Chelaque Estates Homeowners Association s1

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