Carolina Forest

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

Officers present: John Olmstead, Noel Nicely, Andy King

Absent: Tom Miller

Other Attendees: Annette Frick, CFA Business Manager

Larry Neyens called the meeting to order at 7:05 pm and thanked everyone for attending. He apologized for the late start noting that an Executive Session held to receive the 2010 Budget Committee’s proposed 2010 budget had just concluded.

September Draft Minutes: Annette noted one change: she added the sentence “Due to legal reasons, Bingo was cancelled” in the portion announcing the Bingo night. Dannie moved to approve the minutes with this change, Mark seconded, all approved. Motion carried.

Treasurer’s Report: After brief discussion, Mark moved to accept the report, Cyndi seconded, all approved.

President’s Report: John announced that he had taken over the CFA Presidency ten years ago from Lib Warner who was in her last hours of life as of this meeting. John then presented his written report (attached). Larry N mentioned he had talked to the security camera company about using TWC fiber optic cables if installed and they were not enthused. It was mentioned that they might have a deal with Embarq or some other TWC competitor. In response to a question, John indicated that REMC had pulled the tree company for a higher priority job elsewhere before he had an opportunity to ride with the supervisor and discuss roadside clearing.

Committee Reports

Architectural Review Committee: Jimmy Caviness presented his written report noting that the concrete company from Mr. Arnold’s driveway project had cleaned their truck in the ditch across the street. Jimmy suggested that Security remind all concrete trucks not to clean their truck chutes on CFA property. He said he could not approve Mr., Arnold’s refund until the spilled concrete is cleaned up and the road washed. Mark indicated he would add an item to the Construction Policy to cover concrete trucks.

Campground: Aldene Mabe thanked everyone involved with the recent campground upgrades and a brief discussion ensued regarding future options in the campground. Heaters may be installed in the bathhouse in the future to allow the campground to be open year round with monthly charges increased to cover this. This item has not been formally discussed or approved by the Board. Dannie asked Aldene to conduct a straw poll of campground users to see if they would be willing to pay full rental during the winter if the facilities are upgraded to allow year round use. If they’re not there really is no point in spending the money in his opinion. Annette said she could provide contact info for Aldene and he agreed to the request.

PEC: Included in President’s Report

Entertainment: Michelle King announced that flyers had been posted for the Halloween Party. She also noted that the plans for the Oyster Roast/Shrimp Boil were proceeding apace and a band had been booked. She said any money left over would be donated to the Parks and Recreation Fund.

Clubhouse: It was reported that there had been only one rental since last meeting and that a contract cleaning person had been found.

Legal: No report

Marina: Dannie thanked Andy for including the blurb on marina etiquette and courtesy in the newsletter as he had requested. Noel noted that the posts near the main ramp were having the desired effect and golf carts still had access onto that side of the marina.

Newsletter: Andy reported that the last issue of the newsletter would be ready to publish soon and noted this would be the last full print edition. Going forward the newsletter will be posted on the website and emailed to those members providing an email address. A few hard copies will be available at the office but those desiring mailed hard copies will have to request this from the office. The Budget Committee projects this could save CFA up to $2000 per year. Andy will include an item in the newsletter explaining this.

Roads: Dannie reported that a speed bump in Lake in The Pines (LnP) had been destroyed and if this was done on purpose that he was offended. Dorothy Lee said from the floor that this speed bump had been loose for some time and could have just finally broken. A brief discussion on the merits and use of speed bumps followed and concluded with Dannie’s estimate that it would cost $300 to install a new one and $500 to repair an existing one.

Welcome Committee: No report.

Beautification: A question was asked as to who erects fall scenes at the entranceways. Michelle said maintenance typically does. Dannie said Wanda could touch this up.

Website: It was noted that the website still has not been updated and Carol Sargent has not provided Wanda with access so she can update. Cyndi said she’d ask Carol again to do this.

Recreational Park: Dannie commented that Tom Miller seemed reluctant to create a separate line item on the ledger for the Park saying there was no money yet available. Dannie disagreed saying that $100 had been cleared from the sale of the steel from the old tennis courts. He went on to say he’d match this amount personally if necessary to create the fund.

Rules and Regulations: See Unresolved Issues.

Unresolved Issues:

Item 844: Rules Enforcement and Fines– Noel Nicely announced he would chair the newly formed Improved Living Committee. Noel said there were 8 people signed up for the committee in addition to himself and Director Cyndi Caviness. Noel said the committee would analyze CFA rules, itemize and prioritize them and recommend suitable penalties for violation to the Board. The primary result will be penalties that are enforceable. The committee will also focus on clean up of areas where owners are not doing this. Noel said he really felt badly for conscientious LnP residents since there are many rundown dwellings there and wants to focus on these first. Noel said he will keep the Board posted on progress.

Item 857: Campground Spending–Larry N announced that an additional $3000 in upgrade expenditures for the campground bathhouse had been approved in Executive Session on 10/2. The vote was 3-1 in favor with Mark, Larry N, and Larry E voting in favor, and Cyndi voting against. Dannie Cox was not present at that meeting.

Item 858: Storage Area – Dannie reported there are some issues with the storage area. He was concerned that the area was once again accumulating junk and people were not following the rules and asked for input. A lengthy discussion ensued. It was finally pointed out that all the issues discussed had been addressed in the recent revision of the rules and these rules merely needed to be reiterated and enforced. Andy was directed to put an item in the newsletter addressing this.

Item 859: Everette Arnold – Construction Deposit Refund – Jimmy said he could not approve the refund until the spilled concrete and road in front of Mr. Arnold’s house have been cleaned up. He had spoken with Mr. Arnold and was sure this would happen next week. Mark moved to approve the refund contingent upon the specified clean up, Dannie seconded, all approved. Motion carried.

Item 860: Fence at Main Gate – Larry N asked for additional money to finish replacing the fence on the left side of the entryway. Dannie moved to approve up to $500, Larry E seconded, all approved.

Open Discussion

Noel announced the first meeting of the Improved Living Committee for next Friday, October 16, at 6 pm in the clubhouse.

Norma Jean Redmon asked the Board why LnP guests were now required to register with the office and why this was not well communicated to the residents of LnP. A very lengthy and sometimes heated free form discussion followed touching on uniformity of visitation rules, security cameras, speeding, speed bumps, rental units, distrust of the Board, and gate vandalism.

Dannie moved to adjourn the meeting. Mark seconded, all approved. Meeting adjourned at 8:41 pm.