Board Members present: Larry Neyens (Chair), Cyndi Caviness, Dannie Cox, Mark McLean

Absent:  Larry Emmert

Officers present: John Olmstead, Tom Miller, Andy King

Absent:  Noel Nicely

Other Attendees:  Annette Frick, CFA Business Manager

Larry Neyens called the meeting to order at 7:00 pm.

January Draft Minutes:  Mark moved to approve the minutes with one recommended change noted by Annette, Cyndi seconded, all approved.  Motion carried.

December 2009 Treasurer’s Report:   Tom M reported that CFA received $3700 more than budgeted income for 2009 and that operating expenses were $24K under budget due mainly to unforeseen personnel changes and this was a one time confluence of events.  Capital expenditures were $15K over budget.  CFA ended the year with $15K left in checking, $38K in money market funds, and $11K in capital spending.

After a brief question and answer period Mark moved to approve the report, Dannie seconded.  All approved.  Motion carried.

January 2010 Treasurer’s Report:  Tom M reported that receipts were good so far with no real trends manifesting yet.  CFA ended the year with $64K in cash.  Since roughly $30K is needed to cover outstanding checks, Tom said he moved the remaining $34k to the capital spending account.  John O asked where the expense for DSL to operate the security cameras was located in the report.  Tom indicated it was in rolled into telephone expense and he would try to break it out quarterly henceforth.  Mark moved to approve the report, Dannie seconded, all approved.  Motion carried.

President’s Report:  John presented his written report.  (See attached.)

Committee Reports

 Architectural Review Committee:  Cyndi presented Jimmy’s written report.  A brief discussion on abandoned building sites took place.  It was noted that county building permits never expire after the first inspection occurs.

Campground:  Aldene Mabe noted that the new electrical boxes had been installed and thanked the Board.  The bathhouse interior is finished and Larry N said it would be up to campground volunteers to finish the exterior.  A brief discussion occurred on how to heat the bathhouse in winter.

Terry Hailey noted that two pine trees were leaning toward the bathhouse and could potentially fall on it.  He asked the Board to investigate removal by either CFA Maintenance or professionals.  Terry also asked if the clubhouse bathrooms were open again after recent vandalism.  John O reported they were and he had identified the person responsible for the vandalism.

Terry asked Dannie Cox to consider repairs to the roads in the campground since they are in bad shape and haven’t been touched in years.  Dannie said many roads in CFA were deteriorating fast and he’ll take a look.  He indicated he would discuss this in the open discussion portion of this meeting.

PEC:  John reported that Alcoa had shut off all boat access in the lake above Tillery and that a lot of mud was being flushed downstream from High Rock Lake.  Recent weather has caused area lakes to fill up fast with High Rock being full for the first time in years.

Entertainment:  Mark reminded everyone that the annual Valentines Day dinner is tomorrow.

Clubhouse:  No report

Legal:  Tom M reported that the use of the collection agency last year was a good idea and had netted CFA around $25K in delinquent fees owed.  Many of the larger unpaid accounts remain uncollected.  Tom also noted that 16 lots are in the names of deceased owners presenting some difficult collection issues.

Marina:  Dannie reported that marina activity would ramp up with warm weather around the corner and he would secure estimates for running electricity to the marina area at the request of several members. 

Newsletter:  No report.

Roads:   Dannie asked for action by the Board on his previous proposal for 2010 road repairs and paving.  He noted that some details would need to be tweaked and finalized but needed direction from the Board on how to proceed.  Mark said he wanted to examine damaged roads further and noted that Larry Emmert had expressed several concerns and made proposals he thought should be heard. Larry E was unable to attend this meeting because he was called to work due to the impending snow storm.

Wanda Cox showed the Directors digital photos on her laptop of damaged roads taken earlier today.  Mark insisted he wanted to see them in person and thought all Directors should agree on road fund expenditures.  Larry N countered by saying the Roads Committee Chair should have the authority to propose repairs and funding or the job was meaningless.

The Board discussed Larry E’s concerns and other issues.  Dannie’s proposal includes paving:

Gates Ct.         $17,300

Raleigh Ct.      $16,300

Point Oval       $17,000

Chinkapin        $17,500

Suwanee          $14,700

Total               $82,800           (2010 Budget)

Dannie also proposed that we borrow from the 2011 Road Budget and pave the following:

Tamarind/partial:         $30,000

Ridgeline:                    $29,800

Crystal Ct.:                  $18,500

Total:                          $78,300

That would be a grand total of $161,100

Upon conclusion of discussion Larry N move to accept the proposal as submitted, Dannie seconded.  Cyndi, Larry N, and Dannie voted “yes”.  Mark abstained.  Motion carried 3-0.

Welcome Committee:  No report.

Beautification:  No report.

Website:   Wanda Cox reported the domain name was renewed for two years for $17.95 and that server space costs about $179/yr for a total operating cost for the website and just under $200 per year.

Recreational Park:  Dannie reported the committee now had $812.70 in the budget and he hopes to have estimates on the cost of building the pavilion by next meeting.

Community Upkeep and Safety:  No report

Unresolved Issues:.

Item 872:  Linda Carlucci construction deposit refund – No change.  The property is now in Ms. Carlucci’s father’s name.  This item will be removed from this list and may be resubmitted by the owner once compliance with previous requests occurs.

Item 875:  David Nowakowski – Lot #118 – Permission to build house, main floor sq footage does not meet CFA building requirements - Mr. Nowakowski was present and indicated he had not come up with a new plan yet.

Item 878:  Security Cameras -    Larry N requested that the Board authorize installation of the next two phases of security cameras as previously outlined.  He noted that some costs had changed and presented detailed quotes using both DSL lines and Fiber Optic lines.  Use of DSL would result in a monthly charge of $140 for line rental for the life of the system. According to John O, use of fiber optic lines would not incur any monthly charges based on the contract signed with TWC.

Larry N is concerned about further vandalism to the clubhouse and wants to move with haste.  Others disagreed and a lengthy discussion followed.  Upon conclusion it was decided to table this matter until March to gather more info about system compatibility with optical fiber and possible conversion scenarios from one system to another in the future. 

Item 879:  Clubhouse Policies – Tom Miller summarized in detail his proposal for streamlining and delineating the rules for clubhouse usage and rental.  He noted the rules were not really changed but he was cleaning up the format for clarity.  A few changes were suggested and Mark moved to accept the proposal with these changes, Dannie seconded, thanking Tom for his efforts. All approved.  Motion carried.

Item 880:  Phil and Barbara Moody, Lot 216 – Request to build a garage – Dannie moved to approve the request since Jimmy had approved. Mark seconded, all approved.  Motion carried.

Item 881:  Mark McLean, Lot 286 – permission to build – Jimmy C has approved the plans.  Dannie moved to approve the request contingent on compliance with all CFA Construction Rules and receipt of deposit, Larry N seconded.  Larry N, Dannie, and Cyndi voted yes.  Mark abstained.  Motion carried 3-0.

Item 882:  Clubhouse Restroom Repairs – Larry N asked the board for recommendations on how to renovate the downstairs clubhouse bathrooms.  John summarized previous efforts on repair and a lengthy discussion ensued.  Based on recommendation by Cyndi, it was decided that Annette will solicit professionals to make recommendations and submit quotes before any action is taken.

Open Discussion

• Tom Miller asked the Board for guidance on how to handle issuing CFA window stickers to those on payment plans.  Several options and scenarios were discussed including multiple sticker colors and numbered stickers.  Finally, Larry N moved to issue stickers to those on payment plans who had not defaulted on payments in the previous year.  Cyndi seconded, all approved.  Motion carried.

 Cyndi moved to adjourn, Dannie seconded, all approved.  Meeting adjourned at 8:50 pm.