Annual Meetings of the Twin River Ranch Property Owners Association

Twin River Ranch Property Owners Association

Annual Members Meeting Minutes

June 17, 2022

The Confluence Resort, White Bird, Idaho

Call to Order: The meeting was called to order at 10:30 AM by Vice President John Urbahn as Pat Hurt, who had been President, resigned on March 22. Also present were Debbie Little, Treasurer; Susan Schubert, Secretary; Kristin Donaldson, Webmaster; Wolfgang Schubert, Road Chairman; and Cathy Little, Fire Tree Coordinator. There were approximately sixty-five plus members and guests in attendance.

Announcements:  John welcomed the members to the meeting and introduced the Board members, invited everyone to attend the picnic at Swiftwater after the meeting, asked everyone to please update their phone numbers for the fire tree, and announced how the meeting would be run: the meeting will be conducted using a PA System with one microphone for the Board members and one for the audience; discussions will be limited to two minutes; no denigration of Board members, property owners, or the equipment operator will be allowed; concerns and complaints must be submitted to the Board in writing and will be addressed during the Member’s Forum; a second voting sheet will be used in the event that the first vote does not elect candidates (candidates need majority (51%) of the total vote to be elected – as per TRR Bylaws); and there will be a short Board meeting after the Annual Meeting to elect officers.

Secretary’s Report. Susan reported on data Cathy has been tracking. This past year, there are twelve new property owners: four houses and eight lots sold. One house is coming on the market in July. Another is still on the market since last year. Six homes are under construction and expected to be completed this year. Two new homes are planned to start soon. Two lots with building pads and shops should start soon with the possibility of an additional two lots getting shops built or started.

Communications this past year included welcome letters to the twelve new owners; five owners have submitted CC&R Review Submittal forms, all approved and notified but one pending awaiting confirmation on thirty foot property line set back. A sixth owner has submitted plans but needs to submit the review form yet. There are ongoing discussions and communication with two property owners disputing the increase in dues from $75 to $90. One demand letter from an owner’s lawyer was received, demanding the dues increase be repealed. Our lawyer responded and there’s been no response from the member’s lawyer since. A second property owner requested no spray along their road frontage. A reminder to all is that there is a “No Spray” form to complete. Contact any Board member for a copy. We will see about putting the form on the web site. Several letters were received complaining about roads and other issues, but no action was requested, and no response was given.

Website Report. Kristin reported that the main goal and priority of managing the website is to provide a platform where Membership can have easy access to the happenings on The Ranch. Kristin regularly posts Meeting Agendas, Meeting Minutes and Newsletters. A couple of times a year, she works on a special website project to meet the growing needs of our Membership. An example of a special project would be our new Roads Updates page, which was rolled out the day of the meeting. In terms of the Roads Update page, anytime there is new work completed on the roads, she will update the page. This is an excellent resource to stay up-to-date on road maintenance.

Kristin has been the webmaster for the past 3 years. She works about 50 hours per year on our website. If we hired out the work she does, it would cost over $6000. Kristin is always looking to add talent to our Helpful Resources page, so please feel free to email her with any names and businesses you recommend. Kristin thanks you for your continued support. She has been happy to do the work.

Treasurer’s Report. Debbie presented the May 31 2022 and 2021 balance sheets and the 2022 Income Statement through May 31. You may contact Debbie for a copy and if you have any questions. Debbie pointed out that the expenditure for gravel was nearly $11,587 over budget, a result of the graveling of Gregory and Hammer Creek Roads with eighty loads of Grading F gravel purchased this year. We are down $25K in our checking account from last year due to the gravel expenditure. We had a loss of $2,700 this year due to extra road work. An additional $6,000 will be incurred in expenses this year. We will need to move $8,700 from the reserve account to cover that. The cost of diesel is way up, and the cost of weed spray has increased between $400 to $500 over last year.

Debbie also presented figures showing that, excluding the cost of road maintenance, those residents who now pay $90 per lot are actually paying less per lot for nonroad expenses than those who are now paying $240. Administrative costs were actually less than last year.

She also presented a dismal state of affairs if we were to have any major road damage as we would not have the funds for repair. The annual dues we collect at the current rate are insufficient to maintain the roads as they require and do not provide any excess to save towards a major road catastrophe. She stressed the need for continued increase in dues. Our current income from dues and expenses for road maintenance are not sustainable. The Board welcomes ideas on saving money on maintaining the roads.

Debbie reported that a few members were still outstanding on their dues, but that there was less outstanding than in past years.

Road and Equipment Report. Wolfgang reported that ninety-eight dump truck loads of grading F gravel were laid down this spring. Eighty loads were delivered and spread over two days. The eighteen loads we had stockpiled last year were spread a few weeks later. The timing was good as both the gravel and the roads were wet. The majority of the gravel went on Big Canyon, Hammer Creek, Bucks Boulevard, and Gregory Creek; the rest went to problem areas throughout the ranch.

The unimproved section of Pine Ridge was cleared of brush and rocks for access by firefighting equipment and property owners. A sign was placed at the beginning of the unimproved section indicating that the property was private and that this was an unimproved road.

Grading was done as needed and weather permitted. Snow plowing was done from November through April as needed. Pilgrim Ridge was plowed this winter until the snow drifts got too deep. It was cleared this spring when enough snow had melted to allow equipment to get in. If we need to keep this road open throughout the winter, some other type of equipment, such as a large snow blower, will need to be purchased.

All roads were sprayed for weeds last August, and the lower roads again in late May of this year. The upper roads will be sprayed later in June. 

Maintenance of the grader included replacing the starter, some of the carbide inserts on the blade and repair of the air brake system and air lines. The brakes continue to lock up at times, but we have been able to get them unlocked each time.  One of the grader tires was replaced due to sidewall damage.  All of the tires will need to be replaced within the next few years. Future repairs will include an engine rebuild, as it has numerous leaks and is burning oil.

Maintenance of the truck included repair of the 4×4 actuator, installation of front brakes and a wheel bearing and new rear tires. The pump on the weed sprayer was also repaired and will most likely need to be replace soon.

Introduction of Board Candidates – Three three-year were terms open. Seven candidates were running: David Bennett, Debbie Little (current Board member and Treasurer), JP Goding, Jeff Dickson, Gordon Ross, Mark Frayser, and Jerry Bentz. David Bennett was unable to attend the meeting due to illness. Mark Frayser was also unable to attend due to illness, but Shelly Frayser was present on his behalf. Debbie, JP, Jeff, Gordon, and Jerry were given time to speak. Shelly spoke on behalf of Mark. There was no one representing David. Each spoke about their ideas for improved road maintenance, the value of the CC&Rs, and what they would bring to the Board. There were no nominations from the floor. There were no questions from the floor for the candidates.

Voting and Election Results. Debbie Little and Jerry Bentz were elected in the first round of voting. The next two candidates receiving the most votes were JP Goding and Gordon Ross. A second round of voting was held, and JP Goding was elected. Three members from the audience and one Board member performed the counting.

Member’s Forum. There were three items brought up for discussion. One property owner was concerned about the damage to trees from pine beetles and wondered what could be done. A second property owner, Shelly Frayser, suggested that more general membership meetings be held. A third owner, Megan McQuillin, shared an unfortunate incident with their dogs and their neighbor. No action was requested on any of the items and no action was taken.

Meeting Adjourned: John adjourned the meeting shortly after noon so folks could get to the picnic. The picnic was well attended, and, as always, the food was delicious. The Board thanks those who attended and those who brought side dishes.

Respectfully Submitted,

Susan Schubert, Secretary

Twin River Ranch Property Owners Association

Twin River Ranch Property Owners Association

ANNUAL MEETING JUNE 17, 2022 

10:30 a.m.

The Confluence

AGENDA

Call to Order – Vice President John Urbahn

Announcements

1. Introduction of Board Members
2. Picnic to follow at Swiftwater – Park at Swiftwater in back lot
3. Please update your phone numbers for our Fire Emergency Tree
4. Limit discussions to 2 minutes, no denigration of board members, property owners or equipment operator
5. Complaints, concerns, questions – submit to board in writing (use bottom half of second voting sheet) to be addressed in Member’s Forum, and only written submissions will be called on by John
6. Will adhere to today’s agenda
7. Second voting sheet is to be used in the event that the first vote does not elect candidates (candidates need majority (51%) of the total vote to be elected – as per TRR Bylaws)
8. Short board meeting will follow annual meeting to elect officers

Secretary’s Report – Susan Schubert

Website Report – Kristin Donaldson

Treasurer’s Report – Debbie Little

Road and Equipment Report – Wolfgang Schubert

Introduction of Board Candidates – Three (3) three (3) year terms open

​Jerry Bentz

​David Bennett

Jeff Dickson

Mark Frayser

JP Goding

​Gordon Ross

Debbie Little, Treasurer, is seeking re-election

Ask for any floor nominations

Questions to Board Candidates – again limit to 3 minutes

1. What are your ideas for maintaining roads?
2. What are the benefits of the CC&Rs?
3. What will you contribute as a board member?

Voting

Member’s Forum

Results of Election and/or Second Vote

Adjournment

Annual Members Meeting Minutes

June 18, 2021

The Confluence Resort, White Bird, Idaho

Call to Order: The meeting was called to order at 10:30 AM by President Pat Hurt.  Present were John Urbahn, Vice President; Debbie Little, Treasurer; Susan Schubert, Secretary; Kristin Donaldson, Webmaster; Wolfgang Schubert, Road Chairman, and Cathy Little, Fire Tree Coordinator.  Robin Lipinski, Equipment Operator, was also present with the Board.  There were approximately 60 plus members in attendance.

President’s Message:  Pat asked new members to stand up and introduce themselves.  He then introduced the Board members.  He announced that the Library and EMTs were raising money for a new AED for the Silver Dollar.

Nomination and Election of Board Members: Kristin Donaldson and Susan Schubert, whose terms expired, were running for another term.  David Bennett nominated himself from the floor.

Voting Commenced.  Three items were voted on: 1) Two open Board positions; 2) Limiting the spending power of the Board to $5,000 for nonemergency and nonbudgeted items; 3) Raising dues on lots accessed by Association Roads, i.e., those currently paying $200, by $100 to $300.  Ballots were collected, and the meeting resumed.

Limiting Powers of the Board.  There was a lengthy discussion by a select group of property owners on removing all power from the Board except the power and responsibility to maintain roads and on removing all CCRs.  A motion was made and seconded to that effect.  President Pat Hurt requested the motion in writing.  No action was taken.  The Board would like to remind those property owners that removing all CC&Rs would result in no dues required or collected, therefore no monies for road maintenance.

Road Report.  Wolfgang Schubert started his road report but was not able to finish as the meeting quickly became a lengthy discussion about the condition and maintenance of the roads.  Many suggestions were made, and opinions voiced.  No action was taken as a result of the discussion.  A copy of the road report is available upon request.

Salmon River Rural Fire District. John and Annelle Urbahn gave a presentation on the Salmon River Rural Fire District (SRRFD).  Open burning is over, and permits to burn are now required from the Forest Service. There have been four fires on Association properties already this year.  Property owners should be prepared to defend their properties for at least an hour in the event of a fire as the SSRRFD is an all-volunteer department, and it will take them time to respond.  More volunteers are needed.  A background check is required to be a volunteer, and SRRFD will pay up to $10 towards the background check.  There is a phone app available to help track where fires are.  Call 911 to report a fire.

Treasurer’s Report: The following documents were given to those in attendance: Income Statement and Annual Budget for Five Months Ending May 31, 2021; Balance Sheets May 31, 2021 and 2020.  Debbie reported that unpaid dues in the amount of $5,000 were collected and put in the reserve account.  The total amount collected from dues annually at the current assessment would be $37,300 if all members paid.  Debbie shared that the cost of graveling all roads in a previous year was $38,000.  It was moved, seconded, and passed to approve the Treasurer’s Report.  A copy of the treasurer’s report is available upon request.

Voting Results:  The increase in dues by $100 for lots served by Association roads did not pass.  The Board will proceed with a 20 percent increase in dues on all lots.  The limit of $5,000 on the Board’s spending on nonemergency and nonbudgeted items passed.  The election of Board members, with the tally of votes, both the proxies received by the Board and the votes of attendees at the meeting, Kristin Donaldson secured enough votes to win a position; however, it appeared that neither Susan nor David received the required 51% of the vote required to secure a position.  A revote was done for those two candidates.  After that vote, Cathy Little realized that she failed to give 36 proxy voting sheets to the woman (who is not a property owner) who was counting the ballots during the first go round.  A recount was then done by both Cathy and the woman, and the vote count showed the election of both Susan and Kristin to serve on the Board.  Still another count by a non-board member was done on June 20^th that validated the election of both Susan and Kristin.  A memo of the validity of the count was signed by the non-board member who completed the June 20^th count.

From The Floor: There was more discussion about roads and what the Board’s role should be in enforcing covenants.  No action was taken as a result of the discussion.

Meeting Adjourned: Pat adjourned the meeting shortly after noon so folks could get to the picnic.  The picnic was well attended.

Respectfully Submitted,

Susan Schubert, Secretary

Twin River Ranch Property Owners Association

Twin River Ranch Property Owners Association
Annual Membership Meeting Agenda
June 18, 2021 at 10:30 AM
The Confluence Resort (formerly Hoots)

Agenda

• Call to Order:  Pat Hurt

• President’s Message:   Pat Hurt

• Nominations and Election of Board Members, Two Three-Year Positions, Susan Schubert, and Kristin Donaldson Running for Reelection

• Covenant Amendment:  ARTICLE 7, SECTION 7.3 Duties of the Association, Subsection “d”, Limiting Board Spending, Discussion and Vote.

• Dues Increase: Raising Dues by $100 per year for Lots Serviced by Association Roads, Discussion and Vote.

• Road and Equipment Report:  Wolfgang Schubert

• Treasurer’s Report:  Debbie Little

• Secretary’s Report: Susan Schubert

• Salmon River Rural Fire District: John Urban

• Election Results

• From the Floor

• Adjournment

• Board of Directors Meeting to Follow Annual Meeting

PLEASE JOIN US AT THE ANNUAL PICNIC AT SWIFTWATER RV PARK FOLLOWING THE MEETING

Twin River Ranch Property Owners Association

Minutes, Annual Members Meeting

September 5, 2020

Hoots Cafe, White Bird

Call to Order: The meeting was called to order at 10:30 AM by President Pat Hurt.  Present were John Urbahn, Vice President; Debbie Little, Treasurer; Susan Schubert, Secretary; Kristin Donaldson, Webmaster; and Cathy Little.  Robin Lipinski, Equipment Operator, was also present with the Board.

Nomination and Election of Board Members: Cathy Little and Wolfgang Schubert were nominated from the floor.

President’s Message:  Pat announced rules for the meeting – only one person talking at a time and no side conversations.  Pat introduced the Board members and thanked each for their contribution and volunteer work which saves the Association money: Debbie keeping the books and preparing the Association’s taxes; Cathy doing all the printing and mailings; and Kristin managing and updating the website.  Other members have helped throughout the year with mailings and road maintenance.

Voting Commenced.  Ballots were collected, and the meeting resumed.

Road and Equipment Report:  Robin reported the following.  Hammer Creek and Gregory Creek Roads were graveled and rolled this year, and Elk Run was graveled.  Pilgrim Ridge will be graveled next year.  Grades, such as on Hammer Creek, are too steep to keep gravel on hills.  Grading F gravel and rolling helped but would have helped more if the roads had been watered.  Watering costs more as we must hire someone with a water truck and permit to withdraw water from the River.   Puncture weeds were sprayed twice this year, but we may spray three times next year.  Grading when the roads are this dry pulls out clumps of weeds and grass and rocks, so he will wait until we have sufficient rain and then will grade.  Equipment maintenance is doing good with the exception of the grader which has a transmission seal leak.  It is recommended that the John Deere dealer in Grangeville fix it.  Cost will be $3,000 to $5,000.  The truck is running well.  This was a normal year for roads.  There is $3,000 left in the budget for graveling this year.  It was moved, seconded, and all agreed to approve the Road Report.  

Treasurer’s Report: The following documents were given to those in attendance: Balance Sheet Comparison for December 31 for 2019 and 2018; Income Statement – Actual and Budgeted for Year Ending December 31, 2019; Statement of Cash Flow for Year Ending December 31, 2019; Balance Sheet Comparison for August 31 of 2019 and 2020; and Income Statement for Eight Months Ending August 31, 2020.  Please contact Debbie if you would like to see copies of these statements or if you have any questions on them.

Debbie reported that the Board adopted the Accrual Method of accounting this year.  Previous treasurers have used the Cash Method or a mix of accounting methods.  The Accrual Basis of accounting provides more accurate information because it properly matches income and expenses in the correct accounting period.  Income is recognized when it has been earned, not when it is received; and expenses are recognized when they are incurred, not when they are paid.  

The Association had not previously included a Balance Sheet with the financial reports, so Debbie reconstructed our Balance Sheet based on historical and current records.  The Balance Sheet is required for complete financial reporting since it shows the financial position of the Association as of a specific date, and includes information not found on the Income Statement, such as our cash balances, property and equipment, accounts receivable and payable, and any debt owed.   

Under Assets, Debbie discussed the Reserve Account, Accounts Receivable, Property and Equipment and Depreciation.  The current Board has decided to try and build the reserve account up to $100,000 to offer better protection for emergency expenditures.  The Board’s goal is to have an excess of income over expenses of at least $5,000 each year; that excess cash will be moved into the reserve account at the end of the year.  There should also be enough in the reserve account to cover the depreciated amount of the property and equipment, which is currently $24,000.  Property and equipment depreciation show how much of the equipment’s life has been used up, and is the amount we should anticipate for replacement or major repair costs.  The accounts receivable balance is primarily from seven properties that are owned by three people.  The Association is pursuing collection activities on all of these accounts.  The Board adopted a three-step collection procedure this year: 1) if dues are not received within 30 days of January 1st, a lien is filed against the property; 2) if the amount is still owed 12 months later, a lien extension is filed to cover the next 12 months; and 3) if the amount is still owed 24 months later, the Association will take the property owner(s) to small claims court to receive a judgement.  We currently have one small court action in progress.

Under Liabilities, Debbie discussed that dues paid in advance (i.e. 2020 dues received in 2019), are a liability because they are not earned yet, and would have to be refunded if the Association were dissolved on December 31.  The Association has no long-term debt since all of our equipment purchases have been made in cash.

Under Member’s Equity, she also explained that this is the net worth of the Association, and, in essence is the amount money that would be returned to the members if the Association was liquidated. 

Income Statement.  The Income Statement shows income and expenses, including Dues Assessments, Other Income, Road and Equipment Maintenance and Administrative Expenses.    Since the 2019 budget included a large deficit, which would have had to be funded out of our small Reserve account, the current Board decided to restrict planned expenditures for the remainder of 2019 so that we could come as close as possible to a break even.  These cutbacks created a large favorable variance between actual and budgeted expenditures for 2019.

It was moved, seconded and all agreed to approve the Treasurer’s report.  

Secretary’s Report:  Susan thanked Debbie and Cathy for tracking property sales.  There have been 21 properties sold in the last year with buyers from Idaho, Washington, California, Oregon, Texas, Pennsylvania, and Florida.  Three homes have been completed and are now occupied.  Two additional homes have been started.  Plans have been submitted for another home, and two lots have had driveways and/or building pads developed.  There are eleven properties for sale, two that are pending or contingent, and one that should close this week.  Susan delivered a Certificate of Appreciation and gift card to a retiring Board member who chose not to run again.  Susan also reported that pop and beer cans and cigarette butts are starting to appear on Bucks Boulevard between Doumecq Road and Salmon View Road.  She asked that property owners remind visitors and workers not to litter and especially not to throw cigarettes out during these hot, dry conditions.  It was moved, seconded and all agreed to approve the Secretary’s Report.

Obstruction of Shuck Creek:  Pat reported that the covenants clearly give the Board authority to clear obstructions from the roadway and easement area and to recover costs if a property owner knowingly obstructs the roadway or easement.  This summer a couple who are property owners obstructed one of the Association roads by putting a rock and debris pile in the center of the road.  They also dug a large trench in the easement area at the same location.  The Board hired someone to remove the rock and debris and fill in the trench.  The property owners were billed $90 for the cost of the cleanup and given a certain date to pay by.  They did not pay so were invited to a Board meeting where the Board would discuss what action to take next.  The couple did not attend the meeting.  At that meeting, the Board voted to put a limited assessment on the couple’s property and give them 10 days to pay it.  If they do not pay it, the Board will take them to small claims court.

Political Signs:  The CC&Rs do not allow political signs; however, the State of Idaho does not allow HOAs to ban political signs.  The Board will allow political signs, but they must meet the restrictions in the CC&Rs for signs.

Election Results: Cathy Little and Wolfgang Schubert were elected to the Board for three-year terms each.

From the Floor:  The Board responded to questions from the floor.  Reserve Fund: Assets in excess of $5,000 will go into the Reserve Fund.  The current Board cannot guarantee that future Boards would continue to strive for $100,000 in Reserve.  The membership could try again for a covenant that limits how much the Board can spend without membership approval.  The membership can also pay attention to the budget that the Board presents and request that the Board continue the deposits into the reserve fund.  Shuck Creek Road Sign: The Shuck Creek Road sign was placed at the intersection with Hammer Creek Road because the road is passable and many folks in the Association use it to get from Hammer Creek Road to Gregory Creek Road.  That portion of Shuck Creek Road also provides another exit in case of a fire.  The Board could possibly put a warning sign or a sign indicating no winter maintenance along with the road sign.  Hunter Trespass: Hound hunters have been trespassing on Association property to collect their dogs.  However, there is no trespassing allowed on Twin River Ranch property. Anyone who trespasses does so at their own risk.  Road Insurance: We have 25 miles of road to maintain and were asked to look into getting catastrophic insurance if it is available and what it would cost and if dues would have to be raised to cover it.  Electronic Mailings: The Board will look into using email instead of USPS mail for sending out mailings to the membership. Summer Grading: Members wishing to discuss the possibility of grading during the dry summer months to try and eliminate washboards should contact the Board in writing and ask for a meeting.

Meeting Adjourned at 11:45.

Respectfully Submitted,

Susan Schubert, Secretary

Twin River Ranch Property Owners Association