DRAFT Notes

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

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*

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.