Minutes of the Third Annual General Membership Meeting on 6-16-07

The third annual meeting of the PRRPOA general membership was called to order on Saturday, June 16th, 2007, at the old Fort Laramie School in Fort Laramie, Wyoming, by President Dick Gosselin at 4:05 p.m.

A. Welcome

Dick opened the meeting by welcoming everyone. He also thanked the PRRPOA Board for a year’s hard work.

B. Attendance

Preceding the meeting, registration was conducted. At registration, people were given name tags and those with voting rights signed the attendance sheet (on file with the office of the secretary). Thirty-four owners were in attendance. One hundred and twenty two (122) parcels were represented either in person or by proxy. Total attendance was around 80 people which included families and guests.

C. Reading of the Minutes

Linda Gosselin, Secretary, read the minutes of the previous general meeting dated 6-3-06. Mary Jane Woods made the motion to accept the minutes as read. Sharon Leon seconded. Motion passed by universal show of hands.

D. Treasurer’s Report

Callie Allred, Treasurer, was not present due to a family graduation. Linda read Callie’s report. Don Beamon moved to accept the treasurer’s report as read. Terry Barnes seconded. Motion passed by a universal show of hands.
E. Question from the Floor

Ruby Zeil, Lot #44, stated that Bandamer Road is a county road. She asked why the County doesn’t maintain it. Dick related that to the best of his knowledge, the County has an easement but has never built a road in it. Dick asked Arnold Tollefson if he had further information on the question. Arnold said that the County told him that in order for the County to maintain it, the road would have to be brought up to County specifications. He also stated that it would cost thousands of dollars to do that.

F. Nominations and Vote for new board positions

Dick announced that the next order of business was to conduct the election for Board of Directors. He asked each of the nominees present to come forward and say a few words about their desires to be on the Board. In order, they were Terry Barnes, Jerry Dyer, Joseph Ginther, Chuck Leon, Deborah Raudins, and Jim Stover. Matt Allred and Callie Allred were unable to attend, so Linda read their biographies that were mailed with the ballots sent to the membership.

G. Appreciation from the President

Dick thanked the Party Committee, consisting of Bill and Cristine Rader and Kathy Tollefson. Cristine stated that she wanted to thank Sheila and Don Partin and Terry and Sue Barnes for their assistance with everything.

Dick thanked his fellow Board Members for their help and hard work this year. He gave a special thanks to Callie and Linda for their work and dedication.

Dick stated that he enjoyed his time serving on the Board. He extended an offer to help any member on the Ranch with anything he could on a personal level. Don Beamon thanked Dick for his hard work and efforts on the Board.

H. Call for new business

Dick asked Linda is there was a quorum represented at the meeting. Linda reported that as of the beginning of the meeting, we had 116 parcels represented. A 50% quorum of 95 was required. A quorum was represented.

Dick then opened the meeting to the members for new business and questions:

1. How does gifting land work? (from Rosie Zammit)

Dick suggested that it would be best to consult a real estate attorney about that issue. Arnold agreed. Does the PRRPOA have any common area as mentioned in the CC&Rs? (from Ruby Zeil)

2. Does the PRRPOA have any common area as mentioned in the CC&Rs? (from Ruby Zeil)

Dick answered that there is a small triangle of land at the intersection of Brooks Blvd. and Coyote Trail that is common land. It is totally unusable for anything and was created because of the road situation at that intersection. Dick explained that when the road washed out during the rains in 2005, that intersection was revamped from having two access points from Coyote to Brooks to having one wider access.

Dick asked Arnold if there were any other common areas. Arnold said that the website could be considered a common area. Arnold thanked Matt and Callie for their work on the website.

3. How many out buildings are owners allowed on a parcel?

Dick said according to the CC&Rs, an owner is allowed three outbuildings in addition to a house. The house can be any size, and the outbuildings are limited to 4,000 square feet each.

4. Why aren’t the roads being widened like he was told they would be? (from Bill Whites)

Dick explained that to widen all the roads would cost around $480,000 and the annual budget of around $22,000 would not begin to cover a job of that magnitude. The Board has made every to spend the budget wisely by fixing problems as they occur, such as wash outs, and by correcting deficiencies in the roads, such as placing culverts, adding gravel, grading, and widening the worst areas for safety. These items are completed as needed and as budget allows. Bill Whites stated that campers have trouble on the roads. Dick said that the budget does not allow for all roads to be upgraded initially and that as people move, the budget is allocated to fixed those roads. Dick also explained that costs for material such as gravel and hauling has increased dramatically from $7 a loaded ton in 2005 to $13 currently.

5. Who is doing the road work? (From Jamie McFarlin)

Dick related that the Board has not hired a contractor on a permanent basis to maintain the roads. Bids were sent out last year to find such a contractor, but none were able to do the job. Dick said that it is hard in this area to find contractors willing to come here to work at all, much less a reasonable price.

Dick said that most of the work was hired on a single area at a time. Dick personally saw to it that the contractor did what he was asked to do for an agreed price. Dick also said that he has spent many of his own hours using his personal tractor to grade and mow the roadways at no expense to the association. From a liability sense, Dick stated that he will no longer be able to since the Board liability insurance only covers the Board Members and Officers.

6. What is being done about the weeds on the roadways? (from Dave Wright)

Dick said that the Association has purchased a sprayer to use. He related that after it was purchased, the wind during May has blown so often that spraying could not be done. When Dick checked on contractors that would do spraying, the only bid received was for $28,000. He said that a tractor with a sickle bar could cut the weeds, then they could be sprayed to keep them down. Arnold related that the Russian thistle coming up in the middle of the roads should be sprayed now. The new Board should address the issue.

7. Could we buy a tractor as funds allow to do it ourselves? (from Bob Chase)

Dick related that the Board is considering buying a tractor for Board Members to use to do the same thing he did. It will be up to the new Board to decide.

Dick stated that he has graded the roads three times this summer with the newly purchased spreader/grader. The grader works behind a tractor and does a good job of regaining some of the gravel that is pushed to the edges of the road. He also explained that full-sized graders are too big for our roads and tend to damage corners and dips in the roads. Dick said that he has tried to hold costs down by doing the work through volunteering his own time and equipment.

8. Can you fix the hump in Oregon Trail since it is difficult to access by car? (from Rosie Zammit)

Dick answered that it generally takes around $5,000 to $6,000 to take out a hump which requires a bulldozer and gravel hauled to correct the problem. When she is ready to start building, let the Board know and every attempt will be made to make it accessible. The budget does not allow for fixing all roads at this time.

9. Is there a plan for road work?

Deborah Raudins related that she has attended most all Board meetings and that she is aware of a plan that was put together by Arnold, Joseph, and Matt. Dick said that plan has been followed based on priority of people moving in.

I. Election of new Board Members

Dick then called for the ballots to be picked up and asked the counters to count the ballots. The meeting was recessed at 5:10 p.m. The counters are Don Partin, Robert Calderon, Don Beamon, Brandon McFarlin, and Bill Rader.

Snacks and beverages were served by the Party Committee.

The meeting was called back to order by Dick at 5:50 p.m. Bill Rader announced the following winners of the election: Terry Barnes, Jerry Dyer, Chuck Leon and Jim Stover. Dick asked the new Board to conduct a Board Meeting to elect officers.

J. Adjourn

Dick called for a motion to adjourn the meeting. Sharon Leon so moved. Roy Pack seconded. All were in favor. The meeting was adjourned at 5:53 p.m. by Dick Gosselin.

After the new Board met, Bill Rader announced to the membership that Terry Barnes was elected as President and Bill Rader was elected Vice President. Arnold and Kathy asked about Secretary and Treasurer. Tona Mendoza volunteered to be Treasurer and Sharon Leon volunteered to be Secretary.

Respectfully submitted,

Linda Gosselin

Secretary