MINUTES

KCPOA Board of Directors Meeting

April 18, 2009 - 9:00 AM

 

 

ATTENDEES: Jim Porterfield, David Philips, Martha Oxford, Bill Hagan, Harlan Cooper, Lloyd Parker

 

ABSENT:         Henry Oertel

 

 

1.                  Meeting was called to order by Jim Porterfield.  Martha Oxford certified that a quorum was present.

 

2.                  Minutes from March, 2009 meeting were presented. 

 

Motion made by Harlan Cooper and seconded by David Philips to accept the minutes.  Approved unanimously.

 

3.                  Treasurer’s Report was presented by David Philips. 

 

Income for March 2009 was $17,714 plus other income of $1,794. 

 

According to the balance sheet we remain in a good cash position.  We have $247,670 in cash which includes $233,993 in KCPOA funds, $5,448 in boat stall funds and $8,229 in Yard Sale monies.  Buildings & Other Depreciable assets line items increased due to works in progress – gates, Air Conditioning, Septic System, Playground and Boat Stalls.

 

Overall, we are in good shape particularly as we continue to collect past due accounts.  Have added a trend report  so we can track volume on a month by month basis.

 

Motion made by Lloyd Parker and seconded by Harlan Cooper to accept the treasurer’s report as presented.  Approved unanimously.

 

4.                  Committee and Staff Reports

 

a.      Communications......................................................................................... Martha Oxford

1)      Newsletter with statements and new Bylaws/Covenants booklet was mailed on April 9, 2009.  We have a full compliment of advertisers in the newsletter.

2)      Henry asked Martha to bring to the board the possibility of adding Dwayne Fikes (property manager) to the check signing signature card.  Reason for this is to perhaps alleviate check signing issues if no board members are in the area when checks need to be sent.  David Philips opposed this practice feeling that the board needed to remain the only signers on the accounts.  Currently, the 4 officers can sign checks.  Depending upon who is elected at the upcoming meeting, we may need to add another local board member to the account.

 

Motion made by Harlan Cooper and seconded by David Philips to add Lloyd Parker as a check signer after the annual meeting on May 16, 2009 when signature cards are changed.  Approved unanimously.

 

b.      Maintenance/Security.................................................................................. Jim Porterfield

1)      New gate is installed and working.

2)      Clubhouse Septic System is installed and working.

3)      Any security issues in the community need to be called in to Lake Patrol.  We had some issues over Easter weekend of children/teens chasing each other in golf carts and other all terrain vehicles.  Corners were turned too fast and speeds were unsafe.  We will add this to the May agenda for further discussion for the possibility of fines/restrictions being imposed on the offenders.  (See Property Manager’s report for details.)

 

c.      Roads/Dams.................................................................................................. Lloyd Parker

1)      Waiting for rain to stop and warm weather to start repairing roads.

2)      Let Dwayne know if you have a chughole on your street and we try to get some base material in it to hold until repairs can be made.

3)      Dwayne has a mental list of road repair needs. 

 

d.      Architectural Control/Variance.................................................................... Harlan Cooper

1)      There are 15 active permits – 5 new homes, 5 remodels, 1 retaining walls,  2 boathouses and 2 miscellaneous.

2)      Adjustments have been made to fee structure.  Some items that were not on permit list are now there.

3)       One property owner has a travel trailer sitting on a pad on a lot across from his home and he was attempting to have electricity hooked up to it.  A meter pole was set but was not hooked up.  To allow this would be in violation of our covenants and cannot be allowed.

 

e.      Land Management.............................................................................................. Bill Hagan

1)      Another lien has been paid off.

2)      1 lot in Section 3 was returned and added to the park system.

3)      FCWD still has some lots.

4)      Trying to consolidate lots 1 & 3 (owned by 1 party) and lots 2 & 4 (owned by a second party) so they might be sold to one owner for a wooded homesite.

              

f.        Boat Stalls/Parks/Public Areas.................................................................... Dwayne Fikes

 

1)      Boat Stalls – half way to completion.  Next week, the rafters will be set in place.

2)      Swim area diving pier and retaining wall are in.  Steps still need to be built.

3)      While JH3 is working on the boat stalls, we have asked them to  extend the fishing pier so it once again touches the bank.

4)      Playground equipment is ordered and construction will start in mid-May.

 

Question posed by property owner to review the minutes regarding lift decision and boat stall rates.  Do not seem to line up with what was in the April newsletter.

 

g.      Property Manager........................................................................................ Dwayne Fikes

1)      Current dues collection: In January, we invoiced $130,215  in dues(adjustments made since last report).  So far, we have collected $123,061 leaving a balance of $7,115 overdue on March 31.  These figures show that we have collected 95% of the dues billed.  Those 93 property owners that are overdue will get a friendly reminder letter and email next week.  (93 our of 748 billed are past due  - 12% owners, 5% of money due).

 

We invoiced for the second quarter of this year the first week of April.  We billed 497 property owners a total of $50,302.

 

2)      Past Due Collections – We collected $2499 in delinquent dues in the past month.  We have collected $8741 in delinquent dues since January 1st.

We have agreed to a payment plan with one owner who is about $1000 delinquent.  A mortgage company has foreclosed on a home that we have a lien on.  We are working with that mortgage company to receive payment to release the lien.

 

3)      We have two maintenance workers now:  Troy Wilson has been hired to be the Lead maintenance man and Mitchell Boyd has been hired to be the summer helper.  So far, they are working out well.  Betty’s hours have been reduced to 4-hours per day due to the hiring of a property manager.

 

4)      Front gate upgrade is complete and working well.  New software is installed and working great.  The new system is a great improvement over the old and we have many more capabilities.  Jeff with Precision Hardware out of Quitman did the installation.

 

5)      New septic system has been installed by Ford Septic and Plumbing and is working well.

 

6)      On Easter weekend kids on ATVs knocked down mailboxes, went mudding in our ditches and generally made a mess of things.  This is very disrespectful of King’s Country and our Property Owners.  Please report activity like this to the Sheriff’s Department or Lake Patrol when you see it happening.  It does little good to wait until Monday to call the office to report it after the kids have left King’s Country and gone home.

 

7)      Loose dogs attacked a small dog being walked by its owner.  The Sheriff’s Department was notified.  Two pitbulls involved are no longer allowed on KCPOA property.  The small dog recovered from its injuries.

 

OLD BUSINESS

5.                  Annual Meeting:  Letter and ballot will be sent out next week.  We have 2 open positions and only 2 people running.  Our bylaws, however, do not allow us to declare and election.  We must have a minimum of 100 ballots returned for the election to be valid.  Barbeque will be held immediately following the board meeting.  Have lined up Century 21 to sponsor this.

 

NEW BUSINESS

 

6.                  Copier Service Agreement Renewal – Copier maintenance contract is going up to $440 annually with no guarantee of parts.  The machine is obsolete.  Proposals presented for new Cannon copier.  Small color copier is also has fax, scanning and fax from computer capabilities and can be networked to all computers in the office.  Purchase price is $3865.00 with a service contract price of $360/year.  All toners are furnished by the dealer.  20,000 B&W copies are included.  Overages billed at 2¢ per copy.  Color copies are billed at 12¢ per copy.

 

Motion made by Martha Oxford and seconded by David Philips to purchase the Canon CiR 1022i copier from Advantage Office Systems.  Approved unanimously

 

7.                  Plans are in the work to have a ‘grand opening’ picnic when the capital projects are complete sometime in mid to late June (or July depending on completion dates).  Details will follow as they are made.

 

ADJOURNMENT

 

Motion by Harlan Cooper and second by Bill Hagan that the meeting be adjourned.  All approved.

 

 

Respectfully submitted,

 

 

 

Martha Oxford

Secretary, King’s Country Board of Directors