MINUTES

KCPOA Board of Directors Meeting

November 15, 2008 - 9:00 AM

 

 

ATTENDEES: Henry Oertel, Jim Porterfield, David Philips, Martha Oxford, Harlan Cooper, Brad Akins, Bill Hagan

 

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

 

2.                  Minutes from October, 2008 meeting were presented. 

 

Motion made by David Philips and seconded by Jim Porterfield to accept the minute.  Approved unanimously.

 

3.                  Treasurer’s Report was presented by David Philips.  For the month of October, net income was $31,719 ($29,209 was membership dues).  Expenses were $15,505 for a net income of $16,214.

 

Profit & Loss Statement

YTD net income is $258,370 less expenses of $191,315 for a balance of $67,055.

Estimate for the balance of the Fiscal Year are additional income of $20,000 with additional expenses of $36,818.  FY should end with a net income balance of $54,237. 

 

We are in a good cash position currently with $100,000 in a maintenance reserve CD and $88,000 in maintenance checking.

 

Also, we have begun formalizing our collection procedure.  120 notices of past due accounts have been sent out.  $3,200 has been collected.  We will continue to focus on collection of past due accounts.

 

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

 

4.                  Committee and Staff Reports

 

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

1)      Will start working on January newsletter after Thanksgiving.

 

2)      Committee members needed.  If someone is willing to help with communicating with membership, producing the newsletter, and other communication issues as they arise, please contact Martha Oxford.

 

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

1)      Gates – Our keypad and motherboard are obsolete.  The memory is loaded to the max and cannot be expanded.  There is no battery backup for power outages.  Have received a quote for new operators with battery backup and motherboard for a total of $9,625.00.  We have a few spare parts for the operators but no extra motherboard if it goes out.  We have to purchase parts (if we can find them from 3rd party vendors at an inflated price.)

 

No action taken at this time.  Need to decide if we want to replace now or later.

 

c.      Roads/Dams..................................................................................................... Brad Akins

1)      Have had conversations with Sam Young (our precinct county commissioner) regarding having the roads taken over by the county.  Mr. Young is anticipating that all POAs will come to the county for maintenance due to the high cost of maintaining roads.    If the county takes over, we believe the gate will have to be removed (unless a loophole can be found), speed limit will go to 35 mph, and we may have a 1 time charge.  The Rules and Regs for County Roads in is Texas Transportation Code Chapters 251 and 253.  Will review to see if we can keep the gate.

 

Some issues with gate down – taxes might go up, might want a security guard, would keep cameras in place.  Community volunteers can provide some security.  Henry will meet with El Dorado POA President and with Sam to see what we might be able to do.

 

2009 will be time to build/work on roads.

 

Committee to work on road issues with Brad:  Wendy Rogers, Lloyd Parker, Jimmy Jones and David Pierce.

        

 

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

         12 Active Permits – 4 for new homes, 3 re-models, 1 addition, 1 dredgins, 1 brush & tree clean up and 3 boat houses.

 

         Committee members added:  Lloyd Parker, Stephanie Arledge

 

         Need to add fences to the permit list so we can have some control about style and location of fences.

 

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

         Need to make decisions on a case by case basis regarding taking back title to lots.  Some we may be able to take back and turn into park lots.  They cost us $1.53 per year in taxes so may be better than spending lots of money on collection in some instances.

 

         Committee members added:  Wendy Rogers, Maggie Fullerton, Dan Fullerton

              

 

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

                                 Have a quote for a playground system to be installed at $37,240 installed.  Fencing would be an additional $2,000 with us doing the installation.  Recommend that we do this soon.

 

                                 Continuing to get bids on boat stalls both floating and fixed.

                             

                                 At Jimmy Stewart Park, we are looking into putting in a restroom but have no prices yet and building a swimming beach area.  We know that any facilities we build come with issues and will have to address them as they happen.  At one time there were restrooms and a swimming area there.  We are looking for amenities that will allow a way for people who own interior lots access to the lake.

 

                                 Martha Oxford presented an option to update the look of the clubhouse by adding a metal roof porch to the clubhouse that would wrap around the west end, the north side and part of the east end.  It would have ‘skylights’ in it so we could keep some of the plantings but would allow areas to install tables/benches so people could enjoy the outdoors, watch tennis matches, watch kids on the playground and use their laptops outside.  Cost for the structure would be $24,950.  We would also need to paint the existing structure to give it a fresh new look.  No decision was made at this time.

 

                                 Jimmy Stewart Park is our number 1 priority after the playground.  Martha will send out and email to ask membership for input for the playground.

 

g.      Operations Manager.................................................................................... Dwayne Fikes

Dams were cleaned at a cost of $1500.  We will make an effort to mow them twice a year to keep them better looking.

 

Have seen no signs of hogs recently.  If you see them or signs of them, call Dwayne and let him know.

 

Yard Sale committee will re-do both bathrooms in the clubhouse in early December.

 

Dwayne will be on vacation the 1st 2 weeks of December.

 

h.      Office Manager............................................................................................... Betty Cathey

Have fixed letters in Quick Books to generate our collection letters.  We have had a response of $3258.35 on the 120 letters we sent out on November 1.

 

Quick Books training went well.  Learned some new things.  Learned that we are doing other things correctly.  And have contacts to call and ask questions.

 

Printer died in Betty’s office.  Have quote from Staples for a new all-in-one printer for about $500.  Bill Hagan said he has one he will give to the office.

 

OLD BUSINESS

5.                  Dues Collections Update – We will continue to pursue delinquent accounts following the process recommended by CAI.  Martha will handle along with Betty and input from B.F. Hicks.  Martha asked Board permission to pursue  accounts that are more than 45 days old.  Board granted permission.

 

6.                  A/C Repair – Mr. Jennings started this week replacing 1 unit at a time.  He should be finished next week with both units.  Yard Sale committee is paying for the second unit.

 

7.                  Gate System – we will table this issue until we have further discussions with the county about our roads.

 

 

NEW BUSINESS

8.                  Interior Lakes Report – Committee has requested $6,000 to be budgeted for interior lakes stocking and feeding.  Plans for a ‘fish-out’ fell through this year but we will try to schedule one next year.   David asked that an account be set up in QuickBooks to track interior lakes repairs and maintenance.

 

Henry has 4 wood duck houses built and material to build 8 more.  They are $30.  Make check payable to KCPOA.

 

9.                  Nominating Committee – Henry will talk with Roger about chairing this committee.

 

10.              Bylaws and Covenants update – Detailed each item that committee recommended to be changed.  Discussed each with our attorney.  Presented those changes to the board.  Martha will make suggested changes and e-mail to board members for final review.  This will be sent to the POA membership for a vote to approve the changes in the bylaws and covenants.  Detailed information is attached to the minutes.

 

11.              December Board Meeting – Since the December meeting is very close to Christmas, this meeting will be moved to the second Saturday in December (12/13/08).

 

ADJOURNMENT

 

Jim Porterfield motion/Harlan Cooper second that the meeting be adjourned.  All approved.

 

 

Respectfully submitted,

 

 

 

Martha Oxford

Secretary, King’s Country Board of Directors