Clear Creek Pines Community Protective Association Board Meeting Minutes 10-21-2017
Meeting was called to order at 10:00 AM by Lezlie Corbin, Chairman and a quorum was present.
In attendance: Lezlie Corbin Chairman, Jennie Keller Secretary, Cindy Wade Treasurer, Mike Bohannan Vice Chairman, Mike Baillargeon, Sue Price, Jerry Brown, Margarita Sargent and Rhonda Sweezy.
Approval of the minutes from May 20, 2017. Sue Price moved to accept the minutes as written. It was seconded by Mike Bohannan. Motion passed unanimously.
Committee Reports:
Fire Response / Truck Maintenance
Lezlie Corbin shared there was a fire in the neighborhood last night. Dave and Margarita Sargent, Kyle and Jocelyn Epperson, Dave Kramer and Aaron Drye participated in the fire fight along with Forest Service, Blue Ridge Fire and Happy Jack Fire Services (HJFS). Lezlie Corbin asked Dave Sargent to give details and he requested to move the discussion to later in the meeting to allow more time for attendees to arrive. Board agreed to come back to this later.
Mike Bohannan shared we need to start talking about winterize the trucks for winter. There were issues with fitting compatibility on the trucks yesterday which need to be corrected for future use. There is a pump purchased for one of the brush truck but not yet installed. There were some mechanical issues with the tanker truck. There are needs for some supplies to add to the trucks also. Dave Sargent and Mike Bohannan will work together to create a list on supplies needed. Installing new pump and fittings for nozzles can’t be more than $500. Regular maintenance is required. Discussed taking the truck to the valley to work on it and return early next year. Sue Price moved to set aside $2,000 to use for maintenance. It was seconded by Jennie Keller. Motion passed unanimously.
Lezlie Corbin asked if the Fire Training Schedule was to remain the same. Dave Sargent asked for it to remain the same. Jennie Keller mentioned we could use Facebook to create events for each training so our members get more visibility to the event. Emails will still be sent to all members as reminders on the training. Mike Templeton suggested videotaping the training to share with our members who can’t attend.
Lezlie Corbin brought up the fire siren and asked if it was used yesterday and it was not. Discussed getting back to testing the siren on a regular schedule and consistently test it. Lezlie Corbin suggested sending an email and posting the siren test schedule. Jennie Keller suggested getting updated siren response plan. Dave Sargent shared the people responding to the fire incident can’t be the ones who are tasked with the responsibility for activating the siren / alarm. Lezlie Corbin stated we will incorporate the response into fire training and share with all members. Notice to the homeowners and members needs to include the siren response plan.
Building Maintenance & Well / Water
Lezlie Corbin brought up there are significant issues in the well house and it needs dry wall, insulation and better lighting. The humidity needs to be addressed again. Per Rhonda Sweezy all water tests passed. The last one was 9/11/17. Rhonda Sweezy suggested to find a way to close the vents especially for winter. Lezlie Corbin asked if the board wants to look outside to a 3rd party to hire workers to fix these issues. Lezlie Corbin suggested looking for a company to do the electrical, drywall work and complete an inspection of the well / pump equipment to make sure we are in compliance. Mike Bohannan moved to have a 3rd party contractor repair the dry wall and fix the lighting. It was seconded by Sue Price. Motion passed unanimously.
Events
Fall Fest was successful. The committee worked hard to put the event together. No future events scheduled at this time. Mike Bohannan mentioned a Spring lot clean up before the annual members meeting to be followed up via email.
Lezlie Corbin thanked all the first responders who were onsite last night at the fire.
Treasure Report
Cindy Wade started with a big thank you to Sue Price and Diane Bunger who acted as Treasure for the past 10 years. This is a lot of work and this position takes a lot of skill. Treasure transition from Sue Price to Cindy Wade was not as easy as it could have been because QuickBooks was on Sue Price’s personal computer. Cindy Wade shared QuickBooks is now in the cloud and future transitions will be easier since passwords will be handed over and access will be immediate. This will also allow other board members to have access and we need to decide which board members should have this access. Betty had done the CCPCPA taxes but quit due to a family emergency. She charged $350 to file taxes. Cindy Wade found the tax filling was very easy to do online but keeping the books balanced was the hard part. Cindy Wade found a bookkeeper who can log into the website to balance the books (check book) and ensure everything is in the correct category each quarter so at the end of the year the tax reporting is easy to complete. This would cost us $140 / quarter for the book keeper plus $25 / month for the QuickBooks fee. If we take this approach the Treasure would just need to pay the bills and complete the steps for the tax reporting on the website. There is also a remote desktop (virtual desktop) so we can share access and save all important CCPCPA documents electronically and access can be shared with the board members. Cindy Wade made a motion to keep QuickBooks on the cloud for $25 per month and use the outside accounting bookkeeper for $140 per quarter for a total of $860 per year. It was seconded by Mike Bohannan. Motion passed unanimously.
Cindy Wade asked the board who they think should have access. Board discussed having the four officers setup with access with only the Treasure to have the edit access to the books. If something happens to the treasure, CCPCPA can contact the bookkeeper to update another user’s access to allow for edits. Cindy Wade made a motion for the four officers to have access to the remote desktop (virtual desktop). It was seconded by Jennie Keller. Motion passed unanimously.
Currently Cindy Wade and Sue Price have debit cards for the account. Cindy Wade doesn’t think she should be the only one with a card so Sue Price’s card was not revoked with the Treasure transition. Sue Price shared the officers normally go to the bank to get cards. Cindy needs to find out where we can go to get cards since the main location is in Payson. The Wells Fargo accounts were hacked and they had done small amount transactions. When they tried for a $2,000 withdrawal, Cindy Wade called the bank and stopped the transactions and got them to issue a new account number. There have been no new issues since. Mike Bohannan made a motion for the 4 officers to have debit cards for the account. It was seconded by Sue Price. Motion passed unanimously.
Water User Keys
At the end of July there appears to be 1 users who didn’t renew. Lezlie Corbin talked with the locksmith about getting a new set of keys. We could have a 2nd set of keys and locks to use when we have users who don’t renew and could change the lock and keys. How do we want to handle the keys when we have users who do not renew or in the even we have a breach and need to change the locks quickly? It cost $135 for the lock and 35 keys. Jennie Keller will contact the last member to ask if they will pay dues or return the water key. Mike Baillargeon made a motion to get a second lock and set of keys in the event we need to use it. It was seconded by Lezlie Corbin. Motion passed unanimously.
Insurance Review
The Workman’s Compensation policy came up for renewal and was renewed for slightly less than the last policy. It’s now $680 annually and the carrier changed from Travelers to a subsidiary of Amtrust. Cindy Wade asked if we have any policies with Brown & Brown and Lezlie Corbin shared they still cover CCPCPA for general liability and auto insurance which set to expire 12/2017. Lezlie Corbin is getting quotes with other brokers to see if we can get coverage for less cost. The Traveler’s Workman’s Compensation policy only showed limits of $100,000 / $500,000 and not the $1,000,000 employment liability limit the Forest Service requires. In order to bring the policy up to meet the $1,000,000 required coverage there is a 2% charge of the total premium for a $125 charge annually. Sue Price shared the Travelers policy was increased before we signed the agreement with the Forest Service for the State Land Truck and she’s not sure why it’s not reflecting that amount. We now need to make the modification with the new Amtrust Worker’s Compensation Policy and pay the additional $125. Cindy Wade paid the $680 premium with Amtrust and the additional $125 still needs to be paid. There was also an endorsement to the Travelers policy for the waiver of subrogation with the Forest Service which waives the insurance company right of recovery against the Forest Service regardless of negligence on their part. It’s 5% of the estimated payroll of the project or minimum charge of $250. Since we don’t have a payroll there is a minimum charge of $250. Lezlie Corbin is asking the board if there is any opposition to getting quotes from other companies for these policies. Cindy Wade made a motion to allow Lezlie Corbin to obtain quotes and send the result to the board who will then vote via email on which insurance company to go with. It was seconded by Sue Price. Motion passed unanimously.
Verizon Cell Tower
There have been several issues with Verizon service this year and it was brought up my members to consider allowing Verizon to place a cell tower on the CCPCPA community lot. Lezlie Corbin talked with our attorney Jason Miller at no charge to ask him for his input. He shared it can be a lengthy process and there are questions related to RF waves and health concerns. Lezlie Corbin recommends Jason Miller be a part of this. There was some discussion with members in attendance on the issues with Verizon and there is an application which looks easy to complete to be considered by Verizon to place a cell tower on the community lot. There were examples shared where towers were put up next to churches and in a HOA community resulting in A/C noise, no improvement in service but monthly revenue of $5,000 per month in Phoenix area. Mike Bohannan shared there was an email shared which estimated revenue of $1,000 per month for CCPCPA but was hearing this was on the low side. The revenue source and potential for cell improvement gives value to us looking into this as an option. Members discussed the closest tower is about 5 miles away and the white tower in the neighborhood is TDS not Verizon. We all agreed better cell service means better security and we should proceed. We need to ensure this doesn’t impact the 501c status. There will be a member vote before anything is finalized but the direction is for the board to proceed in researching this as an option. Jennie Keller made a motion for Lezlie Corbin and Mike Baillargeon to complete the Verizon Cell Tower application to determine if the lot qualifies and what Verizon can offer the community. It was seconded by Mike Baillargeon. Motion passed unanimously.
By-Law rewrite
Lezlie Corbin reviewed the By-Laws with attorney Jason Miller. He suggests a complete review with him at a cost of $1,000-$1,500 because By-Laws have been amended over time and have become in conflict with some of the statues. Jennie Keller mentioned the notification for board members meetings states the Secretary shall send notices of Board meetings to all Board members by regular mail but we are using email notification not regular. Discussed this is an easy By-Law update and doesn’t justify the cost of $1,000-$1,500. Lezlie Corbin can ask Jason Miller to site where the issues are then we can determine if it’s something we can address ourselves or need his assistance. Jason Miller reviewed all the By-Laws in the past to ensure we we’re in compliance with the state statues. Cindy Wade will look up what the statue is for 501c for board member notification and we will table this for next meeting.
Playground & BBQ Equipment
One piece of the playground equipment (hard plastic gym) which was donated has a large crack and there is risk of injury. Do we want to remove and replace this equipment? There was a discussion on liability and suggestions we should remove it. Mike Baillargeon wants to try to repair it before its removed.
The BBQ grill needs to be repaired. Sue Price made a motion to replace the BBQ grill at a cost not to exceed $500. It was seconded by Cindy Wade. Sue Price and Cindy Wade rescinded after a discussion with Dave Sargent and Mike Baillargeon who want to look into repairing the BBQ grill.
New business:
Opened the floor for new business.
Mike Jones suggested adding lights to the pavilion and areas where we play corn hole since we didn’t have adequate light during the last fall fest. It would be nice to have these on a timer. Dave Bohnsack (a licensed contractor) did volunteer to add lights and we can get an estimate from him. Sue Price asked if we need a permit. We will do more research on cost and permits before the next meeting.
AZ State Forestry Cooperative Agreement
The agreement states we must keep equipment on the truck and there are items missing which we need to get to be in compliance with the contract. The State called to get current contact information this year but haven’t called to use the truck. Cindy Wade shared it’s not likely this truck will be called for use because it’s an older retired truck. There were discussions of costs related to maintaining this truck and we may want to consider getting rid of it since we have to pay for workers compensation insurance and there are only a few people who can drive it. If the cost to get those items is too much we will revisit keeping the state land truck next year. Members discussed asking for a waiver versus getting rid of it. The truck does have good capabilities and a good pumping system but wasn’t used during the fire last night. Mike Baillargeon and Dave Sargent will complete an inventory to determine which items are missing and we will revisit this next year.
No other new business.
Dave Sargent shared what happened with the fire last night. Dave and Margarita Sargent were on their way out and saw the smoke. They went over to the fire and didn’t stop at the CCPCPA fire station because they didn’t know what was happening at first. When they arrived, Blue Ridge and HJFS was onsite. Dave Sargent helped HJFS with their truck and they couldn’t get water to their truck. At that time Margarita Sargent and Dave Kramer went to get the tanker so they could start hauling water to the site. Lighting was a huge issue throughout the night. The tanker worked great but we need to get all the fittings compatible will all the firetrucks and setup with the national standard threads. Margarita had to hold the hose inside the water fill all night because the fitting was not compatible. TDS was called earlier in the day about smoking phone boxes so the tree which took out the powerline most likely fell must earlier in the day. Dave Kramer and Aaron Drye were instrumental in helping put out the fire. Dave and Margarita Sargent didn’t initially respond as CCPCPA but as neighbors and ended up getting the equipment and helped keep the fire from spreading. APPLAUSE!!!!!
Jennie Keller searched county records to determine if the homeowners were members so we could contact them. County records showed the property owners were not CCPCPA members. We still attempted to contact them but didn’t get I contact with the property owners.
Lezlie will share the incident report once its available.
Motion was made by Lezlie Corbin to adjourn the meeting. Second by Sue Price. Meeting was adjourned at 12:00.
Jennie Layne Keller
CCPCPA Secretary