Call to Order
The regular meeting of the CWPOA Board of Directors was called to
order at 9:04am on Saturday, November 13, 2003 by the current president
Mark Stamas. Directors present were Mark Stamas, Joanne Freemire, Suzann
Foster, Ava Thiesen and Carol Wilson. Absent were directors Cecil Foster
and Steve Sims. There was a quorum. Introductions were made, and Joanne
noted that former board member John White had passed away.
Agenda The
agenda was reviewed, revised and approved.
Minutes
Minutes from regular meetings of 7/20/04 and 9/11/04, and special
meeting of 8/7/04 were reviewed, grammatical corrections made and ordered
entered into the records.
Recombining Secretary and Treasurer
Mark proposed combining the two positions as was done in the past.
Board decided to keep them separate and have the assistant secretary
Cynthia Curtis continue to do the minutes.
Meeting Schedule
Directors reviewed the frequency of meetings, phone meetings, e-mail
meetings, meeting notice requirements and meeting dates. It was decided
to try holding the meetings at 7:00pm on the second Thursday of the
odd numbered months, assuming this was acceptable to Cecil Foster.
Election of Officers
The floor was opened for nominations and the following positions were
filled:
- President - Mark Stamas ---- Nominated by Ava. Second by Carol. No
other nominations. Carried unanimously
- Vice-President - Joanne Freemire ---- Nominated by Ava. Seconded
by Suzann. No other nominations. Carried unanimously.
- Secretary - Carol Wilson ---- Nominated by Mark. Seconded by Suzann.
. - Ava Thiesen ---- Nominated by Carol. Seconded by Joanne. No other
nominations. Vote was two for Carol and three for Ava. Ava was elected.
- Treasurer - Suzann Foster ---- Nominated by Suzann. Seconded by Joanne.
No other nominations. Carried unanimously.
It was noted that alternates are not elected for directors who are
unable to attend a meeting.
Officer Reports
President’s Report - Mark commented on the progress made by the past
year’s board including repair of large potholes, and passing new bylaws.
Treasurer’s Report - Ann Kennedy, immediate past treasurer, was present
to make the report. She noted that new signers must be approved for
the financial accounts. There were discussions on returned checks,
and of how, under the new bylaws, to word the new billing with regards
to road maintenance and other operations as it fits within the Road
Report guidelines.
The board also addressed matters of outstanding accounts and the ability
to collect in court, of uncashed checks and of the budget that should
now be entered into Quick Books. After Ann left the meeting, the directors
considered the matter of dealing with a partial payment check from
Hussain and the two court documents that can affect collections. The
treasurer was directed to write a letter to Hussain and return their
check.
The board also approved closing the Seligman account and transferring
the funds into a separate savings account at Yosemite Bank, to be used
exclusively for road maintenance funds. The board authorized signing
the CPA services agreement, and asked the treasurer to handle the matter
of the uncashed check written to Lila Johnson.
Committee Reports
Bylaws Committee – It was noted that the new bylaws were passed with
91 votes for approval.
Road Committee – (a) The board addressed the need to train additional
persons to drive the snowplow. It was decided to have the Road Committee
be in charge of this.
(b) The matter of the request from the Wensloffs for permission to make repairs
to Cascadel Road and to become members of the association was put before the
board. It was noted that in the past the association has done minimal maintenance
to Cascadel road in order to allow heavy vehicle access to Cascadel. There
was extensive discussion on the ownership of the road, liability for maintenance,
eligibility for membership in the association, and the concerns the Houstons
have about the location of the road. Mark noted that he had asked Brian Curtis
to draft a letter from the Road Committee. It was moved, seconded and carried
to have the Road Committee compose a letter, to be approved by the board via
e-mail, stating the CWPOA does not object to the request to do road work.
The Committee reported that it still needs more estimates for the
proposed repairs to Cascadel Drive South and will seek board approval
once bids are received.
Land Management Committee – Joanne reported that a welcome package
for new owners is still in the works. In March letters went out concerning
encroachment on CSA property. The Land Management Committee (LMC) has
composed a new letter concerning the unauthorized brush clearing done
at the pond and would like to post signs. Suzann suggested placing
logs along the restricted areas as was done at the falls in addition
to the letter and signage. Joanne announced a work day planned for
November 20th at 10:00am to remove logs from Outlot E.
Fire Safe Committee – No report filed.
Unfinished Business
Proposed Audit Committee – Bob Begley drafted a letter outlining the
duties of an audit committee. Directors discussed who should serve,
how many to be on the committee, how to select members and length of
terms. Suzann moved to form an Audit Committee as per Bob’s letter
and to send the letter out with the mailing of the minutes. Carol seconded.
Motion carried. Ava will re-do letter to add portion for applicants
to return.
Archiving Records – Treasurer to put together policy on archiving
company records.
New Business
Johnson Attorney Letter – Board considered the requests from Richard
Johnson’s attorney for certain company records, the past responses
made, what is authorized, and modifying the CWPOA form letter for such
requests, Carol moved to send another letter to the attorney and the
board will review her response at the next meeting. Suzann seconded.
Carried.
Annual Handouts – Carried over to next meeting.
Wensloff Membership Request – Discussion on request from David Wensloff
to become member of association and how this may affect liability for
road maintenance and improvement of Cascadel Road and of how membership
fits into new bylaws. Carol moved to send a letter saying the CWPOA
accepts them as members since the bylaws include them as members if
they use the roads as primary access. Ava seconded. Carried.
Fisk Letter – Letter received from Hudson Fisk. No action needed.
Right to Pass Sign – The board addressed the “right to pass” sign
posted by the Houstons on Cascadel Road. Jerry and Linda were present
to answer questions and explain their purpose for posting the sign.
They indicated they did so on advice of their attorney as they are
researching the history of the road, their property lines and rights,
existing road easements and protecting their spring. There was extended
discussion on the matter after which the Houstons were asked if they
intended at this time to close the road. The response was that this
is to hold open a way to protect their property and rights.
Holiday Potluck/Tree Lighting – Joanne announced plans for a community
party and tree lighting on Saturday, December 18th. Joanne moved to
send out notices with the next CWPOA mailing. Suzann seconded and the
motion carried. Suzann volunteered to co-host the event.
Concerns Committee – Carried over to next meeting.
Water – Carried to next meeting (flow of information from CMWC).
Mud Spillage on Cascadel Drive – Carried over to next meeting.
All Terrain Vehicles – Carried over to next meeting.
Commercial Use of Web Site – Suzann will research issue of using web
site for small advertising.
Sims Set-back Request – Joanne moved to approve signing the letter
to Environmental Health for the set-back requirement for Lot 48 #4.
Carol seconded. Carried.
Keys – Discussed who is authorized to have keys to the office. Approved
re-keying office locks as a regular procedure. Suggested keys be issued
to office personnel, plow drivers, board president and water company.
Member Comment – None
Executive Session – Carried to next meeting.
Adjournment
There being no further business, the meeting was adjourned at 1:15pm
on motion from Suzann, seconded by Ava, and carried.
