Clear Creek Pines Community Protective Association
Board Meeting Minutes 11-7-2020
Meeting was called to order at 10:08 AM by Cindy Wade, Chairman and a quorum was present.
Attendees:
Board Members: Cindy Wade Chairman, Doris Jacobs Treasurer, Jennie Keller Secretary, Kevin Pfister and Kyle Epperson. Alternate: Sue Price.
A quorum was established with 5 board members and 1 alternate present.
Approval of June 13, 2020 Annual Members Meeting Minutes. Sue Price moved to accept the minutes as written. It was seconded by Doris Jacobs. Motion passed unanimously.
Committee Reports:
Fire Response / Truck Maintenance
Cindy Wade shared Bill Wade was down at the garage and the big water tender in the big garage needs to be emptied. The heat is on in the two building we heat but not in the big garage. Kevin Pfister will get with Ron Chrisman and Dave Sargent to drain the truck. Freeze alarms are on in the small garages and wellhouse. Discussed propane is getting low. Doris Jacobs will call AmeriGas to get propane in the small garage tank. Discussed using pre buy left over and Doris Jacobs shared the credit is gone. Doris Jacobs will ask AmeriGas if they can work with us and give pre buy prices for making the mistake of filling the wrong tank. Doris Jacobs shared they didn’t send us a pre buy offer. Sue Price shared they don’t send the offer and we have contact them in August. Jennie Layne Keller will add “pre buy propane” to the annual meeting agenda.
Discussed Mike Baillargeon painted the buildings and it looks great. Thanks Mike and team!
Discussed when to hold the board meeting to prepare for the annual members meeting. Sue Price stated she was tasked by the board to review By Laws and will have this complete before the meeting so we can review in advance. By Laws are only being updated to add consistency. The only change we discussed is updating the requirement of the Board to change the well lock annually to a soft requirement stating the Board may choose to change the lock annually. By Laws will be approved by the Board via email or at a virtual meeting in January. The Annual Members Meeting is May 15th 2021 and we need 60 days’ notice for By Law changes. We will need a Budget recap and new Budget prior to the next board meeting. Next Board meeting is set for February 6th 2021 at 10am and will be a virtual zoom meeting. Due to the pandemic, the Board is meeting virtually to conduct business. We will pursue an update to the By Laws to allow Board meetings to be virtual without any in person requirements.
New Business:
Discussed the notice from Doris Jacobs about liability insurance renewal. Cindy Wade shared the 501C3 is written up as a fire department and they won’t write the policy without Workman’s Comp. They policy requires names of people to be covered and Cindy Wade suggested the people who work on the trucks should be listed. If we lose the 501C3 then members lose the tax write off for donations. The cost of the Workman’s Comp outweighs the benefits of keeping the 501C3. Doris Jacobs moved to proceed with completing the policy with Workman’s Comp.
It was seconded by Kyle Epperson. Motion passed unanimously.
Doris Jacobs asked Cindy Wade if we hired the accounting firm. Cindy Wade will get it going and sign the letter of intent.
Jennie Layne Keller asked Cindy Wade about the website admin password. Cindy Wade will send Jennie Layne Keller the emails about admin access.
Discussed several members have not yet paid dues including some water users. Jennie Layne Keller sent emails to members who had paid in the past 2 years to let them know they hadn’t paid dues for the current year with the links to the website to renew membership. Doris Jacobs will send snail mail to any member who was a member in the past 2 years with an invoice.
Discussed a storm coming and we may need to have the well driveway and mail boxes plowed. Sue offered to call Josh Schumacher if needed. Kyle Epperson moved to allow Sue Price to contact and hire Josh Schumacher if plowing is needed. It was seconded by Doris Jacobs. Motion passed unanimously.
No other business to discuss.
Motion was made by Sue Price to adjourn the meeting. Second by Jennie Layne Keller. Meeting was adjourned at 10:53am.
Jennie Layne Keller
CCPCPA Secretary