2024 CMF HOA Board Meeting Minutes
Below are the Chestnut Mountain Farms Homeowners Association Board meeting minutes for 2024. Meeting information is presented by date, with Board actions, approvals and discussion items included as recorded. Pasted text
December 18, 2024
The Board meeting was called to order at 7:30 pm. The Board member attendees included Bruce Anderson, Perry Swaim, John Belton and Susan Catoe. Barbara Brooks was not able to participate in the meeting but was in the distribution of all agenda and backup information.
1. Board meeting notes
The Board meeting notes from the October 19, 2024, meeting – no changes have been suggested since the initial draft was uploaded to the Website. Approved by Board Members.
2. Requests from Owners requiring Board Review
a. Consolidation of Lots 114 and 115 both owned by Sean and Suzanne Bryan into a single parcel. Board officers were consulted on their intent when they purchased the property with verbal approval to begin the process. Now complete with Wilkes County (although we haven’t seen the official paperwork) the lot # going forward in 2025 is #234. Approved by Board members.
b. Potential consolidation of lots 88 and 89, both owned by James Taskert may be prepared for consideration in the near future. Bruce Anderson provided an outline of the procedural steps required for a consolidation of contiguous CMF lots. This outline will be made available to any current property owner interested in this procedure.
c. Other potential consolidations will continue to be treated on a case-by-case basis. Board members had a general discussion on the possible implications if there are numerous cases for such consolidation.
d. Earlier in 2024, the Board officially approved the consolidation of lots owned by Mark and Kelly Peck. We have received confirmation that the consolidation had been approved and completed with Wilkes County.
3. Waiving of 2025 annual dues for lot #95
Board Review and consideration of the waiving of the 2025 annual dues for lot #95 Perry and Cheryl Swaim. Perry had contributed considerable “in-kind,” donated services for support of the CMF HOA Website and the coordination of dozens of site visits by relators and prospective buyers.
The waiver is not compensation for his services but in recognition and appreciation of his volunteer service in multiple tasks and accountabilities which continue in 2025. Approved by Board Members.
4. Security services cost-of-living increase
Approval of a cost-of-living increase of $35 per month (5%) for the security services provided by Geraldine Blevins. Approved by Board Members.
5. 2025 Operational budget
The 2025 Operational budget. Since the budget presented at the October 19, 2024, the Annual meeting has been out for review since that time and has not received any feedback.
New, capital projects were not included in the operational budget. In 2025, any of the potential capital projects referenced at the October 19, 2024 annual meeting will be required to first go through a process where the business case and project scope for the project is presented and approved by the Board after a serious review and evaluation for the benefits to the community.
The operating budget for 2025 was Approved by Board members.
6. Barn temporary storage service
Discussion of the Barn temporary storage service. The question was raised at the Annual meeting open for more whether current owners make use of the facility given that we are trying to keep the indoor storage space available limited to the three walled former stalls.
We discussed whether current users need the full 12’ X 12’ space. Could there be use of 6’ x 12’ space if there is a request.
The Board members when reviewing the current condition agreed that if any current resident (Improved lot with a home residence) or any owner with construction underway had a temporary storage requirement of no more than 6’X12’ and met the controls over what equipment and material is acceptable for storage, the Board could make space available.
Communication with residents and active site building will be communicated regarding the storage potential availability. Perry and Bruce will communicate with owners with residence completed or with an Architecture Review Committee approval of construction and that furthermore, active work is underway.
7. Capital Fund
Bruce and John will meet with TRUIST in January to discuss the options to transfer some of the funding in the Capital Fund to a Certificate of Deposit for a higher yield for returns.
8. Gravel road maintenance
The issue of gravel road maintenance was discussed. The Board recommended asking Marvin Felts for options on treatment of the two more heavily used gravel roads (Trapaderos and Broomtail) versus the many other gravel roads which do not have any developed properties.
We will ask Marvin to participate in a planned Board meeting in February.
9. Overdue accounts
The May meeting is expected to include the follow-up actions regarding overdue accounts and the overdue accounts on which liens have been applied.
10. 2025 Board meeting schedule
Board Virtual meetings will be scheduled for February 12, 2025, May 14, 2025, July 30, 2025 and the October 18, 2025 HOA Annual meeting.
11. Meeting adjournment
8:45 PM
August 7, 2024
1. Meeting call to order
The meeting was called to order at 7 pm and all Board members were in attendance except for Barbara Brooks.
Barbara reviewed the meeting documentation in advance and communicated her feedback and approvals in an email to the HOA President.
The Board affirmed the Board meeting minutes published on the HOA Website from July 17 2024 since not additional questions or potential edits have been submitted. Pasted text
2. Common Area Barn facility
The first topic covered was the proposal for contracting with a provider who submitted a bid to M&M Mowing and Landscaping to provide a concrete flooring enhancement to the Common Area CMF Barn facility.
The proposed flooring will cover the areas previously built as horse stalls and the benefit from the concrete is to level the floor throughout the facility while eliminating the present risks from insects and other pests which not just limits facility use but also provides a maintenance risk.
A second proposal was for installing fencing to protect the ground in the common area where the water tank has been located and buried with connection to a natural spring.
Action: Approach and Bid proposal Approved for the Concrete Flooring.
Action: Approval for the fencing to protect the water tank area.
3. Preparation for the October 19, 2024 Annual meeting
3.1 Communication to be mailed to the HOA members was approved and will be mailed this week.
3.2 Documentation supporting the proposed amendments to sections VI and VII of the HOA Restrictive Covenants was approved. The content will be uploaded and available to all HOA members on the HOA Website. Access to this content was communicated to members in the meeting invitation.
3.3 Documentation on the 2024 preliminary review of the HOA Activities was discussed and approved for uploading to the HOA Website. This document will likely be refreshed prior to the October 19th meeting.
3.4 Documentation for the “Barn” discussion was reviewed and approved for uploading to the HOA Website.
3.5 The documentation to be uploaded for the proxy vote procedure was reviewed and approved and the forms will be uploaded to the HOA website.
3.6 The Board confirmed that the annual meeting will be held at the common area Barn location where there is ample parking space. The approval to rent the port-a-johns will be given to Kim Felts to coordinate. Notification on food catering will also be provided.
3.7 2025 Proposed Budget discussion focused on insurance and capital projects.
4. Designation of an Interim Board Secretary
Our Attorney for Title transfers notified the President that the Title documents require the signature of the HOA President and Secretary.
With the resignation of the previous Secretary at the start of 2024, President Bruce Anderson had assumed the interim Secretary role in addition to the President accountabilities.
At this meeting, the Board approved the assignment of Susan Catoe as Interim Secretary.
5. Executive Session
The Board had a number of activities to discuss on the actions to follow-up with multiple communications with HOA members in serious arrears on payment of Annual dues and the associated late fees and interest accrued.
Because of privacy protection requirements and legal discussions, these discussions were held in the Executive Session. Documentation requirements will be met for any actions taken by the Board.
6. Annual Meeting preparation
The Board agreed to the President scheduling another Board meeting in Mid-September if finalizing the preparations for the Annual Meeting requires another working session for that preparation.
7. Meeting adjournment
The meeting concluded at 8:15 pm. Pasted text
July 17, 2024
1. Confirmation of quorum
Confirmation of quorum with four of the five members participating; Bruce Anderson, Perry Swaim, John Belton, Susan Catoe. Barbara Brooks was not available but had previously responded affirmatively to the two agenda items requiring approval.
2. Consolidation of Lots 129 and 128
Board Approval of the Action requested by lot #129 and #128 Owners Mark and Kelly Peck to proceed with associated legal steps and associated costs to consolidate their lots into a single Lot and Wilkes County Property parcel.
A number of improvements have been made through their investments to utilize their home site, horse stable, pastureland, and trail access to Carriage Ridge Road. From an access and functional basis, the two lots are tightly interconnected.
Approved in compliance with Article VII, Section 4, Subsection O of the Restrictive Covenants, any changes with respect to boundary lines requires written consent of the “Developer or the Committee.”
3. Architecture Review Committee
Approval of the establishment of the Architecture Review Committee and representation.
The Restrictive Covenants for the CMF Homeowners Association, Inc. includes the responsibilities and accountability of a “Standing Committee” for specific activities. Article VI – Architecture Review. (CMF-Resstictive-Covenants-and-Protections-1.pdf (chestnutmountainfarms.com).
Approved with an effective date of: July 18, 2024.
4. Annual meeting
Approval of the date and venue for the Annual meeting of the CMF HOA.
A proposed agenda was introduced and discussed at the meeting for the meeting to be held on the afternoon of Saturday, October 19, 2024.
Champion CPA, as the representative of the HOA, will be engaged begin preparations for the communications to be sent to all members. A Board final review and approval will be scheduled for no later than Mid-August 2024.
5. Water tank capital project
Bruce and Perry provided a verbal update on the capital budget project for the preparation of the water tank.
Marvin Felts is preparing the detail on the strategy to connect the tank to a spring source to be connected to the buried tank to keep the stored water circulated to prevent stagnation.
6. HOA members in arrears
A verbal update was provided by Bruce Anderson on the status of the actions regarding HOA members in arrears on their HOA dues.
An increasingly detail on process steps was conducted through three separate mailings from March, April, and June. Several members have responded with payment in full or a Board approved negotiated amount.
However, there are a dozen properties where the HOA’s only recourse is to assign a lien on the property which may further induce the member to address their back payment debt, negotiate a settlement (e.g. turning title to the property to the HOA) or going through a foreclosure process after the legal time period requirements are met.
7. Potential changes to Restrictive Covenants
The Board discussed two potential changes to the Restrictive Covenants which would be amendments requiring approval at the annual meeting.
Further research regarding the draft amendments is proceeding. The preparations for the annual meeting will be covered in a virtual Board meeting on August 7th.
8. Other topics
John asked whether we should consider signage at the entry to the community identifying “Chestnut Mountain Farms.”
Although there is the street sign on Cane Creek for Chestnut Mountain Farms Parkway, we have feedback from visitors that it is only when they enter and approach the gate entry keypad that there is the sign that identifies Chestnut Mountain Farms.
Perry said that he would investigate potential options.
9. Meeting adjournment
The meeting was adjourned at 8:20 pm. Pasted text
May 13, 2024
Meeting Open: 7 pm
Meeting Participants: Bruce Anderson, Perry Swaim, John C Belton, Susan Catoe. Barbara Brooks was not available.
Meeting Agenda
1. Capital Project – Water Tank
1.0 Capital Project – Water Tank for primary use by the McGrady and Mountain View Fire Departments if needed in responding to a safety and property protection event.
1.1 The Bid submitted previously, which was reviewed and approved by the Board, was modified in view of recommended preparation and installation services.
1.2 The recommendation to bury the tank rather than have it positioned above ground requires increased costs from approximately $3,000 to $8,000 to paint and seal the tank. This will lower the ongoing maintenance for an above-ground installation and will be a much more attractive alternative. This is a recommendation supported by the fire department professionals.
1.3 The Board discussed that this is one step in lowering the fire risk and insurance classification the HOA faces. We seek to move our fire insurance fire risk rating from a “10” at present to a “9” or “8” and this is but one step in that direction.
1.4 Action Requested: Proceed with the capital project as recommended.
1.5 Action: Approved the action to proceed.
2. Property Safety Guidance
2.0 Property Safety Guidance – Alert/Notification added to the website concerning fire prevention.
2.1 In view of the risk of fire from the amount of underbrush and frequent high winds, outside fires will only be permitted in proper containers or fire pits, clear of overhead tree canopy and if there is an adequate, immediately available water supply.
Open fires will not be permitted on properties with homes or undeveloped properties unless the fire protection procedures are followed. These controls are intended to cover both fires for recreational purposes or for any ground/trash removal.
2.2 Action Requested: Provide guidance, edited for correctness and completeness as an alert/notification on the website.
2.3 Action: Approved to produce and publish on the HOA website the guidance on controls regarding outside fires.
3. Legal services for overdue annual dues
3.0 Approval of the strategic partnership with the Wilkesboro legal firm of Vannoy, Bentley & York, PLLC. (Jackson Carter is the attorney) on the follow-up to start the third, and strongest approach to addressing the owners in serious arrears on annual dues payments.
3.1 The third letter will be sent in the first two weeks in June.
3.2 If payment of the overdue amount is not initiated within fifteen (15) days, a lien will be put on the property.
3.3 The price is $250 per property or $2,000 for the fourteen (14) furthest in arrears.
3.4 Action Requested: Approval to proceed with the legal arrangement and plan to proceed with the schedule.
3.5 Action: The Board approved the proposed work with Vannoy, Bentley & York, PLLC.
4. The Barn
4.0 The Barn continues to be a liability for CMF. There are costs to maintain the facility (mowing, termite control, electrical services) and the only use is to have the 2-to-3-hour annual HOA meeting on the property.
There have been multiple discussions and presentations on a long-term approach to the facility, and the “Common Area” land that surrounds the Barn.
4.1 No actions will be taken on the Barn and the common area where it sits before the annual meeting.
4.2 A presentation will be prepared on several options without a recommendation. The Objective will be to solicit feedback from HOA members. Feedback from past discussions Included the general direction that any investment in the Barn and property should be for The exclusive use of HOA members. External, commercial business is not allowable.
4.3 Action: Board members (Primarily Bruce and Perry) will proceed with the research.
5. Architecture Review Committee
5.0 The Covenants require the establishment and empowerment of an “Architecture Review Committee” of 3 members with limits on their terms of service.
During the duration of the CMF HOA, the level of activity has been relatively minimal with many years in which there has not been a single member-initiated architect request.
The full Board has been engaged in architecture review issues, but the increased level of activity will benefit from establishing the Architecture Review Committee with 3 members, 2 of which may be non-HOA Board members.
5.1 A description of the role and responsibilities for the Architecture Review Committee can be drafted and published as a notice on the CMF HOA Website.
The purpose will be to use this opportunity to solicit volunteers for Committee membership. The appointments to The committee may be based on staggered appointments of 2 or 3 year terms so that there Is time to work as a cohesive group and to retain some continuity from year to year.
5.2 Action: The Board will draft and publish the requirements for the role as a Architecture Review Committee member on the website with the objective to solicit self-nominations for this role.
6. Construction and property-use issues
6.0 There are a number of other issues involving the construction period given the reality of supply chain and skilled labor availability, the actual site oversight during the construction period and the use of property by HOA Members/Users in an undeveloped state.
These matters require additional research. In the meantime, the HOA Covenants will continue to be the governance authority as will the Board members’ interests in surfacing potential issues in conflict with the governance standards.
6.1 Proposed alternative: Schedule a follow-up Board meeting within 60 days and assign The responsibility for the research to Board members.
6.2 Action: Board members have assigned responsibilities to begin to research these topics with the anticipation that initial draft content will be shared in a mid summer HOA Board meeting and then further documented for the Annual HOA Meeting.
7. Emergency-condition actions
7.0 Confirmation of Actions/Tentative approvals taken under emergency conditions.
7.1 The display panel at the gate failed. In conversations with Marvin, we have no record That the display had ever been replaced or required servicing since the original Installation well over 15 years ago.
Marvin contacted the company who are preparing a bid for repair, or most likely replacement.
7.2 The gate function and passcode entry are not affected. However, signage covering over The display was immediately positioned so that visitors were aware that the display is under Repair.
7.3 Work proceeds with Marvin Felts and the third party to complete this repair.
8. Other Discussion Followup and general information sharing
8.1 In 2024, there have been 14 property sales which we know of. HOA Owned lot #56 sale Is included.
In addition, the title to lot #77 was transferred to the HOA by owners who had several years of overdue annual payments and offered the property title in negotiations to forgive the debt and their ownership.
We will include the lot as one of the property profiles on the HOA website.
8.2 Board members will continue to pursue process improvements in the notification to Chestnut Mountain Farms Homeowners Association, Inc. when property sales are initiated.
The requirement is that the HOA must be contacted to identify any outstanding HOA due Balances. Additionally, for correct billing addresses, other communications and a “welcoming to CMF”, there is much to gain if realtors, attorneys and property companies engage the HOA in a timely manner.
8.3 Mid-summer Board working session will be scheduled.
9. Meeting adjournment
The meeting was adjourned at 8:20 pm.