Pine Forest Board members present were David Chantler, Marishka Marten, Jim Rogers, and Casey Rudd.
Andy Oosterhof of Pine Forest Management Services was also present. There were approximately 13 members present.
Dave Chantler called the meeting to order at 3:15 p.m.
New Board Member and Treasurer
Board member and Treasurer, Kris Guttormsen, passed away recently. Dave Chantler announced that a Memorial Service
would be held on Tuesday, December 29, 2009 at Sun Mountain Lodge conference room from 4:00 to 6:00 p.m., and welcomed
interested members to attend. Dave also reported that due to Kris’ passing, a Board seat was available, and Laurie
Hilton was interested in the Board seat. The attending Board members recognized and approved the addition of Laurie
to the Board to fill the vacancy. Dave reported Laurie’s interest and willingness to take on the Treasurer
and Dave would meet with Laurie in the coming weeks to go over the details of that position.
Transparency and Budget
Dave Chantler reported that in order to maintain transparency, Pine Forest Manager, Andy Oosterhof handles the money
coming in and going out, maintains the check register, receives incoming checks, makes the bank deposits and pays the
bills. Then, once a month Andy gives the check register to the bookkeeper to review and report back to the Treasurer.
The 2008-2010 Income/Expense Statements were handed out and discussed with the members. The Board has an outline of
the 2010 budget but it is not final yet.
Dave Chantler reported that on the income side this year, miscellaneous income of $15,401 came from the Federal Grant
of the forest funds, which we had to match. Dave White assisted with calculating expenditures. There was $22,000
available to us, but the work resulted in actually being less. The Federal Grant has dried up, and as a result, Pine
Forest will not be receiving any funds next year.
Snow Plowing
In 2009, the snow plowing cost was $12,788, and in 2008, the snow plowing cost was $21,257. Due to lower snow plowing
costs in 2009, we had enough funds for some road improvement projects. However, we will still budget $28,000 for snow
plowing costs in 2010.
Forest Health
Dave Chantler reported that the Board came up with a list of what was most important to Pine Forest – Roads, Water,
and Forest Health. Since the Federal Grant has dried up, and while volunteerism is fine, it is hard for weekender
members to volunteer, the Board felt that it is important to establish a Forest Health fund, and the Board decided to
add a new line item to the budget entitled Forest Health.
Road Maintenance
Dave Chantler reported that Andy has done a great job this past year in road work, with improved sight lines to enable
Andy to plow the snow better, and help members see better. We will still look at road improvements/maintenance going
forward.
Main Well House
Dave Chantler reported that the main well house at the bottom of the field is leaning. While it is not going to fall
over, it would cost about $6,000 to repair it. We are looking at trying to figure out what snowplowing costs are going
to be this Winter, so we can plan on funding the repair of the well house and road maintenance, if we do not have a
significant snow plowing expense.
Newsletters
Dave Chantler reported that the newsletter would be mailed to members at the end of 2009 or in mid-January, with a
suggestion that we post future newsletters on the website instead of mailing. However, notices of annual meetings
will continue to be mailed, with all other newsletters to be posted on the website.
Mail Boxes
A member stated that at a prior meeting, members approved installing local mailboxes on site, and asked what happened
to that idea. Dave reported that he had previously discussed the issue with the members who originally indicated an
interest in having the mailboxes installed, had decided they were no longer interested, and since there was not enough
interest and a lack of support, the local mail boxes would not be installed. Jim Rogers reported that when the subject
was originally brought up, the Board was under the impression that members were interested in installing secured
mailboxes on site, and the original research was based upon that. Jim also added that the Board faulted in not
re-approaching the members to report that the original interested members no longer want to the mailboxes.
In response, a member indicated his interest in having a private mail box installed on site. After discussion,
Dave said he would do some research and ask the Post Office if it would deliver mail to private mailboxes on site,
and would report back to the members.
Manager’s Report
Andy reported that we now have sanding equipment, and that, based upon his judgment and experience, he plows the main
roads after 4 inches of accumulation.
Andy also reported that the spreading of an organic solution at the “T” section of the entrance to help minimize the
dust and reduce the washboard effect last year, cost about $600, and it worked well. The Board considered having the
solution spread at two more sections – down the road near the lake and up by the parking lot.
Audit
Dave Chantler reported that he thought the State required an annual audit of the records or to ask members annually if
they wanted to have an annual audit performed. Dave reported that the Association’s CPA, Mr. Bradshaw, cannot perform
a full blown audit due to high insurance premiums. The estimated cost for an audit would be anywhere from $12,000 to
$15,000. Dave reported that while he thought the Bylaws stated that an annual audit is to occur, there are internal
controls in place for transparency. Previously the Board decided to hold an audit periodically starting in 2010, but
then found out how much it would costs, which is excessive. The Board will open the books to anyone in Pine Forest who
wants to see the them. Also previously, members were asked to vote, and voted not to have an audit. Members will be
asked yearly to decide. Dave reported that the Manager, Bookkeeper, and Treasurer work independently from one another
for transparency.
The CPA is willing to spend 4 to 5 hours at $120 per hour, to review the books and come up with an overview of how we
are doing, and verbally give a report to the members, but he cannot put it in writing. Dave also discussed the issue
with the attorneys, who concur with what Dave has reported. In May, the members will be asked if they want on audit, if
they want the CPA to do a verbal report, or possibly amend the Bylaws if it is stated that an annual audit is to occur.
An annual budget review by the members may satisfy the language in the Bylaws. Amending the Bylaws can be a complicated
process.
Plans for 2010
Dave Chantler reported that new plans such as the well house repair and the Forest Health are open and can be added
to the budget. The Forest Health line item on the budget is to show a history of our commitment to the forest health
and may assist in obtaining future grant funds. Dave also reported that Lynn Lewicki will help on a less formal basis
to assist in putting together a forest health plan, and Harry Grant is also interested in assisting.
Miscellaneous
The loan payment indicated on the budget is for the water system upgrade. The loan interest rate is ˝% for a 30 year
term. If we want to, we can make balloon payments, but that doesn’t make sense to at this point because the interest
rate is so low.
The electric power rates may be going up, so we may up that amount in the budget.
Member Mark Scheutz thanked the Board and Andy for their services.
The meeting was adjourned at 4:20 p.m.
Marishka Marten
Secretary
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