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

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 7:01 pm and noted this meeting had been re-scheduled from 11/13 to allow time for the Board to deliberate on the 2010 proposed budget.

October Draft Minutes:  Two changes were noted:  Dorothy Bell is really Dorothy Lee and the word “are” is missing from one sentence.  Dannie moved to accept the minutes with these changes, Mark seconded, all approved.  Motion carried.

Treasurer’s Report:   Tom Miller reported he had added a column for favorable/unfavorable performance against budget since this item becomes meaningful at this point in the year.  He went on to note that he had added a line item on page 2 for non-recurring revenue (past due collections net of attorney fees).  Tom M said that it appears CFA will have a $16K surplus in capital funds by year end for the first time in the ten years he’s been Treasurer.  Larry N speculated that this was likely due to the Board’s decision to raise annual fees in 2009 and thanked his fellow Directors for their courage in making this tough decision.  Tom M also noted that Parks and Recreation now has a line item as well.

Mark moved to accept the report, Cyndi seconded, all approved.  Motion carried. 

President’s Report:  John presented his written report noting that the fee for the recycling dumpster would be roughly $150 per month.

Committee Reports

Architectural Review Committee:  Cyndi presented Jimmy’s written report commenting that many of these projects had been going on for years and that construction deposits for completed projects were still being retained by CFA since some owners had not requested refunds.  A brief discussion ensued concerning whether to apply a time limit for construction deposits.

Campground:  Aldene Mabe had nothing to report but thanked the Board again for the upgrades.  Larry N summarized progress to date.  Darlene Clark thanked the Board for the upgrades as well but wondered why both side of the bathhouse are not usable.  She asked if CFA Maintenance

could assist with the upgrades.  Larry N said that Mike Duncan had run into several unanticipated problems which delayed completion and that since this was a contracted job CFA Maintenance could not assist.  He apologized for the inconvenience.

PEC:  Included in President’s Report 

Entertainment:  Mark McLean reported on behalf of Michelle King.  The CFA Halloween Festivities were very successful with 6 rides going through the Haunted Trail this year.  Several people commented this was the one of the best Haunted Trails ever.

The Oyster Roast planned for tomorrow already has 100 people registered with 10 bushels of oysters to be served.  Event begins at 4 pm.

Ladies Social is 11/14 at the Clubhouse

Breakfast With Santa is 12/5.

The Board thanked Michelle for doing a great job with the Halloween Festivities.

Clubhouse:  No report

Legal:  No report

Marina:  No report.  Annette noted that she had rented 2 more slips for the remainder of this year with commitments to renew in 2010.

Newsletter:  No report.

Roads:   No report

Welcome Committee:  No report.

Beautification:  Dannie Cox thanked Michelle King on behalf of Wanda Cox for her assistance in setting up scenes at both entrances.

Website:   Carol Sargent supplied password access to Annette and Wanda Cox.

Recreational Park:  Dannie thanked Darlene Clark for her donation to the parks fund and noted that there is now a line item on the Treasurer’s Report for Parks and Recreation.

Rules and Regulations:  No report

Community Upkeep and Safety:  See Item 868

Item 861:  2010 Budget Mailing– the Board approved the mailing of the CFA 2010 proposed budget by acclamation.

Item 862:  Lot 806 Improved Lot– After brief discussion Cyndi moved to bill this lot as improved effective 1/1/10.  Dannie seconded, all approved.  Motion carried.

Item 863:  Lot 862 Archie Craven – After discussion the Board decided more information on the building specifications and planned location on the lot is needed to render an informed decision.  This item is tabled until the December meeting.

Item 864:  Newsletter – Tom M asked the board to reconsider the October decision to stop mailing the newsletter except by request.  He stated that CFA would only save about $800 per year in postage best case, that an acceptable transmission format needs to be devised, that many people cannot open email attachments, and that this step might unnecessarily alienate the membership.  A lengthy discussion ensued touching on possible bulk rate postage rates and revealing that CFA only has about 30 member email addresses so far.  Upon conclusion the Board decided to accept Tom’s recommendation and continue distribution as before with some type of obvious notice in the next mailing alerting folks that we’ll stop mailing unless told otherwise.

Item 865:  Construction Policy Revisions – Mark proposed four changes to the policy concerning minimum floor requirements, garages/outbuildings, setbacks from PEC high water marks to comply with county regulations, and designation of the old boat landing area for overnight parking of construction vehicles and equipment. 

A lengthy discussion followed touching on all aspects of the proposed changes.  Mark decided to remove the recommended change on floor requirements for now since it is somewhat controversial and agreed to change the verbiage from “high water mark” to “PEC Lease Line”.  Andy King pointed out that the change regarding the old boat landing was directly related to Item 867 and the Board might want to address that item prior to voting on this one.  They agreed, handling items 866 and 867 before voting on item 865.  After completion of those items, Mark moved to approve the changes to garages, PEC lease lines, and parking in the old boat landing.  Larry E seconded, all approved.  Motion carried.

Item 866:  Campground Rules Revisions- Mark proposed changing the Days Inn weekly rental rate from $25 to $50 and changing Rule #4.  After considerable debate and discussion, Mark moved to change the rules to omit the word “Assigned” from the first portion, add the rental rates for the Temporary Campsite, and change item 4 to read “Only one campsite (with water and electric) per member is allowed.  This does not apply to the Days Inn and the tent campsites.”  Larry E seconded, all approved.  Motion carried.

Item 867:  Beth Blackman Concerns -   Beth and Anthony Blackman reiterated their concerns about storage at the old boat landing previously communicated to the Board by email.  The Blackmans live immediately adjacent to the old boat landing.  They’re concerned that the old boat landing will turn into a junkyard similar to the CFA Storage Area (before the recent renovation) if it is used as overflow storage.  The Board clarified that the intent was to use the area for construction equipment storage on a temporary basis to provide an alternative to parking on lots or in CFA roadways.  A lengthy and cordial discussion followed with the Board.  The Directors assured the Blackmans they would not allow the area to turn into a junkyard and even proposed some type of plant barrier to block view of the parking area.  Upon conclusion of discussion Cyndi said she would put this item before the Community Upkeep & Safety Committee for action.  Discussion then returned to item 865 for the motion and vote.

Item 868:  Community Upkeep & Safety Committee Review – Cyndi presented a proposal from the committee in Noel’s absence regarding home and lot maintenance within CFA.  She explained that the committee would be making more than one recommendation in the future to the Board but felt this item merited presentation by itself.  A detailed discussion ensued which included several legal concerns as well as what punitive measures the committee should pursue.  Tom Miller suggested that CFA’s attorney review the committee’s recommendation and it was decided Tom would attend the next meeting to gather additional questions from the committee to be answered by our attorney.

Item Not on Agenda #1 – John asked the Board to consider a late breaking request to approve construction of a home by Mike Bigham handed to him during this meeting.  Mr. Bigham asked for approval to build a house contingent upon his purchase of a lot from Larry Emmert, issuance of a building permit, remittance of CFA construction deposit, and compliance with CFA Construction Policy as judged by Jimmy Caviness.  After discussion Dannie moved to grant the request contingent upon compliance with the listed stipulations, Mark seconded.  Larry Emmert recused himself from the vote since he is selling the lot to Mr. Bigham.  All other voted yes, motion carried.

Item Not on Agenda # 2 – Clubhouse Rental Fees and Cleaning Deposits for 2010 – The Board decided to discuss this issue in open session after meeting in executive session prior to this meeting to review the proposed 2010 budget.  A lengthy and confusing discussion followed which included several failed motions and ultimate resolution.  Here’s the gist of what transpired:

The Board wished to discuss whether to continue the practice of one free clubhouse rental for members in good standing in 2010.  This was originally intended as a one time only benefit in 2009 to offset the increase in annual fees.  The Board also wanted to establish a reasonable cleaning deposit since CFA is now paying a contractor $75 per month to clean the clubhouse.

Discussion initially became mired in disagreement over terminology regarding the rental fee and the cleaning deposit.  Discussion then progressed.

First Motion – Mark moved to set the cleaning deposit at $100 with $75 of this refundable if the clubhouse is cleaned to established standards by the renter and $25 going to cover outside cleaning.  Larry E seconded.  Subsequent discussion showed a desire to amend the motion but since it was made and seconded, a vote had to be taken.  Mark voted yes, all others voted no.  Motion failed 4-1.

Second Motion – Cyndi moved that the rental fee be waived for members paying all fees billed on all lots owned by the due date with a cleaning deposit of $100.  $25 of that deposit will be retained for outside cleaning and $75 refunded if the clubhouse is properly cleaned by the member.  This is a one time allowance.  Mark seconded the motion.  All voted yes.  Motion carried.

Third Motion – Mark moved to increase the cleaning deposit for paid rentals in 2010 to $100 with $25 retained and $75 refundable if properly cleaned.  Larry E seconded.  During discussion it was brought out that this was not fair to paying renters.  Mark indicated he wanted to retract the motion but again, since the motion was made and seconded, a vote had to be made.  Larry E and Mark voted yes, Larry N, Cyndi, and Dannie voted no.  Motion failed 3-2.

Fourth Motion - Mark moved to increase the cleaning deposit for paid rentals to $100 in 2010 which is fully refundable if the clubhouse is properly cleaned according to CFA rules.  Cyndi seconded, all approved.  Motion carried.

Item Not on Agenda #3 – Tom Miller asked the Board to change the December meeting from 12/11 to 12/4 to allow sufficient time for billings to be mailed after the final 2010 budget is approved.  Larry E indicated he could not attend on 12/4 but did not object to changing the meeting date.  All other Directors agreed to the change by acclamation.

Open Discussion

• Howard White asked the Board if they would grant him dumpster access and allow Security to let in his guests.  Larry Neyens replied that since Mr. White is not currently a member in good standing because litigation is still ongoing between Mr. White and CFA the Board could not respond to his requests until the litigation is settled.

Cyndi moved to adjourn the meeting.  Dannie seconded, all approved.  Meeting adjourned at 9:25 pm.