Ranch Project Update: Uncle Gerry

Captain’s Log Star Date: 10/25/2010)

The Clark Ranch update: Very busy and productive last three weekends. The brush pile burning has been completed as of Sat, Oct. 23^rd 5:34 Pm. Ben and Gerry worked together to complete the task. Please have a drink of your favorite beverage and toast the event. I will be contacting our forester to let him know we are ready for his inspection of the work. Ben and Gerry were completing the burning of the piles. Patrick was hard at work around the cabins. He cleaned both the cabins, mowed the lawn, cleaned the yard and chopped and stacked firewood.

Friday the 23^rd, The Engineering firm River Design Group from White Fish came to spot check the elevation survey. They had completed an Arial Air Light Elevation map of the stream restoration area. This construction work for the stream restoration will begin some time late summer 2011. I will keep you posted on the progress and the board will review the final concept plans before the work will start. They will however start putting funds into the Ranch account to cover the startup costs for the project. No, these funds are not to buy beer and whisky. They have to be paid out to invoices for the project such as the Engineering and materials. They will also be purchasing 6,000 worth of fencing materials. Some of the fence I just completed will need to be moved and things will be moved around to provide a protected area around the project. A special large culvert will be placed at the bottom of hill behind the cabins and this will be the route of the stream bed, and also provide the crossing into the lower meadow. A pipe will be buried in the old existing stream bed, and then will be covered at the same time that stream bed is covered up and reclaimed. This pipe will be pressurized from the drop in elevation, and flow to a stock tank in the lower meadow. This will provide water for stock since they will be fenced away from the stream. The placement of an off steam pond is still in the works and no designs are on paper of the project as a whole at this time.

What is next: get some money and fix the Dozer? Maybe.

Pat, Ben and Gerry will be starting a clean up project around the buildings the next few weekends.

Like usual, if you have questions please feel free to contact me anytime.

Your faithful servant , Uncle Gerry

Please Pay Your Dues. The Ranch Depends On It

TO: Clark Family Trust Family Members

FROM: Clark Family Trust Secretary

October 24, 2010

Dear Family (especially those 21 and older);

As we give thanks in November for the bounty we each have in our lives, we need to remember the ranch and how it is the responsibility of each and every one of us to ensure that we all retain that lovely ground. To retain the ranch, we have to pay the bills, including the property taxes, which are due very soon.

We all need to step up to our responsibilities and contribute our part, our dues for the year. This simple act means so much. Instead of a burden, you should think of it as an honor and a duty. I do. We all know that it was Grandma and Grandpa’s legacy, their wish and expectation, that the land, the equipment, the cabins, and the other assets be retained by the family, to be enjoyed by generation after generation. It takes all of us to realize that legacy.

The ranch - their legacy - was conveyed as a Trust. As a Trust, it has legal, moral, and ethical connotations. The Board is the leadership of the Trust and we take that responsibility seriously. We have been meeting regularly, setting priorities and establishing processes (including accountability for the finances), and attempting to better communicate. I hope that everyone has been following the ranch activities on the internet through the Clark Family Trust blog site. Things are looking better.

How Much to Pay

As a reminder, the dues for Board Members are $500 per year. Family members 21 years of age and older have dues of $100 per year. The dues are minimums; anyone is welcome to contribute more if they wish to. The Board Members’ dues are really the Board dues for the family group, so if your Board Member is having a hard time coming up with the dues, it is the family group’s responsibility – and opportunity – to help come up with that amount. $500 per year is only $42 per month. Spread out, it is just not that much; in aggregate, it will make a big difference.

Dues responsibility is retroactive to 2008, when the ranch passed in Trust to the family. How much does your family group owe? How much have you paid so far? The difference is what you should pay now. If you can’t pay it all at once, figure out a payment plan and keep with it.

Where to Send Dues

Kiley is now the Treasurer for the Board. Make checks out to Clark Ranch, and send them to Kiley at:

Kiley Theis

624 Sylvan Ct

Kalispell MT 59901

Kiley will keep records of who has paid as she receives your checks. If you want a receipt, please request one.

Contribution Hesitation

I have heard from many family members that they are hesitant to contribute because they do not know how the funds are spent. The Board is actively working toward an accounting of past spending and a thorough and transparent presentation to you of current and future spending. Through this, we hope that everyone feels a part of the fiscal operations associated with the ranch. We hope to have the results soon and look forward to sharing those with you.

The simple facts are:

· There is currently not enough money in the ranch checking account to pay the ranch taxes.

· There is not enough money in the ranch checking account to pay current outstanding bills.

· Everyone needs to pay their dues ASAP to help cover the cost of keeping the ranch.

I don’t expect you to do something I’m not willing to do myself. I sent to the Treasurer this week my annual dues of $500, plus the $300 I pay toward the water system for keeping the water flowing to our house on the ranch, as I do every year. Tanner and Micah have also committed to pay their dues, Tanner back to 2008 ($300) and Micah, who just turned 21 this year ($100). They are doing this even though they are living off loans while studying at their universities. (In case you are wondering about ‘Fred and Cindy’s house’, we have been paying our house taxes separately from the ranch for decades.)

Feedback

I welcome any opinions, perspective, corrections, ideas, or any other communications from you. Part of my role, as Secretary and Board Communicator, is to let you know what is going on, but it is also important that I get your feedback on the Board’s activities or anything to do with the ranch operations.

Respectfully,

Uncle Fred

Clark Family Trust Board Secretary

Notes from first Board Meeting

Here are the notes from the first Board Meeting, in order to make the set whole on this blog. This one is from January 26, 2008, when we all at the Ranch for Grandma Bea's funeral. In following posts are the notes from the June 12, 2010 and September 4, 2010. FYI, the next Board meeting is supposed to be December 6, 2010. *Fred*

1/26/2008

Meeting of the Clark Ranch Board

Assembled at the new cabin:

Henry, Gerry, Mary, Fred, and Tim

Absent: Lynn and Kiley

Subject: What's Next

● The Board Members assembled agreed that the Draft Charter will be used as a guideline for Board Operation, awaiting full Board Participation and ratification of a Charter. The Board structure as laid out in the Draft Charter is what we will use as a guideline.

● It was acknowledged that the Board will not be able to make any major decisions until after the Board as a whole (including Lynn and Kiley) has a chance to meet and the Charter is ratified.

● RE: Definition of Family in the Draft Charter: Step children will have the opportunity to participate in the operations of the Ranch, given that their family is intact (meaning that the parents are married), and that as adults they pay dues. They will not be able to serve on the Board. Adopted children are equivalent to biological children in terms of participation and abilities to serve on the Board.

● Tim is comfortable continuing in the manager role for the Ranch, acknowledging that having JC at the Ranch will help by taking a lot of the day-to-day load off.

● Tim will arrange to pay for taxes on the house at the Ranch separately from the Ranch proper.

● The Clark Family Trust has invested in Clark Family Enterprises (Fund). Mom's bills have been paid out of the Clark Family Fund. Mom had Medicare Supplemental, so nearly all of the hospital bills will be paid by Medicare.

● Mary will talk with Michelle by Friday of next week about making a donation or a gift to Our Lady of the Swan Valley Church.

● Tim said he would make a personal gift to the Condon Fire Department.

● The Ranch will pay for the hotel bill at Super 8 for those family members who cannot afford to pay for it themselves.

● Brainstorming on potential projects:

○ Move the bunk house to the West, across the road, with a new foundation and sill logs, as well as a hook-up to running water (though no toilet)

○ Build a community center where the bunk house is now located. One option is that this would be the focal point for a family-based business, the idea being that every family member who wanted to participate would have the chance to do so.

○ Move new cabin to another location, to open up the view and make the area around the old cabin more in keeping with the character of the ranch.

○ Build a machine shed in the “boneyard” area, as a place to park Ranch machinery, using the trusses already at the Ranch, and poles.

● The number 1 priority is to improve/upgrade the water system, to provide adequate supply and quality throughout the Ranch, including the residential area.

● Tim said that he would start now paying $300/year , as Fred and Cindy have been, to help support the water system. The idea is that this will be the precedent that all new residences will need to follow.

● Gerry will talk with Kiley, once Kiley returns, and Brandon about the layout for the residence area.

● Mom's car is to be part of the Ranch property, for temporary use for Ranch-related tasks and for short-term family member use. This could include emergency use, transportation for family members who have traveled from far away, etc.

● The Ranch has accounts at Rovero's, NAPA, and Timberline in Seeley Lake.

● Next best opportunity for a full Board meeting will be in connection with family weddings, either the week of July 21 at the Ranch or the week of August 16th in Minnesota. We will keep in touch about that and also confer with Lynn and Kiley.

● Gerry will take care of Mom's personal affects at Kimberly's house.

● Tim will reconstruct the list Mom put together for distribution of her personal goods, if that list is not found.

● Granddaughters should have the first opportunity to select for themselves any of their Grandma's clothes. What they don't want should be donated to the Loving Hearts Thrift Store.

● We agreed that there should be purchased a fire safe for the house.

● Henry said he would call Elsie in Kansas to investigate possibilities for loaning the Pony Express map. Tim mentioned that the Willy Whitewater book that is at Mom's house should go with the map.

"Old" Board Notes - June 12, 2010

Here are the Board's notes, for your records, from the June 12, 2010 meeting. This is just to keep you informed - and to provide you what you need to keep track of what the Board is up to. *Fred*

FinAL Notes and DECISIONS

Clark Family Trust Board Meeting

Clark Ranch, June 12, 2010

I. Roll Call and Contact Information

a. Board Members Present:

i. Henry (via phone; all others present in person)

ii. Gerry

iii. Mary

iv. Fred

v. Tim

vi. Kiley

b. Board Members Not Present:

i. Lynn was not present; her absence is excused because of family medical emergency.

c. Other Family Members Present (for portions of the meeting):

i. Pat

ii. Ben

iii. Connie

iv. Gina

d. Operational behavior:

- Be respectful

- No cutting each other off; Let all complete their thoughts

- Make sure everyone has a chance to speak

e. Decision Making:

Ø Board Decision: Decisions of the Board require at least 5 out of 7 votes. Consensus is preferred.

II. Roles of Board Members: General Considerations

a. Aspects of Management

o Timber

o Roads

o Grazing

o Buildings

o Water

o Surface water

o Machinery

o Livestock

o General assets

o Air

o Graveyard

o Property boundary

b. Oversight of ranch management activities

o Fiscal & budget

o Getting together – both the Board and the Family

o Communications

o Collecting dues

o Determining proper etiquette and behavior

o What can be done with the property

o Involvement in all aspects of the ranch activities

o Consequences/rules for not following the rules

c. Bringing folks together

o Regular meetings of the Board

o Communications tools

Ø Board Decision: All Trustees accept their responsibility as a Trustee to participate in all of those aspects

III. Dues

a. Agreement (by signature) on dues structure

i. Board Member/Family Group

Ø Board Decision: Annual Dues amount per family group, including those under 21 is $500.

ii. Adult Family Member

Ø Board Decision: Annual Dues amount per contributing family member 21 or older is $100. This does not include spouses. There is no exemption for contributing family members attending college/higher education.

iii. Schedule for dues

Ø Board Decision: Dues are due by the end of the calendar year for that year. New accounting year begins January 1.

iv. Where dues are to be sent

Ø Board Decision: Dues will be sent to the Treasurer, who is responsible for receipt, deposit and tracking. The Treasurer will send receipts when dues are received.

v. Consequences for not paying dues

Ø Board Decision: Each Trustee is responsible for identifying their own family’s contributions, though it will be tracked by the Treasurer as well. If persons expected to pay annual dues do not do so,

1. Individuals or Trustees will receive a letter from the Board that explains their infraction and the consequences;

2. Individuals will lose their ability to access the ranch as a whole;

3. They will lose access to their family lot; the Board will assume control of any permanent structures on the family lot. The owner will have the opportunity to regain control once back dues are paid.

IV. Trustee Succession

Ø Board Decision: Each Family Group can decide to change their Trustee. The Board must acknowledge the change formally, to ensure that all are informed. While the Board has no decision-making role in changing Trustees, the Board can recommend changes.

V. Fiscal matters

a. Accounting for funds (Report from Gerry)

i. The Clark Family Trust currently has $2000 in checking (in the First Valley Bank) and $25,000 in savings (in the Whitefish Credit Union savings account). The Trust started with $68,000. The monthly average cost of utilities (electric) is $200 per month, which includes Tim’s house. The most recent annual taxes were $2283.91.

ii. The pasture fencing, which encloses only part of the Ranch, will require no additional expense to the Ranch.

b. Priorities for funds

Ø Board Decision: Priorities for spending funds from the Clark Ranch Trust shall be, first, for taxes and, second, other priorities as determined by the board.

c. Funds needed for upcoming expenses:

1. $500 in general fuel fund

2. $1400 for parts for bull dozer

3. $300 for backhoe. Henry will take care of that.

4. $120 for garbage pickup.

5. $?? for insurance coverage on the buildings. (Gerry will check out bundling the insurances)

6. $?? for vehicle insurance and plates for dodge pickup and trailer –

a. Gerry will look into ways to lower the insurance costs.

d. Board controls on expenditures

Ø Board Decision: Managers will get clearance from the Board for any expenditure over $500. (FC note: For clarification, this is a total cost figure, so several smaller payments for items/services/etc. that together total over $500 are not allowed without Board clearance.)

e. Other individual responsibilities

Ø Board Decision: Tim will pay the taxes on his house separately from the taxes on the Ranch as a whole. Payments will be retroactive to January 2008. Tim has been and will continue to pay $300 per year as fee for the water system. Tim will continue to pay for propane separately from the Ranch. Tim will pay for electricity separately from the Ranch from now on (not retroactively).

f. Income possibilities for the Ranch

Ø Board Decision: Business ventures on or involving the Ranch need Board clearance.

i. Grants

1. Gerry has arranged a grant through Swan Valley Ecosystem Center for brushing, for $5,800. Gerry has submitted a stewardship plan, which was accepted by the Department of State Forestry and which can be the foundation for further grants.

ii. Logging

1. From logging cleanup, the State takes out a slash/fuel reduction fee from each load of logs. It is held back until the cleanup is done. It is to ensure that the private land owner does not leave a big fire hazard. There should be $588 dollars (half) coming to the ranch soon. The remaining held-back funds should come once the slash piles are cleaned up.

iii. Sales

Ø Board Decision: The Jeep will be sold and the funds will go into the general account. Kiley will take the Jeep to Kalispell to sell. If documentation shows up that indicates that Mom wanted Mary to have the Jeep, Mary will be compensated from the general fund at the amount at which it was sold.

Ø Board Decision: The portable welder will also be sold and the funds will go into the general fund. Tim will sell the welder.

Ø Board Decision: Tim and Gerry are mutually responsible for getting the donkey to make money for the ranch or sell it within two years.

iv. Possibilities for leasing property, buildings

Ø Board Decision: Ranch assets may be leased or rented only if funds are need for taxes.

v. Possibilities for family joint ventures

1. This is an important topic, and if individuals have ideas they should submit them. Opportunities can be addressed by the Board as they come on an individual basis.

Ø The Board tabled this topic for discussion at a future meeting.

VI. Guidelines for using Ranch assets

i. Mary asked about Clain’s family having a family reunion at the ranch.

Ø Board Decision: Family Group use of the Ranch for Family Group gatherings are OK in principle. In addition, gatherings need to be:

a. Proposed to and evaluated/decided on by the Board

b. Scheduled ahead of time

c. Assessed a user fee

d. Have guidelines for attendees

ii. Guidelines for use of ranch structures

Ø Board Decision: Mary will draft guidelines for use of the cabins, shops, etc. and then distribute to the rest of the Board for feedback and modification.

Ø Board Decision: A “pack it in, pack it out” policy will be implemented immediately.

VII. Residential Area

a. Survey and assignment of property areas

i. Brandon has created an autocad drawing of the residential area, which he and/or Kiley will distribute to the Board electronically.

Ø Board Decision: Six lots north of the road will be ground-truthed and surveyed. The survey will be approximate and not legally binding. Lots with permanent structures will be assigned to the owners of those structures (i.e., Fred and Gerry); the rest of the lots will be assigned by lottery (number each lot and draw number). Tim’s house will have 1 acre associated with it south of the road; the other six lots will be of a size approximately equal to each other, based on the total available acreage in the area between the road and the dropoff to Owl Creek. Lots are tradable between family groups, but not sellable. Trades must be in writing and acknowledged by the Board. The lots are for family groups’ access and use, not legal ownership. That is, lots may not be deeded, divided or subdivided from the Ranch as a whole.

b. Expectations/Requirements for personal structures.

Ø Board Decision: Permanent structures must be approved by the Board.

Ø Board Decision: Permanent structures must be insured.

VIII. Roles

Ø Board Decision: The Board assigned these roles to Trustees and each Trustee accepted that responsibility.

a. Co-managers: Gerry and Tim

b. Treasurer: Kiley

c. Coordinator/Convener: Fred

d. Secretary: Fred

e. Patriarch: Henry

f. Matriarch: Mary

1. The Patriarch and Matriarch will be responsible for coordinating the next Family Reunion.

IX. Communication

a. Each Trustee will compile a list of names, addresses, emails, phone #s, birthdays, anniversaries, for everyone in their family and provide that information to Fred.

b. Fred will write and distribute a letter that outlines the dues, structure, timing, who to send the dues to (Kiley)

c. How does each Trustee like to be communicated with?

i. Email first and then a phone call.

ii. If immediate, call first.

iii. Henry: phone first.

d. Fred will figure out a better electronic communications media and will share that with the Family.

X. Fish and Wildlife Service Conservation Easement

a. Tim gave an overview of the proposal from the flyer provided to him by FWS.

Ø Board Decision: Tim and/or Gerry will look into this more and share what they find out with the Board.

XI. Stream and Pond reconstruction

a. Gerry is coordinating with the Swan Ecosystem Center to have them redo the stream and pond with an out-of-stream pond. That should come together in the next month (July).

XII. Getting Mom’s headstone engraved:

a. The dates have yet to be engraved. Tim will investigate how to get that done.

XIII. Next Board Meeting:

a. Discussion focused on mid-August as a set-aside each year for a family gathering, which would include a Board meeting. It is usually good weather, conducive to camping and swimming. The Board would like to set it up around Grandma’s birthday. Consensus was that an August meeting/family reunion in August of 2011 would be the target.

Ø Board Decision: The next Board meeting will be September 4, 2010

XIV. Meeting adjourned