Coolfont Mountainside Association
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Coolfont Mountainside Association
Board of Director’s Meeting
March 8, 2014
Call to Order:
Dan Keary called the meeting to order at 10:12 am in the CMA office.
Board members present: Liz Dane, Dan Keary, Richard Kaufman, Greg Kendall-(via conference call)
Members present: Elmer Broxson, Cathy Levey, Joe Van Meter, Dwain Place, and Craig Deane
Adoption of Agenda: The agenda was adopted.
Approval of Minutes: The minutes of the January 2014 meeting were amended and approved.
Online Bill Payment:
Dan Keary-. Has researched the different types of online bill payment such as quick books and intuit software package. Dan met with Brenda. (CMA Accountant) Going to work with her and see what the cost will be and how it will work. Some members do not want to utilize it. We will still work with those people who want to send in their bills. Before the next board meeting – it will be worked out.
Proposal for Community Trash – Cathy Levey presented a thorough report of the possibility of having a community dumpster. In 2012 the CMA board had looked into this idea. 53 homeowners voted and of the 53 , 34 expressed interest in having some type of dumpster. The board determined that it was the responsibility of the individual home owners to dispose of their trash. However, it was brought up again, as we now have a community manager that could oversee the dumpster.
1. Different sites within the community were proposed and taken into consideration were aesthetics what would be involved logistically. (trucks that can back up to the dumpster)
2. The dumpster would have to sit on a platform and the preparation costs for that vary. ($1,000)
3. A trash disposal service would have to be selected along with the size of the box 4 yard or 6 yard etc.
4. There are security considerations of outside dumping. Therefore, a chain link fence would have to be erected. ($4,200) Dumpster would not be bear proof. (cost to bear have bear proof box $2,369-$3,669
5. Monitoring and maintenance-
6. Determination of the entire community paying the monthly price or just those who would use the dumpster.
7. Overall cost -estimate-monthly cost $140 per month for a 4 yard box and $200 for a 6 yard box . An extra pick up for the week would be $25- Estimated cost to install would be $10,000.
Action: The board will discuss this at a future meeting as some board members were not present for the presentation. A decision will be made at the May board meeting.
Management Report- Craig Deane wanted to thank Shane Cheatham and John Hobday for their exemplary work during the bad weather and water challenges. Craig’s report advised the following:
Bad weather work:
· Walked and cleaned blue trail
· Shoulder asphalt –Bobcat way
· Installed new crime watch signs in the community
· Repaired broken speed limit sign
· Made and installed lid for septic clean out
· Responded to frozen pipe meters
· Pruned trees in traffic islands. Removed dead and leaning trees on loop
· Removed 4 ice damaged trees from mountain side loop
· Hand dug out mail boxes
· Filled pot holes
· Replaced ice damaged gutters on pump house and installed snow birds
· On Going Work- planning 5 red buds on loop, spring work and renovate bathrooms at pool house.
Motion made : Table tree work discussion- tabled at the request of the president
Tennis Courts-.Craig Dean came up with a proposal for the tennis courts since it is proving to be costly to re build both courts (the current courts have been repaired and repaved several times and at this point, any repairs will be futile due to the damage and the roots that have grown under the courts). He proposed that we take existing court and move it south. Change to one court and one all purpose court. Remove chain link fence on north side and re-grade the area. (Save the fencing to use for other projects). Eliminate two courts. change the pool road to make it a loop. Craig felt that he could do most of the work himself to save money.
Action: Dan asked Craig Dean that we get more detailed firm costs and timelines. A survey will be done within the community. Board to utilize online survey tool called survey monkey.
Mailboxes- we have had a number of members who have requested mail boxes here at CMA. We have run out of mail boxes. Craig met with the postmaster and the postmaster recommended that we add the boxes. Dan Kearny reviewed the proposal and approved the cost. A motion was made to add to the existing mail boxes. It was approved.
Action: The boxes will be shipped from California for installation.
CMA Treasurer’s Report: Financial statement- board members and chairs to get monthly-28th of February- sewer. Shane has not submitted invoice for snow removal at beginning of March. Overrun snow budge item but based on the other parts of the budget it will override that.
Meeting adjourned Water and Sewer Meeting convened.
Board adjourned at 11:24am
Water & Sewer
Elmer – working on increasing south well flow-did draw down when cold weather hit, work had to be suspended. It will take another month. They are putting in a pump that is rated at 35 gallons a minute. Trying to do this project for $1500. Pump currently is only putting out 24 gallons.
Lost water in A section and D section due to burst pipes. Two meters had to be replaced.
Water –Sewer Adjourned – at 11:35am
CMA meeting convened.
Committee Updates:
DACC- No Report
Finance- No more to report.
Communications- - News letter has not come out. Lois needs more articles. She currently only has 3.
Community Relations –No report
Social- The potluck this evening was canceled.
Water & Sewage- no additional report.
Recreational Facilities- no additional report
Pool- Closed for the season. Dan spoke with Bob Cohen. All is in place to get opened on time and will have a new certified pool operator.
Roads- Elmer reports that they are using millings for road repairs.
Gateways/Security-Cathy Levey- Security cameras
Cathy presented to the board the use of cameras (that hunters use) to be placed in trees. Going to wait until the weather gets better. This is on a trial basis to see if they work.
Gateways-Received approval for 5 redbud trees to be placed around the community. Replacing those trees that have died in the community
Security- 10 separate episodes of snow flurries and snow and ice/sub freezing temperatures . Stranger approached a homeowner claiming to be with census bureau. Homeowner called 911 and the stranger left
3 separate incidents of flood lights overnight and an email was sent out to the community. Flood lights left on overnight is a nuisances and need to turn off after 10:00pm
Large number of pot holes- contacted site manager and they filled some of them. Grating and graveling will need to be done in the spring.
Technology- Liz was in contact with web master, Chris and will be working with her on updating the existing web site. Working with community on adding pictures etc.
Nominations: N/A
New Business- None at this time
Adjourn: Meeting adjourned at 11:50am
Next Board Meeting- May 10, 2014
Respectfully submitted,
Liz Dane, Secretary