May 15th 2004 Board of Directors Meeting Open Session Cloud 9 Ranch Clubhouse Patio Room 15/May/2004 09:25:59 15/May/2004 09:29:19 Len Thomas, JJ and Lola Johnson, Tom Erskine Kenny Robinson, Earl Ralhfs, Bob Morgan, 15/May/2004 09:43:26 Frank Shores, Roger and Linda Amburgy, Ray Walters, 15/May/2004 09:56:01 Jan Morgan, ~26 members in attendance. 15/May/2004 09:59:21 Charles Huey, Don Scola, 15/May/2004 10:06:54 Ed Cavin, Devona Moss, Louie Jones enter 15/May/2004 10:08:15 Howard Mohr enters 15/May/2004 10:09:21 Rex Tackett enters 15/May/2004 10:09:47 Grace Erskine enters 15/May/2004 10:11:01 Sue Rice has entered 15/May/2004 10:12:06 Don Moreland enters 15/May/2004 10:12:25 Ed Horton enters 15/May/2004 10:13:40 ~45 members in attendance 15/May/2004 10:14:58 Howard calls meeting to order 10:15 AM 15/May/2004 10:15:30 Roll Call 15/May/2004 10:15:38 Minutes from April 17 meeting additions, deletions, questions? silence 15/May/2004 10:16:53 no discussion 15/May/2004 10:16:58 Don motions Grace seconds to accept 15/May/2004 10:17:14 approved with Sue abstaining 15/May/2004 10:18:22 seem to be decidng on the order of business 15/May/2004 10:18:36 By-laws submittal. Sue questions that Grace voted yes. Grace clarifies that she did request that the proposal be reviewed. Ed Cavin questions the question, stating that there was a proviso on the motion that there would be a legal review by the attorney Grace responds that she did see issues and there is a question about the issue of the proposal having been sent with necessary changes. Rex states that it was decided and as long as it passed review. Ed Horton reads the motion. Sue states that there were two votes. Howard asks for a motion to accept. Ed C. offers motion to accept minutes of the voting seconded by Don, 15/May/2004 10:26:21 approved. 15/May/2004 10:27:01 Treasurer's Financial Report-Rex Money Market Account $16,045.63 $101,743.27 Woods & Huston account $117,788.90 total General Checking $59,504.58 CD's $461,775.48 Total Cash Equivalents $643,189.41 Sue asks that it be placed in the minutes that the majority of the BOD did not recieve their financial reports. Devona states that she mailed them on Monday, asks if they should be faxed. Sue objects to Devona's statement, 'guffaws' from the floor. Ed H. asks when there should be a cut off. Ed C. asks Devona if she's working with the procedures that have been set up for her. Ed C. says it seems to be a problem of when there needs to be a cut-off to get the information together for the meeting. Rex answers Devona that he received his mailing Wednesday. 15/May/2004 10:32:33 Committee reports Activities- Don reports birthday/anniversary party last weekend Mem. Day activities Sat 29 carnival 1-3 3:30 8-12 at night a band at T-top 30th Poker Run at 1, sign-up starts at 10AM Fire Department- installed water shutoff van on top of tank Fire Chief of Gainesville, June 10th 11th 12th during the annual meeting will have some training. School House- Charlie Baker Fund raising breakfast Saturday 29th 7 AM Biscuits are MIA any help would be appreciated. Conservation Committee- Don Scola Poker Run serving hamburgers hotdogs soda at T-top at 11AM til-? 26th June- Kids fishing rodeo in Hill Country Stocking the big pond will provide rods and reels hot dogs soda for kids that participate. ribbons and trophies will be provided Craft House- No report Coffee Club- Mabel Wilderness Way- no report but somebody says it looks good Welcoming Committee- Mabel says she was not able to take it over Howard asks to have somebody volunteer to participate. Bob Morgan asks what needs to be done? Howard explains the duties. Bob volunteers. 15/May/2004 10:39:51 By-laws committee Ed C. reports. notified the committee that he will be resigning as chairman. Rules Committee- Ed C. reports that as far as he knows the hand-out rules have been finished. There is a voting sheet in the meeting packet on the rules from the last 3 years that members need to approve 15/May/2004 10:40:59 Corresspondence Ed Horton reports C2C and RPI resort reciprocity with Paradise Valley in Cassville, Missouri asking for an agreement Ed H. motions that the agreement is approved. Grace seconds 15/May/2004 10:43:21 approved Inquiry from North Am. Camping Club asking to establish an affiliation. NACC members pay $10 a month, drive up campers pay $15 a night. NACC reimburses the park for no-shows. profit sharing for enrollment. other benefits claimed. 15/May/2004 10:47:04 Grace moves to table until the BOD can look at it more closely. Some discussion about details. decide to table. 15/May/2004 10:48:49 Ed H. asks about Frank Shores letter regarding survey April 18, 2004 JJ Johnson and Frank checked NW section of the property. new fence is 30 feet plus or minus south of the old fence. There is a fence across a trail. 2001 Alan Burgess surveyed the land, Frank asks BOD to re-establish our property lines to make them certain. Frank asks to have some fill at the Foggey crossing but it is certified and safe for all vehicles. Sue asks about the April 2001, and says that the BOD decided at that time to verify the property line. Frank offers to do the fence himself, Howard asks to have Frank make sure it is done properly, Louie and others will check on this tonight and get the process in motion. Frank mentions some erosion at the Handicapped fishing pier. Requests a load of rock. Howard tasks Louie with refilling the hole at Wilder. Frank describes the erosion situation at the tubes. 15/May/2004 10:55:20 some contention about a letter. Sue tells the others that because it has names mentioned in it, it should not be read in open session. Sue sent a letter regarding her participation and resignation from working with the annual meeting committee. Sue mentions letter from State department of revenue. Regarding the RV show. Sue says she did not get the form, and we need to request that form so we can send it back. 15/May/2004 10:59:55 Acting Ranch Manager's report Howard states that Louie is the acting Ranch Manager, feel it would be inappropriate to hire an acting RM until a later date (after the busy season). Louie gives report personal comments- Louie is a minister, he was not going to allow RM or Head of security duties interfere with serving the Lord. Louie confirms that he did resign as pastor at the Immanuel Baptist church, but it had nothing to do with his duties at the Ranch. also, it pretty much is not anybody's business. "Will do the very best job that I can for the Ranch, and still serve the Lord." Louie's voice may come off as harsher than he really is. "if I'm really mad at you, you'll know it." Don't interpret his tone as meaning anything. acquired 2nd second tank for honey wagon, is being worked on now to be used as backup 5 new first responders have finished class Louie, Linda Amburgy, Michael Amburgy, Pat Meyers, Sheena Curtwright- listed as our first responders on the Ranch. Grace asks about more classes. Louie responds that there is a required minimum, and it is in process. Louis does have a CPR class setup on the Ranch on the 16th of June. Some recertifications will be completed at that time. $190 for total fee. Book on file for first responders. Question from floor about Automatic Emergency Defibrillator, Louie says we don't have it yet. Should be here before Memorial weekend. Question about supplies. Louie says there are a few things needed, but in pretty fair shape. All campgrounds are open. the four reconditioned trailers are now out for rental will be available Memorial Day. Campers in Powder Mill still need to be washed. Sue says it's nice on the inside, heat is problematic, water is hooked up backwards. Water turned on backside of stage stop 4? by the first of the week. Geared up quicker this year than in the past. Trying to watch our wages. All departments are attempting to cut back on hours. All departments are working with him well. Permits for the state, liquor, fishing, etc. all taken care off. should be finalized on Monday. Comment from the floor that "we have the nicest bunch of rangers we have ever had." Comment from floor on the placement of the steps in the pool, it is much appreciated. Louie comments on the concern that he is carrying two jobs at the moment, "I don't have a problem with it. It just rolls off me like water." Grace comments on the lights at the front gate. Pole lights were redone yesterday. The ground lights will be elevated. Signs are ready, should be out by Memorial day. 15/May/2004 11:13:35 Old Business- Question from the floor, Charlie Baker asks regarding the ballot counting procedure. Requests to have a monitor present. Ed Horton states that he has a report forthcoming. Coast 2 Coast, Ed Horton reports, conference with representative. BOD have agreed to participate, based on a FAX system, not required to be on the internet. expect to set up a direct deposit for the C2C, and our guidelines have been clarified. It will still benefit us to have the partnership as the Ranch will still be paid. The insurance mailing list usage was not authorized by C2C. Still being investigated as to why this was mailed to members. Unapproved use of mailing list Ed H. Safe Open report. Confirms that the safe report was submitted by everybody who had access to the safe. Normal procedures were followed. Unable to determine how it was opened. Nothing was missing. Auditor's contract- Ed H. talked to the Auditor on Wednesday, says the work is going well, making good progress. Some information has been requested from prior auditor. Ranch Insurance- Howard reports that several companies are in the process of bidding, should be receiving those shortly. Grace describes the various liabilities that the insurance bidders do not like. we are down to one bidder. We have 4 major liabilities. hunting, atvs, horses, poker runs. Guest atvs cause a major increase in rates and liability. 5 different insurance companies running into the same blocks. "if we get anyone who will carry us, jump on it." Howard, comments on the complexity of our situation. there will be a field underwriter on Monday. Howard asks, "please, be nice" Ed. H. comments on the underwriters' principle concern, poker run. Howard mentions one alternative. consider giving the authority to certify that people have a certificate of insurance for atvs. Comment from floor, "we have insurance on our ATV, wouldn't that cover the Ranch?" Howard explains how the Ranch could be liable if damages exceed an individual's limit and the Ranch then becomes the target. Extended discussion on the various problems with individual and Ranch liability. Question from the floor regarding the use of ATVs by only those 16 years old and above. Howard says that it is something that we may have to consider. 15/May/2004 11:33:57 Annual Meeting status report Ed H. reports meeting here in 4 weeks ballots coming in. Committee will be using the same procedures as have been used in the past. both the BOD ballots and by-law ballots will be counted. results will be stated at the meeting. Ed H. restates the instructions for voting. Question from Irene. Packet was sent to Texas. she has not received one packet. She contacted the office, they said she would have to wait to see if it gets in. Ed H. and Sue state that it is fine if she gets a second packet. Devona states the problem with the mails. RV shows- Howard asks if we shall continue with them. Ed C wonders what the expenses and results are. Wonders if we're getting any return on the time and money spent. Discussion about what was spent/how many responses it will generate. Sharon Horton says we have had at least one response generated by the RV show. Wait to see if there are more results. 15/May/2004 11:39:29 Louie reports- Hay out front, Louie says Don Ellison is working on the baling equipment, some is operational, some need work. depending on the needed repairs the costs could vary. will try to sell our surplus of hay, instead of storing to excess. Rex and Charlie discussing the repairs and use of the balers. Discussing fertilizing fields etc. 15/May/2004 11:45:40 Ed Cavin talks about ways to raise money. requests volunteers to research some of the money-making ideas. portable storage sheds. Howard mentions some short fellow from Poplar Bluff. bid for these units. name is Hicks? John Stewart mentions the bid. Howard asks that this be followed up on by John Stewart. Sue seeks clarification regarding how much and what besides our Not-for-profit fees count as part of our non-taxable income. Karen Stewart asks if that is net profit or gross profit. Sue states that it is net profit but the maintenance fees alone count for 2/3s of our income, which leaves 33% of our other income from other sources. Bonnie questions how much insurance storage units will incur. Ed Horton comments, nearly everything considered to raise money has positives and negatives. We need to keep the bottom line in mind. $3415 for 36 rigs for RPI, C2C. Karen Stewart says we need to take a look at these ideas before just knocking them down. Howard asks Eddie to convey to him members who are there the thanks from the BOD and members. 15/May/2004 11:57:59 Adjourn for lunch. 15/May/2004 13:00:27 Howard returns, Ed Horton returns. 15/May/2004 13:00:50 Grace returns. 15/May/2004 13:02:34 Don returns. 15/May/2004 13:06:34 Sue returns. 15/May/2004 13:08:42 Ed C. returns. 15/May/2004 13:08:54 Rex returns. 15/May/2004 13:09:01 Readjournment. New business- Clubhouse computer. Ed H. Conservation committee- changes with regard to hunting. raise hunting fee from $5 to $15 for guests. Kenny Robinson proposes to go to shotgun only during hunting season for safety reasons. Sue says if it's shotgun only it might make a difference with the insurance company. JJ Johnson is asked to give a response. Frank Shores says, "the committee may be getting into an area it doesn't need to be, why change if we haven't had any accidents in 30 years." Howard asks if there's a difference between the liability insurance for shotgun or rifle. CBloom mentions that hunting has not been on the ranch for 30 years. When did it start? Jan Morgan states that at the committee meeting this was a statement made only by Kenny and there was no discussion. Suggests setting aside the letter and discuss the permits. Grace says that with the insurance people it doesnt matter, they just qualify "hunting" not whether it deals with shotgun or rifle. Howard suggests that the issue be tabled for the time being, and bring it up later 15/May/2004 13:21:39 clubhouse computer. Computer has problems. Probably an issue of misuse. Sue says we have 4 computers with windows98. We do not need donations if we have them available. 15/May/2004 13:26:57 Louie gives a report on the older trailers. Some trailers are not fixable, or we do not have time to fix it. There is a free-standing refrigerator that can be salvaged. The Conservation Committee would like to have that to replace one of their old one. Louie suggests that this icebox ought to just be donated to the Cons. Committee. Sue moves to let the committee have it Seconded 15/May/2004 13:28:44 approved. Jan Morgan asks Ed Horton who will be responsible for upgrading the clubhouse computer. Lori Collins will handle it. Don asks about the fence. Len and JJ respond. Ed Horton asks about radio ads, and whether we want to run any. Has a letter from KOHM in West Plains. Math 30 second commercial 17 weeks, $400 month. Howard says that it would probably not be advantageous to do this. 15/May/2004 13:31:47 Junk Trailer paraphernalia Ed C. reports that atty Pointer suggests that we need to get documentation of the "junk" status of these trailers, we would probably not have any problems with anyone protesting or making a claim on derelict property. Ed asks for suggestions. Asks if there could be a committee to handle this. Suggestion from the floor that we put a notice in the Newsletter regarding the disposal of junk trailers and property. Louie comments on the problems involved with making contacts on derelict property in the compounds. Many items have no numbers, so contacting the owner is not possible. Louie thinks that a committee at this point will not be much help due to all of the traffic in and out of the compounds. Perhaps this could be approached after the busy season. Another question regarding the trailers or junk. What happens to the stuff that's inside the trailers. Craft House sales, or in other revenue recovery processes. Some personal property. Suggests a Ranch table at a flea market or somewhere. 15/May/2004 13:40:26 Ed C. reads By-laws regarding compensation to BOD for expenses for travel. 15/May/2004 13:42:20 comment from the floor regarding the 10 people running for the Board. Asking about the 2 missing resumes on the window in the clubhouse. JJ responds that the resumes were posted on the window on April 2nd. The committee only had those resumes at that time. Louie metnions that there is an RV dealer who would like a promotional consideration similar to Kerry, West Plains Motorsports etc. All-Season RV is the dealer. Possibly setup a display for Memorial Day weekend. Sue asks about their liability insurance. Bruce will not be renting ATVs this year. Golf carts will be available. concern about establishing the precedent for the promotional deals with other retailers. Howard asks who would or who would not be in favor of allowing the dealers to set up a display. Make sure that access/road to the schoolhouse is not blocked. 15/May/2004 13:54:02 Ed C. makes a motion for a one-time basis to allow 3 RVs for a 3-day weekend, proof of liability, $1 day for electricity. Cindy Bloom asks what the purpose for this display would be. seconded. 15/May/2004 13:56:37 motion passes. Member items- Linda Amburgy asks about a copy of the video record for members. Told to get in contact with Tom to get a copy. Motion to adjourn 15/May/2004 13:58:56 passed.