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

Absent:  Larry Emmert

Officers present: John Olmstead, Tom Miller, Noel Nicely, Andy King

Larry Neyens called the meeting to order at 7:00 pm and noted this meeting had been re-scheduled from 12/11 to allow time for 2010 billing to be mailed after budget approval.

November Draft Minutes:  Cyndi moved to approve the minutes with recommended changes, Dannie seconded, all approved.  Motion carried.

Treasurer’s Report:   Tom M indicated he would have a report ready by Monday.

President’s Report:  John presented his written report.

Committee Reports

Architectural Review Committee:  Cyndi presented Jimmy’s written report.

Campground:  No report

PEC:  No report 

Entertainment:  Michelle announced that 40 children had signed up for the Breakfast With Santa and hopes he gets enough sleep tonight.  She also announced the New Year’s Eve Party will be held at the clubhouse on 12/31 from 9 pm – 1 am.  The same band that performed at the recent Oyster Roast will perform.  Dannie Cox and Larry Neyens thanked Michelle and the committee for a great job with the Oyster Roast.

Clubhouse:  No report

Legal:  No report

Marina:  No report. 

Newsletter:  No report.

Roads:   Dannie reported he would have proposals for 2010 by the next meeting.

Welcome Committee:  No report.

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

Website:   No report

Recreational Park:  Dannie reported that a few more donations had been received as well as proceeds from the Oyster Roast.

Community Upkeep and Safety:  Noel Nicely presented the committee report with recommendations to the Board noting they had met with Tom Miller regarding potential legal issues.  Noel noted they had contacted Scott Carpenter with Montgomery County and essentially the county has sufficient rules and regulations in place but will not enforce them.  Noel pledged that he and the committee would exert whatever pressure was necessary to get the county to enforce the rules. 

A lengthy discussion followed including topics on renter responsibilities, untidy yards, junk visible in yards, removal of abandoned vehicles and stray dogs.  Glenn McNeil noted that the county has an ordinance against dogs running loose, and that he intends to capture any stray animals he sees and turn them over to Animal Control.  John Olmstead reported that Woodrun has a serious problem with stray dogs running loose and Detective Pete Blue, a Woodrun Director, told the membership to call 911 each time to spur action.

Unresolved Issues:

Proposed 2010 Budget:  Mark moved to approve the proposed budget, Cyndi seconded, all approved.  Motion carried.

Item 863:  Lot 862 – Archie Craven – The Board decided there was still not enough information about this request to render a decision. The matter is tabled until January.

Item 869:  Replace Office Copier – Tom Miller reviewed his request to purchase a new office copier in detail.  After discussion and verification that funds are available for the purchase, Dannie moved to approve the purchase, Mark seconded, all approved.  Motion carried.

Open Discussion

• Jordan Lawson, owner of lot 106, asked the Board to reclassify his lot from an “A” lot to a “B” lot to enable him to build on it.  He further requested pre-approval of construction and approval to combine lot 106 with the adjoining lot 105 which he might purchase.  He explained the lot is very steep requiring careful planning of construction.  A lengthy discussion followed.  Mr. Lawson produced a copy of the revised CFA Construction Guidelines dated November, 2009 which omitted the previous minimum footprint requirements.  A review of the record revealed this version had not been passed and was issued erroneously by the Office.  Tom Miller apologized to Mr. Lawson for this error and discussion resumed.  Upon conclusion the Board thanked Mr. Lawson for his questions and asked him to contact the ARC and follow the established CFA process for construction approval.  Procedure for combining lots was also explained to him.

• John asked the Board to consider holiday bonuses for the three CFA employees and recommended a monetary amount.  Past practice was summarized and a detailed discussion followed.  Glenn McNeil spoke up saying he felt the Board should follow and enforce established rules.  A brief and rancorous exchange occurred between Glenn and Larry N prompting Glenn to exclaim that he had been at CFA from the beginning, had served on the Board, delivered mail to CFA, and had a right to speak.  He reiterated his assertion that the rules need to be followed.

• Todd Morton said he agrees that the rule need to be followed and told the Board they needs to be respectful to the membership and they have a right to voice opinions.  He then asked about an Executive Session held October 2 and read from the minutes of that meeting.  It was determined these minutes were issued publicly in error since executive sessions are confidential.  Todd pressed on saying the point was moot since they had been released he thought the contents were cause for concern and asked for an explanation.

 Larry N explained the matter had been dealt with and there was no illegal intent. He went  on to say that he would resign if folks felt like he was not doing his job.   A lengthy discussion followed.  Finally, Dannie Cox said as far as he was concerned, the discussion was not productive and this meeting was over.  He said that all the Directors and Officers are volunteers doing a thankless job and we’re all friend and neighbors working for the good of CFA because we all love this place.  Dannie noted there would be several vacancies on the Board next spring and invited interested parties to step up and      run.

• Roger Morton mentioned that he had shown visitors the pool area and bath house earlier this year and was ashamed at the condition of the pool bath house.  He asked why it was not prioritized and the campground bath house was.  Tom Miller asked if he would like to serve on the next Budget Committee.  Discussion then ceased.

• Glenn McNeil commented that everybody in the room had volunteered at one time or another on behalf of CFA but reiterated that the membership is concerned, watching, and our rules need to be followed.

• Franklin Meyers said he owned lots 999 and 1000 and wanted to build on them.  There is a dilapidated, uncompleted house across the street and he wondered how long one has to complete a dwelling once construction starts.  John replied that CFA has a rule stating the exterior must be complete within 12 months and the matter is being studied further.

• Tom Miller requested the Directors and Officers remain for a short Executive Session after this meeting to discuss a personnel matter.

Dannie moved to adjourn, Mark seconded, all approved.  Meeting adjourned at 8:25 pm.