MINUTES
KING’S COUNTRY ANNUAL PROPERTY OWNERS MEETING
1. Call to Order and Verification of Quorum............................................................. Henry Oertel
Henry Oertel called the meeting to order and Martha Oxford verified that a quorum was present.
2. Minutes from the last annual meeting were presented for approval. A correction was noted to the length of term for Henry Oertel and Martha Oxford from 2 years to 1 year.
Motion was made by Jim Porterfield, seconded by David Philips to approve the minutes as corrected. All approved.
3. Welcome and Introductions................................................................................. Henry Oertel
· Introduction of Board Members
Board members introduced and length of term stated by Henry Oertel.
Henry Oertel – President (Parks/Boat Stalls/Public Areas) – Term expires 2009
Jim Porterfield – Vice President (Security & Maintenance) – Term expires 2011
Martha Oxford – Secretary (Communications) – Term expires 2009
David Philips – Treasurer (Capital Improvements) – Term expires 2011
Harlan Cooper – Architectural Control – Term Expires 2010
Lloyd Parker – Roads and Dams – Term expires 2010
Bill Hagan – Land Management – Term expires 2010
· Introduction of Board Nominees and Voting – Two positions are open on the board. Only two people ran – Martha Oxford and Michael Hellman. Henry introduced both people and asked that any outstanding ballots be turned in at this time. Roger Gekiere will verify the vote count.
4.
Approval of minutes from April Meeting............................................................. Martha
Motion was made by Lloyd Parker, seconded by David Philips to approve the minutes as corrected. All approved.
5. Treasurer’s Report ............................................................................................. David Philips
(Note: a PDF file of the treasurer’s presentation will be on the website for membership review.)
Summary
a. KCPOA is in sound financial shape, due to change in membership dues structure.
b. Expenses are well controlled, particularly with headcount restructure.
c. Needed infrastructure investments being made to maintain KCPOA at current levels.
P&L 2007 versus 2008 – We had $17,000 less income in 2008 than 2007 but $92,000 less expenses. This gives us an income in 2008 of $62,000 versus a loss in 2007 of $13,000.
Balance Sheet – 2007 ended with $130,000 cash on hand versus 2008 with $222,000. Much of this overage was obtained by our decision not to purchase cold mix for the roads when the price was $4.00/gallon. This money can now be spent for road repair at a much lower price.
2009 Budget versus 2008 Actuals – We are expecting an income in 2009 of $337M versus $286M for 2008. Our expenses are expected to be $303M for 2009 versus $224M for 2008. Most of these expenses will have to do with road replacement and repair, new playground and swimming area expanses. We are budgeting an end of year net income of $35M versus $61M in 2008. Again, expenses will be higher this year. Old infrastructure is being replaced .
April 2009 YTD P&L versus April 2008 P&L - $24,000 more in revenue ($147M in 2008 versus $171M in 2009), expenses were the same at $67 for each year. This leaves net income to date of $104 versus $80 for 2008 or a $23M increase.
April 2009 Balance Sheet – We have $24M more cash that April 2008. Other assets have also increase due to new boat stall construction.
2009 YTD Capital Investments are as follows:
Boat Stalls $115,250
(total will be $159,000)
Swim area $ 16,000
Playground $ 27,464
Front Gate Replacement $ 9,265
Clubhouse Septic System $ 7,500
Canon Copier $ 4,184
Clubhouse HVAC $ 3,457
TOTAL $183,120
Motion by Martha Oxford and second by Lloyd Parker to approve the Treasurer’s Report. Approved by all.
6. Committee and Staff Reports
a. Communications......................................................................................... Martha Oxford
Accomplishments since last annual meeting:
·
Created
Membership Directory for those who wanted to be listed (available at office or
via email).
·
Established
membership email listing for mass communication to be used to immediately get
messages to membership. This resides on
Property Manager’s computer.
·
Re-introduced
the KCPOA Lake News, a quarterly publication for the KCPOA members. This is mailed quarterly to all members along
with the quarterly billing. The
newsletter is also posted on our website for immediate access.
·
Sold
advertisements to local companies to cover the cost of mailing quarterly
statements.
·
Bylaws
& Covenants booklet was created with revisions voted on by members. This
was mailed to all members with the April newsletter.
·
Instituted
Annual Photo Contest in January newsletter.
Winning photos are displayed in the Clubroom. 2nd Annual Photo Contest will be
announced soon.
b. Maintenance/Security.................................................................................. Jim Porterfield
·
Upgraded
main gate equipment. One benefit of the
upgrade is that the system will allow the gates to automatically open in the
event of loss of power.
·
Replaced
A/C units at clubhouse. Both units
replaced. KCPOA paid for one unit and
the Yard Sale Committee paid for the second unit.
·
Replaced
Clubhouse Septic System. Old system
failed and has been replaced with new aerobic system.
·
Hired
new Lead Maintenance Mechanic and Summer Maintenance Assistant.
·
Checking
on possibility of off-duty police officers as security for holiday weekends to
keep vandalism and unsafe driving of golf carts/ATVs to a minimum.
·
Yard
Sale Committee remodeled the restrooms in the clubroom.
Other item on agenda is mis-use
and unsafe driving of golf carts, atvs, etc. We ask all members to please talk to your
kids and visitors about following safe driving rules. Our other options are (1) a policeman in the
property or (2) outlawing these vehicles.
We really don’t want to do that.
Let’s police ourselves.
Question was asked by John Stacy regarding
loose dogs & cats. If you feel the
animals in question are dangerous you can file a complaint with the
county. They will then remove the
animal. Our covenants 4.06 state that
pets must be confined to owner’s premises or on a leash. No pets shall be permitted to run at large.
c. Roads/Dams.................................................................................................. Lloyd Parker
This year we have set aside $95,000 to spend on roads - $65,000 for a total overlay and $30,000 for pothole and drainage repair. One mile of asphalt overlay (16’ wide x 1 mile) would cost $103,000. We will obtain a bid for chip and seal as well.
Our roads are not in too bad of shape. We are trying to clean out ditches and add culverts and improve drainage where needed. There are problems in some areas due to water lines being installed too shallow. We will work with Cypress Springs SUD to locate water lines before digging.
Question: Ditches are sometimes filled with yard waste by companies who mow. Can this be corrected? Yes. Call Dwayne with the names of the company and he will see that this is stopped.
Question: Are we collecting enough fees from builders to repair roads? There is a balancing act regarding fees. Our charges are based on the size of the building to be constructed. Most of that money is used to rebuild damaged roads.
Question: What is the status of the dam at
d. Architectural Control/Variance.................................................................... Harlan Cooper
35 permits were issued from May 2008 – May 2009 as follows:
5 New Homes
9 Remodel/Add-on
5 Retaining Walls
5 Boathouses
7 Miscellaneous (Carports, fences, etc.)
These 35 permits resulted in $12,411 in Building Permit Fees for King’s Country.
We adjusted our fee schedule for building permits to reflect the changes in our Covenants requiring a 1500 sf minimum new home and to keep up with the rising costs of road repairs associated with building activity.
Dwayne has been delegated to issue permits. He always contacts Harlan when questions arise.
Harlan commended the maintenance staff for the work they have done during the last year.
Henry mentioned that lighting shields are being promoted for exterior dusk-dawn lighting. We want to maintain a ‘night sky’ for people to enjoy the stars and being out of the city lighting but also allow residents security lighting for their property.
e. Land Management.............................................................................................. Bill Hagan
We have had a few lots voluntarily deeded back to KCPOA. These lots had no back taxes and little or no KCPOA dues owed. We have added several to the Park system where it was appropriate. We have sold a couple and the others are available to sell or we can use as we see fit.
We have assisted a few deals where property owners have bought lots adjacent to theirs when they came up for sale.
We have filed 25 liens for non-payment of dues and these liens are paying off. We have successfully collected back dues on several of these liens. These liens have proved to be an efficient and effective way to collect past due KCPOA dues on lots and homes.
Franklin County Water District auctioned off 12 leasehold lots in King’s Country. Soon these lots will be paying dues and productive again for KCPOA.
We
are continuing to get a lot of requests to list lots for sale on the website
and we have seen several lots sell because they were listed there.
f. Boat Stalls/Parks/Public Areas...................................................................... Henry Oertel
Recap of 2009 Spending:
Boatstalls $159,000 JH3 Construction
Electrical $ 5,000
Security/Gate $ 5,000
Total $169,000
We paid $ 25,000 From Boatstall Account
We will borrow $144,000 From Guaranty Bond Bank
Total $169,000
The loan will be a 20-year loan with the first ten years at 6.5% APR and then WSJ Prime Rate +2% for the next ten years. At 6.5% with the $144,000 principal our monthly payments will be approximately $1000 per month.
Swimming Area – Retaining wall, walkway with steps out into lake, sand beach area and signage.
Total $ 16,000 JH3 Construction
Paid $ 16,000 From 2008 Money Saved
Playground Equipment $ 27,464.44 Southwest Playgrounds
Installation $ 8,348.00 Southwest Playgrounds
Painting Fence $ 300.00
We paid $ 27,464.44 From 2008 Money
Bill Hagan Donated $ 300.00 Thanks, Bill!
We Owe $ 8,348.00 At completion from 2008 Money
Completion is expected with the next couple of weeks and money due will be paid from money saved from 2008.
Other
comments regard boat stalls: A security
system will be installed. Staff will
install camera. We will hire a local
electrician for the lighting and electrical for gate. There are 20 stalls which will rent for
$100/month or $1000/year with a signed lease.
Lifts may be installed by an approved contractor and will be property of
the boat stall lessee,
Ideally we could pay this off earlier than loan terms. However, some funds will need to be set aside
for maintenance and repair. The
completion date will be around the end of May-first of June. In order to add the boat stalls to our
insurance, the insurer wants us to add some liability signage. We will plan a grand opening for the new
amenities sometime in June.
g.
Background
·
Recognizing that our interior lakes create
fishing opportunities for current and future generations and gets kids outside
to enjoy the environment, in February 2008, the Board established a committee
to manage the interior lakes
·
Charge was to make recommendations concerning
stocking, and other management actions
· Needed organized process rather than different residents managing to meet their needs
Committee
Members
Philip
Crocker, Chair Dwayne
Fikes, Property Manager
Russell
Olds Trent
Renquist
Karla
Olds Jim
Porterfield
Bonnie
Pope Sarah
Green
Bruce
Bradbury Kathy
Bradbury
Bill
Moore Pete
Roland
Tom
Lee Waterston
Management
Plan Components
1) Harvest manipulation, 2) Stocking of most appropriate native fish, 3) Installation and set up of fish feeders, 4) Planting of native aquatic vegetation, 5) Constructing and placement of wood duck boxes, 6) Establishing a budget
Update
of Activity, May 2009
·
Committee formed in February 2008. Plan completed, budget approved in April 2008.
Fish, feed, duck houses - $6200
·
Installed feeders in Spring and summer 2008 - 2
– Lake Prince, 2 – Lake Princess, 1 – Lake Andrew, 1 – Lake Elizabeth
·
Stocking completed in May 2008 - Coppernose bluegill, Channel catfish , Golden shiner
·
Planted aquatic vegetation in June 2008 - Assistance
from Franklin Co. Water Dist. In obtaining vegetation.
·
2009 budget approved in December 2008 - Fish,
feed, feed crib, signs - $5400, Funds
carried over from 2008 - $1200, Total new funds for 2009 - $4200
·
Constructed and placed wood duck nest boxes - 4
-
· Constructed feed crib (shed)
Planned
Activities
·
Stocking of lakes (June or July) -
·
Signs for Lakes -
·
Maintenance - Maintaining duck boxes, Maintaining feeders, Investigating
invasive iris
· Collect and evaluate catch record data. Forms available in office to track catch info.
Conclusions
·
Committee dedicated to manage lakes
·
Activities thus far include developing a
management plan, establishing a budget, stocking, setting up feeders, planting,
installing wood duck boxes
· Planned activities include stocking, placing signs, maintaining feeders and duck boxes, evaluating catch data, assessing invasive iris, establishing a budget for next year
h. Yard Sale Committee............................................................................... Maggie Fullerton
Thank you to all the people who worked the weeks prior to and the days of the yard sale. We had a very successful sale this year considering the financial times and our lack of large items for sale. All the money from the sale goes back to the Association typically to maintain and improve the clubhouse. This year, we purchased one of the a/c units for the clubhouse and we remodeled the 2 bathrooms in the clubroom. We are currently trying to buy a POD to be used for yard sale storage but are having difficulty locating one.
Financially, this year’s sale took in a total of $5,089.25 minus expenses of $290.89 for a total profit of $4,838.86.
i. Property Manager........................................................................................ Dwayne Fikes
Introduced POA staff:
Dwayne Fikes, Property Manager – I have completed his CAI training and taken my first exam. Soon I will sit fro the second exam which will earn my Certified Property Manager designation.
Betty Cathey, Bookkeeper – Betty spent countless hours in late 2008 getting ready for the new billing format for 2009. Many thanks for all her hard work.
Troy Wilson, Lead Maintenance – Troy is experienced and works diligently. He is always looking for something to do when a task is complete.
Mitchell Boyd, Maintenance Helper – Mitchell has been hired for the summer to help Troy with mowing, weeding, etc.
The website has become a real asset to KCPOA. There are lots of hits on it each month.
We have taken over past due collections. Since January 1, 2009, we have collected $11,771. From the beginning of our collection process in October-December, 2008, we collected $12,745.28. That’s a total of $24,516 in past due money that we have collected ourselves without the aid of an attorney. Liens are working well for us.
Current dues are coming in as well; we collected 95% of the first quarter dues. Second quarter dues are coming in as expected.
7. Results of Voting.................................................................................................. Henry Oertel
There were 156 votes returned which is more than is required by our covenants. We therefore declare the election of Michael Hellman and Martha Oxford as valid and welcome them to the Board of Directors.
8. Miscellaneous
Harlan thanked Henry Oertel for his service on this board as President. Also, thank you to all the people who have had input to the Board during the past year.
A huge thank you to Rick Butler and Century 21 for the barbeque lunch to be served following the meeting. We very much appreciate the Century 21 Butler group of realtors and their efforts to sell King’s Country property and homes.
9. Adjourn
Motion was made by Jim Porterfield and seconded by Bill Hagan to adjourn the annual meeting. All approved.
Respectfully submitted,
Martha Oxford
Secretary, Board of Directors
King’s Country Property Owners Association