6/23/2014
Minutes Board’s Lower Ranch Homeowners’ Association Directors’ Meeting
First meeting of new Board, June 23, 2014
Present Pam Doucette’s: Scott Curtis, Tom Drougas, Jerry Seifert, Pam Doucette. Called-in Conference: Wendolyn Holland, Jane Wyler
Meeting called to order at 7:10pm; quorum established.
Agenda attached.
1A. Status of CC&Rs: Tom D. welcomed the new Board members and gave a brief update of the Association history. The 4th Amendment to the Board Ranch CC&Rs was approved and recorded. Tom reminded new Board members that our duty is to act on behalf of the welfare health and safety of its members, perform Design Review functions dictated in CC&Rs, and follow through with maintenance of roads and common areas. Parcel BB was alluded to as needing future attention.
1B. Election of Officers: A slate of Officers was presented and approved as follows:
Jerry Seifert- President
Scott Curtis- Treasurer
Pamela Doucette- Secretary
Wendolyn Holland and Jane Wyler serve as additional Directors but not Officers.
Pamela Doucette will lead the Design Review Committee; Tom had been fulfilling this position previously. Tom will also serve on the Committee. We are reminded that Committee members may include non-Directors who are also members of the HOA.
1C. Handoff of Documents: Scott Curtis received the files from Tom. He will review them and copy important information for the other Board members. Tom will also forward digital versions of the 4th Amendment to the CC&Rs to all the current Board members.
2A. Old Business: Road Groups. The organization of the road groups has been taking much of the BOD energy in the past, specifically the Board Loop/Boiler Lane group. A new home on Brad Miller’s lot on an unimproved section has exposed the Fire Department’s requirement for fire truck turnaround access. This is for the benefit of all residents in this group; the current solution is to create a “hammerhead” at the dead end of Board Loop (which no longer “loops”). Jim McLaughlin (architect), the Fire Department, and Miller are currently working out a solution that will then have to be presented to the road group for approval and shared cost.
2B. Website Update: Vicki Hansen designed the current website using Word Press. For about $100.00 we can have Vicki provide a user-friendly tutorial on using and updating it. Tom will get Vicki to provide this service. Pamela, as secretary, will take responsibility for updating the website. This will include adding the 4th Amendment to the CC&Rs which was recently approved, updating the contact list, listing new BOD and officers, listing latest of approved plans and action by DRC, 2013 financials, and 2014 Budget. We noted that we did not see or approve a budget for 2014 and tag that for our next meeting.
3A. Financial Reports. Handoff to new Treasurer: Tom passed check book for Board Ranch to Scott Curtis along with a check written to Erwin excavating for $1,075.00, an outstanding bill from 2013 for road widening of Whipsaw Lane. Accounts payable also include outstanding bills from Jill Eshman for legal work of $1,519.80 and Joe’s Backhoe for $3,750. Scott will contact Sage Bookkeeping (specifically, Lynn Holverson) who has been doing the books for Board Ranch to get current on Accounts Payable and Receivable.
3B. Outstanding bills and collection: Wendolyn will draft a form letter along with a page 2 member-specific attachment stating what is owed in back dues. Emphasis will be made to the new Board cleaning up past due accounts. The list of Account Receivable Aging Summary was reviewed with history notations on specific accounts was discussed and noted.
CC&Rs are inclusive of all property on Board Ranch with the exception of those owned by the Board Family, including Ralph Naser’s Lot 84, Bill & Janet Hatch’s Falcon Lear, LLC on WS Rd, and Don & Linda Board’s Lot 23.
3C. Role of Sage Bookkeeping: After fits and starts with other bookkeepers, Sage has been adapting to our billing needs. The previous Board believed that placing a bookkeeping group between the Board and members would be preferable to neighbors collecting from neighbors. The new Board concurred and Sage will be responsible for all bill remittance and collection.
It was determined that all members of the current BOD will have check writing authority and Scott will make arrangements to change the signature cards at the bank to reflect this change. The vote carried unanimously.
4A. New Business: Note to Members regarding new BOD: This notice will be included in letter to members regarding Accounts Receivable that Wendolyn will draft.
4B. Potential Summer Meeting for all members: A date will be set the first week in August for all interested members to attend after August 3rd. A Board Ranch Leisure Sports Olympics will be held on August 2, 2014 at 111 Loggers. Invites to save the date will go out in early July to attend this fun event. Potluck family affair. Pam will host.
4C. Goals of new BOD to include: When funds allow, the BOD will look at getting liability insurance for all common areas and roads. Tom has gotten quotes from Jack Dies for annual cost of approximately $1,200.00 for this expense.
Since turning over the Board Ranch to members there is outstanding conveyance of title of portions of roads and Parcel “BB” that will require additional action.
Meeting was adjourned at 9PM.
Respectfully submitted,
Pamela Doucette
Secretary