This is a listing of the current Board members who are elected at the annual meeting. The term expiration is in parenthesis following the director’s name. Minutes of the Board of Directors meetings will be posted on a monthly basis.
NOTE: Prior to building your home, a pre-approval form must be submitted to the Board of Directors (Article 4, Section 4.3b of the CC&Rs). The form is available by clicking on "pre-approval form" in the bottom right hand corner of this page.
John Urbahn (2018)
Vicki Hughes (2017)
Steve Duerksen (2018)
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 the White Bird Community Library. 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.
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.