Board Meeting Minutes for TRRPOA

Twin River Ranch Board of Directors Planning Meeting for Annual Meeting

White Bird Library

10: AM, May 20, 2022

The meeting was called to order by John Urbahn, Vice President, at 10AM at the White Bird Library. Also present were Debbie Little, Treasurer; Cathy Little, Fire Tree; Kristin Donaldson, Webmaster; Wolfgang Schubert, Road Chair; and Susan Schubert, Secretary. Guests in attendance were Shelly and Mark Frayser and Mike and Megan McQuillan.

Treasurers Report. Debbie distributed the Income Statement with a comparison to the Annual Budget for the four months ending April 30, 2022. A copy will be filed with the minutes but not posted on the website. Those wishing a copy can contact Debbie and request one. Debbie noted that the amount spent for gravel – material and hauling – was significantly over budget resulting in not being able to move money into the reserve account and instead needing to pull money out of the reserve account to cover the expense. She asked why the additional expense had not been approved by the Board first. Wolfgang responded that he thought the amount spent had been budgeted and took responsibility for the overage. The overage was the result of purchasing and laying down 80 loads of Grading F gravel, mostly on Hammer Creek and a few other areas, and laying down another previously purchased 18 loads on Gregory and Shuck Creek. 

Debbie also reported that all those who paid partial dues, not paying the 20% increase, had paid the additional 20% once liens were placed on their property. There are still a few members who have not paid their 2022 dues, and Debbie will continue to try and collect. 

Debbie presented a CC&Rs Review Submittal Form for signature. All Board members had previously approved it via email, and the owner had been notified of the approval. Susan will mail him the signed copy.

Annual Meeting Planning.  

Candidates: Seven candidates are now running for three positions, including Debbie running for reelection: Mark Frayser, JP Goding, Jeff Dickson, Gordon Ross, Jerry Bentz, and David Bennett. David’s candidate statement was received after the required deadline and was not mailed out with the newsletter, but it will be distributed at the meeting. He was also listed as a candidate in the May newsletter and agenda which has been posted online. Candidates will be given three minutes to answer: 1) what are their ideas for improving road maintenance; 2) do they feel covenants are important and why or why not; 3) what value or skills can they bring to the Board.

Food Items: The Board will be providing deviled eggs, buns, bratwurst, hamburgers and hot dogs, condiments, sliced onions and tomatoes, drinks (soda, beer, water) and ice, potato salad, paper goods, and utensils. Members are asked to bring salads or desserts.

PA System: The Board will use a PA System at this year’s meeting. There will be a microphone for the Chair and other Board members to use and a second microphone at the Board table for members. The Chair will call on those who submitted requests to speak during the Member’s Forum and ask them to come to the table and use the microphone there to address the Board and the audience. Speakers will be given 3 minutes to speak. They will be timed, and the Chair will shut off the microphone if members do not follow the rules. Members can request more time. The owner of the Confluence will be available and will expel anyone who is disruptive or uses foul language.

Set Up: It will be Thursday at 1, and we must finish by 3. We will set up the tables and chairs in the configuration used in past years instead of how they were set up last year.

Treasurer’s Report: Debbie will distribute the final 2021 report and the to date 2022 report.

Voting and Counting: Two people, a member and a nonmember, have been selected to count votes. Proxy votes will be collected and monitored to make sure they are all included. A second vote will be held if not all positions are filled by candidates getting 51% or more of the vote. Voting will end with the second vote even if there are still open positions.

Member Forum: Mike and Megan McQuillan requested that weeds not be sprayed in front of their property on Shuck Creek Road and also along the unimproved portion of Shuck Creek Road that connects with Hammer Creek Road. They have health concerns over the spraying and also like to pick the raspberries and blackberries along the road. They agreed to keep the weeds and rose bushes cut down along the road. They were instructed to put signs up along their property. Susan will send them the form members are to complete and return to the Board if they don’t want spraying along their property. Mike and Megan McQuillan also shared with the Board an unfortunate incident involving their dogs and another property owner. This is not an issue that the Board can be involved in, so no details will be provided in the minutes, and the Board will take no action on the matter. Mark and Shelly Frayser did not speak during the forum.

Executive Session. Visitors were asked to leave for this discussion as it involves legal matters and a property owner. Details will not be posted here.

The Meeting was adjourned at 11:30 PM.

Susan Schubert, Secretary

Twin Rivers Ranch Property Owners Association

Minutes, Board of Directors Special Meeting

October 29, 2021

Call to Order:  President Pat Hurt called the meeting to order at 10:07 AM at the old White Bird School.  Present were Pat; John Urbahn, Vice President; Debbie Little, Treasurer; Susan Schubert, Secretary; Cathy Little, Fire Tree; Wolfgang Schubert, Road Chairman; and Kristin Donaldson, Webmaster. Members in attendance were Mark and Shelly Frayser.  

2022 Budget:  A motion was made, seconded, and all approved to raise all Association dues by 20% starting with 2022.  Lots serviced by Association roads will go from $200 to $240; lots not serviced by Association roads will go from $75 to $90.  Debbie reported the income for 2022 will be $44,760. There are currently five properties that are past due. The budget was approved with two changes.  An additional $3,000 was moved from the excess of $8,800 to the Road budget for more gravel and $500 was moved to the Annual Meeting budget for the purchase of a PA system.  $5,000 of the excess will be put in the reserve account to continue the effort to build up the reserves.  A copy of the budget is included.  Please contact Debbie Little if you have any questions.

Other Business:  Wolfgang reported we will need approximately 80 loads of regular gravel for 2022.  Grading F has already been purchased for the steeper sections.  No decision has been made on using a roller for the Grading F application. Grader repairs included replacing a gasket on the starter. The grader has been smoking and may require a new head gasket. Wolfgang did not have an estimate yet for that.  

Cathy reported there have been hunters trespassing on the unimproved section of Pine Ridge. Owners have requested the road be gated, but it cannot be as it is an Association road.  It was decided to put additional no trespassing signs with no public access and no hunting at the three unimproved sections of roads – Pine Ridge, Shuck Creek, and Canyon.  Cathy will order them after the first of the year.

Member Forum: Mark Frayser questioned why all lots don’t pay the same amount, $240.  Pat explained it would take a change to the CCR&Rs to make all pay the same, and that members wishing to change the CC&Rs start with sending a letter to the Board with their request.

Adjourn:  The meeting was adjourned at 11:02 AM.

Respectfully Submitted, 

Susan Schubert, Secretary,

Twin River Ranch Property Owners Association

Minutes, Board of Directors Special Meeting

June 24, 2021

Call to Order:  President Pat Hurt called the meeting to order at 5:00 pm at his home on Schuck Creek Road.  Board members present were Pat, Debbie Little, Treasurer; Susan Schubert, Secretary; Cathy Little; Wolfgang Schubert, Road Chairman; and Kristin Donaldson, Webmaster. 

Raising Dues: The purpose of the meeting was to discuss if the Board has the authority to raise dues on lots not served by Association Roads from the current assessment of $75.  Several members at the Annual Membership Meeting had challenged if the Board could do this with one member claiming to have discussed with her lawyer who said we had no authority to raise those dues.

Pat discussed the issue with the Association lawyer, Joe Wright, and presented a letter from Joe.  A copy of the letter will be filed with the minutes.  The letter explained that Idaho Courts typically rule in favor of the property owner’s right to use their property in cases where Homeowner’s Association covenants restrict that use in ways that are not clearly defined in the covenants.  Joe does not feel that raising dues has anything to do with restricting an owner’s right to use their property, and that the Association can raise the dues as stated in the CC&Rs and would win if it went to court or to binding arbitration.   All agreed to proceed with raising all lots’ dues by 20 percent as previously voted on in the event that the $100 increase failed.

Other Business:  Pat requested that the tables be set up different next year and that we use a PA system, limiting comments from the floor to the person currently holding the microphone.

Pat would like some Grading F gravel put down on the roads prior to sending out the statements with the dues increase so owners can see the benefits of spending more money on maintaining the roads.

Alternatives to maintaining the roads by an Association employee were discussed, such as contracting out to a road maintenance or construction company.  The majority voted to keep the current arrangement of having our own grader and employee.

Officers were elected and remain the same as the previous term.

Cathy presented a writeup for the Annual Meeting minutes explaining the election results.  She also gave the voting sheets to Susan along with the tally.

Responding to those not serviced by Association roads who complain that they get nothing for their $75, the Board would like to remind them that they get the protection of the covenants against uses not allowed on neighboring lots.  Other members not served by Association roads do want the protection of the covenants.

The unimproved section of Pine Ridge is the only access to one of the lots.  It is currently blocked in several places by trees and debris.  The Board decided to get an estimate from Robin to open it up enough to get a four wheel drive Jeep or ATV through. 

Adjourn:  The meeting was adjourned at 6:00 pm.

Respectfully Submitted,

Susan Schubert, Secretary 

Twin River Ranch Property Owners Association