Carolina Forest

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

Officers present: John Olmstead, Andy King, Noel Nicely

Absent: Tom Miller

Other Attendees: Annette Frick, CFA Business Manager

Larry Neyens called the meeting to order at 7:05 pm.

July Draft Minutes: Larry N noted that Vice President Noel Nicely had been omitted as an attendee from the minutes. Mark moved to approve the minutes with this change, Dannie seconded, all approved. Motion carried.

Treasurer’s Report: There were several questions about the report that only Tom Miller can answer so it was decided to delay discussion until his return.

President’s Report: John presented his written report (attached). Item 3 of his report engendered some discussion concerning marauding four wheelers within CFA and possible remedies.

Committee Reports

Architectural Review Committee: Jimmy Caviness presented his written report.

Campground: Aldene Mabe reported he had obtained one additional estimate on repairing the campground wiring and insulating the bathhouse for possible year round use. This item is on the agenda as an unresolved issue and will be discussed under item 850.

PEC: Included in President’s Report

Entertainment: Michelle King suggested the clubhouse rules be amended to require window cleaning whenever the clubhouse is used. John reported that Annette might hire someone part time to maintain the clubhouse. Michelle asked the board to consider increasing the budget for entertainment next year to $3000 noting that the committee was looking at possible live entertainment for one event. She was on the budget committee for 2009 that recommended decreasing the outlay to $2500 in keeping with the tight budget.

Michelle noted there were four more events remaining in 2009: Labor Day Party, Halloween/Haunted Trail, Breakfast With Santa, and the New Years Eve Party (financed by interested members).

Clubhouse: No report

Legal: No report

Marina: Dannie reiterated his request from last month for the newsletter to include an item on parking and behavior in the marina area. He said there had been four complaints about parking in the lagoon area near the main boat ramp and on the sidewalk leading to the south side of the lagoon. He proposed moving the lagoon rules sign to block access to this area. Mark McLean said he would help Dannie do this. Dannie also noted one more boat slip was available for rent on a pro rata basis.

Newsletter: No report

Roads: No report

Welcome Committee: No report.

Beautification: No report

Website: John and Annette reported they had been unable to contact Carol Sargent despite repeated attempts. The website has not been updated since April. Annette indicated she could take over this task if Carol can give her access. Cyndi Caviness said she would contact Carol since they work in the same place.

Recreational Park: No report

Rules and Regulations: No report.

Unresolved Issues:

Item 834: Credit Cards – this matter is tabled until September since the requestor, Tom Miller, could not attend

Item 838: Sarah Smith, Construction Refund- this item was handled via email per CFA rules and requires mention in an open meeting for record keeping purposes. Dannie moved to grant the refund, Larry Emmert seconded, all approved. Motion carried.

Item 839: 2010 Budget Committee - Larry Neyens named the 2010 Budget Committee: Charlie Satterfield, Dolly Tyndall, Derek Miles, Lois Sutton, and Phil Moody (if needed).

Item 840: Bank Accounts – Larry Emmert moved to remove Dolly Tyndall as an authorized signatory for CFA Bank Accounts and add new Vice President Noel Nicely. Mark seconded, all approved. Motion carried. This authorizes Tom Miller to proceed with bank approval.

Item 841: Tag Numbers – John reported that license tag numbers entering Lake In The Pines (LNP) cannot be read by the guards on our new security cameras. People asked to provide tag numbers in the past have either complained of harassment or given bogus tag numbers. After discussion, Dannie moved that LNP visitors must register at the gatehouse with the guard prior to entry, Larry E seconded, all approved. Motion carried. Linda Steck asked from the floor if this would render the buzzer obsolete and constituted separate unequal treatment of LNP versus CFA. The Board responded that this actually brings LNP in line with CFA where visitor registration is already required plus the LNP gate cannot be actuated remotely without use of the buzzer phone system. They said this approach could be tried and abandoned if it doesn’t work.

Item 842: Mark McLean, Construction Refund Lot 286 – Dannie moved to grant the refund, Cyndi seconded, all approved. Motion carried.

Item 843: CFA Fund Raisers – Dannie Cox asked his fellow Directors how they felt about fundraisers to raise money for the park area. A detailed discussion ensued touching on the pros and cons. Dannie said he was thinking of a Bingo night or raffle. Cyndi said she had a lot of experience with successful fundraising as part of her job and mentioned that clear goals are essential. Mark moved to allow Dannie to form a committee to begin fundraising activities for the Park area, Larry E seconded, all approved. Tom Miller will add a separate line item on the Treasurer’s Report to track these monies.

Item 844: Renters– Larry N suggested this item be tabled until September since it had proved controversial. John said it was moot anyway until a way to enforce existing rules is developed. Mark noted he was told that Twin Harbors fines their members for violations. After brief discussion it was decided to discuss rules enforcement in September. This item will be re-titled “CFA Rules Enforcement”.

Item 845: Construction Vehicles- Jimmy will present his proposed written amendment to the Construction Rules on this matter in September.

Item 846: Ed Weaver Estate, Construction Refund, Lots 191, 192 – Mr. Weaver has passed away and his son has requested refund of the construction deposit to Mr. Weaver’s estate since the property has been sold. Dannie moved to grant the request, Cyndi seconded, all approved. Motion carried.

Item 847: Ed Bates, Lots 191,192, Permission To Build – Mr. Bates requested permission to build and presented his house plans along with a request to use brick pattern poured concrete foundation walls. These are not approved in the CFA Construction Rules but the rules allow an exception with Board approval on a case by case basis. Mr. Bates provided photographs and answered questions. Upon conclusion, Dannie moved to grant the request, Mark seconded, all approved. Motion carried.

Item 848: Days Inn Repairs – John summarized the arrangement with Mike Duncan. Mike Duncan then summarized his repairs to date and asked for $226.01 for materials to finish the interior. After discussion, it was recommended that Mark McLean oversee and approve the work. Mark moved to authorize up to $250 to be spent on materials, Dannie seconded, all approved. Mark will oversee the project and inform the board on progress.

Item 849: Lee Betkowski, Construction Refund–. Jimmy Caviness said he could not approve refund of this deposit until Mr. Betkowski fixes a drainage issue to prevent run off to adjoining properties. He said he had contacted Mr. Betkowski twice to meet with him and resolve this issue without response. A detailed discussion involving possible solutions followed. Cyndi moved to deny this request until the drainage issue is resolved to the satisfaction of the ARC and the Board. Once this is done, Mr. Betkowski can again request a refund. Larry E seconded, all approved. Motion carried.

Item 850: Campground Electrical Repairs–Larry N summarized the second quote from Almond and Barringer on installing two 50 amp panel boxes and replacing the bathhouse lights and wiring. A lengthy discussion rehashing whether the existing underground wiring could handle 50 amp service followed. John was not sure if the wiring could handle this but was assured by Dannie, Larry N, and Aldene that it could. Upon conclusion, Larry E moved to accept the quote from Almond and Barringer and proceed with repairs, Dannie seconded, all approved. Motion carried. John Olmstead will closely monitor the repairs.

Open Discussion

Dannie Cox welcomed two new members to CFA.

Linda Steck complimented the Board on increased pool security and the overall appearance of CFA. She went on to say how popular the Annual Breakfast With Santa event is with children and parents. The Board thanked Ms. Steck for her feedback.

Jimmy Caviness suggested that requirements for the open CFA Maintenance position should include electrical and plumbing experience, and perhaps pool and heavy equipment experience as well. Larry N reported the position had already been advertised and applications were pouring in. He hopes to fill the position by August 25^th. Larry E suggested the Board consider hiring a CFA member for the job since we have many qualified folks who would have personal stakes in doing a solid job. Larry N said he was once in favor of considering this but now thought this approach could have negative consequences if a member were hired and then had to be terminated. He also mentioned that recent history has shown nepotism within CFA is also not a good practice.

John asked Mark to perk test the area near the clubhouse as part of his efforts to perk test the former tennis court area.

John also mentioned that he was re-roofing his boathouse and had all pertinent permits. Since this was not going to involve heavy equipment he wondered if he needed to submit a construction deposit. The Directors indicated this was not necessary.

Dannie moved to adjourn the meeting. Larry E. seconded, all approved. Meeting adjourned at 8:40 pm.