Cloud 9 Ranch Board of Directors Meeting November 8th 2003 Open Session Clubhouse-Patio Roomn 8/Nov/2003 09:57:20 Closed session seems to be ending. Ed C. and Rex have entered. 8/Nov/2003 09:58:32 Howard, Grace, and Monty have entered. Louis Jones is present. Brian(security) is present. 8/Nov/2003 10:00:58 Sue Rice has entered. 8/Nov/2003 10:04:29 Don Moreland has entered. 8/Nov/2003 10:05:55 Ed Horton has entered. 28-32+ persons in attendance in addition to those mentioned. 8/Nov/2003 10:12:31 All BOD in attendance. Seated from the podium's left to right, Grace, Don, Rex, Ed C., Howard, Ed H., Sue 8/Nov/2003 10:17:33 Called to order Before October minutes are read...waived 8/Nov/2003 10:18:16 Ed C. speaks to issue of Monty opening bids for trailers, horses, etc. reclarifies his previous statement. Sue has further discussion of minutes. clarification of what Rex said at Oct. meeting questions regarding insurance and agent's attendance. insurance agent not in attendance now discussion Monty- Agent has issued policy, will not be able to attend. Same policy as last year. Sue asks to clarify in the minutes that the agent was asked to attend this Nov. 8 meeting. page 6 - Sue's request cloud 9 ranch changed to cloud 9 ranch club inc. page 5 - Sue requests change at top of page regarding forum Howard asks for other discussion 8/Nov/2003 10:28:12 Ed C. moves to accept October 11 minutes as ammended 8/Nov/2003 10:28:25 accepted 8/Nov/2003 10:29:00 Sue has question/change about August meeting minutes. clarify that by-laws statement in minutes reflects by-laws requirement that membership vote for greater than 10% increase in maint. fee. 8/Nov/2003 10:30:51 June meeting Sue moves to recap June actions taken by the board at that time in closed session would be disclosed. "to make a consolidated report of final decisions made at the June 03 meeting closed session" 8/Nov/2003 10:32:29 some discussion 8/Nov/2003 10:32:40 approved Nothing further. 8/Nov/2003 10:34:40 Howard calls Chris from accounting office. Chris reports- status cards ready for 2004 4300 numbered status cards bills ready 49 B,C,D quit claim deeds not paid dues. Ranch being fined $52 each to put them back in c9r name. Rex asks if short form is attached. Chris says no, these are long form contracts. discussion over what the fee/fine is actually for why the ranch is penalized 8/Nov/2003 10:40:24 Ed C. makes motion that they move forward on the transfer deeds with David Pointer's advice to clean up accounting. discussion Rex Sue 8/Nov/2003 10:42:51 approved Sue has question for Chris regarding membership information cross-checked on computer for ballots and payment envelopes. i.e. membership # matches database # Chris also requested correct addresses. end of Chris' report 8/Nov/2003 10:46:51 Rex reports on financial reports money market, cd, cash equivalents-- 257,406.47 in accounts 85,000 bills expected this month payroll etc. 172,467.47 similar anticipated bills next month, allows for some operating expenses in the black. Sue has questions about the check register DBR Publishing $380 accounts payable Sue requests copy of the contract KHOM and others copier maintenance etc. Ozark mountain gasoline $67 Frank Shores check came out of inventory $99.53 auto repair voided, then repaid? Ed C. asks if anyone reads these checks before they go out. $2276.90 water pump? Rex asks Monty about horse bills worm shots etc. $99.81 first aid supplies Ed C. asks how often first aid supplies are inventoried. Louis said one was conducted last month. Ed C. asks Chris if preventative maintenance is conducted on computers. Chris replied. firewall is still running, telephone repairman has made service. office supplies $31.35 firetruck fund-battery? Flex antenna Sue tells Chris the memos need more detail. 8/Nov/2003 11:16:13 Sue closed session- No P&L's from after March. Nothing current 8/Nov/2003 11:17:19 Committee Reports Activity Comm. Don reports Coffee Club Mabel says "Hi" Conservations Comm. 20 new birdhouses (martin) food plots coming in meetings have been conducted Nov 14th 7PM hunter meeting Conservation Agent will be here. Patio Room. Nov 15th Chili cook out for hunters/members Patio Room. Looking for volunteers to take down/repair signs along creek. painting outline area with purple paint to mark hunting boundaries. looking for volunteers to work gates for deer check-in. 14-15th both weekends martin houses have been put up compounds 3-4 Welcoming Comm. no report 8/Nov/2003 11:23:29 Ed C. mentions that at last meeting all committees should have submitted a roster of all committee meetings to Monty. Monty claims only sparse response from Conservation Comm. 8/Nov/2003 11:24:00 adjourn for break 8/Nov/2003 11:40:05 Howard tries to recommence. 8/Nov/2003 11:40:42 All BOD present. 8/Nov/2003 11:41:03 call to order 8/Nov/2003 11:41:07 correspondence. Ed C. reads letter from Joe Devos to Chris Forbes re: hardware/software. Ed C. makes replies with his anaylysis of the system. Software is Access 97 or 98 Ed C. reads letter taken from forum regarding serving liquor in restaurant discussion about that, whether it is still an open item or resolved. Howard discusses ramifications complications with the proposal. 8/Nov/2003 11:50:22 Sue makes motion Don seconds discussion feasibility, cost, etc. Board resolves to end discussion on the issue for the time being. 8/Nov/2003 11:51:52 approved. Ed C. discusses a charity poker run suggestion. 2 objections. 1-gambling involved 2-liability issues. Suggests having someone make a cost-benefit analysis of this issue. 8/Nov/2003 11:53:54 Rex moves to no longer consider the charity poker run due to insurance issues. Grace seconds. no discussion 8/Nov/2003 11:54:46 approved Ed C. definition of adult on the Ranch. 18 yo can purchase membership, rules prohibit under 21 in the clubhouse. discussion of rule change, by-law change. Floor discussion. Request to change the rule to 18. 8/Nov/2003 12:02:28 Ed H. moves to change age limit in club house to 18. 8/Nov/2003 12:02:42 approved. Rule change only. will not be permanent until June when the membership votes on it. Will be published in next newsletter. request from floor to explain rationale for the rule change in newsletter. Ed C. availability of financial information to members. Ed C. questions making RM and rest of the BOD active on the internet forum so that they can see what is being said. Monty says "this is why I don't get on it, because of what's being said." Ed C. encourages everyone to at least look at the forum to see what people are saying. 8/Nov/2003 12:07:47 correspondence Ed H. reads letter regarding October 11 2003 meeting and issue of bids on trailers. Handicap parking violations. Alfalfa and fescue hay. Reimbursement for privately owned vehicles. Charles L. Andre. 8/Nov/2003 12:11:18 Sue makes motion Ed seconds trailer that bid was taken back be sold to an individual who said that he would pay was the lowest bid was 8/Nov/2003 12:11:30 approved. Discussion of handicap parking next to clubhouse. who gave permission and when were the ranch restaurant employees allowed to park in this lot. 8/Nov/2003 12:18:37 Charles asks when the sign can be changed Sue says sign needs to say "handicapped" not "wheelchair" in order to avoid confusion. 8/Nov/2003 12:20:55 sign wording was verified to say wheelchair and handicapped only. NO EMPLOYEES. Ranch Vehicles are allowed. 8/Nov/2003 12:25:18 Security was instructed to enforce rules regarding the parking in the ranch vehicle and handicapped lot. discussion of the hay baling and possible sales. 150 acres are in the program. Unknown how many acres were harvested. Charles Andre suggests cropshare not to cost the ranch a dime may generate small profit. 8/Nov/2003 12:33:10 Sue motions Ed C. sectons to reiterate to employees, in writing, restrictions on use of Ranch vehicles. Approved 8/Nov/2003 12:34:50 Sue reads letter to Howard from Alan Rudolph requesting financial information from May 2002 through current. 8/Nov/2003 12:35:59 Ed C. reads resignation letter from Chris Forbes dated Nov. 5, 2003. 8/Nov/2003 12:37:07 Ed H. reads letter from Bobby Morris to BOD-probably the complaint against Monty. Ed C. suggests not to read it in open session as it pertains to an employee. 8/Nov/2003 12:38:57 Ed C. reads Hare explanation of fees etc. Ed C. lists concerns about credit cards, fish fees and costs, horseback fees, atv fees, storage fees-monthly or annual, etc. 8/Nov/2003 12:41:15 Ed C. reads letter about Increases increases all over the Ranch. Complaints and concerns. Writer threatens to leave with other members. 8/Nov/2003 12:42:53 Obituary noted by Howard. noted for newsletter. 8/Nov/2003 12:44:14 suggestions in new business read by Howard. traffic fines, 30-day fee, atv safety. Melvin Gills. 8/Nov/2003 12:46:03 RM report Monty "I'll be very brief" insurance is issued north and west fenced in and barbed wire National Safety Institute for ATVs video training required to buy ATV. contact with instructors to conduct safety classes. class takes 4-5 hours, carries its own insurance, 8 person per class. Ozark County funded for fire department AED Zole Plus training for certification-will get us our AEE(AED?) Grace questions about Restaurants Health department inspection. Issues are being corrected. Monty says, "inspector told us majority of the complaints is minor stuff" Sue requests weekly status report to be emailed. 8/Nov/2003 12:51:25 Correspondence derogatory letters. Howard says board will investigate, but will not disclose at this time. 8/Nov/2003 12:52:12 Old Business 2004 Budget. if budget is rejected, plan to go back to committee to generate more funds. Member complaints against personnel and personal complaints. Rules committee issue. Ed C. short list has been compiled. water lines, speeding, etc. Rule sheet to be handed out for rule changes etc. Revise the master rulebook. 8/Nov/2003 12:58:59 Oct. minutes old business. Cabin updates. Contract has been received. Current contract is unacceptable. 8/Nov/2003 13:00:08 Sue moves to disregard the Cabin company proposal, Ed C. seconds 8/Nov/2003 13:01:34 Approved. Rex discusses the Ranch initiative possibility. 8/Nov/2003 13:07:11 Sue questions letter to state attorney's board re workman's compensation. Ed H. asks Monty to comment on increase and report on the $40,000 increase. Monty says due to increased number of claims and other issues the $72,000 that year was accurate. 10% back. We are now at a different rate. 1.12% 8/Nov/2003 13:09:48 Sue makes motion to send request to State Insurance Board to investigate why the rate increased. Howard requests that Sue draft the letters to SIB, IRS, and he will take responsibility for the correspondence. 8/Nov/2003 13:14:19 Hunting season issues. Louis describes the procedures for issuing hunting licenses with permit number/member number etc. Sue asks if purchase of permit generates a receipt. Howard instructs Louis that every cash transaction must have a receipt. Howard commends gatehouse procedure for proper exectuions of billing issues. Louis complains of high turnover at gatehouse personnel. discusses training issue, input issues, fine-tuning procedures etc. Sue asks about procedure for day-guest passes. 8/Nov/2003 13:19:43 Howard Budget Proposal 403yes 239no 30 not checked 2842 eligible for the vote. 8/Nov/2003 13:23:25 Sue reports on letter re:unaccounted for items at the Ranger station. Sue reads letter requesting criminal investigation into missing inventory and cash. ATV sticker, Trout licenses, etc. 8/Nov/2003 13:26:55 Sue moves to enact the proposal immediately. to get an investigation started. 8/Nov/2003 13:30:06 meeting gets chaotic Sue's report of what is missing fishing license mem annual 1500bought 1100 still on hand 365 sold 3900 2303 voided 1907 $9100 receipts total $27,127 receipts should be $10,103 1142 unaccounted for $16,104 8/Nov/2003 13:42:12 grace seconds 8/Nov/2003 13:42:18 grace, sue aye all others nay. Grace and Sue restate from beginning of the year. 8/Nov/2003 13:44:53 more chaotic discussion sticker issue perhaps a problem get rid of the horses, get cows , and make the place profitable--suggestion by Ray Walker 8/Nov/2003 14:05:20 sometime in the last 15 minutes the meeting was adjourned.