CHELAQUE ESTATES 15THANNUAL

HOMEOWNERS’ASSOCIATION MEETING

NOVEMBER 7, 2015

Present:

Dan Bodary – DBDave Howells – DHCher Lindenmuth – CL

Tammy Fleenor – TF Jody Howells – JH2Brad Orthmann – BO

Joe Hodges – JH1Ron Johnson – RJ

  1. WELCOME

The meeting was called to order by RJ at 10:30 am. Appreciation was given to all involved in preparing for the meeting, as well as Holston Electric for providing the location free of charge. Special thanks was given to Tracy Brueggeman for providing the updated Chelaque map. Judy Reiber was also acknowledged for her long service as Board Recruiter and thanked for all her assistance and advice. Introduction of the current Board of Directors followed.

  1. AGENDA APPROVAL – DH motioned, JH2 seconded, agenda was approved.
  2. QUORUM – RJ stated that we do have a quorum for the meeting
  3. APPROVAL OF 2014 ANNUAL MEETING MINUTES – Tracy Brueggeman motioned, Les Lindenmuth seconded, 2014 minutes were approved.
  1. BALLOT ITEMS
  1. BOARD SIZE DECISION
  2. INTRODUCTION OF PROSPECTIVE BOARD MEMBERS
  • Dick Collins
  • Dick Clark
  • Les Lindenmuth
  • Jill Vander Hook
  1. PRESIDENT’S REPORT – RJ

Main issues addressed by the 2015 Board:

  • Revision of the Marina Policy
  • Wise Property Solutions Discontinuance of our Contract – required re-establishing the QuickBooks file for the Chelaque Treasurer. Gary Siemsen was thanked for his assistance in this effort.
  • Responded to nine Concerns (correction 11), some of which involved the Marina Policy, lot combination concerns, covenant violations and administrative issues.
  • Pursuit of new legal assistance – we’re now using Jim Point and Brian Keeton of Rogersville for liens and foreclosures. We’re also looking into a lawyer who specializes in HOA business.
  • Goals for next year include:
  • Determining the appropriate Board size for CHOA
  • Review and update our Covenants and By-Laws
  • Review and update the lien and foreclosure process
  1. TREASURER’S REPORT – BO
  • A review was given of the Balance Sheet handout.
  • When Wise Property Solutions took over our financial management in September 2014, all our investment accounts that had previously been managed by FTB Advisors were closed out, with some of the excess cash placed in a money market account managed by Wise at a very low interest rate.
  • All of the funds are now on deposit with FTB in checking and savings accounts. We will be looking at investment alternatives that provide safety of capital, with better returns than money market accounts.
  • A review of the Profit & Loss Statement was given.
  • Wise Property Solutions announced our service arrangement with them would be discontinued at the conclusion of the first year’s contract unless we agreed to give them more control over our Board and HOA business. The Board rejected the proposal, and all accounting and financial management is once again being handled by the HOA.
  1. COMMITTEE REPORTS
  1. ACCESS – DB
  • Our gate is currently not operational. Star Security diagnosis is the main cylinder motor or pump is dead. They’re rebuilding it or hoping for a swap to expedite the repair.
  • Replaced remote receiver in November.
  • Installed a new surveillance system in May. Consists of four cameras, including a license plate reader, and new monitor.
  • Replaced siren operated sensor in July. A new sign for emergency vehicles was put up in March; John Langenbrunner was thanked for overseeing this effort.
  • Replaced gate cylinder hardware in July. The procedure for gate maintenance has subsequently been updated.
  • Gate was painted in October, and the road stripes at gate opening were repainted.
  • Remote visor clips are still available for purchase.
  • Non-Access Items:
  • The Cabin heat pump was repaired in July. After getting estimates from eight companies, the system was replaced in October.
  • Charter Cable Service– if you’re interested in seeing service brought to Chelaque, call 877-906-9121. A closer substation would be needed, but if enough people request service, Charter might consider pursuing.
  1. ACTIVITIES COMMITTEE – JH
  • All committee members were asked to stand and be acknowledged for the outstanding job they do. All the efforts put into planning the various Chelaque activities is greatly appreciated.
  • A crappie tournament was added to this year’s calendar, and we’re always open to suggestions for additional activities.
  1. ARCHITECTURAL COMMITTEE – TF
  • We now have 78 homes in Chelaque, with one in progress and one build packet request.
  • Tracy Brueggeman was thanked for taking care of all the islands and plantings throughout our community. Anyone willing to help her would be greatly appreciated.
  • Several Committee related Concerns were brought to the Board this year. All were resolved in what was deemed to be the best interest of the Community as a whole.
  • Policies, Covenants and By-Laws will be reviewed and updated as needed for clarity going forward.
  1. COMMUNICATIONS – CL
  • The Homeowner Directory and General Information documents were updated this year; thanks to all for the quick response to update request.
  • A total of 11 Concerns have been processed to date in 2015.
  • With input from all Board members, responses to the 2014 Survey were consolidated and posted to the web.
  • Five Policies & Procedures were updated this year.
  • Some minor changes were made to the website. Thanks was given to Gary Mace for continuing as our Webmaster, as well as maintaining the Owner Email Distribution List.
  • Thank you to Gary Siemsen and Brad Orthmann for their assistance with the Annual Meeting mailing; it was a great help.
  1. LEGAL – JH2
  • We are now working with lawyerJim Point in Rogersville at more reasonablerates than our previous attorney.
  • We will be dealing with attorney Melanie Davisof Maryville on HOA issues. A review of our Covenants and By-Laws will be needed to ensure we’re in compliance with changing Tennessee Homeowner Association laws.
  • We realized $7400 in income due to closing legal issues that dated back to 2012, prior to our contract with Wise.
  • While our current insurance companies have been very cooperative in dealing with claims, it is recommended that we shop around for better rates.
  • There is a need to organize secure storage of all our documents. DriveGoogle.com has been selected and an account created. Jody Howells has agreed to continue as administrator. All future paperwork will be scanned and uploaded, in addition to the paper files.
  1. MARINA COMMITTEE – BO
  • New Marina Policy made user fee, which is $90 lower than last year, mandatory. We now have 36 of the 40 slips reserved, up from 26 last year. These fees are being used only for marina operating costs, with unspent funds going into a reserve Marina fund.
  • Marina expenses, which include the following, are under budget by $6559:
  • Electricity for Marina
  • Pest control for Marina, Pavilion and Cabin
  • Porta-Pottie service
  • This year five new LED lights on trash booms, cleaning and repainting South Marina walkway, new water pump and mowing and cleaning boat ramp area. Thanks to all the volunteers who helped with the painting; your efforts saved us about $9,000.
  • Trash booms are currently functioning well. There is a lot of maintenance involved, and they will eventually need to be replaced, which is very expensive.
  • Marina bays are in good shape.
  • Since installing security cameras and additional signs, there haven’t been any theft incidents.
  • Thanks to everyone who helped this year with cable adjustments, doing repairs and on the booms.
  1. OFFICE ADMINISTRATION – TF
  • As mentioned earlier, the A/C system in the Cabin was replaced. Dan Bodary was thanked for his assistance with Cabin maintenance.
  • Cleaning the Cabin herself has become unmanageable, so we will be looking to hire someone. If you have any recommendations, please let Tammy know.
  1. ROADS COMMITTEE – DH
  • Winter weather left the entire area with a salt shortage. All Seasons went above and beyond, going as far away as Asheville and Knoxville to find salt for our roads.
  • Our road signs were painted and replaced as necessary. Thanks given to Don and Tracy Brueggeman for the fine job.
  • Lucas Price Tree Ltd was hired to clean up the tree debris left from the 2014 microburst storm.
  • Five washout areas were repaired on Chelaque Way, Wilderness Drive and Muskogee Drive. Two additional areas needing repair have been identified and will be budgeted for next year.
  • Also next year will be additional signage for One-Way and Do Not Enter areas. These are deemed necessary not only for our personal safety but also to protect from lawsuits.
  • Our Road Easement Contract expires Q1 2017. A Draft Statement of Work and Contract for Easement will be developed and put out to bid.
  • TVA damaged some of our roads due to their inability to abide by our weight limits. They are now removing gravel they brought in. When they’re done, the will be reimbursing us for the damage done at the Nowata and Keetowahintersection.
  1. ELECTION RESULTS
  1. BOARD SIZE DECISION– Special Vote to delay Board size reduction passed
  2. NEW BOARD MEMBERS – Dick Clark, Dick Collins, Les Lindenmuth
  1. OPEN FORUM –
  • Issue with All Seasons leaving equipment on our roadsides – it’s less cost to us if they keep their equipment onsite. We will attempt to include acceptable locations and timing in the Statement of Work and possibly include penalties.
  • Does anyone check overhead wires for trees/hazards prior to winter season? DH will contact Holston Electric. They’ve been very cooperative in the past taking down and even replacing trees. If you see specific problem areas, send precise locations to Dave Howells for follow-up.
  • Possible deer hunt. TWRA has previously said a one-time hunt would not be effective; it would have to be a yearly event. Our Covenants forbid hunting; however, we do realize this is a safety issue. The Board will look into options and attempt to form a plan.
  • Website security – password-protected section was investigated this year. A single password option would be easiest to maintain, however, also the least secure. Methods within our capability could secure a site from human eyes, but may not be effective against web robots that work at the server level.
  1. MEETING ADJOURNED at 11:40 am

Respectfully submitted,

______

Cher Lindenmuth, Secretary Date Ron Johnson, President Date