MINUTES
KCPOA Board of Directors Meeting
ATTENDEES: Henry
Oertel, Fred Monroe, Martha Oxford, David Philips, Jim Porterfield, Barbara
Womble, Mike Hellmann
1.
Meeting was
called to order by President, Henry Oertel.
A quorum was present.
2.
Minutes from March
19, 2011 meeting were presented by Martha Oxford.
Motion made by David Philps and seconded by Jim
Porterfield to accept the minutes. All
approved.
3.
Treasurer’s
Report was presented by David Philips
Membership Income – March membership
income is $17,089 which is a lower than March 2010 by $3,076. There was a surge of income in January which
is part of the shortfall. YTD membership
income is down $7,460. Part of that
shortfall is that we budgeted Membership Income from Prior Years (Past Due
Dues). Martha
The lack of membership
income could become a large issue. David
recommended that we be tough on members who aren’t paying through letters,
phone calls, lien filings, etc. We have
700 dues paying lots of which 10% are not paying. Regarding expenses, the board created savings
of $20,000 against last year by 1) paying off the boat stall loan, 2)
eliminating the bookkeeper position, and 3) savings on insurance policy. David asked Dwayne to re-do the forecast and
drop the income to $310,000 instead of the $331,000 budgeted. And, reduce forecasted expenses to the
budgeted $200,000 instead of the projected $208,373. Dwayne is challenged to keep expenses to
$200,000 for the year as a part of his performance review. Another suggestion was for Fred to talk with
the insurance company and see if we can extend the insurance policy so that it
is renewed in January 2012 instead of November.
Motion made by Martha Oxford and seconded by Jim
Porterfield to accept the treasurer’s report as presented. All approved.
4.
Committee and
Staff Reports
a.
Communications............................................................................................... Martha
Oxford
1)
We’ve received $1200
in newsletter ad income this year.
2)
The newsletter went
out on April 8 with the 2nd quarter billing. Also, emails have been sent to those who have
requested billing/newsletter electronically.
b.
Maintenance/Security........................................................................................ Dwayne
Fikes
1)
The front gate
system took a voltage surge. The main circuit
board had to be sent off to see if it can be repaired or will have to be
replaced. We do not have a spare board
like we had with the old system.
Hopefully, the repaired board will be back next week. Sometime in the future, we will need to
invest in a spare board ($700-800).
2)
We had an issue
with a Sheriff’s Office dispatcher telling a property owner that she could not
dispatch an officer to King’s Country because it is private property. We have discussed this with Sheriff Fletcher
and he assures us that from now on an officer will be sent when requested. Henry Oertel spoke with Paul who said he will
make sure we get response. He will also
talk with the county attorney about what we can do regarding traffic issues on
private roads.
3)
Maintenance crew
has been busy installing irrigation sprinklers in the Playground and tennis
courts. They have also finished the
tennis court practice wall. Good job,
guys.
c.
Roads/Dams....................................................................................................... Fred
Monroe
1)
Total Paving will
being work in King Sebastian and the remainder of King Nicholas within the next
two weeks. We moved this project up in
our schedule to insure that the price will not go up on us. If we had waited until June/July as
previously planned, we were informed by the contractor that our cost would rise
due to soaring oil prices affecting the cost of his material. We will be splitting the payments on these
projects – half will be paid in April and the remainder in June/July.
d.
Architectural
Control/Variance............................................................................ Dwayne
Fikes
1)
We have 13 active
permits – 3 new homes, 4 remodels, 1 new boathouse, 1 boathouse add-on, 2
retaining walls and 2 miscellaneous projects.
We have collected $2,177.50 YTD in building permits.
2)
The Architectural
committee is continuing to work on the new Building Permit and Inspection
program for King’s Country. Copies of
the proposed permit fee schedule and inspection program were distributed for
review. It was suggested that this be
sent out next week for membership review.
We are making great progress on this.
And the end of the day, we are working to make this the premier
community on the lake. Question was
asked: if someone tries to sneak around
this process, what is our recourse.
e.
Land Management......................................................................................... Barbara
Womble
1)
Sent proposal to
Mr. Firebaugh. Some of the lots he’s
interested in have back taxes due.
Dwayne talked with the appraisal district/tax collector and they are
willing to knock off penalties, interest and attorneys fees if the taxes are
paid.
f.
Boat
Stalls/Parks/Public Areas.......................................................................... Mike
Hellmann
1) Work is finished on
the tennis court practice wall. The wall
is up and is being used. Roger Gekiere volunteered to pay for this
project. Dwayne will send him a copy of
costs.
2) We
have installed irrigation sprinklers at the tennis courts and in the
playground. Grass sod will be ordered
next week for the tennis court area.
3) Construction
of the retaining wall at JSP is almost finished.
4) We
still need to look at landscaping/terracing to keep erosion to a minimum.
g.
Property Manager.............................................................................................. Dwayne
Fikes
1)
Dues
Collections: In 2010, we’ve invoiced
$334,451 and received $319,787 leaving a balance due of $14,664 which was dues
on
2)
Approximately 75
people attended the memorial held here for Katie Nicastro, former Property
Manager of April 3.
3)
Attended a CAI
(Community Associations Institute) class in
4)
The dumpster is
available for use by Property Owners. It
will be here until at least after the Yard Sale is over. It’s time for Spring Cleanup!
5)
Yard sale is May
6 & 7 and we already have lots of items.
6)
The 1st
Interior Lakes Fishing Tournament and Fish Fry is schedule for Saturday, May 28
(Memorial Day Weekend).
7)
Annual meeting is
next month,
8)
The Yard Sale
Committee has voted to add a cook top to the kitchen. Thank you so much. It is a welcome addition to the clubhouse.
OLD
BUSINESS
6. Nominees for May election – Lloyd Parker announced
that we are in the election process.
Received a phone call from a member regarding the way we are handling
the election. We have two open positions
and 2 nominees. They are Bennie
Scarbrough and Ted Moulton. 3 people
initially agreed to run but one backed out.
Based on advice from our attorney, we can dispense with a ballot and
declare these candidates by acclamation.
Motion made by Fred
Monroe and seconded by David Philips that we proceed with an election by
acclamation based on the advice of our attorney. Approved by a vote of 5 for and 2 against.
The new board members will be introduced
at the May annual meeting.
Also suggested that we change the number
required for a quorum from 100 to 75.
(Sections 3.04 and 4.03)
Motion made by Fred
Monroe and seconded by Jim Porterfield to change the requirement for a quorum
from 100 members to 75. All approved.
7. Hiring of someone to work Saturdays at the
clubhouse – Issued solved by budget shortfall.
Suggested that Dwayne have the door to the clubroom which houses the
library re-keyed so it can be opened with the same key that unlocks the foyer
entrance door and the exercise room.
This will allow those owners who want access to the library/clubroom on
a weekend. Keys can be purchased at a
cost of $10.00 in the office.
8. Landscape plan for front entry – Should
have this from Bill LaSalle in early May.
NEW BUSINESS
9. Amendment to Bylaws will be presented at
the Annual meeting in May and will be sent out to the membership for a vote
with the 3rd quarter billing in July.
Article III – Meeting of Members
3.04 Quorum – The presence at the
meeting of members entitled to cast, or of proxies entitled to cast, fifty
percent (51%) of the votes of the membership, or seventy-five (75) whichever is the lesser shall
constitute a quorum for any action. … NOTE:
Changing from 100 to 75 votes for quorum for any action.
Article IV – Board of Directors, Selection, Term of
Office
4.03 Removal – Any director may
be removed from the Board with or without cause by a majority vote of the
members of the Association. A quorum is
defined in Article III, Section 4 of these Bylaws as 51% of the eligible
property owners or seventy-five (75)
votes whichever is less. … NOTE: Changing from 100 to 75 votes for quorum for
removal of director.
Article V – Nomination and Election
of Directors
5.01 Nomination - …The Nominating
Committee may make as many nominations from the roster of members in good
standing for election to the Board as it shall in its discretion determine, but
not less than the number of vacancies that are to be filled and these are to be
presented to the Board at least sixty
(60) days prior to the annual meeting.
Nominations may also be made by any member of the Association who
presents to the Secretary at least sixty
(60) days prior to the annual meeting a petition signed by at least ten
(10) voting members who are in good standing. … NOTE: Changing from 45 days
prior to the annual meeting to 60 days prior.
5.02 Election – Election to the
Board of Directors shall be by secret written ballot. At such election the members or their proxies
may cast, in respect to each vacancy, as many votes as they are entitled to
exercise under the provision of the Articles of Incorporation. The persons receiving the largest number of
votes shall be elected. Cumulative
voting is not permitted. Tie votes shall
be resolved by casting of lots. The Board will give notice to the
membership in January of the upcoming election.
Interested candidates will be asked to call the Nominating
Chairman. If the number of candidates
running equals the number of open positions, the Board can declare the
candidates elected by acclamation.
NOTE: Adding statement regarding election process.
PROPERTY OWNERS
10. Brian Ross is concerned of the seepage
through the dam at his house. Fred
Monroe, Dwayne Fikes and Lloyd Parker agreed to meet with Brian at his property
immediately following this meeting.
ADJOURN
Motion to adjourn made by Martha
Oxford and seconded by Jim Porterfield.
All approved.
Respectfully submitted,
Martha Oxford,
Secretary, King’s Country
Board of Directors