2025 CMF HOA Board Meeting Minutes
The following minutes document meetings and actions of the Chestnut Mountain Farms Homeowners Association Board during 2025. Meetings are presented in reverse chronological order, with the most recent meeting first.
December 14, 2025
Background
Upon the request of CMF HOA President Bruce Anderson, a proposal for settlement of accounts in arrears on annual HOA dues was shared with Board members.
Current Board members Bruce Anderson, Perry Swaim, John Belton, Susan Catoe and Barbara Brooks were provided with the background request regarding Lots 138 and 139. Since the transaction involving settlement of the overdue accounts is not likely until January 2026, HOA Board Members Eric Clement and Lou Pagano who begin their terms on January 1, 2026 were also engaged in the review.
All five (5) current Board members and the two (2) 2026 members approved proceeding with the proposed settlement.
The essential terms are that a sale of the two properties will proceed with the seller and buyer committing to provide the CMF HOA with payment of $3,500 for each lot ($7,000) at the closing of the sale.
This amount is generally consistent with the amounts being pursued for the liens on the property and with other comparable instances of owners in arrears on their accounts.
Actions
On December 14, 2025 Bruce Anderson notified the business agent for the owner of the two lots who in tern, confirmed that both the owner and buyer agree to the proposal terms and HOA payment requirements.
The HOA President received confirmation from the business agent that the details on the sale legal closing date and settlement terms will be provided to confirm that the CMF HOA requirements are fulfilled. Pasted text
November 17, 2025
Establish Quorum
The meeting started at 6 pm at the home of Bruce Anderson.
Meeting Attendees: Bruce Anderson, Perry Swaim, John Belton, Susan Catoe.
Therefore, a quorum was established. Guest attendees included Eric Clement and Lou Pagano.
1. Follow-up and feedback on the October annual HOA member meeting
Follow-up and feedback on the October annual HOA member meeting and the follow-up content on the CMF Website. Open discussion just to see if any of the participants have received any feedback or seen any action resulting from the meeting and the preparation we put into the event.
- Feedback at the meeting and after was positive from the members and guests.
- Board members commented that having the content available earlier on the website should be continued at the annal meetings.
- Barn location with inside tables and chairs is practical and appreciated.
- Relatively well attended (close to 50) even with no votes to be taken on HOA Bylaws or Restrictive Covenants.
- Perry and Bruce commented that they should have planned for more Board members involvement in the actual presentations before the group.
2. Board Member and Board Officer positions
- Discussion on the expectations of all Directors serving on the Board. In preparation for the meeting, there were multiple documents shared with current and prospective Board Directors.
- Authorization and appointment of the two new Board Directors. Bruce, as President, indicated that since there was no quorum from the online voting, the Bylaws require the appointment of Directors. The online votes submitted were one factor. Bruce also stated that the direct conversations with Eric Clement and Lou Pagano established the basis for their recommendation. They were the new candidate HOA Members on the online ballot who received the most votes.
Action: The recommended selection of Eric and Lou as the new Directors beginning January 1, 2026, was unanimously approved by the Board. Both Eric and Lou accepted their appointment.
- Authorization and Appointment of the Board Officer roles for 2026. Within the last two weeks, Bruce has provided the Board Directors with a multi-page summary of the responsibilities for the Board Directors in Officer and At-Large roles as a guide. The list provided the specific tasks outlined in the Bylaws and “Best Practice” experience. That summary is attached to the minutes from this meeting and will be uploaded to the website. In addition to the officer roles, there were other actions that the Board formally considered and approved.
Action: The Board Directors unanimously approved Perry Swain as President, John Belton as Treasurer, Susan Catoe as Secretary, Lou Pagano as Vice President and Eric Clement as “At Large” director for the one-year period of January 1, 2026, through December 31, 2026.
Action: The Board Directors unanimously approved the establishment of a Standing Committee, the Finance Committee with Treasurer John Belton as the lead along with Eric Clement as the At-Large member. Other non-Board HOA members will be added for their fiscal management expertise.
3. Architecture Review Committee
Discussion of the appointments of the Architecture Review Committee members.
In the table referred to in section #2 above which lays out the roles and accountability of the Board, Lou Pagano as Vice President will be the facilitator and lead of the Architecture Review Committee.
Lou will be confirming the committee membership for 1-year terms, and the representation will be posted on the CMF HOA Website when the selection and acceptance is finalized.
4. Priorities to complete Q4 2025
The Board discussed may have some fine tuning to the 2025 year-end financial results given activities on overdue accounts and foreclosure actions underway.
This can also include a summary of the HOA finances projected for year-end financials.
The status of capital projects (e.g., the new security and gate control system which will be operational in the fourth quarter, tentatively before the end of November).
5. Potential projects for the first half of 2026
The Board discussed the potential projects for the first half of 2026.
In addition to the continued work on assessing the engineering analysis completed regarding the alternative fire protection for a new pond, project activities regarding necessary repairs at the Pavilion, the Barn, and the front fence at the entrance gate.
On the new pond, given the projected cost, no work will be initiated unless there is grant money for a primary funding source, but the Board seeks to continue planning and compliance with grant submission requirements.
6. Administrative issues
Formal Board Approval of the Website Maintenance responsibilities.
Website administration requires substantial time in the skills and techniques to maintain the website systematically. The email outreach and content refresh also requires time and skills to be timely, accurate and useful.
The Board President recommends that for 2026, the annual HOA fees for Perry Swaim be set to zero to offset his time and skills needed to continue (as has been performed in 2025) these responsibilities.
Action: Unanimously Approved by the Board.
The Board President Bruce Anderson is officially registered with the NC Secretary of State as the Designated Agent for Chestnut Mountain Farms, Homeowners Association, LLC.
The recommendation of the Board is for Bruce Anderson to retain this designation through no later than 9 months (September 2026) since with that assignment, he can complete the legal activities required for the LLC including current foreclosure actions, the annual audit initiation and accounting system execution with additional online functionality plus controls, etc.
Action: Unanimously Approved by the Board.
7. Other Issues
Board Directors Bruce Anderson and Susan Catoe both said they were hosting Thanksgiving Day events with their family members and may borrow chairs from the Barn for the day’s events.
Board members also considered informal, community gathering during the upcoming holiday season. Pasted text
October 1, 2025
The CMF HOA Board Meeting was scheduled for October 1, at the request of HOA Board President Bruce Anderson.
An agenda was prepared in advance and relevant background information on the agenda topics were distributed ahead of the meeting for Board member review and preparation.
The meeting started at 7:30 pm, EDT.
Establishment of Quorum
Four (4) Board members were in attendance and connected via ZOOM. Bruce Anderson, Perry Swaim, Susan Catoe and John Belton.
The fifth member, Barbara Brooks notified the Board on 10/1 that she now had a schedule conflict but had received all of the content to be covered in the meeting well ahead of the meeting.
1. Advance meeting information
The Board members were provided information in advance of the meeting regarding the topics to be discussed and potential actions to be taken.
2. Foreclosure activities
For the current foreclosure activities authorized by the Board in previous 2025 Board meetings (refer to the meeting minutes uploaded to the CMF HOA Website, the attorney designated from Vannoy, Bently and York, PLLC has been working with Wilkes County officials.
In view of the procedures necessary to complete the next steps, an independent third party must be assigned as trustee for the CMF HOA on the upcoming transaction(s).
Actions Approved After Discussion and Recommendation of the Board President: The next step requires the assignment of an independent trustee for the current foreclosure action. HOA Boad does elect to use Caleb Rogers as the Substitute Trustee.
Jackson Carter from Vannoy, Bently and York, PLLC will provide all of the documents that we have sent out so far, as well as the bylaws, Restrictive Covenants, and minutes from an HOA Board meeting clarifying that the HOA intends to pursue foreclosure against the Lot, that the HOA has the power to do so, and that the HOA Board appoints Caleb Rogers as the Substitute Trustee for the matter.
These actions were approved by the Board.
3. Proposed 2026 operating budget
At the annual meeting of the HOA and formal business meeting, the HOA Board has provided a version of the proposed operating budget for fiscal year 2026 which begins January 1, 2026.
A copy of the proposed budget with associated backup justification on any increases was provided to board members on September 26, 2025 for their review.
Actions Approved After Discussion and Recommendation of the Board President: After discussion, the Boad approved the version of the budget for sharing with HOA members at the annual meeting.
The documents approved will be posted on the CMF HOA website and members are encouraged to review the content as well as the other documents associated with CMF HOA Board activities.
4. Preparations for the Annual Meeting
- Meeting attendance so that the logistics for catering and seating can be completed satisfactorily. As of 10/1/2025, it looks like preparation for 40 may be the best estimate.
- Member participation to-date in the Board Director voting. The discussion was on the level of activity and communications around the process such as the candidate abbreviated bio information posted on the website.
- Responsibility for status updated on other activities to be covered at the meeting; Architecture Review Committee, road and common area maintenance, security, and project level activities including the research on the potential water source (pond retention) and additional guidance on fire suppression actions.
- Update on the replacement for the frequently failing 18-year old gate access control system. Installation will begin after the October 18th annual meeting with a dependency to be covered at the meeting to get up-to-date member information for the readable tag system functionality.
5. Additional discussions
Following the resumption of the agenda for the open meeting, the following discussions were conducted.
- Potential new owner of lots 138 & 139 seeks to consolidate lots. Letter drafted with the procedural steps and other considerations (9/29/2025).
- Foreclosure hearing at Wilkes County Courthouse for lot #172 scheduled for 10/9/2025.
- Positive feedback (John Belton) provided on the addition of “crush-and-run” coverage on critical curve on Chestnut Mountain Parkway where vehicles had damaged the area just off the pavement.
6. Meeting adjournment
The meeting was adjourned at 8:25 pm. Pasted text
July 30, 2025
The CMF HOA Board Meeting was scheduled for July 30, 2025, at the request of HOA Board President Bruce Anderson.
An agenda was prepared in advance and relevant background information on the agenda topics were distributed ahead of the meeting for Board member review and preparation.
The meeting started at 7:30 pm, EDT.
Establishment of Quorum
All five (5) Board members were in attendance connected via ZOOM. Bruce Anderson, Perry Swaim, Barbara Brooks, Susan Catoe and John Belton.
1. HOA members in arrears
The Board members were provided information in advance of the meeting regarding the status of HOA members (property owners) in arrears on their payments of annual dues and any accumulated “late fees” and interest for the overdue amounts.
Throughout 2024 and 2025, the HOA Board has initiated multiple communications with property owners in arrears on their amounts and has been open to discussion and negotiation intended to settle the obligations.
1.1 In an update as of 7/30/2025 from Sabrina Richardson from Champion CPA, there were 11 members who were in arrears on annual dues but only for the year 2025. Within this total, two had changes of ownership in Q1 and others had requested duplicate copies of the invoice.
1.2 Nine (9) properties were owned by one party and their accounts were in arrears for several years. In the review at the meeting one lot, 199, has recently been sold and there may be details to investigate on the transaction. The remaining eight should be candidates for follow-up on the status of their Liens.
1.3 There remain eight (8) lots in arrears for multiple years where Liens have been or will be placed on the properties. In two cases, a negotiated resolution was agreed upon, but the owner has failed to live up to their obligation. In three (3) cases, the ownership is in question and further research with our legal representative will be initiated to determine whether further steps (foreclosure), can be initiated.
2. Foreclosure process
Given the complexity of the process, in consultation with the Attorney, Vannoy, Bentley & York, PLLC, the recommendation by the Board President, the foreclosure process has been initiated involving property management designees on lot number 172, and with the owner of both lots 34 and 74.
3. Summary Progress review from Vannoy, Bentley & York, PLLC
On the foreclosure procedures under the applicable State, Wilkes County and NC HOA regulations.
Our legal representative has indicated that with the research conducted, Vannoy will proceed with a model process and format for the legal steps and that formal communications with the owner and County will be initiated in the first two weeks in August.
4. Executive session
The Board opened the executive session at approximately 8:10 pm. And discussed further legal procedures associated with the additional HOA members (property owners) in arrears on payments.
Authorization by the Board has been given for Board President Bruce Anderson to continue research on options with legal counsel.
Additional discussions during the Executive session included contractual matters for our water source(s) for fire protection and HOA security.
5. Return to Open Session
8:25 pm.
5.a. Recap of the Independence Day Social gathering at the barn. This was a success with a count of 51 people attending and considerable activities in and around the “Barn” facility.
5.b. Status update on communications regarding the Board Election Process.
The communications strategy and important dates were discussed and confirmed. The initial communication earlier this month (July) to owners via email and website updates solicited interested parties who would like to be candidates for Board Director position to review the documentation applicable to the role.
The due date for submission of interest for Board Director elections is August 31.
Actions: Board approval of the timetable and the objective of having all votes documented by owners using the proxy vote forms included on the website. In August and September, there will be email messages to HOA Property owners as reminder of the process and the deadlines.
5.C. Discussion of other topics to be “discussion items” at the Annual HOA Meeting on October 18th.
Bruce will request that Marvin Felts (M&M Mowing and Landscaping) prepare a short summary of work accomplished in 2025 and underway in Q4 regarding roads, and overall land and gate maintenance.
Likewise, Bruce will ask Geraldine Blevins to provide a brief summary on safety and security observations and suggestions.
6. Financial Review of most recent quarterly reports
6.1 Financials Through June 30th are overall, on budget. However, the exceptions include the unplanned repair work following the roadside account over budget in Q1-Q2 of approximately $6,000.
The additional professional hours for Champion PLLC during the QuickBooks upgrade, conversion and testing amounted to roughly $2,000.
6.2 On the Revenue side, Q2 included some $16,000 in late annual dues. Unfortunately, there are still close to 10% of all owners who are late in payments for 2025 and/or further years.
6.3 In Q3 we expect the paved roads repairs and gravel road work to be mostly complete and within the target budget, revised downward somewhat in view of the major road clearing and restoration due to Hurricane Helene and then the February Ice Storm.
Costs from the successful July 4th community social should be under $1,200.
7. Architecture Review Committee Update
While there are several owners nearing the stage where proposed building plans must be submitted, there are no new submissions currently under review.
The Architecture Review Committee membership serves one-year terms.
Interested owners interested in serving on this standing committee should contact HOA Board members and discuss their interest.
8. Capital Improvement activities update
Road resurfacing, preparation for potential water source (pond) in the common area behind the barn.
On this later issue, the CMF HOA Board approved a contract with Spangler Engineering (SEL) for work on the engineering feasibility and grant application research with preliminary submittal data.
The statement of work and contract services is $3,500.
9. Actions
In the executive session Board members approved the Statement of work and preliminary scheduling with SEL for engineering and grant preparation assistance on the water source planning behind the Barn in the common area.
The Board also approved the President Bruce Andersson to proceed with the format covering our limited, basic security services in preparation for the 2026 budget.
10. Dumpsters
While the two dumpsters, twice a month service is working well, there is a recommendation for the Board to consider additional night lighting above the dumpster.
Also, owners using the dumpster are encouraged to flatten boxes to allow for more space in the containers.
11. Additional meetings
There is the potential for additional, special Board meetings in support of the required communications with HOA members in preparation for the October 18th Annual meeting.
12. Meeting adjournment
The Board concluded the Business Meeting at 8:58 pm. Pasted text
June 22, 2025
The CMF HOA Board Meeting was scheduled for June 22, 2025 at the request of HOA Board President Bruce Anderson.
An agenda was prepared in advance and relevant background information on the agenda topics were distributed ahead of the meeting for Board member review and preparation.
The meeting was started at 8 pm, EDT.
Establishment of Quorum
Meeting Attendees: Bruce Anderson, Perry Swaim, Susan Catoe, John Belton.
1. HOA members in arrears
The Board members were provided information in advance of the meeting regarding the status of HOA members (property owners) in arrears on their payments of annual dues and any accumulated “late fees” and interest for the overdue amounts.
Throughout 2024 and 2025, the HOA Board has initiated multiple communications with property owners in arrears on their amounts and has been open to discussion and negotiation intended to settle the obligations.
2. Liens and additional collection steps
In view of Board authorized actions in 2024 regarding the assignment of liens on over a dozen properties in arrears for multiple years, the Board is now, June 2025, to proceed with additional steps with property owners in arrears.
3. Foreclosure process
Given the complexity of the process, in consultation with the Attorney, Vannoy, Bentley & York, PLLC, the recommendation by the Board President is to initiate the foreclosure process involving property management designees on lot number 172, and with the owner of both lots 34 and 74.
4. Action Taken
The HOA Board approved the action to authorize Vannoy, Bently & York, PLLC to initiate the foreclosure procedures under the applicable State, Wilkes County and NC HOA regulations.
5. Legal expenses
In view of the above work to be performed, the Board President requested approval of HOA funds in the amount of $3,000 for Vannoy, Bentley & York, PLLC for the legal expenses associated with the foreclosure procedure.
6. Action Taken
The HOA Board approved the transaction as recommended.
Champion CPA will be provided a copy of these meeting minutes to initiate the transaction.
7. Executive session
The Board discussed further legal procedures associated with the additional HOA members (property owners) in arrears on payments.
Authorization by the Board was given for Board President Bruce Anderson to continue research on options with legal counsel.
8. Return to Open Session
Additional Board Discussion topics included a review of the plans for the HOA member community gathering on Independence day, July 4, 2025.
Perry confirmed that the July 4th celebration is progressing well, with food arrangements made from Bushy Mountain Creamery and barbecue downtown, though he needs to verify the menu details.
He plans to send a reminder email to attendees about bringing desserts and drinks.
Perry expects a good turnout with new owners attending, and he will facilitate introductions among the group.
Susan suggested using name tags, but Perry felt it was too formal for the event.
9. Meeting adjournment
The meeting was adjourned at approximately 8:20 pm. Pasted text
May 14, 2025
Meeting Agenda
The meeting was initiated as a hybrid session with members both at the CMF home of Bruce Anderson and a ZOOM connection for virtual participation.
The meeting began at 7:10 pm.
1. Attendees
HOA Board Members Bruce Anderson, Perry Swaim, John Belton, Susan Catoe.
Barbara Brooks was invited and sent a copy of the agenda ahead of the meeting but could not participate.
With the above participation level, a quorum was established.
2. Current Financial Reports
Bruce provided copies of the financial report from Abby Champion, CPA, in a separate email package before the meeting.
He also provided material on an email exchange with Abby concerning a couple questions on the content.
In answer to Board questions, the revenue from annual HOA Dues is split over 2024 and 2025. CMF HOA uses a cash/tax basis of accounting and therefore, with the annual HOA Dues mailed in early December, there are payments received in December 2024 and therefore booked as 2024 revenue.
In terms of assigning asset value amounts to the lots which have ownership transferred from individual owners they often with overdue amounts forgiven in the terms of the transfer.
For those assets, the value assigned is the amount of indebtedness forgiven and we have asked our accountant, Champion CPA, for consistency as to whether this includes only the principal or also any interest or late fees incurred at the time of the title transfer.
3. Feedback on Architecture Review Committee activities and participation
- As a question on the ARC process, it has been the practice that during the exchange of information between the requestor/owner and the ARC or HOA Board, for any information shared by committee and Board members beyond the formal submission document, the reference is to Lot # rather than the individual owner’s name(s). We seek to respect the owner’s privacy during the review process and in any decisions published thereafter.
- Perry reported that the Architectural Review Committee (ARC) is facing challenges with communication and process. He suggests including an ARC review at each board meeting to discuss approvals and open issues. In the discussion, the approach is to strengthen the ARC Internal and reporting processes. The Board, consistent with the Restrictive Covenants, delegates detailed analysis and recommendations. The Board’s participation in decisions only emerges when there is a major issue involving a material exception or when an individual owner seeks a formal appeal of a decision. Overall, the HOA Board members agree that ARC update on activities should be a standing HOA agenda issue. would improve transparency.
- On the mechanics of the ARC process, Perry stated that while the ARC requires proof of contractor insurance, this is not explicitly stated in the covenants. The board discusses potentially creating a more formal process and documentation for the ARC, with a target to present this at the October meeting.
- Another suggestion supporting transparency and clarity is that for any material exception approved by the ARC, there be a statement that the requesting owner accepts the condition that the exception can be rescinded by the HOA Board if the owner made changes which significantly altered the scope in the ARC approval.
Action Items: Perry & Bruce: Prepare training materials and PowerPoint presentation for the October meeting to explain the ARC process.
Perry: Contact ARC members to develop a documented process and flow chart for the ARC review process before October meeting.
4. Overdue accounts and our approach to liens
- Draft letters for owners with distinct stages of dues arrears conditions (e.g., single year versus multiple years) were forward by Bruce to HOA Board members prior to the meeting for review and comment. The draft versions were also shared with our accountant Sabrina Richardson and our Attorney from Vannoy, Bentley & York PLLC who we have contracted for title searches and lien processing.
- As of a report on May 14, 2025, there are 37 lots where owners are in arrears for at least one year (2025). This is troublesome given the investments we have made in the betterment of the entire community.
- Of the 37, there are 14 instances where the current owners have missed payment thus far for the 2025 fees. There are another 5 where the owners are behind only 2 years (2024 and 2025). Of the other twenty, nine (9) belong to one property manager that Perry and Bruce have been in contact with and the manager for the property group owners is working with us in getting aggressive and said he will give earnest consideration to all offers.
Action Items: Bruce to proceed with Sabrina on the communications with owners in arrears with the separate, targeted content. Bruce should also work with our attorney at Vannoy, Bently and York, PLLC to identify the steps in the foreclosure process which we may choose to begin.
5. Potential capital project on road resurfacing
- Bruce met with Marvin Felts on May 3rd to review the paved surface roads and some of the gravel roads. For planning purposes, Bruce advised Marvin to use a budgeted total in line with last year in the discussions with the road repair and resurfacing business we have used for the past several years; $60-$65 K.
- Other road repair and resurfacing issues were discussed as contractual matters and Bruce will work with Marvin on the bid proposals for two areas on Meadow where there is the greatest risk of road erosion near the edge of the roadway where the grade is very steep.
- On the subject of the gravel roads, Bruce, Perry, and John discussed the maintenance of their driveways. John shared his experience with a thin layer of gravel on his driveway, which he found effective. Perry suggested calling Mathis for a quote on the cost of gravel, including delivery.
- The group also discussed the need for a larger dumpster for waste disposal, as the current one fills up quickly. They considered the possibility of having two smaller dumpsters or a bigger one dumped once a month.
Action Items: Bruce to communicate with Marvin on the paved road surfacing estimates and bids and on the alternatives to the current dumpster size and frequency of emptying.
The Board also agreed that anyone building should require their construction crew that they (the contractor) are responsible for hauling away their trash and not using the CMF HOA dumpsters.
6. Board Officer Election Process
Board Officer Election Process in anticipation of the October 18th date for the Annual HOA Member social meeting and business meeting.
- The agenda and any proxy forms for voting privileges must be mailed at least 60 days in advance of the meeting which means our target should be August 15th for mailing.
- HOA members interested in being a candidate for the five-member Board could be asked to complete a submission (1 page maximum) to the Board by April 12th so that it can be included in the package sent to HOA members for the Annual Social and Business meeting.
- In the discussion of the upcoming board officer election process, Board members agreed on this approach to solicit nominations via email and the website, followed by a proxy vote system similar to last year’s covenant change vote. The board plans to finalize the election preparation details at their July meeting.
Action Items: Bruce: Work with Perry to prepare Board Officer election process documentation and timeline for July board meeting.
Perry: Send email blast through Constant Contact requesting nominations for board officers and ARC members.
7. HOA Hosted Activity on July 4th, Independence Day Weekend
They also discussed the catering for a barbecue event, with Perry’s stating that the cost may be covered by Sherrill Faw Realty.
Cost for the catering will be between $700 and $1000 depending on how many RSVP.
The team also discussed the location for the event, with Bruce suggesting the barn due to its amenities.
They also discussed the issue of carpenter bees damaging the pavilion’s beams.
Action Items: Work with the interested parties to find a caterer for July 4th barbecue event for approximately 60 people.
8. Activity on Property sales and construction underway
- Lots sold by owners (no HOA Owned sales) 2025: 10, 195, 196, 197, 198, 199, 104, 70, 121.
- Multiple CMF HOA Property Owners are working with Marvin Felts on preparation work related to access to their lots in preparation of building. The Board strongly advises this approach since access of roads (paved or gravel) is critical to protect drainage and land erosion.
- The Restrictive Covenants do specifically limit the number of dogs which homeowners can have at 3. Discussions with prospective and current owners prior to building will be undertaken.
9. Website and Systems Improvements
- Perry proposed creating a password-protected section on the website for property owners’ contact information, with an additional level of access for homeowners. This will be protected with another level of password protection.
- The Board supports the previous strategy from Perry and Bruce to move to QuickBooks online, with read-only licenses for Perry, Bruce, and John.
- Perry will address the security system contract with Wilkes Communications.
- Perry has worked with our website support service provider (JD Wolfe) to change the website menu icon for better user experience. That has been accomplished.
Action Items: Bruce and Perry: Follow up with Sabrina about moving QuickBooks to online access and set up licenses for Bruce, John, and Sabrina.
10. Adjournment
The meeting concluded at 8:35 pm after action items were discussed. Pasted text
February 12, 2025
Meeting Agenda
The meeting was initiated with a ZOOM connection for virtual participation.
On 2/12/2025, there were weather conditions (Ice) which made gathering in person inadvisable for safety.
The meeting began at 7:15 pm.
Marvin Felts was also in attendance as an invited guest participant in the CMF Road maintenance discussion on the agenda.
11. Attendee Confirmation
Bruce Anderson, Perry Swaim, John Belton, Susan Catoe.
Barbara Brooks was not able to attend.
12. Gravel Road discussion with input from Marvin Felts
a. As long as road maintenance has been performed by M&M Landscaping, the gravel roads have been treated with grading, additional loads of gravel and spraying for weeds.
b. The maintenance also has concluded the removal of any debris from fallen limbs and other natural causes.
c. Board members asked Marvin to join the conversation in determining whether there are any additional options to be considered in view of conditions where two gravel segments in particular, (Trapaderos and Broomtail) which are steep, which have full-time residents in established homes and which are likely to receive greater traffic in the future in view of building sites already established and the access to the Community’s Pavilion.
d. Martin provided an overall review of the regular gravel road strategy and frequency as well as other options involving the composition and depth of the gravel combination for future acquired and deployed loads.
e. Marvin did mention that the price for a load of gravel has increased and we can expect the budget to require at least a 10% increase especially since we will be considering different gravel composition alternatives for road stability.
f. For a better analysis of how the alternative strategies might work, John Belton suggested that his driveway could be a useful source for research and potentially testing one or move coverage and treatment options.
The conclusion was that Marvin with John and Perry would meet to assess the alternative strategies using John’s driveway as a “test bed.”
13. Financial Results as of January 2025
Bruce provided the summary statement from our two accounts with Truist Bank and the balance as of the end of January 2025 was reported as $321,553.71.
In 2024, the expenses for planned and unplanned (forces of Nature) were substantial.
The approved capital projects for safety and protection included the water tank refurbishing, transportation on site, burying and connections to natural springs was one major activity as was the concrete and other work at the Barn to prevent further termite and varmints damage in time to host our October 19th annual HOA meeting.
The above are examples of planned, approved capital projects while another major expense was the extensive road and common area cleanup from Tropical Storm Helene: Downed tree removal, Mudslide clearing off the Chestnut Mountain Parkway and coordination with the power restoration efforts.
Planned and unplanned expenses were partially funded through two sources.
First, the HOA sold four (4) lots which were owned by the HOA and acquired years ago from owners who no longer were interested in paying dues and property taxes on the undeveloped land.
These four (4) are now owned by due-paid residents who have building plans for the lots.
The second source was from the efforts initiated by the Board to collect long overdue accounts from owners.
While there were only a handful of overdue accounts who paid up, the Board also worked with legal counsel to assign liens on the properties three or more years in arrears on their dues.
With that action which the Board hoped to provide an incentive for payment, there are also escalation steps on collection which the Board will have in 2025 to pursue.
The HOA Board does not withhold any services (security, safety, insurance coverage, clearing and accessibility) to any lot owner.
In summary, non-payment of HOA dues does mean that all other owners are sharing the burden for maintenance and additional services while the Non-Paying owners get a free ride for all services and protection of their property assets.
Pursuit of resolution of the accrued amounts due from owners in arrears remains a priority which is time-consuming, but essential for the CMF community sustainability.
14. Actions thus far on 2025 Dues Invoicing
While 2025 dues payments had a January 10th date, some payments are still trickling in, often due to owner home address changes which require sending duplicate versions once the HOA accountant is aware of the change.
15. Request for Approval of consolidation of lots 88 & 89 from current owner
The formal request from Ryan Tackett was discussed by the Board.
After review, the Board approved the request.
The next step for Ryan is to complete the requirements for Wilkes County Property Management.
With completion of that action, the HOA will be notified and the special assessment for the 2025 dues owed will be addressed.
16. Activity on Property sales and construction underway – Architecture Review Committee
Perry and Bruce discussed the known actions pending, involving several lots.
None of the current planned closings involve HOA properties.
However several involve lots with overdue, annual due payment for several previous years.
At closing, the proceeds from the sale to the current owner will net out payments to the HOA on overdue annual fees.
17. Executive Session Discussion
The Board had an executive session consultation on the financial and operational implications from lot consolidation.
Further research is underway.
18. Adjournment
At approximately 8:20 pm, the electricity was lost due to the ice storm for HOA Board members connecting from their homes at CMF.
Therefore, the meeting was adjourned.
All essential agenda items were addressed prior to the abrupt conclusion triggered by the storm conditions.