Annelle Urbahn (2015)
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.
The Board of Directors meet at City Hall. Except for a winter break, meetings are held monthly. The date of the next meeting can be found in the minutes of the last Board meeting. Guests are welcome to attend.
April 10, 2014
Call to Order: President Robin Lipinski opened the meeting of the Board of Directors at 10 a.m. on April 10, 2014, in the White Bird Library. Present were Robin Lipinski, Pat Hurt, Annelle Urbahn, John Urbahn, Barbara Macy and Cathy Little. Absent were Bonnie Bruce and Stephen Lloyd.
Reading and Approval of Minutes From Last Board Meeting: Pat Hurt moved that the minutes from the Board meeting held on March 20, 2014, be approved, seconded by John Urbahn and agreed upon by all present.
Treasurer's Report: Treasurer Pat Hurt submitted a handout of income and expenditures for so far 2014. Discussion ensued regarding the agreed upon payment due from a property owner that has not been received. Pat explained that since the person resides out of state, the process for attempting to collect is both time consuming and expensive. He explained that a collection agency can pursue getting the money due and, even thought the charge is 40% of the total, we could expect to at least get something with no further expenditures. Annelle Urbahn moved that we use the collection agency, seconded by Barbara Macy and agreed upon by all present. Pat will make the required arrangement. Pat also reported that we have received full payment from two liens, a partial on a third and a promise of another. John Urbahn moved that the Treasurer's report be accepted, seconded by Cathy Little and agreed upon by all present.
Lot Owner Construction and Property Sales: Annelle reported that a For Sale sign has been posted on Bucks Boulevard. Cathy will call the posted number. A house on Meadowview is expected to be listed shortly. Cathy received two phone calls from people interested in buying on TRR. A copy of our Bylaws and CC&Rs was emailed to both and they plan to visit the properties at the end of the month.
Website: Cathy reports many visitors to our site. Domain registration was renewed.
Roads and Equipment: John Urbahn reported that the grader needs a brake liner on one wheel. No further road maintenance will be done until the new operator arrives in June at which time all roads will be graded and assessed for a need for gravel. Three Board members recommended a local hauler as being the least expensive and most reliable and he will be contacted when gravel is needed. The pond area was again discussed and it seems relatively stable at present so nothing will be planned for this year. Robin suggested we put down tie bar next year to stabilize the bed and all felt that this was a good idea.
Weed Spraying: Cathy reported that Primeland was having a sale on the products we need until Saturday. Robin will purchase and distribute the chemicals tomorrow. Spraying will be started in about 6 weeks. Five volunteers have agreed to do the spraying using their own equipment.
Annual Meeting: Door prizes have been collected by Cathy and Margareta Lipinski and will be wrapped. Cathy will make reservations at Hoot's and Killgores for the meeting and picnic. The newsletter will go out the first week in May and will include Proxies to Vote. There are presently two open positions for the Board of Directors.
From the Floor:
· Robin received an email from a resident who questioned the legal fees incurred with our suit regarding non-compliance issues, last year's cost of the engineers assessment of the pond area, and how much gravel was purchased and spread. Since all of these issues were addressed at last year's annual meeting with a mailed financial report to all property owners, Robin will direct the resident to review these documents.
· The individual who purchased a non-compliant property has agreed to submit a letter of intent as to how he plans to bring the property to compliance with our Covenants and a timeline for doing so. He has already removed quite a bit of debris from the property.
· Two other properties also have structures that do not meet with the conditions of our Covenants and photographs of the structures were reviewed by the Board. Cathy moved that we pursue legal action against the two property owners, seconded by Robin Lipinski and agreed upon by all present. Cathy will meet with our attorney tomorrow.
Next Meeting: The next meeting of the Board of Directors will be on May 29, 2014, at 10 a.m. in the library.
President Robin Lipinski adjourned the meeting at 11:45 a.m.
March 20, 2014
Call to Order: The meeting of the Board of Directors was called to order by President Robin Lipinski at 10 a.m. in the White Bird Library. Present were Robin Lipinski, John Urbahn, Barbara Macy and Cathy Little. Absent were Annelle Urbahn, Pat Hurt, Bonnie Bruce and Steve Lloyd.
Reading and Approval of Minutes of Last Board Meeting: Robin Lipinski moved that the minutes of the Board meeting held on January 16, 2014, be approved, seconded by Barbara Macy and agreed upon by all present.
Treasurer's Report: Treasurer Pat Hurt submitted a financial report for income and expenditures so far this year. Liens were filed on 18 properties (representing 14 owners) on March 14, 2014. Letters of lien notice were mailed to the individuals who are delinquent on annual dues. Pat also requested the motion to file a small claims action on a property owner who is arrears for 3 years. John Urbahn moved that the claim be initiated, seconded by Barbara Macy and agreed upon by all present. Pat will be notified to pursue the small claims action. Robin inquired as to whether we received the payment agreed upon at the mediation held on September 30, 2013. It was due on March 1, 2014, and has not been received. Robin Lipinski moved that Pat should also inquire from our attorney as to what action to take, seconded by Cathy Little and agreed upon by all present. Pat will be notified of this as well. Barbara Macy moved that the Treasurer's report be accepted, seconded by Cathy Little and agreed on by all present.
Lot Owner Construction and Property Sales: Cathy Little reported no new pre-approval plans have been submitted and construction continues for the homes started last fall. One property has sold and the new owners were welcomed to TRR by letter. Another property reverted to the original owner and he intends to put it up for sale. Cathy had inquiry about properties for sale on TRR and emailed the prospective buyer a copy of our CC&Rs.
Website: Annual domain registration is again due and will be paid for. There has been no further hacking and insurance will also be purchased to protect the content from loss. Visitors still number about 1,000 per month.
Roads and Equipment: John Urbahn and Robin Lipinski assessed all roads except for Elk Run and Pilgrim Ridge. Cory has begun cleaning culverts and has graded several roads. Cory claims we need gravel badly on what he has already graded. Discussion ensued as to the need for gravel and it was agreed to have all roads graded as weather permits and then reassess the roads after rainfall or a period of use before determining how much gravel is really needed. A preliminary assessment was that we would need 15 loads to a maximum of 25 loads. Robin has inquired of several haulers and other than one who charges by the hour, the others all quoted $100 a truckload to haul. The going rate for the gravel is presently $100 per load. Factoring the cost of gravel, hauling, operator cost to grade and spread the gravel and other work as necessary for the remainder of the year, we will stay within budgeted funds for road maintenance. John also reported the need for a new cutter bar and work on one of the tires. Prospective new equipment operators were interviewed by the Board last month and one was hired. He will be available as of June of this year.
Weed Spraying: Robin Lipinski met with Carl Crabtree and we can purchase chemicals for weed spraying at cost. Mr. Crabtree will estimate the amount needed for the 26 miles of Association roads. John Urbahn moved that we purchase the chemicals, seconded by Robin Lipinski and agreed upon by all present. Robin will buy the chemicals. Additional volunteers will be needed to assist the Board members with spraying, and phone calls will be made to ask for help. Assignments will be made at the next Board meeting. (addendum to this...Mr. Crabtree cannot get us a cost price after all, but Robin found a good deal at Primeland)
Annual Meeting: The Annual Association Meeting will be held at 10 a.m. on Friday, June 13, 2014 at Hoot's banquet room. A picnic will follow at Killgore's. Cathy will make both reservations. The Urbahns will purchase the meat, buns, drinks and ice and Cathy will take care of the condiments and tableware. Robin suggested we have door prizes and all agreed that would be a good idea. Margareta Lipinski and Cathy will take care of the prizes. Robin has asked Carl Crabtree to speak at the meeting about weed control on TRR properties and he agreed to do this.
From the Floor:
· Cathy reported she sent a second letter to the property owner who is in violation of our covenants asking for a written plan and time frame for "cleanup." Those present felt that if no response was made, the Board should take legal action for compliance.
· Pat Hurt suggested we make the same donation to the library for use of their room for our meetings as we did to City Hall. That will be done.
· Annelle Urbahn repainted the signs at TRR entry.
Next Meeting: The next meeting of the Board of Directors will be April 10, 2014, at 10 a.m. in the library.
Adjournment: President Robin Lipinski adjourned the meeting at 11:30 a.m.
January 16, 2014
Call to Order:
President Robin Lipinski called the meeting of the Board of Directors to order at 10:00 a.m. Present were Robin Lipinski, Pat Hurt, Annelle Urbahn, John Urbahn, and Cathy Little. Absent were Stephen Lloyd, Barbara Macy and Bonnie Bruce.
Reading and Approval of the Minutes from the Last Board Meeting:
The minutes from the last Board Meeting held on September 5, 2013, were read. John Urbahn moved that the minutes be approved, seconded by Pat Hurt and agreed on by all present.
Treasurer Pat Hurt submitted a financial report for the year 2013. The more expensive items for the year were the legal fees incurred over non-compliance issues and parts and labor for the backhoe. Nine liens were released with payments of overdue assessments. Presently, there are 37 property owners who have still not paid the 2014 dues and letters of default will be mailed on February first to those who are still in arrears. The snow removal fund began with $915.00 and, with two plowings, the balance is now $415.00. The balance, if remaining unused, will be applied to next year's fund. Robin questioned whether we should impose a "fine" on those property owners who reap the benefits of plowing but do not ever contribute to the snow removal fund. Since it is always the same property owners who make a donation year after year, he wondered how those owners felt about their neighbors not ever making a donation to the fund yet freeload on the generosity of others. It was agreed that we would do nothing, however, if more money is needed for snow removal if the fund is depleted, those who have not donated will be called first and asked to contribute. Pat discussed his inquiries regarding the purchase of Workman's Compensation and Robin reiterated that we should carry it. Pat moved that we purchase Workman's Comp, seconded by Cathy Little and agreed on by all present to do this when a new operator is hired. Cathy moved that the Treasurer's report be accepted, seconded by John Urbahn and agreed on by all present.
Lot Owner Construction and Property Sales:
Cathy reported that Lots 81 and 82 in Phase I have closed and the remaining lien amount was paid. Lot 21 in Phase I was subdivided into two parcels as allowed by an exception amendment to our covenants and will be designated as 21N and 21S. Phase II, Lot 25, has been sold and Lot 60 in Phase I will revert to the former owner. Construction is ongoing on Lots 57, 105, 46, and 70 in Phase I and Lot 31 in Phase II. Robin reported that a property near his will be put on the market shortly. A double wide was moved onto a lot without submission of a pre-approval plan to the Board.
Although our website was not affected, there was a general hacking into InMotion last month.
Roads and Equipment:
John Urbahn reported that new chains were purchased for the grader and have been in use with snow removal. A new radiator was purchased and installed on the backhoe. The equipment and fuel tank will be moved to Pat's property as soon as the ground is drier. John reports that the missing part on the rock rake is not necessary and a new one will not be purchased. Much discussion ensued regarding road maintenance for 2014. Gravel will need to be purchased, hauled and spread on several sections of Association roads and grading is needed on most areas. Snow removal has not been kind to some sections of roads as much gravel is spread to the edges of a road during plowing. Robin brought up the thought of buying a truck with a blade and use that for snow removal. It was agreed that such a purchase at this point in time is not feasible. Robin again revisited the purchase of a large sprayer for weed abatement. Pat suggested that we should be able to spray the roads ourselves using a tank sprayer on personal ATVs if we had enough volunteers willing to donate their time. The Association would purchase the chemicals. Annelle Urbahn suggested we form a committee to do weed spraying and enlist volunteers ("adopt a road") to take specific areas. Additionally, if a second or spot spraying is necessary, it would be cost effective for volunteers to do the work. Robin will call the County Extension Office for recommendations on which chemicals to use and also inquire if there would be either county assistance or a reduced cost if the chemicals are purchased in bulk. It was agreed that this endeavor will be a trial for this year with an end assessment of cost, volunteer involvement and effectiveness. As to a road plan for 2014, all roads will be assessed, trouble spots identified, cost estimates for gravel and hauling obtained, and a timeline will be discussed at our next meeting. Pat brought up the fact that it was not the cost of gravel that was prohibitive, but the cost of hauling. Generally, haulers charge $100.00 a load just to haul. Cathy knows a property owner who owns a dump truck and she agreed to contact him to see if he was interested and available to haul for us or allow a qualified person to operate the truck. Robin will get bids from several haulers for comparison. Robin also questioned whether we really needed a backhoe. It was agreed to keep track of its use for the coming year and revisit this topic at a later date.
Applications for Equipment Operator and Road Maintenance:
There were two written applications submitted to the Board for consideration. Discussion about the qualifications of both individuals and the availability to provide both road maintenance and snow removal ensued. It was agreed that a face to face meeting with the most qualified applicant would occur before a decision is made. Pat reported that our present operator heard about our "help wanted ad" and recommended a friend of his and also stated that he wanted to continue hauling gravel if we would consider him. Further discussion will take place regarding the use of an operator-owned truck for snow removal, and if that is to occur, a separate contract will be written and the position advertised as open.
From the Floor:
· Annelle suggested having Cory grade the roads as soon as he was available, but it was agreed that grading at this point in time would be wasted in the event that we had additional snow that required plowing.
· Robin asked when our next Annual Meeting would be and suggested that we have someone from the Extension Office give a brief presentation to property owners about weed abatement. Our Annual Meeting will be on June 13th, and Robin will inquire about a guest speaker when he calls the office.
The next meeting of the Board of Directors is tentatively scheduled for March 20, 2014. The location will be determined as City Hall will be moving to the fire house.
Pat Hurt moved for adjournment, seconded by John Urbahn and agreed on by all present. President Robin Lipinski adjourned the meeting at 11:45 a.m.
SEPTEMBER 5, 2013
Call to Order: The meeting was called to order by President Robin Lipinski at 10:05 a.m. Present were Robin Lipinski, Pat Hurt, Barbara Macy, John Urbahn, Annelle Urbahn and Cathy Little. Absent were Bonnie Bruce and Steve Lloyd.
Reading and Approval of Minutes of Last Meeting: Barbara Macy moved that the minutes be approved, seconded by Robin Lipinski and agree upon by all present.
Treasurer's Report: Treasurer Pat Hurt reported that our legal fees now total $6500.00 The road signs cost $134.00, and a $60.00 donation was made to the library. Income was $1385.00 giving a balance of $128,000.00 in the checking and money market accounts. Robin questioned Pat as to the TRR status as profit or non-profit. Pat explained the non-profit status. Cathy Little moved that the Treasurer's report be accepted, seconded by John Urbahn and agreed upon by all present.
Lot Owner Construction and Property Sales: Secretary Cathy Little reported that Lots 81 and 82 have been sold and we will receive $1504.00 at closing from the liens on these properties. Sale is pending on Lot 21B. There still has not been a pre-approval form submitted by the owners of Lot 105 where construction is well underway. Groundbreaking has begun on Shuck Creek Road. A property that had been transferred a few years ago to another person, without a title search, left an outstanding lien of $804.00. Evidently the transfer was to avoid paying the outstanding dues and the original owner still makes use of the property as the "significant other" of the person with the recorded ownership. Barbara Macy moved that a small claims action be filed on the original owner, seconded by Robin Lipinski and agreed upon by all present. Pat will initiate the claim.
Website: Cathy reported two additional attempts at hacking in the past 10 days. The hosting company is investigating and will monitor our site more closely.
Roads and Equipment: John Urbahn says Cory should be back this month. The backhoe will be moved today and brought to Hinkley's to check out the radiator. John will also install a new lock on the rock rake and see if he can fix the ratchet that was bent last year. Robin said he has not taken care of the tree on Gregory Creek Road yet. Robin also questioned what he should be telling those who inquire about the snow removal fund. Pat explained the "kitty" and that donations to it are voluntary although most property owners who donate just add $100.00 to their association dues. If any property owner in Phase III wishes to have an association road plowed, the charge is $40.00 per hour - clocked from the time the equipment is started up until its return to its parking place. Robin reported that he spoke with two equipment operators to provide maintenance of our roads but neither was interested. Robin also suggested the possibility of having a TRR property owner who resides here year round be contracted to maintain our roads and provide snow removal if indicated. Robin also revisited the purchase of a truck-mounted sprayer so we could do our own weed abatement. TRR could also rent it out to property owners for a daily rate and agreed-on contract. Pat also offered his property for the storage of our equipment and fuel tank. Robin will write draft agreements for an equipment operator, sprayer rental and use of Pat's property. Cathy will include an "advertisement" for an equipment operator in the November newsletter.
Non-Compliance Issue: Pat Hurt reported that mediation will take place on September 30, 2013, at the Idaho County Courthouse.
From the Floor:
· Annelle Urbahn questioned whether our covenants allowed for permanent housing of campers on properties that do not have a residence. It was explained, although interpreted by some as unsightly, our Covenants allow "recreational" use of properties, and infrequent use of such campers is allowed. However, as discussed before, additions or lean-tos on a camper are not allowed. Annelle also mentioned the many mercury vapor lights on the ranch and cited covenants from another sub-division that disallowed such lights. Annelle will write up her thoughts on these issues for possible discussion at the Annual Meeting.
Next Meeting: Barring any unforeseen problems, our next Board meeting will be on January 9, 2014.
President Robin Lipinski adjourned the meeting at 11:55 a.m.
June 27, 2013
Call to Order: The meeting of the Board of Directors was called to order by President Robin Lipinski at 10:05 a.m. Present were Robin Lipinski, Stephen Lloyd, Annelle Urbahn, John Urbahn, Pat Hurt, and Cathy Little. Absent were Bonnie Bruce and Barbara Macy.
Reading and Approval of Minutes from the Last Meeting: Pat Hurt moved that the minutes of the Board meeting held on June 14, 2013, be accepted, seconded by Stephen Lloyd and agreed on by all present. There is no change to the officers of the Board.
Treasurer's Report: Treasurer Pat Hurt listed the expenditures for the month of June. We spent $215.00 on the annual meeting, $775.00 in legal fees, $108.00 for postage, and $150.00 for gift certificates for outgoing Board members. Liens were re-filed on June 17th to reflect payments received since the last filing. Pat also reported on the work being done by the pond. Steve Dalgleish has purchased all the supplies needed and will capture several springs to pipe under the road to the pond. Pat also said that the property owner, on whose land the springs exist, only wanted Mr. Dalgleish to do the work. Additionally, the one-lane and weight limit signs are ready to be posted. John Urbahn moved that the Treasurer's Report be accepted, seconded by Stephen Lloyd and agreed on by all present.
Website: Cathy Little asked, given the comments that were made at the Annual Meeting regarding the content of Board minutes and newsletters, if any changes should be made to the content of the website. Discussion ensued and it was agreed by all present to make no changes to the website. Inclusion of what might be seen by some as "negative,' in fact, shows that the Board is dealing with issues that impact all property owners.
Lot Owner Construction: Cathy reported on the homes currently under construction. One property owner submitted plans for a residence but failed to fill out a pre-approval form. A form will be mailed to him. Stephen Lloyd submitted plans and the pre-approval form for his residence which was approved by the Board members present.
Appointment of Road Commissioner and Backup: John Urbahn agreed to be Road Commissioner, Stephen Lloyd his backup, as agreed on by all Board members present.
From the Floor:
· Fire Tree and Map Updating for Fire Department and QRU: Cathy Little reported that she met with the Fire Department to update TRR maps with new homes and also marked maps with ponds that are situated to easily fill a fire truck. Cathy also started getting coordinates of all residences using GPS. Phase II and most of Phase I are completed. Stephen Lloyd has agreed to obtain the coordinates for the remaining homes in Phase I and all of Phase III. Cathy will enter the coordinates in digital format for the Fire Department and QRU. The "Fire Tree" is completed and three residents have agreed to do calling of residents in event of a fire. TRR has been divided into 6 "fire corridors" and only residents in the direct path of a fire (using those corridors) will be called. Robin Lipinski questioned whether we have ever initiated education of residents as to fire prevention or what to do in case of a fire. Cathy reported that we have had representatives from both Salmon River Rural Fire Department and the White Bird Fire Department speak at our annual meeting, and important points have been posted on our website on the This and That page.
· Equipment/Road Maintenance Concerns: Robin Lipinski would like to do a feasibility study to put out a bid for road maintenance for the entire year. It was questioned that if we did contract those services, would the need to have our own equipment, given the cost of fuel and maintenance, be required. Robin was also concerned with vandalism to the equipment and the danger of a fuel spill with housing the diesel tank on private property. Pat will get several years of the costs related to equipment for Robin by our next meeting and the Board will revisit this issue.
· Weed Spraying: Robin also discussed the inadequate weed abatement for this year and questioned whether it might be more cost-effective, in the long run, to purchase our own tank and sprayer. Cathy had found a truck-mountable tank with Honda engine at Northern Tools for $2800.00. Stephen Lloyd mentioned that we also might consider, if the tank were to be purchased, renting it out to property owners who wanted to spray their own properties. Since weed abatement has been done for this season, the Board will revisit this idea at a later date but all agreed that his was a good idea.
· Discharge of Firearms: Cathy reported on the property owner who was firing high powered rifles using tracer bullets last month. Six property owners witnessed this behavior which occurred well after dark with the shots going over adjoining properties and BLM land. The Sheriff's Department was notified. Several of the nearby residents also wanted the Board to send a letter to the property owner to express our concerns regarding this nuisance behavior and the potential for igniting a fire. A draft of the letter was circulated, and those present agreed to send the letter.
· Annelle Urbahn wondered if we should pay ahead for several months of the rental to City Hall for our meetings. Given the fact that we break for the winter and carry out a lot of business using email, it was agreed to just pay as we use the facility.
Next Meeting: The next meeting of the Board of Directors will be on September 5, 2013, at 10 a.m. in City Hall.
Adjournment: Stephen Lloyd moved that the meeting be adjourned, seconded by Cathy Little and agreed on by all present. President Robin Lipinski adjourned the meeting at 11:50 a.m.
June 14, 2013
Call to Order: Vice President Pat Hurt opened the meeting at 11:35 a.m. and welcomed the new Board members. Present were Pat Hurt, John Urbahn, Annelle Urbahn, Cathy Little and new members Robin Lipinski, Stephen Lloyd and Bonnie Bruce. Absent was Barbara Macy.
The new Board members were welcomed to the Board and given a copy of the Code of Conduct for the Board of Directors for their signature. Robin Lipinski and Stephen Lloyd signed the Code of Conduct.
Election of Officers: Robin Lipinski was elected President, Pat Hurt will remain as Vice-President/Treasurer, and Cathy Little as Secretary.
Road Commissioner Appointment: The Road Commissioner position will be decided on at the next Board meeting.
Next Meeting: The next meeting of the Board of Directors will be on June 27, 2013, at 10 a.m. in the City Hall conference room.
Adjournment: The meeting was adjourned by consensus at 11:55 a.m.