Board Members present: Larry Neyens (Chair), Cyndi Caviness, Larry Emmert, Dannie Cox (arrived at 7:25),

Absent:  Mark McLean

Officers present: John Olmstead, Tom Miller, Andy King

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

March Draft Minutes:  Larry E. moved to approve the minutes with recommended changes, Larry N seconded, all approved.  Motion carried.

March Treasurer’s Report:  Tom M reported the rate of collection is even with last year. Cyndi moved to approve the report, Larry E 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 and noted that two new construction projects would be added if approved tonight. 

Campground:  Aldene Mabe asked that CFA Maintenance clean the campground bathrooms once per week during the season.  Larry N said the campers should help clean.  Aldene replied that they do so already.  Aldene went on to say that any available campsites should be rented quickly since there is a waiting list.  He said that delays cost CFA revenue.

John commented that the campground had used 1100 gallons of water in the week just ended and had used 700 the week before.  A leak was found that week and repaired.  Aldene and Terry Hailey replied that there is obviously an undiscovered leak somewhere.

PEC:  No report

Entertainment:  No report

Clubhouse:  Sheena Walker noted that the lady hired to clean the clubhouse is doing a great job.

Legal:  Tom M reported that he was ready to send new non-payers to the collection agency and asked the Board to rule on this.  After brief discussion Larry N moved to send these accounts to collection as soon as possible.  Cyndi seconded, all approved.  Motion carried.

Marina:  No report.

Newsletter:  No report.

Roads:   No report

Welcome Committee:  No report.

Beautification:  No report.

Website:   No report

Recreational Park:  No report

Home and Lot Maintenance:  Cyndi Caviness will take over as Chair of this committee and reported that she will contact the members to restart.  Any member in good standing is welcome to join.  Sheena asked what the purpose of the committee was and Tom M clarified for her.

Unresolved Issues:

Item 886:  Fence at Clubhouse – This item was proposed by Larry Emmert during the open discussion portion of the March meeting.  Larry E stated he wanted to remove the item since adequate materials are already here.  Larry N said he thought the item should remain and was intended for vinyl fencing with a volunteer work day.  A discussion on the fencing specifications ensued with input from the floor.  Aldene interjected that his brother is in the fencing business and might be able to provide a better quote.

Further discussion followed and Dannie Cox joined the meeting at 7:25 pm.  Larry N decided to continue this item until May to gather information on possible volunteer work days and obtain an additional quote.

Item 887:  Emerald Mountain Enterprises, Combine Lots 350 and 351 – Septic is on one lot and the house is on the other.  Dannie said this appears cut and dried and moved to approve the lot combination.  Cyndi seconded, all approved.  Motion carried.  Lots will be combined effective January 1, 2011.

Item 888:  CMH, Lots 907, 908, 909, Construction Deposit Refund – After brief discussion, and noting that Jimmy had approved, Dannie moved to grant the refund, Cyndi seconded, all approved.  Motion carried.

Item 889:  Jathen Lee, Lot 608, Construction Deposit Refund – Jimmy had approved.  Cyndi moved to grant the refund, Dannie seconded, all approved.  Motion carried.

Item 890:  Marty Lyons, Lots 166, 167, Permission to build garage – Jimmy had approved.  Dannie moved to approve the build contingent on receipt of all paperwork and deposit, Cyndi seconded, all approved.  Motion carried.

Item 891:  Electrical at Marina - Dannie reported that all the members who had requested this had surrendered their boat slips and noted he was leery of running electricity to the marina for safety and cost reasons.  A detailed discussion ensued.  Don Grady suggested that empty conduit be trenched in when the trenching is done for the security cameras in case electrical is considered again in the future.  He noted this approach provides an easy inexpensive fix for adding lines later.

Dannie moved to remove this item for now, Cyndi seconded, all approved.  Motion carried.

Item 892:  New Signage – John summarized his efforts to install new signs at the entrance to Lake in the Pines and the CFA Office.  He informed the Board that he had accidentally erred in approving the bid for this.  Instead of $810 the final cost would be $1430 which is well above the President’s approval limit.  He asked the Board if they wished to cancel the order or approve the new amount which was still far less than the only other bid.  The Board noted that John was trying to act in the best interests of CFA and that error was not intentional.  Larry N moved to proceed with the project at $1430, Dannie seconded, all approved.

Item 893:  Back Flow Prevention – John summarized his efforts (including technical data) to date to install a backflow preventer on the CFA pool and the current condition of the septic system tank lid at the clubhouse.  The back flow preventer is required by Federal law, state plumbing standards, and Carolina Water.  John recommended that the Board approve up to $500 to move the clubhouse water meter, up to $2000 to install the mandated backflow preventer, pressure reducer valve, and approximately $2000 to repair the existing septic tank.

After a lengthy discussion Dannie asked Tom Miller if CFA has the funds to do this.  Tom replied that we did.  Dannie moved to authorize up to $2500 to install the backflow meter, pressure reducer valve and to move the meter plus up to $2000 to repair the septic tank and lid.  Larry E seconded.  All approved.  Motion carried.

Item 894:  Lots 878, 1106 – Randall Gibson – Mr. Gibson installed septic systems on both properties without following the CFA and Construction Policy.  Larry N said he had spoken with Mr. Gibson about the matter at length on Tuesday and felt this was a misunderstanding.  Road damage did occur during construction but this road was in bad shape anyway.  A lengthy discussion followed concerning how to handle this violation.  Cyndi was very concerned that the rules were not followed and felt that the Board could set a dangerous precedent if no action was taken.  Dannie moved that Mr. Gibson be required to submit a $1500 construction deposit, meet CFA Construction guidelines for driveways and culverts, and then be allowed to apply for refund of the deposit.  Cyndi seconded.

Larry N asked if there was any further discussion.  At this point Larry E called for a Point of Order saying he was completely against these proceedings because CFA Bylaws are not valid in his opinion.  Both Larry N and Cyndi asked him to explain and he did not.  Larry N said Larry E was out of order and called the question.  Larry N, Cyndi, and Dannie voted yes, Larry E abstained.  Motion carried 3-0.  Both these lots will be billed as improved lots per CFA rules effective January 1, 2011.

Open Discussion

• John summarized the types of floor coatings available for the clubhouse pool bathroom floors and handed out written summations with color samples.  He recommended the Board consider the non skid coating.  The contractor who stripped the floor can do the work and desires to purchase a lot and rent a boat slip at CFA.

 After a lengthy discussion, Larry moved to accept the bid for $6627 to install the non skid       coating, color # Q28-21, Cyndi seconded.  Larry N asked if there was any further   discussion.  Larry E said this motion, if approved, would bring the total spent on the floors   to over $8000 which he felt was excessive.  Larry N called the question.  Larry N, Cyndi, and Dannie voted yes, Larry E voted no.  Motion carried 3-1.

• Tom Miller reported that the estate of a deceased owner wanted to return lot 583 to CFA.  All fees are current and paid in full.  CFA past practice allows this.  The lot was recently tested and does not perk.  Larry E moved to take back the lot, Dannie seconded, all approved.  Motion carried.

• Mike Rood asked if CFA had a procedure for obtaining multiple bids for projects.  Larry N replied that CFA typically gets 2-3 bids.  John noted that in some cases we do not since it is difficult to obtain multiple bids.

• Kathy Trotter asked when she might get a response on her letter from last meeting.  Cyndi said she had responded by email but would discuss this with Kathy off line.  Dannie said he had been out of town and needed time to further review the letter.  John said we’d like to have Kathy on the Board and asked her to consider running.  Larry N suggested Kathy join the Home and Lot Maintenance Committee.  The Board thanked Kathy for her positive suggestions and input.

 Linda Carlucci joined the discussion and a lengthy discussion concerning Lake In The Pines occurred.  Linda and Kathy suggested that the Board hold some meetings in Lake in The Pines to make folks there feel more a part of CFA saying that Lake in the Pines residents felt like second class citizens that are not part of the community.  Dannie said  this was unfortunate and he had never viewed Lake in the Pines like that. Vandalism and  burglaries are on the increase and the county refuses to condemn dilapidated dwellings.   Both Kathy and Linda have contacted county officials without success.  The Board  summarized some of their efforts to date.

• Don Grady reiterated his request that CFA trench in conduit when laying the cable for the security cameras. 

Cyndi moved to adjourn, Dannie seconded, all approved.  Meeting adjourned at 9:00 pm.