Chelaque Estates Homeowners’ Association Board of Directors Meeting Minutes October 20, 2014
Members Attending: David Ackley – DA Tammy Fleenor – TF Dave Howells – DH Joe Hodges – JH Joanne Kobayashi – JMK John Kressin – JK John Langenbrunner – JL
Members Absent: Dan Bodary – DB Gary Mace - GM
I. Meeting Called to Order: DA The meeting was called to order by DA 6:30 at pm.
II. Approval of Minutes: JMK September BOD Meeting Minutes JK moved to approve, JH seconded. All BOD members approved.
III. Treasurer’s Report: JK 1st Tennessee Investment had a negative return for the month.
a. Money Market Account balance: $ 23,588.
b. Cash for 2014 operation at the end of the month: approximately $87,727.
c. Wise Property Management should have an accurate number for us in November.
Number of unpaid assessments as of October 15, 2014 at 5, with 5 outstanding unpaid assessments from several years. 4 with payment plans.
All Seasons Total $43,760.00
Monthly fees for September 2014 $820.00
4th draw on road repair project $42,940.00
Woolf and McClane fees this month Total $ 868.00
Lot P1L032 – Numerous items draft decree confirming sale. General: Reviewed By-Laws as to the number of directors (from 9 to 7), etc. Marina storm damage costs $38,124.00. Money received from insurance company was $38,324, net of $200.00.
Cooling fan for security unit Total $ 1,000
Road repair:
- Original estimate $215,000
- Still owe $21,640 from original estimate
- New change orders $63,034.60
- Current total amount owed $84,671.60
- New road repair total estimated at $278,830.60 Wise Management Solutions now writing payment checks for Chelaque. JK advised it may be necessary to establish a petty cash fund for emergencies, since he could no longer write checks. The suggested amount was $500.
IV. Committee Reports
a) Access: DB Nothing to report.
b) Activities: JH Nothing reported.
c) Architecture: TF Two tree cutting requests were approved. Grass at house on corner of Muskogee and Chelaque still long. All Seasons has equipment everywhere. House construction on lot P1L078 in progress. House construction on lot P2L174 also in progress, however, gravel needs to be cleaned up.
d) Communications: JMK Need to have someone bring ballot box and forms. Action item: DA will take items to the annual meeting. Cher Lindenmuth to take minutes for JMK at annual meeting. JK will get completed forms from Wise Management at annual meeting. JMK will be creating procedure book for new board members. JMK suggest board members in the future consolidate covenant & by-laws document that is filed at the Hawkins County clerk’s office.
e) Legal: JL Will have new sign up soon. Not attending annual meeting. Wife will be handling report.
f) Marina: GM Nothing to report.
g) Office Administration: TF Hung blinds in office. Refrigerator needs to be cleaned. Action item: TF will clean out refrigerator. Musty smell in cabin. Need dehumidifier? Action item: TF to research cost for dehumidifier.
h) Roads: DH Update on road work. Paving to start on 28th on Keetoowah, Channel Point and Lake View. Delays due to issues with road. Update on stop signs. Talked to Tracy regarding 6 replacement stop signs for $1800, Tracy will order new signs and paint others. Tree almost down on road in front of lot P1L049. Action item: DH to look into it.
V. Old Business Current open concerns – Need statuses: - C2014/09 – Rain water across roads. DH Not in current budget - will be activity for next year. Told reporter will be done next year. Action item: DH will look into all places where water goes across roads. - C2014/10 – All Seasons truck issue. DH Sent reporter email on 09/18/2014. Reviewed weight ticket and found it within compliance. TF moved to approve to close, JK seconded. All members approved. - C2014/11 – Items in BOD meeting minutes. DA . Decrease in number of board members . Increase number of candidates per opening Sent reporter email on 9/12/2014. TF moved to close, JK seconded. All members approved. - C2014/12 - Road sign project. Response sent to reporter 9/19/2014. Need approval for closure. JK moved to close, JH seconded. All members approved.
VI. New Business New concerns: - C2014/13 - Tree removal and deck construction on P1L043. TF Tree removal was approved. Action item: TF to send reporter email. - C2014/14 - Trailer parking on Sequoyah Drive. TF Action item: JL to talk to lot owner. JK will be out town on 11/10. November board meeting moved to 11/17/2014. JK to have budget info for each committee for November meeting. There was a suggestion to increase annual assessment by $20. Motion to raise assessment by JK, DH seconded. All members approved. There was also a recommendation to add verbiage within the assessment invoice telling why assessment was increased. Action item: DH to draft letter.
VII. Next Meeting The next BOD meeting will be on November 17, 2014, at 6:30 pm.
VIII. Meeting Adjourned Meeting adjourned at 7:37 pm.
Respectfully submitted,
______
Joanne Kobayashi, Secretary Date David Ackley, President Date