Chelaque Estates Homeowners’ Association
Board of Directors Meeting Minutes
April 14, 2014
Members Attending:
David Ackley – DA Dan Bodary – DB Tammy Fleenor – TF
Dave Howells – DH Joe Hodges – JH Joanne Kobayashi – JMK
John Kressin - JK John Langenbrunner – JL Gary Mace - GM
Members Absent:
I. Meeting Called to Order: DA
· The meeting was called to order by DA at 6:31 pm.
II. Approval of Minutes: JMK
· March BOD Meeting Minutes
JK moved to approve, DH seconded. All BOD members approved.
III. Treasurer’s Report: JK
· 1st Tennessee Investment had a positive return for the month.
a. Money Market Account balance: $ 77,587.
b. Cash for 2014 operation at the end of the month: $114,991.
· Number of unpaid assessments as of April 10, 2014 at 28, 6 with several years of outstanding unpaid assessments. 4 with payment plans.
For this year, there are 4 with partial payments.
· All Seasons – no bill from March – will bill in April.
· Woolf and McClane fees this month Total $5170.00
a. Lawsuit B $ 4,550.
b. Multiple items. $ 620.
· Marina, Transferred $6,763.20 to cover expenses for tax purposes.
· Looked into using credit cards to pay for assessments. Can use credit card in QuickBooks. PayPal has high charges. Or we can use Wise Property Management. Discussion followed. GM motioned to use the credit card option through QuickBooks, DH seconded. All members approved.
Action item: JK to continue to look for an accountant using a set criterion.
IV. Committee Reports
a) Access: DB
· Nothing to report.
b) Activities: JH
· Installed horseshoe pits.
· Had good time at picnic last Saturday.
· There was a suggestion to get a swing set. Need to look into insurance before buying.
Action item: TF to look at insurance policy.
c) Architecture: TF
· Driveway for lot P1L110 complete.
· Owners for lots P1L043, P1L061 and P2L013 requested and received approval to cut tress on their properties.
· The owner of lot P1L078 started lot clearance for build.
· The owner of lot P2L174 in process of combining lots.
· Working on cleaning and trimming corner gardens.
· Scheduling cleanup at cabin.
d) Communications: JMK
· Approved updated procedures Acc/03, Acc/04, Acc/06, Acc/07, Gen/01 and Gen/09 distributed.
e) Legal: JL
· New topic tax sale of property P2L033 coming up April 29th. Do not know ramifications yet. Hope to have.
Lost our lien due to how much is owed in taxes. There is a question as to whether the HOA should buy it if there is no bid on it. There was also a question whether a judgment should be placed against owner. Due to additional legal costs involved in pursuing collection of CHOA’s judgment out of state, it was suggested that we have lawyer suspend any work on this property. JH motioned to suspend all legal efforts on lot P2L033, JK seconded. All members agreed.
· There is a question whether property P1L032 should be auctioned. Motion by DH to proceed with auctioning lot, JH seconded. All members agreed.
· Homeowner legal case (Lawsuit B) scheduled for April 24th at 9:00 am. Per CHOA attorney, no one from board needs to be present.
Action item: JL will verify location of trial.
· There was a suggestion to change quorum percentage to 10 from the current 25%. This suggestion was made by the CHOA’s attorney at the most recent annual meeting.
· There was also a suggestion by several individuals to lower the number of board members.
f) Marina: GM
· 23 reservation requests came in prior to the April 1st deadline. Almost all were owners who also reserved last year who were requesting same slip. 2 new requests that required I get one boat moved. That appears to be no problem. Have one more reservation that is supposed to be coming in soon that will bring total to 24.
Put out email to remind owners to place reservation.
· Burn permit acquired and brush burned this past Saturday. I have a few logs that didn't burn that I will haul into woods to let nature finish off as soon as I know they have no hot spots left.
· A request made by activities folks for 4 new picnic tables. I don't have a problem with them coming from Marina budget, but someone will need to get them.
Due to space restrictions and no apparent need for 32 additional seats, two tables were approved.
Action item: GM will purchase 2 tables.
· Regarding replacement booms options. GM currently looking into it. Discussion followed.
· There was a discussion regarding temporary trailer parking at the pavilion. It was agreed that the parking spaces at the pavilion were for boat trailers, and trailers would not be required to be moved for picnics. The ten day parking limit remains.
g) Office Administration: TF
· Cleaning person has key to cabin. Pest control needs a way to get into cabin once a month. GM to let them in this month. There was a suggestion to give a card key to the pest control company. There was a motion to give the pest control company a key card by GM, JL seconded. All members approved.
· Talked to phone company regarding lowering bill, but reduction didn’t happen. Can’t change for 12 months. Also talk to Verizon regarding internet and phone service but limited to 5G. Discussion followed. Staying with AT&T.
h) Roads: DH
· I expect to have contract in hand from All Seasons Landscaping and Brown Paving for us to discuss.
Sent estimate from All Seasons to board. Let contractor know we need change order for any additional work. Need to have formal review of estimate. Discussion followed and changes were recommended. Will talk to All Seasons tomorrow to create contract within this week. Board will review contract for approval.
V. Old Business
· There was another large fire on the shore line in ChelaqueSunday. Should additional verbiage be added to Gen/05 – Open Fire procedure? DA
It was stated that, “Escape fire debris was the number one cause of wild fires in Tennessee in 2013.It is illegal to abandon an open fire. This includes hot ambers still subject to creating a wild fire. Burning a fire without a permit is punishable by 30 days in jail.Burn permits can be obtainedanytime on line atwww.burnsafetn.orgor by calling 423-345-2147 during office hours."
VI. New Business
· I would just like to discuss relocation of the weight ticket box to downstream of the gate. DB
There was a suggestion to move the weight ticket box to where the gate box is. Discussion followed.
Action item: DB will move the box.
· Suggest we discuss installing the keypad door locks. Also need to discuss how to handle access for cleaning lady and also the pest control folks. One option I suggest is to go ahead and give the keypad access but restrict both from the office area. That would mean office would not be cleaned. Options?? GM
Suggestion to get keypad for doors with allowing homeowners having access. The alarm would have to be disabled. Suggestion to place a mail slot in the cabin office door for mail. Discussion followed. There was also a suggestion to hang blinds in the windows in the cabin office.
Action item: GM to buy self-locking key pad locks and install them. TF to notify the owners.
Action item: DH to install mail slot in cabin office door.
Action item: TF to buy and install the blinds.
· It was suggested that a sign is created to instruct drivers stop at the gate box to gain access to the gate.
Action item: JL will get a price to create a sign.
· New concern (C2014/03) regarding tree clearing project.
DH talked to the reporter.
Action item: DH to write up resolution and send to JMK.
· New concern (C2014/04) regarding ambulance not being able to enter gates. Discussion followed. Suggestion to have emergency personnel attend a board meeting.
Action item: JMK to create a concern document.
Action item: DB to investigate issue with gate.
Action item: DB to talk to emergency personnel regarding attendance at a board meeting.
VII. Next Meeting
· The next BOD meeting will be on May 12, 2014, at 6:30 pm.
VIII. Meeting Adjourned
· Meeting adjourned at 8:34 pm.
Respectfully submitted,
______
Joanne Kobayashi, Secretary Date David Ackley, President Date