MINUTES

KCPOA Board of Directors Meeting

March 21, 2009 - 9:00 AM

 

 

ATTENDEES: Henry Oertel, Martha Oxford, Bill Hagan, Jim Porterfield, Harlan Cooper, Lloyd Parker

 

ABSENT:         David Philips

 

 

1.                  Meeting was called to order by Henry Oertel.  Martha Oxford certified that a quorum was present.

 

2.                  Minutes from February, 2009 meeting were presented. 

 

Motion made by Jim Porterfield and seconded by Harlan Cooper to accept the minutes.  Approved unanimously.

 

3.                  Treasurer’s Report was presented.  David is away but provided his report. 

 

Income for February 2009 was $41,744 plus other income of $5,255.  Other income increased from permits issued.  All other line items were in line.

 

According to the balance sheet we are in a good cash position.  We have $272,000 in cash which includes $103,000+ in a maintenance CD, $66,000 in 2008 funds that will be spent this year on playground and road repair, and $90,000 in the checking account.  We also have $5,442 in boat stall funds and $8,000 in Yard Sale monies.

 

Overall, we are in good shape particularly as we continue to collect past due accounts.

 

Motion made by Martha Oxford and seconded by Jim Porterfield to accept the treasurer’s report as presented.  Approved unanimously.

 

4.                  Committee and Staff Reports

 

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

1)      Newsletter in the works.

2)      Mailing will take place during first week of April which will include billing, newsletter and bylaws/covenants.

3)      Another mailing will go out the week after the April board meeting which will contain the proxy ballots for board elections.

 

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

1)      Front gate main units have been installed.  We are waiting on the keypad.  Should finish next week.

2)      Clubhouse Septic System permit has been issued and work will start next week.

3)      Water leak seems to be under control with the replacement of some washers.

4)      We are in the process of hiring a maintenance mechanic. 

 

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

1)      Base material was put in some potholes over the winter.  The rains have washed some of that out.  We will put base material back in some of these holes starting next week and begin permanent repair as soon as the weather warms enough.  The base held through the winter in most places and was a good alternative.

 

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

1)      There are 18 active permits – 5 new homes, 6 remodels, 2 retaining walls, 1 dredging, 2 boathouses and 2 miscellaneous.  $2875 was collected in permit fees.

2)      Making some adjustments in fee structure.  Want to get everything in writing for permits.

 

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

1)      2 homes sold.  Several lots are changing hands.  The mortgage company on one property paid back dues when they received a copy of the lien.  1 additional property with a lien on it was taken over by the bank.

2)      FCWD has 12 lease hold lots for sale.  Some lots were not paying lots.  Sealed bids will be taken.  There is a minimum asking price which includes FCWD fees and back taxes.

3)      We’re listing lots for sale on the website.  California couple who purchased all excess lots have just sold the last two.

              

f.        Boat Stalls/Parks/Public Areas...................................................................... Henry Oertel

 

1)      Boat Stalls – ¾ of poles in;  had to reorder some longer poles for the end slots.

2)      Have settled on quote from Southwest Parks & Playgrounds for new playground.  We can save 3% by paying for the equipment up front.  Some concern about sending so much money at once.  However, this is typical of most projects. 

 

Motion made by Henry Oertel and seconded by Harlan Cooper that we check references of Southwest Parks & Playgrounds and if everything is favorable, go ahead with the payment for the equipment to obtain the 3% discount.  Approved unanimously.

 

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

1)      Current dues collection: We invoiced $131,715.95 in January (some adjustments were made since the last report).  So far, we have received $116,581.87 in payments on these invoices.  That leaves a balance of $15,134.08 due by March 31.  We sent a friendly e-mail reminder two weeks ago to those that were yet unpaid and got a good response as several people paid.  Those unpaid by April 15th will get a friendly reminder sent to them.

 

2)      Past Due Collections – We collected $2432.32 in back dues this month.  That brings us to a total of $6852.41 since January 1.  We filed one lien on a property (spec house) that was taken over by the bank.  One of our previous liens paid off by mortgage holder.  We have been instructed that all future billings be sent to them and the will pay.

 

3)      Took CAI property management course in Dallas .  Took test and should hear results soon.  This will then allow me to take the certification test and become a Certified Property Manager.

 

4)      Maintenance:  We have several good candidates for the position.  Will begin in-depth interviews next week.  Have hired a part-time worker to help keep up mowing, etc.

 

5)      Covenant books were printed in house on our copier.  Saved about $400 by doing that.

 

6)      KCPOA owns a great number of lots on King Richard.  Will take to land committee so they can begin work to get them sold.  These are good building lots.

 

 

OLD BUSINESS

5.                  Annual Meeting:  Barbeque will be held immediately following the board meeting.  Have lined up Century 21 to sponsor this.

 

NEW BUSINESS

6.                  Lighting Issues:  Paul Swasko had requested to be on the agenda to discuss lighting issues.  His presentation included information regarding light pollution.  The problem is not the number of lights but that they are either too bright or need to be shielded.  No statistics to verify that lots of light reduces crime.  Lights should be shielded to direct light down not out and up.  SWEPCO will shield lights at no charge for those property owners who have leased lights.  An article will be published in the April newsletter regarding outdoor lighting and brochures will be available at the clubhouse and on the website.

 

Motion made by Henry Oerteal and seconded by Jim Porterifled for Dwayne to verify the lights owned by KCPOA through SWEPCO and ask them to shield the lights.  Approved unanimously.

 

ADJOURNMENT

 

Motion by Jim Porterfield/Second by Martha Oxford that the meeting be adjourned.  All approved.

 

 

Respectfully submitted,

 

 

 

Martha Oxford

Secretary, King’s Country Board of Directors