July 10th 2004 Board of Directors Meeting Open Session Cloud 9 Ranch Clubhouse Patio Room 10/Jul/2004 12:33:02 10/Jul/2004 12:42:37 Louie Jones-RM present John and Karen Stewart present. Ed Cavin present. Don Moreland present. Tom Erskine present. Earl Rahlfs present. Don Skola present. J.J. Johnson present. Linda Amburgy present. Hannah Huddleston present. 10/Jul/2004 12:51:54 Diana Melton, Sue Rice enter. Stan and Paula Welker present. Bob Morgan present. Charles Vandre present. 10/Jul/2004 12:54:29 Charlie Baker, Grace Erskine enter. 10/Jul/2004 12:55:01 Ed Horton enters. Ray Walker present. 10/Jul/2004 12:55:14 Howard Mohr, Frank Shores enter. 10/Jul/2004 12:55:41 all BOD present. 55-60 members present. 10/Jul/2004 13:01:44 Grace calls the meeting to order. Introduction of the Board. Open comment. passed by-laws. operating under a new system. some things are going to be changed. No random talking, please address the chair. meetings will not be taken over. getting out of the complaints department. RM will be informing you on various operation duties. asks for a motion to accept minutes. Ed Horton provides May BOD meeting minutes. Charles moves to accept May Frank seconds. 10/Jul/2004 13:04:44 accepted. June meeting minutes no corrections. Ed Horton moves to accept Howard seconds. 10/Jul/2004 13:05:26 accepted. Financial report Frank-treasurer "this is information that belongs to you" CD 401,411.36 in two acounts, we have additionally: 16,081.67 mm 101,868.71 bonanza 59,695.65 check 4,125.05 payroll 583,177.44 total $60,000 cd cashed in. used for insurance policy payment. membership fees still owed. 764 memberships in cloud 9 ranch possession. delinquent or other. Sue asks about 5940 memberships accounted for. There appear to be 60 missing accounts. 10/Jul/2004 13:11:34 Grace comments on closed session. Secretary report- Met with CPA Sanders, on retainer secured verbal agreement. He will conduct an audit on the 2002 records. will start in the next two weeks. Price on audit $5,000-10,000 Still actively seeking applications for Ranch Manager position. Trailer Life and Highway magazine ads should appear. Linda Amburgy asks about nfp advertising. Diana says they are looking into various outlets for advertising. 10/Jul/2004 13:13:46 Committee meeting Activities Committee Don Moreland reports activities went well, except for the storm Poker Run on Monday 5 places in the poker run from now on no children in poker run under 3 years old. Next poker run labor day Fire department-Don Moreland reports Parade for 4th of July received AED past wednesday, we had an informational meeting for learing about the AED. there is a generator for emergency use, to be mounted on a trailer. Howard Mohr comments on power outage. people were asked not to dump their sewage while the power was out. got the generator free. "it is a horse" was repaired by a member. gasoline in emergency truck. used in conjunction with the sewage pump truck. In the future we will have the ability to use the well system and pump systems in the campgrounds in the event of a power outage. Comment from floor (Irene) Storm was in Gainesville half an hour before it hit us. We got warning after not to dump sewers, but if it had come when we got the scanner warning then a lot of people could have put up their awnings. Should have been before the storm hit. Coffee Club-Mabel reports. SchoolHouse-Charles open house saturdays 2 to 4 ongoing raffle Charles comments- thank you to teenagers cutting and hauling downed trees and branches. had a missing person. got 125 ATVs joining the search party. Country Cowboy program will be on channel 38. feature the schoolhouse. was covered in wednesday's paper. Conservation Don Skola reports. very successful weekend. Kids fishing derby on Saturday afternoon. will have some info in the 9 lines. membership drawing will have report in 9 lines. Grace comments on the size of the fish that are getting bigger. JJ Johnson caught a 6 pound trout. Hannah Huddleston comments on acquisition of a new tractor for the conservation committee. Craft House. no report Wilderness Way. no report Welcoming Committee- Bob Morgan reports still need volunteers. Grace comments on storms. "never have I seen the Ranch work so well together" tours and groups girls scouts and turtles(man who had surveyed the turtle life years ago and his students) 10/Jul/2004 13:25:27 Correspondence Connie Walker Comments on Robert Woodcock's activities committee. It was a wonderful job. Many activities that went off well. Correspondence- Diana reports. thank you letter from Patsy June 28 to BOD compliment on job done Wed June 23 when her husband failed to return. Thanks to Louie Jones and all those who helped join the search. 10/Jul/2004 13:28:31 RM report Louie Jones well problems out front- pump had to be replaced last fall looked into digging another well, but we've found a way around it. found a driller/serviceman who will correct problems should they arise. Sue asks what the solution is. Louie says the well is 500 feet with a 6 inch casing. now there is a 4 inch liner down to 320 feet. belief that there is a short or a rubbing wire at depth. things can be fixed probably without digging a new well. Honey Wagon needs some sort of backup power. The secondary honey wagon will have a gas powered pump on it so we will have a backup. Hay issues. excessive amount of rain. going to have a lot of excess hay to offset expenses for fertilizer etc. looking into ways to sell excess hay for income to the Ranch. with excess rain, EVERYBODY has a lot of hay. So we wont get as much for it as we had thought. There are a few people interested in buying the hay. We may have to look for more purchasers. Grace asks if we're going to take care of our needs before we sell any hay. Asked to make a recommendation on replacement of some equipment for maintenance and such. Has the report for the BOD. There is a rotating equipment replacement schedule that Louie seems to have generated with the head of maintenance. New ice machine in the restaurant/store. we now have a backup as well. letter from member regarding sewer hose length. Lot of people riding at night. Request for a yellow line along the edge of the road. comments from the floor- "yellow in the middle, white on the edge" Linda Amburgy suggests that some people need to learn how to dim their headlights. Question about members who have used their 30 free days, does the usage fee still apply if the member is renting beyond the 30 days. Answered Yes by the Board. Girl Scouts want to use the ranch. Contacted by a person to find out if we have a need to acquire an outside collection agency to collect delinquent accounts. 10/Jul/2004 13:43:04 Grace asks the board for motions on the suggestions by Louie. Howard comments on the sewer hose donut suggestion. It would probably be good to have one. Grace asks about other options/fittings. Motion for mandatory use of donut on sewer hose -Howard? seconded by Diana comment from floor to recommend altering motion to "air-tight" connector to sewer. Sue mentions that this is a rule change, how are we going to enforce it? Frank Shores asks if it can be a voluntary thing this year, possibly move to a rule change next year? Suggests making it a recommendation from now to January 1st. Then start enforcing a bit more stringently. Don Moreland says there probably is no existing rule, so this would be a new rule. 10/Jul/2004 13:48:27 accepted. sewer caps that are air-tight will be required. Paula Welker requests that a note be posted. It will be in the 9 lines. It should be posted. There will be a period of lenience in enforcement. Jan Morgan asks if there is a supply of donuts available. 10/Jul/2004 13:50:15 Grace has a comment on the Board. Diana has worked on outlining a long-term plan. Putting together a disciplinary committee. by-laws and budget committees are being reformed. we need a general inventory of equipment. general congratulations on getting things done. 10/Jul/2004 13:51:30 Old Business Sales- Don Moreland. approximately 150 memberships sold? North American Camping Club. Sue reports. looks like a clone of Coast to Coast. NACC members get to camp for $10/reserved or $16/drive-up. can stay up to 14 days. Resorts of Distinction is parent company. We could possibly benefit from their advertising network. Also approached to join Resorts of Distinction. more requirements and restrictions in that case. Doesn't cost the Ranch anything. the Ranch would keep all of the daily camping fees. Frank Shores says if we can get the 10-15 dollars a night and maybe we can get them to take a tour and maybe sell a membership. sounds like a good idea. Grace asks for copies of the materials so the board can look it over. Question from floor, Ed Cavin, would these people be under the same restrictions to campground as with C2C or RPI. yes Question from floor, Irene, do we have the campers to handle these people since we don't have enough for the people we are currently accomodating. This will not be a problem as these people all have their own campers. Ed Horton comments on Cross posted by the Chapel sign on the main drive. There were complaints filed by some members that it should not be there. The cross was taken down. There is now a petition available to replace the cross. 316 names on the petition. Grace comments: We represent all members. "it was put up without authorization by a group of members" "Do it by the book" "If you want something, come and do it right" It needs board approval. "too many people represented here to be doing something without thinking of others." "if you want something done, bring it by the board" 10/Jul/2004 14:04:04 Ed Horton moves to put up a white cross, entirely white, by the chapel sign Diana seconds the motion. Sue comments on "denominational symbols" Lola Johnson asks why cant the cross be painted white and put on the chapel driveway. Frank Shores does not see how the cross would infringe on anybody's enjoyment of the Ranch. 10/Jul/2004 14:10:46 approved. painted white, no taller than the other signs. Question about trailer reservations Sue Valencia responds that a reservation is not a reservation for a particular trailer. Deck Project- deck would have to come back for board approval. Question about how we propose to get the lines on the road. Ed Horton forwards a motion to take donations to put a deck on the restaurant. Diana seconds. The board will approve the plans before the project is started. 10/Jul/2004 14:15:36 approved. Ed Horton reports on pledges collected. $1245 in pledges so far. Can sign up in the office. we'll need approximately $3000. "We're a third of the way there" We will not collect the money until we have sufficient pledges. The $7000 from Dan Sanders, the sunglasses vendor who we have taken to court, has been collected. Question about collection of the aluminum cans for the pet cemetary. Chico(Don Valencia) provided a copy of June 2000 9 lines asking for volunteers to collect cans and it was not completed. Chico submitted a report outlining his collections and expenses. Charles Baker reviews the report. works out to Chico working and making approximately 90 cents an hour collecting, crushing, etc. processing the cans. That DOES NOT include the work he does on the cemetery itself. Request from floor to get a decent PA system. 10/Jul/2004 14:21:49 Announcement by Secretary. April question about how much we can make as a non-profit organization. Received a letter from Karen Stewart outlining the guidelines for what we can make through members, and through outside sources. Auditor also seeking to provide the information. Alond the same lines. In the future we will hear more things about ways that we will be making more money for the Ranch. A thank you to Karen Stewart for taking the time to help out with this information. 10/Jul/2004 14:23:38 Charlie Baker on VIP review. get together to share ideas and improve volunteer projects. No second-apparently Asks how many would like to have this back. It was originally ceased because it turned out to be a gripe session. But it would be good to have it reinstated with a fresh start. 10/Jul/2004 14:25:20 Charles motions to restart the VIP meetings. Charles says if it turns into a gripe session it will be discontinued. Sue asks if it is specified that the group does not take action on its own? Frank says he would like to see the manager have authority to approve small projects that do not involve capital improvements. Sue reads letter regarding insurance for motocross track. We may need to remove the track. The track is considered an obstacle course for insurance purposes and cannot be covered in the same way we have in the past. Grace comments that the insurance companies are making the situation more stringent and imposing restrictions. Frank Shores comments on ability to shake up the dirt if that is what is necessary. Grace asks if Louie is recommending a complete leveling or what. Louie "we cannot have a jump" Letter insists that the jumps must either be leveled or flattened. There is no other option. Paula Welker asks if it's going to be leveled can it be cleaned up in general "it is a mess" Frank makes a motion to reconstruct the racetrack area to eliminate jumps Charles seconds 10/Jul/2004 14:34:31 approved. Jumps are coming down. Diane sets the date for the next meeting. Diana recommends that the Board moves their meetings to the 3rd Saturday of the month so that more complete financials can be obtained and for more convenience to members. Next meeting set for 21st of August Following meeting will be 18th of September Ray Walker asks about opening pool, laundry mat, and station automatically instead of having someone come up to get the key to open it. Louie says it can be done. Grace reports that there will be a date set for employee appreciation. Karen Stewart asks if it's possible to get an agenda for the board meetings. Grace says to give them time, they're working on it. JJ Johnson asks about the newsletter. It should be out tomorrow. Diana apologizes for the newsletter, she wanted it to be accurate, but she promises it will be out on time in the future. Grace asks for a motion to adjourn Ed Horton moves Howard seconds. 10/Jul/2004 14:41:01 Meeting adjourned.