Board Meeting Minutes for TRRPOA

White Bird Rec Facility 355 River Street White Bird, ID

Attendance:

President Mark Frayser

Vice President Scott Dalgliesh

Secretary Russell Gray

Treasurer Sam Stults

Website Shelly Frayser

Member Eric Brimmer

Member Eric Hobbs

Member Roy Johnston

Roll Call:

-The meeting was called to order at 6:00 pm.

-Quorum Established

-Absent: David Bennett – assigned proxy voting to Mark Frayser via email.

Agenda:

-Russell Gray presented the Agenda items for discussion.

-Review on items listed for Executive Session.

-Shelly Frayser made a motion to accept the agenda as presented. Eric Hobbs seconded.

-Motion was voted on and carried.

Secretary Report: Russell Gray

-Russell Gray reported that October, 2024 minutes had been distributed to the board via email for review and corrections. Board voted to approve minutes via email.

-Point of Order by Eric Brimmer, “Are they posted to the Website?” – Answer “yes”.

-Scott Dalgliesh made a motion to accept the minutes as an informal action. Russell Gray seconded. Motion was voted on and carried.

Treasurers Report: Sam Stults

-The current budget report was presented.

-Checking – $10468.40

-Savings – $55612.82

-Received Check for outstanding dues on a property, there was a lien on said property so it was removed.

-Discussion on Fuel cards and Excise Tax Reimbursement for road fuel used in place of red fuel.

-A review of expenses paid, outstanding and projected through the end of the year was conducted.

Road Committee Report: Scott Dalgliesh

-A report on current road conditions and previous months road work was provided and discussed.

-Reported 1 phone call and 2 text messages received in relation to association roads. All comments would be best sent to the road committee – twinriverranchpoa+roads@gmail.com

Website Reports: Shelly Frayser

-New Website is being developed and populated. Trying for a launch before Newsletter goes out. Would like to be able to accept online dues payments at that time. Will not be accessible to non-association people. Question about if the site will have “push” notification capabilities. Answer – Yes.

Old Business:

-Motion to increase dues on private road lot owners only, no increase on public road lot owners. Scott Dalgliesh made a motion to amend original motion to state, “Increase dues by 20% on 8.4A designated lots and waive said increase on 8.4b designated lots for the 2025 budget year.” Russell Gray seconded. Motion was voted on and carried. Vote was then taken on the amended motion for a dues increase. Motion was voted on and did not carry. Roll Call vote was taken.

-Mark Frayser No

-Roy Johnston Yes

-Scott Dalgliesh Abstain

-Eric Hobbs No

-Russell Gray Yes

-Eric Brimmer Yes

-Sam Stults Yes

-David Bennett No

-Shelly Frayser No

-Finalize 2025 Budget Review: Legal counsel increased from $1,000 to $3,000. Website cost increased to $600. Roy Johnston made a motion to accept the 2025 budget with the two changes, legal fees and website, additionally changed road budget to create a balanced budget. Eric Hobbs seconded the motion. Motion was voted on and carried. Roll Call vote was taken.

-Mark Frayser Yes

-Roy Johnston Yes

-Scott Dalgliesh No

-Eric Hobbs Yes

-Russell Gray Yes

-Eric Brimmer Yes

-Sam Stults Yes

-David Bennett Yes

-Shelly Frayser Yes

New Business:

-Newsletter review and deadline.

-Post Office Box Access: Sam Stults and Russell Gray have a key. We also get electronic notification of mail that is forwarded to twinirverranchpoa+board@gmail.com

-Utilizing Complaint Form: Could be resolved by functions of the new website. Reporting Open Member Communications: Could be resolved by functions of the new website.

Open Comments:

-Members and Guests submitted comment cards. Request for more meetings centered around Q&A with association members. Open Comments and remarks were heard from attendees.

Executive Session:

-The Board determined that an executive session was required at this time.

Next Meeting:

-The next special meeting was scheduled for the 10th of December 2024 at 6pm PST.

Adjournment:

-The meeting was adjourned at 7:41pm PST.

Respectfully submitted,

Russell Gray

Secretary

Additional Attendees:

Margarieta Lipinski

Veronica Musso

Sandie McBride

Robin Lipinski

Charles Frayser

Craig Wood

Dan

George McBride

White Bird Rec Facility 355 River Street White Bird, ID Conference Room

Attendance:

President–Mark Frayser

Vice President–Scott Dalgliesh

Secretary–Russell Gray

Treasurer–Sam Stults

Website–Shelly Frayser

Member–Roy Johnston

Member–Eric Hobbs

Member–Eric Brimmer

Member–David Bennett

Roll Call:
The meeting was called to order at 6:03 pm.
Quorum Established
Absent: None

Secretary Report: Russell Gray
Russell Gray reported that there were no previous minutes to review and or approve.
Meeting minutes should be sent out within 5 days of a meeting for board approval and then posted
to the website shortly thereafter.

Treasurers Report: Sam Stults
The current budget report was presented.
Checking – $11211.50
Savings – $55601.05
A review of expenses paid, outstanding and projected through the end of the year was conducted.

Road Committee Report: Scott Dalgliesh
A report on current road conditions and previous months road work was provided and discussed.
There was a discussion on snow removal and previous years cost associate with this.

Website Reports: Shelly Frayser
New Website is being developed and populated. Should be ready for launch soon.
Website Annual cost was discussed.

Old Business:
Board members duties and responsibilities discussed.

Budget:
The current Fiscal Year and next Fiscal Year budgets were reviewed.
Administrative expenditures were discussed with a focus on Annual meeting costs and Legal
costs.

Roads Committee presented a detailed roads budget. The roads budget exceeds the annual
income of the association. Road’s budget will be lowered at this time to equal the dollars
remaining after Administrative costs are subtracted from the Annual income.
A motion was made to increase dues on roads membership lots (172) by 20%. Motion was
seconded. Motion was discussed but not voted on.
A motion was made to table the previous motion so board members could research CCR’s and
Bylaws for additional information. Motion was seconded and passed.

New Business:
None at this time.

Open Comments:
Members and Guests submitted comment cards. Open Comments and remarks were heard
from attendees.

Executive Session:
The Board determined that an executive session was required at this time.

Next Meeting:
The next special meeting was scheduled for the 4 th of November 2024 at 6pm PST.

Adjournment:
The meeting was adjourned at 8:18pm PST.

Respectfully submitted,
Russell Gray
Secretary

Additional Attendees:
Robert Gray, Don DeSa, Susan Schubert, Marlene Barnes, Robin Lipinski, Margareta Lipinski, Jeff Dickson, John Raynor, Jason White, Marie White, George McBride, Sandie McBride

18:00 HRS
WBARD 355 River Street, White Bird, ID 83554

Call to Order
The meeting was called to order by President Mark Frayser at 1800 HRS. A quorum was confirmed.
Roll Call
Present:

• Mark Frayser – President
• Scott Dalgliesh – Vice President/Road Chair
• Sam Stults – Treasurer
• Debbie Little – Deputy Treasurer
• Eric Hobbs – Secretary
• Shelly Frayser – Website Chair
• Roy Johnston – Board Member
  Absent: None
  Newsletter and Report Preparation
  The Board discussed topics for the November budget report and the upcoming newsletter to be mailed to the membership.
  Approval of Minutes
• The minutes from the 12 August 2024 meeting were tabled. No formal action taken at this time.
• Informal actions taken between board meetings, no formal action taken.
  Reports of Officers and Committees
• Secretary Report (Eric Hobbs)
• Membership correspondence was presented, including inquiries, complaints, CCR applications. No
  formal action was taken.
• Treasurer Report (Sam Stults)
• A current line-item budget report with checking and savings account balances was provided.
• Receipt expenditures for the month were reviewed.
• Road Chair Report (Scott Dalgliesh)
• A report from the Road Committee was presented, detailing maintenance and future projected
  expenditures for the remainder of the fiscal year.
• Website Report (Shelly Frayser)
• Updates regarding the new website were discussed, with specific attention to recent improvements
  and upcoming additions.

Old Business

• The Board discussed the open application process for adding a new Board of Director and reviewed the progress on receiving applications.
• A member’s request for a records inspection was addressed.
• The Board revisited the purchasing procedures and discussed the use and issuance of bank cards for
  official expenditures.
  New Business
• The Board finalized the deadline for accepting applications for the new Board of Directors opening. A motion was introduced to accept all 3 applicants received by the board. The motion passed by majority vote. Eric Brimmer, Russell Gray, and David Bennett accepted the position of Board Officer.
• A motion was introduced to allow Board Member Eric Hobbs to vacate the Secretary Position and fill
  the Parliamentarian Officer Position. The motion passed by majority vote.
• A motion was introduced to allow Board Member Russell Gray to fill the newly vacated Secretary
  Position. The motion passed by majority vote.
• A motion was introduced to allow Association member Debbie Little to act as Deputy Treasurer. This
  will be a non-voting position. The motion passed by majority vote.
• The Board reviewed a rough draft of budget proposals and set deadlines for submission of final versions.
  Open Comments
  Guests and members submitted comment cards. Open comments and remarks were heard from
  attendees.
  Executive Session
  The Board determined that an executive session was required at this time.
  Next Meeting
  The next special meeting was scheduled for 8 October 2024, 1800 HRS.
  Adjournment
  The meeting was adjourned at 2000 HRS.

19:00 HRS
WBARD 355 River Street, White Bird, ID 83554

Call to Order
The meeting was called to order by President Mark Frayser at 1900 HRS. A quorum was confirmed.
Roll Call
Present:

• Mark Frayser – President
• Scott Dalgliesh – Vice President/Road Chair
• Sam Stults – Treasurer
• Eric Hobbs – Secretary
• Shelly Frayser – Website Chair
• Roy Johnston – Fire Tree Chair
  Absent: None
  Approval of Minutes
• The minutes from the 16 July 2024 meeting were tabled. No formal action was taken at this time.
• Informal actions taken between meetings, no formal action was taken.
  Reports of Officers and Committees
• Secretary Report (Eric Hobbs)
• Membership correspondence, including inquiries, complaints, and CCR applications. No formal action was taken.
• Treasurer Report (Sam Stults)
• A current line-item budget report was presented, including checking and savings account balances to date.
• Road Chair Report (Scott Dalgliesh)
• A report from the Road Committee was provided, including updates on projected expenditures for
  the remainder of the fiscal year.
• Website Report (Shelly Frayser)
• An update on the new website was given, outlining recent changes and additions.
• Fire Tree Report (Roy Johnston)
• Written procedures for Fire Tree notifications were discussed, and the updated list of contacts was
  shared.
  Old Business
• The Board reviewed purchasing procedures, including the use and issuance of bank cards.
• Further discussions were held on the creation of a financial audit system and digital records retention database, with a decision to proceed.
• The combination of the Parliamentary Officer role with the Secretary and Website Officer was debated but no motion was made at this time.
• Proposed updates to the bylaws, particularly regarding the use of an HOA website for communications and record-keeping, were discussed.
• The creation of a formal complaint policy and procedures for handling member questions was
  reviewed.
• The TRR POA easement for equipment storage, long-term ground lease, or the purchase of deeded
  ground was also discussed. No motions were passed.
  New Business
• A motion was made to abolish the Fire Tree Officer Duties. Motion passed by majority vote.
• A motion was made to fill the board vacancy and start accepting membership applications. Motion
  passed by majority vote.
  -A motion was made to immediately fund the new website and begin construction. Motion passed by majority vote.
  Open Comments
  Guests and members submitted comment cards. Open comments and remarks were heard from
  attendees.
  Executive Session
  The Board determined that an executive session was required at this time.
  Next Meeting
  The next special meeting was scheduled for 10 September 2024, 1800 HRS.
  Adjournment
  The meeting was adjourned at 2200 HRS.