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.