Minutes of the Board of Directors for January 2026

The meeting was held online and called to order at 5:32 pm. Carla Gurovich, Jack Williams, Ronnie Thomas, Jim Williams, Riah Onstott, Danny Babish and Christine Hansen were present. Chris M - MAR operations manager, Ellen R - Membership Chair, and Devon W - Facilities Chair were also present. Guests included: Kara L. Jim B., Kabir P.

Guest Comments: Ellen – minutes bylaws were revised in September and wants to know what changes were made – primary change was to eliminate privacy officer and rely on office procedures for identifying no personal member info is revealed.

Board Voted Director Election

Jim Williams – approved
No additional nominees

Jack moves to close nominations, Riah seconds.

Christine wants to accomplish learning about the inner workings of MAR and have the opportunity to bring ideas from other members

Officers Election

President – Jack nominates Carla – no additional nominations; Christine moves to close; Jim W second. Approved
Vice President – Jack nominates Jim W; Riah nominates himself; Ronnie moves to close nominations; Christine second. Vote by email is out by email – Votes 4-3 for Jim W.
Secretary – Jack nominates Ronnie; Riah moves to close nominations; Danny seconds. Approved.
Treasurer – Ronnie nominates Kabir; Jack moves to close nominations, Chrstine second. Approved.
Assistant Secretary (Chris for banking purposes) – Riah nominates Chris; Danny moves to close nominations, Christine second. Approved

Review Email motions passed since November 20 meeting

Motion to approve November 20 meeting minutes by Jack; second by Riah. Approved.

Motion to approve September Treasurer’s Report from Jack W, 2^nd from Ronnie T. All approved.
Motion to approve 2026 Rate Sheet from Danny B, 2^nd from Jim B. All approved.

Ronnie to add email dates of approvals

Membership Report

Membership report was emailed on January 6, 2026.

The committee attempted to have a meeting on December 20^th. The meeting was cancelled due to a power outage and lack of internet service. As of December 19, 2026, the membership numbers were:

Male 375 64.7%

Female 205 35.3%

Total 580

Full 450 77.6%

FOM 130 22.4%

Total 580

Next meeting January 17 for new committee.

Manager’s Report

The report was emailed on December 7, 2026, and is attached to the bottom of these minutes along with annotations made during the meeting.

Status of Traveler’s Claim

Treasurer’s Report November 2025 - Jim B

2026 Proposed Budget Review and Approval
2026 Project Prioritization and Approval – Waiting on Estimates and Feasibility from Chris/Devon Meeting (postponed through holidays). Items listed in potential priority order
- - Roads
  - Beetle Kill and Fire mitigation
  - Lighting at Gatehouse, Clubhouse
  - Increased shaded seating at pool
  - Outdoor stage
  - Improve the landscaping on the south side of the lodge and install 2 corn-hole courts
  - Build surrounds for the porta potties.
  - Drop-down movie screen
  - Gate System aesthetics should have priority

Jim will rework budget before we can approve

Some of these items may already be in budget; some items need more research. We can’t move forward on these items until we have more info.

Jim W, Chris and Facilities Committee to meet to have better expectations for priorities.

Treasurer’s Report for November 2025

Treasurer's Report

November 2025 as of December 26, 2025

Capital Improvement Account

$55,996.40

Memorial Garden Account

$27,288.14

Operating Account

$105,001.71

Child Credit Account

$38,582.70

Wait List deposit shown in Operating Account

15,920

Balance Sheet

Accounts Recievable

Assets

1,228,535

Current

74,015.19

Liabilities

245,598

1 to 30

-2,601.89

Equity

982,937

31-60

105.61

61-90

5,103.48

Profit & Loss

91+

-5,103.27

Nov-25

Nov-24

YTD 2025

YTD 2024

Total

71,519.12

Income

17,377

20,913

786,818

652,035

Expense

29,436

40,151

559,066

726,653

Net Income

-12,059

-19,238

227,832

-74,618

This year's Net Loss for November was only 12K vs 19K a year ago.

Year to Date P&L shows a profit of 228K for 2025 vs a 75K loss in 2024.

Motion to approve from Jack; 2nd from Danny. Approved.

Technology Update - Riah

Some devices have been damaged by weather-related issues and will need replacement; MAR office computers may need replacements (approx. $1,100); gate system - $75 is not enough for replacement of mechanics when someone damages it; we need more space and motorcycles are driving around it. We are looking at something more substantial—metal. Snow has a big effect on product. Talking to Nathan ? on enhancing the beauty of the system. Timing for estimate—Nathan is waiting for us to give a timeline—looking at end of January for proposal.\

Domain Emails for committees to be worked out – Chris – exceptionally important for maintenance of website to be directed go to proper committee for timely responses rather than everything going to MAR Manager or MAR Operations

OLD BUSINESS

Recap of Other Pending Items

Pool Area Electrical Upgrades - Jack & Jim W
Deck and Deck Coverings Guidelines for Approval – Riah & Chris – To be addressed when a draft is ready
Facilities Bylaws Approval—after Jim W and Chris meet with committee
Conservation Easement Research – Jim W (see document sent by Jim W prior to Oct 2 meeting- may have more info at next meeting.

NEW BUSINESS

No Items Currently

Next Meetings: Regular Meeting – via Online on March 12, 2026 at 5:30 pm

Business Plan Meeting – tbd

More discussion on gate system approval

Adjourn: Motion from Riah, 2^nd by Danny and unanimously approved. 6:47 pm

Proposed 2026 Budget:

Statement of Activity

Proposed Budget

Totals for various categories

MOUNTAIN AIR RANCH

November, 2024-November, 2025

Distribution account

DONATIONS

1000

4010 Membership Dues

4011 A.A.N.R. PROCESSING

-1300

4012 Full

200100

4014 Initiation Fees

10000

4015 Senior Membership

41200

4018 Friends of MAR Membership

30700

4075 Grounds Fee Credits

-8200

Total for 4010 Membership Dues

273800

4020 Grounds Fees

72500

4030 Camping

1500

4031 TENT MEADOW

14200

4032 SEASONAL CAMP SITE FEE

171300

4034 RV MEADOW

21800

Total for 4030 Camping

208800

4040 RENTAL

4142 GATEHOUSE APT RENTAL

Total for 4040 RENTAL

10800

4045 Lodging Income

89700

4050 Entertainment

-1277

4051 Events

10800

Total for 4050 Entertainment

9523

4060 Store Sales

611

4061 Vending- Pop & Candy

1000

4062 WASHER & DRYER COIN OP

1400

4069 MASSAGE

250

4080 PUBLICITY INCOME

Discounts given

-10600

Sales of Product Income

3600

Sales of Product Revenue

5800

Services

48775

Total for Income

715659

Cost of Sales

5060 Cost of Store Sales

Cost of Goods Sold

Total for Cost of Sales

7840

Gross Profit

707819

Expenses

6010 Advertising/Promotions

6013 ENTERTAINERS

6015 EVENT FOOD

23100

6030 Bad Debts

200

6050 Bank Charges

6031 NSF

1600

Total for 6050 Bank Charges

1600

6180 Contributions

1500

6220 Dues and Subscriptions

6500

Alarmlink

135

Total for 6220 Dues and Subscriptions

6635

6380 Insurance

4400

6410 Liability Insurance

43100

6420 Work Comp

11850

Total for 6380 Insurance

59350

6440 Interest Expense

450

6462 Capital Improvements

6800

Total for 6440 Interest Expense

7250

6510 M.A.R. Appreciation

2800

6520 Printing & Copying

1560

6530 Miscellaneous

6535 Board

3200

6536 Family Program

1000

6537 Massage EXPENSE

200

6538 Membership Committee

2000

6540 Postage

280

6544 OFFICE

Total for 6540 Postage

330

6550 Supplies

6551 Office

970

6552 Cleaning & Laundry

13100

6553 Pool & Hot Tob

11000

6554 Kitchen Supplies

6556 Shop

300

Total for 6550 Supplies

25370

6560 Payroll Expenses

Taxes

24100

Wages

300000

Total for 6560 Payroll Expenses

324100

6590 REFUNDS

6640 Professional Fees

650

6700 Repairs & Maintenance

4220

6705 Land

13300

6710 Buildings

1230

6711 Clubhouse

4800

6712 Lodge

450

6713 Sauna Building

200

Total for 6710 Buildings

6680

6720 Vehicles

2800

6725 Equipment, Machinery

700

6730 Equipment, Recreation

250

6740 Furniture & Fixtures

1250

6745 Office Equipment

2400

Total for 6700 Repairs & Maintenance

31600

6770 IMPROVEMENTS

6771 BUILDINGS

0001 POOL AREA

1003 IRON FENCING

1011 REFURBISHING

1012 DECK & RAIL

Total for 0001 POOL AREA

0005 COMMUNITY KITCHEN

0006 LODGE

0007 CLUB HOUSE

0008 ELECTRICAL UPGRADES

0009 GATEHOUSE

0017 SAUNA BUILDING

Total for 6771 BUILDINGS

10550

6772 LAND

0002 WATER STORAGE

Total for 6772 LAND

23576

Total for 6770 IMPROVEMENTS

34126

6820 Taxes

6850 Property

Total for 6820 Taxes

18530

6940 Utilities & Services

6546 Sanitation

6939 ELECTRIC IREA

6941 NATURAL GAS

6942 Water

6943 WIRELESS INTERNET

6944 Telephone

6945 Trash Removal

6947 Fuel for Vehicles

6948 Propane Storage Tanks

6949 Satellite Television

Total for 6940 Utilities & Services

135450

6999 Uncategorized Expenses

9000 Depreciation

58800

Member Repayments

Merchant deposit fees

Purchases

QuickBooks Payments Fees

27100

Total for Expenses

766451

Net Operating Income

Other Income

2400 Donations Received

2401 GIFT

Total for 2400 Donations Received

11576

4035 SITE METERED ELECTRIC

17468

DONATIONS

Intercanyon fundraiser

1275

Sales Tax Discount Vendor Fee

Total for Other Income

30319

Other Expenses

Reconciliation Discrepancies-1

Total for Other Expenses

Net Other Income

30319

Net Income

Other expenses items

Loan Principal payments

28064

Manager Discretionary Fund

3000

Publicity

2000

Facilities

1200

34264

Recap: total income = 738,138 total expense+ 741,915 thus Net Income = -3777

Mountain Air Ranch – Manager’s Report
Prepared by: Chris May, Property Manager
Board Meeting Date: January 8, 2026

Section 1. Account Balances

The following balances reflect current funds on hand and are provided for Board awareness and oversight. All accounts continue to be monitored to ensure appropriate use in accordance with Board policy and designated fund purposes.

Operating & Restricted Accounts

Main / Distribution Account: $94,806.14
Capital Improvement Fund: $55,996.40
Child Credit Program Fund: $38,583.39
Memorial Garden Fund: $27,288.14
Total Funds on Hand: $216,674.07

Accounts Receivable

Total Outstanding A/R (Current): $70,040.93
This balance is higher than usual due to annual site deposit invoices, which are due by January 30, 2026.
1–30 Days Overdue: ($1,615.79)
Credit balance resulting from members paying ahead for future expenses.
31–60 Days Overdue: $30.00
61–90 Days Overdue: $995.61
91+ Days Overdue: ($3,002.29)
Credit balances on member accounts; not delinquency.
Actual Overdue A/R (365+ days): $7,698.00

Accounts Receivable Summary

Janet SJ continues to work weekly on clearing Accounts Receivable. This time of year is historically challenging, as membership attrition occurs for a variety of reasons and visitor numbers are typically lower during the winter season.

Section 2. Operations

2.1 Staffing & Administration

Staffing levels remain appropriate for seasonal needs. Administrative functions—including billing support, member communications, and coordination with committees and volunteers—continue without issue.

2.2 Member & Guest Activity

Member activity remains historically consistent for this time of year. Visitor numbers are slightly higher than normal for the winter season, partially attributed to unseasonably warm weather. Overall usage patterns remain within expected norms.

2.3 Optimization of Staff

Staff resources are being optimized by utilizing both Ben and Trey across maintenance and cleaning functions, allowing for flexible scheduling and improved coverage of daily operational needs. This approach increases efficiency, ensures consistent facility upkeep, and supports responsible labor cost management.

Section 3. Facilities & Grounds

3.1 Buildings & Infrastructure

Clubhouse / Sauna Building: cleaned daily
Lodge: cleaned daily
Community Kitchen: winterized
Adam & Eve Bathhouse: ADA/Family bathrooms remain open; the other two bathrooms are winterized. Plumbing issues have been resolved at this time. Trey has identified that the water pump supplying the ADA bathroom from the tank is beginning to fail and recommends replacement.
Triggs Trailer: winterized
Water tanks and supporting utilities
Safety Concern – Tree Hazard: The co-dominant pine tree at the top of the stairs near the workshop is splitting and has become a significant concern. It is my recommendation that this tree be removed before failure occurs, as it poses a risk of damage to the Sauna Building or the main gas line located at the bottom of the stairs.

Project Completed – Sauna Building:
Ben regrouted and sealed the shower room. This work was required prior to beginning repairs to the workshop ceiling below.

No critical facility failures are currently impacting operations.

Section 4. Maintenance & Capital Projects

4.1 In Progress

Monitoring of winterized buildings, utilities, and plumbing systems.

4.2 Upcoming Maintenance

Sauna Building Workshop Ceiling: Repairs to follow completion of shower room sealing.
Adam & Eve Bathhouse Water Pump: Replacement recommended for the pump supplying the ADA/Family bathroom, as the current pump is beginning to fail.

Section 5. Events & Community Engagement

Working with the Entertainment Committee, the 2026 calendar of events is expected to be completed by the end of January 2026.

In coordination with Charlie M. (office), Amber W., and Danny B., efforts are underway to improve communication with the membership and expand social media outreach. More accurate and timely information is expected to improve participation and overall event success.

Friday Night Fun-Raisers: These events will be moved to the Community Kitchen. It is my recommendation that funds raised through Friday Night Fun-Raisers be directed to Entertainment Income to better support event programming and related expenses. BWD Cuisine provided wonderful Cuban Cuisine for all to enjoy.
New Year’s Eve Event: The New Year’s Eve celebration was wildly successful, with strong attendance, high engagement, and very positive feedback. The DJ provided a great mix of music, the Bella Diva Samba Dance group provided wonderful entertainment throughout the dinner service.

Carla wants to mention about using funds for vehicle replacement going forward.

Chris indicates that we need more accommodation for winter events.

We need assistance with Travelers claim. Carla will contact an insurance mediator.

Section 6. Ongoing Managerial Projects

Several longer-term managerial projects are ongoing and require continued coordination, oversight, and planning. These efforts support operational stability, financial clarity, and improved communication across the organization.

Chart of Accounts Rework (QuickBooks): Ongoing reconfiguration of the Chart of Accounts to more accurately reflect the Ranch’s operations and improve financial reporting clarity. At this time, most income account suggestions have been completed. Next steps include better defining donation-related accounts, specifically the addition of an “Angel Donations” category. The purpose of this fund is to assist members experiencing financial stress and having difficulty maintaining their memberships, with funds intended to cover Mountain Air Ranch membership dues and site fees. Distributions would occur only under the direction of the donor or through a designated committee authorized to make fair and impartial allocation decisions. Establishing this account will also clearly separate and define the income and expense sides of these transactions, improving transparency and financial reporting accuracy.
Accounts Receivable Reduction: Continued weekly follow-up and process improvement to reduce long-term overdue balances and maintain healthy cash flow.
Facilities Planning & Project Sequencing: Ongoing assessment and prioritization of maintenance and repair projects to ensure work is completed in the correct order and within available resources.
Winter Operations Oversight: Active monitoring of winterized systems, utilities, and weather response readiness to minimize operational disruptions.
Spring Readiness Planning: Early preparation for spring operations, including maintenance planning, staffing considerations, and seasonal transitions.
Internal Coordination & Communication: Continued collaboration with staff, committees, and office support to improve workflow, information accuracy, and timely communication to members.
Policy & Procedure Alignment: Review and refinement of operational practices to ensure consistency with Board policies and evolving operational needs.

Section 7. Vacation

I will be on vacation from February 7^th through the 17^th returning to work Wednesday 2/18/2026.

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