MINUTES

KINGS COUNTRY POA Public Meeting and Board of Directors Meeting

October 15, 2011 - 9:00 AM

 

 

ATTENDEES: Fred Monroe, Mike Hellman, Ted Moulton, Bennie Scarbrough, Barbara Womble

 

ABSENT:       Henry Oertel, Martha Oxford         

 

1.                   Meeting was called to order by Fred Monroe.  A quorum was present.

 

2.                   Minutes from September 2011 meeting were presented by Barbara Womble

 

                    Motion made by Ted Moulton and seconded by Bernie Scarbrough to accept the minutes.  All     

                    Approved.

 

      3.         Treasurer’s Report was presented by Dwayne Fikes.

 

     

Current Month P & L

      Membership income of $13,330 up $4,651 from September 2010. Total income $14,523 up $2,226 from September 2010. Membership income was up while building permits and other income were down.

 

       Expenses are down from one year ago mainly in administration (-$8320) and headcount/salaries (-$4207). However, they were up in repairs and maintenance ($9871). Cash Flow (Income/Depreciation) is down from 2010 again mostly due to budgeting prior years dues income.

 

Year to Date P & L

      YTD membership income is up $2643 versus 2010 and Income from prior years is down $6694 against 2010. Again, prior years income will be reflected as a minimal amount in next years budget.

 

 Current Month Balance Sheet

      Cash in the bank is slightly lower than a year ago (-$1717)

      Assets remained the same as August.

      Most capital projects have been completed.

 

Year to Date Balance Sheet

       YTD Cash is down when compared to 2010 ($97,705) due to paying off the boat stall loan in January 2011. Our liabilities are only $17,844 which included $3,400 building permit deposits and $14,357 in Yard Sale monies.

 

Cash Flow Graph

      The Cash Flow Graph shows September at -$3000. Cash should increase since billing just went out for POA dues.

 

Income & Expense Forecast

      Income & Expense Forecast shows we should achieve the reduced budget income of

      $310,000 (projected $312,607) and beat budgeted expenses of $200,000 (projected$181,294) 

 

Discussion of waiving or reducing credit card fee, agreed to monitor for 6 months without fee and see how much credit card usage there is.

 

 

 

 

 

      6.         Committee and Staff Reports

 

a.       Communications............................................................................................... Dwayne Fikes

1)       We’ve received $1600 in newsletter ad income for 2011.

2)       The website has been updated with all pages using the same format.

3)       The newsletter will be published and went out with the 4th quarter billing. It is also available on our website. .

4)       We are working on a handout/mailout of emergency procedures, phone numbers, evacuation map and other information that will be distributed to all King’s Country Property Owners.

 

 

 

b.       Maintenance/Security................................................................................. Bennie Scarbrough

1)       Security camera system is now installed and working at Jim Stewart Park. Six cameras were installed to monitor the KCPOA boathouse, fishing pier, swim area, pavilion and parking areas. The clubhouse installation is next

2)       Burning Ban was changed to allow outdoor cooking as long as it is done on a non-flammable surface and not left unattended.

3)       Maintenance crew has been busy installing cameras, staining and painting fences and retaining walls and the guard shack. Doors to clubhouse have been painted.  

 

 

c.       Road and Dam Report

                                    1.) Crew repaired a sinkhole developing in King Larry.

                                    2.) We continue to assess roads to include in next years budget for repair and

                                         repaving.          

         3.) Dams are in good shape. We have inspected them closely while the water level     

              is down.

 

d.       Architectural Control/Variance…………………………………………………Henry Oertel

1)       We have 12 active permits – 3 new homes, 4 remodels and 5 miscellaneous projects. We have collected $9,023.25 YTD in building permits.

2)       We are working to ensure that contractors know and understand the building rules. Sample Ordinances were shown for International Residential Code for one and Two Family Dwellings and that our inspection process complies with the Texas State Board of Plumbing Code .

 

e.       Land Management………………………………………………………………..Ted Moulton

1)       There are several new State laws that deal with how POAs manage delinquencies, collections and foreclosures.  We are making sure we comply with these changes.

2)       Dwayne has talked to our attorney regarding changes in the Texas State laws dealing with our land management program. We are now incorporating these changes into our program; however we are still awaiting some guidelines from the state.  We also discussed the back taxs issues and our Attorney is going to do some research on the matter.

3)       One lot was returned to KCPOA in the last month – lot 425, section I on King’s County Boulevard.

4)       We have sold 6 lots so far in 2011 for a total of $3,000.00

 

 

f.         Parks and Public Areas

         1) Our Boat Ramp remains closed due to the low lake level The lake is now 48” low

         2) Security camera system at Jim Stewart park is installed now and running

             properly.

        3)  The Maintenance Crew has painted and stained the fences and retaining wall at

             the boatramp and the fence at Jim Stewart Park, the bollard fence along the

             entry and re-stained the guardhouse.

         4) Tennis Court improvement ideas included a resident, Gary Jinx, offering to

             purchase a ball pitching machine for $500. Need fence replaced.

 

g.       Property Manager…………………………………………………………………Dwayne Fikes

1)       Dues Collections:  In 2010, we invoiced $334,451 and received $324,513.75.  Balance Due of $9,937.49 as of December 31.

2)       1st and 2nd Quarter of 2011 balance due of $9,833.76, 3rd Quarter balance due of $9,236,23 and 4th Quarter balance due of $51,995.57.

3)       The County wide Burn Ban and No Fireworks policy still in place.

4)       We must have a payment plan policy and a records retention and availability policy in effect and filed at the County Clerks by Jan 1, 2012.

5)       We had a great National Night Out at the clubhouse. 40-45 people showed up to enjoy the event. South Franklinn volunteer fire Department held a question & answer session and showed off their equipment in the parking lot. Pizza was provided by Parker’s Pizza and Pat Oertel provided cookies by Cookies & Stuff.

6)       The Mormino property was sold and we collection $1,943.99 in dues owed against the estate.

7)       Cooktop was installed in the kitchen. The existing wiring was wrong and we will have to get an electrician to rewire it properly.  This was paid for by the KCPOA yard Sale.

8)       Budget Workshop is scheduled after KCPOA November 19th board meeting

 

 

 

OLD BUSINESS

 

 

 

 

NEW BUSINESS:

Fred Monroe brought up the issue of our E & O insurance and said he would like his liability removed from the issue even though his old insurance company Monroe & Monroe is handling the renewal.

 

John Story said that he was concerned there was no access to the clubhouse on weekends. Fred said we were waiting on selling key for $10 each for clubhouse access.

 

Discussion about fees for Tabor Sanitation and other KCPOA revenue generating ideas.

 

 

 

 

 

 

 

 

 

 

ADJOURN                    

 

Motion to adjourn made by Ted Moulton to adjourn and seconded by Mike Hellman.  All approved.

 

 

NEXT KINGS COUNTRY POA MEETING SCHEDULED FOR SATURDAY November 19, 2011 AT 9 AM

 

 

Respectfully submitted,

Barbara Womble

Secretary, King’s Country Board of Directors