Draft
Minutes
|
1. Call to Order and Introductions – 10:05am
a. Board
members present: Warren
Cox, Volney Dunavan, Stan Eggink, Janice Quistad and Shaunna Shortes.
b.
Visitors: Carol Eggink, Brian Curtis, Cynthia Curtis,
Joanne Freemire, Rick Harrell, Renee Halstead, Robert
Hooke.
2. Approval of Agenda
a. Motion
to approve Agenda with the addition of item 8d - Disposition of Surplus Property. Motion
to approve
(Cox/Dunavan). Carried.
3. Approval of 5/14/11 Minutes of Regular Board
Meeting
a. No
corrections or additions: Motion
to approve (Cox/Dunavan). Carried.
4. Reports
a .President’s
Report – President Eggink reports the trails still need to
be trimmed; culvert repair delayed because
of weather and late
rains.
b. Treasurer’s
Report – Treasurer Shortes expresses frustration that the end
of the fiscal year is not yet
completed. She
and Cindy will meet with the CPA to set up Quick Books to better
facilitate the accounting
process. Dunavan
moved and Quistad seconded that the CWPOA be authorized to spend
up to $1000.00 to
meet with the CPA and update
the program so the budgets may more easily be printed out and shared
at
monthly
meetings.
(Half the cost to be shared by the Water Company since they share
the program). Motion
carried
5. Member Comments
a. Robert
Hooke asked questions about the total number of memberships that
we have
and about the monies for
the roads. Discussion
followed.
6. Correspondence
a.
Letters of inquiry received from title companies.
7. Committee Reports
a. Fire
Wise Board – Warren Cox: Four
fully stocked Fire Boxes are in place. The
fire brigade will do the weed
eating around the hydrants. Cal
Fire has been doing house inspections for fire clearance compliance.
b. Policy & Procedure
Committee – Carol Eggink: Picnic
Table Policy is completed.
c. Roads: -
Brian Curtis: Road repairs on hold until water flow clears up (possible
mid-August). Concerns
expressed
that the repairs need to be done properly and the contractor required
to come back and fix the repairs
if
they don’t lastd.
d. Clubhouse –
Cynthia Curtis:
· Committee
needs additional members. Motion (Cox/Quistad) to approve
Roger Tucker, Volney Dunavan
and
Matt Kubiak as new members of this committee. Motion carried.
· Need
to review rental rates policy to cover expenses (propane, electricity,
supervision, etc). Fee
schedule
and usage capacity needs to be revised.
· Repairs
to CH siding, failed leach line and septic system were completed.
· Discussion
on outside use of Clubhouse as a result of communication with Tom
Wheeler. Need to
check
with the attorney on the proposed agreement. Motion made (Dunavan/Shortes)
to turn over to the
Clubhouse
and Policy Committees the generation of new usage guidelines - to include
but not
be limited
to:
1)
Define types of approved events
2) Define “Rental” vs. “Reservation”
3) Need for liability and/or event insurance
4) Extent of facility usage of function
5) Use of alcohol
No
objections. Motion carried
e. Land Management –
Joanne Freemire: Presented
her report followed by discussion.
· Brian
Beal will be here from Fish and Game on August 19, 2011 to look at
the pond (late Friday
afternoon)
· Stan
met with Glen Princic and felt he would be a good member for the
Land Management
committee (appointed)
· Picnic Table policy to be discussed under old business
· Discussion
on damage to the meadow during Fire Safe Clearance. When
performing work on the
CSA land the Board will weigh
environmental concerns along with the work being performed.
f. Neighborhood
Watch – Volney: Wants to explore the cost to acquire an engraver
for homeowners to use to
engrave
their ID on personal items and to set up a time and place for people
to
come
and use the
engraver.
8. Unfinished Business
a, Road
and Culvert Repair – Covered under roads
b. Picnic
Tables: Motion
made to accept the proposed Picnic Table Guidelines submitted by the
Policy
Committee. (Shortes/Dunavan) Motion
carried.
9. New
Business
a. Review
Insurance Policy: Shauna
will investigate the coverage of Board Members as volunteers doing
work for
the Association.
b, Name
Change of LMC – Motion made to change the name of the
Land Management Committee to Common
Area Advisory Committee.
(Cox/Shortes) Motion
carried.
c. Proposed
County Agreement - Covered under Clubhouse Committee report
d. Disposal
of CSA Property – A list of equipment the Association will
be disposing of will be published prior to the
Annual Meeting.
10. Review Action Items – Stan reviewed items,
including:
a. Proposed
Amendment to CSA Agreement: Stan
will check this with our Attorney.
b. Clubhouse
Regulations: Clubhouse
and Policy Committees will work on new regulations for renting/reserving
the clubhouse.
c. Roads:
Brian Curtis to work with contractors to facilitate road repairs
when water allows.
d. Meeting
with CPA on Quick Books: Cynthia
and Shaunae.
e. Equipment
Disposal: Develop list of equipment to be disposed of. – Brian
Curtis
f. Engraver:
Volney Dunavan
g. August
19th meeting with Fish and Game: Joanne Freemire
h. Request
for Nominations: Cindy will mail out the request for nominations
August 1st.
11. Closed Session- Regular Session ended (11:35
am) Moved into Closed Session at 11:36 am.
a. Collections –
Motion (Cox/Quistad) to change the “Record” date for membership Fee
Due to Sunday, July 31,
2011 and change
the “Membership Fee Late-Membership Termination” date to Sunday, July
31, 2011. Letter
requesting nominations
for the Board will still be sent out on August 1, 2011. Motion made
(Shortes/Cox) to
advise a property
owner that action will be taken if delinquent road fees are not paid
by
September
1,
2011..
No
objections. Motion carried.
12. Reconvene and Adjourn -
Motion to adjourn at 1:18pm (Dunavan/Cox). Carried.
Submitted by:
Janice
Quistad & Cynthia Curtis
