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
Thursday, February 10, 2011
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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