Approved as Read with Correction 12 May 2009

Scare Canyon Ranch Association
Board Meeting Minutes
14 April 2009
SanCuro
5350 S. 435 E.
Washington Terrace, Utah



Meeting began at 6:00 p.m.
Ray Gibbons, President, Presided

Members Present:

Mike Dean Chris Roby
Joel Stewart Doug Stuart
Bob Wallis Blair Leird, Hideout Representative
Sherri Roby - Treasurer Marilyn Dean - Secretary

Members Excused: Debbi Spilker

OLD BUSINESS: Marilyn read the 10 February 2009 Minutes and they were approved as read.

NEW BUSINESS:

1. Ray would like comments/suggestions on setting the priorities for 2009

2. Bob Wallis asked how much money is in our accounts, how much is owed/checks not cashed, and were all water monies reimbursed. Also, has Ray received the $500.00 check from the State of Utah for the Fire Prevention work that was done. No, Ray has not received the Check. Bob said he will follow up.

Joel asked about the Fire Prevention grant money, and Bob explained that it was not actual dollars, but “like kind” reimbursement.

Ray said in the future we will work directly with the State of Utah as a Non-Profit Organization and not work through Cache County. Ray has a statement from Cache County itemizing monies paid for crews, overhead, etc. The $500.00 State check is for hydrant/faucet hookup and compliance. Ray said there is a book with listings of grants available for planting trees, etc., and he will bring it in and we can review it.

3. Ron Hill went to SLC and he picked up 2 more fire valves that could be incorporated into the fittings. These are usually $350.00 a piece and he paid $50.00 total for the two of them.

4. Bob proposed the priorities be on road issues and water rights/improving the water systems to be in compliance with the State. Ray said we need to focus on water improvements, and showing marked improvements. This year would be minimal impact to monies spent, as we had made major improvements in 2008. Ray will look at the springs and get ideas for cost for improvement for 2010. Bob asked if we need to meter more of the springs. Ray said if we improve a new spring we will need to meter it.

5. The Board addressed the money that was discussed and approved for Ray for reimbursement of gas to extra meetings with Cache County and Ruby Pipeline. Bob Wallis made the motion Ray be reimbursed $500.00 for 2008, and receipts be kept for 2009 and be paid when Ray turns in his receipts. Chris Roby seconded the motion. All present voted and it was unanimous. A check was written and given to Ray for 2008 gas. Ray will keep his receipts and turn them in “as he goes” for 2009.

6. Funds for secretarial supplies was discussed and all present agreed it would be $1,000.00 as in previous years, and additional funds paid upon receipts as needed. Marilyn gave a breakdown of cost of mailings/postage/refreshments for the three (3) General Meetings per year. Ray requested new binders and books be made for the board members. Asked all information for the past year be copied and placed in the books so they are complete.

7. The question was asked who our insurance is with - Sherri Roby responded it is with Farmers/Mark Turner Insurance and our agent is Scott Wood.

8. Bob Wallis discussed our March 10, 2009 General Meeting and the motion made by Randy Rochell in reference to dues paid, multiple-owed lots, keys, etc., and said the motion was invalid as it was a “raised hand” vote and paid membership was not validated, nor were ballots handed for validated votes.

9. Hunting was discussed, and Ray proposed it be tabled until a future meeting dedicated to hunting. A letter will be drafted and finalized to go out in the August General Meeting announcement with clear cut decision on multiple-owned, multiple-dues paying lots. Discussed how permits would be distributed so each owner would know who had received them.

Blair addressed Articles of Incorporations in general and operating agreements with managing members (LLC). Board told him there are about 6 “groups” of multiple-owned, multiple-dues paying members.

Mike said we need to be clear on number of permits per parcel owned and who picks them up. Ray said we will hold a special meeting dedicated to hunting and permits only.

10. Doug said Mike Guthrie has requested a total of 4 keys, and continues to be a paying member.

11. By Laws were discussed and the Board addressed having our attorney review them to see if they are open to multiple or wrong interpretations. Marilyn commented the By Laws from the 1960s-1990s had been reviewed and certified by the State. She will pull copies and see what the process and legalities used to be and why new By Laws had not been stamped by the State.

12. Menu for the Picnic was discussed - main course will be “BBQ/Sloppy Joes, and Alice has volunteered for this year. Marilyn and Sherri also said they will spearhead and organize the Picnic this year. Work assignments should be made - committees/Board members over fallen trees/brush clean up, unplugging culverts, grade Aspen Way, etc. Board members can be over groups for areas with chain saws, trash bags, fence repairs, cables restretched, etc.

13. By Laws were discussed regarding up to 9 Board members can be on the Board, and Mike Dean made the motion to bring Joel Thompson on as a Board member as he had been nominated and voted on at the November General Meeting. Bob Wallis seconded, Doug Stuart said Joel Thompson had been on the Board before and he was a valued member, plus this would give better continuity so the majority of the Board wasn’t rotating at the same time - approximately 3 Board member’s terms would end every year. All Board members present voted and it was unanimous to bring Joel Thompson on as a Board member with his term ending December 2011. Ray will contact him.




14. Ray addressed the committees/volunteers from the August General Meeting:

Road Committee - Joel Stewart / Chair. Members: Ron Hill, Bill Bate, Nona Ellis, Steve Critchlow, Kent Whiteman.

Gated Community - Mike Dean / Chair. Members: Dave Casperson, Shane Stewart, Mark Ross, Scott Rowley, Bob Wallis

Ray said they should have a meeting as soon as possible so we don’t lose our momentum.

15. Chris said Jack Amundsen made the request to trench under the road, put casing pipe in for water. Ray said he needs to submit a written request and state he will return the road to the current or better condition, also, there is a 60-ft easement on the road. Ray and the Board discussed it needs to be on a day and at a time to least impede road travel. Sherri proposed hooking into Tony Fox’s line as he wouldn’t need to cross the road. Ray asked Chris to contact Jack and have him talk to Tony. If there aren’t any disputes, Chris needs the flexibility to tell Jack to go ahead. The Board discussed and all agreed, there were no objections.

16. Bob commented on the surveys that could be off - are there any updates? Blair said he had met with Jim Nelson and all should be ok, they found the stakes that Cobabe had done, and Cache County wanted all issues resolved before recording boundary agreements.

Ray proposed meeting adjourn, Chris seconded, all agreed.

Meeting adjourned at 8:15 p.m.

Marilyn Dean
Secretary, SCRA