Clear Creek Pines Community Protective Association

Board Meeting Minutes 3-21-2020

Meeting was called to order at 10:08 AM 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. Alternate Sue Price.

A quorum was established with 7 board members in conference call.

Approval of October 19th, 2019 Board Members Meeting Minutes. Doris Jacobs moved to accept the minutes as written. It was seconded by Kyle Epperson.

Treasurer Report

Doris Jacobs reviewed the CCPCPA Treasurer’s Report FY 2019-2020.

Our membership totals for the fiscal year 2019-2020 were as follows:

  • Fire and Water – 19 ($3,325)
  • Fire – 36 ($3,240)

Don’t forget that there is a donation button on our web site at CCPCPA.org. Your tax deductible donation to support the organization is very much appreciated!

We would also like to encourage anyone who donates time to CCPCPA to check with their employer to see if they match donation or your time with dollars.  The Association has recorded thousands of dollars from members whose employers do this and it really helps to keep the dues down.

Your Treasurer,

Doris Jacobs

480-278-1599

1980 Verde Dr

Sue asked about the other income, expenses, etc. to be shared with the Treasurer Report.  Cindy said Angela pulls the TNL, Balance sheet and proposed budget and she assumes this wasn’t done prior to this meeting.  Board discussed getting the proposed budget and vote on it within the next 7 days. Kyle Epperson moved to allow the board to vote on the proposed budget via email.  It was seconded by Jerry Dennis. Motion passed unanimously.

Committee Reports:

Fire Response / Truck Maintenance

Jerry Brown will wait for the next winter storm to pass then will de-winterize the trucks.  Jerry will be the committee chair to get the pump put on the truck. Cindy Wade received several freeze alerts this winter and thanks to Jerry for handling those issues.  Cindy had to replace 2 phones and sent the bill to Doris. Cindy will turn off phones after winter. No update from Doris Jacobs on purchasing propane tanks. Sue Price will check the propane levels in the tank and report back to Cindy Wade and Doris Jacobs.

Well report – no report. Testing will resume in April.

Behind the meters and the back of the garage needs to have the siding replaced. We may need APS to move the meters to replace the siding. Kyle Epperson asked if the contractor must be licensed and insured. Sue Price said that is up to the board to decide. Kevin Pfister said he thinks we need a licensed and insured contractor. Sue Price will take this on as the committee chairman to get estimates for this work on the siding replacement and get back to the board as soon as possible.      

Jerry Dennis moved to allow Sue Price to lead as chairman on the siding bid.  It was seconded by Jerry Brown. Motion passed unanimously.  

Events

Discussed having the community lot clean up on May 2nd, 2020. We need Clear Creek Disposal to drop a dumpster by April 27th. Jennie Keller will call (Kyle Epperson made the call after the meeting and it will be there April 24th). Board discussed if we need to plan for the lot clean up with the current Coronavirus situation. Jerry Brown suggested we plan it with subject to change. Lisa Brown will continue as the event chairman. Jennie Keller will ask Lisa Brown to share events ideas at the members meeting.  

New Business:

Cindy Wade, Jerry Brown and Doris Jacobs terms are up for re-election as well as the three alternates. Kyle Epperson asked if we can’t have an in person meeting how do we conduct business.  Sue Price said the votes for board and budget can be mailed in and we can have a conference call to tally votes and report totals. Sue Price asked if we can do other business.  Cindy Wade said we should schedule the meeting as planned. Proposed budget, ballot and chairman letter with voting return envelopes will be mailed to current members. Cindy Wade will get members packets printed and mailed.  Jerry Brown, Doris Jacobs and Cindy Wade, Sue Price will run and will be added to the 2020-2021 Ballot. Jennie Keller will check with Mike Bohannan, Mike Baillargeon and Ron Chrisman about running on the 2020-2021 Ballot. Cindy Wade asked if we could get documents for the mailing to her by April 4th to allow for enough time to print and mail the member packets.  The members meeting will be planned for May 16th, 2020. Due to the Coronavirus, it may need to be postponed and current board members will stay intact until we can meet.  

Sue Price shared a neighbor was unable to get in and out of the well driveway this winter due to heavy snow. Sue Price asked if we should find someone to be on call for plowing. Cindy Wade asked if we have a snow plow in the budget.  Jerry Brown shared he has plowed the driveway by mailboxes but hadn’t done by the well.  Cindy Wade made a motion to add plowing the well driveway to the budget. It was seconded by Kevin Pfister. Motion passed unanimously.  Doris will make sure there is a line item on the proposed budget. Jerry Brown and Kevin Pfister will plow when they’re here to do it. Kyle Epperson suggested Josh to be a backup when Jerry Brown and Kevin Pfister are not available. Board discussed having a phone tree in place.  Jerry Brown will be the committee chair on the snow plow and get recommendations for price. This needs to be on the meeting agenda for annual meeting.

Annual Members Meeting scheduled for May 16th, 2020

Jennie Keller asked if we need to do anything with the water keys. Board discussed options of key or key pads, or hotel room type keys. Decided to leave the keys the same for now.     

No other business to discuss.

Motion was made by Kyle Epperson to adjourn the meeting.  Second by Jerry Brown. Meeting was adjourned at 11:30.

Jennie Layne Keller

CCPCPA Secretary