Minutes of Pine Ridge Ranch Board of Directors Meeting -- May 10, 2008

Board members in attendance: Directors: Jim Stover, Chuck Leon, Mary Jane Woods, Terry Barnes; Tona Mendoza-Treasurer

Members in attendance:
Laurie Stover, Linda Golden, Jerry Dyer, Arnold Tollefson, Bob Neff, Sue Barnes, Linda and Dick Gosselin

Minutes of the last meeting were read by Chuck. Minutes were approved as read.

Treasurer’s report was read by Tona (see attached). Approved as read.

Old Business:

Wyrulec
Chuck talked with our lawyer; Wyrulec has an issue with the wording of settlement contract. Chuck contacted head guy at Wyrulec, who thought they were waiting on us. A letter was received from Wyrulec (see attached).

Dick Gosselin addressed the board on behalf of himself as a power participant: Asked for a breakdown of the expenses from Wyrulec, stated his objection to paying the overage. Terry Barnes then addressed why the board feels they should pay (maintain goodwill with the power company, in the association’s best interest to resolve the matter) Terry asked Mary Jane to weigh-in--stated in an effort to cut additional expenses, agrees to pay with opposition. Jerry Dyer reminded the board that Wyrulec is a coop and can’t expect members to pay. Terry asked Jim to weigh-in: he agrees with MJ, not happy about it but thinks it’s the prudent thing to do. Dick reiterates that there should be an itemized accounting of the additional expenses. Chuck stated that that has been provided and is with the lawyer. Chuck stated he agrees with the others—lawyer fees could begin to add up quickly and is prudent to settle. Terry concluded we pay the bill and be done with it.

Road Maintenance
Terry, Jim Blocker and Arnold surveyed roads and came up with a Top 10 list (see attached). Jim obtained a bid from Jim Blocker for 1 mile of road work equaling $10,800.00 (see attached bid for specifics of job). Terry said he worked up a bid for comparison that came in higher. Arnold felt Jim’s bid was reasonable. Terry says he wants to see what kind of job Blocker does before giving him additional jobs (nods of agreement). Priority order: 1) Bandemer and Spray Way, 2) Cowboy Way. Linda Gosselin asked if Blocker’s insurance is on file—Chuck assured her it is on file. Terry’s thought about 5 year plan: 1) take care of folks living on ranch 2) anticipate where next owner building will be and prepare roads for them. Laurie Stover suggested Terry make his list presentation-ready for the annual meeting. Arnold suggests spraying the roads for weeds/grass right now (but he is not willing to do the spraying); will cost about $4000-$5000. He also suggested having the roads in the same shape they were when people first bought property. Terry estimates $2000-$3000 to blade all roads. Suggested we have all work lined up to happen all at once to help save money. Terry will ask Blocker for an estimate on grading all the roads. Terry’s recommendation: get all roads graded, get Spray Way done and see what money is left over to use on Cowboy Way. Linda Golden: suggests using Blockers bid amount to justify raising annual dues. Jim Stover is willing to do a map presentation for annual meeting
Motion:
By Chuck - accept Blocker’s bid for 1 mile of road work (½ mile for Bandemer, ½ Spray Way) with added locations to complete bid. Jim seconded. All approved.

Motion:
get bid from Blocker for 100% grading all roads, not to exceed $4000, and not to exceed 12 loads or 60 tons of stone and trucking. Jim seconded. All approved.
Dick suggests talking to a licensed person to do spot spraying. Should be done immediately.

Trash
TDS will do if there is 100% participation of people living on ranch but will not travel onto ranch roads, will only do if containers are set-up in front. Would prefer to have in the triangle. Terry suggests drafting a letter to all current residents to get approval. Jim will draft a letter for residents for sign-up of trash service.
Discussion on:
-- association paying a fee/month for a dumpster, and then owners paying once residing on ranch
Cost: $23.50/month with 100% participation.
-- graveling container area but not erecting a structure. A structure would attract attention, will need maintenance, a liability issue.
-- lock for dumpsters to keep others out
-- Chuck stated for the record his concern for the aesthetics of having a bunch of dumpsters sitting at the entrance gate
-- Dick suggests specifying now a limit on how many dumpsters we will have out there
-- Possibility of placing one at north end of ranch and main entrance
-- Mary Jane reiterated that we are negotiating with TDS for trash service with 100% participation with notification to future residents they will also incur trash payments
Motion:
By Chuck--Association to pay one monthly fee trash pickup as one participant. Jim seconded. All approved.

Equipment:
Terry talked to Dick about purchasing equipment--still in negotiation
Discussion about having Blocker use our equipment on the smaller roads. Terry will discuss the possibility with Blocker.

At this point Terry Barnes left the meeting (for work) and Jim Stover took charge

Bylaws & CCRs:
presented to lawyers by Jim, Laurie, Chuck and Sharon with copies of all pertinent information. Lawyer stated he’d have something for us in about a week, in time for presentation at annual meeting.

Unpaid dues:
Chuck reported on some investigation he’s done relating to late dues: after 6 months send to collection agency

Lots 13 and 6B:
Mary Jane had spoken with the owner of lots 13 and 6B. Owner would like board to consider renaming the lot as one lot. Lot 6B does not have road access. Board needs to determine what constitutes a legal lot. Mary Jane will contact the owner and tell him the board has no problem with him legally combining the lots and making them one lot and thus paying dues for only one lot. Futhermore, if he needs something in writing from the board, he needs to send the board a request in written form. Until the legal description of the lots has been changed, owner will continue to owe for 2 lots.

Power for Lots 6A and 3:

Arnold sold lot 6A, put in electric on his own for the house. Arnold told buyer he could have power. Dick suggested this lot should be part of the aerial group that was exempt from the $10000 buy-in. Arnold feels lots 6A and 3 should be part of the aerial group. Board needs to send Wyrulec a letter stating that lots 6A and 3 are not part of the buy-in group and do not need certificates to get power. Lot 2 is not an issue at this time.

New Business:

Nominations:
Mary Jane was faxed a nomination for Arnold Tollefson; he has declined the nomination. Chuck stated Sharon has received no other nominations. Jim talked to Joseph Ginther & Deb Raudins (apparently mail is not getting thru). Both Deb and Joseph have expressed an interest in running. Jim will get correct address for Chuck to resend nomination form. It was suggested that the annual meeting letter need to mention that no nominees have been submitted. Nominees may be taken from the floor at the meeting, if none, then board will appoint.

Annual meeting:
Price from caterer is per individual (no price break for children). Meal includes ice tea and coffee. We have to provide soda. Cost for caterer: $8.50/person. Will ask caterer to add for 10% more people above our commitment.
Motion by Mary Jane to charge $12/person in advance, and $15/person at the door with association assuming the overage for hospitality items. Chuck seconded. All approved.
How much pop to buy: Sharon and Chuck will pick up at Costco, about 8 cases, 3-4 cases water
Will do a meeting on Saturday only—no Sunday event
Mentioned that two other events will also be occurring at the fair grounds, get this info and provide on website
Meeting time: 4:00pm (Suggested we discuss time change for next year’s meeting)
send meeting letter out by May 19th, with due back by June 1
Motion by Jim: registration open from 12-4:00, have lunch at 2:00, meeting from 4:00-6:00. MJ seconded, all approved.
Possible Voting questions:
amending bylaws, change meeting date? Times?
staggered terms—get ratified
nominees
dues increase? Inflationary increase
talk about a special assessment with a road game plan to show why we need an increase

Question from Linda Golden: what kind of chemicals are used in the pesticides? Answer: 2,-4D

Question from Linda Golden for Gary Golden: How will the board be enforcing the owner fence-in of livestock?
Arnold stated the fence-in does not apply to him and the issue is between Goldens and Arnold.

Call for Bills:
Tona submitted bills for $5 rental for community center, $16.91 for office supplies. MaryJane motioned to pay bills, Chuck seconded, all approved.

Motion made by Mary Jane to pay the Senior Center monthly room rental on an annual basis ($5 for 12 months = $60). Chuck seconded. All approved.

Laurie suggested the board purchase a copy machine for board business. Dick offered to donate one.

Date for next meeting: June 7 at 10:00 at Senior Center in Ft. Laramie

Motion to adjourn meeting at 2:30 p.m. All approved.