MINUTES
KCPOA Board of Directors Meeting
ATTENDEES: Jim Porterfield, David Philips, Martha Oxford, Bill Hagan, Harlan Cooper, Lloyd Parker, Michael Hellman
1. Meeting was called to order by Jim Porterfield. Martha Oxford certified that a quorum was present.
2. Election of 2009-2010 officers of the Board was presented in the form of a motion.
Motion made by Jim Porterfield and seconded by Martha Oxford that Lloyd Parker assume the role of President, Harlan Cooper assume the role of Vice President. Martha Oxford will remain as Secretary and David Philips will remain as Treasurer and Mike Hellman will assume the responsibilities of the Parks/Boat Stalls/Public Areas committee. Approved unanimously.
By aligning the officers of the board in this manner, we will have 3 people who live here available for check signing according to KCPOA Bylaws, Article VIII, Section 8.08 Duties of the Officers. Dwayne will obtain the necessary paperwork from First National Bank and Guaranty Bond Bank to change the account signers. Henry Oertel and Jim Porterfield will be removed and replaced by Lloyd Parker and Harlan Cooper. Martha Oxford and David Philips will continue as signers.
Lloyd Parker assumed chairing the meeting.
3.
Minutes from May, 2009 annual meeting were
presented by Martha Oxford.
Motion
made by Harlan Cooper and seconded by David Philips to accept the minutes. Approved unanimously.
4. Treasurer’s Report was presented by David Philips.
Income for May 2009 was $113,138 plus other income of $3,568. YTD income is $187,889. Expenses for May, 2009 were $16,026. YTD expenses are $83,461 for Net Income of $104,428.
According to the balance sheet we remain in a good cash position. We have $254,111 in cash which includes KCPOA funds, boat stall funds and Yard Sale monies. Buildings & Other Depreciable assets line items increased due to works in progress – gates, Air Conditioning, Septic System, Playground and Boat Stalls.
2009 Capital Improvement costs to date are:
Boatstall construction.............................................................................. $115,250
Playgound Upgrade................................................................................... $27,464
Swim Area Construction............................................................................ $16,000
Front Gate Upgrade..................................................................................... $9,265
Clubhouse Septic System........................................................................... $7,500
Canon Copier............................................................................................... $4,184
Clubhouse HVAC......................................................................................... $3,457
Total......................................................................................................... $183,120
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 Bill Hagan and seconded by Harlan Cooper to accept the treasurer’s
report as presented. Approved
unanimously.
5. Committee and Staff Reports
a.
Communications......................................................................................... Martha
Oxford
1) Newsletter and 3rd quarter billing will go out the 2nd week of July.
2) Information on the following suggested as content for newsletter:
Phone numbers for Lake Patrol & FC Sheriff’s Office
Boatstall rental explanation and pricing
Who to contact for boat lifts
b. Maintenance/Security.................................................................................. Jim Porterfield
1)
Memorial Day weekend we had a Deputy from the
Sheriff’s office patrol the neighborhood – 18 hours for $450. For the most part, this worked well with
fewer incidents. Hours of patrol were
from
2) 1 owner brought a load of ATVs and kids. Had several complaints about noise and mailbox damage. Dwayne has written a letter to this owner.
3) Replaced photo sensor on gate for $270 (this was not part of the system that was replaced).
4) Backside of dams were mowed for $1100.
5) Staff is concentrating on mowing and pot holes
c. Roads/Dams.................................................................................................. Lloyd Parker
1) Paved King Leonard for $19,940 – 850 linear feet plus a 40-foot cul-de-sac. Total Paving was the contractor.
2)
Next week, we start repairs on 315 feet of
3) Purchased 10 loads of asphalt cold mix for $10,000. Maintenance crew will alternate between paving and mowing.
4) Question raised about Lake Princess Dam. Nothing is scheduled at this time. The dam is not leaking; it is seeping. It is NOT in danger of collapse. We will monitor and watch. Can we add clay to backside? Not all at once. That would be too much weight for the retaining wall at the bottom of the dam. There are also a lot of springs in that area. As preventive maintenance, we are filling in the gully’s on the back side with good dirt as we have it. And keeping a close eye for deterioration.
d. Architectural Control/Variance.................................................................... Harlan Cooper
1) There are 15 active permits – 3 new homes,4 remodels, 2 retaining walls, 2 boathouses and 4 miscellaneous.
2) We have had calls regarding the requirement for septic systems and number of lots to build on. Some interest is being generated.
3) Had issue with owner who wanted to permanently hook power to an RV. We told him no and issue should be resolved.
e. Land Management.............................................................................................. Bill Hagan
1) Land committee met with Dwayne. Need to put together a plan for homesites and marketing.
2) Creating data base with problem lots, those with delinquent taxes, etc. We are getting calls for lots.
3) Request from owner on King Club to buy our easement to King Kent. He has offered $3000 for the whole thing. We would like to retain a 10-foot easement for a trail or access to King Kent if needed.
Motion made by Harlan Cooper and seconded by Jim Porterfield to give Bill Hagan authorization to accept a commitment to purchase from the homeowner with a 10-foot easement for $3000. Approved unanimously.
f. Boat Stalls/Parks/Public Areas................................................................ Michael Hellman
Report deferred to Henry Oertel.
1) Boat Stalls – Almost complete. Wiring being done. Lights will be in next week. All stalls spoken for. 11 contracts signed.
2) Swim area, diving pier and retaining wall is complete
3) Playground complete except for one item. Spring for teeter-totter is on back-order.
4) We probably need to seed Jim Stewart park with rye in the winter and look for some means of erosion control. Need to put landscape timbers around sand beach area so runoff will not wash sand into the lake.
5) Lighting – there will be no outside lights on the boat stalls; only in the middle under the roof. Lights on fishing pier may need to be changed to ‘dark sky’ lights.
6) SWEPCO will not shield light neither will they tape them or paint them. New lights that are installed must be ‘dark sky’ compliant. Nothing can be done about existing lights. As Jim Stewart Park, we can have SWEPCO remove their lights and install our own that are compliant. Also, need to add lights closer to the stalls for boaters.
7) Boat stall leases are based on $100 per month billed quarterly; however, if the Lessee chooses to pay annually they can save money. $300 per quarter or $1000 annually.
g. Property Manager........................................................................................ Dwayne Fikes
1) Current dues collection: Totals for 2009 – Invoiced $187,926; Received $168,079. Balance due $19,847. First quarter – Invoiced $131,978 (includes annual payments); Received $128,143. $3,835 delinquent (55 property owners). Second quarter – Invoiced $55,948, Received $39,936. Balance due by June 30 - $16,012.
2) Past Due Collections – We collected $13,057 this year to date from past years delinquent dues.
3) May thru June has been a busy period. Construction on the boat stalls and swim area is very near conclusion. All 20 stalls are spoken for and money for the leases is being collected.
4) We have started to ramp up road work with King Leonard being paved with an asphalt overlay and work to begin on a portion of King Larry Court next week.
5) We had the backsides of the dams of the interior lakes cleaned and they look a lot better.
6)
We stocked Florida Bass, Bluegill, Golden
Shiners and Fathead minnows in the
7) I will sit for the NBC-CAM exam in July to ear my certification as a Professional Property Manager.
OLD BUSINESS
6.
Off duty police officer usage discussed during
Maintenance/Security report.
7.
Dan Fullerton spoke with regards to the Yard
Sale. The committee met on Monday to
discuss usage of funds. Two projects in
mind – 1) fixing up the entrances to the clubhouse. Dwayne getting prices from JH3 to add gabled
entrances similar to the style of the boat stalls. 2) updating the inside of the clubhouse. The committee is still committed to buy a POD
(8’ x 40’) to use for yard sale storage.
Trying to get an answer from a company.
Also talked about building a facility.
David Philips commented that we need to continue to upgrade entrances and paint the existing building. Perhaps, we should consider building a new structure in the maintenance yard that would house Yard Sale storage, the shop and covered areas to park equipment. Dwayne to get some pricing.
Another suggestion was mentioned that we get a dumpster on a quarterly or semi-annual basis for a community cleanup. Dwayne to get pricing.
Before we adjourn, the Board expressed their appreciation
and thanks to Henry Oertel for serving as president for the past year.
ADJOURNMENT
Motion by Jim Porterfield and second by Harlan Cooper that the meeting be adjourned. All approved.
Respectfully submitted,
Martha Oxford
Secretary, King’s Country Board of Directors