Clear Creek Pines Community Protective Association

Board Meeting Minutes 2-16-2019

Meeting was called to order at 11:07 AM by Mike Bohannan, Chairman and a quorum was present.

Attendees:

Board Members: Mike Bohannan Chairman, Jennie Keller Secretary, Cindy Wade Vice Chairman, Doris Jacobs Treasurer, Mike Baillargeon, Rhonda Sweezy, Jerry Brown.

Members: Jerry Dennis, Jody Bohannan, Linda Scott 

Approval of the minutes from October 20, 2018. Doris Jacobs moved to accept the minutes as written. It was seconded by Jerry Brown. Motion passed unanimously.

Treasure Report:

Doris Jacobs emailed Q1 and Q2 financials and the proposed budget for 2019-2020 to the board. Doris Jacobs verbally reviewed income, balance sheet and proposed budget for 2019-2020. Board discussed the different checking and savings accounts. Board discussed bingo accounts were opened last year by Cindy Wade and Doris Jacobs. Since we changed the bingo license class, we are not required to have a separate bingo account. Discussed closing both accounts. One account is free as long as there is a $500 balance. It would be beneficial for bingo accounting to keep the free account and close the one which is assessed a monthly fee. Cindy Wade will close the account she opened. Board discussed the amount to be moved to the well account. Mike Bohannan motioned to increase the transfer of reserved funds into the Well Fund savings account from $1,000 to $3,000.  Rhonda Sweezy seconded the motion. Motion passed unanimously. Board discussed the State Land Fire Truck and the cost of Workman’s compensation insurance versus the use of the State Land Truck. Cindy Wade Moved to add a discussion of the State Land Truck at the annual meeting to get feedback from members to help us decide the direction we take in the future. It was seconded by Jennie Keller. Motion passed unanimously. Cindy Wade suggested we present options at the meeting but it’s not going to be a vote. We present the members with the information related to the cost and explain who is covered by the Workman’s Compensation. Mike Bohannan and Cindy Wade will contact the State to collect information from them if they would be willing to donate the State Land Truck or if they would want the truck back if we decided to discontinue the State Land Truck program. Doris Jacobs reviewed the amended budget for 2019-2020 and will send an updated copy to the board. Doris Jacobs moved to approved the proposed budget for 2019-2020. It was seconded by Jerry Brown. Motion passed unanimously. Board reviewed count of current members compared to projected membership count in proposed budget (64 Members: 44 Tier 1 and 20 Tier II). Doris Jacobs will check to see if email notifications can be generated when a member pays using the website including PayPal. Cindy Wade Moved to amend the Proposed Budget Membership count to 65 members. It was seconded by Jennie Keller. Motion passed unanimously.

Committee Reports:

Fire Response / Truck Maintenance

None

Property Maintenance

Board discussed replacing the thermostat in the well house which will be covered under the regular maintenance expense. Board discussed buildings will be painted which has already been paid for and will be done once weather permits. There might be some rotted wood boards that need to be replaced before painting and we will check it out after the meeting.

Well /Water

Last Fall test results were good. Testing will resume in early Spring.

Events

Rhonda Sweezy will talk with Lisa Binns about fundraising events. Bingo was successful and would be good to do for 4th of July weekend. Fall Fest dates to be determined. Visa raffle will be discontinued due to challenge of printing tickets, distributing tickets and selling tickets for a profit that can easily be made up for by holding more bingo events.  

New Business:

Water Well Keys

Board discussed getting another lock with keys to rotate with the current lock. The lock needs to be changed July 1st which gives members time to pay 2019-2020 dues before locks are changed.  Treasurer will be the key master to track who has paid and what key was assigned. Mike Baillargeon will contact A-Best Lock and Safe to get information on getting additional lock and keys. Board discussed there will a fee for replacement keys if members lose the key.      

Discussion/planning for the Annual meeting

Board reviewed the prior year Annual Members Meeting packet and made updates for the upcoming meeting. Discussed who is running for the board. Mike Baillargeon, Jerry Dennis, Kyle Epperson, Jennie Keller, Rhonda Sweezy and Sue Price will be added to the Board Member ballot. Mike Bohannan will follow up with Kevin Pfister and let Cindy Wade know if he should be added to the ballot. The Proposed budget must be voted on and a ballot added to the members packet. Doris Jacobs will send Cindy Wade the updated proposed budget to include with the ballots. Prior to this meeting, the Board voted via email to put a vote in front of the members to request a By-Law change to Article II, Section 2: Place of Meeting to allow Electronic meetings. The members packet will include a ballot to vote on this By-Law change. Jennie Keller brought up the current By-Laws require board member notices to be sent through regular mail to all board members and posted on the bulletin board 14 days prior to the meeting. This By-Law could be updated to allow for email and virtual posting on the CCPCPA website. Cindy Wade made a motion to present the members with a ballot to vote on an update for the By-Law change to allow the Secretary to send notices of Board meetings to all Board members by email instead of regular mail, and post notice of the meeting on the website instead of the bulletin board. Second by Doris Jacobs. Motion passed unanimously. Jennie Keller will send Cindy Wade the Current and Proposed verbiage for Section 3: Notice of Meeting to include in the Annual Members Meeting packet and ballot. Board discussed if dues will remain the same as last year. Cindy Wade made a motion to keep the CCPCPA dues the same as last year (i.e. Tier I = $90 and Tier II = $175). It was seconded by Rhonda Sweezy. Motion passed unanimously. The Chairman’s letter historically communicated what the dues will be for the upcoming year but is not a By-Law requirement. Mike Bohannan will write the Chairman’s letter and send to Cindy Wade to include in the member’s packet. Discussed the Annual Member Meeting packet must be mailed no later than 4/18/2019.

Board discussed having a CCPCPA Lot clean up prior to the annual meeting on May 4th at 9AM. Rhonda Sweezy will prepare a CCPCPA Lot clean up flyer and Cindy Wade will include the flyer in the annual meeting mailer. Annual Members Meeting is always the 3rd Saturday of May which is May 18th at 10AM. Jennie Keller will call Clear Creek disposal to get a dumpster on the lot for the lot clean up. Jennie Keller will call Little Stinkers to ensure the handicap port-a-potty is operational 4/1/19 and the small port-a-potty is operational before the annual meeting on 5/18/19.      

Board discussed the 2018 Board Election and who will count ballots. Rhonda Sweezy, Jody Bohannan, Linda Scott and Jennie Keller will be a teller or judge during the ballot counts.

Doris Jacobs suggested we sell merchandise at the Annual Meeting. Lisa Binns has what is left of the merchandise including shirts, hats, stickers and cozies. Doris Jacobs will reach out to Lisa Binns to get a merchandise table setup at the meeting.

Mike Bohannan will include lock and key information for well water users in the Chairman’s letter.

Board discussed potluck after the lot clean up and Annual Members meeting. Rhonda Sweezy will create a single page flyer for both events to be included in the Annual Members meeting packet. 

Jennie Keller will post Board Member Candidate bios to the CCPCPA website prior to the Annual Members Meeting packet getting mailed.

Mike Baillargeon attended the CCP 3 & 7 meeting this morning about their neighborhood being added to the Blue Ridge Fire Department district. Mike Baillargeon was there as a “close by neighbor” listening to the conversation and was not there representing CCP 4, 5 & 6 in an official capacity. He shared the county voted to incorporate CCP 3 & 7 and 51% of residence would have to approve before this change could be made. There were only 4 residence in support of this change. Blue Ridge Captain said they’re going to respond even if the call is not in the district. Board discussed Residence outside the district would most likely be billed for the service. Donuts were served.         

Motion was made by Cindy Wade to adjourn the meeting.  Second by Doris Jacobs. Meeting was adjourned at 1:15 PM.

Jennie Layne Keller

CCPCPA Secretary