Crooked River Ranch Club & Maintenance Association

DRAFT FOR REVIEW AND APPROVAL AT REGULAR SESSION BOD MEETING APRIL 20, 2015

CROOKED RIVER RANCH CLUB & MAINTENANCE ASSOCIATION BOARD OF DIRECTORS Monday, March 16, 2015, 6:00 P.M.

I. CALL TO ORDER: Pledge of Allegiance and Roll Call Association Board Members: Name Name Name

George ”Mitch” Mitchener X Jim Dille (Treas.) X Vene Dunham (V. Pres.) X (Pres.)

John Williams X John Smallwood X Gail DesBrisay X

Paula Bartolomei (Sec.) X George “Mitch” Poppert X Marcus Beebe X

II. CONSENT ITEMS a. Agenda of Regular Meeting – March 16, 2015 b. Minutes of Regular Session – February 16, 2014 c. Minutes of Work Session – March 2, 2015 A motion to approve the consent items was made by Director Smallwood and seconded by Director DesBrisay. It was a unanimous decision to approve.

III. PUBLIC INPUT –– Vince Pelly, SRD Chair reminded the BOD that they have 103 days to request modifications to the SRD Settlement Agreement. If no modifications are requested from the BOD, the Agreement automatically renews for an additional five years. President Mitchener stated that no changes would be initiated by the BOD.

IV. CRR BUDGET ITEMS a. First Reading: Presentation of the Budget/Audit Committee (BAC) Approved Operating Budget FY 2015/2016 BAC Chair Bim Gander presented the proposed FY 2015-2016 Operating Budget with a PowerPoint slide presentation. He noted that the Association can be considered a $2.5 million dollar business with four business components. Those four components consist of Rentals, the RV Park, Golf Course and Administration (which includes Roads, Pool, General Maintenance and Administration). He provided historical data as well as an explanation of the projected revenue and expense estimates. He also explained the importance of the Capital Reserve Plan (CRP) including projections for the next five years. His presentation with talking points will be placed on the website for public viewing. b. Second Reading: BAC Approved FY 2015/2016 Capital Reserve Plan (First Five Years Projected Cash Flow and First Five Years of Capital Expenditure Budget) Draft Regular Session Minutes 3.16.15 Page 1 A motion to approve the FY2015/1015 CRP was made by Treasurer Dille. It was seconded by Director Williams. It was a unanimous decision to approve. c. Second Reading: FY 2015/2016 Fee and Rate Schedule. A motion to approve the FY2015/2016 Fee and Rate Schedule was made by Treasurer Dille. It was seconded by Secretary Bartolomei. It was approved with a vote of 8 for and one against, Director Poppert opposed.

V. COMMITTEE & STAFF REPORTS – No comments were noted

VI. ADMINISTRATOR’S REPORT – a. Update on Road Issues/Road Department: Administrator LaPora reported that due to favorable weather conditions, watering, rolling and grading has begun on several roads. A new employee was hired and brings a lot of experience and is fitting in very well. Administrator LaPora reported that Roads Supervisor Parler has noted several instances of encroachment into the right of way on roads that are scheduled for maintenance and/or upgrade. Letters are being sent to the residents to ask for their cooperation in removing the encroachments. It was also noted by Director Williams that Jefferson County will not be sealing county roads due to lack of funding. b. Update on Collection Efforts: Administrator LaPora informed the BOD that the collections are progressing. The Admin staff is making calls on those accounts still owing as a reminder and to offer alternative solutions such as payment plans, etc. There are slightly more overdue accounts this year compared to last year, but because of the incorrect due date given on the invoices, this was expected. Resident Bill Disher asked if there were any positive and/or negative incentives to encourage payment. Administrator LaPora explained the collection process. c. Wear Red for Women: Administrator LaPora recognized Phyllis Carlin for her efforts to organize awareness for Women’s Heart Health. She received a good response from the ladies of the Ranch who were asked to “Wear Red” and pose for pictures. Phyllis hopes to organize a Health Fair next year.

VII. OLD BUSINESS a. Water Company update: Water Company Manager, Frank Day, presented a report on the Tower Road Easement, Cistern Easement, Nine common property Easements and a blanket Easement. He reports that attorneys from CRRWC/HOA/USDA have all been in communication. Mr. Day will provide another update at the next Work Session. b. A/R Log: The following changes were made 1. Community Cleanup/Recycling Projects; Comments: Administrator LaPora has received the monies from Jefferson County and is looking at allocation of the funds for future projects. 2. Update/create HOA Disaster Plan; Comments: correct spelling of Specialist and update IT Specialist is working on software and should be completed soon. 3. CC&R Enforcement: Remove Secretary Bartolomei from action officer 6. CRP Task Force; Update to April Work Session 8. Lower Pasture Rehab; Comments: Marilynne Keyser has been working with Karlie Wyman to discuss types of plants and grasses to be used. 9. Jefferson Co. Admin Fees in Commercial Zone; Comments: President Mitchener has received a response and will discuss further at April Work Session.

VIII. NEW BUSINESS a. Phase Rep Guideline: This was postponed to the April Work Session Draft Regular Session Minutes 3.16.15

IX. SECOND READINGS a. See Budget Items Above b. Proposed Easement and License Policies: Director Smallwood noted that a few minor changes were made and would like to have this policy placed in the Policies and Procedure Manual. Director Beebe made a motion to approve the Easement and License Policy with changes. It was seconded by Vice President Dunham. It was a unanimous decision to approve. The new policies will be added to the Policy & Procedures Handbook.

X. FIRST READINGS a. See Budget Items Above

XI. PREVIEW OF WORK SESSION: a. CRRWC update - Frank Day b. CRP Task Force c. Panorama Park d. Communication proposal – Lysa Vattimo e. Phase Rep Guidelines f. Fire Hall g. Bill Adams h. Tower Road Easement

XI. ANNOUNCEMENTS & WRAP-UP None

XII. VOTE TO ADJOURN TO EXECUTIVE SESSION FOR PERSONNEL AND LEGAL ISSUES The General meeting was adjourned at 8:28pm

XIII. VOTE TO ADJOURN EXECUTIVE SESSION TO OPEN SESSION The Board came out of executive session at 8:46pm to vote on amending the proposed 2016 budget to include an expense to update our website and start the Ranch moving into social media, such as FaceBook, Twitter, NextDoor, etc. It was felt that by taking this action, the Ranch could gain more revenue for the RV Park and the Golf Course by taking advantage of the impact of social media on behavior. Motion to approve was made by Gail DesBrisay, seconded by Paula Bartolomei and approved unanimously.

Draft Regular Session Minutes 3.16.15