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

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*