Minutes of Meeting 11/16/2011

Minutes of Meeting
Location: Douglas PUD Auditorium Date: November 16, 2011 Time: 1900
Purpose: Special meeting sponsored by Gordon Duncan to discuss the maintenance, operation, and
administration of the association including: discussion of recent activities of the association, propose
the election of a new administrator, provide status of the association’s bank account including the need
for an assessment, and provide an open forum for questions from members.
Attendees: There were 14 members present, see the attached sign-in sheet.
Recorder: Hank LuBean acted as secretary for note taking.

Review of Previous Action Items
Action Item(s) Who When
This was a special called meeting. There has not been a meeting of
the association for a number of years and therefore there were no
prior meeting action items to present at this meeting.

Discussion
Topic 1: Introductions, meeting purpose, and initial comments.
Gordon Duncan opened the meeting. He asked everyone around the table to introduce themselves which
they did. Following introductions Gordon explained that the purpose of the meeting was to discuss the
maintenance, operation, and administration of the association.
He said that this was the first meeting of the association in a long time; he couldn’t remember the last, if
any. He noted that the association should probably meet more often in order to stay up with the current
activities of the association. He suggested that the association meet every year or two.
Gordon noted the recent main line leak that took action from several of the members to find the leak and
fix it. The leak was reported to Gordon by Russ Gilmore on 8/3/11 and he rounded up neighbors (the
usual culprits to find and fix the leak (Gordon, Buddy, Dick, Wayne, and others, and this time Hank for
the first time). As part of the process of fixing the leak, two main line in-line valves were installed to
allow sectionalizing the system so that future problems in any of the laterals or the main line could be
addressed without shutting off the entire system. One valve was installed in the walkway between Aurora
and Anne just above the laterals that feed the parcels between Aurora and Anne. The second valve was
installed at the foot of the walkway in the right-of-way of Anne adjacent to the walkway stairs. This
second valve allows shutoff of the main line on Anne allowing the laterals above Anne to function while
repairing the main line and laterals below Anne. Both valves are on Hank’s property. Gordon noted that
these valves, piping, and cover boxes were purchased and reimbursed from the association’s bank
account.

Topic 2: New association administrator selection
Gordon presented the idea of the association selecting a new administrator. He said that he, Dick Vickers,
Bob Higgins, Buddy Goodrich, and others were acting as the administrators of the association and that we
needed a younger named individual to take over and organize the association into a more defined group
with meetings, mailings, and other activities.
Gordon nominated Hank LuBean to the members present to be the new administrator. Gordon noted that
he had discussed the potential nomination with Hank prior to the meeting and that Hank had agreed to
accept the position if the members voted to approve the selection. The members present voted
unanimously to select Hank LuBean as the new administrator.
Hank noted that he accepted the position and that he would begin his activities as administrator of the
association in the spring just prior to the irrigation season. He said his initial actions would be to update
the list of association members, send out an assessment letter (noted below) to address the association’s
bank account, and create a notification process for members either through USPS mailings, emails, a
website, or a combination of each.
Gordon, Hank, and others discussed the need to have periodic meetings of the association. Hank said he
could arrange for meetings to be held at the Douglas PUD Auditorium since he worked there. Some
thought that meetings should be held each fall after the irrigation season to plan for the next year’s
operation. Some commented that every year might be too much and said that every two years might be
more acceptable. Hank said he would work on the issue and attempt to arrange for a meeting each fall or
every other fall depending on any activities going on. Hank said he would work on a mailing or other
process to help keep members informed of association activities. Hank said that an information and
feedback mechanism such as a mailing or a website could handle new information and allow feedback to
minimize the need for meetings more often that yearly or even every two years. Hank said he would
probably build a website since he has some experience in that area. Hank said he would create this
information dissemination process for the association as soon as he could in the spring.

Action Item(s) Who When
Create a process, possibly a website or mailing, for information
sharing and feedback.
Hank
LuBean
Spring 2012
Schedule periodic meetings, at least each fall, and arrange for a
meeting location.
Hank
LuBean
During 2012

Topic 3: Status of Bank Account and assessment
Gordon asked bob Higgins to provide a summary of the association’s bank account. Bob said the account
currently had $1340 in it as of the end of September 2011. He said the recent leak expenses amounted to
$500. Gordon Duncan, Dick Vickers, and others commented that the association was lucky that the
August 2011 leak was able to be fixed without digging up the road or other actions such as hiring a
backhoe. It was noted that if backhoe and road restoration services were needed, the cost could easily
exceed $4000 to $6000 at a minimum. These costs would exceed the amount in the account and that
irrigation water would need to be shut off while association members were assessed for the funds to make
the repairs. Gordon and several others recommended that members should be assessed a $40 amount per
parcel to get the bank account up to the $4000 to $5000 level. After several comments on the assessment,
it was agreed that $40 per parcel would be assessed. Hank said he would start working on an assessment
letter to be sent out in the spring detailing the assessment and informing members of the status of the bank
account and the need to keep enough funds in the account to cover repairs when needed.
It was also noted that Hank’s name would need to be added to the bank account. Hank said he would get
together with Bob Higgins and Buddy Goodrich (the current bank account names) to arrange to add his
name to the account and probably replace Bob Higgins as an authorized account user; all this so that Hank
as the new administrator could receive statement, manage the account, arrange audits, issue checks, etc.

Action Item(s) Who When
Compose and send out an assessment letter to members. Hank LuBean Spring
2012
Arrange for Hank LuBean to be added to the bank account as a signatory in order to take over managing the account from Bob Higgins.
Hank LuBean and
Bob Higgins
Spring
2012

Summary of Action Items
Action Item(s) Who When
Create a process, possibly a website or mailing, for information sharing and feedback.
Hank LuBean Spring
2012
Schedule periodic meetings, at least each fall, and arrange for a meeting location.
Hank LuBean

 During 2012
Compose and send out an assessment letter to members.

 Hank LuBean

Spring 2012 

Arrange for Hank LuBean to be added to the bank account as a signatory in order to take over managing the account from Bob Higgins.
Hank LuBean and Bob Higgins
Spring
2012
Next meeting: Fall 2012, date, time, and place will be sent out prior to fall 2012.
Signature of Administrator or Secretary accepting minutes as the official record: