Minutes of the Board of Directors for July 24, 2025

The meeting was held in the clubhouse and called to order at 5:30 pm. Carla Gurovich, Jack Williams, Ronnie Thomas, Jim Williams, Riah Onstott, and Jim Buck were present. Chris M., MAR operations manager was on vacation. Ellen R, Membership Chair was also present. Guests included: Trey C.

Guest Comments:

Approval of June 12 Board meeting minutes

Motion to approve June 12 minutes by Jim B, Second by Riah. Vote: Approved

Review Email motions passed and/or proposed since 06/12 meeting

• Motion June 13 from Danny (2^nd from Jim B) to purchase a Pandora for Business plan at a current cost of $269.95/year to be used for all background music at events and around the pool during the high season hours of Friday 12:00 pm-6:00, Saturday 12:00 pm-7:00 and Sunday 12:00 pm-5:00 pm. 100% approved on June 13.

Membership Report

Membership report was emailed on July 21, 2025.

Membership Count after June 21, 2025 meeting:

Males:

355

63.6%

Females

203

36.4%

Total

558

Full Members

438

78.5%

Friends of MAR

120

21.5%

Total 558

During the meeting Ellen provided an update, showing audited members numbers and including 30 applications that would be considered at the Membership Meeting to be held on July 25:

Male 370 63.2%

Female 215 36.8%

Total 585

Full 458 78.3%

FOM 127 21.7%

Total 585

Manager’s Report

The report was emailed on July 23, 2025, and is attached to the bottom of these minutes along with annotations made during the meeting. Chris was absent.

• Status of Traveler’s Claim

Treasurer’s Report for June 2025

Capital Improvement Account $39,996

Memorial Garden Account $27,288

Operating Account $136,421

Child Credit Account $43,179

Waitlist Deposits in Operating Acct $12,920

Balance Sheet

Assets $1,227,115

Liabilities $ 259,331

Equity $ 967,783

P&L 2025 2024

Income $101,638 $52,777

Expense 69,204 57,500

Net Income 32,434 -4,723

P&L YTD Comparison

2025 2024

Income $574,273 $407,030

Expense 381,179 293,499

Net Income 193,0942 113,532

Accounts Receivable

Current $122,223

1 to 30 796

31-60 4,588

61-90 3,532

91+ -7,278

Total $123,859

June Treasurer Comments

• June 2025 vs May 2025 Expenses are down.
• June 2025 vs June 2024 shows that Income, Expense and Net Income are all up.
• June YTD 2025 vs June YTD 2024 shows that Income, Expense and Net Income are all up.
• 2025 YTD expense increases of note: Entertainment and Payroll.
• It is anticipated that the 90th Anniversary Celebration net income will add to the Capital Improvement Account. A recap will be forthcoming.
• Overall, we are in fairly good shape, although, I again want to encourage us to remain frugal and minimize new projects.

Motion to Approve June Treasurer’s Reports by Riah; 2^nd Jack; approved.

OLD BUSINESS

MAR 90^th Anniversary Recap - Ronnie

Introductory Comment from Carla: Congratulations to Ronnie & Amelia and all the 90^th Committee, Volunteers and Staff for a superb event! I heard nothing but compliments from members and visitors alike about how fun and well-run the event was. Excellent job!

• Final Counts of Members & Visitors - tbd
• Financial Results: tbd (+$10K)
• Marketing – Carla. A total of $180.72 was spent on Facebook marketing for the 90^th, with the primary goal of generating awareness and a secondary goal of generating visitors. Response rates were excellent (over 5%).
  • The first campaign was just three days and generated Reach of 3,934 with 215 link clicks (5.46%)
  • The second campaign ran for 10 days and generated Reach of 22,658 with 1,244 link clicks (5.49%)
• Press Releases. With the help of AANR, a press release was dropped to major news outlets (print, radio, TV and online) on July 1. We got great coverage with news coverage and/or articles on The Traveler, KDVR, Channel 2, 9News, Yahoo.com, MSN.com, Westword, Planet Nude, Clothes Free International and likely more that I did not pick up.
• We’ll see over the rest of the summer what type of increases we will see in new visitors from both FB marketing and Press Releases

Technology & Wi-Fi Update & Recommendations – Uriah

Need a few more APs (access points); goal to be able to call 911 outside any trailer. Almost all the old equipment was updated. Neteo may come in to put in a second line to office. Starlink is not providing commercial service at good speeds. Need to upgrade Neteo package to faster speed. Office is on a private network for service.

Pool Area Electrical Upgrades/Changes Needed – Estimates Status – Jack & Jim

We had an electrician up but they were not willing to give us estimates as of yet. They need photos of the bonding wires going around the pool. Steve (Contractor( is trying to locate them. Jim W estimates sauna, shop, main service panel not in compliance—estimates $25-50k. It will be difficult to find a company willing to step up. Maybe call Delmark Electric. Member survey to ask for expertise with commercial contracting, not individual electricians.

Devon has a project in progress to identify member qualifications for Facilities volunteers

Carla will also add a question to the member survey.

Deck & Deck Coverings Guidelines Status – Riah & Chris

Schedule for September discussion? Riah will discuss with Chris. Riah suggested he might need help in formulating the guidelines and Carla agreed to assist.

Carla expressed concern that we need to have this done soon so that guidelines can be incorporated into the new Site Agreement.

For future discussion when Riah and Chris’ work schedules calm down.

Privacy Officer (following information sent via email to board members and Chris on 6/11)

• Position was created in 2018 with the new Articles and Bylaws based on recommendations from Attorney Owen Hathaway (friend of Doug Triggs) (copy sent to all board members, along with a link to the Colorado statutes)
• While we have appointed and paid a legal firm in the past to be the Privacy Officer, they have not actively performed the duties of the Privacy Officer outlined in our bylaws and have not acknowledged us as a client
• Carla cannot find in Colorado regulations where corporations or non-profits are required to have a privacy officer
• Carla sent a highlighted copy of the current Bylaws and suggests we create and adopt a written Privacy Policy that is administered by the Manager. Modify the bylaws to either (1) replace “Privacy Officer” with “Manager” throughout, or (2) Appoint Jim W as Privacy Officer with him delegating responsibilities to Manager. In either case, we might also want to reduce or modify the reporting requirements.
• Jack has concerns that changes may expose MAR to a member asking for a complete list of members (violating their privacy). A link to the Colorado Statutes was emailed to board members along with the highlighted Bylaws. Specifically look at Sections 7-127-101 and 7-136-101.

Email Sent From Carla 07/21 Recapping Decisions To Be Made

Our bylaws and articles of incorporation both address the protection of the privacy of members as a key requirement (I've also now attached the articles of incorporation for your easy reference). I strongly believe that if we have a written privacy policy detailing our process for protecting member names and information, that we don't even need to have a Privacy Officer. However, at minimum, we need to:

1. Write the privacy policy and procedures
2. Decide if we are going to continue to have a Privacy Officer in the Bylaws - Options include:
   1. Delete all mention of a Privacy Officer but refer to protection of privacy by written policy, or
   2. Appoint Manager or a Board Member as Privacy Officer and delete appropriate reporting requirements, or
   3. Find and pay another law firm (not ideal)
3. Modify the Bylaws as necessary based on decisions made for #3

Directors generally agreed that if we have good documented policy and related procedures, the bylaws do not have to mention a Privacy Officer.

Carla will write up a policy, and new draft Bylaws for the BOD to review and vote on

New Business - (Items to be discussed at next regular meeting)

Next Meetings: Regular Meeting – tentatively 8/21 @ 5:30

Business Plan Meeting – need Mgr input

Adjourn: Motion from Riah, 2^nd by Jim B; unanimously approved. 6:36 pm

Manager’s Report 7/23/25

• Banking
  • Chase Disbursement Account: $139,412.07
  • Memorial Garden Account: $27,288.14
  • Cap Improvement Account: $39,996.40
  • Child Credit Account: $43,179.40

Total: $249,876.01

• Insurance

Advantage Insurance aggressively shopped insurance, reporting back that Philadelphia is our best bet. As you have probably noticed there are quite a few properties for sale in our area. Inquirers, with our neighbors have confirmed a 25% increase in their property insurance. In several cases, insurance companies are requiring fire mitigation to maintain coverage, others have been dropped. Even more concerning, new potential sales are falling because insurance coverage is impossible to find, resulting in falling property values. MAR’s insurance increased from $34,661.56 in 2024 to $43,081.75 in 2025 which is almost a 20% increase.

• 90^th Anniversary Weekend

Wonderful Celebration, I prematurely reported profits to Jim B and have since received a few additional reimbursements requests. I project the additional funding for the Cap Improvement Fund is just over $10,000.00.

Chuck J. is home and improving daily. He has the help needed to continue to improve and maintain life. I visited him yesterday and he expressed his gratitude for the support of his MAR family.

Event Debrief:

1. If a large event is planned to begin on a Friday in the early afternoon, food needs to be available from the start.
2. We need to figure out how to get a more accurate head count. My best estimate is that about 45 people who signed up and paid their fees did not show up. This resulted in an overage of at least $2,500 in food cost alone. Leftovers are being used for other MAR events.
3. Order any new equipment needed (lounge chairs) at least 6 months in advance.
4. Bands work great at the south end of the pool.
5. We have more parking than we thought.
6. Traffic control was great.
7. Overshot on the need for additional porta potties.
8. Big Shout Out to the MAR staff, everything they did to build up to and during this event was above and beyond. Thank you all.
9. Our tent meadow can handle up to 36 tent sites. We had over 20 for this weekend.
10. We can make improvements to our RV meadow reservation process.

• Moving Forward (refocus)
  • Rework our photo release form through a consult with legal counsel to protect MAR’s interests and image.
  • Complete the Massage Pavilion
  • Complete the Lodge lawn to include a pathway to the firepit and a corn hole court area.
  • Plant native bushes behind the RV meadow dump station fence to improve separation.
  • Complete painting of the clubhouse decking
  • Complete the cleanup and rework of the RV meadow. Upgrade electrical pedestals to include 50-amp service. Recess block boarder at both ends of each island and expand grassy areas. This will define each site and create social areas.
  • Settle the fire insurance claim.
  • Rework the QB set up to include our current accounting needs
  • Look into creating 5ft fire barriers around every MAR structure. This was suggested by the Fire Marshall Rachel as an important improvement to our “home hardening” process.
  • Add equalizer covers or plugs to the pool.
  • After the pool closes for the season, we need to address the mounting holes for the ladder on the east side of the pool.
• Back to work on Wednesday July 30^th, hopefully with renewed energy.