Approved as Read June 10, 2008

SCARE CANYON RANCH ASSOCIATION

BOARD MEETING MINUTES

May 27, 2008

Weber County Library

Meeting began at 6:00.m.

Ray Gibbons Conducted the Meeting.

Members Present:

Mike Dean                                            Adam Stuart

Chris Roby                                            Doug Stuart

Bob Wallis                                            Mary Lou Heslop - Treasurer

Marilyn Dean – Secretary

Members Excused:  Blair Leird

Old Business: 

Marilyn read the May 8, 2008 Board Meeting Minutes and they were approved as read

New Business: 

Ray told the Board he appointed Joel Stewart to the position of Vice President and he accepted. 

Ray addressed we need to put the Board members on the remaining tenure of the resigned Board members and the fairest way was to draw numbers out of a hat:

            #1 – position ends December 2008

            #2, #3 – positions end December 2009

            # 4 – position ends December 2010

Numbers drawn – results are:

            #1 – position ends December 2008 – Adam Stuart

            #2, #3 – positions ends December 2009 – Chris Roby, Bob Wallis

            # 4 – position ends December 2010 – Mike Dean

Ray addressed duty assignments, asked for a primary and alternate for each:

            Water (both Upper and Lower Springs:  Primary Chris Roby, Alternate Adam Stuart

                        Ray will ask Blair Leird if he would like to be on this duty as well

            Fences, Signs, Gates/Keys:  Primary Doug Stuart, Alternate Bob Wallis

            Hunting, Security:  Primary Mike Dean, Alternate Adam Stuart

            Grader:  Primary Ray Gibbons, Alternate Chris Roby

- Ray addressed water lines which had been “grandfathered” in prior to the Association and have been left in

            --  Ray addressed having a committee for water and said Blair had said we could feed off their expertise

            --  Ray said if we were to start supplying water to cabins, we must become a water district, treat the water, make it potable, and replace all the pipelines, etc.

            -- Ray addressed the water, State letter

                        --- The State wants more improvements made

                        --- In 2014 the State will have to start advertising and it will be open for comment from anyone with interest.  PacifiCorp is one interest that watches water usage and wants to grab anything for their use.  It will be harder to get extensions after 2014.

            -- Ray said there are currently 5 meters and he used to read them monthly between June 1st and November 1st every year.  Ray said the meters should be read monthly.

            -- Chris asked if we use more, and it is read, would it be better for the Association.  Also asked if it goes into the overflow, could we be in violation, and would a hydrant for the ponds be feasible.

            -- Ray responded yes, it would be better for the Association to use more, read the meters,  it would be good to have a “dry hydrant” for the ponds, or to use the ponds in a fire emergency to draw from (for example, a helicopter bucket).

- Doug asked about the possibility of a 9-member Board as in the past.  Stated if the tenures ran one after the other every each year you would replace 3 Board members and keep continuity.

- Ray said it would be something to think about, also if 2-3 members could make a Board meeting, you would still have enough for a quorum to hold the meeting.

- Ray asked if the next Board meeting could be moved to Tuesday, 10 June instead of Thursday 12 June – all agreed, approved next Board meeting will be 10 June.

- Ray said we have a good group of Board members, please ask if you have any problems, concerns.

- Mary Lou made the comment the electronic gate/keys was not in the minutes that she could see.

- Ray said we may need to reallocate dollars to the water issue, would like to re-do the gate in regards to landscaping, appearance, etc.

- Bob said the gate is working fine as it is – can’t see reallocating money to the gate.

- Ray said George Checketts still has his name on the patent of the locks, if we want to change the tumbler, we can do that with cost to new keys only.

- Bob said why not go with a new cylinder, keys, with the Association name as owner of the patent.  Cost would be $50-$60 for the lock, cost of keys would be comparable.

- Ray said we could just re-pin the lock.  Doug said George would have to go to SLC to release the patent, or have the tumbler re-pinned.

- Ray asked Doug and Bob to compare prices and come prepared to the 10 June meeting.

- Bob read his bids/quotes, said they were current.

- Ray said there are a lot of problems with the old owners not giving all the keys to the new owner.  To remedy that one proposal would be the keys would be the property of the Association and rented to the new owner with a lien on the deed and that it would not be released until the keys are turned in.  This could be a legality, if approved would have to be approved and put in the By Laws.

- Bob asked what the leverage was, could we just re-key every 5 years.

- Doug asked about lots with multiple owners, as in Bates, Little Paradise.

- Addressed hunting and permits in relationship to land owners, keys, etc.

- Ray asked Bob and Doug to prepare verbiage for 10 June meeting regarding land owners, number of keys per landowner, paid dues member, etc.  Must be exact so as to not have any controversy.  Come prepared with cost.  During the changeover in keys, we could chain the gate with both the old and new locks so you could open it with either key, then at a prescribed time (1 month) we would take off the old lock and only use the new lock/keys.

- Doug said if we gave the members an incentive/discount to turn in their old keys and receive so much off the cost of the new keys that may keep people from holding on to old keys.

- Mary Lou said it is hard to identify which owner/tax ID number goes together if different people are picking up keys.

- Ray said they would have to identify themselves and their lot number when they make the exchange, and be marked off the master list.  Said a good time might be at the June picnic, but the timing could be pretty tight to notify everyone.

- Ray said we need a committee to help with the picnic.  Marilyn is having eye surgery 24 June and cannot work with picnic this year.  Asked for volunteers of the Board members’ families, or send note out for volunteers…too big of a job for anyone to take on alone.

- Ray said the grader repairs need to be done, he can do them and get reimbursed.  Needs to buy road base and can look at that later.

- Ray as President, Joel Stewart (Vice President) and Mary Lou need to update the signature cards at the bank as the insurance is due 2 June and Mary Lou needs to pay it.  Ray asked the Board if they would need a 4^th person on the account in an emergency – they all said no, keep it with the President, Vice President and Treasurer.

- Ray said number 1 priority is to get the signature cards updated so Mary Lou can pay the insurance which covers the grader, general liability.  Mary Lou said it is about $2,200 a year.

- Marilyn asked Ray if he could contact the former Board members and collect all the books.  These books will need to be given to the primary over that duty.  Note:  Adam said he had already picked up the security books.   .

- Chris /Doug asked if there were any Ruby Pipeline updates.  Ray said not at this time.

- Doug asked if there were any planned projects for the picnic, Ray said not at this time and we will discuss and plan for them at the 10 June meeting.

- Adam asked when a decision would be made on the gate, Ray said soon, possibly by the June picnic.  Ray addressed the gate doesn’t stop people from getting in if they wanted to, some have gone around it.

- Question on water came up and Ray explained that once it is finalized, that limits the water usage to what the final determinations are “today’s water usage/demand” is in place for all time.

Ray Gibbons made the motion to adjourn, Chris Roby seconded

Meeting adjourned at 8:15 p.m.

Marilyn C. Dean

SCRA Secretary