# Rolling Hills Club

**Memorial Day Meeting Minutes**
**Date:** May 26, 2025
**Location:** Rolling Hills Club

---

Board Members

President: Clete Bontrager
Vice-President: Jeffrey Wright
Secretary: Leo Hopper
Treasurer: Ashley Frey
Member-At-Large: Matt Frey

### 1. Call to Order

The meeting was called to order, with confirmation of a quorum through attendance(17) and proxies(3) received.

### 2. Opening

* **Prayer:** Offered by Mary Lou.
* **Flag Raising / Pledge of Allegiance:** Led by Jeff.

### 3. Approval of Minutes

* Labor Day 2024 meeting minutes were reviewed and approved (motion: Dennis, second: Cindy, unanimous approval).

### 4. Secretary's Report

Membership Updates

* **New Applicant:**

  * *Cal Livingstone* was presented as a prospective member.
  * Motion to accept application carried unanimously.

* **Resignation:**

  * *Hanafees* submitted a request to rescind membership (pending sale of cabin per by-laws).
  * Motion to accept resignation carried unanimously.

* Members were reminded to confirm and update contact information for the roster.

### 5. Treasurer’s Report

* **Dues:** 550.00 due as of today; payments received from several members.
* **Audit:**

  * 2023 audit completed by Pat (minor follow-ups needed).
  * Kathleen volunteered to serve as auditor for 2024.
* **Recommendation:** Pat suggested revising the disbursement form to align with an expense report format.

### 6. Committee Reports

* **Memorial Committee:** Pat (for Michelle). No new items; members may submit considerations.
* **Safety Committee:** Reminder to obey 5 mph speed limit, extinguish campfires properly, and check expiration dates on fire extinguishers.
* **Grounds Committee (Jeff):**

  * Next workday: June 7, 2025 (and recurring first Saturday of each month).
  * Ongoing work: roads, tree removal, trail maintenance.
  * Motion passed to rent a skid steer (up to \$1,000) for road and beach area work.
* **Beehive Update (Pat):** Exploring partnership with an urban beekeeping group to establish hives and training.
* **Water System (Matthew):**

  * Current water samples failed testing; requires professional chlorination.
  * Motion passed to allocate up to \$2,000 (pending two bids) for chlorination services.
* **Audit Committee:** Continuing updates; reports to be posted on website.
* **Forestry Committee (Dennis):** Ongoing removal of fallen trees; poison ivy identified near cabins—volunteers will spray.
* **Historical Committee (Pat):** Slides digitized; video presentation planned for July 4th weekend.
* **Community Garden (Mark Miller):** Garden prepared; members to plant in same locations as last year.

### 7. Nominating Committee

* Members: Kathleen, Cindy, Tim Frey.
* Positions up for election: President and Vice President.

### 8. New Business

* Members reminded to address interpersonal issues directly; escalate unresolved matters to the board.
* Updated bylaws and camp rules available on the website.
* **Guest/Contractor Policy:** Discussion held regarding contractors entering camp without member supervision.

  * Consensus: Non-members (including contractors) must have a responsible member present.
  * Board to review policy further and provide clarification at Labor Day 2025 meeting.
* Harry & Sue Schwochert  (retired members) sent greetings from North Carolina.

### 9. Acknowledgements

* Thanks extended to Jeff and Shiloh for hosting the pancake breakfast.

### 10. Adjournment

* Motion to adjourn (Cindy, second Dennis). Approved unanimously.
* Meeting adjourned.