DRAFT Notes
Clark Family Trust Board Meeting
September 11, 2011
Board Members Present: Gerry, Mary, Tim, Fred, Kiley
Others Present: Madona, Hank
Fred tried to tie in Charley and Ryan, but was unable to do so. Henry was driving and so could not participate.
(Board decisions are in Bold)
I. A quorum of Board members Reviewed and Accepted the Agenda
II. Old business
a. The Board accepted the notes from meeting of July 24, 2011
b. Kiley provided an update on the Trust finances:
i. Income at reunion: $1053.11 ($285.00 from raffle quilt, $268.11 from donations, and $500 from Charley’s purchase of the horse trailer)
ii. Account balances: $4,020.29 in Glacier; $24,086.47 in the Whitefish Credit Union; The Restoration Project Account is current empty.
iii. Dues Payment Update: Tim and Connie paid dues and water at Reunion. Kiley paid her dues too.
iv. The Whitefish Credit Union Account (savings) is not in the Trust. Because of problems with that institution, The Board decided, based on Kiley’s suggestion, to have Kiley investigate other banks and put the funds in a different interest-bearing account.
v. Regarding Board member payments on loans.
1. Henry’s Jeep loan is up to date
2. Mary has been paying her loan as agreed
3. Tim is trying to figure out how to pay his taxes
c. Credit card expenses review (Gerry and Tim)
There was discussion of how to handle the remaining balance on the credit card, including those bills that are definitely the Trust’s responsibility and those that are either Tim’s or Gerry’s. The Board decided, based on Tim’s offer to do so, that Tim will pay off the bill in total, and then the Board will reimburse Tim once the accounting is complete.
Kiley and/or Fred will scan the latest bill and get that to Tim.
There was also discussion of developing an annual budget, which would include expected expenditures in at least three categories (taxes, ongoing regular bills [like electricity], and Board-authorized projects) balanced against projected income.
d. Gerry informed the Board that there is no new information regarding the $6000 and $588 that are still owed to the Trust from the brushing project. Gerry’s understanding is that the Swan Ecosystem Center was to provide $12,000 total, with $6000 going to Gerry to do the work and another $6000 going to the Ranch. Gerry received $6000, but the Trust has not received that. The other funds, which were to be received after the brushing was complete, have also not been received. Gerry said he would send a copy of the contract to Fred to look at and would call the Swan Ecosystem Center to find out what their take is.
Gerry also informed the Board that the stream restoration project could start this fall. He asked if anyone had any questions regarding the email he had sent out with questions and answers from family members. Gerry had polled some of the Board members about allowing the contractors who will be doing the work on the restoration project to use the material from the small hill in the middle of the lower meadow during the project. The Board members on this call agreed that it would be alright, so that is a Board decision.
e. Tim had to leave the call, so the rest of the meeting was discussion, without Board decisions.
f. The remaining callers reviewed and accepted the sign-in sheet format. Since the Board had decided at the July 24 meeting that a sign-in sheet would be used, this was just a review. Should other Board members suggest changes to the format, the Board can take that up at a later meeting or as part of an email poll. The adopted format includes Tim’s and Mary’s contact information and the following basic format:
Tim Clark: 406-677-3107 popsplace@blackfoot.net
Mary Stuart: 406-210-3785 mestuart2@hotmail.com
Guests Arrival Date Leaving Date Kudos, Improvement Suggestions, and Problems Fixed Needs Fixed
g. Gerry mentioned that Holly would like to set up time next summer to bring in friends and family to work on moving and rebuilding the old bunk house, and was asking what the protocol for setting that up would be. Fred suggested that it was not so much “reserving” as “notification,” that people need to provide information to Mary about when they would be there, and then if there were more that one group who wanted to use one or more of the cabins, those wanting to use that time could work it out between themselves as to whether there was really a conflict or if it would be acceptable (or wonderful) to converge at the same time.
Discussion suggested that Mary should be informed of the number of people in the visiting group, the duration of the stay, and if there is anything ‘special’ (like a wedding, for instance) about the visit.
III. New Business
Since there was no longer a quorum of Board members on the call, the new business was under discussion only. Fred offered, and attendees thought it a good idea, to write up several motions for the Board to look at via email so additional business can be accomplished prior to our next Board meeting.
a. Reimbursement to Charley for fixing welder so it can be sold.
Those on the call supported the idea of reimbursing Charley for the cost of fixing the welder so the welder can be sold.
b. Savings Account: Criteria for spending
No discussion
c. Accounting Spreadsheets: Do people want to see them before they are complete? Could send summaries of dues paid/not, utilities, etc.
No discussion
d. Residential Area: Assign plots?
Discussion suggested the following assignment of lots. The drawing is included for reference.
1. Fred
2. Gerry
3. Henry
4. Kiley
5. Charley Jr. (Open)
6. Mary
e. Fred and Cindy’s house: Signed form for ownership
No discussion
f. Substituting labor for dues
No discussion
g. Expectations around the use and maintenance of equipment at the ranch, including
i. Fixing the backhoe and dozer
ii. Board permission for taking equipment off of ranch property
iii. Setting up and using an equipment log
Gerry noted that he would like the Board’s permission to spend funds to replace/repairI the starter on the backhoe. Fred said he would send out a poll to the Board for that.
h. Possibility of renting out ranch cabins and/or other buildings
Fred suggested that renting out the cabins a few weeks each year may raise sufficient funds to pay the taxes and provide some operating capital. Those on the call supported the idea. If it is arranged soon enough, we could do the first rental during hunting season this year.
i. Making expenditures for ranch as reimbursable with pre-authorization from the Board required
No discussion
j. Cleaning up/removing old vehicles, trailers, etc.
Hank suggested that we could bring in a scrap metal company to haul away junk vehicles and other scrap to accomplish some cleanup of the grounds and produce some revenue for the Trust. Fred volunteered to do some research into companies and prices; Gerry noted two places in Missoula to call: Pacific Iron and the Axman.
k. Distribution of Bea and Charley’s stuff at Tim’s house
Fred noted that he had packed some boxes of Mom and Dad’s stuff, mostly related to family heritage. Among that are saved items that should go to individual Board members. He had packed those because people had already left from the reunion and if they stayed at the Ranch they might get misplaced. He and Cindy will repack the items by family group and send them out to the Board member for that group.
l. Weed spraying
No discussion
m. Moving/rebuilding bunk house
No discussion
n. Billing for dues
Everyone on the call was supportive of the idea of sending out, via snail mail, individual bills to Board members and adult family members for dues. Those mailings should include the amount due, the due date, and a stamped envelope with Kiley’s address.
Fred will send to Kiley a spreadsheet with all of the names and addresses of family members that he has, for Kiley to use in sending out the bills.
o. Questionnaire to family members about goals for ranch/Board/Trust, etc.
No discussion
p. Handing off the ranch/Board/Trust to next generations
No discussion
IV. Additional New Business for Discussion
a. Electric bills for people visiting the ranch:
Attendees suggested that all visitors to the Ranch be required to pay $10 per day for the first individual, plus $2 per day for each additional person, to help pay for the electric bill. Those working on Board-approved projects would not have to pay.
b. Hunting and Shooting Sports Rules:
Attendees suggested two rules that would be explicitly stated and posted at the Ranch:
i. Not hunting on the Ranch
ii. Guns and ammo must be locked up when not in use.
V. Next Meeting Date and Time
a. No date was set for the next meeting.
VI. Meeting was Adjourned
Sunday, September 25, 2011
Sunday, August 21, 2011
Draft Agenda for September 11, 2011 Board Meeting
(Same agenda as sent out for the August 21 meeting,
which was cut short because of a lack of Board participation)
I. Review and Accept Agenda
II. Notes from meeting of July 24, 2011:
Fred facilitated the in-person meeting at the ranch on the final day of the reunion. Fred went through a list of items the Board could consider and others added to the list. The Board took up a few of those items before adjourning. It was a short meeting.
• Kiley gave a brief update on the current financials
• The Board decided to institute a reservation system for using the cabins at the ranch, with Mary serving as the point of contact for the reservations. Everyone wanting to use the cabins, whether for one night or for several needs to contact Mary, either by phone (406-210-3785)or email (mestuart2@hotmail.com) to check on availability and make a reservation. Mary will keep a log book for reservations. There was discussion that reservations do not need to be exclusive, so multiple users can coordinate their visits at the same time - but they do need to coordinate so nobody is surprised or left without a place to sleep, etc.
• Hank offered to create a sign-in sheet on which people visiting the ranch can not only note when they stayed there, but also to note the condition of the place and what needs to be fixed or other concerns and observations. See old business for the current format for that sheet.
• Fred had made copies of the Board members’ drivers’ licenses for Kiley to use in setting up a new Trust savings account (which he later emailed to Kiley). Kiley will check with the bank to get whatever forms are needed out to the Board members to sign to set up the account.
• Kiley said she’d check up with the person who is supposed to finish the engraving on Grandma Bea’s grave.
• Henry indicated that he would be stepping down from the Board and passing his Board membership to Madonna. Hank and Ryan have both expressed interest in participating with the Board when it meets.
• The list of potential items to be discussed at that meeting or in future meetings included:
o Expectations around the use and maintenance of equipment at the ranch, including
Fixing the backhoe and dozer
Board permission for taking equipment off of ranch property
Setting up and using an equipment log
o Possibility of renting out ranch cabins and/or other buildings
o Making expenditures for ranch as reimbursable with pre-authorization from the Board required
o Cleaning up/removing old vehicles, trailers, etc.
o Distribution of Bea and Charley’s stuff at Tim’s house
o Weed spraying
o Moving/rebuilding bunk house
o Billing for dues
o Questionnaire to family members about goals for ranch/Board/Trust, etc.
o Handing off the ranch/Board/Trust to next generations
III. Old Business (Follow-up Tasks)
a. Modify and Accept notes from July 24 meeting
b. Finances update (Kiley)
i. Funds from reunion: raffle and donations
ii. Account balances
iii. Dues Payment Update
iv. Setting up accounts
v. Board member payments on loans
1. Henry: Jeep loan
2. Mary: funds loan
3. Tim: taxes
c. Credit card expenses review (Gerry and Tim)
d. Condition of grants from brushing - $6000 plus $588? (Gerry)
e. Separating personal tax bill (Tim)
f. Review and accept sign-in sheet format (Fred)
g. Restoration Project Update (Gerry)
IV. New Business
a. Savings Account: Criteria for spending
b. Accounting Spreadsheets: Do people want to see them before they are complete? Could send summaries of dues paid/not, utilities, etc.
c. Residential Area: Assign plots?
d. Fred and Cindy’s house: Signed form for ownership
e. Substituting labor for dues
f. Expectations around the use and maintenance of equipment at the ranch, including
g. Fixing the backhoe and dozer
h. Board permission for taking equipment off of ranch property
i. Setting up and using an equipment log
j. Possibility of renting out ranch cabins and/or other buildings
k. Making expenditures for ranch as reimbursable with pre-authorization from the Board required
l. Cleaning up/removing old vehicles, trailers, etc.
m. Distribution of Bea and Charley’s stuff at Tim’s house
n. Weed spraying
o. Moving/rebuilding bunk house
p. Billing for dues
q. Questionnaire to family members about goals for ranch/Board/Trust, etc.
r. Handing off the ranch/Board/Trust to next generations
V. Next Meeting Date and Time
a. The next meeting will be on ______, 2011, at 4PM Mountain, 5PM Central, and 6PM Eastern.
VI. Adjourn
which was cut short because of a lack of Board participation)
I. Review and Accept Agenda
II. Notes from meeting of July 24, 2011:
Fred facilitated the in-person meeting at the ranch on the final day of the reunion. Fred went through a list of items the Board could consider and others added to the list. The Board took up a few of those items before adjourning. It was a short meeting.
• Kiley gave a brief update on the current financials
• The Board decided to institute a reservation system for using the cabins at the ranch, with Mary serving as the point of contact for the reservations. Everyone wanting to use the cabins, whether for one night or for several needs to contact Mary, either by phone (406-210-3785)or email (mestuart2@hotmail.com) to check on availability and make a reservation. Mary will keep a log book for reservations. There was discussion that reservations do not need to be exclusive, so multiple users can coordinate their visits at the same time - but they do need to coordinate so nobody is surprised or left without a place to sleep, etc.
• Hank offered to create a sign-in sheet on which people visiting the ranch can not only note when they stayed there, but also to note the condition of the place and what needs to be fixed or other concerns and observations. See old business for the current format for that sheet.
• Fred had made copies of the Board members’ drivers’ licenses for Kiley to use in setting up a new Trust savings account (which he later emailed to Kiley). Kiley will check with the bank to get whatever forms are needed out to the Board members to sign to set up the account.
• Kiley said she’d check up with the person who is supposed to finish the engraving on Grandma Bea’s grave.
• Henry indicated that he would be stepping down from the Board and passing his Board membership to Madonna. Hank and Ryan have both expressed interest in participating with the Board when it meets.
• The list of potential items to be discussed at that meeting or in future meetings included:
o Expectations around the use and maintenance of equipment at the ranch, including
Fixing the backhoe and dozer
Board permission for taking equipment off of ranch property
Setting up and using an equipment log
o Possibility of renting out ranch cabins and/or other buildings
o Making expenditures for ranch as reimbursable with pre-authorization from the Board required
o Cleaning up/removing old vehicles, trailers, etc.
o Distribution of Bea and Charley’s stuff at Tim’s house
o Weed spraying
o Moving/rebuilding bunk house
o Billing for dues
o Questionnaire to family members about goals for ranch/Board/Trust, etc.
o Handing off the ranch/Board/Trust to next generations
III. Old Business (Follow-up Tasks)
a. Modify and Accept notes from July 24 meeting
b. Finances update (Kiley)
i. Funds from reunion: raffle and donations
ii. Account balances
iii. Dues Payment Update
iv. Setting up accounts
v. Board member payments on loans
1. Henry: Jeep loan
2. Mary: funds loan
3. Tim: taxes
c. Credit card expenses review (Gerry and Tim)
d. Condition of grants from brushing - $6000 plus $588? (Gerry)
e. Separating personal tax bill (Tim)
f. Review and accept sign-in sheet format (Fred)
g. Restoration Project Update (Gerry)
IV. New Business
a. Savings Account: Criteria for spending
b. Accounting Spreadsheets: Do people want to see them before they are complete? Could send summaries of dues paid/not, utilities, etc.
c. Residential Area: Assign plots?
d. Fred and Cindy’s house: Signed form for ownership
e. Substituting labor for dues
f. Expectations around the use and maintenance of equipment at the ranch, including
g. Fixing the backhoe and dozer
h. Board permission for taking equipment off of ranch property
i. Setting up and using an equipment log
j. Possibility of renting out ranch cabins and/or other buildings
k. Making expenditures for ranch as reimbursable with pre-authorization from the Board required
l. Cleaning up/removing old vehicles, trailers, etc.
m. Distribution of Bea and Charley’s stuff at Tim’s house
n. Weed spraying
o. Moving/rebuilding bunk house
p. Billing for dues
q. Questionnaire to family members about goals for ranch/Board/Trust, etc.
r. Handing off the ranch/Board/Trust to next generations
V. Next Meeting Date and Time
a. The next meeting will be on ______, 2011, at 4PM Mountain, 5PM Central, and 6PM Eastern.
VI. Adjourn
Format for Sign-in Sheet
Clark Ranch Sign In & Sign Out Report any immediate problems to a board member.
Tim Clark: 406-677-3107 popsplace@blackfoot.net Mary Stuart: 406-210-3785 mestuart2@hotmail.com
| Guests | Arrival Date | Leaving Date | Kudos, Improvement Suggestions, and Problems | Fixed | Needs Fixed |
| | | | | | |
| | | | | | |
| | | | | | |
Post from Gerry on stream restoration project
Posted by Fred on behalf of Gerry on Aug. 21, 2011:
Dear Clark family trustees,board members, and family, Sorry I was unable to get the Plan sent Via e-mail. I am having tech difficulties with this disc. provided by Greg at the FWP Service. I can get it to load up on a PDF , but unable to get it to send out. I shall prevail and get some tech assistance.
In the mean time, I'll go over my notes at the meeting with Greg and pass that to you to pass to other board members if you would.
I was trying to stay on track with questions the family members had about the specifics of the project. Now that we have the final plan I can give a better picture of what will take place.
The Off Stream Pond: Most asked question is - are we going to have one. The answer is yes, and it looks like we will possibly have 2. The first one will be located where we now go fishing. So we will call that the fishing whole , and another will be west of the newly built channel. Sorry no map until I get you the Plan.
How deep will the pond be? The pond will be 12 ft deep at the deepest end. There will be an island for bird nests in each of the ponds. The water supply to form the ponds will be ground water , not from run off as first thought.
What will happen to the Old Dam? The Old Dam will be excavated out and the materials will be used to reclaim the hill and road west of the dam , where it originally came from. The Old Dam will be leveled to the flood Plain elevation. The berms that were created by the last pond excavation will also be leveled to the flood plain. The three tributaries that feed into the pond now will be worked into one outlet channel and follow the original path the stream had before being changed back in the late 1930's. Yes , according to Greg Neudecker there are Arial pictures of the dam site from back in the late 1930's.
What will happen to the present stream bed? The present stream bed will be reclaimed and filled to the elevation of the lower meadow. This stream bed will then become part of the lower meadow. There will be a 2 " Polly pipe buried in the old stream bed before it is covered. The pipe will run from the off stream pond to near the old crossing area past the pump house. This pipe will feed into a tank which can provide water for livestock, since the restoration and stream will be fenced off to protect it during the regeneration years.
Greg asked me if they could use the material from the big hump in the lower meadow for fill in the stream. I told him I would say yes , however I need everyone's feed back on this. ( Please let me know how you feel about this).
How will we get across the stream? There will be a large culvert placed at the bottom of the hill below the cabins, I think most people are familiar with the small culvert that is there now. The new culvert will be 8 ft wide and 24 ft long. It will have a flattened shape on the bottom to make better access for the fish. The culvert will have 2 ft if gravel covering the bottom to emulate the stream bed. This should provide great access to the lower meadow like we have never had before.
What materials will we provide for the project. We have agreed to provide any and all the logs and brush needed for the project. There is a list of materials provided on Sheet Number MT-2 of the plan. We have not agreed to provide any rock for the project, however there may be some large rock around the old spill way which they could use. The dirt and rock hump in the lower meadow my also provide for some larger rock needed for the project. I suggested to Greg to try and contact the USFS to get rock from the Gravel Pit on Owl Creek Loop. ( Good Luck with That!)
Greg is now applying for the permits needed to proceed with the Missoula Conservation District. He does not fore see any problem with this. When the permits are acquired , then they can proceed with the project this fall.
They are considering three different contractor's, all of which they have had former experience with. No one was named at this time.
I will get the final Plan sent out as soon as I get a tech help . Please contact me for questions or concerns about the project , I want your input and considerations.
Gerald Clark , Project Cooperator
Clark Ranch Trustee
Raffle winners
In case anyone is wondering, Fred and Cindy won the quilt raffle. We - Cindy and Fred - are very happy to have Grandma Bea's quilt in our home. The raffle yielded a nice amount for the Trust account. Kiley will have for us an accounting of the raffle amounts, the amounts donated at the reunion, and other financial stuff at our meeting on August 21. *Fred*
Wednesday, July 6, 2011
Grandma Bea's Quilt
Pieced together from squares that Grandma had stitched, this beautiful and endearing quilt will be raffled at the upcoming family reunion. Tickets will be available to purchase at $5 per ticket, with the proceeds going to support the next reunion. The Board is leaning toward a "you must be present to win" approach. Stay tuned for additional details, or get in touch with your friendly family Board Member for more information!
Sunday, July 3, 2011
DRAFT notes: July 3, 2011 Board Meeting
Board Members Present via Skype: Henry, Gerry, Mary, Fred, Tim. Others on the call: Charley and Ryan.
(Kiley had been called in to work, so was unavailable for the call)
OLD BUSINESSI. Family Reunion Planning
Tim had found the parts of a quilt that Grandma had started but not assembled. Tim had it put together by a friend of his in Seeley Lake. Tim suggested that the quilt be raffled off and the funds from the raffle go to support the next family reunion. Fred suggested the priced per ticket as $5. That was agreed upon by the Board. Tim will send photos to Fred to post on the Facebook reunion event page and the Blogspot. Mary will get the tickets figured out. The raffle would be a “must be present to win” affair.
The number of expected attendees comes out to be about 50 to 55. Estimates by family group are: Henry (12), Gerry (10), Mary (10), Joe/Kiley (6), Fred (2), and Tim (4). There may be others too, from Kansas (maybe as many as 5), and maybe six other friends.
There appear to be sufficient beds in the new cabin (Fred and Cindy, Madonna?, others. . .), the old cabin (Gerry and Sheri, and others. . . ), the bunk house, and Tim’s house (Henry). Hank may be bringing a trailer for his family. Others are planning on camping.
There may not be enough pillows at the ranch, but it we need more, Mary has a source where we can buy more for a dollar apiece.
Fred and Cindy will arrive in Missoula on July 16th. Mary offered to come pick them up. Gerry said the Dodge truck would be at the Ranch.
It sounds like there will be people arriving as early as Thursday, but many will trickle in or be coming and going throughout the weekend.
Charley had the number for the porta potties.
The dumpster at the ranch needs to get emptied. It was relayed that Holley offered to pay for having that done.
Tim is ready to order food - he will do so once people email their menus to him.
Charley mentioned that he’d like to buy the horse trailer the ranch has. Tim had shown it to a prospective buyer, who did not buy it.
NEW BUSINESS
II. Next Meeting Date and Time
The next meeting will be on July 17, 2011, at 4PM Mountain, 5PM Central, and 6PM Eastern.
III. Adjourn
Meeting adjourned.
(Kiley had been called in to work, so was unavailable for the call)
OLD BUSINESSI. Family Reunion Planning
Tim had found the parts of a quilt that Grandma had started but not assembled. Tim had it put together by a friend of his in Seeley Lake. Tim suggested that the quilt be raffled off and the funds from the raffle go to support the next family reunion. Fred suggested the priced per ticket as $5. That was agreed upon by the Board. Tim will send photos to Fred to post on the Facebook reunion event page and the Blogspot. Mary will get the tickets figured out. The raffle would be a “must be present to win” affair.
The number of expected attendees comes out to be about 50 to 55. Estimates by family group are: Henry (12), Gerry (10), Mary (10), Joe/Kiley (6), Fred (2), and Tim (4). There may be others too, from Kansas (maybe as many as 5), and maybe six other friends.
There appear to be sufficient beds in the new cabin (Fred and Cindy, Madonna?, others. . .), the old cabin (Gerry and Sheri, and others. . . ), the bunk house, and Tim’s house (Henry). Hank may be bringing a trailer for his family. Others are planning on camping.
There may not be enough pillows at the ranch, but it we need more, Mary has a source where we can buy more for a dollar apiece.
Fred and Cindy will arrive in Missoula on July 16th. Mary offered to come pick them up. Gerry said the Dodge truck would be at the Ranch.
It sounds like there will be people arriving as early as Thursday, but many will trickle in or be coming and going throughout the weekend.
Charley had the number for the porta potties.
The dumpster at the ranch needs to get emptied. It was relayed that Holley offered to pay for having that done.
Tim is ready to order food - he will do so once people email their menus to him.
Charley mentioned that he’d like to buy the horse trailer the ranch has. Tim had shown it to a prospective buyer, who did not buy it.
NEW BUSINESS
II. Next Meeting Date and Time
The next meeting will be on July 17, 2011, at 4PM Mountain, 5PM Central, and 6PM Eastern.
III. Adjourn
Meeting adjourned.
Sunday, June 26, 2011
Clark Family Trust Board Meeting
DRAFT Notes
Clark Family Trust Board Meeting
June 26, 2011
Board Members Present via Skype: Fred, Gerry, Henry, Kiley, Mary, Tim. Also on call: Charley Stuart
I. Credit Card Accounting Spreadsheet Review
We started going through the spreadsheet line-by line. Tim and Gerry agreed that some of the charges listed were their personal charges, so they would take responsibility for paying those. Tim said he pay the CIC Triple Advantage fees, as well as the past due fees. Some charges were noted as being for a variety of projects, such as rebuilding the coral, but other charges were still not attributable to particular activities or items. Tim said he would obtain receipts from businesses in Seeley Lake (Roveros and Kurt’s Polaris in particular, but there are others too) and Gerry said he would do the same for those under his card number (in Missoula, Polson, Ronan, and St. Ignatius – and maybe elsewhere). Fred or Kiley need to send the card number for the card that Gerry was using so he can do the appropriate research. Both Gerry and Tim have copies of the spreadsheet with dates, vendors, and costs, so they should be able to find the right accounting records. Henry noted that we need the receipt information to be accountable as a Trust Board, and we need to do that before the reunion.
One charge, for $793.99 to CHC Coop, was for a saddle that Tim purchased. Tim thought he had paid that to the Trust, but there is no corresponding record in the bank. The electronic payment to the credit card for $800 (like all of the electronic payments) were from the Trust account. Fred will look through the records again to see if there is anything that accounts for this purchase through repayment.
We will pick up the discussion again once Tim and Gerry obtain the accounting info from the vendors.
II. Next Meeting Date and Time
• The next meeting will be on July 3, 2011, at 4PM Mountain, 5PM Central, and 6PM Eastern. The Reunion will be the main topic.
III. Adjourn
Meeting adjourned.
Clark Family Trust Board Meeting
June 26, 2011
Board Members Present via Skype: Fred, Gerry, Henry, Kiley, Mary, Tim. Also on call: Charley Stuart
I. Credit Card Accounting Spreadsheet Review
We started going through the spreadsheet line-by line. Tim and Gerry agreed that some of the charges listed were their personal charges, so they would take responsibility for paying those. Tim said he pay the CIC Triple Advantage fees, as well as the past due fees. Some charges were noted as being for a variety of projects, such as rebuilding the coral, but other charges were still not attributable to particular activities or items. Tim said he would obtain receipts from businesses in Seeley Lake (Roveros and Kurt’s Polaris in particular, but there are others too) and Gerry said he would do the same for those under his card number (in Missoula, Polson, Ronan, and St. Ignatius – and maybe elsewhere). Fred or Kiley need to send the card number for the card that Gerry was using so he can do the appropriate research. Both Gerry and Tim have copies of the spreadsheet with dates, vendors, and costs, so they should be able to find the right accounting records. Henry noted that we need the receipt information to be accountable as a Trust Board, and we need to do that before the reunion.
One charge, for $793.99 to CHC Coop, was for a saddle that Tim purchased. Tim thought he had paid that to the Trust, but there is no corresponding record in the bank. The electronic payment to the credit card for $800 (like all of the electronic payments) were from the Trust account. Fred will look through the records again to see if there is anything that accounts for this purchase through repayment.
We will pick up the discussion again once Tim and Gerry obtain the accounting info from the vendors.
II. Next Meeting Date and Time
• The next meeting will be on July 3, 2011, at 4PM Mountain, 5PM Central, and 6PM Eastern. The Reunion will be the main topic.
III. Adjourn
Meeting adjourned.
Saturday, May 28, 2011
Board Meeting May 22, 2011: Draft Notes
DRAFT NOTES
Clark Family Trust Board Meeting
May 22, 2011
Board Members Present via Skype: Henry, Kiley, Mary, Fred
- A Quorum of Five was not present, so no Board decisions were made.
I. Old Business (Follow-up Tasks)
· Tim called Henry and emailed Fred that he would not be on the call today. Nobody was able to get in touch with Gerry, though Henry indicated that Gerry knew about the meeting.
· Fred and Kiley had sent out the spreadsheets that display the expenses associated with the Capitol One Credit Card from 2008 through April 2011. Without Tim and Gerry on the call, we could not go over them in detail.
II. New Business
· Savings Account: Criteria for spending – Discussion leaned toward the idea that a full vote from the Board should be required for any decision to move money out of the savings account, and either three or four signatures should be required to actually accomplish the move.
· Accounting Spreadsheets: Fred asked if people want to see the overall accounting spreadsheets before they are complete. Those on the phone said they would like to see them.
· Tax payment: Tim had indicated that he will be paying $100 per month to the Trust toward the back taxes for his house. Discussion included the idea that the Trust had already paid the taxes for Tim’s house earlier, so Tim’s continuing not to pay is essentially taking a loan from the Trust on that amount. The Board has not discussed the payment schedule. There was discussion as to whether Tim should be paying interest on the back taxes.
· Residential Area: The remaining unassigned plots are those for the family groups associated with Henry, Mary, Kiley (/Joe), and Lynn (/Charley Jr.). Fred asked if people would like to have their plots assigned prior to the reunion. Henry, Mary, and Kiley thought they could come up with a unanimous agreement between them. That still leaves Lynn out, but nobody has been able to get ahold of her yet.
· Board member dues: Fred asked if it would help to send out the spreadsheets again that show the records for who has paid how much for dues and for which years. Some still have the spreadsheets on file, but the general feeling was that it would be a good idea to send them out again.
· Family Reunion: What’s new? Tim says the porta potties would cost $200.
o Reminder: send photos to Joe for the family reunion CD.
o Reminder: Need actual commitment from family members as to who will be at the reunion. Mary indicated that she thought they could just adapt on the fly, depending on who really shows up. Fred thought it would be a good idea to at least try to pin the numbers down a little bit better.
III. Next Meeting Date and Time
· The next meeting will be on June 5, 2011, at 4PM Mountain, 5PM Central, and 6PM Eastern.
IV. Adjourn
Meeting adjourned.
Monday, April 25, 2011
Ranch House Rules Accepted by Board on May 1, 2011
GENERAL HOUSE RULES
# 1 Rule is to have fun and enjoy yourself.
Follow these rules so everyone else can too:
If you pack it in- pack it out
If you turn it on - turn it off
If you drop it - pick it up
If you get it out - put it away
If you dirty it - clean it
If you break it - fix it (or report it to someone who can)
If you use it - take care of it
If it is not yours - leave it alone
If it belongs to someone else and you want to use it - ask permission from the owner first
If you move it - put it back
If you use it up - replace it.
If you unlock it - lock it back up
If you don’t know how to operate it - leave it alone
If it doesn’t concern you - don’t mess with it
If it is your child or animal and makes a mess - clean it up
If it is dangerous to a child or animal - keep it out of their reach or under lock and key
If it is crying or hurt - take care of it
PARENTS ARE RESPONSIBLE FOR THE ACTIONS OF THEIR MINOR CHILDREN
BEFORE YOU LEAVE
We hope you enjoyed your stay at the Ranch. Before you leave there are a few things you need to do. We do not have a cleaning service so you will have to clean up after yourself. Please leave the cabin as clean as you can so the next person can enjoy their stay too. Cleaning supplies will be provided. If you use them up, please let someone on the Board of Trustees know. Any and all donations are welcome.
Please follow this check list.
ü Please do not leave any food you brought. Dispose of all spoiled or unused leftovers or take them with you. Do not leave any perishable food of any kind.
ü If you leave any food that is not perishable, do so with the understanding that it may be used by someone else. If you do not want it used by someone else because you plan to return in the near future please mark it with your name on it and leave a note that you plan on using it. Any out dated and all spoiled food should be removed.
ü Clean the entire kitchen, including appliances, counters, floors, sinks, and garbage can.
ü Wash, dry, and put away dishes.
ü Unplug all small appliances.
ü Wash and dry all dirty dish towel and dish rags.
ü Clean bathroom, including the floor, sink, shower, and toilet.
ü Wash, dry and put away towels and wash rags.
ü Clean bedrooms; beds should be left clean and made.
ü Vacuum all rugs.
ü Make sure all windows are closed.
ü Sweep and mop floors.
ü Wash off all table tops.
ü Pick up all messes.
ü Turn off hot water tank.
ü Turn down heat.
ü Make sure the fire in the wood stove is out.
ü Remove all garbage and personal items.
May 2010 Trust Board Meeting Draft Agenda
DRAFT Agenda
Clark Family Trust Board Meeting
May 01, 2011
I. Adopt Notes from meeting of March 20, 2011.
II. Old Business (Follow-up Tasks)
· Kiley said she would get in touch with Blackfoot Telephone to see if she could get the full set of telephone bills. Is this done, and what are the results?
· Gerry said that he has some of the accounting information together regarding the projects at the ranch, and will have all of that information to Kiley within a Month. Gerry has been saying that he would have the accounting information together to add to the overall accounting for
· Gerry said that he would follow up with the State forester about the $6000 expected to have been paid as part of a grant for the brushing project. We have heard nothing about the follow up and the account has not received the $6000.
· Gerry said he would send the associated paperwork to Fred to look over. Gerry has never sent that either.
· Gerry said he would have another call to discuss the stream/pond issues, on Thursday, March 24 to discuss further. We have heard nothing in regard to that meeting, whether it occurred or not, and if so what the outcome was.
· Gerry also said he would ask about getting an electronic copy of the plans to share with the Board. We have neither seen nor heard any additional information on this.
· Mary sent the draft house rules to Fred to send out to Board members. Fred sent those out for review by others. The only responses back was from Tim (“I like the house rules.”) and Kiley (“I think the house rules are fun but they do not give specific instruction like washing linens, sweeping, mopping, taking away trash etc...”).
o Motion to accept the House Rules and post at the Old and New Cabins?
· Tim will get together with Kiley this week to set up a payment plan for his taxes. He had also committed to doing that before, in February. He has still not done that.
· Tim said he would also continue to pursue setting up a separate payment for his house taxes with the county. There appears to be little effort and no progress on this front. This has been going on since 2008.
· Kiley had provided a copy of the trust to Randy Schneider (or is it Snyder?), to get advice about how to deal with successor trustees and other issues. Neither Tim nor Kiley had heard from Randy in March. Tim said he would call Randy the week following the Board meeting. We have heard neither about Tim calling, nor the outcome of the call if it did occur.
· Tim offered to provide a copy of the Charter to Randy Schneider and investigate potential mechanisms for setting up a legal operational structure for the Board, such as a foundation or a 503 corporation.
· Fred said he’d send a copy of Deanne’s email to Charley. He did. Has anyone responded?
· Gerry said that he still owed $350 more on the dozer he rented to do the brushing project. How is this being paid?
· Joe has offered to develop CDs of family photos to distribute at the family reunion. Fred wrote a note to that effect on the blog site and on the event section of his Face Book page. Joe submitted additional information and Fred posted that on the blog.
· Tim said he’d invite Chris Salzer and family. Has that been done?
· Gerry had to leave the meeting, so missed the last discussion of the meeting.
· Kiley and Henry will figure out how to work getting the title to the Jeep to Henry.
·
III. New Business
· Fred was able to get copies of all of the statements for the Capitol One credit card sent. Fred helped Kiley put the information from those into a spreadsheet to share with the Board.
· Fred sent a copy of the draft family history he had been working on to cousin Chris Salzer.
·
IV. Next Meeting Date and Time
· The next meeting will be on (enter date)
V. Adjourn
· Motion to Adjourn (make motion)
Monday, March 21, 2011
Info on the Photo Project from Joe
The project:
Visual Tribute of the Clark Family History.
It will begin with photos of Dad (GP,GGP) and Mom (GM,GGM) followed by the family growing up....
Then individual sections representing each of the Siblings' families.
The photos will be put into a slide show with music and produced in DVD format.
CDs of the digitized photos will also be produced.
I have the equipment to scan photos and slides but would prefer that the photos come to me digitized.
This will not work with out everyone's participation. Please limit your personal family photos to 50.
I will keep each set of originals separate and if you need them back I can mail them to you two weeks from receipt.
Visual Tribute of the Clark Family History.
It will begin with photos of Dad (GP,GGP) and Mom (GM,GGM) followed by the family growing up....
Then individual sections representing each of the Siblings' families.
The photos will be put into a slide show with music and produced in DVD format.
CDs of the digitized photos will also be produced.
I have the equipment to scan photos and slides but would prefer that the photos come to me digitized.
This will not work with out everyone's participation. Please limit your personal family photos to 50.
I will keep each set of originals separate and if you need them back I can mail them to you two weeks from receipt.
Sunday, March 20, 2011
A Family Photographic CD Offer
Uncle Joe has offered to develop a CD of photos from family members far and wide. He requests that you mail or email or otherwise deliver to him what you would like to contribute to this potentially wonderful project. The idea is to distribute the final product at the family reunion in July.
You can contact him via email at help@sendmycoffee.com
You can contact him via email at help@sendmycoffee.com
March 20 Draft Meeting Notes
DRAFT Meeting Notes
Clark Family Trust Board Meeting
March 20, 2011
In Attendence via skype: Henry, Gerry, Mary, Kiley, Fred, and Charley
I. Adopt Notes from January 13 meeting.
Not everyone had reviewed the notes, but those who had found them to be accurate. The motion to accept the notes was passed unanimously.
II. Old Business (Follow-up Tasks)
• Phone Bills: Gerry and Tim thought the ranch had paid the phone bill from January to June or July, after which JC paid, and then Gerry picked up. (FC note: The accounting records show that the ranch paid phone bills totaling $892.14 from January through August of 2008. There is also a record of payment of $141.98 in 2010.) Kiley said she would get in touch with Blackfoot Telephone to see if she could get the full set of telephone bills.
• Gerry said that he has some of the accounting information together regarding the projects at the ranch, and will have all of that information to Kiley within a Month.
• Gerry still has not heard from the State forester about the $6000 expected to have been paid as part of a grant for the brushing project. Gerry will send the associated paperwork to Fred to look over.
• Gerry is still working on reviewing/helping to move along the restoration project design production. The last set of plans Gerry looked at were missing expected details, including the pipes that were expected to be put under the old stream bed and the off-stream pond. The off-stream pond is an important element because it would provide a water source for fire fighting, a recreational spot, and a water spot for wildlife and livestock. Gerry has another call set up at an undetermined time on Thursday, March 24 to discuss further. He will also ask about getting an electronic copy of the plans to share with the Board.
• Mary has the behavioral guidelines ready to share with the Board. She will email those again to Fred to send out to other Board members.
• Tim will get together with Kiley this week to set up a payment plan for his taxes. He will also continue to pursue setting up a separate payment for his house taxes with the county.
• Kiley provided a copy of the trust to Randy Schneider, a lawyer who is a friend of Tim’s. Neither Tim nor Kiley had heard from Randy. Tim said he would call Randy this week.
• No one had responded to Deanne’s email about her perspectives on being involved with the ranch. Fred said he’d send a copy of Deanne’s email to Charley.
• Gerry said that he still owed $350 more on the dozer he rented to do the brushing project. He also used the dozer to do some work north of the access road, in the residential area.
• There continues to be confusion about the Capitol One credit card. Kiley now has an actual card, which she got from Gerry. Fred offered, if he had Tim’s and others’ permission, to use the account information to see what could be done about obtaining copies of the account statements. Fred received that permission, so will look into this once the account information is provided.
• Joe has offered to develop CDs of family photos to distribute at the family reunion. Fred will write a note to that effect on the blog site and on the event section of his Face Book page.
• Gerry invited Heather to the family reunion. Tim said he’d invite Chris Salzer and family.
• Gerry had to leave the meeting, so missed the last discussion of the meeting.
• Kiley and Henry will figure out how to work getting the title to the Jeep to Henry.
III. New Business
• In a final discussion, Fred expressed a concern that the Board really has no legal operational structure, that he’d like to see a legal structure that transcends the family trust and which lays out the Board’s responsibilities and liabilities. Others expressed a similar concern. The Charter is not a signed, legal document, but may be a starting place. Tim offered to provide a copy of the Charter to Randy Schneider and investigate potential mechanisms, such as a foundation or 503 corporation. The remaining Board members were OK with that.
IV. Next Meeting Date and Time
• The next meeting will be on May 1 at 4PM Mountain Time/5PM Central/6PM Eastern.
V. Adjourn
• The motion to adjourn the meeting passed. Meeting was adjourned.
Clark Family Trust Board Meeting
March 20, 2011
In Attendence via skype: Henry, Gerry, Mary, Kiley, Fred, and Charley
I. Adopt Notes from January 13 meeting.
Not everyone had reviewed the notes, but those who had found them to be accurate. The motion to accept the notes was passed unanimously.
II. Old Business (Follow-up Tasks)
• Phone Bills: Gerry and Tim thought the ranch had paid the phone bill from January to June or July, after which JC paid, and then Gerry picked up. (FC note: The accounting records show that the ranch paid phone bills totaling $892.14 from January through August of 2008. There is also a record of payment of $141.98 in 2010.) Kiley said she would get in touch with Blackfoot Telephone to see if she could get the full set of telephone bills.
• Gerry said that he has some of the accounting information together regarding the projects at the ranch, and will have all of that information to Kiley within a Month.
• Gerry still has not heard from the State forester about the $6000 expected to have been paid as part of a grant for the brushing project. Gerry will send the associated paperwork to Fred to look over.
• Gerry is still working on reviewing/helping to move along the restoration project design production. The last set of plans Gerry looked at were missing expected details, including the pipes that were expected to be put under the old stream bed and the off-stream pond. The off-stream pond is an important element because it would provide a water source for fire fighting, a recreational spot, and a water spot for wildlife and livestock. Gerry has another call set up at an undetermined time on Thursday, March 24 to discuss further. He will also ask about getting an electronic copy of the plans to share with the Board.
• Mary has the behavioral guidelines ready to share with the Board. She will email those again to Fred to send out to other Board members.
• Tim will get together with Kiley this week to set up a payment plan for his taxes. He will also continue to pursue setting up a separate payment for his house taxes with the county.
• Kiley provided a copy of the trust to Randy Schneider, a lawyer who is a friend of Tim’s. Neither Tim nor Kiley had heard from Randy. Tim said he would call Randy this week.
• No one had responded to Deanne’s email about her perspectives on being involved with the ranch. Fred said he’d send a copy of Deanne’s email to Charley.
• Gerry said that he still owed $350 more on the dozer he rented to do the brushing project. He also used the dozer to do some work north of the access road, in the residential area.
• There continues to be confusion about the Capitol One credit card. Kiley now has an actual card, which she got from Gerry. Fred offered, if he had Tim’s and others’ permission, to use the account information to see what could be done about obtaining copies of the account statements. Fred received that permission, so will look into this once the account information is provided.
• Joe has offered to develop CDs of family photos to distribute at the family reunion. Fred will write a note to that effect on the blog site and on the event section of his Face Book page.
• Gerry invited Heather to the family reunion. Tim said he’d invite Chris Salzer and family.
• Gerry had to leave the meeting, so missed the last discussion of the meeting.
• Kiley and Henry will figure out how to work getting the title to the Jeep to Henry.
III. New Business
• In a final discussion, Fred expressed a concern that the Board really has no legal operational structure, that he’d like to see a legal structure that transcends the family trust and which lays out the Board’s responsibilities and liabilities. Others expressed a similar concern. The Charter is not a signed, legal document, but may be a starting place. Tim offered to provide a copy of the Charter to Randy Schneider and investigate potential mechanisms, such as a foundation or 503 corporation. The remaining Board members were OK with that.
IV. Next Meeting Date and Time
• The next meeting will be on May 1 at 4PM Mountain Time/5PM Central/6PM Eastern.
V. Adjourn
• The motion to adjourn the meeting passed. Meeting was adjourned.
Thursday, February 10, 2011
Draft Agenda, February 13, 2011
DRAFT Meeting AGENDA
Clark Family Trust Board Meeting
FEB 13, 2011
I. Adopt Notes from January 16 meeting
II. Old Business (Follow-up Tasks)
a. Henry: contact Nancy and Elsie about family reunion
b. All: brainstorm on getting word out about reunion
c. All: send, if you have not already, family contact information to Fred
d. All: contact, if you have not already, your family members about who has paid dues, when they were paid, and how much they paid
e. Gerry: get correct deposit information to Swan Ecosystem Center
f. Gerry: send Whitefish Credit Union statements to Kiley
g. Gerry: get phone bills from 2008 through 2010
h. Gerry: get record from all ranch projects sent to Kiley
i. Mary: send draft ranch behavioral guidelines to all to review
j. Tim: figure out tax amount for house at ranch
k. Tim: pay taxes amount to Trust account
l. All: get bank accounts set up with appropriate signatures (see new business, related to Trust organization and trusteeship)
m. Tim: sell welder
n. All: respond to Deanne’s letter
o. All: figure out distribution of Bea and Charley’s belongings
p. All: review conservation easement goals document (see new business, related to conservation easement)
q. All: discuss expectations of new board members; i.e., like Charley
III. New Business
a. Getting the Trust fully functional
i. Who has conferred with whom about the Trust and its implications (lawyers, trust specialists, etc)
ii. Who really is a Trustee?
iii. What are their responsibilities? Liabilities?
b. Getting the finances in order
i. Current balances
ii. Paying the Credit Card Bill: How? Are we accruing penalties, and who is responsible for those?
iii. Who still owes dues?
iv. Tim’s house taxes – 2008-2011 = three years @ ~$900 per year = ~ 2700. Or @~$950 per year = ~$2850 When and how will this be paid?
v. If we don’t receive funds from dues, how will we pay the taxes and bills?
1. Sales of assets
2. Rental of Properties
3. ????
vi. Accounting: We cannot move forward as a credible Board until we have all of the information and can display it to the family at large.
vii. Conservation Easement: Discussion and what’s Next?
IV. Other New Business
V. Next Meeting Date and Time
VI. Adjourn
Clark Family Trust Board Meeting
FEB 13, 2011
I. Adopt Notes from January 16 meeting
II. Old Business (Follow-up Tasks)
a. Henry: contact Nancy and Elsie about family reunion
b. All: brainstorm on getting word out about reunion
c. All: send, if you have not already, family contact information to Fred
d. All: contact, if you have not already, your family members about who has paid dues, when they were paid, and how much they paid
e. Gerry: get correct deposit information to Swan Ecosystem Center
f. Gerry: send Whitefish Credit Union statements to Kiley
g. Gerry: get phone bills from 2008 through 2010
h. Gerry: get record from all ranch projects sent to Kiley
i. Mary: send draft ranch behavioral guidelines to all to review
j. Tim: figure out tax amount for house at ranch
k. Tim: pay taxes amount to Trust account
l. All: get bank accounts set up with appropriate signatures (see new business, related to Trust organization and trusteeship)
m. Tim: sell welder
n. All: respond to Deanne’s letter
o. All: figure out distribution of Bea and Charley’s belongings
p. All: review conservation easement goals document (see new business, related to conservation easement)
q. All: discuss expectations of new board members; i.e., like Charley
III. New Business
a. Getting the Trust fully functional
i. Who has conferred with whom about the Trust and its implications (lawyers, trust specialists, etc)
ii. Who really is a Trustee?
iii. What are their responsibilities? Liabilities?
b. Getting the finances in order
i. Current balances
ii. Paying the Credit Card Bill: How? Are we accruing penalties, and who is responsible for those?
iii. Who still owes dues?
iv. Tim’s house taxes – 2008-2011 = three years @ ~$900 per year = ~ 2700. Or @~$950 per year = ~$2850 When and how will this be paid?
v. If we don’t receive funds from dues, how will we pay the taxes and bills?
1. Sales of assets
2. Rental of Properties
3. ????
vi. Accounting: We cannot move forward as a credible Board until we have all of the information and can display it to the family at large.
vii. Conservation Easement: Discussion and what’s Next?
IV. Other New Business
V. Next Meeting Date and Time
VI. Adjourn
Sunday, February 6, 2011
Draft January 16 Meeting Notes
DRAFT Meeting Notes
Clark Family Trust Board Meeting
January 16, 2011
Notes to be adopted at February 13 Board Meeting
Note: The Agenda for January 6 was used for this meeting. The January 6 meeting had been rescheduled.
(Next Board Meeting Date and Time: Feb. 13, 6pm 5pm 4pm)
• The meeting notes from the December 5 meeting were adopted.
• Holly, Ben, Isaac, Patrick, and Gerry cleaned the cabin at New Year. They shut off the hot water heater and otherwise winterized the cabin.
• Fred had contacted Mary Flud about the reunion. Henry had contacted Nancy and Elsie about the family reunion, and will get ahold of them again about the date change to the weekend of July 23.
o It was suggested that the Board do additional brainstorming about how to get the word out about the reunion to the broader extended family.
• Those who have not yet sent family contact information should do so as soon as they can, as current addresses for family members ‘settle’.
• Board members should contact their family members to see if they can determine who has paid dues, when they paid them, and how much they paid. This information is needed to display transparently in the accounting process. The more information the family members can provide, including dates of payment, method of payment (i.e. checks or cash), and especially if they have check numbers, the better the accounting will be.
• The Flathead Farmers Insurance trip to the Ranch will have to wait until road conditions improve.
• Gerry will work with the Swan Ecosystem Center to get them the correct deposit information.
• Gerry found more statements from the Whitefish Credit Union and will send those to Kiley.
• Gerry is working on getting copies of the phone bills from the ranch from 2008 through 2010.
• Gerry will get all the records from all of the projects at the ranch together and send to Kiley; Kiley will put them into a spreadsheet. There is some mixing of trust accounts and Gerry’s personal accounts that will have to be sorted out.
• Mary will email to the Board members what she has put together as ranch behavioral guidelines. Board members will review and send back comments to Mary, and then she will put it all together and frame for posting at the ranch.
• A lot of hotels and other businesses are closed right now, so it has not been possible to compile a list for family members who will be attending the reunion. Mary suggested that people should get on the Seeley Lake Chamber of Commerce’s web site for info. Tim provided the URL: www.seeleylakechamber.com
• Mary has started to pay $20 each month toward the balance of her loan from the trust, and has been paying toward dues from previous years as well.
• Tim may have more photos available to post on the Blog site.
• Tim is still working on figure out his property taxes on his house, but has not been to Missoula lately.
• Tim has not been up to work with Kiley to get her added to the Whitefish Credit Union.
• The welder is snowed in up at the ranch, so it has not yet been sold.
• Tim called Capitol One to request copies of the credit card statements. They have not arrived, so he will call again early this week.
• There are not enough funds in the trust bank account to pay off the Capitol One credit card debt.
• Kiley sent a receipt to Henry for his down payment on the Jeep. Kiley transferred the title for the Jeep to her, acting on behalf of the trust, and will sign that over to Henry when he comes to pick up the vehicle.
• There is still some confusion about getting Kiley set up as a trustee. The bank said that she would have to work through a lawyer; you can’t just drop off a trustee from a trust and assign someone else. Tim said he would call his friend Randy Schneider, a lawyer in Bigfork to discuss. Gerry said he would come to the Flathead and work with Kiley to set up the account at Glacier Bank.
• Kiley has an account set up outside of the trust for the restoration project deposits.
• Fred sent Deanne’s email to all of the Board members. Tim suggested that everyone who wants to should send responses individually.
• Tim has a plan for distributing Grandpa’s and Grandma’s belongings from the house to family members. He said he remembered pretty much of what was supposed to go to whom and would make a list of items as he makes boxes for individuals. The idea is that folks could pick up their box of stuff at the family reunion. The Board was OK with that approach.
• Henry has received the contract for the Jeep, and has signed it.
• Fred posted on the blog site a notice of the change in dues date (09/15).
• Fred has drafted a document with ideas for goals for the conservation easement and will email those out to the Board members.
• Fred and Kiley provided a short review of how the financial accounting is coming along. Fred noted that to complete the accounting, he and Kiley needed the statements, receipts, other records and the information about who paid dues. Once that information is received, they could go through the accounting spreadsheets line by line to get clarification on what funds were received and what funds were spent on.
o Fred listed the people for whom dues were known to have been paid, by year (with the caveat that there were deposits noted that had no specific name associated, so it is likely that others had paid; you just can’t yet tell who) :
2008: Fred/Cindy, Tim/Connie, Deanne, Hank (check deposited in ’09), Tanner (pd. in ’10), and Micah (pd. in ’10)
2009: Fred/Cindy, Tim/Connie, Hank (deposited in ’10), Madonna, Tanner (pd. in ’10), and Micah (pd. in ’10)
2010: Fred/Cindy, Tim/Connie, Henry, Holly, Hank, Tanner, Micah
o Kiley listed the amount of money in the accounts, other than the Whitefish Credit Union: $507.13 in Seeley, $50 in the restoration project account and $50 in the new account.
• Gerry provided a project update. Greg Nydecker (sp?) sent a letter to Gerry about the stream restoration project. They had a LIDAR aerial survey, which provided the level of detail needed to develop a conceptual plan (which they will have done by the end of January) for us to look at. They may have to have someone from the trust sign something to verify the actual account; they are just about ready to have money put into that account. Once it is deposited, the trust should write a check to the Swan Ecosystem Center. The letter did not include an invoice, so Gerry will follow up about that.
• Lewis (Five Valleys Group) called Gerry, saying that he is looking at lining up money for the conservation easement. There was agreement among Board members that we should take our time regarding this easement; we should not feel pressured to do anything.
• Gerry noted that he would like to use some money from the Whitefish Credit Union to fix the dozer. Tim (?) made a motion to make fixing the dozer a high priority when we have money. Henry (?) seconded the motion. The motion passed. This was with the understanding that the dozer would be used only for essential activities on the ranch, such as moving the bunk house and taking care of the road on the ranch property.
• Gerry noted that the backhoe has been put back together, but the starter is still not working.
• Charley is sending $100 to Kiley to be deposited for the trust. This is from friends who used the ranch cabin when they were there with Charley hunting and offered to donate to the cause. Tim noted that these folks left the cabin very clean and tidy.
• Items that were put on the New Business part of the agenda during the course of the meeting but were not addressed during this meeting include:
o Brainstorm about getting the word out to the extended family about the family reunion.
o Talk with Charley about his, and the Board’s, expectations relating to his role as his family group’s Board member.
o The Board may need to discuss what heirlooms people should receive, along with the list that Tim said he would put together.
• Next Board Meeting Date and Time: Feb. 13, 6pm 5pm 4pm
• The meeting was adjourned.
Clark Family Trust Board Meeting
January 16, 2011
Notes to be adopted at February 13 Board Meeting
Note: The Agenda for January 6 was used for this meeting. The January 6 meeting had been rescheduled.
(Next Board Meeting Date and Time: Feb. 13, 6pm 5pm 4pm)
• The meeting notes from the December 5 meeting were adopted.
• Holly, Ben, Isaac, Patrick, and Gerry cleaned the cabin at New Year. They shut off the hot water heater and otherwise winterized the cabin.
• Fred had contacted Mary Flud about the reunion. Henry had contacted Nancy and Elsie about the family reunion, and will get ahold of them again about the date change to the weekend of July 23.
o It was suggested that the Board do additional brainstorming about how to get the word out about the reunion to the broader extended family.
• Those who have not yet sent family contact information should do so as soon as they can, as current addresses for family members ‘settle’.
• Board members should contact their family members to see if they can determine who has paid dues, when they paid them, and how much they paid. This information is needed to display transparently in the accounting process. The more information the family members can provide, including dates of payment, method of payment (i.e. checks or cash), and especially if they have check numbers, the better the accounting will be.
• The Flathead Farmers Insurance trip to the Ranch will have to wait until road conditions improve.
• Gerry will work with the Swan Ecosystem Center to get them the correct deposit information.
• Gerry found more statements from the Whitefish Credit Union and will send those to Kiley.
• Gerry is working on getting copies of the phone bills from the ranch from 2008 through 2010.
• Gerry will get all the records from all of the projects at the ranch together and send to Kiley; Kiley will put them into a spreadsheet. There is some mixing of trust accounts and Gerry’s personal accounts that will have to be sorted out.
• Mary will email to the Board members what she has put together as ranch behavioral guidelines. Board members will review and send back comments to Mary, and then she will put it all together and frame for posting at the ranch.
• A lot of hotels and other businesses are closed right now, so it has not been possible to compile a list for family members who will be attending the reunion. Mary suggested that people should get on the Seeley Lake Chamber of Commerce’s web site for info. Tim provided the URL: www.seeleylakechamber.com
• Mary has started to pay $20 each month toward the balance of her loan from the trust, and has been paying toward dues from previous years as well.
• Tim may have more photos available to post on the Blog site.
• Tim is still working on figure out his property taxes on his house, but has not been to Missoula lately.
• Tim has not been up to work with Kiley to get her added to the Whitefish Credit Union.
• The welder is snowed in up at the ranch, so it has not yet been sold.
• Tim called Capitol One to request copies of the credit card statements. They have not arrived, so he will call again early this week.
• There are not enough funds in the trust bank account to pay off the Capitol One credit card debt.
• Kiley sent a receipt to Henry for his down payment on the Jeep. Kiley transferred the title for the Jeep to her, acting on behalf of the trust, and will sign that over to Henry when he comes to pick up the vehicle.
• There is still some confusion about getting Kiley set up as a trustee. The bank said that she would have to work through a lawyer; you can’t just drop off a trustee from a trust and assign someone else. Tim said he would call his friend Randy Schneider, a lawyer in Bigfork to discuss. Gerry said he would come to the Flathead and work with Kiley to set up the account at Glacier Bank.
• Kiley has an account set up outside of the trust for the restoration project deposits.
• Fred sent Deanne’s email to all of the Board members. Tim suggested that everyone who wants to should send responses individually.
• Tim has a plan for distributing Grandpa’s and Grandma’s belongings from the house to family members. He said he remembered pretty much of what was supposed to go to whom and would make a list of items as he makes boxes for individuals. The idea is that folks could pick up their box of stuff at the family reunion. The Board was OK with that approach.
• Henry has received the contract for the Jeep, and has signed it.
• Fred posted on the blog site a notice of the change in dues date (09/15).
• Fred has drafted a document with ideas for goals for the conservation easement and will email those out to the Board members.
• Fred and Kiley provided a short review of how the financial accounting is coming along. Fred noted that to complete the accounting, he and Kiley needed the statements, receipts, other records and the information about who paid dues. Once that information is received, they could go through the accounting spreadsheets line by line to get clarification on what funds were received and what funds were spent on.
o Fred listed the people for whom dues were known to have been paid, by year (with the caveat that there were deposits noted that had no specific name associated, so it is likely that others had paid; you just can’t yet tell who) :
2008: Fred/Cindy, Tim/Connie, Deanne, Hank (check deposited in ’09), Tanner (pd. in ’10), and Micah (pd. in ’10)
2009: Fred/Cindy, Tim/Connie, Hank (deposited in ’10), Madonna, Tanner (pd. in ’10), and Micah (pd. in ’10)
2010: Fred/Cindy, Tim/Connie, Henry, Holly, Hank, Tanner, Micah
o Kiley listed the amount of money in the accounts, other than the Whitefish Credit Union: $507.13 in Seeley, $50 in the restoration project account and $50 in the new account.
• Gerry provided a project update. Greg Nydecker (sp?) sent a letter to Gerry about the stream restoration project. They had a LIDAR aerial survey, which provided the level of detail needed to develop a conceptual plan (which they will have done by the end of January) for us to look at. They may have to have someone from the trust sign something to verify the actual account; they are just about ready to have money put into that account. Once it is deposited, the trust should write a check to the Swan Ecosystem Center. The letter did not include an invoice, so Gerry will follow up about that.
• Lewis (Five Valleys Group) called Gerry, saying that he is looking at lining up money for the conservation easement. There was agreement among Board members that we should take our time regarding this easement; we should not feel pressured to do anything.
• Gerry noted that he would like to use some money from the Whitefish Credit Union to fix the dozer. Tim (?) made a motion to make fixing the dozer a high priority when we have money. Henry (?) seconded the motion. The motion passed. This was with the understanding that the dozer would be used only for essential activities on the ranch, such as moving the bunk house and taking care of the road on the ranch property.
• Gerry noted that the backhoe has been put back together, but the starter is still not working.
• Charley is sending $100 to Kiley to be deposited for the trust. This is from friends who used the ranch cabin when they were there with Charley hunting and offered to donate to the cause. Tim noted that these folks left the cabin very clean and tidy.
• Items that were put on the New Business part of the agenda during the course of the meeting but were not addressed during this meeting include:
o Brainstorm about getting the word out to the extended family about the family reunion.
o Talk with Charley about his, and the Board’s, expectations relating to his role as his family group’s Board member.
o The Board may need to discuss what heirlooms people should receive, along with the list that Tim said he would put together.
• Next Board Meeting Date and Time: Feb. 13, 6pm 5pm 4pm
• The meeting was adjourned.
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