Rimrock Meadows Association
Board Minutes
January 16, 2010
Members present: Bill Cook, Mike Campbell, Dave Mayer, Scott Rukke, Fred Durbin and John Koppang. Absent: Judy Sarff. Manager Kevin Danby and Attorney Michael Wyman were also present.
Board chairman, Bill Cook called meeting to order 9:00 AM
September 26, 2009 meeting minutes reviewed. Motion to approve minutes made by Dave Mayer, seconded by Mike Campbell and unanimously approved by the board.
Bill Cook reviewed the Board Code of Conduct and Responsibilities concerning confidentiality with a reminder to treat e-mail between board members as falling under those same confidentiality guidelines.
At 9:05 AM a motion to go into executive session for 15 minutes to discuss personnel issues was made by Dave Mayer, seconded by Mike Campbell and unanimously approved by the board.
At 9:20 AM the executive session ended and the regular session resumed.
A personnel proposal to be effective January 1, 2010 was discussed and a motion approving said proposal was made by Mike Campbell, seconded by Scott Rukke and unanimously agreed to by the board.
Committee Reports
· Planning Committee: (Pete Saflund) No activity.
· ATV Committee: (Fred Durbin) No activity.
· Communication and Conflict: (Judie Sarff) No activity.
· Activities: (Mike Campbell) Ideas for the summer BBQ and yard sale are being considered. No recommendations at present.
Old Business
· 2009 Budget Review: No surprises this past year. All budget items with the exception of Lot Sales came in at, or very near to budget. Lot sales were down from previous years and below the 2009 goal, but this was not a surprise considering the overall state of the economy.
· Lot Sale Strategy for 2010: Craigslist, EBay and other listings of Rimrock lots by private parties have been attracting potential buyers. When they arrive to look at lots, Kevin has the opportunity to show them Rimrock inventory and this frequently results in the sale of an association lot. In 2010 new lot sales are limited to 2 lots. $4,500 is the standard lot price with a 10% discount for attached lots. Lots within 150 feet of power have a premium and sell for $14,000.
· 2009 Cattle grazing: Cattle were released onto Rimrock property in the middle of November and were removed just before Christmas.
New Business
· Preferred dues rate: Sometimes owners who never use their property ask for a reduced dues rate. Their rationale being that since they don’t use their property they should get a break in the dues. However, since the association expenses are the same regardless of lot use these requests are denied. The owner always has the recourse of selling his lot.
· Douglas County Watershed Planning Association: Kevin is not a member but he regularly attends the meetings to keep tabs on what they are planning. They have written a proposed draft of a WAC which outlines terms for restricting the number of future wells at Rimrock. This draft has not yet worked its way through the process and is probably at least two years away from being implemented. However, this is a concern for Rimrock property owners. Wells that are currently in use may be grandfathered in and future wells may be subject to restrictions. Kevin will continue to attend the meetings and represent Rimrock’s interests and keep tabs on what is happening.
· 2010 Budget: The 2010 budget is based on 2009 actual performance and very little difference is anticipated. Swimming pool issues are expected to be the same as previous years. After the winter some repairs and maintenance are normal but this year these expenses appear to be very similar to those experienced in previous years.
Our fire protection contract needs renewing and this expense is the same as last year. A motion to renew the contract was made by Scott Rukke, seconded by Dave Mayer and unanimously approved by the board.
· Review of Annual Meeting Documents/issues to be voted on:
Proposal No. 1: Election of Directors.
Proposal No. 2: Authorizing the proxies…
Proposal No. 3: Changing covenants regarding setbacks to match Douglas County standards.
Proposal No. 4: Locking the kitchen and clubhouse.
Proposal No. 5: Approval of 2010 budget.
Motion to approve proposals as submitted made by Mike Campbell, seconded by Dave and unanimously approved by board.
· Board Candidates/Officers: In the event a member chooses not to vote for Director Candidates and relinquishes his vote to the board, the board made its selection. Motion to accept the three selected Director Candidates made by Dave Mayer, seconded by Scott Rukke and unanimously approved by board.
· Annual Meeting: The board will meet at 9:00 AM to review and discuss any new topics that might come up at the annual membership meeting and will meet again following the annual meeting to elect new officers. Discussion of potential topics that could come up at the annual meeting centered on the board’s decision to cancel the July open meeting. The original intent of the July open meeting was to make the board more accessible to the membership following an era when the board did not function openly. Today with e-mail and telephone numbers, members can raise an issue any time.
· Lot donations: Each year Rimrock donates 3 lots to local fund raising auctions – Ephrata Chamber of Commerce, SIDS and Othello Eagles. The good public relations and good neighbor advantage that Rimrock receives by doing this is incalculable. Motion to donate 3 lots selected by Kevin again this year made by Dave Mayer, seconded by Fred Durbin and unanimously approved by board.
· Fire Truck upgrade: The Dodge fire truck is tired, has a leaking head gasket and should be replaced soon. Mike Campbell, through his contacts at the Fire Department, has frequent knowledge of suitable fire trucks and will keep the board apprised of opportunities when they occur. Our rural and remote location requires a 4-wheel drive, off road truck. Discussion on this topic tabled until future meetings when new board members will be present.
· Griffith’s return date? Action? The Griffith’s left Rimrock in mid-November and are eligible to return sometime in the Spring of 2010. The board has asked and authorized attorney, Michael Wyman, to prepare a letter to the Griffith’s clearly reiterating the Rimrock Covenant and their eligibility to return.
Managers Report
· Project Update/Winter issues:
§ Lighting in clubhouse will be upgraded. Current fluorescent lighting will be removed and can lighting will be installed.
§ Some minor painting projects are underway – basically touch-up, nothing major.
§ The shower building could require some minor repairs due to winter freeze issues.
§ In the kitchen a wall mounted exhaust fan will be installed to improve ventilation and minimize cooking odors.
§ Sheet rock will be installed on the pool pump room wall for fire protection.
§ Overall our equipment and facilities are in good shape.
· Year in Review:
§ 2009 was busier than past years. This can probably be attributed to economic reasons which prompted more at home vacations and less travel to out of state destinations by our membership. Also, an increase in purchases of resale properties from owners who never used their properties by owners who now do increased in 2009
§ General behavior this past year was pretty good. The domestic disturbances in the campground were largely alcohol related.
§ Fires by owners on their property continue to be a serious concern when the fire ban is in effect.
§ There was a weather related snake problem but only lasted a short time.
§ For a brief time there was a problem with unacceptable ATV activity. The persons involved were never identified or caught.
§ Staff update – employee reviews are upcoming. There is always room for improvement but overall Rimrock staff is doing a good job.
Next meeting will be Sunday, February 28, 2010. Board will meet at 9:00 AM to review Annual meeting issues. The Annual meeting will be at 1:00 PM. Board will meet following the annual meeting to welcome new board members and elect new officers.
Motion to adjourn made by Dave Mayer, seconded by Scott Rukke and unanimously approved by the board.
Meeting adjourned at 12:30 PM
Respectfully submitted
John Koppang
Secretary