Board Notes
8/18/20 - The Board agreed to not have an Annual Meeting based on the COVID requirements; transition to the new Board once the pool closes; extend the pool season one week after Labor Day to September 13, 2020.
8/17/20 - The pond fountain was installed.
7/31/20 - Much of the overgrown landscaping was removed.
7/15/20 - The pond repair is complete.
6/10/20 - Board Meeting
Due to delays in the resurfacing company, we decided to move the resurfacing to the end of the season (September 28, 2020) and work to open the pool with the goal of Saturday 6/20/20, with a hopeful opening of that Friday night.
Signed contract with Dun-Right Construction to resurface the pond. They will be able to start on 6/22/20.
New fountain purchased to by-pass expensive, old pump-house system.
Worked with Art Daniels to get pool tactics completed to open the pool.
Worked with Larry's Locks to add the technical side of our new Internet-based lock system for the tennis courts and pool.
Updated financial reserve study with additional expenditures.
Updating Members with their individual code to unlock pool and tennis courts.
Delayed Annual Meeting until further notice.
5/18/20 - Board Meeting
Decided to open the pool with COVID-19 regulations; hire Art Daniels Pool Services for setup; reach out to the Membership for 2 hour sanitation process; potentially pay someone to follow-through on providing the service; restricted hours based on opening to 10am to 8pm.
Pond floor is cracked and needs repaired; agreed to change location of fountain to middle of pond, add lighting, and change to a spray fountain; add pond floor to reserve study.
Decided to self-regulate COVID-9 regulations for tennis courts and include sanitation in pool service sanitations.
New pool and tennis gate locks waiting to install. May need a Windows 10 computer in the future to manage the application.
Delayed Annual Meeting until further notice.
4/29/20 - Delayed Annual Meeting until June 7, 2020 at 7pm due to coronavirus.
4/28/20 - Received news that the pool will not open on time due to inspections being delayed from coronavirus.
4/15/20 - Purchased 4 counter high tables and 20 subsequent chairs for the Clubhouse to replace the old plywood counter high tables.
3/15/20 - The HOA E-Directory via DirectorySpot.net was launched to the Membership.
3/12/20 - The concrete and the wooden steps have received a 25 year guaranteed seal. It was a total of $13,000, saved the steps (reconstruction bid was $3500) and the 5-year guaranteed products typically were in the $5000 range. It looks great.
3/11/20 - The guard house lock has been changed to a keypad lock for the consistency and simplicity of allowing landscape, pool, pond, maintenance and Board Member access. The previous key has been a known headache.
3/6/20 - Approved signage for Tennis, Pool and Clubhouse based on rules on this website.
3/6/20 - Arranged late May timing with Art Daniels to install pool heater after potential resurface meetings.
3/5/20 - Resurface meeting for pool rescheduled for 3/16/20
3/4/20 - The Board finalized and approved the Terms of Use for using the CCCA HOA Directory.
2/6/20 - Finalized contracts for 2020 Pool Maintenance and Landscaping.
2/4/20 - Installed water sensor alarms at Clubhouse.
1/26/20 - Board Meeting
Agreed to the HOA rules on this site.
Established the Operating Budget for 2020 within the guidelines of a 30-year plan, which is in Management > Financials.
Agreed on the following purchases within the planned reserve budget:
New pool finish, Clubhouse furniture (Enhancements), furnace, pool heater and deck seal.
Agreed on the following one-time investments in our Clubhouse and community:
Additional Clubhouse furniture, wifi code locks for tennis-pool, new guard lock, printed directory, new signage for tennis-pool-clubhouse use and water sensor alarms.
Agreed to add the following operating expense (post furniture):
Sling TV
The Board agreed to investigate the insulation cost / benefit of the Clubhouse.
The Board also agreed to a trial of reserving the Clubhouse without a deposit. The last incident that reached a legal level was in 2008. The Board has authority to levy fines and place a lien on a home who desires to sell. Members not in good standing cannot use the amenities.
The Annual Meeting is set for 7pm on Sunday, May 3, 2020.
11/11/19 - Difficulty gathering Board together, posting preliminary Board Rules for Tennis, Swimming, Clubhouse, Clubhouse Rentals, and Directory Use. Anticipate confirmation by end of the year for 2020 activation.
10/2/19 - Pond closed, potential leak since it was so low, evaluate in Spring prior to opening
9/3/19 - Pool closed, evaluate painting the pool floor in Spring, delayed sealing and furnace replacement until Spring
8/2/19 - Delayed pool heater install until Spring, parts and timing issue
7/19/19 - Replaced front door to Clubhouse, added WiFi lock
6/22/19 - Old valves in sprinkler system and old pump in sprinkler system replaced. The leaking stopped.
6/5/19 - Noticed pool gate by tennis court needs alignment / repair
6/5/19 - Noticed water meter for landscaping running despite not being used during inspection of deduct meter. The plumber could not find a leak. The sprinkler company said it is likely related to 2-3 old valves and a 20+ year pump doing damage down line. Sprinkler work was scheduled in reserves in 2021. Board may move it up to this year. We are still fully funded for 25 years.
5/23/19 - Board Meeting
Agreed to use DirectorySpot.net as the official single database for the association and email submissions
Agreed to replace the front door, add ADA entrance, and add a WiFi lock
Agreed to change pool heater if necessary
Agreed to find a solution to eliminate need for keys for pool and tennis
Agreed to rewrite and post rules associated with the use of the directory, pool, tennis courts, clubhouse, and clubhouse rental
Agreed clubhouse can be used for community events scheduled by the board, typically events happening within 30 days to allow for the use of membership rentals
Agreed to seal the pool deck and sidewalk upon close of the pool this year
Evaluating the following: furniture and area rugs for clubhouse, children and speed signs for neighborhood, quotes for pool walls and floor
Evaluating the following amenity changes: basketball on the south parking lot, pickle ball on one of the tennis courts
5/23/19 - Tile work at Clubhouse is complete.
5/21/19 - Replaced umbrella stands.
5/14/19 - Changed Clubhouse, pool and tennis batteries in cameras for upcoming season
5/14/19 - Tile work at Clubhouse has begun, added leveling to the project ... expect to finish by 5/22/19
5/13/19 - Greeter Group passed out hard copy instructions for Directory project to compliment online submissions
5/8/19 - Smart TV installed at Clubhouse; fireplace repairs inside and outside complete; tile coming 5/14/19 and work will begin immediately
5/7/19 - Stephanie Coley appointed to the Board.
5/7/19 - Marketa Meyer, Katie Tretter and Natalie Dragovich will be our Greeters
5/7/19 - Evaluate replacing front door while installing WiFi locks
5/6/19 - Architecture Review Committee to be the Board
5/5/19 - Annual Meeting minutes
Only 18 people attended.
Elected new Board member, Amanda Queen. Steve Russell committed to 1 more year as President. One Board vacancy to be appointed by the President.
Delayed purchases included pool floor and Clubhouse furniture. Governing documents revision goal this year.
Review of finances ... all Members are paid; dues have not increased for at least 7 years; utility changes for electric and water starting to save money; fully funded for 26 years.
Chose to purchase smart TV for Clubhouse.
Chose to extend tile instead of replacing carpet.
Chose to purchase WiFi keys for Clubhouse and possibly throughout.
Clubhouse repair for fireplace leak will be complete before next rental.
Credit card fees to be pushed to members who want to pay with credit card.
New Business Discussions: Email notifications from carpenterscreek@gmail.com account instead of previous website service; stronger rules and penalties for Clubhouse rentals; Clubhouse reservations 30 days in advance for "All Members Invited Events"; find a way to provide a Membership directory that is printed or able to print; evaluate pickle ball interest in community (will need to follow amenity changes rules); evaluate need to repave parking lot; neighborhood safety improvements with more children in neighborhood; large discussion about how to get new neighbors to participate in the HOA.
Openings: Greeter, Board Position, Architecture Review.
Dismiss.
4/30/19 - Approved repair work for inside Clubhouse ($1300) and outside fireplace mortar ($1800) ... work underway immediately.
4/28/19 - Conversion of previous email data to Google account, and first email live/test sent with updates.
4/28/19 - Unanimously approved the quote from All In One Contractors for the inside of the Clubhouse mold, drywall, paint repair for $1300. Decided to paint all but kitchen and bathrooms to match, which will also fix significant nail pops and clean up doors that previously have not been repainted.
4/26/19 - Met with 2 independent contractors at Clubhouse to look at fungus in corners of fireplace. Water eroded mortar and drained in ruining all structures below top of fireplace. Getting quotes for repairs inside and out for drywall, framing, sealing, baseboards, painting and outside mortar replacement and downspout install. Going to paint throughout main room to take care of nail pops and bad drywall seals.
4/22/19 - discuss hiring a management company without volunteers for Board, one quote is $7000/year
4/22/19 - developed a new website for CCCA via Google Sites, that also includes a "New Neighbor" form for an ultimately updated directory
4/22/19 - decided to move away from HOA-sites to self-managed services through Google products plus PayPal
4/22/19 - Paypal will be the official list of Members, dues for 2020 will pass on credit card fee to those who use it