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Rancho Tehama Association
Board of Directors
Meeting
February 6, 2007
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Approved 03/06/07
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| President Jerry Kohler called the meeting
to order at 9:01 am and lead the flag salute. |
| Directors in attendance were Jerry Kohler,
Bill Massey, Karis Pierce, Danny Murray and Jim Long |
| Agenda Additions/Changes: Add
under New Business: Qualifications for New Committee Members,
New Brochures and Dates for 2007 Board Meetings. |
| Guests: None |
| Approval of Minutes for January 9,
2007 and January 25, 2007 - Bill Massey motioned to
approve the minutes of January 9, 2007 as written, Karis
Pierce seconded the motion and it was passed with a vote
of the Board. Bill Massey motioned to approve the minutes
of January 25, 2007 with the change of "head" to" headset"
under purchase of headset. Karis Pierce seconded the motion
and it was passed with a vote of the Board. |
| Report of Executive Session of January
9, 2007 Bill read the reports-Board Members present
were Bill Massey, Karis Pierce, Danny Murray, Jim Long
and Jerry Kohler. The Board discussed the update of employee
policy. They met with a member regarding the putting of
two mobiles together. The board said it was approved pending
approval from the State and County. The Board had questions
for Donna Setterlund about the ads on the website and
renewed her contract as webmaster for another year at
$50.00 per month. Bill mentioned the possibility of getting
a reader board for the Association for free. He will be
looking into it and bringing it up at the next open board
meeting. The Headset was moved to the January 25, 2007
agenda. Jerry Kohler mentioned we need to see about getting
the Beach Park fixed up. Executive session was adjourned. |
| Hearing Report of January 22, 2007
- Board members present were Bill Massey, Jerry Kohler,
Jim Long and Karis Pierce. The Board discussed a letter
from a member complaining about the construction on a
neighboring lot. The Board decided that the owner of the
lot in questions had followed policy and there should
be no problem. A reply letter will be sent to the member
who sent the letter with the complaint. Letters from another
member would be discussed and response letters will be
sent. We need to check into standards regarding changing
drainage on lots. Personnel items were discussed. Member
came in to discuss drainage problems. The Board gave her
suggestions to possibly help the problem. Restated CC&Rs
have been received. A new committee will be formed to
review them. All Board members are asked to find a member
willing to serve on the Committee. Jerry asked the Board
to have ready for the January 25, 2007 meeting a list
of the kinds of committees they would like to see in the
Association. The Board rejoined Echo. Member hearing was
adjourned. |
| Announcements: Jerry Kohler announced
that we now have a Board Meeting Packet at the back. It
has a copy of everything that the Board Members have.
-Bill Massey announced that the office hours are now 8:00
am to 5:00 pm, Monday through Friday starting this week.
Saturday appointments are available if necessary. -Dee
Oliver announced that the VFW Auxiliary is having a Book
and Bake Sale on February 10, 2007 from 10:00 am to 2:00
pm. Sadie is having a Valentine Party for all ages from
6:00 pm to 9:00 pm on the same day. She also announced
that PALs Baseball and the Youth Activities Foundation
are in need of volunteers. If you want to volunteer for
any of these programs call Alta Cowden at 585-2752. |
| Open Forum: |
| -A member stated that the 800 Square
foot limitation on existing mobiles needs to be clarified.
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| -A member stated that he does not feel
the Association has a legal right to enforce the 800 Square
foot limit on sales of lots with existing mobiles, only
new mobiles coming in. Jerry Kohler told him that the
Bylaws and Covenants Committee will meet soon and that
would be a good place to address that question. |
| -Lupe Green will have a Rancho Tehama
Network meeting on March 31st starting at 10:00 am until
12:00 pm. Sheriff Clay Parker will be attending and possibly
an officer from Animal Control. She asked if the announcement
of her meeting can go on the website. |
| -A member stated she did not feel the
spay and neuter clinic was very organized. |
| -A member said that moving an old mobile
must be HUD approved before you get an occupancy permit.
He apologized for his outburst at the last meeting. He
also stated that we need to improve fire safety. |
| -A member felt that the Architectural
Committee had a questionable procedure. She felt it was
a rule change and needed to go before the members. Lupe
asked for copies of the Architectural Committee procedure
for the CC&R and Bylaw Committee. |
| -A member said that if you are selling
a home you need to get a foundation. The current board
has a right to enforce the 800 Square feet minimum on
homes with the current CC&Rs. |
| Correspondence: Jerry said we
received 8 letters form Sheri Schultz. The Board accepted
them. |
| Treasure's Report: Bill Massey |
| The main discrepancy between the budgeted
receipts and the actual receipts was the Development Fee.
It was budgeted to start in January but didn't actually
start until the beginning of July. $60,000 was budgeted
for receipts of Development Fees and only $5,125.00 was
actually received. The shortage of funds was made up with
savings not the reserve fund. Legal fees totaled $81,949.14
for 2006. |
| Office: Bill Massey |
| The office is running smoothly. The
new office is working out well. We now have an office
for the Auditors when they come. We do not have to put
them in the Rec Hall like we used to do. It should save
a lot of time running back and forth time. The new office
hours are 8:00 am to 5:00 pm Monday through Friday. Saturday
appointments are available if necessary, just call the
office. |
| Post Office: Karis Pierce |
| We hired back an employee, full time.
The Post Office still needs a new building. The current
building is too small and the roof is bad. We need to
raise the Contract amount. Jerry Kohler stated the Auditors
have said we need to change the money handling procedure
at the Post Office. |
| Maintenance: Danny Murray |
| The crew will spend at least 1 1/2 weeks
working on ditches and culverts. The remainder of the
rainy season schedule will be worked on with Dennis soon.
We will also work on the summer schedule. Friday will
be a safety meeting. We will have these once a month.
A member asked when the spraying will be done. Danny Murray
said as soon as there is a long enough break in the rain.
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| Airport: Doug Dugger |
| The written report was accepted. It
read as follows: During the month of January 2007 there
were 58 operations at our airport, and 4 Medivacs. The
month of January 2007 was very dry and had an unusual
number of operations. The airport committee is still in
the planning process for mowing and maintenance of the
runway for spring and summer of 2007. |
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Fire Station:
No report this month.
Jim Long was assigned
the Fire Station
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| Architectural Committee: Dee Oliver |
| Dee read the report as follows: We have
added a new member to replace Jerry Kohler on the Architectural
Committee, Tom Gano. We have reorganized the Architectural
Committee. We have put Marg over CC&R violations and Tom
Gano over review of plot plans. I, as committee chairperson,
will be the liaison to Janice, the Architectural Employee.
We will be asking the Board for subcommittees to assist
Marg and Tom. As you have seen, the Association received
an injunction from the Courts to clean up the lot at 17340
Rancho Tehama Road. It is almost completely done. We have
authority to clean up lots per section 8(i) of the CC&Rs
and we are pursuing getting court orders to clean up other
problem lots. |
| Budget/Finance Committee: Danika McClelland |
| Danika submitted their report to the
Board. It read as follows: The Budget/Finance Committee
met two times this past month, January 23 and January
30, 2007. In attendance at both meetings, held in the
committee meeting room, were Danika McClelland, Penny
McGee, and Mel McNeill. Committee members Danny Murray
and Jim Long submitted their letter of resignation on
January 17, 2007. The Committee is actively preparing
for meetings with department employees, committee members
and Board Members to establish a base line for our budget
requirements. We are finalizing a prepared list of questions
designed specifically for each person's area of responsibility.
We will be sending a letter explaining our intentions,
along with a copy of a blank budget and the prepared questions,
to each person we will be meeting with. We expect that
each individual we meet with will come prepared to discuss
the questions previously submitted, and provide as much
information as possible on the budget for their area of
responsibility. We expect to begin holding these meetings
prior to the next board meeting. |
| Election Committee: Marcia Rouse |
| We are getting ready to begin the mailing
of the Cumulative Voting Ballot on March 15, 2007. The
Association Auditors will be the inspectors for this balloting
also. |
| Transfer Station: Cathy Johnson
No Report, Cathy was out of town |
| Unfinished Business: |
| - Name Change on Election Manual
- Tabled until next meeting. |
| - Accounting Software update -
The Auditors are involved in the transition to the new
software. Jerry Kohler will install the accounting software.
Bill Massey made a motion to designate $2,000 to purchase
QuickBooks Pro. Karis Pierce seconded the motion. It passed
with a vote of the Board. Larry Williams offered to donate
any additional money over the $2000.00 needed to purchase
the QuickBooks Pro. |
| New Business: |
| - Animal Control issues - Marg
Jekel stated Animal Control told her if we had some animal
problems that involved elderly people we should call Adult
Protection services. We need to contact the County if
we want to limit the number of animals allowed on a lot
and the issuing of Kennel Licenses for Rancho Tehama.
Marg would like the board to talk to Building and Planning
about the restricting of Kennel Licenses in Rancho Tehama.
78 animals in 3 days were spayed or neutered at the clinic. |
| - Use of Old Board room for storage
- After some discussion it was decided to split the old
boardroom and use part of it for storage for community
children activities and the other side for an additional
meeting room. Bill made the motion, Jim seconded the motion
and it passed with a vote of the board. |
| - Resolution 08-2007 and 09-2007
- Jerry Kohler read the Resolutions. Karis Pierce read
Resolution 02-05. Resolution 08-2007 was to rescind Resolution
02-05 which did not give a notification period prior to
fining for violation of section 8(d) of the CC&Rs. 09-2007
was to give a 30 day notification period prior to fining
for a violation of Section 8(d) of our CC&Rs. Bill made
a motion to accept Resolutions 08-2007 and Resolution
09-2007. Karis seconded the motion. Jim Long said he would
need time to look at the resolutions. After discussion
the Resolutions passed with a vote of the Board. |
| - Recording of meetings for minutes
was tabled until the next meeting. |
| - Committee Member Standards
- Karis Pierce said she wants to establish standards for
committees. She has made a Committee member requirement
list from a revised Board Member qualification list. Jerry
Kohler asked Karis Pierce to formalize her list and to
bring it to the next meeting. |
| - Brochures - Karis Pierce has
had Carol Bunce (the newest office employee) working on
a brochure for the Association. She had a rough draft
that she presented to the Board. There was a discussion
with the members about the brochure. It will be continued
to be worked on. |
| - Reorganization of the Transfer
Station - Jerry Kohler said we are making the Transfer
Station a separate division from maintenance. That way
we can keep all the records separate snd we can keep track
of the costs separately. |
| - Employees on private property
- Danny Murray stated that maintenance employees should
not go on private property as a general rule. That is
why he felt it was best to hire an outside contractor
to clean the lot on Rancho Tehama Road. The Board concurred
with the statement. |
| - Hiring a janitor - Danny Murray
feels we should hire a janitor to clean the office and
the rec hall rather than having the maintenance crew do
it. The request was tabled until we do the reorganization
of the Transfer Station. |
| - Cell Tower Proposal - Jim Long
said he has a Cell tower proposal that he would like to
resubmit to the Board. Jerry Kohler told him to submit
his proposal to the Architectural Committee. The property
Jim is planning on using is at the end of Stagecoach.
It will require building a 8 x 12 foot radio building.
He feels it would be a plus for the community. - Jerry
Kohler appointed Jim Long as liaison to fire services
and the Architectural Committee. All Board members approved
of the appointment. |
| - Board Meeting Schedule for 2007
- The open board meetings will continue on the 1st Tuesday
of the month. Karis Pierce suggested we only have 1 executive
session each month, on the 3rd Tuesday of the month. The
Board has cancelled its Executive session for today. Once
a quarter we will schedule a Saturday Open Board Meeting.
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Adjourned to Executive Session: 11:05
am.
Respectfully submitted
by:
Karis Pierce, Corporate Secretary
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