MINUTES

KCPOA Board of Directors Meeting

December 13, 2008 - 9:00 AM

 

 

ATTENDEES: Henry Oertel, David Philips, Martha Oxford, Harlan Cooper, Lloyd Parker, Bill Hagan

 

ABSENT:  Jim Porterfield

 

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

 

2.                  Minutes from November, 2008 meeting were presented. 

 

Motion made by David Philips and seconded by Harlan Cooper to accept the minute.  Approved unanimously.

 

3.                  Presidents Report – Brad Akins submitted his resignation from the board of directors effective immediately.  I would like to recommend Lloyd Parker to fill out his term.

 

Motion made by Harlan Cooper and seconded by Martha Oxford to appoint Lloyd Parker to fill the unexpired term of Brad Akins.  Approved unanimously.

 

Also, Roger Gekiere has accepted the position as Chairman of the Nominating Committee for the Board election in May.  Two postions will be open – Henry Oertel and Martha Oxford.

 

4.                  Treasurer’s Report was presented by David Philips.  For the month of November, net income was $13,387($11,433 was membership dues).  Expenses were $15,196 for a net income of ($1,809).

 

Profit & Loss Statement

YTD net income is $273,008 less expenses of $206,404 for a balance of $66,604.

Estimate for the balance of the Fiscal Year are additional income of $12,000 with additional expenses of $21,831.  FY should end with a net income balance of $56,773. 

 

We are in a good cash position currently with $100,000+ in a maintenance reserve CD and $82,000 in maintenance checking.

 

We are in good shape to start 2009.  Believe it was a good decision to back off purchasing materials for road repair and prices have started to come down.  Will publish 2007-2008 financial comparison with the January newsletter.  Will cover in detail at the January Board Meeting.

 

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

 

5.                  Committee and Staff Reports

 

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

1)      Working on January newsletter..

 

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

No report.

 

c.      Roads/Dams.................................................................................................. Lloyd Parker

Have meeting scheduled with Sam Young, County Commissioner on December17 at 1pm to discuss any possibility of the county taking over our road maintenance.

 

Committee will be meeting this coming week.

        

 

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

         Will call a meeting in January to work on review of permit fees and variance issues.

 

         Approved 2 permits with 1 pending.

 

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

         Have had people ask about lots.  We will take back some but only if taxes are paid.  Talked with 1 individual who wanted to give back 5 lots.  Will set a meeting with him.

              

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

                                 Jim Stewart Park will become our major focus for 2009 to develop and repair the amenities there including boat stalls, swimming area, play area and restroom facilities.

 

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

Was on Vacation for 1st two weeks of December.

 

Have had some dog issues and have talked with the owner.  Recommend that we set a Board policy regarding delinquent dogs.

 

Motion made by Harlan Cooper and seconded by David Philips to set the following as a Board policy for dogs who are not kept in fences or on a leash:  (1) First Offense - Owner will receive a written warning from KCPOA, (2) Second Offense – Owner will be fined $200.  (3) Third offense – Dogs must be removed from King’s Country.  If owner does not remove the animal, KCPOA will take steps to remove it.

 

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

Created new company for 2009 dues.  Billing will be late but hopefully in the mail by the 2nd week of January.

 

 

OLD BUSINESS

6.                  Dues Collections Update – We have collected an additional $6200 in past due accounts using our collection letters.   We will continue to pursue delinquent accounts following the process recommended by CAI. 

 

7.                  A/C Repair – Installation of the 2 new A/C units is almost complete.  Mr. Jennings is redoing some duct work so Betty’s office is on the back office unit and not on the clubroom units.

 

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

 

9.                  Interior Lakes Report – Philip Crocker provided a budget worksheet for 2009 to include the following:  (1) Continue to stock small lakes with another 6000 shad and 1000 Florida bass.  Shad will be a forage species and the bass will serve to enhance genetics of existing bass.  (2) Signs will be made to show lake names and fishing related information.  (3)  Wood Duck Next Boxes – 10 boxes will be installed in Jan-Feb. (4) Will purchase additional materials to build a feed shed to store feed, (5) Fish feed necessary to support catfish and forage fish populations.  Feed 8 months o the year.  Total budget for 2009 - $5400.

 

Motion made by David Philips and seconded by Bill Hagan to approved the requested budget for the Interior Lakes program and set as a line item in the budget to track expenditures.  Approved unanimously.

 

10.              Covenants & Bylaws proposed changes will be mailed to the membership next week for return by January 12.  Ballot will have one vote for/against bylaws changes and one vote for/against covenant changes.

 

Motion made by Bill Hagan and seconded by Martha Oxford to send ballots out as quickly as possible with one vote for bylaws and one vote for covenants with a January 12 return date.  Approved unanimously.

 

NEW BUSINESS

11.              Hiking Trails – Duoue will help design several hiking trails in our existing park areas.

 

12.              Property Manager - After much discussion about our need for a property manager, the Board determined in Executive Session that we do need a manager.  In light of his knowledge of the property, we propose to hire Dwayne Fikes as Property Manager effective January, 2009.

 

Motion made by Martha Oxford and seconded by David Philips to hire Dwayne Fikes as KCPOA Property Manager effective January, 2009.  4 votes for, 1 abstain.  Hiring approved.

 

PUBLIC FORUM

13.              Sheriff-elect Paul Fletcher spoke to introduce himself to the community and to let us know that once he takes office he will try to have officers make runs through the property on a regular basis.  He has asked Betty for files for each Deputy with maps, gate codes, etc.  He will strive to provide us with the service we need in our area.  Commended the Board for a well-run meeting and the openness he observed.

 

14.              Roger Gekiere stated he is pleased with the results of the budget and that it’s time to replace the aging playground equipment.  He reminded the Board and the previous board had voted to replace the playground equipment when the funds were available.  That time is now.

 

ADJOURNMENT

 

Martha Oxford motion/Bill Hagan second that the meeting be adjourned.  All approved.

 

 

Respectfully submitted,

 

 

 

Martha Oxford

Secretary, King’s Country Board of Directors