Willow Creek Property Owners Association Board of Directors Meeting Time and Date: 11:00 PM September 2, 2017 Location: Russell Residence 2932 N. Skylight Dr. Kingman, AZ Unit 9-294 Board Members Present: Terry Radtke Director, Vice President Dwight Geer Director, Treasurer Ron Henderson Director, Secretary Skip Porter Director Mitch McKaig Director Randall Grubbs - Director Guests: Agenda Item 1: Lynda Eakins, Elise Harron, Bill Russell, Renae & Steve Maison, Scott Meyer, Sean Harron, Cheryle Russell, Betty Gindlesperger, Lynda Andrews, Elaine Cavanaugh, Christine Abrahamian, Carolyn Jordan, approximately another 10 members who did not sign in. Vice President Radtke called the meeting to order at 11:03AM. The Agenda was reviewed and one addition was requested by Ron Henderson to add item 10a New owner outside the Ranch. A motion to approve the modified agenda was made by Terry Radtke, seconded by Ron Henderson, and approved by unanimous vote. Agenda Item 2: Fill opening on the Board Terry Radtke proposed that Steve Maison be elected to replace Dayton Girdner, who resigned his Board position citing that Steve Maison was a close 4 th in the Annual Meeting election. A motion was made to appoint Steve Maison as Director to fill the vacancy created by departing Board member Girdner. Ron Henderson seconded and the voice vote was unanimous in the affirmative. Agenda Item 3: Elect officer(s) Terry Radtke called for nominations for President indicating that Ron Henderson, as Secretary, was not eligible. Ron Henderson indicated that he would resign as Secretary in order to be eligible. Dwight Geer nominated Ron Henderson as President and Skip Porter nominated Terry Radtke for the position. The voice vote was five to two to elect Ron Henderson as President.
Vote: o For Ron: Ron, Dwight, Randy, Terry, Steve o For Terry: Skip, Mitch Ron Henderson officiated the meeting from that point on. President Henderson called for volunteers to become Secretary of the POA and Bill Russell volunteered. A motion was made by Ron Henderson, Seconded by Terry Radtke to appoint Bill Russell Secretary. With no discussion the vote was unanimous in the affirmative. Ron Henderson called for volunteers for Road Committee Chairman. Terry Radtke and Sean Harron volunteered. Sean Harron was elected Road Committee Chairman by a 4 to 2 vote with one abstention. Vote: o For Sean: Ron, Dwight, Randy, Steve o For Terry: Skip, Mitch o Abstain: Terry Agenda Item 4: Bank Requirements Official Officers and Directors as elected or appointed: Ron Henderson - Director/President Terry Radtke - Director/Vice President Dwight Geer - Director/Treasurer Richard Porter - Director Randall Grubbs - Director Mitch McKaig - Director Steve Maison Director Bill Russell Secretary Signers for Bank Check Card include: Terry Radtke Dwight Geer Richard Porter Remove from list of signers of Bank Check Card: Lanny Pippin Jeanne Rodak Road Committee Chairman Sean Harron. Credit Card to be reissued to remove Lanny Pippins name.
Agenda Item 5: Pre-approve Minutes for Bank purposes Agenda Item 6 Treasurer s report Meeting minutes pre-approved up to this point by a motion made by Ron Henderson, seconded by Terry Radtke to facilitate immediately making changes with the Bank for Signature cards. The voice vote was unanimous in the affirmative. 5a. A discussion was held regarding the use of online means to approve emergency items as has been done in the past by Board authority. A motion was made by Dwight Geer with a second by Randall Grubbs to retain online approvals process previously agreed. The voice vote was unanimous. Treasurer Geer reported that Assets total $142828.76 of which $15,000 is emergency road fund. The General Fund currently totals $127822.92 and Petty Cash is $107.83. Accounts Receivable is -102.00, which is an overpayment that will resolve with the next dues payments. Total Income is $73,074.06 with total expenses of $36,473.95 Net Income of $36,600.11. Aging has 24 properties delinquent for approximately $8,828.00, of which seven properties are delinquent for multiple years. Earmarks 1046, 1052, and 1053 are closed. Projects 1026 and 1020, 1047, 1048, 1049, 1050, 1054 and the Oct/Nov maintenance. Of the approved earmarked projects, $27,017.50 is yet to be spent. Treasurer Geer discussed the spending of money outside the budget and the potential to circumvent the budgeting process by buying with earmarks that may not be part of an approved budget. President Henderson remarked that this will be a focus of the Board going forward to improve the process. The next newsletter will ask members to supply or confirm email addresses if they wish to receive newsletter by email only. A Motion to approve the Treasurer s report and publish on the website was made by Ron Henderson, seconded by Terry Radtke, but with the removal of names from aging reports. The voice vote was unanimous.
Agenda Item 7: Road Report Mitch McKaig presented a graphical slide show showing the numerous locations around the Ranch that have been repaired or improved by the Road Committee along with volunteers. A motion was made by Skip Porter seconded by Terry Radtke to approve the Road Report. The voice vote was unanimous to approve. Agenda Item 8: Ranch Blading Skip Porter and Sean Harron presented detailed reports on the various options open to the POA for road blading including various rental options, rental options with operators, and contractor options. While the Board reviewed the written report of Sean Harron, Ron Henderson reviewed with the Board and members the results of communications with the POA insurance broker. He read correspondence where is it was clearly stated that the POA should only be hiring licensed and insured individuals or companies for work being performed on the ranch at the POA s request. It was established that worked performed by owners is covered under POA insurances, but that no others are. They should be licensed and insured and that includes independent contractors. After considerable discussion that included input from various members and as well as directors and road committee members, it was decided to direct the Road Committee Chairman to prepare and present a plan that will include a full grading of the entire ranch road system that is presumed to needed around the 1 st of October as that is the official end of monsoon season. It was pointed out that since there has been no general grading in more than three years that the first grading may take longer in order to bring the roads back to full serviceable condition. It was also decided to halt any new road work previously approved until blading has been completed and a road maintenance & improvement plan has been adopted and provided to the membership. A motion was made by Randall Grubbs, seconded by Steve Maison to rescind the Oct/Nov $5K maintenance and road improvement authorization and to extend the Aug/Sep authorization through the end of October. The motion carried by unanimous vote. A motion was made by Steve Maison to hire a contractor to blade the ~71 miles of Ranch roads. The motion carried by unanimous vote.
Agenda Item 9: Detailed accounting of inventory It was proposed to acquire a GPS device w/card, pursue used military equipment, and purchase a 20 ft. trailer. After discussion it was decided to not pursue these items. It was proposed under item 9b that all Association assets that are currently owned or acquired in the future be inventoried and tagged. Additionally, appropriate accounting procedures should be put into place to keep a continuous inventory listing. Additional discussion was held regarding accounting for fuel usage that is not presently being done. During the discussion regarding acquiring more equipment, Member Marc Turner made comments on the legality of making asset acquisitions or capital improvements without full membership knowledge and approval. He strongly requested that proper definitions of what can and cannot be done without member approval be researched, developed and then made public to the membership at large. President Henderson will consider and respond. A motion was made by Randall Grubbs, seconded by Steve Maison to implement asset tagging, to establish appropriate accounting for Association assets, to purchase asset tags and two fuel meters not exceed $800.00. The motion carried by unanimous vote. Agenda Item 10: Paid workers IRS definitions, waivers, insurance requirements, current list. Agenda Item 11: Member comments Ron Henderson initiated a discussion citing the various rules that the Association must follow when hiring contractors and individuals. The insurance company has no problem with hiring ranch owners or members of the Association as they are covered by insurance policies. All others must be treated as independent contractors or employees with resultant State and Federal rules that must be followed including insurance and licensing. 10a New off ranch owners who are seeking use of POA roads is deferred to the November meeting. A motion was made by Steve Maison, seconded by Terry Radtke to suspend $2,000.00 on project 1049. The motion carried by unanimous vote. Elise Harron requested that the Association stop using unnatural materials on the road system in order to preserve the rustic nature
of the Ranch. Specifically referring to concrete as opposed to using gabions for structures. Agenda Item 12: Adjourn A motion to adjourn with a second was received and with no objection the meeting closed at approximately 2:39 PM. Prepared by William Russell 9-4-17 from an audio recording of the meeting and BoD Member comments and/or corrections