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!

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.

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.

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.

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)

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.