Board Members present:  Tom Sargent (Chair), Cyndi Caviness, Larry Neyens, Dolly Tyndall
Absent:  Dannie Cox
Officers present:  Andy King.     
Absent:  John Olmstead, Tom Miller

Tom Sargent called the meeting to order at 7:03 pm.

Announcements:
Tom S announced there is a no written agenda for tonight but he will attempt to adhere to established format.

Tom S reported there had been several downed trees and damage within CFA from the recent windstorm including the marina.

Tom S reported that CFA Business Manager, Cookie Broadway, had resigned.   A search committee consisting of the Board and Officers has been formed to fill the position. The position was advertised and the deadline for applications was today. Several applications have been received and will be evaluated. The board hopes for a smooth, orderly transition.

December Draft Minutes: Andy presented written edits suggested by Tom Miller to the board.  After brief discussion, Dolly moved to accept the minutes as submitted with one change:  “Tom S” should be changed to “Tom M” under November Treasurer’s Report.  Larry seconded, all approved, motion carried.  Tom S stipulated that Tom Miller could revisit his proposed edits in February if he desires.

Treasurer’s Report: 2008 books are in the process of being closed.  No report.

President’s Report: Andy King presented John’s report in his absence

Committee Reports

Architectural Review Committee: Jimmy presented his written report noting he would check on a drainage issue involving a culvert under lot 120 tomorrow.

Campground: Aldene Mabe reported that there were several campsites now vacant and suggested the people on the waiting list be contacted so these vacancies can be filled.  He also asked the board to proceed with the budgeted electrical repairs to the campground before the busy season starts.

Aldene also noted that bathhouse upgrades had been under discussion for 2 ½ years and with no money budgeted would go at least 3 ½ years before any action is taken.  He summarized the activity to date and once again stated he thinks the campground generates revenue for CFA, is maintained by the campers, and should not be neglected. 

Tom S stated that if one time monies become available the board should repair or replace the clubhouse septic system first and then prioritize remaining projects.

PEC: No report

Entertainment: No report

Clubhouse: No report

Legal: No report

Marina: No report

Newsletter: Andy King reported it was time for the first newsletter of the year and asked the board if they wished him to proceed since it might be difficult to print and mail with the departure of Cookie. After brief discussion, the board directed Andy to proceed.  Tom S said he could assist Anita with mail merge and Cyndi said she could stuff envelopes if necessary.  Don Grady suggested the newsletter be emailed or put on the website. Tom S and Andy noted this had been suggested before but a previous board had opted not to pursue this.

Roads: No report

Welcome Committee: Dolly reported she had baked Amish Friendship cakes and distributed them to 8 of 9 new residents.

Beautification: No report

Website: Tom S reported that Carol had completed adjustments to the calendar page and had posted the job application on the home page. The renewal costs for hosting of the web site and the domain name are due January 30th and will be automatically charged to the CFA credit card account. There is no increase in cost over last year. Carol also asked for suggestions to improve the website.

Recreational Park: Wally Wallace presented a written proposal to erect an open picnic shelter using volunteer labor and maintenance staff. The committee is concerned that no money was budgeted for this area in 2009 and feels the residents deserve to see some progress.

Don Grady noted that NCSU has free plans for shelters like this and will check with his former colleagues to see if he can procure some.

Rules and Regulations: No report

Unresolved Issues:

Item 786: ADT Renewal –   Tom S summarized last month’s action.  Since the action was already voted on, the board reiterated that this should proceed.  Larry N moved to remove this item from the list, Dolly seconded, all approved.  Motion carried.

Item 803: Lionel Spencer, Lot 634- permission to clear, install septic, and build- Jimmy reported all was in order.  Larry moved to grant the request, Dolly seconded, all approved.  Motion carried.

Note:  this item was inadvertently omitted from the agenda.  The error was discovered just prior to adjournment so this item was handled as the last order of business.

Tom S announced that the next 3 items are reviewed annually at a minimum and it was now time to do so.

Item 804: Construction Policies - Jimmy Caviness said he’ll submit some suggested changes at the next meeting

Item 805: Bylaws – no action

Item 806: Rules and Regulations – Cyndi Caviness said she is concerned about businesses within CFA that require on site customer traffic which may create security issues.  After discussion it was agreed that Cyndi would write up a proposal and share with John as an agenda item.  Jimmy mentioned he’d like the board to prohibit hunting within CFA for safety reasons.

Open Discussion

• Norma Jean Redmon took the floor and expounded at considerable length on several issues including the annual fee increase for 2009, use of the campground in winter, her dismay at the departure of Cookie Broadway, the continuing deterioration of Lake in The Pines, guns being discharged in the association, and the dumpster cats.

• Cyndi Caviness stated that she had not fed or visited the dumpster cats in over six months but that she and Tom S were actively seeking a “no kill” shelter for these cats.  Tom S reported he had contacted a rescue league and was awaiting a response.  These folks could trap and relocate the cats to a “no kill” shelter at no charge.

• Dolly reiterated as she had stated in a previous meeting that if there are issues that need to be addressed they should be brought to the table in an open manner for discussion.  People should have the courage to speak up openly and not go behind someone's back. Dolly went on to say that the members should know why Cookie Broadway resigned.  In Dolly's opinion a small group of members that possibly had too much time on their hands or had a vendetta against Cookie which caused her resignation.  She feels it's sad that a small group can affect the whole association negatively.  Dolly felt Cookie had done a good job and that many others shared this view.  She feels bad that no one spoke up on Cookie's behalf, and admitted she may have been guilty of the same.  Dolly suggested that it is probably too late to bring Cookie back but that she had been a good asset to CFA and we all need to take a hard look at ourselves as a community.
  

• Noel Nicely asked if contractors were given access cards and if these were collected on a daily basis.  He said he’d observed one contractor fishing here for ten years and is certain he is not a member.  Tom S said he would follow up and get an answer.

• Wally Wallace spoke on behalf of the dumpster cats saying they controlled rats and other vermin at the dumpster.  He provided hand outs detailing the many communicable diseases carried by rodents and asked the board not to harm the cats.

• Dolly stated that she appreciated Wally's efforts on that but said, It's a shame that there are not as many people  passionate about protecting the employees as there are about the cats.

• Rick Innskeep explained that the clubhouse septic system was installed in the seventies and will likely soon fail.  He outlined several possible fixes and scenarios.  Rick urged the board to take immediate action to prevent a septic failure which would close our most popular amenity, the pool.  Rick also urged the board to amend the bylaws soon.

• Don Grady asked how many members we have and was told there are 202 improved lots and 760 unimproved.

• Jimmy Caviness asked what mechanism exists to erase cards of contractors who build in CFA and then sell the property.

• Larry Emmert passed out handouts suggesting that CFA purchase a pool cover and sanitizer to reduce the annual utility and operating expensed for the pool.  He also presented a proposal from David Hartsell to clear 15 campsites in exchange for free camping in the campground for ten years.  Tom S said the board would evaluate the proposal.

• Larry E also asked if the CFA waiting lists for the campground and marina were open for members to review.  Tom S said they should be and will make sure they are.

• Don Grady asked if the CFA meeting minutes could be published on the website.  Tom S said one sticking point might be draft versus final minutes being publicized on the web.

• Larry Emmert asked the board to consider hiring members to work for CFA.

• Jimmy Caviness suggested that CFA address the issues of the existing campsites  before tackling the addition of new sites.

• Tom S said he had been bothered by a lack of input from the membership and thanked everyone who had commented tonight.  He said he likes to hear all viewpoints so the board can be properly informed and act appropriately.  Tom S said he’d heard things tonight he’d not heard about before.  Tom S said he doesn’t mind members calling or emailing him with their opinions and ideas.

• Don Grady suggested we create a password protected log in for members to access materials on our website as a follow up to his earlier comments on minutes and the newsletter.

Tom S noted that Item 803 had been skipped.  See explanation under Item 803.

Cyndi moved to adjourn the meeting, Dolly seconded, all approved.  Motion carried.  Meeting adjourned at 8:26 pm.