MINUTES
KCPOA Board of Directors Meeting
June 18, 2011 -
ATTENDEES: Henry
Oertel, Fred Monroe, Martha Oxford, Mike Hellmann, Ted Moulton, Bennie
Scarbrough
ABSENT: Barbara
Womble
1.
Meeting was
called to order by President, Henry Oertel.
A quorum was present.
2.
Minutes from April
16, 2011 meeting were presented by Martha Oxford.
Motion made by Fred Monroe and seconded by Mike
Hellmann to accept the minutes. All
approved.
3. Mintues
from May 21 2011 meeting were presented by Martha Oxford.
Motion made by Fred Monroe and seconded by Ted Moulton
to accept the minutes. All approved.
4. The following persons were nominated by
the Board to serve as officers for the 2011-2012 year: Henry Oertel-President Fred Monroe-Vice
President, Barbara Womble-Secretary and Martha Oxford-Treasurer. This will also remove David Philips from the
signature cards at the bank.
Motion
made by Fred Monroe and seconded by Mike Hellmann to elect the nominees to the
officer positions as listed and to allow them to be placed on the signature
cards for all bank accounts and to remove David Philips as a signer on the
accounts. All approved.
5. Treasurer’s Report was presented by Martha
Oxford.
Membership Income – May membership
income was $13,771 which is a lower than May 2010 by $4,996. YTD membership income is up $1,515 from 2010. However, budgeted Membership Income from
Prior Years (Past Due Dues) was $967 which was $5,691 less YTD than the
buget. This will be corrected in next
year’s budget. Expenses – Total expenses
were $22,442 for the month. We had a
positive cash flow of $3,354 for the month and $97,737 for year-to-date. We have $62,880 in cash. Fixed assets are $664,130 including
depreciation. Liabilities are $10,706 which
includes building permit deposits and yard sale money.
During May, we paid one-half
of the road improvements cost ($28,887).
The balance will be paid around the first of July. The contractor allowed us to split the
payments so we could still get the roads put in at the original quoted amount.
Motion made by Fred Monroe and seconded by Bennie
Scarbrough to accept the treasurer’s report as presented. All approved.
1) Credit card
usage – There have been a number of requests on a weekly basis to pay dues
using a credit card. This has been
particularly prevalent with people who have past due accounts. I have researched credit card fees with
Intuit (Quickbooks) and First National Bank. The fees charged by Quickbooks are
less expensive than those charged by the bank.
Also, by utilizing Quickbooks to process credit cards, a payment is only
entered once. If the bank is used, then
the deposit has to be entered into the bank account and then again into the
proper accounts in Quickbooks. Using
Quickbooks would save steps and time. It
is my recommendation that we charge a 3% fee for using a credit card. This would cover the processing costs for
that transaction and would not reduce what we receive for operating funds. The board discussed and asked Martha to bring
an actual proposal to the July meeting for a vote.
6. Committee
and Staff Reports
a.
Communications............................................................................................... Martha
Oxford
1)
We’ve received $1375
in newsletter ad income this year.
2)
The 3rd
quarter newsletter will go out with the July billing. It will also include the proposed changes to
the Covenants and By-laws which were presented at the May annual meeting and a
notice for the special meeting to be called for August 20.
3)
It was suggested
that we solicit someone who is a POA member to rework our current website. It is getting tired looking and Dwayne does
not have enough time to completely re-work the site.
b.
Maintenance/Security................................................................................. Bennie
Scarbrough
1)
An assault
(teenagers being teenagers) is under investigation
2)
A window was shot
out of a car. This is under
investigation by the Sheriff. We provided
deputies with the security video as requested.
3)
Problems continue
to occur with young folks on 4-wheelers and golf carts. Somehow this issue needs to be addressed.
4)
Playground double
gates need to be locked. Young folks
have been observed riding 4-wheelers through the playground area like a Grand
Prix.
5)
Someone was heard
shooting a rifle in the woods on King Gabriel.
6)
Trash was dumped
on one of the dirt roads. Found mail in
the trash that lead to the owner. They
were made to come pick up the trash.
7)
Crew mowed roads
and cleaned up for Memorial Day Weekend.
8)
Crew is repairing
potholes on King Thomas, King Lake Drive, King Shore, King Louis and King
Lance.
9)
Sod should be in
this week to lay at tennis courts.
c.
Roads/Dams....................................................................................................... Fred
Monroe
1)
Maintenance crew
has repaired potholes on King Thomas King Lake Drive King Shore, King Luis and
King Lance. They will continue with road
repair thru the summer. Good work,
Charles and Scott.
2)
We purchased 4
loads of cold mix asphalt at a cost of $3,565.
It total we received 49 tons of material for $73 per ton. We are budgeted to purchase another $4,000 of
material if needed.
3)
We filled some of
the washed out areas on Lake Princess Dam with dirt and clay dredged from a
nearby boathouse. We will smooth this
out and get grass growing on these areas to help prevent further erosion.
4)
The interior lake
dams are scheduled to be mowed and cleaned within the next two weeks (before
July 4th weekend).
d.
Architectural
Control/Variance............................................................................... Henry
Oertel
1)
We have 12 active
permits – 3 new homes, 2 remodels, 2 new boathouses, 2 retaining walls, 1
miscellaneous projects and 2 dredging permits.
We have collected $4,727.25 YTD in building permits.
2)
The Architectural
committee proposal for the new Building Permit and Inspection program for
King’s Country was presented at the May annual meeting and is now before the
Board for approval. It was suggested
that an August 1 date be utilized to implement the program which will allow
time for the July newsletter to be received by the membership.
Motion
was made by Henry Oertel and seconded by Fred Monroe to approve the new
Architectural Rules and Fee Schedule for All Permits and Inspections with an
effective date of August 1, 2011. All
approved.
e.
Land Management................................................................................................ Ted
Moulton
1)
We have scheduled
a meeting with Franklin County Tax Assessor-Collector, Sue Ann Harper to
discuss back taxes on returned or foreclosed lots. There seems to be a good chance that we could
get some relief from the back taxes on such lots that would make them
marketable for us again and help return these lots to productive status for
both the County and us. Ted and Dwayne
will be with her on Tuesday at 10AM.
2)
We received 1 lot
back last month – Lot 5 and west ½ of Lot 6, Block 27, Section III.
3)
We have sold 5
lots so far in 2011 for a total of $2,500.
f.
Boat
Stalls/Parks/Public Areas.......................................................................... Mike
Hellmann
1) The Zoysia grass
sod has been laid at the tennis courts.
2) Front
Entry Landscaping plan is being done pro-bono for us by POA member Bill LaSalle
who is a landscape architect with Lamberts of Dallas. Mike, Fred and Barbars have been reviewing
the planning including the sign which is hard to see and landscaping the small
space along the exit road. Talked with
Wayne Hooper at Vineyards who said they would have not objection for us to
install plants that might overhang their property. We have received a 12 foot easement from
Lloyd Parker on his property which will allow us to plant and maintain
landscaping along that area. We may want
to get a similar waiver from John Vinyard (owner) for the property next to the
store parking lot and storage buildings.
This project will be significant and Mike has asked Bill to divide into
2-3 phases for installation.
Motion
made by Mike Hellmann and seconded by Fred Monroe to accept the easement
provided by Lloyd Parker for access and mainenance of landscaping. All approved.
3) Suggested
that any lots that King’s Country currently owns or receives back along King’s
Country Boulevard from the entrance to the 4-way stop sign be retained as park
lots and to encourage no additional development along that drive. The board agreed that this would be in
keeping with maintaining a woodsy setting.
g.
Property Manager.............................................................................................. Dwayne
Fikes
1)
Dues
Collections: In 2010, we’ve invoiced
$334,451 and received $22,870 leaving a balance due of $11,581 which was dues
on 12/31/10. For the 1st
quarter on 2011, we invoiced $130,460. We
have received $122,148 leaving a balance due of $8,312 which is a higher than
normal amount. In the 2nd
quarter we billed $74,999 which includes $20,000 in boat stall leases and have
received $48,312 for a balance due of $26,687 by June 30, 2011.
2)
Fire Danger –
It’s getting extremely dry and I am considerling putting up our no burning
sign. The County has not yet issued a
burn ban. There is a change of rain next
week but it may not be enough to be effective.
Board requested that Dwayne go ahead with the burn ban sign but hold off
on no fireworks at this point.
3)
The Fishing
Tournament and Fish Fry was a great success.
We believe at least 125 people came to the fish fry. I hope this continues as an annual event for
us.
4)
Lately there have
been a lot of inquires about King’s Country.
There seems to be a renewed interest about life here. We’ve had several callers ask about lots or
homes for sale and building rules within the development.
OLD
BUSINESS
7. Attorney’s letter to AMAA regarding lot
title issues – Dwayne spoke with our attorney regarding the request from Dwayne
to issue a correction with a different owner for these lots. Mr. Hicks wrote a letter to the attorney for
AMAA with our opinion. We are waiting
for their reponse to this letter. A copy
is attached to these minutes.
8. Deer Lake owner concerns – 3 KCPOA members
who reside at Deer Lake have requested that we reduce their fees due to the
fact that Double S Ranch has not kept up their agreement to maintain roads
including roadside grass cutting, dead tree removal and limb and trash cleanup,
etc. When the original deal was made
with Double S to purchase Deer Lake and the surrounding lots, these owners
elected to remain members of KCPOA as they felt the organization would be able
to keep Double S accountable to road repair to their houses. They feel this is not the case and would like
a dues reduction because they do not receive all the services that other KCPOA
property owners receive.
The Board feels that they do receive all
the amenities of Kings Country including use of the parks, boat stalls, swim
area, fishing pier, tennis courts, clubhouse and library as well as the ability
to enter and exit their properties through King’s Country. They were given a chance to ‘opt out’ and
chose to remain a part of this organization.
Motion
made by Fred Monroe and seconded by Ted Moulton that these homeowners will not
receive a reduction in fees. All approved. Dwayne will send them a letter to this
effect.
NEW BUSINESS
9. Special Meeting – A special meeting must be
called for August 20 to review and accept the results of the proposed changes
to the Bylaws and Covenants that were presented at the May annual meeting. The notice must be mailed at least 15 days
prior to such meeting to every member eligible to vote. The notice must specify the place, day and
hour of the meeting and in case of a special meeting the purpose of the
meeting. The notice can be mailed out
with the July newsletter along with the ballots. This allows us to give notice without
additional postage costs.
Motion
by Fred Monroe and second by Ted Moulton to call a special meeting of the
membership for August 20 to review and accept the votes on bylaws and covenant
changes. All approved.
PROPERTY OWNERS
10. No
property owners signed up to speak.
ADJOURN
Motion to adjourn made by Martha
Oxford and seconded by Bennie Scarbrough.
All approved.
Respectfully submitted,
Barbara Womble
Secretary, King’s Country
Board of Directors