Clear Creek Pines Community Protective Association
Annual Members Meeting Minutes 5-19-2018
Meeting was called to order at 10:00 AM by Mike Bohannan, Chairman and a quorum was present.
Attendees:
Board Members: Mike Bohannan Chairman, Jennie Keller Secretary, Cindy Wade Treasurer, Mike Baillargeon, Margarita Sargent, Jerry Brown.
A quorum was established with 39 members ballots received.
Approval of the minutes from April 16, 2018. Mike Baillargeon moved to accept the minutes as written. It was seconded by Jerry Brown. Motion passed unanimously.
Treasure Report:
Since the last meeting we had three new members join for 2017-2018 membership year and will continue to be members in 2018-2019. These members were not calculated into the proposed budget.
Online Bill paying is up and running and saves so much time and money from having to mail receipts and it gives us a second check list. Please let me know if you did not receive your membership dues email yesterday.
I have activated two card readers that are attached to our checking account to be used for selling merchandise and fund raisers. I tested them and they email you a tax receipt with the tax ID on it to be used for tax purposes.
We are adding a donation button on our web site at CCPCPA.org so anyone who wishes to donate tax deductible donation to support the organization can do so.
I want to encourage anyone who donates time to CCPCPA to check with their employer to see if they match donation or your time with dollars. I have recorded Thousands of dollars from members who’s employers do this and it really helps to keep the dues down.
Committee Reports:
Fire Response / Truck Maintenance
Jerry Brown gave update. There’ve been no fire responses lately. Jerry led a fire drill with about 12 residences in April. It was simulation / fire drill to get hands on experience using the brush truck. Jerry encourages everyone to come out whenever they can for the fire training. Jerry is willing to train anyone who wants to learn how to use the trucks and you can call him for one on one training if you’re unable to attend the regular fire training sessions.
Mike Bohannan shared he took the other brush truck down last year to update the pump so its setup identical to the other brush truck. It’s now back up here on the mountain. Cindy Wade thanked Mike Bohannan for all the work he did on that truck with APPAUSUSE!
Well report
Mike Bohannan shared the update provided By Rhonda Sweezy. Well/Water well house improvements were completed in April. These upgrades included new insulation, water resistant drywall, a new light at water valves and doors for vents to be used during winter.
Events
Jennie Keller shared we are working on getting the bingo permit complete. Cindy Wade will hand deliver our application for the Bingo permit to the County Clerk of the Board in Flagstaff next week. The County Clerk of the Board will review our application at their next hearing in mid-June and will vote to endorse our application. Once approved by the county, the application has to be approved by the Arizona Department of Revenue. The permit cost $75 and we should know before the end of July. We opened a new checking account specifically for bingo funds. Permit pending, we plan to hold a bingo fundraiser at the pavilion for Labor Day weekend.
There have been talks of having a yard sale fundraiser this summer. It will be organized a bit different than in years past. We will use volunteers to communicate and advertise the yard sale and ask anyone who wants to sell to bring their items the morning of the sale to setup. We ask those who are selling to make a donation in the amount of their choice to CCPCPA for organizing the event. We will work to determine if we should pursue this event based on how many members want to sell items. Date to be determined.
October 6th 2018 is the date set by Lisa Binns for the Fall Fest Fundraiser.
US Forest Service Guest Speakers from Happy Jack Ranger Station:
Cody Becker and Jason McKelfrish from the Happy Jack Ranger Station provided information on NFPA’s Firewise USA® program that teaches people how to adapt to living with wildfire and encourages neighbors to work together and take action now to prevent losses. https://www.nfpa.org/Public-Education/By-topic/Wildfire/Firewise-USA
They handed out the new Motor Vehicle Use Maps which can be downloaded to your phone using this link https://www.fs.usda.gov/detail/coconino/landmanagement/projects/?cid=stelprdb5356224
They shared there is a partial forest closure starting Wednesday 5/23 and provided maps where the closure will be. For current information on area closures in effect for Coconino NF go to this link https://www.fs.usda.gov/detail/coconino/news-events/?cid=FSEPRD581305
New Business:
Cindy Wade canceled the phones for the freeze warnings. After the meeting we will make sure the heat is turned off.
Next Fire Training is scheduled for 6/9 at 10am. Jerry Brown will test the siren and discuss basic stuff we can do to stop an incident. Both brush trucks will be used in the next training. Possibly do another training simulation. Jennie Keller will post the event on the CCPCPA Facebook page and email members as a reminder.
Budget discussion:
The budget ballot was mailed out to members. Open the floor for any discussion on the budget. Dues will be kept the same as last year. The ballots will be counted later to ratify the budget.
Well sign discussion:
Tom Berggren brought up there should be a non-potable sign for the large tank. Without him being here we’re not 100% sure what he was recommending. Cindy Wade moved to use stencil and white paint to write “Non-Potable” on the large tank and “Potable water” on the blue box where water users come to get well water. It was seconded by Mike Baillargeon. Motion passed unanimously.
Recess for ballot counting and executive session for the new board to elect officers:
Returning from recess:
Budget passed with 37 votes in favor, 0 against and 2 abstained.
The new board met and determined new officers.
Elected to the board were:
Mike Bohannan
Cindy Wade
Jerry Brown
Doris Jacobs
Kyle Epperson and Rhonda Sweezy will serve as alternates.
The new board elected Mike Bohannan as Chairman, Cindy Wade as Co-Chairman, Doris Jacobs as Treasurer and Jennie Keller as Secretary.
No other business to discuss.
Motion was made by Cindy Wade to adjourn the meeting. Second by Jennie Keller. Meeting was adjourned at 12:30.
Jennie Layne Keller
CCPCPA Secretary