MINUTES
KCPOA Board of Directors Meeting
ATTENDEES: David Philips, Bill Hagan, Harlan Cooper, Martha Oxford, Jim Porterfield, Mike Hellman
ABSENT: Lloyd Parker
1. Meeting was called to order by Harlan Cooper. A quorum was present.
2.
Minutes from October, 2009 meeting were
presented by Martha Oxford.
Motion
made by Jim Porterfield and seconded by Bill Hagan to accept the minutes. Approved unanimously.
3. Treasurer’s Report was presented by David Philips.
Income for October 2009 was $30,428 plus other income of $3,544. YTD income is $313,702. Expenses for September, 2009 were $32,739. This includes a ‘one-time’ depreciation entry to catch up for capital projects. YTD expenses are $204.485 for YTD Net Income of $109,217. This is an increase of $40,790 over 2008.
According to the balance sheet we remain in a good cash position. We have Current Assets of $197,213 in cash which includes KCPOA funds, boat stall funds and Yard Sale monies.
In 2009 we have $333,000 in capital improvements. Thanks go to Dwayne for coordinating all the projects and getting them completed.
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 goes out in January. Will contain winners of photo contest among other information.
2) Should we add an insert to have people mail in to update their email addresses, phone numbers, etc.? It’s been almost 3 years since we’ve done this. People would have the option of “opting out” of the published directory listing.
Motion made by David Philips and seconded by Bill Hagan to include a card in the January newsletter asking for updated personal information with an option to ‘opt-out’ of the published directory.
b. Maintenance/Security.................................................................................. Dwayne Fikes
1) Trash dumpster was a great success. It cost us $700 to have it available for the two weeks at the end of October. Decided to do this again in May following the yard sale.
2) Maintenance crew replaced light lens in clubroom. They are also painting and staining the new entrances as weather permits. Also, removing trees from rights-of-way.
3) Sheriff’s department reviewed gate entrance tapes in relation to an incident at Double S. Ranch.
c. Roads/Dams.................................................................................................. Lloyd Parker
1) The backs of the interior lake dams have been cleaned at a cost of $1200.
d. Architectural Control/Variance.................................................................... Harlan Cooper
1) There are 12 active permits – 1 new home, 3 remodels, 3 retaining walls, 2 boathouses, 1 teardown, 3 miscellaneous.
2) We have collected $10,826 this year in building permit fees. Get constant inquiries regarding building and boathouses. 3 new homes are planned to start in 2010.
e. Land Management.............................................................................................. Bill Hagan
1) We paid taxes of $1822 for 215 lots. 170 of those are priced as park lots at $1.66 each per year ($282.20). 45 remaining lots were $1539.96 for an average cost of $34.22.
2) We had 2 lots returned to us and 2 sold for $500. This person also bought 3 additional lots and will build after January, 2010.
f. Boat Stalls/Parks/Public Areas.................................................................... Dwayne Fikes
1) See-saw installed. Vendor asked our crew to do the work and deduct a labor charge from their final invoice.
2) There is a new coat of paint on the broth gates.
3) Question: when do we cover budget items for 2010? They will be covered at the January meeting.
g. Property Manager........................................................................................ Dwayne Fikes
1) Current dues collection: Totals for 2009 – Invoiced $309,054; Received $277,279. Balance due $31,775. First & Second quarters – Invoiced $192,840 (includes annual payments); Received $188,348. $4,492 delinquent (25 property owners). Third quarter – Invoiced $59,219, Received to date - $54,328. Balance due - $4,891 (65 property owners). Fourth quarter – Invoiced $56,348, Received to date - $33,956. Balance due of $22,392 which is due by December 31.
2) Past Due Collections – We collected $26,221 this year to date from past years delinquent dues.
3) Two liens were filed against delinquent property owners, both have houses in Kings Country.
4) Insurance policies were renewed: (1) Directors & Officers policy - $3,636; (2) Fidelity policy (crime) - $479; (3) HOA Liability Umbrella - $858; (4) HOA commercial package (equivalent of home owners) - $14,204. The addition of the boat stalls and swim area added approximately $125/month to the cost of insurance.
5) Budget worksheet for 2010 is included with info packet. Projected income is $335,800. Projected expenses are $279,026. Projected net income of $56,854. We will have approximately $50,000 remaining after 2009 is over.
6) Several propositions for spending include:
1. Ping Pong table for large room - $250-300
2. Treadmill - $400-$500
3. Ceiling fans in clubroom - $50-100 each (4 fans)
A motion was made by David Philips and seconded by Mike Hellman regarding the purchase of a ping pong table, treadmill and ceiling fans for the clubroom. All approved.
7) I will be on vacation for 2 weeks starting November 30 thru December 11. Back to work on December 14.
OLD BUSINESS
NEW BUSINESS
6. A request has been received from MWR (Morale,
Welfare and Recreation) for MedStar to lease a home in King’s Country for the
use of their membership. Bylaws do not
address this type of situation specifically.
They state that a house may not be rented for commercial purposes but
does not define commercial. Since Dwayne
typically gets a copy of the lease ‘after-the-fact’, we do not normally deal
with this issue and leave it to the property owner. However, this issue was brought to our
attention by David Lamb (a property owner, former member of the board and
member of the MWR for MedStar, a EMT service in the Metroplex). David could not tell the board the actual
location of the house they wanted to rent.
He thought it might be on King Lawrence or King Andrew. The owner is a school superintendent in the
A motion was made by Harlan Cooper and seconded by Jim Porterfield that we have a real estate attorney review the bylaws to clarify the term ‘commercial use’ and to determine if the KCPOA manager or board can approve or disapprove a lease. 3 people voted Yes; 3 people voted No. The president was not in attendance to break the tie for the motion did not pass.
The board asked Dwayne to talk with B.F. Hicks, our local attorney of record, and ask him his opinion on this issue.
7. A bid was presented from Bohlken Electric to add lighting to the new entrances and update the lighting in the entrance atrium hall in the amount of $1,264.28.
A motion was made by Martha Oxford and seconded by Jim Porterfield to accept Bohlken Electric bid in the amount of $1,264.28. All approved.
8. Dwayne was instructed by the board to obtain pricing for painting the building façade to match the roofs of the new entrances.
9. Philip Crocker presented the budget for 2010
for the
A motion was made by David Philips and seconded by Jim Porterfield to accept the proposed 2010 budget for Interior Lake Management as written. All approved.
PUBLIC FORUM
10. Harry Earl spoke with the following comments:
· Commended the board for work and efforts. Dwayne and crew are also to be commended.
· To David Philips, thank you for the most progressive and comprehensive treasures reports.
· The capital improvements – boathouse, swim area and playground – are all good things.
· Work on the small lakes is great. It brings character to the community.
· To Martha Oxford – the newsletter is great.
· It’s very easy to sit back and complain. Recognizes that it’s also very hard to get people to run for the board of directors. Thank you for all you do.
ADJOURNMENT
Motion by Martha Oxford and second by Jim Porterfield that the meeting be adjourned. All approved.
Respectfully submitted,
Martha Oxford
Secretary, King’s Country Board of Directors