Hart Ranch Work Shop Meeting
November 9th, 2012.

Meeting was called to order at 8:15, by President Karen Ripperda. Those present were board members: Harry Hixon, Matt Johnson, Bob McCormick, and Vikki Day. Also present was Manager Tim Schnabel, sales staff and department heads, also some members.
Motion was made to approve the agenda with the addition of the announcement of board elections in the November newsletter.
Brad and Andra gave updates to the board in regards to sales and member services. The new updated Hart Ranch website should be done by the end of November. The sales department is attending key trade shows. The new packets are nearly completed that will be used for dealer referrals and trade shows. Staff have coop’d with South Dakota Tourism and Black Hills Badlands & Lakes to attend additional trade shows throughout the Midwest and Canada. There are now new referral cards for members to hand out and will be placed in the statements. Member numbers have been holding. The goal is to have 4000 members at the conclusion of 2013.
Motion made to raise the outside transfer fee to $500.00 for Hart Ranch resales. Motion carried.
Discussion was held on future improvements and updates to the Lodge. Motion was made for staff to get bids for improvements in the lobby. Board will approve via teleconference the final costs. Motion carried.
Motion was made to increase the non-member campsite rate to $49.95 for peak season, $31.95 off season.  All voted aye.
Pres. Karen presented the board of directors with handbooks. The board thanked her for the hard work and great information that went into the books.
Tim gave the manager’s report, and presented financials. Discussion was held on the updates to the facility and maintenance.
A restaurant update was given. Manager will look at different venues and proposals for next year. A decision is to be made by the end of the year as to the operation of the restaurant.
Board reviewed the workampers policy with Tim.  Motion was made that workampers who are members are allowed to have associates guest nights, except during the Sturgis Rally. Motion passed.

Break for lunch.

A proposal was heard, and motion made for the winter rates of member campsites to be $5.50 per night, plus electric costs, for more than 21 days.  This would simplify the rates. Short term campers will pay $14.50 for 21 days or less. Motion passed.
A type D membership for annual day use, with a daily limit of 5 guests, for $795.00, to the residents of Hart Ranch Development was proposed. Motion carried.
Under Rules and Regulation #4 is to be reworded, “A membership allows overnight camping unit privileges no longer than 21 consecutive days on any one campsite in a 30 day period.” Motion made, all voted aye.
Also under rules and regulations: in regards to guest nights:
#27 Black-out Dates:
RV Sites: black-out dates for RV sites include the Fourth of July Holiday weekend (as defined by Federal guidelines). Guest sites for the Sturgis Rally will be accommodated in the Meadows.
Board and manager worked on the 2013 budget.
Motion was made to increase cabin rates by $5.00 per cabin, during the peak season of May 1 to September 30, to offset the increase of water and electric rates. Colt I cabins are excluded.
Motion was made for an executive session–in at 2:55, out at 3:38.
Board continued work on the budget. Board approved a capital asset accounting policy as recommended by Eric Maas, Hart Ranch’s accounting firm. All voted in favor.
Board approved an investment policy for Hart Ranch, all in favor.
Motion to approve the 2013 Capital improvements budget based on finalization of bids for projects. All voted in favor.
Board approved the operating budget as presented and adjusted as the board recommended.
The board accepted and reviewed the audit. One will be done each 5 years, the first one of this cycle in 2015, and open the costs to bids.
The board discussed at length the associate’s membership policy. The policy will stand as it is.
Two seats on the board will be open for 3 year terms. Members of good standing can submit a bio of fewer than 200 words of why they would like to serve by January 31, 2013.
Meeting adjourned 6:10
Vikki Day