Board Minutes – April, 2018

MEMBERS:
“X” In attendance; “A” Absent; “S” Substitute sent; “R” Representative attended; “G” Guest
X Linda Beene Ballard X Jerry Dumais X Ed Ellis
X Mindy Pipkin X Phyllis Simon
X Molly Steely X Ted Smith
X Peggy Woosley X LaTresha Woodruff
X Kris Adams A Wayne Mannis

Summary of Topics, Decisions/Conclusions and Next Step/Action:

TOPIC
MAIN POINTS
DECISIONS/CONCLUSION
NEXT STEPS/ACTION PERSON RESPONSIBLE for FOLLOW UP
Call to Order Meeting was called to order by Linda.
Approval of minutes For monthly meeting of March 12, 2018. Peg moved for approval of minutes, Jerry seconded, and passed. Mindy forwards to Phyllis who posts to web. Mindy, Phyllis
E-votes Ratified e-votes on lien settlement and landscaping at new entrance. Kris moved for approval of $3000 lien settlement, Ted seconded, and passed.

Molly moved for approval of new entrance landscaping, Phyllis seconded, and passed
Linda notifies title company

Linda notifies Plant Outlet of Board decision
Linda

Linda
Financial reports and Annual Dues Ted reviewed the CPA’s financial statements. Discussed two homeowners with unpaid dues. Ted moved to postpone action on unpaid dues pending the uncertain status of each home, Jerry seconded, and passed.
Yard Improve. Discussed two homes with substantial yard issues: 4550 Sawgrass Cove and 1760 Centennial Club. Ed moved to notify owners of covenant violation, Peggy seconded, and passed Linda notifies homeowners Linda
AAC Discussed request from 5245 Burnt Pine. Ed & Jerry met to address application deficiency and now recommend approval of the application. Ed moved to approve application for 5245 Burnt Pine, Phyllis seconded, and passed.
Off-duty police officers Discussed amount for off-duty police officers ($30 to $60 per hour) to patrol the neighborhood. Further discussed one homeowner’s concern/request to spend resources to address unauthorized use of golf carts. Jerry moved to approve 8 hours per week for off-duty officers beginning May 15, 2018, LaTresha seconded, and passed. Notify Conway Police Dept

(CPD later declined our request to pay for extra patrol, will provide as part of normal work) LaTresha, Linda
Business and/or Political Signs Discussed enforcement of covenants; particularly, discussed removal of large signs. Molly and Peg will identify large signs. Mindy will contact the homeowners. Molly, Peg, & Mindy
Insurance Ted reported that $1,302 annual quote for liability coverage at all entrances and sliver lot. Peg moved to obtain coverage, Kris seconded, and passed Ted will notify Farris Agency. Ted
Summary of Standards Ed reported that a draft is completed, but the board members will need to read and review the covenants.
Yard of the Month Kris announced that 5510 Whistling Straights was the winner for the yard of the month. Kris will notify the homeowner. Kris
Annual Garage Sale Discussed the annual garage sale will take place on June 1 – 2, 2018. Christy King will handle the advertisements, etc.
Boulder Linda reported that this is a work-in-progress. Linda
Adjourn Kris moved to adjourn, Phyllis seconded, and passed. Next meeting will be May 14, 2018 @ 6 p.m. at the CVCC.

The annual meeting will be August 6, 2018.
ADJOURN MEETING:
Meeting adjourned at 7:55 p.m.
By: _Mindy Pipkin _____ Date: April 9, 2018

Board Minutes – March 2018

MEMBERS:
“X” In attendance; “A” Absent; “S” Substitute sent; “R” Representative attended; “G” Guest
X Linda Beene Ballard X Jerry Dumais X Ed Ellis
A Mindy Pipkin X Phyllis Simon
X Molly Steely X Ted Smith
X Peggy Woosley A LaTresha Woodruff
X Kris Adams X Wayne Mannis

Summary of Topics, Decisions/Conclusions and Next Step/Action:

TOPIC
MAIN POINTS
DECISIONS/CONCLUSION
NEXT STEPS/ACTION PERSON RESPONSIBLE for FOLLOW UP
Call to Order Meeting was called to order by Linda.
Approval of minutes For monthly meeting of February 12, 2018. Jerry moved for approval of minutes, Peggy seconded, and passed. Mindy forwards to Phyllis who posts to web. Mindy, Phyllis
E-votes Ratified e-votes on sealing of entrance wall and fence at 4520 Bay Hill. Peggy moved for approval of e-votes, Ted seconded, and passed.
Financial reports and Annual Dues Ted reviewed the CPA’s financial statements. Discussed unpaid dues.
New Entrance Linda also reported on the progress of the new entrance.
AAC Discussed request from 4520 Bay Hill. Recommended that further discussion with homeowner. Ed moved for approval of ACC recommendation, Ted seconded, and passed.
Yard of the Month Discussed contest for yard of month including signage, rules, and costs to CVNA ($40 for two yard signs). Kris moved for approval of the contest, Ed seconded, and passed.
Mailboxes Discussed bid from Dallas Brown for $65 per box for painting of single mailbox, $80 for painting of double mailbox, and $40 per box for correcting the slant. Peggy moved for approval of mailbox painting, Kris seconded, and passed. Peggy will visit the homeowners with no email address. Peggy
Bumps / Stripes Discussed homeowners wanting more speed bumps. The board discussed possible options and agreed to table the discussion until the next board meeting.
Boulder Efforts are continuing to obtain a boulder for the Hogan entrance.
Adjourn Jerry moved to adjourn, Peggy seconded, and passed. Next meeting will be April 9, 2018 @ 6 p.m. at the CVCC.
ADJOURN MEETING:
Meeting adjourned at 8:10 p.m.
By: _Mindy Pipkin _____ Date: March 12, 2018

Board Minutes – February, 2018

February 10, 2018

Summary of Topics, Decisions/Conclusions and Next Step/Action:
TOPIC
MAIN POINTS
DECISIONS/CONCLUSION
NEXT STEPS/ACTION PERSON RESPONSIBLE for FOLLOW UP

MEMBERS:
“X” In attendance; “A” Absent; “S” Substitute sent; “R” Representative attended; “G” Guest
X Linda Beene Ballard  X Jerry Dumais  X Ed Ellis  X Mindy Pipkin  A Phyllis Simon  A Molly Steely         X Ted Smith X Peggy Woosley  X LaTresha Woodruff  X Kris Adams  X Wayne Mannis

Summary of Topics, Decisions/Conclusions and Next Step/Action:

TOPIC
MAIN POINTS
DECISIONS/CONCLUSION
NEXT STEPS/ACTION PERSON RESPONSIBLE for FOLLOW UP
Call to Order Meeting was called to order by Linda.
Approval of minutes For monthly meeting of January 15, 2017. Jerry moved for approval of minutes, Wayne seconded, and passed. Mindy forwards to Phyllis who posts to web. Mindy, Phyllis
Financial reports and Annual Dues Ted reviewed the CPA’s financial statements. 3 homeowners have not paid their dues. Mindy will determine the process for placement of liens on the property. Mindy
Dinner Discussed purchasing meals for board members during meetings not to exceed $10.00 per person per meal and no alcoholic drinks. Linda moved for approval of dinners during meetings not to exceed $10.00 each, LaTresha seconded, and passed.
Landscaping Linda obtained two estimates for landscaping: D.J. Burton at $225 week incl. pruning and Grassroots at $200 week with no pruning, each for 6 mo. Linda also obtained two estimates for chemical spraying: Fairway Lawns and Grassroots. Wayne moved for approval of Fairway Lawns for chemical spraying, Ted seconded, and passed.

Mindy moved for approval of D.J. Burton for landscaping, Wayne seconded, and passed Linda will notify Fairway Lawns and D.J. Burton Linda
Mailboxes Discussed painting of mailboxes and agreed to defer to later meeting.
Bumps / Stripes Linda explained that a homeowner is wanting more speed bumps. The board discussed possible options.
Insurance Ted obtained initial estimates from the Farris Agency for $1,000,000/$2,000,000 coverage plus property coverage. Mindy and Ted will obtain additional estimates. Mindy, Ted
Standards Ed discussed the standards for the neighborhood. Agreed to smaller committee to work on the standards. Ed, Mindy, and Jerry
Adjourn Jerry moved to adjourn, Mindy seconded, and passed. Next meeting will be March 12, 2018 @ 6 p.m. at the CVCC.
ADJOURN MEETING:
Meeting adjourned at 7:40 p.m.
By: _Mindy Pipkin _____ Date: February 12, 2018

Board Minutes – January, 2018

January 15, 2018

Summary of Topics, Decisions/Conclusions and Next Step/Action:

MEMBERS:
“X” In attendance; “A” Absent; “S” Substitute sent; “R” Representative attended; “G” Guest
X Linda Beene Ballard X Jerry Dumais X Ed Ellis
X Mindy Pipkin X Phyllis Simon
X Molly Steely X Ted Smith
X Peggy Woosley A LaTresha Woodruff
X Kris Adams X Wayne Mannis

TOPIC
MAIN POINTS
DECISIONS/CONCLUSION
NEXT STEPS/ACTION PERSON RESPONSIBLE for FOLLOW UP
Call to Order Meeting was called to order by Linda.
Approval of minutes For monthly meeting of November 27, 2017. Jerry moved for approval of minutes, Molly seconded, and passed. Mindy forwards to Phyllis who posts to web. Mindy, Phyllis

Financial reports and Annual Dues Ted reviewed the CPA’s financial statements. Phyllis reported that 7 homeowners have not paid their annual dues as of the meeting date. Send letters by certified mail to the homeowners that have not paid their dues. Ted

ACC The Architectural Control Committee made recommendations to approve a multi-purpose garage at 4500 Sawgrass and new home at Lot 79 of the reserves Peggy moved to approve the recommendation, Wayne seconded, and passed.

Entrance Linda reported that the homeowners signed the proposed contract. She also reported on estimates on agenda for internet cable, electric service, cameras, sprinklers, and boring.

The board also discussed insurance/liability quotes. Peggy made a motion to approve the bids, Kris seconded, and passed. Linda will obtain bids on the remaining items and seek installing those approved

Ted and/or Kris will seek insurance/liability quotes Linda and Kris and/or Ted
Hospitality / Welcome Gifts The hospitality committee does not want to deliver the covenants with the welcome gifts. Phyllis will work on a welcome email. Phyllis
Boulder Picking out a boulder is still in-progress
Standards Ed discussed the standards for the neighborhood. Ed is still working through an example and will prepare some standards for the board to review. Ed
Adjourn Peg moved to adjourn, Phyllis seconded, and passed. Next meeting will be February 12, 2018 @ 6 p.m. at the CVCC.
ADJOURN MEETING:
Meeting adjourned at 7:29 p.m.
By: _Mindy Pipkin _____ Date: January, 2017

Board Minutes – November, 2017

MEMBERS:
“X” In attendance; “A” Absent; “S” Substitute sent; “R” Representative attended; “G” Guest
X Linda Beene Ballard X Jerry Dumais X Ed Ellis
X Mindy Pipkin X Phyllis Simon
X Molly Steely X Ted Smith
X Peggy Woosley X LaTresha Woodruff
X Kris Adams A Wayne Mannis

Summary of Topics, Decisions/Conclusions and Next Step/Action:

TOPIC
MAIN POINTS
DECISIONS/CONCLUSION
NEXT STEPS/ACTION PERSON RESPONSIBLE for FOLLOW UP
Call to Order Meeting was called to order by Linda.
Approval of minutes For monthly meeting of October 23, 2017. Ted moved for approval of minutes, Jerry seconded, and passed. Mindy forwards to Phyllis who posts to web. Mindy, Phyllis
Financial reports and Annual Dues Ted reviewed the CPA’s financial statements. Phyllis reported that 13 homeowners have not paid their annual dues as of the meeting date. Send letters by certified mail to the homeowners that have not paid their dues. Phyllis
ACC The Architectural Control Committee made a recommendation to approve a pool application for 5340 BT. Ed moved to approve the recommendation, Peggy seconded, and passed.

Entrance Linda presented a contract prepared by Shane Henry regarding the entrance at Warwick Hills.

The Board discussed an old camera estimate around $1970. Peggy made a motion to review the contract and to approve through an electronic vote, Phyllis seconded, and passed. Mindy will review and edit the contract. Mindy
Hospitality / Welcome Gifts Connie Smith, Virginia Johnson, and Nancy Clowers agreed to serve on the hospitality committee
Computer Jerry made a motion to spend up to $1,000 for a new computer, Ted seconded, and passed. Phyllis will find a computer. Phyllis
Sidewalks at entrance on Bay Hill near Tyler Linda updated the Board that the power wash was not effective, but Jerry and Wayne suggested/used acid that did work. Mindy made a motion to spend up to $450 to finish the sidewalk work, Jerry seconded, and passed. Wayne’s crew will finish the work. Wayne
Observing covenant violations Linda presented a proposal for a part-time worker at $15 per hour for up to 15 hours per week.

Also, we have approval for a boulder. It just needs to be picked out. Jerry made a motion to approve up to $6300 or about $225 per week for 28 weeks beginning 1/1/18. Ted seconded, and passed. Linda will work on proper paperwork with CPA, selecting an individual, getting a written agreement for the tasks. Linda
Holiday Porch/Yard Contest Kris presented a holiday yard contest. He proposed $75 for each of two winners and $50 to spend on yard signs. Molly made a motion to approve the contest, Peg seconded, and passed. Kris and Phyllis will notify homeowners of the contest. Kris, Phyllis
Adjourn Peg moved to adjourn, Phyllis seconded, and passed. Next meeting will be January 15, 2018 @ 6 p.m. at the CVCC.
ADJOURN MEETING:
Meeting adjourned at 7:29 p.m.
By: _Mindy Pipkin _____ Date: November 27, 2017

Board Minutes – October, 2017

MEMBERS:
“X” In attendance; “A” Absent; “S” Substitute sent; “R” Representative attended; “G” Guest
X Linda Beene Ballard X Jerry Dumais X Ed Ellis
X Mindy Pipkin X Phyllis Simon
X Molly Steely X Ted Smith
X Peggy Woosley X LaTresha Woodruff
X Kris Adams X Wayne Mannis

Summary of Topics, Decisions/Conclusions and Next Step/Action:

TOPIC
MAIN POINTS
DECISIONS/CONCLUSION
NEXT STEPS/ACTION PERSON RESPONSIBLE for FOLLOW UP
Call to Order Meeting was called to order by Linda.
Approval of minutes For monthly meeting of September 18, 2017. Jerry moved for approval of minutes, Peg seconded, and passed. Mindy forwards to Phyllis who posts to web. Mindy, Phyllis
Financial reports and Annual Dues Ted reviewed the CPA’s financial statements. Phyllis reported that 22 homeowners have not paid their annual dues as of the meeting date. Phyllis will follow-up with another email to the homeowners that have failed to pay their annual dues. Phyllis will then send certified letters. Phyllis
E-Votes Discussed ratifying the e-votes for 5415 Whistling Straights, the Halloween Porch/Yard Contest, and fence replacement Peg moved ratification of e-votes, Ted seconded, and passed.
Covenant Violations Discussed covenant violation reporting system. Covenant violations will be sent to Phyllis who will send out notices. Phyllis
ACC The Architectural Control Committee made recommendations to approve the applications on 5535 Whistling Straights and 5140 Bay Town (pool), and 5335 Burnt Pine (pool). Kris moved to approve recommendation on 5535 Whistling Straights, Mindy seconded, and passed. LaTresha opposed.

Peg moved to approve recommendations on 5140 Bay Town and 5335 Burnt Pine, Ted seconded, and passed
Yard Issues Discussed covenant violations relating to two yards: 4550 Sawgrass Cove and 1760 Centennial Club. Will send notices
Hospitality / Welcome Gifts Linda explained that she had spoken with Classic Touch and Maggie’s Cookies regarding welcome gifts. Ted moved to approve future hospitality/welcome gifts, Phyllis seconded, and passed.
Holiday Decorations Lynn Crafton sent a proposal for decorations. Peg moved to approve $3,200 for Crafton for labor/holiday decorations, Peg seconded, and passed
Computer Phyllis will obtain pricing on a new computer for the Board’s use Phyllis
Entrance Linda is working with the City to address the utility easement Linda
Sidewalks at entrance on Bay Hill near Tyler Linda obtained estimates to power wash the sidewalks, but Arkansas Power washing tested and placed disclaimer regarding effectiveness. Molly and Wayne discussed other possible solutions. Peg moved to approve power washing of areas excluding a sign at Hogan and the sidewalks, Phyllis seconded, and passed. Linda will notify Arkansas Power washing Linda
Misc. Discussed Mayor’s approval of boulders and need to pick a boulder for placement at Hogan entrance and Soaring Wings race.
Adjourn moved to adjourn, seconded and passed. Next meeting will be November 27 @ 6 p.m. at the CVCC.
ADJOURN MEETING:
Meeting adjourned at 7:35 p.m.
By: _Mindy Pipkin _____ Date: October 23, 2017

Board Meeting Minutes – September, 2017

MEMBERS:
“X” In attendance; “A” Absent; “S” Substitute sent; “R” Representative attended; “G” Guest
X Linda Beene Ballard X Jerry Dumais X Ed Ellis
X Mindy Pipkin X Phyllis Simon
X Molly Steely X Ted Smith
A Peggy Woosley X LaTresha Woodruff
A Kris Adams A Wayne Mannis

Summary of Topics, Decisions/Conclusions and Next Step/Action:

TOPIC
MAIN POINTS
DECISIONS/CONCLUSION
NEXT STEPS/ACTION PERSON RESPONSIBLE for FOLLOW UP
Call to Order Meeting was called to order by Linda.
Approval of minutes For monthly meeting of August 7, 2017. Ed moved for approval of minutes, Jerry seconded, and passed. Mindy forwards to Phyllis who posts to web. Mindy, Phyllis
Financial reports and Annual Dues Ted reviewed the CPA’s financial statements. Phyllis reported that 26 homeowners have not paid their annual dues as of August 3, 2017. Phyllis will follow-up with an email to the homeowners that have failed to pay their annual dues. Phyllis
Hogan/BH Entrance County Judge Baker referred the board to Mayor Castleberry to determine if the CVNA can use boulders within the city limits. Linda has initiated the contact with Mayor Castleberry. Linda
Covenant Violations Discussed covenant violation reporting system and violations observed during the first two weeks of September. Linda will draft an email regarding covenant violations. Linda
Welcome Gifts The CVNA board agreed to send a gift of $10-$20 in value to each new homeowner as they arrive with a copy of covenants. Connie Smith, Nancy Clowers and others will deliver gifts.
Renovation- project application at 4425 Bay Hill Drive Ed discussed the renovation project, addressing specifically the pitch and the roof materials. The board discussed the restrictive covenants and the formation of standards to address ACC submittals. Ed moved to approve the ACC submittal for 4425 BH, Phyllis seconded, and passed. Linda will notify the homeowner. Linda
Fence application at 5415 Whistling Straits The board agreed to table this issue to allow the board members to review the area.
Halloween Bash The board discussed and agreed to contribute $500 to the Centennial Valley Country Club Halloween Bash Mindy moved to approve the ACC submittal, Ed seconded, and passed. Send check to CVCC. Ted
Bark Scale
Seminar Dr. Hopkins has agreed to lead a seminar on October 3, 2017, to address “Bark Scale,” which has infected several crepe myrtles in the neighborhood. Phyllis will send an email to the homeowners. Phyllis
Adjourn Mindy moved to adjourn, Molly seconded and passed. Next meetings will be October 23 and November 20 @ 6 p.m. at the CVCC.
ADJOURN MEETING:
Meeting adjourned at 7:30 p.m.
By: _Mindy Pipkin _____ Date: September 18, 2017

 

Board Meeting Minutes – August 2017

MEMBERS:
“X” In attendance; “A” Absent; “S” Substitute sent; “R” Representative attended; “G” Guest

X Linda Beene Ballard

X Jerry Dumais

X Ed Ellis

A Mindy Pipkin

X Phyllis Simon
X Molly Steely

X Ted Smith
X Peggy Woosley

A LaTresha Woodruff
X Kris Adams

X Wayne Mannis

Summary of Topics, Decisions/Conclusions and Next Step/Action:

TOPIC
MAIN POINTS
DECISIONS/CONCLUSION
NEXT STEPS/ACTION PERSON RESPONSIBLE for FOLLOW UP
Call to Order Meeting was called to order by Linda.
Election of Board Members Linda Beene Ballard was nominated as President, Phyllis Simon as Vice President, Mindy Pipkin as Secretary, and Ted Smith as Treasurer. Kris moved for approval of the board positions, Ted seconded, and passed.
Approval of minutes For Monthly Meeting of July 17, 2017. Peggy moved for approval of minutes, Phyllis seconded, and passed. Mindy forwards to Phyllis who posts to web. Mindy, Phyllis
Financial reports Ted reviewed the CPA’s financial statements and reported that the 2017-18 Budget has been approved by the membership. The motion by Harry Smith at the Annual meeting to approve the Budget included allowing movement of funds within budget categories or creating new categories & approving an exemption to Board members attending 8 or more meetings from paying Association dues of $250. Re-elected board members Kris Adams & LaTresha Woodruff as well as new member Jerry Dumais. Each will serve three-year terms. Jerry replaces Shane Henry on the Board.
Hogan/BH Entrance Received two bids for cable/posts: Legacy – $675 and Conway Fence – $800 for 3/8” or ½” cable. The Board also wants to obtain estimates for boulders from hillside north of Bay Hill entrance from County Judge Baker. Ted offered to check with Judge Baker about securing necessary boulders.
Covenant Violations Discussed covenant violation reporting system that includes use of a spreadsheet made by Phyllis for sending of violation notices. Also discussed zones for reporting & which Board member would take each zone. Bay Hill Drive, Peg; CC & SC, Molly; Lost Canyon east of WH, Kris; Lost Canyon west of WH & WS, PC, Jerry; Bay Town, Wayne; and Burnt Pine, Phyllis, LaTresha. Covenant violation observations will be reported by Board members during the first two weeks of the month for issuing notices to residents. Peggy, Molly, Kris, Jerry, Wayne, Phyllis/LaTresha
Adjourn Phyllis moved to adjourn, Peg seconded and passed. Next meetings will be all Mondays, Sept 18, October 16 and November 20 @ 6 p.m. at the CVCC.
ADJOURN MEETING:
Meeting adjourned at 8:44 p.m.
By: _Mindy Pipkin _____ Date: August 7, 2017

 

Board Meeting Minutes – May 2017

CVNA Board Minutes 5.8.17

Board Meeting Minutes – June 2017

CVNA Board Minutes 6.12.17