MINUTES
KCPOA Board of Directors Meeting
March 19, 2011 -
ATTENDEES: Fred
Monroe, Martha Oxford, David Philips, Jim Porterfield, Barbara Womble, Mike
Hellmann
ABSENT: Henry
Oertel
1.
Meeting was
called to order by Vice-President, Fred Monroe.
A quorum was present.
2.
Minutes from February
19, 2011 meeting were presented by Martha Oxford.
Motion made by Barbara Womble and seconded by Fred
Monroe to accept the minutes. All
approved.
3.
Treasurer’s
Report was presented by David Philips
Membership Income – February
membership income is $21,358 which is a lower than February 2010 by $12,665. There was a surge of income in January which
is part of the shortfall. YTD membership
income is down $3378. Expenses – Total
expenses were $19831 for the month. We
had a positive cash flow of $10,327 for the month and $73,690 for year-to-date. We have $85,441 cash after paying off the
boat stall loan. Fixed assets are $622,049
including depreciation. Liabilities are
$9,273 which includes building permit deposits payroll taxes and yard sale
money.
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 $775
in newsletter ad income this year.
2)
2nd
quarter newsletter will be mailed / emailed with the April billing.
b.
Maintenance/Security........................................................................................ Dwayne
Fikes
1)
Security camera
systems have been ordered for the Clubhouse and Jim Stewart Park. One of our property owners Tom Weidenbenner,
owns a security company that installs and maintains camera systems. He helped us obtain top notch equipment at a
discounted price. He will also provide
us with any technical expertise that we require. The systems will cost $5,351. Cameras are motion sensitive and will record
24/7 to a hard drive which can be archived for up to 10 weeks. There will be 5 cameras in the clubhouse 1 on
the playground, 6 at JSP and 2 at the gate.
2)
Spring Break has
been great. Lots of kids in the
playground. Tennis courts have been
busy. Lots of people out fishing. No reports of mischief.
3)
Maintenance crew
has been cleaning up and preparing for Spring projects.
c.
Roads/Dams....................................................................................................... Fred
Monroe
1)
Oil prices may
impact our cost of asphalt for repairing potholes this summer. We will discuss the planned repaving of King
Sebastian and remainder of King Nicholas with the contractor.
d.
Architectural
Control/Variance............................................................................ Dwayne
Fikes
1)
The Architectural
committee is continuing to put together a new Building Permit and Inspection
program for King’s Country. The purpose
of the new program is to insure the safety, structural integrity, quality and
the aesthetics of the homes in King’s Country.
This is intended to enhance and preserve property values of homes and
lots in KCPOA. Committee member, John
Stacy, attended the Mt. Vernon meeting about their new permit process. We are free to do what we want because we are
unincorporated. Mt. Vernon charges a 30%
overage. We are looking at charging a
10% overide to cover administration costs.
We will not do nit-picky stuff.
We have a beginning plan but still need to interview inspectors and try
to nail down details such as scope of inspections done and costs involved.
Mike Hellman suggested to reduce
square footage requirements to 1450 as a gesture to offset fees of
inspections. More discussion is
required. Fred Monroe stated that if we
want to reduce sf requirement, it would have to be voted on at the annual
meeting. He also stated that the program
needs to be presented at the annual meeting.
David Philips commended John Stacy and the other members of the
committee for taking a leadership role in this challenge.
2)
11 Active
permits: 3 new homes 3 remodels 1 new
boathouse, 1 boathouse remodel, 1 retaining wall 2 miscellaneous.
e.
Land Management......................................................................................... Barbara
Womble
1)
According to Tim
Morgan, Attorney, Mr. Firebaugh is interested in the lots we have offered. He said it is just a matter of time until he
has the time available to get it done.
2)
The Gaines
property on King’s Country Blvd has been foreclosed on and will be on the
market shortly. Mr. Gaines passed away
last year.
3)
King’s Country
has come good lots for sale.
f.
Boat
Stalls/Parks/Public Areas.......................................................................... Mike
Hellmann
1) Work has begun on the tennis court practice
wall. The wall is up and is being
painted.
2) We
also will remove some soil at the tennis courts to get rid of as many
grassburrs as we can, install sprinklers and lay down some new grass sod.
3) Construction
of the retaining wall at JSP is schedule for 2nd week of April.
4) Need
to add terraching at pavilion. It is
beginning to erode.
g.
Property Manager.............................................................................................. Dwayne
Fikes
1)
Dues
Collections: In 2010, we’ve invoiced $334,451
and received $318,560 leaving a balance due of $15,890 which was dues on
12/31/10. For the 1st quarter
on 2011, we invoiced $129,757. We have
received $103,352 leaving a balance due of $26,405 Friendly reminders were emailed Thursday to
those not yet paid.
2)
Katie Nicastro,
former Property Manager, passed away March 6, 2011. A memorial service will be held here in the
Clubhouse on Sunday April 3 at 12:30pm.
It has been suggested that KCPOA should honor Katie by planting a tree
in her memory.
3)
Updated
Quickbooks accounting program. Intuit
would no longer support out 2008 version which included our payroll
service. Cost to upgrade was $394.
4)
Planning to send
letters to owners who have rental properties reminding them of our rules. We’ve had a few instances lately of homes
being rented out without the proper notices and details being given to our
office.
5)
Office volunteers
are working out well which gives me the freedom to be “on property” in the
morning instead of “in office.”
6)
Planning to have
dumpster delivered mid-April for Spring Clean-up. Several owners have been inquiring
lately. This is a great service we
provide twice a year.
7)
Some concern has
been mentioned to me about the clearing of the deannexed lot at the front
gate. The owner will be planting trees
and/or shrubs inside the 15’ setback for screening purposes.
8)
We replaced about
12 signs. Need about 12 more. Very costly to have to keep doing this. Martha will write article for the newsletter
regarding vandalism of our signs.
OLD
BUSINESS
6. Nominees for May election – Lloyd Parker
presented 2 names to the board to replace Jim Portfield and David Philips. If no other names are presented, they will be
finalized at the April meeting.
NEW BUSINESS
7. Possible elimination of cleaning person –
Board does not want to change this to a volunteer position.
8. Possible hiring of person for clubhouse on
Saturdays – It was suggested that we use some of the funds we are saving with
the elimination of the bookkeeping position to hire someone to open the
clubhouse on Saturdays. Suggested that
we hire ‘contract’ as opposed to employee.
Need to know costs of hiring a part time person. Dwayne will research and get back to the
board at the April meeting
9. Fred Monroe asked Bill LaSalle, a KCPOA
owner and landscape architect with Lambert’s in Dallas, to attend today’s
meeting. He had a conversation with Bill
about establishing a master plan for landscaping at the main
gate/entrance. He asked for a plat of
the area from Dwayne and will look at what can be done. He can also recommend the plants that will do
well along the 15’ screening buffer at the deannexed lot.
PROPERTY OWNERS
8. Suggestion
that we use money savings from bookkeeper position to security with speed dial
to the sheriff’s office. More discussion
at next meeting.
9. Suggestion
that we register/sticker golf carts, atvs, etc. with large numbers for easy
identification. Lots of issues with
children driving carts too fast, overloaded, and without obeying good driving
rules. More discussion to come.
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