Minutes, Board of Directors Meeting

October 19, 2019

Call To Order:  President Pat Hurt called the meeting to order at 1:04 PM at the Old White Bird School. Present were John Urbahn, Don deSa, Debbie Little, Cathy Little, and Susan Schubert.  Kristin Donaldson joined by phone.

President’s Message: Pat reminded all that the Board’s goal this year is to reduce spending where we can and save the Association money where ever possible.

Approval of Agenda:  Cathy moved, Debbie seconded, and motion carried that agenda be approved.

Approval of Minutes:  Susan moved, John seconded, and motion carried that the July 13, 2019 minutes be approved.

Road Chair Report:  Don reported on the 2020 Road and Equipment Maintenance Budget.

• The budget item for gravel and grading for Gregory Creek, Bucks Boulevard, and Hammer Creek, which is for 40 loads of gravel as per Robin Lipinski the equipment operator, is shown as $12,100 but should be $12,800.  Debbie will change the budget accordingly.
• Gregory Creek, Bucks Boulevard, and Hammer Creek will be rolled in 2020 with an original estimate of $1,200 by Don but updated to $1,900 by Robin with an estimated time of 3 days to 1 week of rolling.  Gregory Creek and Hammer Creek will be rolled from top to bottom where needed, including the S Curves on Hammer Creek.  Less gravel will be required if rolled.  Gregory Creek where the spring washout occurred will need gravel as the immediately available gravel used for the emergency repair was not the correct type of gravel for longer term maintenance.
• Gravel will be added to the Shuck Creek extension just before it intersects with Hammer Creek as it provides access to the home at that location and is currently very muddy. This is included in the 2020 budget under gravel and hauling other projects.  Pat clarified that there is no gravel planned for unimproved Shuck Creek other than from Hammer Creek to provide access to the home at that intersection.
• John suggested that any leftover gravel be stockpiled for future use.
• Cathy questioned the budget item for road signs.  Don responded that he would like a road name sign for Shuck Creek where it intersects Hammer Creek.  John offered that he has a “Please Use 4-Wheel Drive” sign that could also be placed at the location, too,  providing a warning to drivers.  Cathy has done research on road signs, and our original provider is no longer in business.  Smart Signs is making our lot address signs.  They also have templates for street signs.  Cathy will do the Shuck Creek road sign mock up and send out for approval.
• Pat complimented the budget in that it appears we may be saving money over previous years.
• Debbie will “cc” Don on all future correspondence with the equipment operator on budget items.

Treasurer’s Report and Budget:  Debbie reviewed financial statements for September 30, 2019, and presented the 2020 Budget Draft.  Debbie may be contacted via email if there are any questions.

Financial Statements

• There is one major project left  for the 2019 road-maintenance budget, which is graveling the upper roads (gravel and grading on Elk Run and Repeater and smoothing only on Bear Ridge and Pilgrim Ridge).  The remaining costs for 2019 are estimated to be:  1) $7,500 for gravel and hauling on upper roads; 2) $1,200 for road grading; and 3) $900 to fill the diesel-fuel tank
• There is an estimated excess of dues over expenses for 2019 of $423.34 based on current projections, and assuming there are no unexpected expenditures.
• There were no financial statements prepared for August, 2019, because there was nothing new to report.

Cash Reserve

• Debbie would like to see some funds transferred from the checking account, current balance $30,078.04, to the money market account (i.e. Reserve Account), current balance $58,531.06.  She also discussed that the current Reserve Account balance may not be sufficient to meet certain emergency situations, and that the Board needs to set a goal for the Reserve Account balance.  She suggested a minimum balance of $100,000 in the reserve account to cover unexpected major equipment repairs, road repairs (wash-outs, etc), and legal fees that could be incurred to enforce CC&Rs.
• The last five years have resulted  in net operating losses, due in part to major equipment maintenance and legal fees.  These operating losses ordinarily would have depleted the Reserve Account, however we had proceeds from equipment sales that boosted the balance back up.  Since dues are higher now, we should be able to replenish the Reserve Account again, over a period time, with proper planning.  Cathy said that in years past, a minimum of 20% of the dues collected were budgeted to go to the Reserve Account, barring an unforeseen expenses.
• Debbie moved, Cathy seconded, and motion passed that the Board have a goal of building up the Reserve Account to $100,000 again, with 20% of collected dues being budgeted for reserves over the next few years.  This is a goal and not a mandate.  It was noted that reserves cover not just road maintenance and equipment repairs, but also legal fees and other unexpected expenditures.

Budget – Road and Equipment Maintenance

• The 2020 budget is based on 100% collection of dues.  We won’t get all of that because there are still some property owners who are several years behind in payment.  Cathy reported in years past the outstanding dues were as high as $11,000 before we started putting liens on properties.   Debbie noted that there are more people who have not paid this year than last year.  Pat said in times past we have taken folks to small claims court to get outstanding dues.
• The 2020 road-maintenance budget includes a different, more expensive, grade of gravel,
  “Grading F”, which is used by the Highway District for graveled roads.  It’s a better material due to the amount of fines in it which allow it to pack better, particularly when rolled.  You may recall in 2015, when we used the same material with rolling, that roads lasted much longer before wash-board bumps (corrugation) occurred.
• Robin has recommended using half as much gravel as we used in 2015, because he believes it will give the same results and should last two years.   This will be an experiment to see if it will last as long as the job done in 2015, for substantially less cost.
• Debbie adjusted the roller rental estimate to $1,900, instead of $1,200 originally proposed, based on her discussion with Robin about possible cost.  She checked the 2015 receipt, and it did cost $1,900 the last time we rented it.
• Weed control and snow removal  figures reflect an average of the last years’  expenses, with weed control budgeted for four sprays.  Don reported that last year we only purchased spray twice, but we will leave the budgeted amount as is.
• The equipment operator budgeted item is based on $720 for the major grading and rolling job, and $1,200 for other road maintenance work over the year. 
• The $150 road sign budget item was based on the average sign costs of the last two years.

Budget – Administration Expenses

• $400 for the annual meeting, which includes the Board hosting the picnic after.
• $40 for 4 board meetings which is $10 for each for rental of the old White Bird school building.
• $70 for charitable donations is a sponsorship for the White Bird Library calendar fundraiser; something the Association has been supporting for a very long time.
• $110 for lien filing fees on past due assessments, along with lien release filings when the owner pays or the property sells.
• Insurance is estimated at a 3% increase.
• $300 is the minimum charge for Worker’s Comp Insurance, and we should not exceed minimum.
• $1,000 legal fees is a ballpark estimate, since there’s no action currently anticipated.
• $90 for certified mail is for lien notifications.
• $365 for mailings and stamps is for three mailings a year, including the newsletters and annual meeting mailings.  
• $30 for State Corporation tax is the minimum fee required for all corporations (even nonprofit).
• $504 is the employer tax on the equipment operator’s wages.
• There are zero dollars budgeted for web site maintenance, thanks to board member Kristin Donaldson who has taken over the maintenance.

Pat reiterated that we are working on keeping the budget tight but with flexibility, and we will strive towards the goal of saving the Association money and building up the reserve.   Pat moved, John seconded, and motion passed to approve the 2020 budget.

Secretary’s Report:  Susan reported that she didn’t have much as Debbie has been picking up and handling the mail and Cathy has been keeping up on property sales.  There has been one change of address request since the last Board meeting.  Cathy provided the following sales information to Susan: Phase II, Lot 34 on Meadowview sold and closed; Phase II Lot 16 on Doumecq sold and closed; Phase II Lot 11 sold but not closed yet; Sale of Phase II Lot 17 fell through; Phase I, Lot 93 on Pilgrim Ridge sold.

TRRPOA Sponsorship of Community Library Calendar:  This is the White Bird Community Calendar fundraiser for $70 for a page.  This was previously approved via an email vote.  Cathy moved, Debbie seconded, and all approved the motion to support the effort.

CC&R’s Review Submittal Forms:  A property owner’s  building approval request was previously approved via email.  The official request was signed and approved by all.  The property owner had contacted John on what their address is.  John will refer them to the Idaho County Assessor’s office.

November Newsletter:  We will include the plan for road work, the goal of 20% dues going towards the reserve with a goal of $100,000, and possibly an article Debbie found on driving up steep, gravel and dirt roads.  

Certificates of Appreciation:  Certificates of Appreciation and gift certificates were awarded to outgoing Board members Pete DeSantis and Carol Ansell in August.  Cathy prepared and printed the Certificates of Appreciation and Susan purchased the gift certificates – Home Depot for Pete and Ampersand Oil & Vinegar Tap House for Carol.

Member Forum:  There were no members in attendance.

Adjourn: There being no further business, the meeting was adjourned at 2:06 PM.  The next meeting will be in January.

Respectfully Submitted,

Susan Schubert,  Secretary

Twin River Ranch Property Owners Association

Board of Directors Meeting Minutes

July 13, 2019

Call To Order: President Pat Hurt called the meeting to order at 12:34 PM at the Old White Bird School. Present were John Urbahn, Don Desa, Debbie Little, Kristin Donaldson, Cathy Little, and Susan Schubert. Also in attendance at the Board’s request was Robin Lipinski, the Association equipment operator and member.

President Report: Pat gave a brief message to the audience: the State statutes and Association Covenants give the Board great latitude in performing Board business; the Board will operate on facts and data, nothing is personal; the Board will be transparent; we must save money; we are one emergency away from bankruptcy and were so fortunate that the Gregory Creek washout wasn’t worse; the Board is available for anyone to talk to; and he would be happy if no Members came to the meeting because that would mean they trust what we are doing.

Pat also stated that this is a business meeting of the Board with certain rules: only one person will talk at a time; guests will be given time to talk after the business is taken care of; there will only be an executive session under two conditions: 1) the business meeting is continually interrupted by the audience; and 2) there is a personal issue with a property owner and that property owner requests that it be discussed in an executive session.

Agenda: Debbie moved, Cathy seconded to accept the agenda with the modification that the Treasurer Report would be presented later in the meeting. The motion carried.

Minutes: Debbie moved, Cathy seconded to accept the minutes of the June 14, 2019, Board meeting. The motion carried.

Road Chair Report: Don reported that it will cost $7,500 for gravel on top (Elk Run and Pilgrim Ridge) and that is below what has already been budgeted. The cost includes transportation for the 11 mile round trip. The work will be done in September. Robin reported that it will take about half a day next month to spray weeds for goat heads. It will take two days to grade the lower association roads this Fall. Gravel will be spread on Elk Run this September. He cannot use the grader on top for grading gravel on Elk Run even with the new gravel as there is not enough gravel on the road, so he will use the rock rake. And finally, he mentioned to the board that for next year he estimates about $12k worth of grading-F gravel; ten loads skip dropped on Gregory and fifteen skip dropped on Hammer because the clay binder is washing out thus creating more washboards. Also, next year, he recommended we rent a roller and pack the roads while grading. John moved, Kristin seconded to accept the report. Motion carried.

Secretary Report: Susan reported: we have received six change of address/phone number notifications; thanked Cathy and Pat for printing and mailing the Annual Meeting minutes; she spent $28.99 on copy paper, $10.99 on envelopes, and $109.50 on stamps (two rolls) for Cathy for the annual minutes mailing and future mailings; we received and approved CC&R’s Review Submittal Form from Pete DeSantis for an RV Barn/Shop; and thanked Al Bolden for the kind and encouraging letter he sent to the new Board members. Cathy moved, Kristin seconded to accept the report. Motion carried.

Mastication Report: Pat reported that the mastication is complete, and that we will not be removing any debris at the Board’s (Association’s) expense.

Wild Web West: Debbie reported that she talked with Mary Mangold and that we could do our own updates with Mary’s approval of the person doing it. Kristin has volunteered and has extensive Word Press Experience. Kristin reported she has talked with Mary who has recommended a one hour training session for Kristin to show her how the site is set up, etc., at a cost of $75. Susan moved, Cathy seconded that we approve the training for Kristin and have Kristin maintain our web site. The motion carried.

Equipment Operator Contract and Wages: There was no discussion.

Board Printing by Cathy: There was no discussion other than that presented in the Secretary Report.

Treasurer Report: Debbie began her presentation by discussing the Association’s basis of accounting. The previous treasurer had been using a “true cash basis”, which meant that dues were counted as income in the year they were received, which means that 2019 dues paid in November and December were counted as 2018 income. 2019 dues were not earned by the association yet, and should have been listed as a current liability in 2018. She explained that a “true cash basis” of accounting is not considered an acceptable method under Generally Accepted Accounting Principles because it is misleading to the financial statement users. One of the most basic accounting principles is the Matching Principle, which requires all income and expenses to be matched with the period they pertain to, which is not necessarily the period they were actually received or paid.

Debbie re-stated the financial statements for the year 2018, using the accrual basis of accounting, which included a Balance Sheet and Income Statement. She noted that the year 2018 actually had a deficit (loss) of $5,073.83. She went on to explain that this deficit was funded with the Association’s existing cash balances, and that the covenants recommend replenishing the cash reserves for the deficit in the next year to maintain an adequate amount of cash in the reserve.

The Association previously has not provided a Balance Sheet, so Debbie created one, adding the Association’s equipment in the Assets. She said the rock rake was not included yet because she couldn’t find the purchase information, and asked for input about that. Robin said the rock rake was worth about $2,500, and Don Desa agreed. The Board approved adding the rock rake to the Balance Sheet at that value.

She also provided 2019 Budget statement, as approved by the previous Board, with some presentation changes to illustrate that the budget actually showed a deficit of $19,667. The previous Board showed a line item on the original budget, under Income, titled “ADD: Prior Years Carryover” of $20,000. This line item was intended to illustrate that the deficit would be funded by reducing the Association’s existing cash reserves that have built up from prior years’ net income (not 2018, which was a loss). Pat Hurt expressed that the Members elected this Board based on the candidates’ vows to be conservative with expenditures, and that we should do everything we can to avoid the previously-planned deficit in 2019. To achieve that, Pat, Don, Debbie and Robin previously met to discuss road maintenance expenditures for the remainder of the year, and any places we can cut back. They feel confident that 2019 will actually be a break-even year based on the results of that meeting.

The final exhibits included a new format for dues invoices and statements. Debbie asked the Board members to review the forms at their leisure and send her any suggestions for editing them.

Debbie plans to distribute monthly financial statements to the Board. Members may contact Debbie if they have questions or if they would like her to mail them a copy of the statements. Members may also contact the secretary or any other Board member for copies.

Discussion from the Members followed with Robin asking about submitting monthly billings, and about getting an account at Hoots for his plow-truck fuel in the winter (not diesel). The Board was in agreement to apply for a charge account at Hoots for this fuel, and Debbie requested Robin to submit the monthly billings.

Pat moved, Don seconded that the Treasurer’s Report be approved. The motion carried.

Certificates of Appreciation: Debbie moved, Don seconded that we award gift certificates in the amount of $50 to the recent out going Board members who completed their term and are not currently on the Board, which included Carol Ansell and Pete DeSantis. Susan and Debbie will get the certificates.

New Business: Cathy Little said she would like to see us rescind the “Proposal for Rules” that the previous Board had adopted. Susan explained that the previous Board had wanted to document how the Board will operate. Cathy said she only objected to the second item:

“Board meetings are not open to the Membership, but Members can request/are welcome to speak at the beginning of a Board meeting before the commencement of business. A request to speak at the beginning of a meeting can be made to any Board Member. If Members are more keenly interested in the functioning of the Board, they are welcome to run for any open Board seat during the June Annual Meeting.”

It was decided that the rule would be changed to say:

“Meetings are open to the Membership. Members are allowed to ask questions and make comments during the Member Forum.”

Member Forum: Members in attendance included Al and Cheryl Bolden, Joe and Deanna Thyne, Pete DeSantis, Phil and Kelly Lesqueruex, and Robin Lipinski, Association equipment operator and member. Pat asked if anyone wanted to speak, and no one did.

Adjournment: There being no further business, Cathy moved, Kristin seconded to adjourn the meeting. The motion carried, and Pat adjourned the meeting at 1:29 PM. No date was set for the next meeting, but sometime in October for a budget meeting was suggested by Pat.

Respectfully submitted,
Susan Schubert, Secretary Twin River Ranch Property Owners Association

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

Call to Order: President Pete DeSantis called the meeting to order following the Annual Membership Meeting at Hoots at 11:50 AM. Present were Susan Schubert, Don DeSa, and newly elected board members Pat Hurt, John Urbahn, Debbie Little, and Cathy Little.  Absent was new member Kristin Donaldson; however, Cathy Little was in contact with Kristin over the phone.

Agenda: There was no published agenda, and the primary item of business was the assignment of new officers from the newly elected Board members. Other business included the trustee designation, renewing the equipment operator contract, the designation of the registered agent, and who will be on the bank account at USBank in Grangeville.

Assignment of Officers: Pat Hurt was assigned the office of President as all were in agreement.  At that point, outgoing President Pete DeSantis left and incoming President Pat Hurt took over the meeting. All were in agreement to the following assignments:

• President: Pat Hurt
• Vice President: John Urbahn
• Treasurer: Debbie Little
• Secretary: Susan Schubert
• Road Chair: Don DeSa
• Call Tree: Cathy Little
• Member at Large: Kristin Donaldson

Trustee Designation: John Urbahn will be the Trustee.

Equipment Operator Contract: Debbie, Cathy and Susan will try to find the most recent contract which will be updated for the current year for Robin Lipinski, who will continue as the road maintenance operator.

Registered Agent: Debbie Little will be the registered agent.

Bank Account: The President, Treasurer, and Secretary will be on the bank account. Pat, Debbie and Susan will go to the bank and get their names added.

Next Meeting: July 13, 12:30 PM at the Old White Bird School.

President Hurt adjourned the meeting at 12:10 PM.

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.