MINUTES
KCPOA Board of Directors Meeting
ATTENDEES: Henry Oertel, David Philips, Martha Oxford, Harlan Cooper, Lloyd Parker, Bill Hagan, Jim Porterfield
1. Meeting was called to order by Henry Oertel. Martha Oxford certified that a quorum was present.
2.
Minutes from December, 2008 meeting were
presented.
Motion
made by Jim Porterfield and seconded by Lloyd Parker to accept the minutes. Approved unanimously.
3. Treasurer’s Report was presented by David Philips. Year-to-date 2007 vs 2008 report presented with the following notes:
Profit
& Loss Statement
YTD net income is $285,989 less expenses of $224,322 for a balance of $61,627. Membership income was $13,199 greater in 2008 due to land sale completed in 2007 and more building activity. Other income was down $22,106 due to boat stall monies being moved to its own account. Garage sale income was $-0- again due to those monies being transferred into their own checking account.
Cost of goods sold was $9,235 less than 2007 due in part to legal fees being less. Headcount was down $8,013 in part because of the elimination of one employee. Administration was down $5,985 due to good controls in place regarding spending. Repairs & Maintenance was $62,637 less in 2008 than 2007 because we cut back on buying cold mix for road repair when prices were very high in the summer. Capital Improvements and Depreciation increased due to accounting changes. Garage sale expenses were eliminated in 2008 since money was moved to their own checking account.
Balance
Sheet
Our cash on hand ended the year at $222,271 - $102,000 in a emergency maintenance CD, $80,000 in the operating account and the balance in the boat stall accounts. The Buildings & Other Depreciable Assets line item was lowered by $25,316 due to removal of equipment that we no longer own.
This report was published in the January newsletter for all members to see prior to the annual meeting in May.
Motion
made by Harlan Cooper and seconded by Bill Hagan to accept the treasurer’s report
as presented. Approved unanimously.
4. Committee and Staff Reports
a.
Communications......................................................................................... Martha
Oxford
1)
January newsletter was mailed on
2) 1st quarter billing was sent out with the newsletter. We have discovered a few errors but will correct them as quickly as possible. Betty Cathey did a tremendous job setting up the new company, creating all of the billing invoices and statements. We could not have done this without her.
3)
b. Maintenance/Security.................................................................................. Jim Porterfield
1) Over the holidays, our storage building was broken into and several signs were messed up. We had a domestic squabble.
2) Dwayne is trying to chase down speed bumps. He had ordered them, they were backordered and then cancelled.
3) Gates – a new system is needed. We have a good bid at just under $10,000. With this system we can add a keypad and camera at the boat stalls. This will bring us up to date. The old remotes will still work.
c. Roads/Dams.................................................................................................. Lloyd Parker
1) We had information from several sources that it might be possible to have the county take over our roads. Sam Young, our county commissioner, met with the committee in December. Information off the internet indicated that a gated community could have county maintain roads. However, the information is for cities. As far as counties are concerned, that is not the case. If we wanted them to maintain the roads, we have to remove the gate and have to have 75-90% approval from the membership. Sam currently has 77 miles of roads to maintain. If we add our 25 miles to that, he’d have 102 miles to maintain and with no increase in his budget.
2)
Dwayne, Same and Lloyd rode all our roads. 85-90% of roads are in fairly good
shape. Our roads are better than most
places even
3) We’re looking at the ‘chip & seal’ process. Sam has given Dwayne the names of several contractors who can do the ‘chip & seal’ process. The county can purchase the material at $10,000 per mile. It would cost us about $14,000 per mile for material and $25-30,000 per mile total to repair. These are our roads and we have to maintain them. We will do upgrading when warmer weather hits. We’re budgeting $75,000 from 2009 funds plus $20,000 from 2008 funds for roads.
4)
Question asked about the status of
d. Architectural Control/Variance.................................................................... Harlan Cooper
1) Committee is going to look at fee structure in early 2009.
2) We had permits for 2 add-ons issued and 1 pending for a new house. Dwayne stated that the issues have been resolved and that permit can be issued.
3) Question was asked about money received from permit fee deposits. If it is not claimed by the owner, it is put in the roads funds.
4) Speed bumps are approximately $500 to install.
5) Extra fees are set for per load for dredging contractors for removing material. We recently received $1500 on one dredge project.
e. Land Management.............................................................................................. Bill Hagan
1) Have several letters from people regarding giving back lots. He will be contacting them.
2) Plexiglas has been ordered for the “For Sale” sign by the clubhouse parking lot. Realtors will be able to list their properties for sale and we’ll have a listing of FSBO along with a map of the development.
f. Boat Stalls/Parks/Public Areas...................................................................... Henry Oertel
There was a lot of discussion by KCPOA members who live on Rabbit Cove and are opposed to the building of new boat stalls. Apparently a previous board member who was also a contractor who built several of the homes in this area told these residents that the boats stalls would be torn down. This statement was made over 10 years ago. There is no record in the board minutes or does anyone remember it coming up for a vote at a board meeting. Apology was made to these residents and we, as the board, have stated that we believe the new boat stalls will be more in line with the structures homeowners build for there boats. The stalls will be fixed (not floating) and will have a metal roof and appropriate lighting. Also, we will make certain the area is kept clean.
1) New Gate installation – Motion by David Philips/Second by Lloyd Parker to purchase new gate system for approximately $10,000. Approved unanimously.
2) Playground – Motion by Bill Hagan/Second by Jim Porterfield to paint fence, install irrigation system at a cost of $3,000 and install new playground equipment not to exceed $37,000. Approved unanimously.
3) Boat Stalls – Motion by Harlan Cooper/Second by Lloyd Parker to proceed with demolition of old boat stalls and construction of new boat stalls utilizing JH3 Construction company bid of $159,000. Further moved that KCPOA will borrow $150,000 to finance this project. Approved unanimously.
4) Swimming Area – Motion by Jim Porterfield/Second by Martha Oxford to create a swimming area at Jim Stewart Park north of the boat stalls utilizing JH3 Construction company bid of $14,000. Further moved that the park will be cleaned up and no restrooms installed at this point. Approved unanimously.
5) Lighting at Jim Stewart Park – Motion by Harlan Cooper/Second by Bill Hagan to make the lighting design at Jim Stewart Park and at the boat stalls esthetically pleasing. Approved unanimously.
6)
Lake Name Change proposed by Martha Oxford – One
of the small lakes has been known as
Motion
made by Lloyd Parker/Second by Harlan Cooper that the name of
g. Property Manager........................................................................................ Dwayne Fikes
1) Billed 748 Property Owners. These are paying owners that we can realistically expect to pay their fees. Bad debt owners were taken out and put in a different company. This allows us to get a truer picture of our finances and lets us better go after the non-payers. We billed 244 Annual paying owners - $100,365; we billed 504 Quarterly paying owners - $47,344. For the year 2009, we expect to collect a total of $289,741.
2) Collections efforts were started at the end of October last year, with a series of letters being sent to past due accounts. These accounts are those that are more recently past due and for the most part have not been sent to the attorney. We sent 102 letters for a total amount of $43,104.28. The first two letters netted $6,998.96. The third letter which threatens a lien has netted $5,746.42. Total collect through our efforts - $12,745.28.
3) I would recommend terminating the use of the Attorney we have collecting now. We are not getting anything out of him. We have to call him to see if he has collected anything. We pay him 1/3 even if the money comes directly to us. I believe we can do a better job doing most of the work ourselves and using B.F. Hicks to help us when we actually need an attorney’s help. Mr. Hicks has offered to teach and guide us until we can handle most of it ourselves.
Motion by Harlan Cooper/Second by Bill Hagan to remove collection attorney immediately. Approved unanimously.
4) Have created a preliminary budget based on 2008 information. David to review and we will discuss as an agenda item at February meeting.
OLD BUSINESS
5. Covenants & Bylaws proposed changes passed with the following results:
Ballots Received: 3 Invalid
6 Board Members
11 Proxy Assigned to Board Members
3 Proxy Assigned to KCPOA Member
161 Personally Voted Ballots
184 Total Ballots Received
Bylaws: 137 For
44 Against
3 Invalid
184 Total Votes
Covenants: 111 For
59 Against
11 No Vote for Covenants
3 Invalid
184 Total Votes
NEW BUSINESS
6. Hiking Trails – Duoue walked area behind the clubhouse with Dwayne regarding installing a hiking trail, horseshoe pit, etc. Nothing decided. More research is needed.
7. Yard Sale Committee – Bathrooms have been re-done and look great. A few items still need to be completed (crown molding, mirror, etc.). All should be complete within a week or two.
PUBLIC FORUM
8. Connie Paris suggested that we add a computer, TV, etc, to the clubhouse for use by the membership.
9. Betty Duke-Ruhd volunteered to work with boat stall installation in any capacity that she can.
ADJOURNMENT
Motion by Lloyd Parker/Second by Jim Porterfield that the meeting be adjourned. All approved.
Respectfully submitted,
Martha Oxford
Secretary, King’s Country Board of Directors