1 Willow Creek Ranch Property Owners Association September 10, 2016 Board of Directors Meeting Kingman Christian Church Agenda Item 1. The meeting was called to order at 1:03 pm by President Landon Pippin. Agendas and comments sheets were available for all attendees. President Pippin clarified that we are operating under new standards for the meeting. Anything that comes before the Board requiring a decision will be presented to the membership present for comments prior to the vote. Please stay on the subject, limit discussion to 3 minutes, and speak only once on any topic. Agenda Item 2. Roll call found all officers present. President Landon Pippin, Vice President Terry Radtke, Treasurer Dwight Geer, Secretary Denise Rogerson, Directors Skip Porter, Jean Brown, Jeanne Rodak and Ron Henderson, and Road Committee Chairman Dayton Girdner Members present are Lynda Andrews, Nancy Pippin, Patti and J.R. Adair, Mike and Carla Hanscarik, Elaine and Richard Cavanaugh, Betty Gindlesperger, Scott Meyer, Christine Abrahamian, Jess Peters Agenda Item 3. A motion was made by Landon Pippin, Seconded by Terry Radtke to approve the agenda. Unanimous approval 7-0 Agenda Item 4. Approval of Minutes: Votes of minutes approved by Email: July 16, 2016 annual meeting and executive meeting July 16, 2016 minutes of the annual meeting were voted on at the Aug 23 special meeting: 5 yea, 1 against (Henderson) and 1 absent (Geer). Mr. Geer said that at this time he would approve the July 16, 2016 minutes as amended. Final vote 6 yea, 1 nay (Henderson). A portion of the July 16 Executive meeting minutes were approved at the time of the meeting. The Balance were approved by E-mail 7-0 August 1, 2016 special meeting.-approved 6 votes yea by E-mail, Ron voted yea at this meeting. August 23, 2016 Special meeting - approved 5 yea, 1 abstain (Geer) no vote by Henderson. Agenda Item 5. Officers Reports Item 5A. Secretary Denise Rogerson read the following correspondence: The letter from Cheryl Robertson. Buck Trail is impassable and she asks that repairs be put at the top of the list for repair. Action: Terry Radtke spent 3 hours on the repairs of Buck Road after receipt of the repair request. It s as passible as it can be. Skip Porter called Mr. Robertson asking him to notify the road committee when he is coming to the ranch as he is not a permanent resident. The material has
2 been applied to the road but will probably wash off the next rain. Skip said that the road committee will stage material on this hill for repair at the next rainfall. Silver Butte graded this road 2 years ago but we had a hard rain after the grading and it washed it out again. Betty Gindlesperger wrote that she didn t receive the audit or the newsletter. Action: Secretary Rogerson said Betty s name was not on the mailing list but will be added. Copies will be sent to her. It was noted that by Board resolution the Secretary and Treasurer will no longer receive a monthly reimbursement stipend due to the IRS regulations and recommendation of the auditor. They can however be reimbursed for actual mileage per IRS regulations. Skip Porter wrote that Elise Harron stated in an E-mail that the POA does not have the equipment to repair the ditches. Action: Mr Porter indicated that we do have the equipment but will not make repairs until the monsoon season is over. Terry Radtke said that Richard Cavanaugh wrote an E-Mail about the condition of Lookout Canyon Road. Action: The repair of the road will be underway when the monsoons are over. Jean Brown made a motion to accept the secretary s report, seconded by Jeanne Rodak. Unanimous approval 7-0 Item 5B. Treasurer s Report- Dwight Geer Reported for the period of July 26 to Sept 8, 2016 Balance on hand $94,524.54 Road expenses $21,609.06 Other expenses $2,641.81 Check requests were signed prior to the beginning of this meeting. Landon Pippin suggested that we should assign a project number to the monthly $2500 equipment fuel, maintenance allocation to allow the treasurer to track these expenses. Mike Hanscarik asked for an explanation of a $10,000 expense noted in the financials in the newsletter. This will be checked. Jean Brown made a motion, seconded by Jeanne Rodak to accept the Treasurer s Report. Unanimous approval 7-0 Agenda Item 6. Committee Reports Item 6A. Road Committee Chairman Dayton Girdner showed a slide presentation for those attending the meeting. The pictures represented work done this year that was not previously shown as well as the recent work done on the intersection of WCR 4 and 5
3 President Landon Pippin expressed recognition of Shawn Strickler (donated pipes) and J. R. Adair (welded the pipes ), Dale Varnson (donated all the material), and Skip Porter (donated time and equipment to dig ditches) for their work on the WCR4 and 5 intersection. We saved over $12,000 due to donated labor and material. Jean Brown stated recognition and thanks to Dayton Girdner for coordinating these projects. Christine Abrahamian indicated that the cones and reflectors put on the south side at a dangerous area were removed. Someone is stealing the markers. Skip Porter said it was probably a disgruntled property owner. Skip is waiting for crushed concrete from the I-40 road construction to put around more permanent markers. Jean Brown made a motion, seconded by Terry Radtke to accept the road report. Unanimous approval 7-0 7). Unfinished Business- Dayton Girdner Reporting Item 7A. Road Project 1030A and B. WCR 7 Wash Area: Terry Radtke made a motion, seconded by Jeanne Rodak to change the description of 1030A (WCR 7) from pipes to a spill wall pending the cost. 1030B (using remaining concrete for headwalls along the way to 1030A) remains the same but will be on hold. Unanimous approval 7-0 Items 7B and 7C. Taxes are due to be filed November 15, 2016. Dwight will contact the CPA. The delay in filing is due to a classification of the equipment as equipment rather than assets. The CPA is doing work to determine how this purchase should be classified and how to write off the equipment. Agenda Item 8. New Business Item 8A. Right Of Way Jeanne Rodak reported that the ten year R.O.W. in Section 8 has been accepted. Title papers are in process. Now we have legal access and can begin maintaining the R.O.W.s. The fee was $2080 ($208 per year) payable at one time. As part of the agreement (as stipulated by the rancher) we must install a cattle guard at the north end of Skylight Drive. This in on the Steven s property and Jayne Steven s will be advised of the changes being made. Because of limiting AZ stipulations, we will only plate, crown and grade the road. We have Dale Varnson to thank for the plating material. The opening will be 16 feet that is the size of the cattle guard but a removable post will be installed to widen the opening to 18 ft to accommodate bringing in homes. The Road Committee is getting engineering opinions on how to improve the east west R.O.W. that crosses Cottonwood Wash. A new Project Number 1038 (R.O.W) was requested to cover expenses to pick up cattle guard donated by Fish and Game in Phoenix, purchase concrete for forms, tubing and gate for the cattle guard installation. This cost is estimated at up to $3,000. Lanny Pippin made a motion, seconded by Jean Brown to approve up to $3000.00 to install the cattle guard and associated materials and labor at the north end of Skylight Drive R.O.W. Unanimous approval 7-0
4 A new Project 1039 (R.O.W) relocation of the fence including parts and labor at the south end of Skylight drive R.O.W. L. Pippin will donate a roll of barbed wire and up to 6 railroad ties, R. Henderson will donate power poles for the H brace. Motion made by Landon Pippin, seconded by Jean Brown, to approve $600 to cover costs of relocating the fence at the south end of Skylight Drive R.O.W. Unanimous approval 7-0 Item 8B. Website Update: The new website is being prepared and should be on line in September. Item 8C. Internet Approval Agreement Expansion. Jean Brown brought up this issue but as no decision could be reached, no motion was made. Item 8D. Addition to Project 1034. Head Repair on 1997 GMC The addition is for the labor to work on valves and replace parts as well as the replacement of the radiator. Terry Radtke made the motion, seconded by Skip Porter to approve $1475.89 for a new radiator and a valve job for the 1997 GMC. This sum will be added to Project 1034. 6 Yea, 1 abstain (Henderson) Item 8E. New Project 1040 - Replenish Monthly Maintenance Funds. Jean Brown made a motion, seconded by Jeanne Rodak to create Project 1040 and assign $5000 for October and November 2016 for the general fund for maintenance, fuel and repair. Unanimous approval 7-0 Item 8F. A new Project 1041- Buy New Rear Tires for TRSP. Terry Radtke made a motion, seconded by Skip Porter to allow up to $1500 for new tires for the tractor. unanimous approval 7-0 The secretary left the meeting at 3:20. See Note Agenda Item 9. Public Comment Sheets 1. Mike Hanscarik wondered if the audit was sent to the membership as he did not receive one. He was told they were sent out after the newsletter. He was provided with a copy of the audit. 2. Jess Peters wanted to know why we had to establish a new website. We needed to establish a new website because the WCR POA no longer monitors our previous one as Christine Abrahamian wouldn t relinquish the passwords. 3. Christine Abrahamian protested Denise Rogerson who is an agent for a parcel being the secretary. She wants the secretary removed and a member/owner appointed. Landon Pippin will contact our foreclosure paralegal about this situation. Ron Henderson made a motion, seconded by Jean Brown to get a legal opinion as to whether an agent can be the secretary. Unanimous approval 7-0 4. Mike Hanscarik wanted to know if we considered getting an accountant to do our books. Lanny indicated that with the recent audits the only problem with our books was a designation of an expenditure to expense rather than asset. There is no need to spend a large amount of money on a job people are willing to perform and have in the past performed well. Agenda Item 10. Motion to adjourn the meeting at 3:38 pm was made by Landon Pippin, seconded by Ron Henderson. Unanimous approval 7-0
5 Respectfully submitted, Jean Brown, Assistant to the Secretary NOTE: The Secretary left the meeting as her ride Dayton Girdner had left the building due to personal reasons beyond explanation.