Pine Ridge Ranch Property Owners Association
Board of Directors meeting for 1-7-2006
The Board meeting was called to order at 10:27 a.m. at the home of Kathy and Arnold Tollefson.
I. Attendance
Arnold Tollefson – Vice President
Don Beamon – Director
Matt Allred – Director
Joseph Ginther – Director
Callie Allred – Treasurer
II. Previous minutes
Joseph moved to approve the minutes; Don seconded. The minutes of the board meeting on 12-03-05 were accepted as written.
III. Treasurer’s Report
Callie Allred gave the treasurer’s report. The board requests that Callie “handle” any slow payments of dues. This means Callie will send a letter to any property owner not paying his/her dues by February 4, 2006. A payment for dues in the amount of $120.00 was received from Thomas Byrnas. Callie will send him a letter requesting him to pay his dues in full. It was suggested that next letter regarding payment of property owners dues state that a receipt will not be automatically issued, but one may be requested. Callie will make this clear in the next dues letter. Matt motioned to accept the report; Don seconded; all in favor. Report is accepted with the a few notes discussed.
IV. Old Business
A. CC&R & Bylaws review: The board reviewed the draft of proposed amendments. Some changes were proposed; Callie will make those changes and send out a final draft to the board members for approval. Once approved Callie will mail the final documents to all property owners.
B. Website – Callie has the website up and running. She is working on the email and message board functions.
C. Schedule for future board meetings: additions are bold
Feb. – review the budget and road plan re: maintenance, improvements etc. Also, review party report/update from committee. Compose a letter for failure to pay dues.
March- Tally votes from CC&R amendments; nominate a committee and create a form for our next board election to be held at our annual POA meeting.
April – date is moved to the 8th. Power permits will be created. A plan will be discussed as to how the board will provide a notarized permit to Wyrulec.
V. New Business
A. New correspondence: There is no new correspondence from property owners.
B. Road plan: The board members drove around the ranch observing road conditions and talked about a road plan for the future. Arnold and Joseph will create a list to be discussed at the next board meeting.
C. Callie will create documents for board meetings and email them to all board members prior to the meeting. It will then be each individual board members responsibility to bring the documents with them to the meetings.
VI. Adjournment
Meeting was adjourned at 3:55 PM. Next meeting is set for February 4 @ 10:00 AM
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Pine Ridge Ranch Property Owners Association
Board of Directors meeting for 12-3-05
The Board meeting was called to order at 10:45 a.m. at the home of Kathy and Arnold Tollefson.
I. Attendance
Arnold Tollefson – Vice President
Don Beamon – Director
Matt Allred – Director
Callie Allred – Treasurer
Joseph Ginther - Director
II. Previous minutes
The minutes of the 11-12-05 board meeting were accepted as written.
III. Treasurer’s Report
Callie Allred gave the treasurer’s report. Arnold moved to accept the report; Matt seconded; all agreed. Report is accepted as written.
IV. Old Business
A. CC&R & Bylaws review: The board revisited the CC&R’s and bylaws while considering our attorneys suggestions. A final draft with our accepted and discussed changes will be reviewed and approved for mailing at our next board meeting set for January, 7, 2005 at 10:00 a.m.
Arnold and Callie will meet with the board attorney to discuss the specifics of an association vote and whether or not all signatures of property owners will have to be notarized to have the new amendments recorded at the clerk’s office or is there another way, such as having all the property owners signatures and the boards notarized signature.
A voting system and cover letter explaining all the amendments will be created as a collaborative effort by the board and will be mailed out along with the amended CC&R’s and bylaws.
B. Website – Matt Allred: Our website, that Matt has been working diligently to upload onto the internet, is not properly transferring. The website is not yet viewable on the internet. Matt plans to investigate alternate methods for making our website a reality. He is confident that the website will be up by our next board meeting.
C. Annual Property Owners meeting: Kathy plans to include the date and time of this meeting in her and Arnold’s annual Christmas letter.
D. Schedule for future board meetings:
Jan. – Prepare road plan ie: phases, budget, priorities… get an idea of the cost and review spending categories.
Feb. – review the budget and road plan re: maintenance, improvements etc. Also, review party report/update from committee.
March- Tally votes from CC&R amendments; nominate a committee and create a form for our next board election to be held at our annual POA meeting.
V. New Business
A. Response to correspondence: A policy was adopted by the board that its members will send a collaborative response to any questions or comments presented to them by any property owner, either by written or verbal correspondence.
Callie will send Charles Terrell a letter explaining that it is not acceptable or considered fair to the board that fees not be paid, for any reason, including having ones property up for sale. Fees are expected to be paid.
B. Review breakdown of annual spending: Our spending categories were reviewed by the board and we now have a better idea of our spending to assist us when creating a budget during our next board meeting.
C. The board approved Callie to send out our annual non-profit report to the State of Wyoming. The cost is $25.00.
D. Joseph requested that weed control be discussed in our next mass correspondence to property owners. This will be included in Kathy and Arnold’s annual Christmas letter.
VI. Adjournment
Matt motioned; Joseph seconded; all in favor. Meeting was adjourned at 1:50 PM. Next meeting is set for January 7 @ 10:00 AM