CBTB ASSOCIATION MEETING MINUTES

Minutes of the Board of Directors

October 16, 2010

The CBTB Board Meeting commenced at 4:00 p.m. on October 16, 2010.

Board Members Present:                     Board Members Absent:

Paula Price                                          John Cooper

Barry Jackson                                     Roger Failmezger

Judith Atlas                                         Bonnie Haynie

Norman Haynie

Lori Giberson

Chris Naumann

Association Members Present:

Fred Olsen                              Virginia Haywood

Mr. and Mrs. Harmon             Beverly Saunders

Mr. and Mrs. McBride            Don Smith

Mr. and Mrs. Weber                Hazel Ford

Mr. and Mrs. Shirilla               Jean Smith

Robert Blankenship                Dotty Sites                 

Warren Ryan

Other Association members may have been present and did not sign in.

Remarks from the President, Paula Price:

The Homeowner’s Directory has been updated.  Each homeowner is entitled to one copy.  Contact Paula Price for additional copies, which will cost $5.00 each.

Each Board member will receive a copy of the POA packet which needs to be reviewed and updated.

Secretary’s Report:

A motion to accept draft minutes from the August 7, 2010 meeting was approved.

Treasurer’s Report:

A motion to accept the Treasurer’s Report as of September 30, 2010 was approved.

Architectural Committee

Facilities Manager and Pool (Paula Price for John Cooper)

Pool chemicals will be purchased from the remainder of the 2010 budget, so that needed pool furnishings can be purchased from the 2011 budget.

In response to inquiries about delinquent lot fees, Mr. Cooper recommends using a collection agency to pursue delinquencies.  He has located an agency that specializes in collecting for Property Owners’ Associations. The cost of collection will be passed on to the lot owner, rather than the Association.

A motion was passed to allow Mr. Cooper to further research the use of collection agencies to pursue delinquencies.

Residents reported that there was some leakage in the clubhouse and in the clubhouse Ladies Room.

Roads and Grounds (Norman Haynie):

Welford has taken care of two trees that had fallen across West Highview. 

Grass has been cut and additional funds have been allocated to mow at least one more time in the Fall.

Letters are going out to lot owners along Corrotoman Drive, requesting permission to fell snagged trees, and push them back from view. Letters requesting lot owners to take care of this have not produced results.

(A resident’s complaint about bushes on Windward Lane made at the meeting has been addressed.)

A motion to accept the Roads and Grounds report was approved.

Joan McBride made the comment that owners should be assessed fees for lot clean up. The relatively few people who are volunteering regularly to clean up the community should not be responsible for risking injury to clean up other people’s property. Volunteers have suffered minor injury working on the dock for example.

A motion was passed to research ways to assess fees when private lots are cleaned up by volunteers.

Dock (Barry Jackson):

The water pipe in the Corrotoman is back in service.  The hydrant needs to be flushed out by the Fire Department, which has been notified.  Posts on the dock need end caps, and the dock  needs to be sealed.

Fifty-five keys have been issued.  Norman Haynie and John Cooper will have keys to issue to lot owners if Mr. Jackson is not available.

DockMaster has been asked not to park at the dock, blocking access to the ramp and taking available parking spaces.  If residents are having work done on their docks, they should open the ramp for the workmen, and not hand over their key.  Workers can park near the docks they are working on.

A special thanks to Dr. Tingle for mowing the grass in the dock area every week.

Homeowners (Susie Pierce not present).

Judy Atlas requested information about the Christmas party, so that the information could be posted as soon as possible.

CBTB Board Business (Paula Price):

Mrs. Price remarked that CBTB needs to start outsourcing tasks.  We can no longer rely solely on volunteers for every task.

Report on the dues increase initiative to be given by Christian Shirilla for Roger Failmezger:

The next step recommended is to complete the Capital Reserve Study, which is required by Virginia state law.  Mr. Shirilla stated that according to Association by-laws the Board must formally appoint the committee, headed by a Board member and assign them the task of completing the Capital Reserve Study.  Mr. Failmezger recommends that after the Capital Reserve Study is completed, it should be analyzed to find out if capital reserve funds are compliant with state law, if a dues increase is necessary, and if so, how much is needed. 

A motion was passed to formally appoint the Capital Reserve Analysis Committee and assign them their mission by the next Board meeting which is scheduled for Saturday, November 13, 2010.

A motion was passed to form a committee to review and update policies and the POA packet.  The committee will be lead by Barry Jackson.  Robert Blankenship, Fred McBride and Don Smith have volunteered to assist.

Owners’ Comments:

The sign at the entrance needs to be lit again.  (The wires were cut during mowing.)

Neal Garner volunteered to redo the sign at the Dock.

Several roads need gravel, specifically Dock Road.

The Corrotoman extension road has been damaged by heavy equipment used in construction on Lot 1.  Is there a bond deposit that will cover repairs? The owners of Lots 1 and 2 need to be notified of their responsibilities in this matter.

There are complaints about the trailer chained to trees on Corrotoman extension.  It is difficult to turn around.  The road needs a sign that warns drivers there is no turn around at the end of the road. 

The Board meeting adjourned at 11:30 a.m.