Board Meeting Minutes for TRRPOA

Twin River Ranch Property Owners Association
Minutes, Special Board of Directors Meeting

Call to Order:  President DeSantis called the meeting to order at the White Bird School at 1:00 PM.  Present were Steve Duerksen, Susan Schubert and Don DeSa.  Marty Ansell, Carol Ansell and Darrin Malinowski joined by phone.  

Agenda:   Carol Ansell requested adding an item to the agenda relating to formal approval of actions taken between meetings.  Steve Duerksen moved to approve the agenda as revised.  The motion carried.

Documentation of action taken between meetings:  The board documented the hiring of Robin Lipinski to conduct the mastication work on roads within Twin River Ranch.

Minutes:  Steve Duerksen moved to approve the minutes of the March 2 regular Meeting of the Board and the Special Meeting of the Board on April 5.  The motion carried.

Road Chair Report:  Don DeSa reported on the snow melt washout on Shuck Creek.  To effect a rapid repair, a culvert that had been installed at Pete DeSantis’ lot (and had also been washed out) was added on top of the existing culvert on Shuck Creek, permanently increasing the culvert capacity.  Darrin Malinowski moved to reimburse Pete DeSantis $589.87 for his culvert.  The motion carried, with President DeSantis abstaining.  Including the cost of the culvert purchased from President DeSantis, the cost to repair the washout totaled $2,400.

Don also reported that 16 teeth on the rock rake were broken, and that the rest of the teeth were severely worn, such that replacement of only the broken teeth will not make the rock rake usable.  The teeth cost $19.50 each, and there are 44 teeth on the rake.  President DeSantis moved to spend up to $1,000 to purchase and install new teeth for the rock rake.  The motion carried.

Finally, Don reported that the mastication machinery was in Twin Falls and was expected soon.  If the weather gets too hot before the mastication machinery arrives, the work will be delayed until it can be safely done in the fall.

Treasurer’s Report:  Marty Ansell provided Income and Expenses through April 30.  Eight Members have not paid 2019 dues of $1,925.  Liens will be filed next week.  As of March 31, the checking account contained $48,668.08 and the Money Market account contained $58,443.12.  The April Bank statement had not been received as of the meeting date.

Secretary’s Report:  Carol Ansell provided a draft of the annual meeting package that will be sent to all Members in advance of the Annual Meeting.  The draft highlighted for the board changes that had been made since the initial draft was provided on April 5.    Carol expressed concern in two areas:  the language introducing one of the covenant proposals, and the logistics of the picnic.  The package presented to the board included the exact proposed language for the covenants as provided by the Member, but struck the introductory comments.  And as many of the current board members will be available only for the meeting and will not be able to cook at the picnic, discussion focused on whether the picnic could become a pot luck with Members bringing a dish rather than just being instructed to bring a side dish.  President DeSantis moved to accept the mailing as presented, with the exception of changing the guidance to the Members to bring a dish to the pot luck.  The motion carried.

NOTE:  Subsequent to the meeting, a Member offered to provide all of the picnic supplies normally provided by the Association (meat, buns, condiments, drinks, plates, napkins and tableware) and to man the grill.  As a result, the reference to the picnic in the mailing will stay as is, with the addition of a thank you to the Littles for hosting.  The Association will continue to pay the $75 rental fee to Swiftwater.  

Member Forum:   The Board received comments from Members in attendance.

Executive Session:  Steve Duerksen moved to commence the Executive session of the meeting at 1:47 PM.  The motion carried.  The Board returned from executive Session at 1:57 PM.  The following actions were taken as a result of the executive session discussions:

• President DeSantis moved to approve the request for an in-home business from a Member.  The motion carried.
• President DeSantis moved to approve a construction request subject to Road Committee Review of the need for a culvert.  The motion carried.

President DeSantis adjourned the meeting at 2:00 PM.

Twin River Ranch Property Owners Association
Minutes, Board of Directors Meeting

Call to Order:  President DeSantis called the meeting to order at the White Bird School at 1:00 PM.  Present were Steve Duerksen, Susan Schubert and Carol Ansell.  Marty Ansell joined by phone.  Don DeSa joined during Executive Session.  Darrin Malinowski was absent.

Agenda:   Carol Ansell requested additions to the agenda prior to approval, adding the Annual Meeting and Covenants Change Request to the New Business section of the agenda.  Steve Duerksen moved to approve the agenda as amended.  The motion carried.

Minutes:  Carol Ansell moved to formally approve the minutes of the January 19, 2019 Board meeting.   The motion carried.  

Road Committee:  President DeSantis noted that a number of bids for mastication work had been received, and more were expected prior to March 15.  

Treasurer’s Report:  Marty Ansell reported that 23 Members had not yet paid their 2019 assessments.  The total for those 23 is $6,250, and five property owners with multiple lots make up half of the outstanding total.    During January and February, funds were primarily spent on snow removal.  The Equipment Operator had logged more than 100 hours to clear snow fall from roadways and break up ice.  Mr. Ansell had paid out $2,600 in labor and $400 in fuel expense.  

The current bank balances are $46,489.17 in the checking account and $58,414.80 in the money market account.

Secretary’s Report:  Carol Ansell reported that default letters had not yet been mailed, but will be sent next week to the 23 Members whose assessments remain outstanding.

President’s Report:  

Hammer Creek Roads Signage:  President DeSantis presented language for two signs for Hammer Creek, warning drivers of road conditions.  Steve Duerksen moved to purchase the signs.  The motion carried.  

Following up on other business from the January meeting, President DeSantis provided cost estimates for Hammer Creek: 

• gravel for a berm (which could be used in the roadway as needed):  $5,000
• concrete barricades: $10,000
• guardrail:  $15,000

Steve Duerksen moved to reallocate up to $5,000 of the funds budgeted for road maintenance in 2019 to place a gravel berm along Hammer Creek.  The motion carried.

New Business:

Annual Member Meeting:  Carol Ansell reported that she had tentatively reserved the back room at Hoot’s for the morning of Friday, June 14 and made arrangements with Swiftwater RV Park for the post-meeting Picnic.  She moved that the Board officially set Annual meeting date and time for 2019 to Friday, June 14, 10AM at Hoot’s.  The motion carried.  

Three Board seats are up for election in 2019.  Consistent with the last several years, Members interested in serving on the Board should submit a brief biography (not to exceed 500 words) to Carol Ansell for inclusion in the package that will be mailed out to each TRRPOA Member in May.

Carol Ansell also reported that she had received from a TRRPOA member a request to include a proposal for a revision to the Covenants in the May package and therefore to include it on the agenda for the Annual Meeting.  President DeSantis moved to include the Covenants proposal in the package and agenda.  The motion carried.

President DeSantis called a Special Meeting of the Board on Friday, April 5, at 1PM to finalize plans for the Annual Meeting, and to discuss the mastication bids.  The meeting will be held at the Old White Bird School.  

At 1:31 PM President DeSantis convened the Executive Session.  The Executive Session ended at 2:23 PM.

As a result of the discussions in Executive Session, the Board approved a construction request.  President DeSantis moved to have Joe Wright draft a response to a letter received from a Property Owner.  The motion carried.  President DeSantis moved to revise and send a letter to another property owner regarding construction that has exceeded the 18 months allowed in the covenants.  The motion carried.  President DeSantis will draft the letter and send to board members for review and consensus. 

President DeSantis adjourned the meeting at 2:33 PM.