Crooked River Ranch Club and Maintenance Association

DRAFT FOR REVIEW AND APPROVAL BY BOARD AT BOD MEETING ON January 20th, 2013

Crooked River Ranch Club and Maintenance Association Board of Directors Monthly Meeting Minutes December 16th, 2013

I. Call to Order and Flag Salute - President Ben Johnson at 6:00 PM

Roll Call – Association Board Members: Name Name Name Ben Johnson (Pres.) X Jim Dille (Treas.) Vene Dunham (V. Pres.) X John Williams X George Mitchener X Gail DesBrisay X Paula Bartolomei (Sec.) X George “Mitch” Poppert X Jack Keeling X

II. CONSENT ITEMS: a. Agenda of Regular Meeting – December 16th, 2013: No revisions were made. b. Minutes of Regular Session – November 18th, 2013: No revisions were made. c. Minutes of Work Session – November 4th, 2013: No revisions were made. d. AR Log – No revisions were made. e. Calendar of Board Meetings for CY-2014- No revisions were made. Director Mitchener motioned to approve the consent items as presented. Director Williams seconded, approved unanimously. III. Special Discussion on Law Enforcement on the Ranch- Jefferson County Sheriff Jim Adkins and Captain Heckathorn presented a comprehensive overview of current staffing for the Jefferson County Sheriff’s Department as it relates to coverage provided to CRR. He noted that in the past there were at least two deputies that were living on the ranch who began and ended their day here. They have since moved and there are no deputies now living on the ranch. There is one deputy who shares his time between Camp Sherman and Crooked River Ranch, working here on Thursday and Friday. There were questions and discussion as to the fairness of the coverage afforded the Ranch from the limited resources available. Sheriff Adkins explained that the primary reason more coverage was seen in north Jefferson County was due to the much larger number of calls. The focus must be on the areas with greater crime and fortunately, CRR has a very low crime rate. He discussed options to increase patrols on the ranch, one being to pay for enhanced patrols as does Culver, Metolius and Camp Sherman. Other options would be to have volunteer reserve officers trained to patrol, which would take at least a year or more and submission of a ballot measure for a special law enforcement district similar to the Special Road District which would be funded through property tax dollars. This option could provide full time coverage to the ranch. Sheriff Adkins listened to numerous suggestions and will implement some such as traffic stings and enlarging the patrol area of those deputies who are here delivering court documents.

PUBLIC INPUT: None

COMMITTEE AND STAFF REPORTS: None

of 3 Regular Meeting Draft 12.16.13 ADMINISTRATOR’S REPORT: a. Update on Conversion to QuickBooks- All of the spreadsheets have been imported into QuickBooks with just a few more data transfers that need to be made. b. Update on Banking Options- Progress has been made for opening the FlexInsured account which will provide FDIC coverage on all Association funds. Signatures are being obtained and as soon as the documents are returned to Home Federal Bank the account can be opened and we can begin transferring funds. Administrator LaPora will also look into opening an additional account at another institution for the Capital Reserve fund in excess of $250,000. c. Review of Snow Plowing Policy- Administrator LaPora reviewed the Road Department’s policy regarding snow plowing gravel roads. Due to the fragile road base, gravel roads are generally not plowed unless the underlying surface is sufficiently frozen as to prevent any damage to the base. She also commended the Road Department for their tireless attention to the roads during the last severe snow storm which resulted in very icy and dangerous roads.

OLD BUSINESS: a. Report on meeting of Jefferson County Planning Commission dealing with request to rezone some properties in Phase 16- Director Poppert, Director Williams, Pres. Johnson, Administrator LaPora and Vice President Dunham attended the Jefferson County Planning Commission meeting regarding the application to rezone three properties in Phase 16 from commercial to residential. President Johnson and Director Poppert testified in support of the position taken by the CRR Board of Directors to oppose the rezoning. In response to a challenge by legal counsel of the proponents of the zoning change, CRR’s member on the Planning Commission, Ms Paulette Nordin, recused herself and later the remaining three members of the Jefferson County Planning Commission voted to recommend approval of the rezone to the County Commissioners. This was the first public hearing on the issue, and the second will be a Jefferson County Board of Commissioners meeting. Since the issue involves the Ranch, President Johnson will invite the County Commissioners to hold the meeting that addresses this issue at the Ranch. b. Alternate Exit Committee Update- Cost Estimate from All Points Engineering- Secretary Bartolomei reported that good progress had been made. Studies for botanical, archeological, and animal may be needed. Field Director Molly Brown will advise the Committee if any of the studies are needed. All Points Engineering has submitted a proposed engineering study in the area of $3200.00 however there was concern that required studies might derail the proposed alternate exit project. Vice Pres. Dunham motioned to approve the $3200 funding for the engineering study contingent upon BLM response on the need and cost of such studies. Director Mitchener seconded. Sec. Bartolomei abstained, with the rest of the vote unanimous. c. Recommendation on Transfer of Funds to CRP- Budget Audit Committee (BAC) Chair Herb Parker presented a recommendation from the BAC to transfer $221,975 from the operating account to the CRP fund. This amount includes $136,063 equal to the depreciation accrued last fiscal year plus the increase in cash currently available in the operating budget for this year compared to last year’s amount. After deliberation the BOD agreed that an amount covering the total depreciation of $136,063 should be transferred immediately, but that $85,922 or more should be moved at a later time when there is a better sense as to how much will be needed in the operational budget to cover the balance of the current fiscal year. Sec. Bartolomei motioned to transfer $136,063

of 3 Regular Meeting Draft 12.16.13 immediately from the operating fund to the CRP fund, and determine at the March 3rd joint BOD/BAC meeting what the additional transfer amount will be. Director Mitchener seconded, motion approved unanimously. d. Finalizing Guidance to Budget Audit Committee and Staff on Developing Budget 2014-2015- Director Poppert suggested looking at completely revamping the Crooked River Ranch website sometime in the future. He also suggested repairing and/or installing street lights in the Clubhouse parking area and begin a study to determine the feasibility of moving General Maintenance Department from the upstairs of the Clubhouse to the Old Fire House.

NEW BUSINESS: a. Dealing with Emergencies- An intense rain storm earlier in the year and a bad snow storm generated many complaints about roads not being plowed or rain demolishing a road. President Johnson suggested compiling a guide on dealing with emergency situations for our residents. b. Filling Economic Development of Central Oregon, Jefferson County Advisory Board- An opening on the Jefferson County Economic Development Advisory Board needs to be filled to replace Phil Cochran who resigned. Pres. Johnson asked that the BOD assist in identifying individuals who might be considered for filling this position. c. Double Check Valve Turnover to Water Company- General Maintenance Supervisor Mike Knoke recommended transferring ownership of the Ranch’s double check valves to the Crooked River Ranch Water Company. This move will save the Association money by transferring all responsibility for repairs and maintenance to the Water Company. Director Mitchener motioned to approve transferring ownership of the double check valves to the water company. Director Williams seconded, and the motion was approved unanimously. d. Employee Health Insurance- The health insurance issue has been studied by the BOD sub-committee on employee benefits. The consensus is to go to Health Republic for our employee small group insurance plans. Health Republic is a new cooperative set up to provide options that comply with the Affordable Care Act. CRR will be able to offer 3 different plans to our employees who can choose the plan that best fits their needs. Vice Pres. Dunham motioned to approve the recommendation of the group to go with Health Republic, with the Association paying up to $536. of the premium which is consistent with the current cost to the HOA. The motion was seconded by Director Williams, and approved unanimously.

FIRST READINGS: a. Employee Handbook-Part II- Will look at as a second read next regular BOD meeting.

PREVIEW OF WORK SESSION: V. Pres. Dunham motioned to skip the January 6, 2014 work session due to several Board members being unavailable and no significant needs. This was seconded by Director Keeling, and approved unanimously.

ANNOUNCEMENTS AND WRAP-UP: Pres. Johnson adjourned the meeting at 9 P.M.

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