty percent of income for the year will be put in the money market account as decided on several years ago. Other budgeted items will remain the same. Marty will prepare a written budget for distribution at our next Board meeting.
Lot Owner Construction: The two submissions of pre-approval plans last November that had not been approved by the Board have not been re-submitted for approval. Two other property owners who claim to be building this year have not submitted plans although the Board has advised them to do so. Construction is ongoing on Shuck Creek Road.
Non-Compliance Issues: Annelle reported that the collection agency has filed liens on the real property of the Washington gentleman who failed to pay the court-ordered sum over a year ago. Annelle also had a complaint from a property owner about some small buildings on a property which are in a state of disrepair. Annelle will follow up on this complaint.
Liability Issues on Our Roads: Cathy spoke with our attorney who said that our current signs at the entries to TRR which warn of steep and winding roads and "drive at your own risk" is probably sufficient "insurance." Although anyone can file suit for any reason, he doubts there ever would be any liability for TRR in the event of an accident since the signs provide ample warning.
Next Meeting: Our next meeting will be on Thursday, March 5, 2015, at 10:00 in the library.
Adjournment: President Robin Lipinski adjourned the meeting at 11:50 a.m.
November 20, 2014
Call to Order: President Robin Lipinski called the meeting to order at 10:00 a.m. in the White Bird Library. Present were Robin Lipinski, Annelle Urbahn, John Urbahn, Vicki Hughes and Cathy Little. Absent were Marty Ansell and Steve Duerksen. The Fish and Game representative did not attend the meeting.
Reading and Approval of Minutes from Last Board Meeting: John Urbahn moved that the minutes of the meeting that was held on September 25, 2014, be approved, seconded by Vicki Hughes and agreed on by all present.
Treasurer's Report: In the absence of Marty Ansell, Cathy reported that all bills have been paid which includes the work done on the pond, materials (geotextile and gravel), and the charges by the equipment operator and hauler. As of today, 35 property owners have paid dues and several have contributed to the snow removal fund. It was agreed to refund a donation made by a property owner on Elk Run. As there are no residents presently on that road, plowing will not be done.
Roads and Equipment: John Urbahn reported that most association roads have been graded and gravel has been applied to areas that needed it. Unfortunately, the washboards reappeared within two days of grading and applying gravel. Robin suggested that next spring we apply larger rock to the "bad" sections of roads and press it in with a roller which will provide a better base to hold gravel. The Board agreed that this needs to be done, especially on the steep areas. The road by the pond has been repaired with the underlayment of geotextile and several loads of gravel. The road is presently quite stable and wider that before, however, the one way signs were left in place to hopefully keep traffic to the center of the road. The left over fabric will be saved with the intent of widening the road still further next year. Robin reported a culvert that eventually needs repair on Hammer Creek Road. John also reported that the grader has diesel fuel leaking into the oil and, although the equipment is handling just fine, an assessment needs to be done as to the cause. Sending it to the shop at this time, keeping in mind its need for snow removal, is not feasible. John will have the oil changed and monitor the leakage. Cathy brought up a prior discussion regarding purchasing a blade to be mounted on a truck to be used for snow removal. Robin and John will investigate the cost and speak with the equipment operator as to the use of his truck. If the Board and equipment operator decide to purchase the blade, the grader then can be assessed for repairs needed in time for spring road grading. If major repairs are needed on the equipment, the expense will be evaluated as to whether it is worth the cost. The members also discussed the less than satisfactory weed abatement last summer and will revisit the issue at the start of the new year. Options include hiring a commercial spraying company and leasing a sprayer from the chemical provider.
Lot Owner Construction: Two property owners submitted plans for building but neither was approved pending the completion of the pre-approval plan on one and further information on the other. Robin will notify both property owners.
Non-Compliance Issues: Annelle reported that the collection agency was to file in Washington this week and attach to any known bank accounts. On another property owner, the last letter from the attorney has been ignored. There have been no further complaints about the wandering sheep as they are now contained.
From the Floor:
· Hunting Violations: Cathy had invited Kyle Christensen to our meeting today but he did not show. In both phone and email conversations with him and George Fischer, the signs that we have posted at the TRR entries meet with state and F&G regulations regarding "posting" for no hunting or trespassing. There were six violations on the ranch this year (trespassing and shooting game on private property) but only one was caught and convicted. George Fischer did suggest we change our signs to orange in color and include "no outlet" and "no access to public land." This will be discussed next summer as to whether we will post new signs.
· Gate Issue: The Fire Department provided a written statement regarding the gates that were placed on the "fire exit" road that they would not stop to open the gates for passage through. Section 4.6 of our Covenants prohibits gates that would impede access on Association roads. It was agreed that the unlocked gates would remain until the road can be repaired and made passable, at which time the gates will be removed.
· Robin has had numerous approaches by property owners who feel that the association should be dissolved. He did answer them with the fact that, in the event of dissolution, monies remaining in the TRR account and all other assets (equipment owned by TRR) would be dispersed to a charitable organization as per our Covenants. Secondly, the idea of dissolution would have to be put before the entire membership for a vote. Dissolution would also eliminate a Board of Directors, communication with the membership via newsletters, the annual meeting and website, and Covenants pertaining to buildings, condition of properties and other restrictions to property owners. Since there would be no annual assessment imposed on property owners, the cost of road maintenance would be the responsibility of individual property owners for the section of road adjacent to their property. It seems improbable that property owners could foot the cost of road maintenance at the present annual assessment of $180.00 a year.
Next Meeting: to be decided later
Adjournment: President Robin Lipinski adjourned the meeting at 11:30 a.m.
September 25, 2014
Call to Order: The meeting of the Board of Directors was called to order by President Robin Lipinski at 10:00 a.m. on September 25, 2014, in the White Bird library. Present were Robin Lipinski, John Urbahn, Annelle Urbahn, Marty Ansell, Steve Duerksen, Vicki Hughes and Cathy Little. The guest was Richard Atkinson.
Reading and Approval of Minutes of the Last Board Meeting: Robin Lipinski moved that the minutes of the last Board meeting, held on August 7, 2014, be approved, seconded by John Urbahn and agreed on by all present.
Discussion ensued with the guest property owner regarding his complaints about his neighbor's sheep (now numbering four) continually wandering over on his property. The owners of the sheep have been spoken with on several different occasions over the past few months as the sheep have "escaped" their electric mesh fencing and subsequently infringe on the properties of neighbors. The guest property owner does not want the sheep eating the grass in his pasture nor does he want the trespass required to round up the animals off his property. Since our Covenants do have a section which requires property owners to "contain livestock," it was proposed by Robin Lipinski, seconded by Marty Ansell, and agreed by the remaining Board members to provide the sheep owners a written complaint from the Board with a requirement that the animals be secured within two weeks time. Although the guest property owner voiced the opinion that he would prefer for the Association lawyer to handle this, it was agreed to attempt resolution by the Board as the initial approach. Cathy Little will prepare the letter for Board approval prior to mailing it to the sheep owners.
Treasurer's Report: Treasurer Marty Ansell reported that the audit performed last month showed no discrepancies and all files seems to be in order. He did say that he thought that the large amount of money in the investment account should be tapped to provide better road maintenance. The entire Board agreed with that. There is approximately $500.00 left in the snow removal fund but to play it safe we should continue to request donations from residents to provide snow removal when needed this winter. John Urbahn submitted a bill for the cost of the geotextile for the pond road repair and for fuel which Marty will pay. Marty also wrote a check to the White Bird library as a donation for the calendar and for using the building for our meetings.
Roads and Equipment: John Urbahn reported that since rain is predicted for the next 4 or 5 days, we should begin some grading of the roads. Robin suggested that since winter comes a bit earlier "up top" that we should start by grading Pilgrim Ridge, Elk Run, Repeater and Bear Ridge Roads. Our primary equipment operator is available to do this as soon as there is enough moisture on the ground. The Board again addressed the weed spraying that was done by volunteers using their own 4-wheelers. Three volunteers ended up spraying their assigned areas three times to eradicate late germinating species, one volunteer did not finish his assignment and another did no spraying at all. It was agreed to either purchase a large tank sprayer that can be mounted on a pickup or to contract with a local service. The disadvantage with hiring out is the fact that emergent weeds keep popping up and some areas require more than one spraying during the growing season. The geotextile has been purchased and it is tentatively planned to work on the pond road on the weekend of October 4th.
Lot Owner Construction and Property Sales: Cathy Little reported the sale of two properties. Construction has begun on Shuck Creek Road, and a house has been framed in on Canyon.
Non-Compliance Issues: Annelle Urbahn reported that the collection agency will be placing a lien on any tangible property owned by a former TRR property owner who still has not paid the court-ordered sum as agreed on in mediation.
From the Floor:
· Gates and Signs on the Fire Exit on Shuck Creek Road: The gate that was missing from the cul de sac on Shuck Creek Road was returned and re-hung, "Private Road" signs were added to both gates, and rocks were placed alongside of the posts so no vehicles could use the road without first stopping to open the gates. This was done by the property owner bordering one side of the road. One of the signs has subsequently been removed. Much discussion ensued as to the condition of the road, the necessity (or not) of having gates, maintaining privacy, liability issues, and the fact that that section of road is written as an Association road on our maps, not a private easement to benefit certain lot owners. Robin moved that we remove the remaining "Private Road" sign, post a "Fire Exit" sign on the gate posts, improve the road so it is easily passable as a fire exit, and continue to leave the gates closed. This proposal was seconded by Vicki Hughes. Robin, Annelle, John and Vicki voted yes, Cathy, Marty and Steve voted no to this motion for its inclusion of having the gates closed. Cathy, in updating the new residences and owners for the EMS and Fire Department on Monday will also check to see if closed gates are an issue.
· Posting Addresses on Properties: The primary UPS driver informed Cathy that, although he knows where most of the residents live, two new relief drivers will be starting this week and they are required to not deliver packages if no street address is posted on the property. Vicki reported that the same is true for FedEx and she had a relief driver return her package to Grangeville. Annelle researched signs on the Internet and five property owners purchased signs from the site, they have arrived, and are quality signs. One was brought to the meeting to look at. The company is at www.smartsign.com and Cathy will include a picture of the sign and the website in our November newsletter.
· Mailbox Holder: Steve Dalgliesh provided the much-needed repair and extension on the mailbox holder at the end of Gregory Creek Road. Steve donated his time but Cathy paid $77.00 for materials which she hopes will be reimbursed as new owners add their mailboxes.
· November Newsletter: Cathy will prepare the November newsletter for approval by the Board. In addition to an included invoice for the 2015 dues, there will be a request for donations to the snow removal fund, protocol for lien placement, the Board's enforcement of Covenant violations, reminders about posting street addresses, notifying the Board for a change of address and visiting our website.
Next Meeting: The next meeting of the Board of Directors will be on November 20, 2014, at 10 a.m. in the library.
Adjournment: President Robin Lipinski adjourned the meeting at 12:15 p.m.
August 7, 2014
Call to Order: The meeting of the Board of Directors was called to order by President Robin Lipinski at 10:00 a.m. on August 7, 2014, in the White Bird Library. Present were Robin Lipinski, John Urbhn, Vicki Hughes, Cathy Little, Marty Ansell, Steve Duerksen and Annelle Urbahn. Guests attending were Kathy Duerksen and Joe Thyne.
Reading and Approval of Minutes of Last Board Meeting: John Urbahn moved that the minutes from the Board meeting held on June 19, 2014, be approved, seconded by Marty Ansell and agreed on by all present.
Discussion ensued with guest property owner regarding his plans for his property which he says includes the building of a residence and the installation of a septic system. He has agreed to submit plans for the residence before breaking ground and to show proof of an approved, installed and connected septic system to both his residence and the building which will be used for living while the permanent residence is under construction. Since he and his family will be leaving the property on August 11, 2014, and not returning until next June, the camper toilet will suffice for a few more days of his occupancy of the "shop." It was stressed by all Board members that compliance with our Covenants regarding construction and completion of a residence and State regulations regarding the disposal of both black and gray waste is mandatory on TRR properties and, upon his return next June, further violations of the Covenants or State regulations will necessitate the Board to take legal action. He also questioned the ownership of the gate across the fire exit road and he was told that all gates across roads, easements or fire exit roads were placed by Red Creek Ranch (dba Twin River Ranch) in 1995. TRR, therefore, owns the gates (the remaining gates that were not stolen or sold several years ago), not the owner of the property adjacent to the gate's placement.
Treasurer's Report: Treasurer Marty Ansell reported that banking business was completed yesterday and an internal audit will be conducted following this meeting by himself, Robin Lipinski and John Urbahn. Cathy reported depositing two checks that were received for pre-payment of 2015 dues. Another property owner has made a partial payment and that will be deposited as well. Marty did not yet find information on what monies remain in the snow removal fund but will check another box of files. Cathy prepared a property owner roster in both digital and hard copy formats for Marty.
Roads, Equipment, Operator, Pond Work: John Urbahn reported that our equipment operator says he will finally be here on August 14, and, weather depending, will be able to begin grading of association roads and repair of the pond area. Robin and John feel that 3 loads of gravel will be sufficient to top the road by the pond once it is prepared. Several Board members had concerns regarding the availability of this hired operator and it was felt by all to have a secondary operator in place for emergencies. Robin volunteered his services, but according to our Bylaws, as a Board member he cannot be paid. A property owner who is moving to his Lot this coming weekend is experienced (just retired from the Ada County Highway District) would be a good choice for a secondary operator. Robin moved to revise our operator contract to read "secondary" and approach this gentleman with an offer, seconded by Steve Duerksen and agreed on by all present. Cathy will draw up the contract.
Lot Owner Construction and Property Sales: Cathy Little submitted a pre-approval plan for a residence ob Shick Creek which was approved by all Directors. Construction will begin next week. Work has begun on Canyon.
Non-Compliance Issues: Annelle Urbahn reported that the collection agency has initiated our request but there is a waiting period of 30 days before action will be taken by them.
From the Floor:
• Cathy Little checked prices of laptops in both Costco and Staples and prices were similar except that Costco had a better warranty. The cost will be around $350 for the laptop and $399 for the Office Professional which includes Access (all files are currently in Access). Cathy felt that, since all files related to TRR in digital format are backed up weekly on a CD, transfer to a new secretary could easily be done without the purchase of a laptop. Additionally, hard copies of all TRR correspondence (newsletters, minutes, etc.) are kept in a notebook. All other files related to the website are also backed up on an external drive as well as the backup provided by the hosting company. It was agreed to revisit the purchase of a laptop at a later date.
• Equipment Storage: The owner or the property where we store the equipment has returned a signed consent for this storage.
• New Fire Sign: Annelle Urbahn reported the hanging of a new fire sign at the entrance to TRR on Gregory Creek Road. Annelle has also touched up the paint on several TRR signs.
• Cathy reported that the Registered Agent, Steve Duerksen, has been filed with the Secretary of State.
• There have been several complaints about ATV riders on our roads that do not appear to be old enough to have a valid driver's license. Additionally, they have been seen speeding down the center of the road and not moving aside to allow a vehicle to pass. ATVs are equipped with a warning sticker to not operate this vehicle if the driver is under the age of 16. State law requires a valid driver's license to operate any motorized vehicle. Some parents will argue that this ruling does not apply to TRR as our roads are "private," however, the "public" uses them and unlicensed and underage drivers of ATVs pose a risk, not only to themselves, but to other vehicular traffic on our roads. A note regarding this behavior will be included in the November newsletter.
• The Board also discussed the upcoming hunting season and the usual influx of hunters who are either not property owners or are property owners who feel they can hunt anywhere on TRR without permission. Fish and Game will respond to any call a resident may make regarding hunters who are on a property without permission and it is advised to call them for any suspicious trespassers.
Next Meeting: The Next meeting of the Board of Directors will be on Thursday, September 25, 2014, at 10: a.m. in the White Bird Library.
Adjournment: President Robin Lipinski adjourned the meeting at 11:58 a.m.
JUNE 19, 2014
Call to Order: President Robin Lipinski called the meeting of the Board of Directors to order at 9:58 a.m. in the White Bird Library. Present were Robin Lipinski, John Urbahn, Annelle Urbahn, Cathy Little and newly elected Board members Marty Ansell and Vicki Hughes. Robin welcomed the new Board members and thanked them for participating on the Board. (A brief meeting of the Board was held following the Annual Association Meeting on June 13, and it was agreed to postpone election of officers and business until June 19).
Appointment to Fill Vacancy: Steve Duerksen was appointed to the Board (Bylaws, Article IV, Section 3) to fill the Director position of Pat Hurt who resigned following the Annual Association Meeting. Steve's term will be for one year.
Treasurer's Report: none
Election of Officers: Robin Lipinski will remain as President, Annelle Urbahn will assume the role as Vice-President, Cathy Little will remain as Secretary, and Marty Ansell will assume the role as Treasurer. John Urbahn will continue as Road Commissioner. Steve Duerksen was recommended as Registered Agent. John Urbahn and Cathy Little will remain as Trustees. The appropriate filings and reports will be made to the Secretary of State and US Bank.
Internal Audit: With a change of Treasurer an internal audit will be done by Marty Ansell, John Urbahn and Robin Lipinski.
Budget: With the review of expenditures and input from the Board membership, Treasurer Marty Ansell will prepare a Budget for the coming fiscal year.
Collection: President Robin Lipinski explained the recorded judgment on the mediation which occurred last fall and the fact that the property owner failed to pay the agreed on amount of $3,000.00. Annelle Urbahn has agreed to pursue the terms of the Lewis and Clark Collection Agency in Lewiston and report her findings to the Board.
Release of Liens: Cathy Little filed a Release of Lien for nine property owners, representing 14 properties.
Annual Meeting Minutes Review: President Robin Lipinski moved that the minutes be accepted, seconded by Vicki Hughes and agreed on by all present. Cathy will proceed with the mailings to property owners and post the minutes online.
Gift Certificate for Outgoing Board Member: Cathy purchased a gift certificate at Oscar's for Barbara Macy in thanks for her term as a Board member.
Payments for Services: Until Marty is filed at US Bank, John Urbahn will take care of any business expenses. At present, there is a bill at Cash and Carry for food for the picnic and from Cathy for stamps and mailing supplies, the gift certificate and the release of lien filings.
Equipment Storage: Cathy will mail a consent form to the property owner for the storage of Association equipment.
Annual Meeting: An assessment of the Annual Meeting was made by the Board members present. It was agreed to change the position of the tables next year so property owners will not be sitting in the dark. Cathy received a call from a resident who did not think the food was as good as in the past. The Board agreed to address the issue prior to next year's meeting.
Road Grading: John Raynor should arrive on June 25th and he will be put to work as soon as he is here. It was agreed by all that all roads will be graded. No one has come forward to admit to the grading of Hammer Creek Road and the use of our equipment. Since the Board was not notified and the work was not authorized, no payment will be made if the Association receives a bill. The keys have been removed from the equipment and John Urbahn will install a padlock on the equipment doors.
Pond Area: Three Board members assessed the condition of the road by the pond and agreed that work cannot be postponed until next spring. Robin found a source for the Geotextile and Both Robin and John felt that it would only require three truckloads of gravel to raise the bed. The existing gravel and dirt will be removed for the application of the Geotextile and then replaced along with the new road mix. Robin moved that we do the work as soon as possible after July 4th, seconded by Marty Ansell and agreed on by all present. The property owner that has built beyond the pond will be notified of the dates of work.
Record Keeping: Robin introduced the idea of purchasing a laptop to house all records of the secretary and treasurer. With a change in either the secretary or treasurer, the laptop could merely be moved to the new person or persons assuming the roles. Vicki Hughes moved that we should purchase a small laptop, complete with MS Office for Business Professionals and an anti-virus program, seconded by Marty Ansell and agreed on by all present. Cathy will investigate the cost and report back to the Board.
Next Meeting: The next meeting of the Board of Directors will be on August 7, 2014, in the White Bird Library. Any issues that need resolution prior to that date will be handled by phone and email.
Adjournment: President Robin Lipinski adjourned the meeting at 11:38 a.m.