Review the 2026 meeting minutes for the Chestnut Mountain Farms Property Owners Association, including Board of Directors meetings and the annual meeting. These records provide property owners with information about association business, community updates, discussions and decisions throughout the year.
CMF HOA Annual Meeting Minutes
Oct. 31, 2026
Officers present: Perry Swaim, president; Lou Pagano, vice president; Susan Catoe, secretary/treasurer.
Board members present: Eric Clement, Craig McCrodden and Bruce Anderson.
The meeting was called to order at 12:45 p.m. by Perry Swaim.
Perry reviewed the financial report and explained that the HOA has changed its reporting year from a June-to-June cycle to a January-to-December calendar year. Because of this change, the budget appears to be in arrears, but it is not. Current total assets, including funds on deposit and lots owned by the HOA, are approximately $340,000. Year over year, the association is financially where it was last year.
Susan reviewed the current HOA assessments and collection process. Since 2023, approximately $178,000 in past-due HOA fees has been collected. This was accomplished through many hours of phone calls and emails to delinquent property owners.
Currently, 11 properties have outstanding balances exceeding $10,000 each. These properties have an approximate value of $324,000, based on a current market value of $3,800 per acre. Several other properties have been foreclosed on, and the HOA has sold four lots for a total of $60,000. Two lots are currently being offered for sale at an asking price of $90,000.
The board is considering converting three lots into common areas. These properties would remain under HOA ownership and would also eliminate the associated property tax expense. This has been a long, tedious process and one that was overdue.
For 2027 HOA dues, invoices will be emailed by mid-November, with payment due Jan. 1, 2027. The board will follow up with delinquent owners whose dues are not paid by that date. The board’s goal is to have all dues collected by March 31.
Lou reviewed budget allocations and maintenance priorities. In 2026, a portion of Chestnut Mountain Farms Parkway was repaved to stabilize the lower side of the road. This project was similar to work completed on Meadow Crossing in 2025.
In addition, the entrance gate lighting was upgraded to LED lighting, and the bridge stone caps were replaced. Additional bridge repairs are planned for 2027, along with landscaping improvements at the entrance.
Another improvement is the new ButterflyMX gate security system. Windshield tags and personalized passcodes have been implemented to provide additional security within the community. The ButterflyMX system will also serve as an owner communication system, delivering updates and other information through text messages and emails. Additional important notices will be posted on the HOA website.
Perry reviewed upcoming major maintenance and repair expenses. The barn requires repairs due to termite damage and its overall age. This is a priority, and work will begin as soon as possible. The pavilion also has damage from carpenter bees and exposure to the elements. Repairs to that structure are planned as well. Both structures have been neglected for some time, and the need for repairs is significant.
Plans for the lake behind the barn are progressing. The total estimated cost is approximately $169,000. Several grants may be available to help offset this expense, and the board is committing $50,000 toward the project over the next few years.
The lake will provide an additional water source for fire protection within the community, serving as a backup to the water tank installed in early 2025 near the trash dumpsters.
Once the lake project is underway, plans call for a standalone restroom facility behind the barn. This would eliminate the need for portable toilets during events at the barn or lake.
Craig discussed maintenance funding for 2027. A total of $60,000 from the roadwork budget will be reallocated to help cover planned improvements. The estimated cost of repairs to the barn, pavilion and entrance bridge, along with entrance landscaping, is $44,200. This will leave $15,800 to be placed in the HOA emergency fund.
These figures do not include the costs associated with the lake or proposed restroom facility.
Several lots are being considered for designation as community-use areas. These properties could provide important improvements, including a potential emergency exit from the mountain, a sunset overlook on a lot considered unbuildable and a possible third water source.
Following the fire on the mountain across from the community last spring, the need for additional water sources for fire protection has become especially important.
Perry also reported that the HOA website is being rebuilt to make it more user-friendly. A separate, password-protected section is planned for homeowners living on the mountain, allowing contact information to be shared among those residents.
Board elections will be held in 2027. Anyone interested in appearing on the ballot is encouraged to contact Susan Catoe. Voting will begin in June 2027, with results announced at the annual meeting. The ballot will be available on the HOA website.
As a board, we are committed to making our community a great place for everyone. If you have questions or concerns, please contact any board member. We are available to hear your concerns and bring them before the board at our regular meetings.
Susan Catoe
Secretary/Treasurer
CMF HOA
Aug. 11, 2026
CMF HOA Board Meeting
Meeting time: 6 p.m. Eastern
Members present: Perry Swaim, Lou Pagano, Susan Catoe, Bruce Anderson, Eric Clement and Marvin Felts.
By phone: Craig McCrodden
Agenda Items
1. Community Standards and Architectural Guidelines
Review and approve the community standards and architectural guidelines. Discussion was had regarding the option of modular construction. It was noted that many modular construction buildings meet the criteria of the ARC – exterior being 80% wood, stone, glass. It was agreed that more discussion is needed regarding the viability of allowing alternative construction methods, as long as the exterior of said structure adheres to the guidelines of the CCRs. Approval for any/all construction still must come from the ARC.
2. Annual Fee Collection Process
Review and approve the annual fee collection process beginning with the dues for 2027. There will be two emailed invoices, one Nov. 15 and a follow-up Dec. 15. If fees are not paid, then a certified letter will be sent Jan. 15 to the address on file. If fees are still not paid, then a letter from our attorney will be sent on Feb. 15 advising of a lien to be filed. Lien will be filed March 15, and foreclosure will begin June 15. This was agreed upon by all board members.
3. Liens and Foreclosures
The current lien and foreclosure list was reviewed. Susan and Bruce met with Jackson Carter in the afternoon before the meeting and confirmed that certified notices of intent were sent to the most serious delinquent accounts. It was agreed by the board that Caleb Rogers will be the substitute trustee for handling the foreclosure filings. The expected cost is approximately $1,500 per foreclosure. Susan will prepare a document to email Jackson, confirming this decision. Bruce and Perry will research the option of having taxes held on property we foreclose, with the understanding that the taxes would be paid from proceeds when said lots are sold, or within a set period of time to be determined with the county tax office. This will help reduce our out-of-pocket expenses on properties we are trying to sell. It was also noted that properties may be amended to “common area” green space, which would alleviate our tax burden for properties that may not be builder-friendly.
4. 2027 Budget and Major Maintenance Projects
The budget was reviewed for 2027, with several larger maintenance issues discussed. Critical items are the barn maintenance, bridge repairs and the beginning of the pond construction. Marvin advised that once the pond construction starts, it will need to be finished, to maintain the integrity of the land preparation. Discussion was had regarding payment for this to be spread over five years. The bridge work is needed because of the decaying stonework. Marvin was going to get an updated estimate on the work, now tentatively estimated at $12,000. Lou will follow up with contractor regarding the barn, for wood repair, pressure washing and restaining the exterior. This quote is currently estimated at $20,000. Structurally the barn is sound, and this maintenance will protect it for many years. It was discussed that these three items are one-time expenses, and not likely to come up again for several years.
UPDATE – The concern of paying for these items has been discussed several times with no update on solutions. We need to have a plan in place for the October meeting to present to owners.
5. Chestnut Mountain Farms Parkway Repairs
Marvin advised that the road repair work for Chestnut Mountain Farms Parkway should begin in the next few weeks, and weather permitting only take about a week to complete.
6. Website Maintenance
Perry advised that he wants to step away from the website maintenance once his president term is completed. Lou is looking into options for someone to manage that for us, potentially outside of the community. Updates to follow.
7. Annual HOA Owners Meeting
Annual HOA owners meeting is scheduled for Saturday, Oct. 31, 2026, at noon. This is a one-time change to the original schedule.
Submitted: Aug. 12, 2026
Susan Catoe, Secretary/Treasurer
May 12, 2026
CMF HOA Board Meeting Minutes
In attendance: Perry Swaim, Lou Pagano, Susan Catoe, John (surname not provided), Eric Clement and Marvin Felts.
By video: Bruce Anderson and Craig McCrodden
Agenda Items
1. Past-Due Accounts
Review of past-due accounts. Fifty-four accounts unpaid, three emails were sent from Dec. 1, 2025, through the end of February 2026.
2. Contacting Delinquent Property Owners
Discussed dividing lists between board members to call owners that haven’t paid. Lou will start the calls tomorrow where we have phone numbers. Perry and Susan will review files with no numbers and work on confirming email addresses.
3. Champion Management and Accounting Services
Discussed having a conversation with Champion, specifically Abbey, to express concerns over processes and expectations. Average expense to them is $2,200/month. Will also reach out to Jackson at attorney’s office for recommendations of local bookkeeping and accounting services.
4. M&M Landscaping Invoice Approval
Effective immediately all invoices for M&M Landscaping are to be sent to Susan and Perry to be approved, then sent to Sabrina for payment.
5. QuickBooks Accounting Procedures
Concerns over lack of use of QuickBooks by Champion. Invoices are only entered as line items when a check is paid, not entered into the budget section for us to be able to track real-time expenditures.
6. One-Time Assessments for Major Repairs
Discussed options of one-time assessments in lieu of raising 2027 HOA dues. Flat $150 or $200 per property owner would provide enough capital for three major jobs – bridge repair, pavilion repair and barn repair. These three are approximately $30,000 of needed work.
7. Bridge Lighting
Lights on the bridge – Marvin talked with electrician, can replace with LED lights for $4,000-$5,000. He is going to get details so we can move forward.
8. Broomtail Road Maintenance
Discussed issues with condition of Broomtail Road, Marvin said to wait until we’ve had decent rain to scrape it, so the gravel will compact better. Crush-and-run rock increasing in cost in June.
9. July 4 Picnic
July 4 picnic – in agreement to cater this event. Cost last year was about $1,200, HOA to host. Susan and Perry to head up. Will send an invite on the website for owners to RSVP.
Meeting adjourned: 8:15 p.m. Eastern
Feb. 10, 2026
CMF HOA Board Meeting Minutes
Called to order: 7 p.m. Eastern
Present: Perry Swaim, Lou Pagano, Marvin Felts, John (surname not provided), Susan Catoe and Eric Clement.
John – Financial Updates
- Truist credit card application has been submitted, $3,000 limit for HOA purchases. This simplifies Perry or Lou paying out of pocket and submitting for reimbursement. Statements and payments would be handled by Champion/Sabrina.
- January expenses were minimal – Intuit/QuickBooks – approximately $3,000 in expenses.
- Potential additional expenses for road treatment from M&M for snow/ice preparations and removal.
- Bridge repair estimate $15,600 from the original company. Marvin working with the contractor, plans to reseal the top of the bridge sides to prevent leaking, add new stone to top where needed.
- Reviewed the accounts receivable for past-due HOA dues, discussed options for collection and potential sales of properties with liens. This will enable us to cover the pending deficit for the coming three to four years.
- HOA fees potentially to increase for 2027 – $1,000/vacant land; $1,500 for developed parcels. Financial committee to resolve and bring back to the board for review.
Lou – ARC Updates
Construction Details
- James Hardie brand of siding clarified – precolored is allowed, primed for paint will not be approved.
- Color options – instead of a general list of color options, the following will NOT be approved: purple, blue, orange, yellow, white, black, red.*
Some dark reds will be considered for barns since they are typically red or stained.
Land Clearing and Construction
- Land clearing must be approved, with a site plan filed with ARC. Prior to the start of construction, ½ acre can be cleared for camping and/or to allow for a well/septic to be installed. It is recognized that well and septic time frames are difficult, and these may need to be done before construction starts.
- There will be an 18-month time slot for construction of residential structure.
Plants and Trees
Owners can plant whatever they wish on their land as long as:
- It is not considered an invasive species to NC per NC Dept of Agriculture.
- Not listed as a high fire risk by NC/USA FireWise Org.
Gate Access
- New gate access is completed, owners should be receiving invitation to download the Butterfly app for access to the community. EZ read passes are available through Lou for placement on vehicles.
- Consideration is being given to leave the old gate system active for now, as a backup.
FireWise Update
- Grants are applied for and are in process. If approved the grants will pay for the underbrush clearing in common areas and along roadways. They will also haul off the debris. Property owners can contract M&M to have their individual properties cleared, and FireWise will haul that away as well. If an individual hires M&M separately, they will be required to pay that cost.
Susan – HOA Member Updates
- Most property owners are now listed in the Butterfly system. Some are missing due to incorrect or missing emails and/or phone numbers.
- For new construction starts, contact information needs to be verified.
Perry – Operating Updates
Attorney Retainer
- The board approved to deposit another $1,500 into the attorney retainer fund at Vannoy, Bentley, & York PLLC. Funds are used for processing liens and foreclosures on HOA dues that are past due. We maintain an operating account, and when funds are down to $500, the agreement is that another $1,500 is deposited. The attorney and paralegal bill off that account.
Upcoming Repair Projects
- Carpenter bee issue at the pavilion.
- Barn repairs from termite damage.
- Fence around entrance.
- Additional road repair to be started in 2026 – test patches on Meadow Crossing are holding up well, next area to be along Chestnut Mountain Farms Parkway around Breakaway. This was already accounted for in the 2026 budget.
- Marvin will check the lights at the entrance gate, several in bad condition. He will get estimates on replacing all of them, and will consider solar lights as an option.
Potential New Construction
- Potential new builds for 2026-27 – currently there are 13 lots where owners are working toward building in the next 12-24 months.
Past-Due Fees and Property Liens
- Based on the past-due HOA fees and liens that have been placed, if CMF moves forward with acquiring these properties and selling them through the HOA, our deficit could be eliminated. There are currently 13 lots past due more than one year.
Next meeting: Tuesday, May 12, 2026, at 7 p.m. Eastern – Susan Catoe’s house
Submitted by Susan Catoe