NOTE: THESE NOTES HAVE NOT BEEN ACCEPTED BY THE BOARD. THEY ARE DRAFT AND FOR INFORMATION ONLY. THEY WILL BE REPLACED WITH THE FINAL NOTES ONCE THE BOARD MEMBERS HAVE REVIEWED THEM.
A quorum was present on the call, including: Henry, Gerry, Mary, Tim, Kiley, and Fred
The Draft Agenda was accepted unanimously
I. Old business from previous Board Meetings
1. Henry and Kiley have sent information to Fred to compile. Gerry, Mary, and Tim are still putting their information together and will send to Fred over the next week.
2. Each Board member still needs to send to Kiley a list of their family group members, indicating who has paid dues, how much, and when. They need to provide documentation whenever possible, to Kiley.
3. Tim will email pictures this week to Fred to post on blog site.
4. Henry called Deanne and Charley about paying family group’s board dues. They all turned down the opportunity to help pay the family group’s dues, though Charley said he would pay the dues if he were to be the Board member.
5. Henry and Mary both had talked with Deanne about the inventory. Jason has been travelling, so has not had a chance to locate it to send.
6. Deanne sent a note about her feelings about the Trust/Ranch to Fred, Henry, and Mary. Mary said that Deanne had intended the message to be forwarded to the entire Board, so Fred will forward to all Board members. This topic will be added to the agenda for discussion at the next Board meeting.
7. Gerry will coordinate with Flathead Farmers on insurance for trust buildings and vehicles. They need to be able to get into the Ranch to look around and the Ranch is currently snowed in with a couple of feet of snow. Gerry might get up there to plow next weekend, and if so, they might be able to get up to look at the places.
8. Tim went to the Missoula County courthouse last Friday to determine how much his taxes for house at the ranch would have been for 2008, 2009, 2010. He talked with people in the auditor’s office and at the recorder’s office; they were not help. Kiley provided the county assessor’s (John) number (329-1400). Tim does not have a copy of the most recent tax bill, but could have that available when he talks with the assessor.
9. Tim said he could go to the Whitefish Credit Union with Kiley to get Kiley put on the account, this coming Wednesday (December 8).
10. Gerry and Tim noted that the Forest Service is doing fire hazard reduction around the ranch now, and have plowed up to Kendee’s (Fred and Cindy’s) house.
11. Gerry notified the Five Valleys Land Trust that we were interested in proceeding with the conservation easement. Gerry indicated that the response was positive, without hesitation, and they would start looking for money sources with which to make the easement. They want the Board to think about the goals for the proposed easement – not just about the amount of money, but to what purposes the easement would be accomplishing; why the Board wants to do the easement. Fred noted that there could be some good models around to look at and develop the Board’s rationale. Fred offered to look into what models he could find, and other Board members should send their ideas to Fred to consolidate. Gerry noted that he would be turning in the stewardship plan, so that might be a source of rationale as well.
12. Tim has fixed the welder. If Gerry plows at the ranch, Tim will go pick it up and bring it into Seeley Lake in order to better sell it. Once Fred receives info from Tim, they will get in advertized on craigslist.
13. Fred noted that the records he now has often do not enable associating individual people with specific deposits, so it is not possible to attribute dues to people who have said they’d paid. Tim said he’d look at his checkbook to determine what he could about his payments, JC’s and perhaps others. Henry will look into how he paid his dues for 2008 and 2009. See notes on making lists of family members payments of dues, above.
14. Gerry will change the direct deposit information for project funds for stream/pond project this next week.
15. Kiley and Tim will go to the Whitefish Credit Union on Wednesday to put Kiley on the account. This account will be kept, not closed out. The Statements are supposedly been sent to the Ranch; Gerry will look for an updated statement. Kiley and Tim will have future statements sent to Kiley.
16. Another bill that occurs regularly is for renting the Oxy/acetylene tanks, which costs about $5 or $6 each month. The bill is sent monthly, but Gerry has been paying it annually. Tim said he paid off the balance of the NAPA bill on his own, and that it was such a small amount that the Board did not need to worry about reimbursing him.
17. Other remaining and anticipated bills include having Grandma’s headstone engraving finished, and paying the last bill for fixing the water system.
18. Gerry said he would check into getting copies of all of the phone bills from the Ranch from 2008 through 2010.
19. Tim said he had called right after the November Board meeting to have the statements from the Capitol One credit card account sent to him. They have not come, and he will call again on Monday (Dec. 6).
20. Kiley will pay off the remaining balance on the credit card once funds are deposited from Whitefish Credit Union into Trust bank account.
21. Henry sent his $1500 down payment on the Jeep to Kiley, and Kiley deposited that in the bank account. Kiley will send a copy of the receipt for that payment to Devon’s email address. Fred and Kiley drafted a contract for the loan and emailed to Henry to review and sign. Fred will email a copy of the unsigned contract to the Board members for their review before Henry signs. Kiley will call the local DMV to see what is needed to transfer the title to Henry.
22. Kiley replaced the Jeep battery for $85. She still needs to get the $9 for the core.
23. Lisa and Mary are working on the ranch behavioral guidelines at the ranch. They will make that available to Tim to post up at the ranch and will email to the Board for additional editing. The guidelines can be changed in the future if the Board wants to do that.
24. The Board brainstormed a few ideas for family reunion activities. These included horse shoe tournaments, trail rides, riding lessons, nature walks, water slide, canoes, and boating on Holland Lake. Board members were encouraged to send additional ideas for Fred to compile and post on the Blog site. Mary said she would, over the next week, compile a list of hotels, motels, campers to rent, etc. Tim has a tipi, and there are wall tents too. Gerry has a bunch of cots that people can set up in the top of the barn during the reunion.
25. Fred reported that he had obtained cousin Mary Flud’s email address (maryflud@aol.com). Mary Flud said that she would not be able to attend the reunion, but would pass the information on to cousin Kathy.
26. In the spring, Kiley will call the engraver about finishing Grandma’s headstone.
27. Fred will email and post on the Blog site a notice of the change of when dues are to be paid. Dues are to be paid any time of the year prior to and including September 15, Starting in 2011.
II. NEW BUSINESS
1. Review of financial accounting (Kiley and Fred)
a. Kiley asked a question about the money that was loaned to Mary. There was a lack of clarity about when the loan was made (2007 or 2008), and about the amount of the loan ($2000 or $2200). More work needs to be done to find the documentation on the loan.
b. Mary agreed to pay $20 each month toward the balance of the loan.
c. Kiley needs all of Gerry’s records regarding the projects at the ranch, including the logging and brush piling, and anything else.
2. Other new business
a. The cabin will be winterized as much as possible, including shutting off the hot water heater. Small heaters have to be active in order to keep the pipes from freezing; the water lines are not plumbed for blowing out all of the water.
b. Tim brought up for the future the potential of joining all of the ranch buildings’ electrical meters together, but that would require a larger (800 watt) service to be installed.
c. Henry made a motion to change the date of the family reunion to the July 4th weekend, which was seconded. Under discussion, people talked about how that is the busiest time of year in the area, which would make it difficult for family members and others to find lodging. The lake and other recreation sites are the most crowded then too. Henry revised his motion, with consent, to the weekend of July 23. That motion passed unanimously.
d. Joe signed the document that assigned Kiley as the successor trustee in his place, but it was not notarized. Fred suggested that it should, just in case it is needed, be notarized. Kiley said she would have Joe sign a new one that is notarized.
e. Mary and Henry reported that Charley is willing to take on the board membership and take on the financial responsibility. Mary said that as long as she has a voice with the Board through Charley she would be OK with him assuming that role. Kiley suggested that the Board inquire of Charley what his expectations of Board membership are; Fred added that along with the responsibilities there are liabilities and Charley should be made aware of those before a decision is made.
f. The Board agreed that Mary is still responsible for the past dues, even if Charley does assume the Board membership. Charley’s direct responsibility for Board fees would begin the year he starts paying the dues.
g. Gerry brought up the idea of renting more dozer time to push some remaining stumps at the ranch. He noted that it would be something that could be accomplished in the spring. This idea was tabled for further discussion in the springtime.
III. Next Board Meeting Date and Time
a. The next Clark Family Trust Board meeting will be held on January 9 at 4PM Mountain Time, 5PM Central Time, and 6PM Eastern Time.
IV. Meeting was Adjourned
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