Clear Creek Pines Community Protective Association
Board Meeting Minutes 2-6-2021
Meeting was called to order at 10:08 AM by Cindy Wade, Chairman and a quorum was present.
Attendees:
Board Members: Cindy Wade Chairman, Doris Jacobs Treasurer, Jennie Keller Secretary, Jerry Dennis Vice Chairman, Kyle Epperson. Alternate: Ron Chrisman and Sue Price. Members: Lisa Binns.
A quorum was established with 5 board members and 2 alternates present.
Approval of November 7th, 2020 Board Members Meeting Minutes. Sue Price moved to accept the minutes as written. It was seconded by Ron Chrisman. Motion passed unanimously.
Treasurer Reports:
Doris Jacobs emailed the board the following documents.
- 2021-2022 Proposed Budget
- Balance Sheet FYTD 2021
- Budget to Actual
- Member list which shows 38 fire and 20 water members
Doris Jacobs recapped the budget for the current year. Sue Price asked about the money getting transferred from the well fund to the general fund. Cindy Wade confirmed she transferred the $4k approved by the board at the last meeting. Doris Jacobs reviewed the budget forecast. Board discussed the budget reports are usually sent outs in advance so we use this meeting just to vote. Sue Price thinks the budget is too low. Lisa Binns said she’s going to do the Fall Fest this year to raise money. Board discussed we should be able to have the Fall fundraiser. Board discussed propane was filled and there should be a bill. Sue Price suggested $1200-1500 in the budget for propane. Board discussed prebuy is on the agenda for the May meeting. Doris Jacobs shared there was a credit for the propane that was used this year. Cindy suggested $1500 in the budget for propane and Doris Jacobs will update the proposed budget. Cindy Wade will call to get a statement on propane. Board discussed the Annually filing of the Corporation. Cindy Wade filed the reports and paid the $10 fee with the credit card. Board discussed the transfer from the General Fund to the Well Fund has historically showed in the budget as an expense line. Board discussed Event fundraisers will be increased to $3K in proposed budget. Board discussed the budget of Repairs is $400 since most of the repairs were complete last year. Kyle Epperson got confirmation from Mike Baillargeon the buildings are in good condition and we don’t expect too much is needed to be done. Doris Jacobs updated the final version of 2021-2022 Proposed Budget and emailed to the board during the meeting. Board was given time to review changes discussed during the meeting. Jennie Keller moved to approve the 2021-2022 Proposed Budget. It was seconded by Kyle Epperson. Motion passed unanimously.
Committee Reports:
Fire Response / Truck Maintenance
Cindy Wade shared the trucks were drained and winterized By Kevin Pfister, Ron Chrisman and Dave Sargent. Ron Chrisman checked the tires on the little trucks when they were draining the water. Board discussed the temp monitoring system was turned on for the little garage and well house. Cindy Wade shared the thermostat was defective. Bill Wade is in process of changing the thermostat and is trying to get a new thermostat. Cindy Wade will monitor the weather and get the phones turned off in March / April when needed.
Well / Water
Rhonda Sweezy used to be on the board and used to provide the report. Cindy Wade said we need to remember to get a report from her before these meetings and she doesn’t test during winter. Jennie Keller will contact Rhonda Sweezy about providing the well report for the annual meeting.
Events
Lisa Binns is planning on a Fall Fest, at least two Bingo events. At the members meeting, Lisa Binns can present what the plans are for events and get volunteers for the events committee. Board discussed doing a breakfast and bingo for 4th of July weekend, and Fall Fest on Labor Day weekend. We still have merchandise to sell.
New Business:
Bylaw Amendments
Board discussed the Bylaw Amendments need to be voted by the Board then voted on by Members. Board discussed and voted on each Bylaw change individually.
- Article I Membership Section 2: Acquisition and Maintenance of Membership. Locks may be changed for water users. Doris Jacobs moved to accept the proposed Bylaw change. It was seconded by Jerry Dennis. Motion passed unanimously.
- Article I Membership Section 7: Code of Conduct for Board Members. Adjustments to reflect the Board is now 7 members. Ron Chrisman moved to accept the proposed Bylaw change. It was seconded by Jerry Dennis. Motion passed unanimously.
- Article II Business of the Corporation. Section 1: Corporate Affairs. Adjustments to allow Board to conduct association business virtually and electronically. Jennie Keller moved to accept the proposed Bylaw change. It was seconded by Ron Chrisman. Motion passed unanimously.
- Article II Business of the Corporation. Section 2: Place of Meeting. Adjustments to allow Board to conduct association business virtually and electronically. Kyle Epperson moved to accept the proposed Bylaw change. It was seconded by Jennie Keller. Motion passed unanimously. Board revised this Bylaw and removed the reference to also post notice of the meeting on the CCPCPA website no less than 14 days prior to the meeting. Jennie Keller moved to accept the proposed Bylaw change after removing the website reference. It was seconded by Jerry Dennis. Motion passed unanimously.
- Article II Business of the Corporation. 2.2 Electronic meetings. Adjustments to allow Board to conduct association business virtually and electronically. Jennie Keller moved to accept the proposed Bylaw change. It was seconded by Doris Jacobs. Motion passed unanimously.
- Article II Business of the Corporation. Section 6: Emergency Board Decisions. Adjustments to reflect the Board is now 7 members. Sue Price moved to accept the proposed Bylaw change. It was seconded by Jerry Dennis. Motion passed unanimously.
- Article III Officers. Section 4: Duties of the Secretary. Adjustments to allow Board to conduct association business virtually and electronically. Board revised this Bylaw and removed and also shall post notice of the meeting on the CCPCPA bulletin board and website no less than 14 days prior to the meeting. Jennie Keller moved to accept the proposed Bylaw change. It was seconded by Doris Jacobs. Motion passed unanimously.
- Article III Officers. Section 6: Duties of the Audit Committee. Doris Jacobs moved to accept the proposed Bylaw change. It was seconded by Sue Price. Motion passed unanimously.
- Article IV Elections. Section 2: Election of Officers. Adjustments to reflect the Board is now 7 members. Kyle Epperson moved to accept the proposed Bylaw change. It was seconded by Ron Chrisman. Motion passed unanimously.
Board discussed several changes should be put together on the ballot because it doesn’t make sense to have 9 separate votes. Board determined the Bylaw Ballot should have 4 votes as follows.
Bylaw Ballot 1: Locks may be changed for water users.
Bylaw Ballot 2: Adjustments to reflect the Board is now 7 members.
Bylaw Ballot 3: Adjustments to allow Board to conduct association business virtually and electronically.
Bylaw Ballot 4: Audit Committee.
Member packet needs to be mailed 60 days in advanced because there are Bylaw changes on the ballot. Member Meeting Mailings must have a postdate of 3/15/21.
Sue Price motions to allow Cindy Wade to get everything electronically sent to the board for approval via email so we can mail them by 3/15/21. The final packet can be voted on via email so we don’t have to have another meeting. It was seconded by Doris Jacob. Motion passed unanimously.
Jennie Keller will update the bylaw changes discussed today so we have the version to send out to the members.
Board discussed the following members will be on the ballot for 2021-2022.
Jerry Dennis
Kyle Epperson
Ron Chrisman
Jerry Brown
Sue Price
Jennie Keller
Kevin Pfister
Jennie will ask members to volunteers to run on the board when sending out minutes.
No other business to discuss.
Motion was made by Sue Price to adjourn the meeting. Second by Kyle Epperson. Meeting was adjourned at 12:33pm.
Jennie Layne Keller
CCPCPA Secretary