MINUTES

KINGS COUNTRY POA Public Meeting and Board of Directors Meeting

September 17, 2011 - 9:00 AM

 

 

ATTENDEES:    Henry Oertel, Fred Monroe, Martha Oxford, Bennie Scarbrough, Barbara Womble

 

ABSENT:     Mike Hellman, Ted Moulton

 

1.                   Meeting was called to order by President, Henry Oertel.  A quorum was present.

 

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

 

Motion made by Martha Oxford and seconded by Bernie Scarbrough to accept the minutes.  All approved.

 

 

      3.         Treasurer’s Report was presented by Martha Oxford.

 

     

Current Month P & L

      Membership income of $13,491 up $2,615 from August 2010. Total income $15,208 up $1317 from August 2010. Membership income was up while building permits and other income were down.

 

       Expenses were $22,900 which is $1,690 less than august 2010.  Most savings were in Administration ($1,160 and Headcount & Salaries ($2,351)

 

Year to Date P & L

      YTD membership income is flat to 2010 and Income from prior years is down $6956  against 2010. Again, prior years income will be reflected as a minimal amount in next years budget. Expenses are down from one year ago mainly in administration and insurance (-$10,518) and headcount/salaries (-$6,098) Cash flow (Income-Depreciation) is down from 2010 again mostly due to budgeting prior years dues income.

 

 Current Month Balance Sheet

      Cash in the bank is slightly lower than a year ago ($-610) 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 ($96,011) 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 $0. We were actually negative $561.

 

Income & Expense Forecast

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

      $310,000 (projected $310,084) and beat budgeted expenses of $200,000 (projected$182,101)  We are in good financial shape.

 

Motion to accept by Fred Monroe and seconded by Bernie Scarbrough.

 

 

 

 

 

      6.         Committee and Staff Reports

 

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

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 in time to go out in the October billing mailing.

4)       There are new State laws regarding giving notice of meetings. POAs have to give all members notice of regular and special meetings. Notice has to be given in one of the following ways: mailed to each property owner 10-60 days before the meeting or provide 72 hours notice before the meeting in a place located on the Associations Common Area, or on the website and email notice to anyone who has registered their email address with the POA. Goes into effect January 1, 21012.

 

 

 

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

1)       Security camera system is being installed now at Jim Stewart Park.

2)       Dog at King Richard was removed by owners due to new covenant rule regarding continuous chaining of animals.

3)       Burning Ban now included ban on outdoor cooking and grilling regardless of charcoal or gas use & welding outdoors.

4)       Report of contractors working at 8 p.m. during the week.  Contractor was reminded of allowed working hours which are Mon-Fri 7 a.m. to 5 p.m. Sat 8 a.m. to 5 p.m. and not on Sunday

5)       Maintenance crew concentrating on finishing pothole repairs for the season.

 

 

c.       Road and Dam Report

                                    1.) The Maintenance Crew has been busy repairing potholes. .

          2.) Contractor is returning to seal cracks in King Sebastion that are caused by the

              dry weather and the ground cracking beneath the road surface.

         3.) We have spent our cold mix asphalt budgeted money.  ($10,000 budgeted and    

              $10,111 spent

 

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

1)       We have 14 active permits – 3 new homes, 2 remodels, 1 retaining wall, 5 miscellaneous projects and 2 dredge.  We have collected $7,573.25 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 International 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)       We are scheduling a meeting with our attorney to discuss these changes and the back tax issue.

3)       No lots were returned to KCPOA in the last month.

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 44” low

2)  We replaced the old fence at Lake Prince Park the new fence looks much better and blends better with the scenery

3)  Security camera system at Jim Stewart Park is being installed now and will be up and running shortly. Fred asked that we add it to our insurance.

4) We have a page on our website that gives a lot of good information about helping our trees during the drought.  There is a link to a video from the Texas Forest Service.

 

 

 

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

1)       Dues Collections:  In 2010, we invoiced $334,451 and received $323,403.91 leaving a balance due of $11,047.33 which was due on 12/31/10.  For the 1st and 2nd quarter of 2011, we invoiced $203,380.37 and received $191,801.07 leaving a balance due of $11,579.30. On par with past years.  3rd Quarter we invoiced $61,653.26 , received $42,107/60  and have a balance due of $19,545.60

2)       The County wide Burn Ban and No Fireworks policy still  in place. It has been expanded to include all outdoor cooking regardless of gas or charcoal use and includes all outdoor welding under the new order.

3)       Dwayne attended a CAI seminar dealing with the recent changes in Texas laws that govern how POAs operate.  There are changes to the foreclosure process, how payments are applied to property owner’s accounts, the use of collection agencies, requirements to adopt a payment plan guideline, resale certificate requirements, open meeting and meeting notification requirements, record keeping and record availability requirements, voting rights of property owners and some architectural rule changes.

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 are now accepting credit cards and the system is working very well.

6)       Dwayne is beginning to work on an emergency evacuation plan along with Double S Ranch.  The recent fire along FM 3357 proved the need. We will work on plans that would give everyone an alternate way out of King’s Country if the way out our front gates was not available.  He envisioned a map sent to each property owner with the alternate routes marked.  Double S will allow us a way out thru the ranch if needed in return for the same allowance for them and their guests to evacuate thru KC if needed.  Details will be included in the October billing mail outs and on the website & newsletter.

7)       The dumpster has been on site for 2 weeks and has seen a lot of use and some abuse. It will be removed Sept 10, 2011.

8)       Lake Cypress Springs is now 44 inches low and without rain will be 4 foot low in two weeks. All KCPOA boatstalls are still usable but the first stall on each side are getting very low.

 

OLD BUSINESS

 

 

NEW BUSINESS:

A discussion of making a donation to the South Franklin Volunteer Department was approved.  Motion was made by Martha Oxford and seconded by Bennie Scarbrough.

 

 

 

 

 

 

ADJOURN                    

 

Motion to adjourn made by Henry Oertel and seconded by Martha Oxford.  All approved.

 

 

NEXT KINGS COUNTRY POA MEETING SCHEDULED FOR SATURDAY OCTOBER 15, 2011 AT 9 AM

 

 

Respectfully submitted,

Barbara Womble

Secretary, King’s Country Board of Directors