September 18th 2004 Board of Directors Meeting Open Session Cloud 9 Ranch Clubhouse Patio Room 18/Sep/2004 12:59:06 Len Thomas, Charles Huey, J.J. and Lola Johnson, Earl Rahlfs, John and Karen Steward, Linda Amburgy, LindyW2(forum nickname)Lindy Webber, Cindy Bloom, Ed Cavin, Bill and Zelda Huster, Don Moreland, ~34 members present. Ralph Cole present. 18/Sep/2004 13:00:09 Mel Hands, RM, enters 18/Sep/2004 13:00:27 Charlie Baker enters. 18/Sep/2004 13:03:18 Diana Melton enters. 18/Sep/2004 13:03:55 Ed Horton and Sue Rice enter. 18/Sep/2004 13:04:11 Howard Mohr and Grace Erskine enter. 18/Sep/2004 13:05:58 ~40-45 members present 18/Sep/2004 13:08:19 Grace calls the meeting to order. sort of. feedback experiments with the PA system. 18/Sep/2004 13:10:48 Called to order properly. Grace informs the members that this is a business meeting and we are their guests. 18/Sep/2004 13:11:23 approval of meetings. July 10th meetings first. 18/Sep/2004 13:11:42 Charles moves to accept, seconded. 18/Sep/2004 13:11:52 approved. 18/Sep/2004 13:11:57 August 21 minutes. Sue has one correction. Paragraph concerning move date. Original motion was changed during discussion. 18/Sep/2004 13:13:31 Charles to accept as amended. seconded. 18/Sep/2004 13:13:40 approved. Frank Shores is in Italy. 18/Sep/2004 13:14:02 Charlie gives financial report. 7 CDs $375,936.06 in CD $11,111.80 Money Market $8,305.75 Woods & Huston Money Market $19,417.33 in MM total $9,737.36 in deneral checking $4,120.05 $409,210.80 total $50,000 will be put into Money market account from CDs so it will be available. 18/Sep/2004 13:16:08 Committee Reports Activities-Don Moreland Reports Labor Day went well 316 ATVs in poker run. Helped with clubhouse chairs. Next meeting Sept 22 Fire Department-Don Reports Tues 21 Vol Fire Department and 1st Responder meeting 7PM No burn order on campfires. Coffee Club-Mabel reports Mabel has a sugggestion. MAbel wants to send out a card to members who are sick or in hospital. Schoolhouse-Charlie All activities completed this year. If you want access, see Mabel, she has a key. Craft House Wilderness Way Welcoming Committee 18/Sep/2004 13:18:26Conservation Committee- Hannah Huddleston reports Going to vote on a tractor Tuesday. Will sell hotdogs at the firefighters poker run. Hannah asks poker run committee to stop crossing creek anywhere above Fogey Hollow. Seems some fishermen were upset about the mud in the creek and they threatened to call the State DNR to file a complaint. Don says he doesn't cross it any more than he has to and tries not to cross it at all. Kid's Activities 18/Sep/2004 13:21:29 Old Business. Sue reports on NACC Sue asks if all have read the information. All confirm. Contract item #6. Miranda at NACC was contacted. Apparently C9R restrictions can be applied to the NACC users. We do not have to have reserves available. Question about how often the NACC people can return to the Ranch. If we can limit their opportunities to come back, it might be good. Grace does not like that they can use the Ranch 2 weeks a year. Sue notes that the NACC pay $10 a night on a reservation and $15 a night if it's a drive up. Diana comments that perhaps we should focus on our own memberships at this time. Our goal should be to fill the Ranch year round. we shouldn't give preference to others before our own guests. Sue and Diana "discuss" the question of availability of slots and paperwork. 18/Sep/2004 13:27:09 Ed Horton moves to accept the proposal. Sue seconds. discussion Karen stewart asks how much NACC membership costs. Says she believes it is only $90 a year. Members would be foolish not to drop their C9R membership and go to NACC to save money. Ed Horton says it's the same situation with Coast to Coast. Karen says a member who only comes to the Ranch for two weeks a year they can save $200 by switching to NACC. Grace states main concern as members have spent money on memberships and NACC would be coming in as a loss to us. HOward mentions the C2C home base. 18/Sep/2004 13:30:08 Charlie, Howard, Diana vote no 18/Sep/2004 13:30:28 Motion fails. 18/Sep/2004 13:30:35 Sue reports on Pay phones One year contract instead of three year. Use the contract or lose it. The company has to average $100 a month per phone per year or one will be removed. So the lesser usage in the campgrounds through the Winter should be made up in the Summer. Usage includes cash, credit, and calling cards. 18/Sep/2004 13:32:48 Sue reports on Hay situation Chuck Ruckdeschell and an internet Hay exchange. Depending on the amount of hay available it can be picked up. Grace asks Mel if we were going to pursue a partnership on the hay as well. 18/Sep/2004 13:34:40 Sue reports phone lines on the credit cards copy of a letter of recommendations to operate credit card phones. solve our credit card machine problems in retail. 18/Sep/2004 13:35:56 Grace notes that Mel is officially on payroll and we're glad to have him on. 18/Sep/2004 13:36:33 Sue moves to waiver our 90 day propane aggreement so that Mel can get the situation ready for winter. 18/Sep/2004 13:37:30 Motion carries. Mel can get the cards setup. 18/Sep/2004 13:37:41 Howard reports on 2001 resolution to open BOD meetings. Howard reads the resolution regarding content of the BOD meetings open sessions and closed sessions. Proposing the following changes. sections 1-3 unchanged. 4. emmber may submit a request describing the nature of business to be discussed to include Letter, email, or fax 5 working days. 5. BOD may hold closed executive sessions in accordance with MO state laws for Not-for-profit corporations and Robert's rules of order. Jan Morgan has a question. 18/Sep/2004 13:40:42 Motion made to accept. seconded. Jan's question. since we are not privy to your closed meetings, if something is brought up by a BOD meeting, where/when do the MEMBERS get a chance to have input in the closed session issues? Grace says that with the other restrictions on the closed session issues, there should not be a problem with Member issues. Continuing discussion regarding what can be brought to the BOD's attention and when. Mel comments on the resolution. Agenda items and the BOD opening the floor to discussion for general issues. Grace comments on what they can bring to the open session and this new resolution should free the BOD to bring these sorts of things to the members' notice. John and Karen Stewart comment on the issues that the original resolution was passed for. Karen and John interpret the new resolution as broadening the BOD's coverage of issues in Closed Session. 18/Sep/2004 13:47:29 Grace closes discussion calls for a vote 18/Sep/2004 13:47:37 Motion is voted and approved. 18/Sep/2004 13:48:09 Charlie Baker reports on Authorization for signs or other "improvements" suggestions and improvements must be approved by the Board or RM. 18/Sep/2004 13:49:46 Ed Horton reports on RM trailer. BOD authorized the purchase of a new mobile home for the RM residence. Old mobile home was assessed and needed many repairs-determined to be unrepairable. New mobile home purchased for $20,700. May attempt to put the old mobile home up for bid. Will be accepting sealed bids until december 31st on the old RM trailer. 1972 model 12'x70' two bedroom. RM will prepare a sheet with specifications to be published in newsletters. 18/Sep/2004 13:53:16 Motion made to accept bids. seconded. Ed Cavin asks if there is no use that the old Mobile Home could be used for. Such as moving the Ranger Station to the Gate placed in the old Mobile Home. Ed asks if these things shouldn't be done before the bids are solicited. 18/Sep/2004 13:55:49 all in favor. motion approved. 18/Sep/2004 13:56:08 Ed Horton reports on storage units. Frank Shores and Ed have been working on bids for storage units. Got an initial proposal in June. Received 4 bids. Universal Builders $25,305 with September bid. -$1800 for ranch construction $2300 to put in the slab. Mattingly Ent. 9-2-04 good for 30 days metal building on wood frame $26,810 Something Industries valid 30 days $15,520 Someplace in West Plains wood building $18,279.88 no action at this time 18/Sep/2004 13:59:19 Ed Horton reports on compound fees. aware of the $5 fee for compound access. It does not specify RV. question of wanting to get something in or out of your trailer. should that also require the $5 charge? Asks Ralph for input. Ralph says it's not a big problem. Not much cost. It does happen on occasion. Ed asks if there should be a fee for this. Ralph says there are some little things that he wouldn't worry about. 18/Sep/2004 14:01:56 Ed Horton moves to leave the $5 fee to enter the compound to get items other than vehicles or RVs up to the Ranger's discretion. some discussion Linda Amburgy asks about if the compound is already open. Grace answers that it is the Ranger's discretion. 18/Sep/2004 14:05:35 Motion passed. 18/Sep/2004 14:05:44 Grace announces Devona Moss' resignation. Mel will be conducting a search for replacement. 18/Sep/2004 14:06:07 Ed Horton reminds members to return the Budget ballots, as this is very important Mel says write Ballot on the outside of the envelope Grace says that the accountant does not have time to set up anything for the budget ballot counting so it will be conducted regularly. 18/Sep/2004 14:08:14 Ed Horton reports on golf cart proposal should we have someone look into the situation. Tabled 18/Sep/2004 14:08:46 Grace comments on BOD. she thinks they've made improvements. 18/Sep/2004 14:09:01 Charles Baker reports on loophole to 30 day rule members stay on a pad 29 days, go on a 72 hour leave, and come back to another 30 days. one time over the holiday we had 8 people in a rental trailer. Looking into ways to correct for this. behind compound 2 there are 8 trailers that belong to the Ranch. Would like to open them up for bids. 18/Sep/2004 14:10:39 Charlie moves to entertain bids on those 8 trailers to be submitted by December 31st. seconded J.J. asks about the other trailers in compound. Ralph says there are two files of papers to go to the lawyer and other situations regarding trailers. Charlie states as of now there are 8 that for sure are the Ranch's 18/Sep/2004 14:12:29 motion passes. Mel states that whatever is out there will be auctioned as is. 18/Sep/2004 14:13:13 Sue reports on sales program. User permit system since July 2002. Has not generated volume of sales that was hoped. We need a new program. Sue recommends that the user permit program should be terminated by Dec 31. 18/Sep/2004 14:14:16 Sue moves that we close the user permit sale program to be ended by Dec. 31. Have the sale complete by Dec. 31. 18/Sep/2004 14:16:43 motion is approved. 18/Sep/2004 14:16:51 Grace comments on a messup with the minutes and the Move dates. If you have already moved for the winter, you can stay there. if you haven't yet moved, you cannot until official move date. Asks for a new motion. 18/Sep/2004 14:18:06 Sue moves that in 2005 move dates will be Oct. 1 to April 15. will not apply if you leave the property for less than 96 hours. and you cannot go back to that pad after you leave it for the Summer. seconded by Ed Horton. Len Thomas asks if he can't move onto his pad until October 1. in 2005. Question about not going onto the same pad in 12 months. Grace responds that the BOD felt that would be equitable. Ed Horton asks for more clarification. The 96 hours vacated means your trailer can not be on any pad at the Ranch. Don Moreland asks about the 30 day rule and moving to winter pad on the first day of September. 18/Sep/2004 14:24:52 motion passes. Len Thomas asks about this year. Ralph asks about the snowbirds. do they have to move too? Yes. Powder Mill and Hill Country only. Sharon Horton comments on ability to spread grass seed on bare pads. Can something be done about this? Grace turns the problem over to Mel. 18/Sep/2004 14:28:05 Charlie has an item. We have some people here from Bakersfield school district. They want permission to have their cross-country relay race on the Ranch. Spokesperson from the School-Chris Galuy Jr. High 6th grade up through 12th grade. 1.5-2 mile race and a 5Km race. from 6 to 8 teams, 100-120 kids. Not a lot of spectators, but coaches, parents, managers. Will need to mark a course for the kids to run. Heard about C9R from students whose parents have memberships or friends have memberships. The Ranch sounded like a great place with all the trails. Their relay last year went through a farmer's field and that option is not allowed this year. The race is all-terrain so anyplace on the Ranch could be appropriate. Grace asks how many total could be expected. 5 teams and the Bakerfield team. With about 20 members each. Estimate 80 to 100 spectators. October 18th is the field day Kathy Warren questions about concession from school. Proposal covers C9R provision of concessions. Kathy Warren asks about entrance fee. It is minimal and will only cover medals and administration. Sharon Horton has a question about insurance. School would cover the students. Comment from a member and Bakerfield parent-Kelly Wells-that her daughter loves the Ranch and is very proud of it. She would like to show off the Ranch and to see if Cloud 9 could help support the school. It will get parents here, will be a great way to sell memberships. Grace says they have discussed this, and it falls to the Ranch Manager. Check liability and check concessions. 18/Sep/2004 14:36:54 Sue moves to sponsor the cross-country meet provided Mel's questions are answered satisfactorily. Issue of bus and spectator parking. Don Moreland comments on Gate keeping track and how to lay out the track for the race. J.J. asks about who cleans up after. Kids will. Hannah asks about spectators and their personal ATVs. Mel answers that there will be one or two administrative ATVs for the race. Bob Morgan asks about a before and after impact on the Ranch. 18/Sep/2004 14:40:14 motion passed. 18/Sep/2004 14:40:23 set next board meeting date. 18/Sep/2004 14:41:01 Charles Baker reports on a letter. Connie Morgan asked to bring in 12-15 units for Air Evac Conference. 18/Sep/2004 14:41:31 Sue moves to allow Mel to handle this. retracted Mel will handle it. 18/Sep/2004 14:41:58 Howard wants to set Board Meetings for next few months. Oct 9 Nov 20 Dec 18 all at 1:00PM 18/Sep/2004 14:43:26 John Stewart asks if any other issue, other than a lawsuit, will be discussed in closed session. Concerned about violations of that resolution in the past. It has not been upheld and now it seems to have been discussed in closed session again, to find approval among the BOD of this issue before it was brought to the floor. and in itself it was not an issue covered by the previous resolution. Sue says that anything that falls under Sunshine laws can be discussed. but it cannot be voted on. John asks what the members can do to remedy BOD violations of their previous resolutions to not discuss these matters in closed session. Karen Stewart mentions the violations and she has written a complaint in regards to violations of Robert's Rules, how Budget Committee was handled, Karen also asks about a formal violation that may have been filed(which Karen says is a fact) against Sue Rice by the CPA. Karen asks that if she as a member has an issue to discuss, will she be heard? Grace says that if the BOD feels it is relevant it will be heard. Karen asks what is our redress against violations committed by the board itself? Several others are joining in and Grace threatens to close the meeting. More chaos from the floor. 18/Sep/2004 14:49:12 Grace declares the meeting adjourned. Karen says, "thank you Grace, you've given us your answer." "that's the only right you've given us, is to go to court." Meeting is officially closed, but there is still significant discussion. another circus. 18/Sep/2004 14:55:49 finally clearing out.