The last workshop meeting for the 2011 Board of Directors will be Friday Janurary 27, 2012 at 1:00 in the meeting room at Terlingua Ranch. The fourth quarterly board meeting will be: Saturday January 28, 2012 at 10:00am in the meeting room at Terlingua Ranch. All property owners are encouraged to attend. See ya there! Tanya Phillips, President POATRI BOD QUARTERLY MEETING ANNOUNCEMENTSWORKSHOP AGENDA ----- Friday January 27, 2012 1:00 PM Conference Room – Workshop (This is an Open Workshop to allow the Directors to discuss business. Time will be given at the end for comments and owner input.) Call to Order
Old business:
New business: -- Announcement - Board Orientation for ALL 2012 board members Sunday January 29, 2012 (10am-1pm) --Discuss budget --Discuss actions relating to outcome of Suber lawsuit trial --Discuss how to structure registered agent: Manager, Officer, or external RA service --Discuss use of remaining surplus from 2010-2011. (Possible uses: additional water system work. Vehicle purchases, etc. Manager input.) --Electronic voting --Fee structure vote: flat fee vs. base plus acreage --Christmas Mtns (lease changes, permit changes, etc) --Revise P&P --Sale of REO (Real Estate Owned) - legal input waiting --Collection of delinquent accounts - legal input waiting --Creating a Strategic Planning Committee/Task Force Discussion of Resolutions for Board Meeting --Discuss resolution to rescind resolution that requires NRC receipts special accounting Public Forum Adjourn *Reminder that mailed ballots must be received at PO Box by 5pm Friday.
-------------------------------------------------------------------------------------------------------------------------- AGENDA POATRI BOARD OF DIRECTORS MEETING ----- SATURDAY - January 29, 2012 Regularly Scheduled 4th Quarterly Board of Directors Meeting Conference Room 10:00 AM Rules for Public Participation at Board Meetings will apply. Please place your name and tract number on the sign up sheet if you wish to speak during the public forum.) Managers Welcome: Vanessa Boyd *CALL FOR FINAL BALLOTS (in person) Call to Order Roll Call and Certification of Board Members by the secretary Invitation for Public Service Announcements Acceptance of Minutes as presented Treasurer’s Report-Marbert Moore Manager’s Report- Vanessa Boyd Committee/Task Force Reports Audit Committee - Dan Patchin Budget and Finance Committee - Marbert Moore Media/Communication Committee - Dori Ramsay Airport Committee -- Vern Stump Hunt Task Force-Jeff Daly Unfinished Business Report on Executive Sessions - Dori Ramsay, Secretary New Business -- Taken from Friday's new business items that carry over
Resolutions to be presented --Resolution about NRC accounting
Participation by Property Owners – Each Speaker Limited to Three Minutes
Votes on Resolutions presented
Announcement of Article 3 voting results. - Motion from BOD to accept the election results and modify Article 3 of Bylaws.
Announcement of Candidate Election Results.
Adjourn 2011 BOD
********************************LUNCH BREAK************************************ *During lunch break, all the 2012 directors should meet with the secretary to sign paperwork required annually by all directors, prior to being seated. ***************************************************************************************
NEW Board of Directors Meeting --- (1:00pm or after lunch break)
Seating of the New 2012 Board of Directors
Election of Officers (Secretary, Treasurer, Vice President, President)
New President takes over meeting - FIRST Meeting of new board -- Banking Resolution - Resolution to authorize change of bank account signatories -- Resolution to approve budget
------------------------------------------------------------------------------------------------------ Annual Members Meeting to follow the BOD meeting - 2:00pm or after 1st Quarterly BOD meeting (BOD members are encouraged to attend and sit up front to answer questions if needed)
Old Business New Business Resolutions Adjourn
October Meeting Agendas: QUARTERLY MEETING ANNOUNCEMENTS
July Meeting Agendas:
- FRIDAY - 11:00am - Dark Skies Presentation - Bill Wren
QUARTERLY MEETING ANNOUNCEMENTS WORKSHOP AGENDA ----- Friday July 29, 2011 1:00 PM Conference Room – Workshop (Dori Ramsay will preside over workshop, as Tanya will arrive later Friday afternoon) (This is an Open Workshop to allow the Directors to discuss business. Time will be given at the end for comments and owner input.)
Call to Order
Old business: Recommendations from BOD with regard to bylaw changes
New Business: Newsletters and Property Owner Updates – Dori Ramsay Status on new well – Marbert Moore Status on water line leaks/repairs in lodge areas – Marbert Moore Lawsuit and attorney updates – Marbert Moore
Discussion of Resolutions for Board Meeting
1. CareStar - Emergency Insurance for Employees - Dori Ramsay 2. New Proposed Bylaws - Paul Burger (link to proposed bylaw changes) 3. Possible other items from the new business above, prepared for presentation at the Saturday meeting (see below)
- Code of ethics resolution - Resolution to put out a ballot to members on Article 3 - Discussion of P&P Changes or updates - Resolution on voting eligibility for upcoming ballot on Article 3 Public Forum
Adjourn -------------------------------------------------------------------------------------------------------------------------- AGENDA POATRI BOARD OF DIRECTORS MEETING ----- SATURDAY – July 30, 2011 Regularly Scheduled 2nd Quarterly Board of Directors Meeting Conference Room 10:00 AM Rules for Public Participation at Board Meetings will apply. Please place your name and tract number on the signup sheet if you wish to speak during the public forum.)
Call to Order
Roll Call and Certification of Board Members by the secretary
Invitation for Public Service Announcements
Acceptance of Minutes as presented
Treasurer’s Report-Marbert Moore
Manager’s Report & Road Report- Marbert Moore/Dennis?
Committee/Task Force Reports Audit Committee-Marbert Moore (Dan Patchin is unable to attend) Budget and Finance Committee-Marbert Moore Hunt Committee-Jeff Daly Airport Committee – Marbert Moore (Vern Stump is unable to attend) Road Issues Task Force-Charlie Oakes Property Owner Software Evaluation – Marbert Moore Bylaw and P&P Review Task Force (2010 - 2011 wrap up) – Paul Burger
Unfinished Business Report on Executive Sessions – Dori Ramsay, Secretary
New Business Newsletters and Property Owner Updates – Dori Ramsay Status on new well – Marbert Moore Status on water line leaks/repairs in lodge areas – Marbert Moore Lawsuit updates – Tanya Phillips Texas Game Warden - Matt Kiel
Resolutions to be presented (see Friday agenda for wording on resolutions)
1. CareStar - Emergency Insurance for Employees - Dori Ramsay 2. New Proposed Bylaws - Paul Burger 3. Possible other resolutions from New Business from Friday workshop Participation by Property Owners – Each Speaker Limited to Three Minutes
Resolutions and voting on items in new business
Adjourn
April Meeting Agendas:
QUARTERLY MEETING ANNOUNCEMENTS WORKSHOP AGENDA ----- Friday April 29, 2011 1:00 PM Conference Room – Workshop (This is an Open Workshop to allow the Directors to discuss business. Time will be given at the end for comments and owner input.) Call to Order Old business: Recommendations from BOD with regard to bylaw changes New Business: Newsletters and Property Owner Updates – Dori Ramsay Billing and late fee structure changes – Marbert Moore Status on new well – Marbert Moore New employee updates – Diane & Duckie (front desk) Status on water line leaks/repairs in lodge areas – Marbert Moore/Charlie Oakes Lawsuit updates – Vern Stump Discussion of Resolutions for Board Meeting Motion from Paul Burger: "Whereas in the best interest of the Property Owners Association of Terlingua Ranch, Inc. (POATRI), I motion that the Board create the position of Legal Coordinator. The Legal Coordinator will have the following Duties: 1.) Act as a liaison between POATRI's Board of Directors and its corporate attorney or any other attorneys engaged by POATRI. 2.) Assist the president in the execution of Board decisions requiring the advice or services of legal counsel. 3.) Monitoring the projects that the attorney(s) is/are engaged in and reporting their progress to the Board. 4.) Tracking and verifying attorney expenses and invoices. 5.) Verifying requested POATRI documents are delivered to the attorney. Length of Appointment: The Board at any time, with a simple majority vote, has the authority to reappoint the legal coordinator, replace the legal coordinator with another director, redefine the duties of the legal coordinator, or eliminate the position of legal coordinator. The legal coordinator may resign the position at any time by verbal or written notice to the Board president, or other officer if the president is unavailable. Economic Impact Statement required of all motions presented: The economic impact to POATRI is definitely positive through the Legal Coordinator's oversight of our legal expenses as described in his item #4 of his Duties. Motion from Paul Burger: "Whereas in the best interest of the Property Owners Association of Terlingua Ranch, Inc. (POATRI), I nominate Vern Stump to hold the position of Legal Coordinator for the Board. Possible items from the new business above, prepared for presentation at the Saturday meeting Public Forum Adjourn -------------------------------------------------------------------------------------------------------------------------- AGENDA POATRI BOARD OF DIRECTORS MEETING ----- SATURDAY – April 30, 2011 Regularly Scheduled 2nd Quarterly Board of Directors Meeting Conference Room 10:00 AM Rules for Public Participation at Board Meetings will apply. Please place your name and tract number on the signup sheet if you wish to speak during the public forum.) Call to Order Roll Call and Certification of Board Members by the secretary Invitation for Public Service Announcements Acceptance of Minutes as presented Treasurer’s Report-Marbert Moore Manager’s Report & Road Report- Marbert Moore Committee/Task Force Reports Audit Committee-Dan Patchin Budget and Finance Committee-Marbert Moore Hunt Committee-Jeff Daly (correction) Airport Committee – Vern Stump Road Issues Task Force-Charlie Oakes Property Owner Software Evaluation – Marbert Moore Bylaw and P&P Review Task Force – Vern Stump Unfinished Business Report on Executive Sessions – Dori Ramsay, Secretary New Business Newsletters and Property Owner Updates – Dori Ramsay Billing and late fee structure changes – Marbert Moore Status on new well – Marbert Moore New employee updates – Steve Chene Status on water line leaks/repairs in lodge areas – Marbert Moore/Charlie Oakes Lawsuit updates – Vern Stump Resolutions to be presented (see Friday agenda for discussion on resolutions) 2 resolutions from Director Paul Burger Possible resolution(s) with regard to bylaw changes Participation by Property Owners – Each Speaker Limited to Three Minutes Resolutions and voting on items in new business Adjourn
QUARTERLY MEETING ANNOUNCEMENTSWORKSHOP AGENDA ----- Friday January 28, 2011 1:00 PM Conference Room – Workshop (This is an Open Workshop to allow the Directors to discuss business. Time will be given at the end for comments and owner input.) Call to Order
Old business:
New business: 1. Newsletters and Property Owner Updates 2. Billing and late fee structure changes 3. New employee updates 4. Updates on potential candidates for GM
Discussion of Resolutions for Board Meeting Public Forum Adjourn
-------------------------------------------------------------------------------------------------------------------------- AGENDA POATRI BOARD OF DIRECTORS MEETING ----- SATURDAY - January 29, 2011 Regularly Scheduled 4th Quarterly Board of Directors Meeting Conference Room 10:00 AM Rules for Public Participation at Board Meetings will apply. Please place your name and tract number on the sign up sheet if you wish to speak during the public forum.) Call to Order Roll Call and Certification of Board Members by the secretary Invitation for Public Service Announcements Acceptance of Minutes as presented Treasurer’s Report-Marbert Moore Manager’s Report- Marbert Moore Committee/Task Force Reports Audit Committee-Dori Ramsay Budget and Finance Committee-Marbert Moore Hunt Committee-Randolph Williford Strategic Planning Task Force - Paul Burger Road Issues Task Force-Charlie Oakes Property Owner Software Evaluation – Marbert Moore Bylaw and P&P Review Task Force – Jeff Daly Airport Committee -- Marbert Moore Unfinished Business Report on Executive Sessions - Jeff Daly, Secretary New Business - Introduction of POATRI Corporate Attorney, David Moore - Newsletters and Property Owner updates - Billing and late charge changes - New employees at the ranch - Update on progress to hire a new GM
Resolutions to be presented
Participation by Property Owners – Each Speaker Limited to Three Minutes
Possible resolutions and votes on items in new business
Announcement of Election Results.
Adjourn 2009-2010 BOD
********************************LUNCH BREAK************************************
1st Quarterly Board of Directors Meeting --- (1:00pm or after lunch break)
Seating of the New 2011-2012 Board of Directors
Election of Officers (Secretary, Treasurer, Vice President, President)
New President takes over meeting - FIRST Quarter Meeting of new board -- Banking Resolution
------------------------------------------------------------------------------------------------------ Annual Members Meeting to follow the BOD meeting - 2:00pm or after 1st Quarterly BOD meeting (BOD members are encourged to attend and sit up front to answer questions if needed)
Old Business New Business Resolutions Adjourn
*New Board members will meet after the meeting adjourns to pick up Director Binders, sign forms, and have orientation in office.
WORKSHOP AGENDA ----- Friday Oct 28th, 2011
1:00 PM Conference Room – Workshop (This is an Open Workshop to allow the Directors to discuss business. Time will be given at the end for comments and owner input.) Call to Order Old business: 1. Bylaw changes for the ballot. (change to 3.04's reference to 4.01c to 4.02c - typo) 2. BOD vote on members not in good standing (based on attorney recommendations) 3. Bylaw wording on counting ballots/votes for director (need attorney recommendation) New Business: 1. Lawsuit and attorney updates – Tanya 2. Intro of new Ranch manager – Tanya 3. Reminder: Last call for BOD applications (5pm deadline) -- Dori 4. Texas State University/Christmas Mountains – New owners -- Tanya 5. Skype for BOD candidates for Saturday meeting? – Dori? 6. Director remuneration - reasonable board business (bylaw change?) -- Tanya 7. Newsletter/Communications updates – Dori 8. Update on Ballot for January Election -- Dori Discussion of Resolutions for Board Meeting 1. Resolution to adopt revised P&P - Dori 2. Cost of living index increase to assessments - Marbert 3. Rescind July's resolution allowing a onetime vote - Dori 4. Modify Article 3.04- mispointing - Dori 5. Modify Article 3.04 in regard to "simple majority of votes cast" – Dori 6. Resolution on the 2012 CPI (according to bylaw 4.01F) - Marbert Public Forum Adjourn
AGENDA POATRI BOARD OF DIRECTORS MEETING ----- SATURDAY – Oct 29, 2011 Regularly Scheduled 3rd Quarterly Board of Directors Meeting - Conference Room 10:00 AM Rules for Public Participation at Board Meetings will apply. (Please place your name and tract number on the signup sheet if you wish to speak during the public forum.) Call to Order Roll Call and Certification of Board Members by the secretary Invitation for Public Service Announcements Acceptance of Minutes as presented Treasurer’s Report-Marbert Moore Manager’s Report & Road Report- Vanessa Committee/Task Force Reports Audit Committee-Dan Patchin Budget and Finance Committee-Marbert Moore Communication Committee- Dori Ramsay Task force on Fee Structure- Frank Oxsheer Airport Committee – Vern Stump Road Issues Task Force-Charlie Oakes Hunt Taskforce-Jeff Daly Unfinished Business Report on Executive Sessions – Dori Ramsay, Secretary New Business Lawsuit updates – Tanya Phillips Resolutions to be presented (see Friday agenda for wording on resolutions) 1. Resolution on the 2012 CPI (according to bylaw 4.01F) - Marbert 2. Resolution to rescind board change on voting in January election. (per attorney) - Dori 3. Drawing for Order on Election Ballot - Vern 4. Resolution to adopt revised P&P- Dori 5. Modify Article 3.04- mispointing – Dori 6. Modify Article 3.04 in regard to "simple majority of votes cast" - Dori Participation by Property Owners – Each Speaker Limited to Three Minutes Resolutions and voting on items in new business Texas Game Warden - Matt Kiel Adjourn AFTER the MEETING: We will allow a public forum for ALL the BOD candidates to speak to the members and answer any questions from members. So if you are a candidate running for office, you are invited to speak to the members after the meeting. All property owners are encouraged to attend.
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