CASCADEL WOODS PROPERTY OWNERS ASSOCIATION
BOARD OF DIRECTORS - Special Meeting
November 22, 2003

(Approved January 10, 2004)

A special meeting of the CWPOA board was held on Saturday November 22, 2003 at the Cascadel Clubhouse. A quorum of directors was present including Mark Stamas, Steve Sims, Bob Begley, Ann Kennedy, Oscar Hefner, and Joanne Freemire. Ron Smith was absent. President Mark Stamas called the meeting to order at 9:09am.

The purpose of the meeting was to discuss the CWPOA fee system, plus the road repairs and a request from Shevy Schindler concerning placement of a Fresno Bee newspaper box.

New Business

Shevy Schindler informed the board of a request from the Fresno Bee to place a dispenser on his property and inquired whether there would be any problem with this. Various questions were asked concerning the need, location and alternative sites. It was left to Mr. Schindler to detennine whether he would authorize this.

Unfinished Business

Road Repairs - Mark informed the board that the Road Committee received a low estimate of $4,000 to repair the major potholes on Cascadel Drive. There was discussion on obtaining other bids (one came in at $15,000), of whether to make temporary repairs or not at this time, and of the amount of available funds for road work. It was made clear that this was not to be a format for future repairs. Bob Begley moved to accept the $4000 bid with the understanding that in the future we will go to competetive bidding, and suggested that OJ. Hefner be appointed to oversee the work. Joanne seconded and the motion carried.

Seligman Account - Ann brought to the attention of the board that the authorization for signers on this account was intended to be for all four board officers. Bob Begley moved that the president, vice-president, treasurer and secretary be authorized to sign on the Seligman account. Steve seconded. Carried unanimously.

Association Fees - Mark presented a brief summary of the history of the formation and intended purpose of the Cascadel Woods Association and the County Service Area #2 I. He noted that the purpose today is to act as the advisory board for the CSA, maintain the roads and provide informational services. The question the board is facing is how to divide the fees. There was much discussion on the way past assessments were made, on whether the "dues" are optional, of how the detennination of units for assessment was made and what is addressed in the bylaws concerning fee assessment.

Questions were raised about making a single assessment for operating the association, of how to properly use road maintenance fees, of paying fees in order to be able to vote, and of how to change the proportion between dues and road maintenance. Stan Eggink congratulated the board on its logical meeting and good ideas, and he stressed that the board needs to include the membership in formulating a decision. It was noted that the board needs to make a clear determination of the number of members and units that are to be considered, and of who is considered a member. The board also considered the role of the CSA, including placing more expenses under the operation of the CSA. It was emphasized that the board is not planning to raise fees, but plans to redevelop how the fees are assesed and spread. Bob and Steve offered to compose a draft of suggestions for billing and summarize the information for consideration by the board and members.

Adjournment

The meeting adjourned at 11 :45am on a motion from OJ., seconded by Steve and carried unanimously.

Submitted by,

Cynthia Curtis

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CASCADEL WOODS PROPERTY OWNERS ASSOCIATION
BOARD OF DIRECTORS
November 8, 2003

(Approved January 10, 2004)

Call to Order

President Sims calls to order at 9:05 AM. Bob Begley, Joanne Freemire, OJ Hefner, Ann Kennedy, Steve Sims, Ron Smith and Mark Stamas present. Note: Administrative Assistant Cindy Curtis absent.

Approval of Agenda

Seligman and Yosemite Bank signatories added as Item 5. Discussion of secondary access in the event of a wildfire, road committee possibly addressing this issue. Added New Business Item 9 - a) Fire Safe Plan and b) Recreational Facilities for CSA 21. Amended wrong date under approval of minutes, should read 9/13/2003 not 9/17/2003. Approved as amended M/S (motion/second) Stamas/Smith.

Minutes

Minutes of 9/13/2003 and 9/27/2003 approved M/S Stamas/Smith.

Election of Officers

Nominations for President: Smith nominates Sims. Hefner nominates Stamas. Sims endorses Stamas calls vote on Stamas. Stamas appointed President on a vote of 5 ayes, 1 no (Smith), 1 abstain (Stamas). Stamas takes over as chair of the meeting. Nominations for Vice-President: Begley nominates Sims carries unanimous. Nominations for Secretary: Sims nominates Freemire who declines. Hefner nominates Begley carries unanimous. Nominations for Treasurer: Hefner nominates Kennedy carries unanimous.

Designation of Signatories

Kennedy reports two officers for the Seligman account need to be designated. John White needs to be removed from Yosemite bank, Freemire added. M/S Begley/Freemire that the President and Treasurer be designated for Seligman carries unanimous. M/S Begley/Sims that White be removed and Freemire added for Yosemite Bank carries unanimous.

Officer Reports

1.
President's Report
 
Past President Sims reports that he has enjoyed serving as President. Discussion of obtaining and displaying a commemorative plaque to recognize past Presidents of the CWPOA.
   
2. Treasurer's Report
 
Kennedy reports completion of tax return. Discussion of internal audit, spending limit and current billing not yet sent.

Committee Reports

1.
Bylaw Committee
 
Begley reports he has been absent and will call a Bylaw Committee meeting. Discussion of recent court cases in Fresno regarding Prop 218 and the need for the assessment/dues being settled before bylaws can be brought up to date.
   
2. Road Committee
 
Discussion of the how the spending limit affects the needed road repairs, road clearance policy and enforcement, and letter from Chawanakee Unified School District requesting clearance for school bus and access safety. Approval granted for Road Committee to contract repairs of Cascadel Drive from entrance to bridges. M/S Begley/Hefner that the Road Committee send a letter of notification regarding pending road clearance with minutes mailing carries unanimous.
   
3. Land Management Committee (LMC)
 
The LMC reports the need for action regarding the Memorial Garden, adoption of an LMC mission statement and adoption of the LMC recommended CSA 21 pesticide/herbicide policy. Motion by Hefner to continue the Memorial Garden dies. M/S Kennedy/Hefner to approve the LMC Memorial Garden recommendations as per LMC minutes of 10/23/2003 carries unanimous. M/S Hefner/Sims to approve recommended pesticide/herbicide policy carries unanimous. M/S Kennedy/Begley to adopt the LMC recommended LMC mission statement as modified (CWPOA added before the word Board) as per LMC minutes of 10/23/2003 carries unanimous.

Unfinished Business

CWPOA/Road/CSA 21 Budget, dues and etc
Discussion of the budget needing more work, the division of the budget (classifications), dues currently defined in the bylaws at sixty-dollars per year being mandatory, CSA 21 currently not paying road fees, possible formation of a Budget Committee. M/S Begley/Hefner that billing as is traditional be carried out until the budget and assessment issues are completed carries unanimous. Special Meeting set for November 22nd, 2003 at 9 AM at the Clubhouse.

New Business

1.
Fire Safe Plan
 
Carried over to next regular meeting.
   
2. CSA 21 Recreational Facilities
 
Carried over to next regular meeting.
   

Public Comment

Begley reports hazard tree removal in road easement on Cascadel Drive is completed, clubhouse kitchen floor repair pending, Christmas Party on 12/20/2003 and back up snowplow driver is Rick Harrell.

Adjournment

M/S Begley/Smith to adjourn carries unanimous

Executive Session

Legal issues discussed

Submitted by,

Cynthia Curtis

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CASCADEL WOODS PROPERTY OWNERS ASSOCIATION
BOARD OF DIRECTORS - Special Meeting
September 27, 2003

(Approved November 8, 2003)

A special meeting of the CWPOA board was held on Saturday, September 27, 2003 just prior to the annual meeting of the membership. All directors were present.

Executive Session

An executive session was conducted prior to the start of the special meeting.

Special Meeting Call to Order

Steve Sims called the special board meeting to order at 9:35 with all board members present. There was a quorum.

Procedures for Counting Proxies and Votes - The board discussed what to do about proxies that may be included in the envelopes with the ballots as some members send their proxy along with their ballots. It was decided the envelopes would be opened at the end of the special board meeting and only the assigned proxies, cut from the attached ballot, would be removed and given to the member to whom they are assigned.

Procedures for the Annual Meeting - Ann Kennedy explained that she will present a summary of her treasurer's report concerning the updating of the accounting system and offer a copy to those who request it. She will make a recommendation concerning the assessments for road maintenance and dues. The floor will open for member discussion. Mark suggested also setting a special membership meeting at a later date.

The annual meeting agenda was reviewed. It was decided not to discuss the executive session matter unless questions are raised concerning the issues.

Mark will speak on the subject of road ownership. O.J. commented about the postal box under the name of Cascadel Ranch Properties Company and how to determine who the person is that has it. It was suggested that Dave Prentice be contacted about the legal status of the Ranch Properties.

Adjournment

Mark moved to adjourn the meeting at 9:55am. O.J. seconded. Motion carried.

Submitted by,

Cynthia Curtis

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CASCADEL WOODS PROPERTY OWNERS ASSOCIATION
BOARD OF DIRECTORS
September 13, 2003

(Approved November 8, 2003)

Call to Order

The CWPOA board met on Saturday, September 13, 2003 for its regular meeting. President Steve Sims called the meeting to order at 9:02am with all members present.

Minutes

The minutes from 7/12/03 were amended to show that the road committee is composed of Mark Stamas and O.J. Hefner. Mark moved to approve them as corrected. John White seconded. There were no objections and they were declared approved.

Member Comments - None

Agenda

The agenda was revised. President's, Treasurer's and Committee Reports were placed under the heading of "Reports". The agenda was approved as amended.

Reports

President's Report - Steve handed out additional letters he had received from Richard Johnson and commented on his responses to them.

Treasurer's Report - Ann Kennedy passed out copies of her report to all board members. She then went over it, verbally explaining each part. Ann noted that she researched past records for information on "dues" and was unable to find any reference to them being optional. She recommended that the board address the issue of dues. She noted that her report includes approval for using Heath, Claiborne and Associates to do the tax work. There were no objections.

Ann then answered comments and questions from the board and the audience. Comments were made about changing the billing period, following the $2000 spending limit guideline, reducing costs, using POA funds for road maintenance and prioritizing items to be done. She asked for approval of the work done to date, continuing with the classification accounting system, using an 80/20 split for POA/road maintenance expenses for general accounting expenses and to formulate a policies and procedures statement for the accounting. Mark moved to approve the report and have Steve sign on page 8 to indicate approval. O.J. seconded and the motion carried unanimously.

There was further discussion on establishing a policy for road maintenance and POA fees, clarifying what dues are and how to assess them. It was noted that there is a reserve fund set up for road maintenance. Ann will have a report prepared for the annual meeting showing the classification breakdown for expenses.

Break - A short break was taken and the meeting resumed at 11:00am.

Committee Reports -

1.
Land Management Committee - The LM Committee recommended distributing the excess firewood from the fire clearance project to those in the community who were unable financially or physically to obtain firewood. There were no objections. Approval was given to include a letter about this in the next mailing, and to file the minutes from the LM Committee meetings.
 
 
 
2.
Road Committee - No report was available yet as the committee planned to meet in the coming month. Mark noted that Ivan Nelson has agreed to assist the committee as needed. O.J. commented on ways to save on costs for road repairs by doing some work through the association instead of contracting it out.
 
 

CWPOA Unfinished Business

Policies and Procedures Manual - No report was given. This is an on-going process.

Comprehensive Needs Assessment - Mark presented a preliminary tally of the survey responses received to date. A copy will be available at the annual meeting.

Bylaw Committee Update - Bob Begley advised the board that the committee had not met recently. There was discussion on what the committee was expected to do and of what changes are needed. Mark noted that the change from five to seven board members was made at a previous meeting, but had not been recorded.

Cascades Property Report - Joanne Freemire prepared a written report for each board member concerning access to the cascades over private property that is now for sale. Further discussion noted the complexity of the matter, public domain issues, alternative solutions and liability issues. John White was asked to draft a letter to Joann thanking her for her research. No other action was taken.

CWPOA New Business

Form Letter for Requests - Mark presented a draft form letter and fee schedule to be used when responding to requests for company information. Discussion followed. Ann moved to adopt the suggested fee schedule with an exemption of charges to board members when request is part of their board duties. Bob Begley seconded. Approved with no objections.

Executive Session Minutes - O.J. inquired about minutes for the executive session from 1/11/03. It was noted that none were taken.

White Hats & Serfs/Where's the Money - The subject, presented by O.J., pertained to where money has been spent. There was discussion on budgets, spending, and doing audits. It was suggested that a questionnaire be sent out asking members if they want an audit and would pay the extra cost. Richard Johnson spoke about the thoroughness of Ann's accounting report. Ann suggested having the CPA firm do a minimal audit report with the taxes. The matter will be put on the agenda for the annual meeting.

Who Owns the Roads - O.J. brought up the issue of ownership of the roads in Cascadel. The directors discussed maintenance versus ownership. O.J. read a prepared statement concerning the roads, easements, and ownership. It was noted that Cascadel Ranch Properties is a defunct company and that the county has never accepted the roads for maintenance. Mark explained that on some roads there are 30 foot easements from the center and others have outlots for road maintenance.

Annual Meeting/Elections/Call for Candidates - John White reminded the members that the annual meeting is scheduled for Saturday, September 27th and that Mark Stamas, Steve Sims and John White will be retiring, leaving three seats to be filled. Steve asked that a meeting notice be sent out as soon as possible, and to note that nominations will be taken from the floor. Bob Begley moved to hold a special board meeting prior to the annual meeting on 9/27/03 at 8:30am for end of the year business, and to set the time for the annual meeting at 10:00am. Mark seconded. There were no objections. Carried.

CSA#21 Unfinished Business

Kitchen Floor - Dave Novell has agreed to do the repairs.

CSA#21 New Business

Bug Trees - The owner of Lot 19, subdivision #2, has informed the board of a number of dead, bug infested trees within the road easement in front of his property. Brian Curtis has researched methods for removal and found the Fire Safe Council under its grant can do the removal, including chipping, for the cost of the fuel. O.J. moved that no employee can come onto private property and do cutting without permission from the owner. There was no second. The Fire Safe Council and property owner will be contacted about the removal and disposal of the downed trees.

CSA#21 Assessment & Recreational Use - O.J. read from a letter some information about the formation of the service area as intended for recreational use. He commented on what is considered recreational use and asked that a letter be sent to Gary Gilbert to request he get some recreation put in. This brought up further discussion on the matter. There was also discussion on the $100 CSA fee, how it is used, whether it could be reduced, and what money is in the reserve fund. Cynthia explained how the reserve funds were generated when there were loans to pay for the purchase of the property. Mark checked with the county about rumors that some parcel owners had detached from the CSA and was informed they had not.

Adjournment

There was no further business and Bob moved for adjournment. Mark seconded and the meeting adjourned at 1:07pm.

Submitted by,

Cynthia Curtis

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CASCADEL WOODS PROPERTY OWNERS ASSOCIATION
BOARD OF DIRECTORS
July 12, 2003

(Approved September 13, 2003)

Call to Order

The July meeting of the Cascadel Woods Property Owners Association board of directors was called to order at 9:07am on Saturday the 12th. There was a quorum. Present were Steve Sims, Bob Begley, John White, Ann Kennedy, O.J. Hefner, Mark Stamas and Ron Smith (who arrived five minutes into the start of the meeting). Introductions were made.

Minutes

The minutes of 5/10/03 were approved unanimously on a motion from Mark, seconded by John.

Approval of Agenda

Revisions were made to the agenda. They included adding an additional "Member Comment" section, adding "Committee Reports" and striking the word "audience" from the "Member Comment" section. The agenda was approved as amended.

President's Report

Steve Sims stated he signed the Interim Office Review Policy and dated it as of July 12, 2003.

Treasurer's Report

Ann noted that there were no unusual expenditures since the last meeting. She spoke about the progress on updating the accounting records. Board members expressed concern about being able to present information to the membership by the annual meeting, generate an audit and provide financial reports. O.J. commented that hired help can not be paid over 20% of the road maintenance. He was asked to provide copies of this information to the directors.

Committee Reports

Land Management Committee - Mark handed out minutes of the two meetings and requested adoption of the four policies presented. There was discussion on the report, on providing a place for disposing of yard vegetation, and of the possibility of using a chipper that will be set up at the old mill site. There were no objections to adopting the policies and Steve signed them.

Comments were made and discussed concerning the composition of the board and the legality of a seven-member board.

CWPOA Unfinished Business

Policies and Procedures Manual - Bob gave out copies of his report, based on a typical "boiler" for corporations and asked that it be reviewed for the next meeting. There was discussion on how to adopt an employee handbook.

Board Policies Manual - Mark presented copies of the manual containing the three policies previously adopted by the board. Steve signed each of them. O.J. questioned what "action minutes" was, and noted that he had made a request for information from Cynthia Curtis that she did not respond to.

Comprehensive Needs Assessment - Mark distributed copies of his draft questionnaire. O.J. commented that he has documentation that $7000 was spent on trails and questioned where they are. Ava Thiesen volunteered to serve on the committee to analyze responses. Steve signed the questionnaire and it will be included in the next mailing.

Bylaws - There was discussion on the past change from five to seven board members. Bob read minutes from September 1967 pertaining to the change, and he also noted that there was a resolution in 1967 to make people automatic association members. There was more discussion on addressing this in the current bylaws. Bob and Mark will provide copies of the bylaws for the next meeting.

There was a short break and the meeting continued.

CWPOA New Business

Road Survey and Maintenance - Bob made recommendations for obtaining information for long range planning for road maintenance. Comments were made on the current conditions, getting estimates and projecting costs. Bob asked for a committee and Steve requested that O.J. and Mark assist on the committee, with additional persons as needed. It was noted that the residents may contact committee members to inform them of their personal concerns.

O.J. stated that he has a document from Bob DeWall concerning ownership of the roads, and has not yet had a response from Robert Townsend on the matter. The committee was asked to review his information and to determine the meets and bounds of the road system.

Personnel Handbook - Covered previously under Unfinished Business.

Snowplowing - Bob noted that a policy is needed for snowplowing and especially roadside pruning. This will be covered under the Road Committee.

Hefner Lawsuit - Bob submitted bills for the cost of the small claims action. There was discussion concerning the actions of the judge with respect to receiving documentation, and of the request from O.J. directed to Cynthia.

Lot Set-back for Ewing - The Ewing's wrote a letter asking the board for assurance that there was no objection concerning set-back requirements for a septic system for Lot 6, Sub #4. Cynthia was asked to send a letter referring them to the appropriated county agency, and to indicate the board has no authority in the matter.

Hutchin's Judgement - Mark noted that he has material prepared in response to Mr. Taylor's request for information on the case and that the board is addressing the cost basis issue for road assessment for parcels.

Cascades Property - John presented an information item concerning the rock area above the cascades, noting the it is private property, now for sale, and there are concerns by some residents about maintaining access to the area. Joanne Freemire is doing research on this and Steve asked that she present her findings at the next meeting.

Member Comment

Bob, in response to a member request, presented information about the penal code applying to CHP enforcement of motor vehicle codes on private roads. There was further discussion and it was decided to put the item on the next agenda.

Adjournment of CWPOA Business

CSA #21 Unfinished Business

Clubhouse Maintenance/Kitchen Floor - Brian Curtis stated he had two contractors look at the floor, but had no bids from them. Bob moved to authorize Brian to get an estimate and have the work done for up to$1500. Ron seconded. Carried.

New Business

Use of Garden - There were concerns expressed on how to monitor use of the community garden. The Land Management Committee was asked to address the matter.

2003-04 CSA Budget - Ann noted that the only major change expected from the previous budget was the $2000 increase in the liability insurance. A request was made to have future CSA budgets be more detailed to fit actual expenditures. Bob moved, seconded by John, to adopt the budget for 2003/04 as submitted. Carried unanimously.

Adjournment of Meeting

There was no further business and Bob moved for adjournment, seconded by Ann and carried unanimously. Meeting adjourned at 12:07pm.

Submitted by,

Cynthia Curtis
Assistant Secretary

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