Farm Bureau Conference Room 6pm
February 28,2022
In Attendance:
Edward Lewis – President
Austing Thomas – Secretary/Treasurer
Agalia Baker
Janet Fryar
Agenda
Discussion Items:
1.) Treasury duties pertaining to the previous accountant; authorized person to sign for CLPOA checking account and how to proceed financially to provide transparency in bookkeeping.
2.) Address the street light issue concerning a non-working light. Entergy has been contacted and responded to Stephen Smith concerning the numbers on the poles and what to request when an issue arises. Edward is going to contact the person from Entergy. Discussion concerning the lights brought up the issue that the lights are needed for security; also, that some residents complained about the lights. Agalia indicated there could be an issue with billing if much attention was brought to the street light issue. The non-working light is located at Angelfish Court. Edward is taking the responsibility to see that the light is repaired.
3.) Committees contained in the Bylaws were discussed and it was decided that the most important Committee is Security and Safety which is vital for Halloween safety. It was decided to delay getting volunteers until closer to October. Gregg Long was mentioned as a resident that has always provided assistance with security and is good at managing the Halloween event. The Social Event will be wrapped into the annual social meeting. Gregg Long agreed at the last Board Meeting to have a cookout. Edward indicated it would take place in the 4th quarter. Discussion was held concerning where to hold the event as parking in the Cove is limited and events held outside the Cove are not well attended. Gregg Long is going to be contacted on this issue.
4.) Discussion was held concerning bids for lawn care of the front entrance. Bids were received by Austin Thomas and Agalia Baker from “The Lawn Commander,” “Moore Mowing,” and “5 Star Lawn Care & Landscaping”. It was determined to get new bids from each of the companies with the same work requirements (formatted in similar fashion) so comparisons in pricing would be simplified. Edward indicated that when a lawn care service is selected, a contract will be written to provide that the lawn service will perform the job in a satisfactory manner, with provisions to terminate the contract if the service is unsatisfactory. Austin will contact the lawn care providers for new bids.
Agalia informed the board that weed control and fertilizing were done by “West” and currently none of the bids we received for lawn care have that as part of their bid. A question arose concerning watering of the plants at the front of the subdivision, Agalia thought there was water available, but unsure as to where the faucet was located. Also, it was noted that CLPOA does not receive a water bill.
It was determined that when the new bids were received Edward would have a conference call with the board members so a lawn care service could be selected without a called board meeting. It was decided that payment for the service would be one half of the total cost of the bill paid in advance and then a 3rd quarter and 4th quarter payment at the end.
5.) Lighting at the front entrance was discussed. Agalia’s husband has been doing the work on the lights and indicated that the issue is outdated wiring and old transformers on the lights that cause them to fail (both sides of the road are affected). Doug’s Electric most recently worked on the lights to address the problem.
6.) First State Bank’s signature card must be updated to contain the names of Edward Lewis, President of CLPOA and Austin Thomas, Secretary/Treasurer of CLPOA. Currently Agalia Baker is listed on the account. Edward requested that she remain an authorized signer for a little longer. The Bank has requested a letter head from CLPOA with information stating that as a result of a meeting of the CLPOA Board the names of Jenifer Hubbart and Aaron Watson be removed, and Edward Lewis and Austin Thomas be added. The CPA, Zach Wojtek is to be removed from access to the account. The board will look into getting a CPA as some future date.
7.) A message was placed on the Facebook Residents page letting residents whose home occupies two or more lots be aware that they only owe $65 for their current dues. Austin indicated that this would only affect 5 or 6 residences. Also, the issue of nonpayment of last year’s dues will not be addressed.
8.) Nettie Smith was nominated to take the Vice President’s position due to the loss of Stephen Smith.
Meeting adjourned at 7pm
Submitted by Janet Fryar