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Approved as Read February 13, 2008
SCARE CANYON RANCH ASSOCIATION
BOARD MEETING MINUTES
January 23, 2008
Weber County Library
Meeting began at 6:15 p.m.
Derek Hunwick, SCRA President, conducted the meeting.
Members Present:
Doug Stuart Don Todd
Tom Whitaker Ray Gibbons
Mary Lou Heslop, Treasurer Marilyn Dean, Secretary
Members Excused:
Kerry Dyskter Blair Lierd
Members Absent:
Monte Matue
Old Minutes read and approved
1. Derek had tasked Marilyn with 4 agenda items which were addressed at this time
a. Stickers/Costs/Funds
b. Secretary Supplies/Funds
c. Letterhead
d. 2008 Board Meeting and General Meeting Calendar
a. Discussed Stickers: Cost, Color, Funding, Numbers of stickers last year/number of stickers left over
Marilyn called Ellis and was quoted $243.50 for 800 stickers, $270.65 for 1,000
Derek said number didn’t sound right
Tom pulled numbers from last year’s financial report
Derek proposed 500 stickers
Color to correspond to state sticker – red for 2008
Proposed red stickers, black letter with backing
Sticky on back to adhere to ATVs, outside of windshield
Tom Seconded
The Board approved $300.00 for vehicle stickers
b. Discussed Secretary funds: Marilyn quoted secretary supplies for 2007 and 2006, proposed $700.00 which is the average of the two years
Derek proposed approving $700.00 funds for supplies
Tom Seconded
Mary Lou Heslop wrote check payable to Marilyn Dean for $1,000.00 which is the combined $300.00 for vehicle stickers and $700.00 for supplies. Marilyn to give all receipts to Mary Lou as stickers and supplies are purchased
c. SCRA Official Letterhead
Marilyn gave 3-5 sheets of letterhead to Tom Whitaker per request for Cache County Letter of Record
Derek asked Tom if he had letter from meeting with Will Atkins, Cache County Water (State Water Engineer) – no he did not have it with him, will bring to next meeting.
Tom said Blair Lierd was not available to get with him regarding lock and key, however, the new system is being tested under extreme winter weather conditions – will table for next meeting
Addressed cost, logistics of key/lock system: slight change – would need to side mount key box, welding would ruin electronic lock system. Need to make sure link is welded to hasp of lock before lock is assembled.
Doug Stuart addressed old locks, update to keys, cost, etc.
Doug to get with George on patent of key, to “turn over to existing president”
Addressed selling the old system intact on e-bay if new system goes through - Derek approved, Tom seconded
Derek planning ahead with electronic key system, need to address before March General Meeting how exchange will work – 1 new key for 1 old key
Addressed charging a late fee for keys not purchased in March meeting – no, Tom said you can’t feasibly charge a late fee on property being bought
Dues are $45.00, 1st Key is $80.00 Discussed late fee on dues –
Ray Gibbons made a motion of $15.00 late fee on dues
Derek made the motion late fee would be affective 45 days after 20 March General Meeting which would make the late fee due on 5 May
Annual Road Maintenance Fee of $80.00 which includes the key cost for due-paying members
Tom seconded the motion
d. Marilyn passed out 2008 calendar with proposed dates for Board and General Meetings
Addressed Board Meeting dates – Marilyn asked for Board Meetings to be the second Thursday based on her yearly commitments, availability on second Thursday in lieu of third Thursday (except February which would fall on Valentine ’s Day, moved to 13 February)
Addressed General meetings also being on the second Thursday
Derek said General Meetings were always on the third Thursday and proposed to keep them consistently on the third Thursday for March, August and November
Weber County Library and Log Cabin each will only schedule 3 months in advance
Marilyn updated the proposed Board Meetings and General Meetings on the calendar, read them for the Board to vote on. All agreed the meetings as below
Meetings to be:
February 13 - Board, Marilyn to cancel 21 February room reservation
March 20 – General, Harrisville Log Cabin
April 10 - Board, Weber County Library
May 8 – Board, Weber County Library
June 12 – Board, Weber County Library
July 10 – Board, Weber County Library
August 21 – General, Harrisville Log Cabin (T)
September 11 – Board, Weber County Library
October – No Meetings
November 20 – General, Harrisville Log Cabin (T)
December – No Meetings
Derek approved, Tom seconded
Marilyn proposed two dates for the summer picnic: Saturday, 28 June and Saturday, 9 August
As SCRA Cleanup day is in conjunction with the picnic, all discussed August would be too late for cleanup, July is too busy, and all concurred with 28 June
Derek approved, Tom seconded
At this time, Marilyn brought up additional item of Harrisville City for the Log Cabin
Discussed Harrisville Log Cabin Dates for General Meeting, passed
Marilyn on Harrisville City Council Meeting Agenda for 12 February – needs to request waiver for meetings, will need new $150.00 deposit check, this was approved by Board as old check on hold is 2 years old Harrisville City will schedule 3 months at a time
Marilyn passed out the new responsibilities, point of contact listing, everyone reviewed their information as printed and approved
2. Derek discussed updating By-Laws, regarding electronic key system, page 3
Start implementing keys at March meeting
Tom to bring information to February 13 meeting
March General meeting information to be sent to all property owners
August and November General meeting may be addressed to all paying members also – readdress at February Board meeting
3. Marilyn and Mary Lou to work together on the paid members listing, tax listing
4. Addressed location to hold key exchange meeting – addressed centrally located businesses, library, decided upon Log Cabin
5. Mary Lou address the IRS 2008 annual electronic filing notice for non-profit organizations with less than $25,000 gross receipts
Mary Lou asked to have notice updated at the meeting so she could complete and mail it – all verbally agreed, and updated information. Gave her address in lieu of Stacy Shelton, entered Derek’s address for business as president
6. Discussed Webpage - what advertising, items allowed, legal
Hideout is advertising on Website until discussing could be addressed at 23 January Board meeting
Tom said messages must pertain to SCRA – i.e. for sale: land, cabins, trailers, fridges, etc., no to non-related businesses, miscellaneous items
Ray address it must have discretion to SCRA – would like feedback, where do you draw the line
By-Laws – no commercial business, can advertise on bulletin board, not on Website
7. Hunting addressed – Derek addressed By-Laws need to be specific about sponsors available to be on the property off and on, or available. By-Laws currently state sponsor “should” be with guest with permit. Landowner or immediate family member should be there to regulate off and on, be responsible for guest. Must think about, address at next Board Meeting.
By-Law: Board may elect to compensate Security personnel, including hunting permits
Don asked why the security personnel did not have stickers on trucks, or could produce stickers when stopped/challenged. Mary Lou said stickers were given to security personnel
Address Hideout and SCRA markings/trespassing signs
Don said 2 years ago state law changed hunter responsibility to know “where he is at all times”
Doug/Don to look up trespassing/hunting regulations in current proclamation
Sheriff said no trespassing not marked on all corners
Monte Matue had worked with Blair, fish cops, etc. – proposed tabled until Monte is available to discuss/update everyone
8. Addressed posting the SCRA map with lot number and owners last name. Due to Privacy Act Information, what can we post? Can post property number and last name as you can obtain it from the state tax records.
Ray said the large map is too big to post to the website, Derek said we can post the small map with the supplement to owners
9. Lower Spring discussion with Ray to address at next Board Meeting to include pictures of tampering of valve, problems, etc.
Meeting adjourned at 8:15 p.m.
Marilyn Dean
SCRA Secretary
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