Clear Creek Pines Community Protective Association
Board Meeting Minutes 6-13-2020
Meeting was called to order at 1:08 PM by Cindy Wade, Chairman and a quorum was present.
Attendees:
Board Members: Cindy Wade Chairman, Jerry Dennis Vice Chairman, Doris Jacobs Treasurer, Jennie Keller Secretary, Jerry Brown, Kevin Pfister and Kyle Epperson. Alternates Sue Price, Mike Baillargeon.
A quorum was established with 7 board members, 2 alternates, 7 members present and a total of 39 mail in ballots.
Approval of March 21st, 2020. Kevin Pfister moved to accept the minutes as written. It was seconded by Jerry Brown. Motion passed unanimously.
Treasurer Report
Doris Jacobs reviewed the CCPCPA Profit & Loss Report and Balance Sheet Comparison Report. We had a good amount of income from donations, fundraising and dues. After expenses, including the $5,000 spent on well repairs, we ended the year with a $1,100 profit. We already have 33 members paid dues for next year!
Sue Price brought up the money spent on the well repair was paid for out of the general fund and should have come out of the well repair fund. Sue raised the issue the general fund may not have enough to cover other repairs and the board should consider moving funds from the well account to the general fund account. Sue got a bid for $2,800 for the wood siding repairs. Electrical would cost between $2,500 – $3,000 to disconnect all of the electric to replace all of the wood underneath plus the cost of permits. Board and members discussed the panel has covered the wood underneath and it doesn’t need to be replaced and we should work around the panel. Discussed there is a need to have additional funds in the general account especially with it up in the air if we can have fundraisers this year with the Covid pandemic. Jennie Keller made a motion to move $4,000 from the Well Fund to the General fund and not move the normal $1,000 to the Well Fund. It was seconded by Kyle Epperson. Motion passed unanimously.
Committee Reports:
Fire Response / Truck Maintenance
Jerry Brown shared we no longer have the state land truck (type 3). We have the tanker truck and two brush trucks. The state land truck is a manual transmission and there wasn’t interest in learning or maintaining that truck. It’s still in the community with Happy Jack Fire. There is still the issue with the pump replacement on the tanker. We have the replacement pump in the garage which needs to be installed. Anyone who wants to get familiar with the fire trucks or want to get refreshed on using the trucks can contact Jerry Brown 602.402.3118
Sue Price brought up Stage II Fire Restrictions starts today and she has copies to post on the bullet board. Members discussed equipment restrictions. Jerry Brown suggested property owners water down your property before doing any activity which might cause a spark. Jerry Brown shared he took off all the equipment off the state land truck and it’s in the garage. Cindy Wade added the state land truck was loaned to us and the contract had several requirements which had high expenses including workman’s comp. It was 50 years old and no one here had experience using it. Cindy asked if anyone notified Brown & Brown the truck is gone and have it removed from the insurance. Doris Jacobs is going to call Brown & Brown to tell them the truck left on 5/6/2020.
Well Report
Water hasn’t been tested yet. Cindy Wade shared the chlorinator stopped working and Collingwood Pumps was called. Water will be tested as soon as the chlorinator is fixed. Post meeting update: Chlorinator is working again. Water was tested on 6/15/20 and passed.
Events
Discussed 4th of July event is planned for Donation Breakfast and Bingo. Fall Fest is tentatively set for Labor Day weekend. Another bingo event will be planned too. Members discussed why Fall Fest isn’t after Labor Day and closer to Fall since past events in October seemed to be successful. However, the last time Fall Fest was in October we woke up to snow! Jennie will share the suggestion of having Fall Fest after Labor Day with Lisa. Fundraising may be difficult with the pandemic.
Budget Discussion:
Everyone was mailed a copy of the proposed budget. Cindy Wade asked if there was any questions or discussion. Sue Price suggested an increase to dues for next year to get the budget back in black. There hasn’t been an increase to dues in over 12 years. Given the repairs over the past 2 years an increase to dues could help. She’s not suggesting doubling dues but they used to be more and there was a reduction a few years ago. Sue suggested water users pay more. Cindy Wade stated the new board would have to discuss an increase to dues for the next fiscal year 2021-2022. Board and members discussed how to get more members to join. We discussed neighbors sharing with new property owners what CCPCPA is about and the benefits of having access to the brush tucks and access to water. Rhonda Sweezy suggested looking at the brochure updates she sent out and use that. Tom Berggren suggested adding CCPCPA advertisement to the fire sign when you enter the community. We could do a membership drive. Back when we had over 100 members, we could lower the dues. If we get more members, we wouldn’t need to increase dues. Share the http://ccpcpa.org/ website with neighbors so they can learn about what CCPAPA is about. No other discussion about the budget. Ballot votes will be counted to determine if it’s approved.
Doris Jacobs brought up the By-Laws require quarterly oversight. Treasurer is to take care of the books with the oversight of an audit committee made up of members that review books. Discussed in the past we couldn’t get members to do the committee so the board voted to have a CPA do the oversight because the board is made up of volunteers who don’t have the experience with bookkeeping. Tracy Pfister knows someone who could do this. Cindy Wade will check with the accounting firm we’re using to see if they have someone to recommend. We need to get a couple bids for CPAs to do this oversight then the board can vote who to hire. Send bids for the 3rd party quarterly oversight position to Doris Jacobs or Jennie Keller.
Well lock was discussed at the last board meeting and decision was made not to change the lock. However, By-Laws say locks have to be changed annually. Board and members discussed options for locks versus codes. The current lock requires the user to lock it before the key can be removed which helps to prevent users from leaving the key behind and not locking the box. Mike Baillargeon will take the spare lock down to the locksmith in Phoenix to get it rekeyed. New keys will need to be distributed to water users.
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:
Cindy Wade
Mike Baillargeon
Jerry Brown
Doris Jacobs
Ron Chrisman
Sue Price
The new board elected Cindy Wade as Chairman, Jerry Dennis as Co-Chairman, Doris Jacobs as Treasurer and Jennie Keller as Secretary. Mike Baillargeon, Kevin Pfister and Kyle Epperson are directors. Jerry Brown, Sue Price and Ron Chrisman will serve as alternates.
Budget passed with 39 votes in favor, 0 against and 0 abstained.
Old Business:
Doris Jacobs shared AmeriGas will not sell the tanks so we will have to keep renting. Cindy Wade said to make sure they don’t fill the tank next to the big garage because we haven’t been heating that garage and the tank is already full.
Sue Price brought up members requested By-Laws to be reviewed to make them consistent and we should do that this year. Cindy Wade asked Sue Price to lead a committee to work on the By-Laws and appoint as many members as needed to complete.
Mike Baillargeon will buy paint and materials for the small garage siding repairs. Mike is appointed the head of the committee for the building repairs and will seek out manpower volunteers to complete the paint and repairs by November 1, 2020. Board already approved the repairs and expense can be submitted to Doris Jacobs for reimbursement.
Bill Wade went to MVD to get tags for fire trucks which hadn’t been paid and had late fees. Jerry Brown found an envelope with the check for the registration in one of the trucks. Appears there was a mix up last year around the annual meeting where the check was put in the truck and not mailed to MVD.
No other business to discuss.
Motion was made by Sue Price to adjourn the meeting. Second by Cindy Wade. Meeting was adjourned at 3:20pm.
Jennie Layne Keller
CCPCPA Secretary