Clear Creek Pines Community Protective Association

Annual Members Meeting Minutes 5-18-2019

Meeting was called to order at 10:10 AM by Mike Bohannan, Chairman and a quorum was present.

Attendees:

Board Members: Mike Bohannan Chairman, Cindy Wade Vice Chairman, Jennie Keller Secretary, Doris Jacobs Treasurer, Sue Price, Rhonda Sweezy and Kyle Epperson.

A quorum was established with 20 members in person and 38 members ballots received.

Approval of the minutes from February 16, 2019. Sue Price moved to accept the minutes as written. It was seconded by Doris Jacobs. Motion passed unanimously.

YE Treasure Report:

See attached.

Committee Reports:

Fire Response / Truck Maintenance

No report from Jerry Brown or Dave Sargent.

Well report

Rhonda Sweezy provided the Well Report.  The well water was tested on April 15, 2019.  The test showed no signs of bacteria.  We will continue our routine testing thru out the year.

We currently have 3 bottles of chlorine left and will be purchasing more.  Email to follow regarding the amount of chlorine and where it is purchased. 

Events

Lisa Binns shared August 31st is the Fall Fest Fundraiser. We will do Visa raffle again. Cindy Wade will get 500 tickets printed for Lisa Binns to pass out to members to sell for raffle. Lisa Binns is collecting donation of gift cards and bottles of booze for the blackjack prizes.

Breakfast, Bingo, Bag Tournament is being planned for July 6th

Members want merchandise – Lisa Binns will look into hoodies, license plates, scarfs, artic cups, etc.   

Budget Discussion

Opened floor for questions on the proposed budget.  Sue Price asked for a recap which shows what the actual expenses were for the year compared to the budget so we can see it side by side.  Doris Jacobs explained the board met back in February to prepare for the annual members meeting and at that time we didn’t have the full years expenses accounted for so it would have been incomplete to prepare it then.  Cindy Wade shared we historically mailed out the YTD with projected expenses for the rest of the year along with the proposed budget for the next year. Doris Jacobs will get reports to Jennie Keller to send out with the meeting minutes (see Treasures Reports).   

Mike Bohannan stated the board voted to keep the dues the same. $175 for tier I (Fire and Water) and $90 for tier II (Fire Only). Mike Templeton motioned to keep the dues the same. It was seconded by Jerry Dennis. Motion passed unanimously.

Well Lock Change

Mike Bohannan shared the Chairman’s letter stated we would be changing the locks May 19th but after reviewing the By-Laws we are not able to change the lock until after the new fiscal year.  Locks will now be changed June 30th.  Members will continue to use their current key and will receive a new key once membership dues have been paid for the 2019-2020 year.  The old key does not need to be returned. We will rotate the locks and get them rekeyed each year.  Doris Jacobs contact information was not correct in the Chairman’s letter and the correct phone number is 480-278-1599.  Doris is collecting dues and assigning keys after the meeting.    

Bylaw Amendment Discussion

Jennie Keller gave a recap of the proposed Bylaw amendment to allow for board member meeting notices to be sent to the board members via email and posted on the CCPCPA.org website.

Mike Bohannan gave a recap of the proposed Bylaw amendment to allow for board members to attend meetings through electronic format.  

Mike Templeton made a suggestion about the language in the Article II Section 2 verbiage is updated to be consistent with notice posted via email and the website versus on the bulletin board. Cindy Wade shared the verbiage has already been sent out to members and cannot be changed until the next members meeting. We agreed to propose a language update at the next annual members meeting if the Article II Section 3 Bylaw is approved related to Notice of Meetings.

Recessfor ballot counting and executive session for the new board to elect officers:

Returning from recess:

The new board met and determined new officers. Elected to the board were:
Mike Baillargeon

Jerry Dennis

Jennie Keller

Kevin Pfister

Kyle Epperson

Sue Price

The new board elected Cindy Wade as Chairman, Jerry Dennis as Co-Chairman, Doris Jacobs as Treasurer and Jennie Keller as Secretary. Jerry Brown, Kevin Pfister and Kyle Epperson are directors. Mike Baillargeon, Sue Price and Mike Bohannan will serve as alternates.

Budget passed with 35 votes in favor, 0 against and 3 abstained.

Article II Section 2 Place of Meeting passed with 34 votes in favor, 4 against and 0 abstained.

Article II Section 3 Notice of Meeting passed with 36 votes in favor, 0 against and 0 abstained.

State Land Truck

Mike Bohannan opened discussion about the state land truck to get members feedback on what we should do with the truck.  There are very few members qualified to work the truck and we are required to maintain the truck, carry workman’s comp insurance and stock it with a specific inventory. We can either keep it as is, ask the state to donate it to us so we don’t have to follow the state land truck rules or return it to the state. Mike Templeton motioned to ask the State to donate it to CCPCPA. It was seconded by Jerry Dennis. Motion passed unanimously. Cindy Wade will contact the State on behalf of CCPCPA. 

No other business to discuss.

Motion was made by Cindy Wade to adjourn the meeting.  Second by Sue Price. Meeting was adjourned at 11:51.

Jennie Layne Keller

CCPCPA Secretary