21/Feb/2004 09:34:47 several members in attendance. John Stewart, Karen and son. Alan and Jeanne Rudolph. 21/Feb/2004 09:39:10 Louis Jones present. 21/Feb/2004 09:39:29 J.J. and Lola Johnson present. 21/Feb/2004 09:47:33 Hannah Huddleston of Conservation Comm. present. Jan Morgan and Len Thomas 21/Feb/2004 09:54:36 Charles Vandre present. 21/Feb/2004 10:04:46 Mary Bullard present. (This was not Mary Bullard, but it was someone named Mary. I asked someone who she was, heard the name "Mary" and filled the rest in on auto-pilot.) 21/Feb/2004 10:05:07 Sue Rice enters. 21/Feb/2004 10:05:18 Howard Mohr enters. 21/Feb/2004 10:05:53 Ed Cavin enters. 21/Feb/2004 10:06:24 David Pointer(?) enters 21/Feb/2004 10:06:44 Grace Erskine enters. 21/Feb/2004 10:07:40 Rex Tackett enters. 21/Feb/2004 10:08:09 Don Moreland enters. 21/Feb/2004 10:12:00 Ed Horton enters. 21/Feb/2004 10:12:11 All BOD members present, Louis Jones-Head Ranger, David Pointer-Ranch Attorney all present. 38-45 Members, Officers, Employees attending. Tom Erskine monitoring videotape. Ed Horton with audiotape. 21/Feb/2004 10:19:39 called to order 10:20AM January minutes Sue moves to move Ed C. seconds. 21/Feb/2004 10:21:05 carries 21/Feb/2004 10:21:11 Rex Tacket financial report. $100,000x3 accounts CD $360,390.00 Money Market $117,515.16 $215,542.08 $697,593.63 total NOT CERTAIN Devona Moss- Office Manager introduced. 21/Feb/2004 10:23:13 Sue Rice goes over the check register. Ed C. asks about what turns out to be a payroll entry. Rex asks about snow entry. 21/Feb/2004 10:26:59 Ed C. discusses financial statement. P&L in the works. 21/Feb/2004 10:27:19 Committee Reports Don Moreland- Activity committee. Superbowl party, Valentines party, today hotdogs/sausage for lunch, Feb 25 another activity. 109 chairs paid for by Activities Comm. $2,149 poker run Sun May 30 Sun July 4 July 5 September 4 Fire Dept. Jan 31 Louis Jones and Don attended a fire presentation Feb 5 generator from west plains 200' 1.5" hose all at no cost Letter from Federal excess property depot in Lebanon 85 chevy 1 ton 4x4 pickup. could be used to haul generator, transport personnel, will pull 500 gallon water tank, heavy duty truck used as remote ambulance. 21/Feb/2004 10:32:53 Don moves to go get it. Ed C. seconds. some discussion about insurance and garage facilities. 21/Feb/2004 10:35:37 motion carries, Sue in the negative. No schoolhouse committee report. Conservation Committee. Present fish supplier is the only bidder that can meet our demands. Same cost as last year. $2/lb. other suppliers either have no facilities or did not respond. Present new fishing rules and the 8 presentation boxes to replace all the old signs. (see picture) agreed to donate $250 to activity committee for chairs. Martin houses-4 additional posts for new birdhouses. installed within next month. Cindy painted the birdhouses. New signs at the creek, speed limit signs. will replace signs along the creek. in contact with local conservation sommission on the 25th to consult on food plots and other benefits to the wildlife. Len asks for BOD approval to adjust or adapt to wildlife and prohibit quail hunting until the stocks build up. Perhaps release bobwhites or quail. Some quail around Ranch. work up rules for quail hunting. conservation committee submits photo album of activities. Craft House no report Wilderness Way Welcoming Committee No reports for any of these. Correspondence 21/Feb/2004 10:43:15 Ed Horton reads letter from TGB developments Feb 15. Requests new opportunity to negotiate for Cabin building. BOD will consider further proposals. Louis Jones Security report. cleaning of compounds 10 released w/title trailers. 4 will be kept for rentals 6 will be sold. 51 units contacted 19 responded with settlement terms. 4 letters out now, no response. 18 have not been heard back from. can be turned over for legal action to reclaim excessive storage fees. 51 units total removed. Many other units without numbers that are in uncertain status. Turnovers in employees. Lost one at gate. lost one ranger and one auxilliary. 2 new gate employees Jacob Eckerd and Gail returning this season. Charles Dewey returning as a full-time seasonal ranger. Shirts for employees. Settling on the Blue shirt as uniform. Gate attendants want different shirts. Some committees have offered to assist in acquisition. Monagrams added at no cost to Ranch. Sue mentions fall inventory of 2 boxes of tan shirts. Louis mentions that they may not fit "two large-busted women down there." 21/Feb/2004 10:56:01 Ed C moves to get uniform shirts for gate, Sue seconds, unanimous. No shorts on employees. Stickers for ATVs Blue for guests, Red for members. Temp tags for guests. J.J. suggested stick on numbers for permit tags in order to have uniformity. members must buy the numbers. some discussion Louis states nothing will be allowed in the compounds without a visible number. Sticker for ATV will only be given for an inspected ATV. More discussion of ATV procedures. Issue of ordering medical supplies. Louis made a list of medical needs. $300 in supplies out of book. went to wal-mart and got identical supplies for $100. Grace asks about defibrillator. Louis says it has come in this morning, care of Larry Hughes< but we cannot use it. It is a hospital defibrillator. May not be used by first responders, not suitable. Can perhaps be exchanged, and if not, donated elsewhere. Louis describes his process of cleaning out the compound. It is an accounting and records exercise, also communication with owners. Sue asks how long until the redeeded trailers will be servicable. Louis says within a few weeks. Some need minimal cleaning or repairs. Old Business 21/Feb/2004 11:11:27 Budget committee Sue reports on budgeting procedures. Ed Horton, proposal for newsletter mailings. seeking to sail $500 in mailing costs. Has consulted with post office etc. to save on costs. Sue questions requirements of bulk mailing and permit usage. Ed H moves to adopt the proposal. 21/Feb/2004 11:17:32 21/Feb/2004 11:20:27 Grace discusses timber contract. Says she doesnt know anything about it. defers to Don who mentions the workers compensation insurance. discussion of what sort of cutter to get. 21/Feb/2004 11:23:26 2004 Annual Meeting. Sue has proposal for notice to membership that addresses voting, eligibility, ballot counting, proxies, etc. David Pointer mentions a parethitical adjustment to instructions that all ballots will be counted. discussion of wording and how the ballot counting will be conducted. Ed C. discuses numbered ballot. Notice regarding voting on by-laws changes. 21/Feb/2004 11:29:02 Rules Committee Ed C. reports that a handout is bein printed. fishing rules set up, Hunting rules are in progress(to include quail rules) Louis is working on ATV rules. 21/Feb/2004 11:30:44 Sue reports on Springfield RV show. March 5,6,7. $450 entry fee. $5 for spectators. Dan Standard update: Feb 4. Judge told him to be in court July 8 with attorney. 21/Feb/2004 11:34:20 Sue reports on office situation. full procedure manual in place. Devonna is working through the manual. CPA was not providing the service that was expected. Devonna reports that the office staff is reviewing past records and is working on updating. Sue reports that she and Grace are now able to get answers from the office staff. She says the situation is much improved in that respect. Sue instructs Devonna to send reminders for people who may not have gotten billed. cross-checked with those who have not yet paid. 21/Feb/2004 11:38:19 Insurance Policy received, soliciting bids. Current policy expires June 6. Sue suggests meeting with all department heads and BOD so that the policies can be reviewed. Make sure that all equipment is in inventory so that we are not insuring for property we do not have. IBM computer. letters out to solicit auditing bids. Need an auditing report of 2003 for the annual meeting. Sue mentions that the finacial reports need to see if 2002 year end adjustments have been made. The CPA has not yet provided that, Sue suggests getting Attorney Pointer involved to acquire that information. Guidelines for handling income. Fuel road tax refund discussion. EA issues. time card handling between the office and EA. Ed Horton mentions 2 bombardier ATVs and that the ATVs were a factory authorized deal and can be done again this year through the dealer. Ed H. suggests to contact the dealer and put the deal in writing while getting the full details. Sue mentions the 4 computers that needed to be located. Ed H. states that there are 5 computers around the Ranch. Sue suggests that the ones in the T-top be placed in indoor storage. Procedures with the Cash Registers. Louis says they have already started with the training. Issue with registers and how they ring in taxes. 21/Feb/2004 11:55:05 Adjourn for lunch. 21/Feb/2004 12:34:24 BOD returning 21/Feb/2004 12:34:34 Readjourned New Business Devonna states Laurie and new accounts payable person needed. Ed Horton reports, congratulates and thanks those who helped with the newsletter. Still seek to save money and explore savings. Grasshopper repair. Don reports that the motor is shot. $1420 to rebuild/repair. New engine is $2600 just to rebuild is $900-1000 Also the hydraulics are quite noisy, perhaps on the last leg. needs to be considered before sinking a lot of money into repairs, or partial repairs. Employer issues Renewal of coast to coast agreement. letter requesting update of c2c aggreement for 2004.21/Feb/2004 12:46:23 Sue moves to approve, Ed C. seconds. All approve. issues of representation with c2c book and reciprocity aggreements. Renewal of West Plains chamber of commerce membership. Ed H. asks what is gained from a membership? 21/Feb/2004 12:51:08 motion to not renew the membership passes. Howard speaks of a request for info about coast to coast and RPI issues. no waiver on ATV fees, etc. other special waivers for c2c or rpi. online employee job postings. no cost to ranch. Stables and haying report on what can be done to fertilize and lime. asked to find costs and report back to BOD. how many acres? 25 perhaps. by creek at Lane spring falls area. order the grass, put it in, get a small cutting. Louis comments regarding keeping ATVs out of the hayfield. suggestions. on the rides. trail ride price issue. copmared with other places, C9 is much less expensive. referred to budget committee. 21/Feb/2004 13:15:37 motion made, passed. Ranger Station Missouri Personal property tax. Ozark county and missouri state property taxes. let county know if you pay personal property tax elsewhere. Sue wants this mentioned in the sales info. Compound procedures. Sue presents proposal that implements a ticket system for compound access. logs kept by ranger. tickets turned in every shift. uncontrolled discussion. 21/Feb/2004 13:27:51 Ed C. moves to adopt the compound procedures amended to include a stamp or punch. 21/Feb/2004 13:28:35 passed. question regarding people who forget about the ticket and don't have one. questions about identifying delinquent storage fees owners and collecting. Internet at the gate for coast to coast reservations? Sue recommends against this. Not available for members, so it wont be provided to c2c. Ed C. moved to reject the proposal and not participate in the point system. Grace seconds. 21/Feb/2004 13:35:04 motion passes. Insurance overcharge. All previous communication has been oral. Request investigation in writing. Memberships and some trailers turned back in to the Ranch. 21/Feb/2004 13:40:52 Other ways to raise money. Ed C. discusses storage units, public campground on the road, pastures, raising livestock, ATV repairs. ATV rodeos, voted down. Giant flea market voted down. etc. Cabins. Now soliciting ideas from the members. ATV storage building. Someone volunteered to paint electric boxes. Roger and Linda. Trailer Life magazine article possibility. 21/Feb/2004 13:45:42 storage units. Howard mentions Dennis Hicks in Poplar Bluff to investigate storage units. 21/Feb/2004 13:48:03 Sue suggests policy regarding automatic contesting unemployment claims. Attorney Pointer offers advice. 21/Feb/2004 13:49:07 Howard's letter. Pointer Reads Mr. Alan Rudolph is here to present a report of his unofficial audit. Mr. Pointer outlines general policies and by-law requirements that prior notification is typically requested in order to review certain available files and records. BOD has recieved a 5 page report from Karen Stewart(included). Alan Rudolph has requested to make a presentation to the BOD. Jeanne Rudolph makes the presentation. Question credibility of December 31, 2002 Audit. April 21, 2001 resolution by BOD. Jeanne and Alan would attempt to trace cash and Karen Stewart would investigate financial records. Expenses increased moderately, while income declined 6-40%. Intend to continue to trace the cash and cash equivalents. Found that one person and board member had access to records and accounts in Oct-Dec 2002, while in the past two people had been responsible for this. Request that Karen Stewart's report scheduled for closed session be reviewed in open session. David Pointer states that typically financial concerns are addressed in closed session. Jeanne disputes this point. Alan asks when the resolution that prohibits Karen Stewart from presenting this statement in open session was passed. Karen says that the report is openly available to all members and she simply wants to make a presentation, either in open or closed session. But returning to Jeanne's point, Can this not be presented openly? Jeanne asks to see the resolution and date of the resolution that such issues would be covered in closed session Karen then raises a point about the Budget committee meeting tomorrow to finalize the budget for 2005. She would like to hold off on that until more accurate records or more credible reports can be used in determining the 2005 budget. "the members are being asked to vote on a budget that is proposed without accurate information." Karen: "jumping to settle too quickly a 2005 budget without accurate financial information" questioning "adjustments to the audit which have not yet been made" 21/Feb/2004 14:12:38 Ed Horton has a letter but the room is too noisy to tell what it's about. BOD discussing the letter while the gallery continues to drown out their conversations. 21/Feb/2004 14:14:59 I suppose there was an adjournment, but it might better be characterized as a cessation of hostilities, or perhaps as closing the curtain on the circus. At any rate, the members are up and milling about and it looks like the BOD is going to private session.