December 2, 2014 President`s and

President's Report
December 2,2014
Thank you all for coming out this evening. I appreciate the effort all of you make to be
here. Tonight I especially appreciate board member Steve Price, who is here on his
anniversary. Thank you also to his wife Laura for allowing Steve to attend.
The major item on our agenda tonight is approval of the budget for 2015. The Budget
Committee has worked very hard to prepare a budget that that reflects the amount of
money it takes to serve the residents of Cumberland Cove with the services they have
come to expect.
One of the major aspects of their efforts was to prepare a "Reserve Funding 2015
Annual Recommendations" chart for the board. This they did in infinite detail to help
them come to the recommendations they made for the board to consider in adopting a
budget.
The hard part didn't end there. After much consultation and due consideration, the
board asked them to look at some other variables. This they did and came to the same
conclusions which will be voted upon this evening.
Now the ball is in the board's court. As is the board's obligation, we reviewed their
recommendations and after some fine tuning as to where monies should be allocated
we will make a decision regarding the budget.
As some of you may have heard, there is speculation that the owner and or a
commercial logging company may be looking at logging in lcy and England Coves.
There are deed restrictions in place on the land giving control to the POA as to what will
be done with the property. The issues are complicated and could result in legal action
being taken on either side. We are in consultation with our attorney but I believe we
need to get out in front of this issue. Therefore, I have formed a special five person
committee to look into the situation from all angles and see what is in the best interest of
the Cove and advise the board on a course or courses of action. I anticipate this to be a
short duration committee and that they will be meeting in the very near future.
The following individuals have agreed to serve:
Chuck Knarr Al Singleton
co-chair
- co-chair
Debbie Ledbetter
Debbi Clark
Elton Warren
Our new contract overview group has been diligently reviewing the proposed contract
for the building and parking evaluation. They have met twice and will be working with
the board and our attorney to execute a contract that is in the best interests of the Cove.
I have also asked them to look over all our contracts for any irregularities or omissions.
I have received a number of inquiries as to what the board is doing to address any
financial irregularities that may have occurred in the past or prevent anything from
happening in the future. We have taken a number of steps from diligently reviewing
checks to passing policies and procedures for the use of Cumberland Cove equipment.
ln addition, we have established better methods for accounting for equipment. We have
also reinforced the expenditure approval process with our vendors. Our Contract
Overview Group was established to oversee our contract process to provide the most
benefit to the Cove.
Finally, one of the new initiates we have instituted is recognizing a volunteer of the
month. This sub-committee of the board, chaired by Pat Braunbeck, solicited
recommendations from the various committees for this honor. I'm pleased to announce
that our first recipient is Rick Birchler. Rick was nominated by Brad Beatty for his work
on the Parks and Trails committee. This is what Brad had to say regarding Rick:
"Rick has seryed the Parks and Trails with exceptional energy and talent. His mosfsignificant contribution has been the design and construction of the new bridge over
Bidge Creek, connecting two of our parks-Overlook Park and Stillhouse Park. Rick
designed the new bridge to be easy to build, inexpensive, and strong enough to endure
the occasional high waters after big rain events. Rick also purchased the materials and
cut over 95 deck boards to precise length, then loaded everything (including many of his
personal tools) into his trailer and delivered it all to the worksite. He oversaw the work
party and led the successful building project.
Rick's skills and infectious energy have been a major factor in the high productivity of
the Parks and Trails Committee in the past year."
On behalf of the board I want to thank Rick for his hard work, diligence and dedication
to making Cumberland Cove a better place to live.
I look fonryard to a most prosperous time for the Cove in the coming year.
Christmas to all and have a great new year.
Merry
OFFICE MANAGER REPORT
November 28,201-4
We have mailed 76 letters to those property owners who have not paid this year's annual
assessments.
Scott Anderson trained me on consolidating all of the reports for the overhead presentation for
the monthly board meeting.
As a reminder, all receipts for expenses need to be turned in by December 15,20L4 to be taken
out of this year's budget. lf a receipt is turned in late then it will not be paid until January.
Budget:
We track several categories of expenses during the year.
General Bath & Kitchen Supplies: Under budget by 5243.48.
Maintenance of Office Equipment: Under budget by 5379.50.
Office Equipment less than SSOO: Under budget by 5791.01.
Postage: Under budget by S70.16.
New Software & Software Maintenance: Under budget by 5L,345.05. We will only be renewing
our contract with Quick Books every other year.
Office Supplies: Over budget by SZOO.OS. Due to the increased cost of Cumberland Cove
envelopes and Letterhead from Office Max.
Communications: Over budget by 522.89. Due to extra lines being installed for the All-Call and
higher speed internet.
Salaries: Under budget by 5943.81. Taxes associated with salaries: Under budget by SfOZ.Og.
Peggy Bumgarner
Activities Committee Report
December 22074 BOD Meeting
t.
2.
No meeting of the committee will be held in December.
Winter Wonderland holiday event is set for Saturday, Dec 6 2014 5:30 PM at the Welcome
Center.
3. To date the Committee is trending
as planned
for 20L4 expenditures.
Budget Annual 54750
YTD Nov Actual SgOgf
4.
Next scheduled meeting is Thursday, January 15 2015 10:00
Melva Vandergriff
Chair
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Budget & Financial Oversight Committee Report
December 2014
The Annual proposed 2015 budget was formally presented to the board at
the November meeting. There was no other business conducted this
month.
The committee will resume meeting in January, date and time will be
announced via the calendar, office and all-call. We will be seeking new
members with financial and accounting experience.
Michelle Anderson
Chairperson
Building Evaluation Committee Report
December 201.4
The committee formally submitted the recommended proposal to the BOD. The
BOD approved the AEI proposal.
The committee has turned over the draft contract from AE to the Contracts
Committee, overseen by Harris Vandergriff, for negotiation of final Terms and
Conditions.
This committee is formally dissolved.
Michelle Anderson
Chairperson
Dec 01 14O1.22p
931€39-2630
Moses and Rose Johnson
CCPOA BT.IILDINGS COMMTTTEE REPORT
llroN'lrj/g Ll:Lot+
COMMITTEE ACCOMPLISHMENT
S:
i. ROUTINE MAINTENANCE CONDUCTED AT WE,LCOME CENTER AND MAINTENANCE
BI.IIT,DINC AS REQUIRED. HIGHLIGHTED BY REPAIR OF MAIN ENTRANCE DOORS TO
WELCOME CENTER.
2. FINANCIAL STANDINC AS OF THIS DATE:
A.
E}PENDITURES.$3,355.00
BALANCE: $6.15.00
B. CLEANING:
$1740-00
BALANCE: $320-m
M. JOHNSON. C}IAIF*
p.2
ECC ACTION REPORT
2014
Submitted Nov 27,2014
Month of Nov
members serving throughout the month.
voting
with
11
100%
staffed
was
Staffinq: The ECC
with
B0% attendance of the voting members.
in
were
convened
regular
meetings
Activifu: Two
and projects,open complaints
construction
for
the
for
each
unit
status
the
activity
We reviewed
become complaints or
possible
could
that
observations
proactive
with
residents
visits
to
and
their assigned unit.
out
by
reported
member
committee
.
Each
violations of the covenants
Open proiects Status:
New Home Construction:
Out buildings/garages
Clearing and Driveways:
Fences, Gates
Tree removal
yard project
Barn
Total Projects* in
Work:
I
4
1
2
1
1
1
20
Open Gomplaints:
ln November we had one complaint for a property on 70N that has trash in yard.
currently being rented. Our ECC representative is investigating status is open'
Propefi
Budqet
Our annual budget is $100.00 and, for the year, we have spent $73.00, leaving a
balance of $27.00.
Respectfully Submitted,
Rick Birchler - ECC chairman
is
FIREWISE COMMITTEE
The Firewise commiftee has no report for the past month as we did not meet.
Reference expenditures, the only thing we spent was I think $167.54 for our share of the shelving we put
in the maintenance shed. We also spent $60.36 for a plague honoring Gary Peach for his years of
service and establishing our Firewise Community. We started out this year with a $250.00 budget, and
Forestry gave us a grant this year of $900.00. Therefore, we still have $922.10 in the budget to spend.
AlSingleton,
Chairman
December 2,20L4
Monthly Report - Parks and Trails Committee
December 2014
Accomplishments in November
1.. Maintained trails
a. Blew leaves and trimmed overgrowth at Stillhouse Park
b. Blew leaves and trimmed overgrowth at Overlook Park
c. Accumulated22 man-hours of work time.
2. lnstituted new equipment accountability measures at the Eagle Flight maintenance building
a. Purchased and installed shelving and a workbench {$300 from Trails, S1SO from FireWise)
b. Purchased an additional weed trimmer and a spare chainsaw blade. (5427.7O)
c. lnventoried and photographed all committee equipment. All equipment is now stored in the
maintenance building
Work Day:
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Equipment Storage:
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December 2,20L4
Plans for December 2014
t.
2.
Trail Maintenance. We will continue periodic work days as weather permits.
Create maintenance logs and checkout sheets for committee equipment
Tree Trimming. We plan to coordinate work days with the Roads Committee to trim trees that impinge on
our roadways. We are currently awaiting coordination with the two counties.
Budget
Budget...................
Expended in Nov.........
Expended Jan-Nov......
Balance......
2014
....... s2,600.00
5727.70
51,762.28
5837.72
Planned expenditures prior to funds expiration:
Gas-powered hedge
Hand
-
trimmer......
too1s...........
Estimated funds to be unexpended for
2OL4.........
5SO.OO
5130.00
5672.72
ROADS COMMITTEE REPORT
NOVEMBER 28, 2014
We picked up the salt spreader from Nashville and the cost was less than
anticipated, the bill was SSOf .OO.
While driving the truck to Nashville to pick up the salt spreader, we noticed a
problem with the breaks and power steering pump. We had Carlen Chevrolet
make the repairs after receiving authorization to have it repaired. The truck was
picked up on November 26 and the cost was $L,295.23.
Street Place Loop culvert replacement was completed this month. The road is
packed hard, but there are a few holes. Putnam County will not tar and chip the
road until spring.
The holes on Cumberland Cove Road and Reeves Road have been filled in.
Our next roads meeting will be on Friday, December 5, at the maintenance shed
at 9 am.
Budgeted items:
We have four categories that we look at.
Right of Way Mowing: Under budget by SfZf .OO.
Roads Volunteer Crew: Under budget by 5300.00.
Fuel: Under budget by 51,188.20.
Equipment and Repair: Over budget by $3,785.90. There were major repairs to
the salt spreader, the tractor, and the truck this year.
Roger Bumgarner,
Chairman
Security Committee Report:
- Gumberland Cove POA Board
Prepared
Ref.
by:
Meeting
Nov.27, zo't4
Skip Ritter, Chairman
Novembers Security Report
Securitv Report
Security Committee meeting was held on Nov. 10,2014. Minutes of that meeting have been
sent to the Board by email.
Bill Moltzan was elected Vice-Chairman.
Non Budget Security expenditures for 2014..... $ 265.00 for 12 signs that say...' Security
Patrolled Community" Monies were approved by the POA Board because there was no
funds in the Security budget for these signs.
Crime Report:
Miscellaneous items:
14 lssues: 2 - Suspicious vehicles phoned into Security & 1- Semi tractor truck /
House alarm / Community Genter door unlock / 1 - trash dumping / 1 - Weather (down
tree) & 1 Sink hole in road I 1 vacant bldg. (cleared by ECC) I 2 gun shots issues
reported l l shooting-hunter which happen to be roofers working on a house / 1 deer
carcass (Terrace Cul-de-sacl
l2
Deer Hunters arrested
Burglaries: None since the last report.
The next Security Committee Meeting: Monday, Jan.12,2015 at 1:00 PM ... Everyone is
welcome to listen in on what is going on at our meetings.