Approved as Read with Correction, 17 July 2008

SCARE CANYON RANCH ASSOCIATION

BOARD MEETING MINUTES

June 10, 2008

Weber County Library

Meeting began at 6:10.m.

Ray Gibbons Conducted the Meeting.

Members Present:

Mike Dean                                            Adam Stuart

Chris Roby                                            Doug Stuart

Bob Wallis                                            Joel Stewart

Mary Lou Heslop – Treasurer                Marilyn Dean – Secretary

Members Excused:  Blair Leird

Old Business: 

Marilyn read the May 27, 2008 Board Meeting Minutes and they were approved as read

New Business: 

·         Ray told the Board he was in error of the By Laws when he appointed Joel Stewart to the position of Vice President. 

According to the By Laws you can only appoint a Vice President from the existing Board Members, not from the general Association Members.  Joel Stewart officially resigned as Vice President.

Bob Wallis made the motion to bring Joel Stewart in as an Honorary, Non-Voting Board member. 

Joel said he feels strongly the By Laws need to be followed completely, so there will be no misunderstandings.  He said he would be glad to sit on the Board as an Honorary, Non-Voting Board member.  Joel feels he can bring much to the Board membership. 

Mike Dean seconded the motion.

Ray Gibbons asked for a vote, all were in favor.  Joel Stewart’s resignation as Vice President and assignment as Honorary, Non-Voting Board member was unanimous.

·         Ray said he has been contacted by an Association member regarding the family association of Adam Stuart and Doug Stuart.

Ray was told Adam and Doug are too closely related and therefore Adam is ineligible to be a Board Member.  Board Members addressed how the Association members had discussed this at the Special May General Meeting as well as the family association of Randy Rochell and Andy Rochell who were Board Members at the same time, and agreed Adam Stuart was eligible to be a Board Member.

Ray said the Board Members can dismiss Adam if he were in violation of the By-Laws governing Board Members, for example if he missed 2 Board Meetings in 1 Year,  or if an Association member were to submit a letter to the Board and ask it to be address at a General Meeting.  Ray sees nothing at this time to dismiss Adam for.

Mike addressed the Rochell's term and the legality of both of them being Board Members, and they were not in violation of the “Family Tree” plus why is Adam’s and Doug’s relationship different—they each own individual properties.

Ray asked for those in favor of Adam staying on the Board until the November General Meeting and all were in favor.   Ray said we may need to look at clarifying and voting on a Family Tree clarification at the August or November General Meeting.

·         Ray discussed the Annual Clean Up Day and Picnic for 28 June

Marilyn is to send postcards / notice out with all the details and to meet at about 9 or 10 a.m. at the second gate.  Main clean up is for brush, culverts, and additional duties can be assigned as landowners gather.  Picnic will be at the Gibbons place and Alice and her daughters will take care of the food. 

Mary Lou talked about Dyers Woad and pulling the root, or does it spread from seed.  Bob Wallis said it is spread from seed, not the roots.  Ray said he will stress taking care of Dyers Woad at the Clean Up…if it is on your property please take care of it.

·         Ray addressed locks/keys and turned the time over to Bob Wallis

Bob reviewed his key proposal and handed out an information sheet for the Board to look at.

Joel Stewart said 4 keys would keep better control of the keys, and better security for the Association.

Chris said you may need to make exceptions for multiple owned lots – for example, Little Paradise who pays multiple dues – approximately 6 or more dues each year.

Mike asked why do they pay multiple dues.

Ray said it is based on hunting permits, voting members, etc.   Ray said there are so many issues, may be best to keep keys at 4.  Bob asked – would 6 be too many?

Chris asked how much revenue, dues would we lose if we looked at 4 keys, we need to look at all angles.

Ray asked if 4 would create a hardship for Little Paradise.

A motion was made by Joel Stewart:  multiple dues payers on the same lot ID number would be an exception and the Board would need to review a special request case by case.  Follow up is a maximum of 2 additional keys.  Ray asked if all agree – all in favor, Chris seconded, no one opposed.

Ray addressed relocking – Doug said VIC’s Keys said Medico lock was taken over by Master Lock and doesn’t recommend using.  Doug proposed ASSA Key system.

Chris asked if it would the locking system freeze, weather damage?

Bob said Hill Air Force Base is going to AISSA lock and key system and it is a good system.

Mike said Hill is already using it and haven’t had any problems, he also said another recreational property he owns in Deep Creek uses AISSA and there have never been any problems, or weather damage.  It is a good system.

Mike asked if the keys will be stamped with an ID number, and how many names will be on the patent – Bob responded yes, the keys will be number/stamped, and they require 2 names on the patent in order to make changes, purchases.  Doug also said VIC's confiscates any key if a person tries to make duplicate keys at their shop.

Doug read the bids, and said if we went with AISSA through VIC’s Keys they are 3-4 weeks out, and have a 6 month price guarantee.  Doug said the keys would be number # 1 through # 800, or could be 001 – 800.  All in favor of 1-800.

Ray addressed the Board had agreed the new lock patent would reside with SCRA, with the 2 designated people the Board President and Board Member with Keys/Locks responsibilities.

Chris Roby makes the motion to go with the AISSA key system; Bob Wallis seconds the motion, all in favor.

Ray – the bid is for $4,700 which averages out to about $5.40 for 800 keys.  At $15.00 a key, it will pay for the system.

Ray addressed the dues of $125.00, first key would be free, second, third and fourth keys would be $15.00 each.

Chris asked if he could get 8-10 additional locks with individual keys for the waters/springs.  All were in favor of lock sets for the water/springs.

Ray asked should we go ahead with the order since it is 3-4 weeks out, Chris made the motion to order, Bob seconded.

·         Ray addressed Visitor Passes – does the Board see a need to use?  All agreed no, the key would be their pass from the land owner.

·         Mary Lou commented she has collected $129.00 more dollars in dues, and every year we add $2,000.00 to a secure account.  Mary Lou asked if Ray would sign for the transfer of the $2,000 to the secure account.  Ray agreed he and Mary Lou will go to the bank and make the transfer.

·         Ray addressed water improvements – how much should be done this year.  Ray proposes improvement to a new spring.  Chris discussed Indian Springs and what needs to be done to improve the canister.  Doug said Blair also addressed getting it updated, Ray said no, it is deeded to SCRA and our responsibility to improve it.  Doug asked will we do all 4 springs that are deeded to us, or improve a new one?  Ray said he would like to do a new spring.

Chris addressed the  farm faucet at Hunwick’s property and access to it from 1 June through 1 November.  Needs to be re-done, do we need to have it re-engineered?

Ray said lets hold out on improvements until we can feed off of the Hideouts engineering expertise on water, drawings, etc.  Joel agreed it is best to do it right the first time.

Bob asked about the meter, lines, overflow, etc.  Joel agreed it must be a level and fair playing field, and said the hydra unit up at Lot 10 would be available to set the tank.

Ray said he will speak to Derek Hunwick on the new canister.  Ray said he will review the letter from the State on water before he speaks to Derek.  Ray said the new State Water person is Jerry D. Olds.

Bob made the motion we do the Lower Spring first, Chris seconded, all in favor.

Ray said when they change the canister they need to put the meter at the source, all other springs have the meter at the source.  Canister would be 3’ round by 10’ deep.  Price is approximately $4,000 for the concrete tank.  Doug has a source at Mountain States Pipe and Adam could present a design for bids.

Mike asked if we are developing one spring only at this time.  Ray said he would also like to do Indian Springs, discussed meters, bigger canister, with access to it, meter loop.

Ray asked Chris to work on the tanks, prices, bids, drawings, etc.

·         Doug asked if a special General Meeting should be called, or wait to address all the issues at the August General Meeting.  Ray said we may need a special General Meeting, would need to notify everyone via letter, and give proposed key changes.

·         At this time Ray asked if any of the Board Members would be interested in filling the position of the Vice President.  Chris Roby volunteered, Bob Wallis seconded, and Chris accepted the position of Vice President.

·         Mary Lou said they will need to go to the bank and update the signature cards again.  Account members will be:

Ray Gibbons, President

Chris Roby, Vice President

Mary Lou Heslop, Treasurer

Mary Lou said she will need to get a copy of the Board minutes to take to the bank.  Marilyn said she will get them ready for her.  Mary Lou also said she has 3 checks she needs signed.

·         Ray addressed Chris Roby’s Board position is now vacant

According to the By Laws we need to fill the position from the Board Member nominations made at the special May General Meeting, and the next nominee in line with highest number of votes.  Marilyn referred to the May General Meeting minutes and confirmed it was Debbie Spilker.  Ray will contact Debbie and ask if she would accept the position as a Board Member.

Ray asked the Board if they would like to move the remaining 2008 Board meetings to Tuesday, or leave on Thursdays.  The Board referred to the calendar and unanimously agreed to move them to Tuesday.

Calendar adjusted:  Moved July 10 meeting to July 8.  Moved September 11 meeting to September 9.  Marilyn will reschedule the meetings with Weber County Library.

Ray Gibbons made the motion to adjourn, Chris Roby seconded

Meeting adjourned at 8:25 p.m.

Marilyn C. Dean

SCRA Secretary