March 13th 2004 Board of Directors Meeting
Cloud 9 Ranch Clubhouse Patio Room

13/Mar/2004 10:00:02
30± members present.
Len Thomas, Roger/Linda Amburgy, John/Karen Stewart, Jeanne/Lisa Rudolph
Lola/JJ Johnson, CHarles Vandr etc.
Devona Moss in attendance Louie Jones in attendance.
Junior Dillon present.
Stan/Paula Welker.

13/Mar/2004 10:07:56 Grace Erskine enters.
13/Mar/2004 10:08:40 Sue Rice enters.
13/Mar/2004 10:10:17 Ed Horton Don Moreland enter.
13/Mar/2004 10:11:13 Howard Mohr Darryl Brooks enter.
13/Mar/2004 10:11:26 Rex Tackett enters.

Tom Erskine videotaping.
Ed Horton audio recording.
13/Mar/2004 10:18:05 Howard Mohr calls to order.

Ed Cavin not in attendance "not able to make it today"

13/Mar/2004 10:18:40 February 21 meeting minutes.
Sue Rice has alterations/additions.
-- Old Business --
	clarify 2002 year end adjustments (audit)
-- Summary Executive session --
	ammend resolution by Ed Cavin limiting number of memberships to 5.
13/Mar/2004 10:22:27 Approval of minutes as corrected.

13/Mar/2004 10:22:50 Financial Report
Rex Tackett
4 CDs
60,000
3x100,000

MM 16,077.46
Bonanza account 101,492.86
$25.11
$119,534.43
$4,120.05
total $674,640.49 as of 3-5-04

Sue asks to clarify the $25 in savings due to Coast to Coast requirements.
13/Mar/2004 10:25:29 Sue moves to close account and put in general fund
13/Mar/2004 10:25:39 motion carries all approved.

13/Mar/2004 10:26:09 Maintenance Usage report
Devona- "better on collecting maintenance this year"
Most of monthly payments are keeping up.
Usage- Still need to send a few reminders. Response is "smooth"
will run through a list in the next couple weeks to do reminders for those still delinquent.
Audit adjustments copies distributed to BOD.

1066 older memberships paid in full for year
821 new memberships paid in full.
not including any monthly payments or those who have paid half of the year.
3607 members in good standing. Sue clarifies- good standing means less than 2 years delinquent.

13/Mar/2004 10:30:00 Committee reports

Activities committee, Don Moreland-
march birthday party, st. pats party.
thursday there was a meeting 
another class on march 25
chairs bought by activities committee
contributions from conservation $250, craft house $500, coffee club $200

Conservation Committee
Not doing too bad this winter.
bird houses completed.
going to sow food plots and fertilize
plant clover

No other committees represented.

No Correspondence.

13/Mar/2004 10:33:39
Ranch Manager's report
Ranger station back open on forum.
allowing changes to make money
programs to hire out facilities
Restaurant manager hired.
Restaurant open last week of this month.
Employee name tags.

13/Mar/2004 10:34:59
Old Business.
2005 Budget Report
Sue Rice makes report
Met 22 of Feb
Grace, Karen Stewart, Linda Amburgy, JJ all on committee.
last 3 years actual figures, budget developed that doesn't have any raised fees
has increased by a few employees, new vehicle replacement $25,000 and $15,000 repairs,
median projected income $257,000
$601,000
1.3M operating
with $35,000 in excess
$42,500 to
will need to confirm with Karen/Linda before approval.

13/Mar/2004 10:39:36 Howard reads letter from Ed Cavin.
1. 2005 budget should not be presented to members at annual meeting.
	should be presenting in October or November time frame. Request a $15,000 line item to investigate our options as far as budget
	and accounting improvements
2. Only seen head count figures from security and maintenance for hours and overtime. have not seen anything from other 3 develops.
	Need to develop or rewrite program for accounting department.
3. Capital improvements need to be part of the budget. Need plan to replace rental trailers etc.
4. During last closed seesion, Sue referred to 1.5M income for ranch. Looks more like 1.2M considering potential loss of 10% of membership due to last 	
	maintenance fee increase. "As it stands now I cannot vote for the bugget presentation."
Rex and some discussion about his not seeing the information before the meeting.
Howard states that if we base 2005 budget on 2 months of 2004 experience and 2003(questionable) figures, perhaps we should put this off for a while.
Sue and Karen dispute the process of the budget committee. 
Sue, Rex, Karen discussion of basic of Budget figures.
Rex says he wants to see the proposal and the figures before he votes on it.
Howard says in past Annual meeting has been in October, and the budget must be presented to members for their approval.
Darryl offers that 2004 budget is a shot in the dark, considering the lack of 2003 audit.
Howard suggests run the budget process at an October meeting, as was done last year.
Sue reads by-laws that state annual meeting is to be conducted for election of BOD and approval of budget.
Question from the floor(Paula Welker) regarding the rush. 
BOD tables budget for further consideration.

Timber contract proposal
Larry Miller
insurance issue is the problem.
Don says we would like to have a copy of the insurance.
Devona says Larry is willing to write his check for insurance as soon as he knows he has a job.
Ranch hestitating to grant him the job without seeing the proof of insurance.
Darryl says Ranch will be paid directly for lumber so every penny should be accountable.
south side of hill country.
Ed Horton says they eed a written proposal that stipulates location and procedure.

2004 annual meeting procedures.
approval of instructions discussed.
Eligibility list, etc. verification of mailing list.
Devona describes process of cross-checking files to computer.
3000+ in system.

13/Mar/2004 11:03:32 Rules Committee
ATVs Louis Reports
made recommendations of some changes.
6 wheelers will have same rules as ATVs
Discussion of what will be allowed for multiple passengers. Permanent seats will be allowed.
riding in 6-wheeler boxes without seats, or with boat seats etc less reliable seats would not be allowed.
Discussion of how to determine what is acceptable and what is not.
Factory installed seats approved?
what of seats above sideboards?
"permanent back seat" is the wording in the rule.
Louis says he will enforce it however he is instructed by BOD. But what are those instructions to be?
Age restrictions? Seat height restrictions?
ATV rules need to be printed and distributed as soon as possible.station. 
Sue suggests that Safety requirements must be approved by Ranger Station. "Passenger seating must be approved by Ranger Station." added to rules?
Louis says it could be up to the discretion of Security depending on how the rule is implemented.
Open discussion 
Louis expresses his concerns for safety
Darryl suggests that if a 4-wheeler is not designed for it, passengers are a serious risk.
Devona suggests that if rules state "subject to ranger approval" we should have one person appointed to do that.
Darryl states that from a legality standpoint, the Ranch will have liability issues if we start designating "safety" 
and we will be held responsible for such claims.
13/Mar/2004 11:21:18 Howard offers to go with last year's rule. 6-wheelers allow one operator and 2 passengers in the back.
Louis says we need to require all occupants to be seated.
Ed Horton asks are we going to use the old rule and make the one change or are we going to go with new rules?
Settle on old rule with addition of new "discretionary" clause to be added.
Ed H asks if there is a motion to move forward on the issue.
Further discussion.

13/Mar/2004 11:40:16 RV show in Springfield last weekend
Sue Reports
same location.
less traffic due to moved food court
Jan/Bob Morgan
JJ/Lola Johnson
Ed/Sharon Horton
Darryl
	and others.
made some good leads.
Sue suggests that when people come in to tour we need to track how they heard of the Ranch. Either member referral or RV show.

Devona reports on how we will be handling the off-road fuel tax. Waiting for instructions. Waiting to deal with this year's tax preparer.
13/Mar/2004 11:47:16 break for lunch.


13/Mar/2004 12:37:38 Readjournment
Other ways to raise money
Darrell(confirmed spelling) reports that rangers will be pulling this year, having the same rights and rigs as all the other pullers.
Sue raises insurance issue with Rangers pulling. How much it will cost the Ranch to have Rangers pull, how much it will make for the Ranch.
Discussion.
Employee of the Ranch being used to pull trailers work in the compound.

Louis reports that 2 long time employee are out 
Darlene and Bob on medical leave.
13/Mar/2004 12:47:48 Louis shows new numbers on ATV tags. Looks neater and easier than spray painted or magic marker printed tags.
Tags

13/Mar/2004 12:48:51 Electrical updating
Grace reports that the wiring is up to the task. what is needed are new boxes. could possible get the boxes for $5-10 a piece.
Grace suggests that we pick one campground to upgrade over time. Amperage rating of the wiring is in place, all we need are the boxes upgraded.
Question about handicap accessible stage stops. 

Grace asks if a time limit could be set on future discussions to make sure the meetings are run smoother.

13/Mar/2004 12:53:56 Nomination committee 
looking for volunteers. submit your name and 5 will be named to committee.

Ed Horton discusses that in closed executive session "no firearms will be allowed in the Ranch buildings" 
Jeanne Rudolph asks if that will apply to commissioned police officers in the state of Missouri.
Howard states that it will apply in all Ranch buildings. Jeanne asks for it in writing. Howard states it will be in the minutes.

13/Mar/2004 12:56:50 meeting adjourns