Carolina Forest Association, Inc.
Board of Directors Meeting
Friday, February 13, 2009 at CFA Clubhouse

Board Members present:  Tom Sargent (Chair), Cyndi Caviness, Larry Neyens, Dolly Tyndall, Dannie Cox
Officers present:  John Olmstead, Tom Miller, Andy King     
Other Attendees:  Annette Frick, CFA Business Manager

Tom Sargent called the meeting to order at 7:00 pm.

Announcements:  Tom Sargent introduced the new CFA Business Manager, Annette Frick, to those present.

January Draft Minutes: A motion was made and seconded to approve the minutes with changes as submitted.  All approved, motion carried.

Treasurer’s Report: Tom Miller reported that he and Annette were hard at work on the January report and hoped to have it completed soon. Based on observation Tom M concludes that income received appears down from previous years. Tom Sargent asked Tom M to email the report to the directors as soon as it is ready. Tom M reviewed 2008 results noting that we fell short on income and overspent with a difference around $40K for the year. Most of this was due to a shortfall in past due collections. Larry N noted this was the reason for the fee increase this year. Larry N moved to accept the December 2008 report, Dannie seconded, all approved. Motion carried.

Tom M clarified that the books are held open from December for two weeks in January for close. This is the first meeting since that occurred. Tom M also noted that CFA carried over $44K from 2007 to 2008. This year we carried over $4K from 2008 to 2009.

President’s Report: John presented his written report

Committee Reports

Architectural Review Committee Jimmy presented his written report

Campground:No reports. Dannie Cox asked about taking down the previously identified dead tree in the campground.  John thought REMC had already dropped it and said he would follow up. Alden Mabe indicated the campers would cut up the tree and remove it once it is dropped.

PEC: No report. John mentioned that relicensing activities were continuing with much opposition to Alcoa’s re-licensing.

Entertainment: No report

Clubhouse: No report

Legal: No report

Marina: No report. Dannie noted that a tree had fallen across one of the piers and damaged it. Fence repairs are complete but repairs to the pier will have to wait until the lake water level is lowered.

Newsletter: Andy King reported that he’d sent out a draft for board approval and that Tom M indicated he and Annette could mail it.

Roads: Dannie reported that a sinkhole roughly the size of a VW Beetle had formed under the road at the corner of Point Oval and Island Creek. Dannie had the hole filled with crusher run gravel and packed it down with his skid steer loader. The repair is holding up well so far. Dannie thanked Todd Morton for his assistance and the use of his backhoe and asked that this be noted in the newsletter.

Dannie also noted that a previous board had authorized borrowing money to lock in asphalt prices last year resulting in savings to CFA of $45K. He said this had proved to be a good decision.

Welcome Committee: No report.

Beautification: No report

Website: Tom S reported that Carol had completed the usual adjustments and updates.

Recreational Park: No report

Rules and Regulations: No report

Unresolved Issues:

Item 804: Construction Policies – Jimmy Caviness submitted nine proposed changes in writing to the Board and reviewed them in great detail. A lengthy discussion followed. Tom M thanked Jimmy for an excellent presentation.  Tom S indicated he’d like to study Jimmy’s proposals at length before rendering any decision. The other Directors agreed.  John suggested the Board consider ways to deal with abandoned property as part of this effort. Larry moved that this item be held open until the next meeting to allow time for study, Dolly seconded, all approved. Motion carried.

Item 805: Bylaws – Tom Miller presented proposed changes consisting of verbiage clean up items and actual rule changes. A lengthy discussion centered on changing the rule regarding Directors of CFA having uninterrupted membership for the duration of their property ownership at CFA. This rule was changed last year and Tom Sargent said he regretted approving the change and thought it was too Draconian. After a thorough expression of all viewpoints, Dannie moved to accept all changes as submitted by Tom Miller with one additional change to section 4, item A, to read “Each member of the Board of Directors serves for a term of two (2) years. Larry N seconded. Tom S reminded everyone that any changes to the CFA Bylaws must be approved by all Directors. All Directors voted “yes”. Motion carried.

Item 806- Rules and Regulations – Cyndi Caviness presented a written proposal to ban home based businesses that generate client based foot traffic within CFA and reviewed it in detail. Cyndi stressed that she is not targeting any specific business within CFA and that her proposal would govern businesses in the future. Any existing businesses would be “grandfathered”.

A lengthy discussion ensued touching on rules in other Homeowners’ Associations including Woodrun. Upon conclusion, Larry moved to table this matter pending further study, Dannie seconded, all approved, motion carried.

John asked the Board to discuss alcohol being sold or provided by CFA at Association functions since he’d heard the Entertainment Committee might provide alcohol at the Valentines Day dinner tomorrow.

After discussion it was decided that no action was needed since CFA does not possess a license to sell or distribute alcohol and thus may not legally do so. In other words, alcohol may not be sold or provided at CFA events by the association but members can bring their own as before where specified.

Item 807: Employee Manual Revisions – Dannie moved to accept the revisions as submitted, Cyndi seconded.  Tom M noted the revisions should have today’s date when issued. All voted affirmative, motion carried.

Item 808: Honey Floyd, Clubhouse rental after CFA Annual Meeting on June 6 – Ms. Floyd’s sister was present and indicated this request was no longer needed. Dannie moved to remove the item from the unresolved issues list, Larry seconded, all approved.

Item 809: CFA Website – Tom S noted this item had been discussed several times in recent meetings and wanted the board to define what should be published on the website. After detailed discussion it was decided to include approved meeting minutes, the President’s Report, Calendar of Events, the newsletter, roster of Directors and Officers, and Board Meeting agendas. Cyndi moved to do this, Dolly seconded, all approved. Motion carried. This information will be disseminated to Carol Sargent by Annette Frick.

A secondary discussion ensued concerning making the newsletter available exclusively by email and/or the website. Dannie moved to include a notice in the upcoming newsletter to allow members to opt in to this approach, Dolly seconded, all approved. Motion carried.

Item 810 CFA Resolution – Tom M circulated a written resolution to the Directors for approval and signature which authorizes the employment of Annette Frick as Business Manger, indentifies four authorized signers on CFA Bank Accounts, and sets up online banking. All these items are required by our bank. Dannie moved to approve the resolution, Larry seconded. All approved and signed. Resolution carried.

Item 811: Sarah Smith- Lot 166- Permission to build – Jimmy indicated the request was in order.  Dannie moved to grant approval, Cyndi seconded, all approved. Motion carried.

No Item Number: Larry Neyens reported that new security cameras had been installed in Lake In The Pines along with a modem. CFA needs to purchase a PC and monitor as soon as possible to operate the system. The minimum monitor size is 17 inches. A detailed discussion followed and included the guards’ request that two way communications be established between the gates. Voice Over Internet Protocol (VOIP) was mentioned as a possible solution. Larry Emmert asked if the new PC purchased for use with the TOPS software was being used and was told it was.

Tom S indicated he could select a suitable machine if the security camera provider will give him the specifications. Larry moved to authorize purchase of a PC and monitor (to be specified by Tom Sargent) through the CFA office. Dannie seconded, all approved. Motion carried.

Open Discussion

• John Olmstead reported that he had rented half of the available CFA warehouse space and hoped to rent the remainder within 2-3 months.  Some minor renovations will be required.

• Clay Compere took the floor and questioned the Board at length regarding the departure of Cookie Broadway and several vicious rumors associated with this event. Clay asked if Cookie had been terminated and was told that she had resigned. Tom S went on to say that personnel matters could not be discussed in public per state law and confidentiality practices. Clay also voiced his concern over the increase in fees. He asked the Board who actually has authority to hire and fire within CFA. Tom S explained that the board did. Clay noted that he and many others were saddened to see Ms. Broadway leave. Clay also asked about a recent incident involving a personal watercraft which drifted into CFA territory and noted that neighbors need to help each other and pull together. He asked why CFA Maintenance could not be used to save watercraft in such an instance. The Board replied that our insurance will not cover such an activity by Maintenance staff.

• Brian Kennedy noted that CFA needs people to serve on the Board and that Board decisions have ramifications long after individual Directors leave the Association. He mentioned how the old boat landing was saved from being sold a few years ago and thanked the current Directors for their service.

• Honey Floyd’s sister noted her concern with the increase in fees this year and asked how much input members get with the Board. She went on to say that she was impressed with the attention to detail and thorough examinations of the issues by the board. The Directors responded that they serve the membership and that members have opportunity for plenty of input. Tom S explained meeting protocol and how members may voice their concerns during the open discussion portion of the meeting.  They can also contact Directors and Officers by phone or email.

• In response to a question about the dumpster cats Tom S summarized efforts thus far to address the problem.

• Aldene Mabe reminded the Board that the campground opens in 4 weeks and electrical repairs should be done prior to that. The Directors noted this and will act as money becomes available since this item was budgeted.

Cyndi moved to adjourn the meeting, Dolly seconded, all approved. Motion carried. Meeting adjourned at 9:43 pm.