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
