MINUTES
KCPOA Board of Directors Meeting
ATTENDEES: Henry Oertel, David Philips, Martha Oxford, Bill Hagan, Brad Akins
ABSENT: Jim Porterfield, Harlan Cooper
1. Meeting was called to order by Henry Oertel. Martha Oxford certified that a quorum was present.
2.
Minutes from August, 2008 meeting were presented
Motion
made by David Philips and seconded by Brad Akins to accept the minutes as
presented. Approved
unanimously.
3. Treasurer’s Report was presented by David Philips. For the month of August, net income was $15,766 which is a little less than it should be. Our number one focus must be on collecting past due accounts. After expenses our net income was -($6,690).
Profit
& Loss Statement
YTD net income is $216,515 less expenses of $160,480 for a balance of $56,035.
Estimate for the balance of the Fiscal Year are additional income of $60,000 with additional expenses of $78,000 leaving a deficit of $18,247. FY should end with a net income balance of $37,788. Our cold mix expense has been reduced.
Priorities are (1) significantly increase collecting membership dues; (2) update depreciation; (3) review financial controls & insurance; (4) Improve clarity of P&L and Blance Sheet reporting; (5) Develop 2009 Budget (3-year plan).
Motion
made by Martha Oxford and seconded by Bill Hagan to accept the treasurer’s
report as presented. Approved
unanimously.
4. Committee and Staff Reports
a.
Communications......................................................................................... Martha
Oxford
1) Directory/E-mail Addresses – Directory is available for members. Please contact Martha Oxford or Betty Cathey for a copy to be emailed or mailed to you. The data was generated from questionnaires that were sent out almost a year ago. Some information may not be current. Please verify the information and let Martha know of changes that need to be made.
2) Quarterly Newsletter – Need assistance with selling ads for the KCPOA newsletter. First issue will be mailed during the first week of October.
b. Maintenance/Security.................................................................................. Dwayne Fikes
1) Someone ran through the entrance gate. We reviewed the tapes and were able to locate the owner of the vehicle. They paid a fine to cover the cost of repairs.
2) Wild pigs have been spotted in the area. Beware of them. We will gather some information on someone you can contact to help trap them.
c. Roads/Dams..................................................................................................... Brad Akins
Brad
presented a brochure of a Zanetis Road Hog Cold
Planer attachment for our tractor. Cost
is about $40,000 but would allow us to do a better job of repair our roads.
d. Architectural Control/Variance..................................................................... Dwayne Fikes
Dwayne
reported that we have 10 active permits.
Only 1 new permit for a boathouse.
e. Land Management.............................................................................................. Bill Hagan
Bill and David met with Robert Jinkins regarding our collections. We have not been giving him enough of collections. We can’t collect over 4 years worth of dues. Currently, trying to reconcile what he has versus what we think he has. He is getting a list of judgments that we have. We will meet with B.F. Hicks regarding putting liens in place.
Bill will work on guidelines for collections. Board has to aggressively go after past due accounts. Should start collections proceedings after 6 months past due.
Can
we identify properties? Starting to identify on plat. Suggestion make to stake past due
properties. Also, Dwayne is ordering
signs that we can give to interior lot owners to offer property for sale. We can add a sticker to the map in the office
for past due lots.
f.
Boat Stalls/Parks/Public Areas...................................................................... Henry
Oertel
Hurricane Ike damaged our boat stalls beyond repair. We are actively pursuing contractor bids for new boat slips. Have prices from one vendor with another one due soon.
Getting quotes from several
companies to install restrooms at Jimmy Stewart park.
g. Operations Manager.................................................................................... Dwayne Fikes
1) A/C Repair – Have 3 quotes to replace A/C unit. All three companies recommended we replace unit as opposed to compressor only because of the age of the unit.
Jennings Goodman unit $1,997
Bob’s A/C Fridgedaire $4,950
Aramart Fridgedaire $4,895
The units come with a 10-year warranty and 1 year parts and labor. Dwayne instructed to verify quality of Goodman versus Fridgedaire. The current units are Goodman units and have lasted a very long time. Mr. Jennings has maintained them over the years and is very responsive when we need repairs.
Motion made by Bill Hagan and seconded by Martha Oxford that we purchase the units from Mr. Jennings as long as the quality is equal to Fridgedaire. Approved on a vote of 4 for/1 against.
2) SWEPCO Status – They have cleaned up the area as well as we can expect them to. They have agreed to notify and/or consult with us before they start a project here.
3) Lawnmower – A new 48” cut lawnmower was purchased from Tom Scott Lumber for $1699 + tax. Dwayne and Justin will begin mowing within the next two weeks and will finish cleaning up under the SWEPCO right of way.
h. Office Manager – Betty turned 6-7 accounts over to the attorney for collection. On vacation beginning 9/26 through 10/3. Back in the office on 10/6. Martha Oxford will be in the office during her absence.
OLD BUSINESS
5. Dues and Assessments – Recent vote to change the dues structure from per lot to per homesite passed. Martha Oxford, Betty Cathey, Susan Drennan and Bonnie Pope counted ballots on Tuesday, September 16. Results are as follows:
248 Votes received
4 Invalid
244 Valid ballots
146 For (60%)
98 Against (40%)
Our next step will be to
review by-laws and covenants with the committee and our attorney to put those
changes in place.
6. Yard Sale Committee has a couple of new projects:
a. Completing prices on remodeling 2 bathrooms in clubhouse. Believe it will cost approximately $5,000 for both.
b. Looking into buying 40’ storage pod to store furniture and other items in ahead of time. This will save renting storage units for several months in advance of the sale.
c. Also, Yard Sale Committee would consider paying for second A/C unit to be replaced at the time the current work is done providing we use Fridgedaire.
There is already a motion passed to
install the Goodman unit. The Board will
table that motion until we get more information regarding the difference
between the two units.
PUBLIC FORUM
7. John Stacy – Boat Slips – Watched storm destroy slips and feels that POA does not need to rent slips. Cost vs amenity. There’s no way he feels that the rent will pay for the upkeep. He was told by the board when he bought here years ago that they were going to be removed and they are still here. Board should consider eliminating boat slips totally.
8. James Hamner – Questioned reason only one method of dues structure was sent out.
9.
Pete Roland – Lives next door to John Mullins –
10. Mary Stacy – Regarding previous comments, contractors also tore down trees and the fence is broken. It’s dangerous.
Note: Dwayne talked with owner. Have to keep after him to maintain it.
11. Allen Cornwall – Contacted Sheriff’s Department; deputy was supposed to come over and look at liability issues. A worker had fallen through the roof. Does not know if deputy came out.
12. Trent Renquist – Boat slips originally set up as a self-supporting amenity. Boat slips are self supporting.
13. Lloyd Parker – Objected to the way the vote was presented to the POA.
14. Roger Shillenberg – (1) Are we going to answer why we only sent out 1 method for vote and (2) can he count the ballots.
Note: Votes are in an envelope in Betty Cathey’s office. Yes, you may recount.
15.
Dan
16. Connie Paris – Thanks to all committees and the Board that have worked so diligently.
17. Janet Goryl –(1) Unsitely property is covered in the convenants. We can have it mowed and bill them. (2) If power is out, who do we call with gate problems? Put information in newsletter about who to call if the power is out and the gate won’t work.
ADJOURNMENT
Martha Oxford motion/Brad Akin
second that the meeting be adjourned.
All approved.