Clear Creek Pines Community Protective Association

Board Meeting Minutes 4-16-2018

Meeting was called to order at 11:00 AM by Mike Bohannan, Vice Chairman and a quorum was present.

Attendees:
Board Members: Mike Bohannan Vice Chairman, Jennie Keller Secretary, Cindy Wade Treasurer, Tom Berggren, Mike Baillargeon, Margarita Sargent, Rhonda Sweezy, Jerry Brown, Sue Price.
Members: Dave Kramer, Jerry and Paula Dennis, Dave and Luann Bohnsack, Kyle and Jocelyn Epperson, Jody Bohannan, Kathy Brown

Approval of the minutes from October 21, 2017. Sue Price moved to accept the minutes as written. It was seconded by Cindy Wade. Motion passed unanimously.

Treasure Report:
Cindy Wade provided the 2018 proposed budget, balance sheet and last year budget for comparison. Building Repairs and Maintenance was discussed if there is enough planned to cover the pavilion lights and well house repairs. The well house repairs being done in the next few weeks will be paid out from the 2017 budget. Dave Bohnsack has volunteered to work on adding lights under the pavilion, flood type lights for the area where the cornhole games are played and a few outlets for potlucks. Jennie Keller had contacted the county to ask if a permit is needed and talked with Building Official Christopher Young 928-679-8860. He stated if there is already power and we are just splitting and running wire to add junction boxes then no permit is needed. If there is rewiring or new circuit to the panel then an electrical permit will be needed. Dave Bohnsack initially thought a new circuit will be needed but will look for existing lines which can be used. Cindy Wade will get the permit rules for Dave Bohnsack and he will work on putting a plan and cost together. There was discussion on the garage doors being damaged and the loss of heat in the winter due to gaps in the panels on the doors. Sue Price will check on the cost of getting new insulated garage doors installed for the smaller garage. There was discussion the larger trucks are drained and not heated normally so there is not a need to get insulated doors for that garage. It was discussed the driveways were rocked last year and we didn’t need to do it again this year so that expense can be removed and the budget for Building Repairs and Maintenance can be increased. No other changes to the proposed budget.

Sue Price moved to accept the proposed budget. It was seconded by Mike Bohannan. Motion passed unanimously.

Cindy Wade proposed that she be permitted to setup an account that allows us to pay dues online. Members would get a bill via email and they can click a link in the email to pay their dues online and an immediate receipt would be emailed to the member which has our tax id and they can save it for their records. This would save us a lot of time mailing invoices to members and receipts to members after payment. Setup of this account also gives us a card reader which we can use during fundraisers to accept payment via credit or debit card. There is a fee for this service which is 2.5-3.5% of the payment amount. Members would receive the email with instructions for paying dues. Anyone who didn’t pay by June 1st would receive an invoice via regular mail. Sue Price asked about members who don’t have email and it was discussed they will receive regular mail notices. When members pay online, the funds go directly into the account with automatic receipt and we don’t have to collect the checks, make deposits and manually send out receipts. This billing option is a product within the QuickBooks application we are paying to use but haven’t turned on this billing option yet. Rhonda Sweezy asked if PayPal can be used to pay online and we don’t know this yet but will check into it.

Jennie Keller moved to accept the proposed online billing setup within QuickBooks and obtain card readers. It was seconded by Jerry Brown. Motion passed unanimously.

Tom Berggren asked about the Verizon freeze alarms. Cindy Wade shared there is a $35 activation fee when we turn them on for the winter and $10 per month (there are 2 phones). If the building freezes the freeze alarms go off and notifications are sent out. Cindy Wade will turn the line off today since there will most likely be no more freezes until next winter.

Committee Report:
Fire Response / Truck Maintenance
Mike Bohannan shared he took the 02 GMC to Phoenix earlier in the year and started working on it a few weeks ago. There were some broken fittings which delayed the truck getting up here today. The new pump is on it and mounted. It’s just a matter of getting all the fittings on it and bolted back up. There was some damage from field mice and he will have to take a closer look at the wiring to make sure there are no chewed up wiring. The work should be complete in a week or two but he won’t be back up until the annual meeting. If anyone wants to drive it up before the meeting it would be up sooner than the annual meeting, otherwise it will be done and returned by the annual meeting.

Jerry Brown ran the other brush truck and it was running fine. The fuel tank is full and it started right up this morning. There is no water but he checked the valves and there is no damage. We can fill the water tank up now and leave it in the garage so it’s ready to go.

Mike Bohannan suggested we get on the state land truck sooner given how dry it is going to be this year and fill the tanker. We aggreged last year to change all the fittings on the trucks and the tanks around the unit to the same fitting used by Blue Ridge Fire, USFS and Happy Jack Fire. He is doing this for the 02 GMC. He will need to get with Jerry Brown and Dave Sargent to determine how many we need for the other trucks and make a list of all the fitting and hoses needed.

Well report provided by Rhonda Sweezy. The water hasn’t been tested yet this year and will be done here real soon. We are replacing some dry wall and adding insulation inside the well house. Mike Bohannan shared the chlorinator timer is corroded/rotted and he was able to buy a new timer from B&B Chlorinator. He will install the new timer later today and has built a cover for the timer to try to protect it from the elements or at least slow it down. If we have this problem again in a year or two we may want to consider replacing the chlorinator with a newer model.

Mike Bohannan stated he has the big valve with him to get that functioning once again. The valve was fine but the handle was bad. He modified the handle and will have the top value fixed today so all three valves are functioning. Rhonda Sweezy asked if anyone has any ideas how we can keep the two larger hoses from rotting because they are not useable now and will need to be cut and redone. Jerry Brown shared the 2½” fire hose that is out there is only a year old. It was a new hose and he took it to his fire station to get the cufflink installed. Cindy Wade suggested maybe looking into a hose reel. Mike Bohannan stated we can take a look at it today after the meeting and will check to see what repairs are needed. Mike Bohannan asked for volunteers to assist him with brainstorming ideas what we want to do with it.
Fire Training
Jerry Brown shared last year no one showed up for fire training. Jerry Brown wants to focus on getting people familiar with using the trucks and hands on experience so if something happens we have volunteers who can keep a fire at bay until help arrives. He also wants to educate everyone on how to get help to an incident. We will focus on the brush trucks first then the bigger tankers later. He’d like to do a course with Dave Sargent to train people on doing CCC (Continuous Chest Compressions) and may have access to a training tool to help folks learn the process. Fire training is scheduled for the 2nd Saturday of the month and Jerry Brown is willing to work one on one with anyone wanting to learn since it will help out the community to have members trained on using the equipment. There was discussion the only notification is on the white board on the lot and additional notices could get more participation. We could use Facebook to create an event too. Tom Berggren suggested in place of monthly training sessions, do a more focused session, maybe quarterly, and ask members to plan to be there so there is more participation. Others thought the notification for the monthly sessions could go a long way. Cindy Wade suggested incorporating the siren test at the beginning of training to alert members up here training is starting in addition to the pre-training email and Facebook notifications. Jerry Brown shared we haven’t had any training yet this year and we are already in fire season. We will do a special fire training session next Saturday at 10AM. Jennie Keller will send notification about this to the members and anyone interested is welcome to join. A big Thank You to Jerry Brown for doing this for our community!

New Business:
First item is Lezlie Corbin’s resignation. She is no longer able to perform her duties as Chairman. As Vice Chairman, Mike Bohannan will step up as Chairman for this meeting and the annual meeting. At the annual meeting, we will elect the new board and determine who wants to be officers at that time. Lezlie’s resignation is effective immediately. We wish her the best and hopefully she can commit time to the organization in the future because she brings a lot of knowledge to the table. Thank you Lezlie for your service!

Sue Price moved to accept Lezlie Corbin’s resignation. It was seconded by Cindy Wade. Motion passed unanimously.

Mike Bohannan provided a Verizon Cell Tower update. He went online and found all the forms for the four major cell carriers (Verizon, T-Mobile, AT&T and Sprint) and completed the applications which included our property layout. He received acknowledgement from all carriers the applications were received but was told it could be a lengthy process. We are in the system to be considered.

Mike Bohannan brought up having a standing board meeting. This is an idea Cindy Wade brought up and it’s a good idea because how planning went this year for this meeting. Cindy Wade proposed setting up the board meeting either the 3rd or 4th weekend in March to give enough time to get the annual members meeting packages prepared for print and mail. There was discussion if this needed to be a by-law or just an agreement with the board. We don’t want it to be a requirement in the by-laws but want it planned in advance. We discussed adding it as new business at the annual meeting or letting the new board schedule it. If we make a motion now and the date needs to change the new board can change the date by making an amendment.
Cindy Wade moved to have a Board Meeting March 23rd, 2019. It was seconded by Mike Baillargeon. Motion passed unanimously.

Next item is CCPCPA Lot clean up prior to the annual meeting. Jennie Keller shared results from emails circulating showed the majority of availability was on May 5th which is before the members meeting. Cindy Wade will include the CCPCPA Lot clean up flyer in the annual meeting mailer.

Cindy Wade made a motion to have the CCPCPA Lot clean up on May 5th from 9AM-1PM. It was seconded by Mike Bohannan. Motion passed unanimously.

Mike Bohannan brought up Mike Jones offered to pay for the dumpster and donate $200 to the association if we cleaned his lot too. Since we have a hard-enough time getting support for the CCPCPA lot clean up, the majority felt we need to focus on the association lot clean up only and say no to this offer. Jennie Keller will arrange to have a dumpster delivered soon so anyone can start lot clean up before May 5th. Sue Price will call to get the port-a-johns setup on May 1st.

Jennie Keller shared Lisa Binn’s update on fundraising events. Lisa and Jennie will get the bingo permits taken care of so we can hold 2 bingo events this year. We will track the funds raised, ensure the State Revenue forms are completed after the events, submit cost to the CCPCPA Treasure and submit payments to the AZ Department of Revenue. We are not planning to purchase new merchandise and want to sell the rest of the shirts, hats, cozies, stickers, etc. before buying more. Fall Fest dates are not yet known but we will share the date at the annual members meeting. Jocelyn Epperson asked if we could share what merchandise is available on Facebook so our members know what is available for purchase. We need gift cards, bottles of booze and other gifts to be donated for bingo prizes and we will ask for donations at the members meeting too. Donations are tax deductible. We will look to see if we can give cash as a prize when we apply for the bingo permit (50/50) but we think we need to give prizes and not cash.

Mike Bohannan brought up the 2018 Board Election discussion. We need a judge and tellers to count ballots. Jennie Keller will be a teller or judge. Jody Bohannan and Jocelyn Epperson will act as tellers. Sue Price and Tom Berggren will help if they’re at the meeting. All candidate bios are now posted to the CCPCPA website.

Mike Baillargeon brought up Beth Malgren contacted him about having a gathering at the pavilion for her husband Ken Malgren who passed last year. Everyone agreed she can use the lot.

No other business to discuss.

Motion was made by Sue Price to adjourn the meeting. Second by Cindy Wade. Meeting was adjourned at 12:30.

Jennie Layne Keller
CCPCPA Secretary