MINUTES

KCPOA Board of Directors Meeting

August 16, 2008 - 9:00 AM

 

Attendees:

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

 

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

 

2.                  Minutes from July, 2008 meeting were presented

 

Motion made by Jim Porterfield and seconded by Harlan Cooper to accept the minutes as presented.  Approved unanimously.

 

3.                  Treasurer’s Report was presented by David Philips.  David met with our accountant in Dallas and is encouraged by that meeting.  Our books are in good condition.  He believes that the Balance sheet needs to mirror the Federal Tax Return and is taking steps with Betty to make the necessary account changes.  One difference between the tax return and the balance sheet is $48,173 which shows on the balance sheet for Clubhouse Renovation Project.  This items was a contribution and was not counted as income but it is an asset.  A new balance where was presented which better aligns our financials with the tax return. 

 

We need to focus on the balance of 2008 to improve our income collection.  We will have to receive $20,000/month income from dues to reach 2008 projected income goals. 

 

David has asked Dwayne and Betty to review the depreciation list and cross off assets that no longer exist and to reclassify items as appropriate.  Assets are clearly defined as items with a $3,000 or greater cost.  Road repairs are not fixed assets.  Road replacements are fixed assets.

 

Purchasing policy was distributed to the Board and staff.  David Philips moved to adopt this policy.  Martha Oxford seconded.  All approved.

 

Board was asked to begin working on items for 2009 budget and get them to David.  He will present a preliminary budget at the September meeting.

 

Motion to accept Treasurer’s report was made by Martha Oxford, seconded by Harlan Cooper.  All approved.

 

4.                  A Change of Committee Assignments has been made.  Henry Oertel will assume the Boat Stalls/Parks/Public Areas committee and Martha Oxford will assume communications.  Their individual backgrounds made sense to make the change.

 

Bill Hagan motion to Approve; David Philips second.  All Approved

 

5.                  Committee and Staff Reports

a.      Martha presented a report to the Board on our requirements to follow the Texas Open Meetings Act.  According to the Jesse Harvey with the Texas Attorney General’s office, we do not meet the requirements to follow the act by law.  However, the board will attempt to operate with these standards to the best of their ability.  Both Henry and Martha have completed the AG’s online course on the Open Meetings Act.

 

E-mail address/directory is being worked on.  Martha hopes to have in complete within two weeks.

 

Martha would like to re-visit a quarterly newsletter.  We need a way to build a sense of community and she believes this could be one vehicle.  If we sell 16 ads (business card size) at $25/each, we will pay for the cost of paper and postage for the issue.  This will also allow us to begin quarterly billing once again in 2009.  Board agreed we should try this and make it work.

 

Dwayne will continue as the webmaster for the www.kingscountry.org website for the time being.  Martha will arrange some time with him to learn how it works and then can be his backup/assistant.

 

b.      Jim Porterfield reported that the front gate was broken.  Dwayne ordered a replacement motherboard for $419.  Our system is very old and obsolete.  Parts are very hard to find.  He will request funds in the 2009 to replace the gate system.

 

From last month’s meeting, speed bumps are $500 and stop signs are $100.  Immediate problem area noted in at the intersection of King Lambert/King Lake.  Also, King Thomas dam road is a speedway.  Other areas need to be reported to the office so appropriate action can be taken.

 

Harlan Cooper motion and David Philips approved to add speed bumps as needed.  All approved.

 

Also, someone broke into our display sign by the clubhouse taking the map and lists of lots for sale.  Action was reported to the Lake Patrol.

 

c.      Update on needed repairs for Lake Princess - Brad Akins would like to locate some lots that we could use to provide onsite dirt so it doesn’t have to be hauled in.  That would decrease the cost of the repair.  If we drain the lake to repair the dam, it will take years to refill and will affect the homeowners around the lake in particular.  We may be able to add dirt to the back side of the dam to give it a better slope.  Either way, we will repair the road after the dam is repaired at a cost of approximately $150,000 for dam and road repair.  The dam in not in immediate danger of collapse.

 

Road repairs – We will be patching potholes for the balance of 2008.  Brad would prefer to begin to budget for overlays.  At $160,000 per mile, a $250 per lot assessment would provide the money to replace 1 mile of road per year.  We have 25 miles of roads.

 

d.      Harlan Cooper reports that we have 10 active permits with 1 pending and 1 variance request pending.  No issues with contractors this month.

 

e.      Bill Hagan reports that he has been able to get 1 lot transferred to a new owner.  Bill offered his thanks to the dues/assessments committee for all their work over the past year.  His priorities for the Land Management position will be (1) collect past dues, (2) use his resources with attorneys to send collection letters out, (3) build a lot profile on each past due lot – home, lot, size and whose taxes are paid.

 

PPI haven’t paid for lots from Stevens Development.  (1) Liens against property will  be posted with county, (2) POA dues and county taxes owing.  We will institute a procedure to deal with past due accounts:  (1) We have the authority to place a lien, (2) We will utilize a procedure to place the lien, (3) We must follow-up on all liens placed.  At 90 days past due, an attorney letter goes out.  At 180 days past due, a lien will be filed.

 

Bill will try to locate someone to take land if person wants to give it back.  Currently signs cannot be posted on empty interior lots by anyone (owner or realtor).  The Covenants (Section 3.25) states that  the Association may provide common signage for advertising of lot sales by Owners.  Bill will develop a small sign that may be utilized for this which will give prospective buyers the ability to determine lot location.

 

f.        Boat Stalls - Henry reported that we are planning for replacement utilizing monies from rentals.  He would like this to be a 2009 project to be added to the budget.

 

g.      Dwayne reported that he had to replace the board on the main gate.  The chief problem at the gate is that people don’t realize that once you enter a wrong code the gate takes a few moments to reset.  He is going to create a sign explaining this to post at the gate.

 

SWEPCO is scheduled to ride the property next week with Dwayne and Henry.  They have most of the major issues but there may still be a few areas they need to address.

 

Our mower has died and we need to replace it.  Need board approval to do so.  The board requested that Dwayne get a price and email the board for approvals.

 

Henry Oertel reminds all residents that if there is an issue with a utility company that affects more than just your property, please contact the board and let the board deal with the correct entity.  The Board is the legal entity and spokesperson for the POA membership and should be the point of contact for all utility companies.

 

h.      Betty Cathey reported on costs for postal permits.  There is a $325 initial start-up fee and then $170 per year renewal costs plus 32˘ per piece postage.  The problem with bulk mail is that we would not get address change information on a bulk mail rate.  That comes only on first class mail.

 

On November 1, the combo lock at the boat stalls will be removed and a new lock installed which opens with a key.  Boat stall renters will be mailed their key with their October invoice.

 

OLD BUSINESS

6.                  Dues and Assessments committee information suggests that the total amount of monthly dues brought in by changing the structure from lots to homesites should bring in approximately $338,000 per year.  The board recommends that the secretary to send a letter of explanation and proxy card to all voting members as soon as possible. 

 

Harlan Cooper motion and Bill Hagan second to send out fee schedule proposal for a vote.  All approved

 

7.                  4-Wheelers, ATV, Golf Carts w/o speed governors Safety Issues – We do not want to ban these vehicles; however, perhaps some of the concerns at intersections may be helped with the addition of speed bumps in specific locations.  We will ask owners of these vehicles to obtain a POA sticker for the vehicle like the ones for cars.  An announcement to obtain stickers will be sent out.  We will emphasize the importance of driving safely on the website.

 

8.         Henry Oertel expressed the appreciation of the KCPOA membership to Roger Gekiere and the previous members for the work they did during their tenure and thanks for a job well done. 

 

NEW BUSINESS

8.                  Henry Oertel announced that there will be special meetings over the next several months to work on the budget and other issues facing Kings Country.  Those meetings will be open to the membership and some of the items to be covered will include:

 

a.      Stevens Park refurbishment

b.      Playground and Pavilion

c.      New Boat Stalls

d.      Beautification of the clubhouse exterior

 

PUBLIC FORUM

9.                  Announcement regarding Karaoke and Barbeque pot luck at the clubhouse tonight.

 

ADJOURNMENT

 

Jim Porterfield motion/Brad Akin second that the meeting be adjourned.  All approved.