Monthly Board Meeting Minutes
Callender Lake Property Owners Improvement Association
Saturday, April 14, 2018
The CLPOIA Board meeting was called to order by President Rusty Rowe at 1:00PM in the Callender Lake Community Center with 35 guests in attendance.
The invocation was given by Mr. Rusty Rowe. All attendees voiced the Pledge of Allegiance. Mr. Rowe reminded all in attendance about the County Officials Meeting being held in the Community Center at 3:00pm. County officials attending are Precinct 4 County Commissioner Tim West, Sheriff Dale Corbett, Deputy Tim Shassenburg, Constable Pat Jordan, Candidates Chris Martin, current county prosecutor and candidate for Criminal District Judge and Tina Brumbelow candidate for Criminal District Judge. They will be speaking to us and letting us know their positions and we can let them know what we would like from them. We will have people from Hickory Hills attending
Board Members Attendance – Seven board members were present. Two board members Paul Jenkins and Matt Palazzetti had an excused absence.
Approval Of Agenda – Mr. Rowe asked if there were changes to the Agenda. A Motion was made by Secretary Trisha Kirkes to amend the Agenda and add committee member nomination to the Callender Lake Software & Systems Committee to the Agenda. It was seconded by Director John Harwood. Mr. Rowe asked for any discussion. With no further discussion the vote was taken and the motion passed unanimously.
Vice-President’s Report: Vice-President Alisa Monroe stated that there was no vice-president’s report.
Secretary’s Report: Ms. Kirkes the minutes from the March 2018 Board meeting were circulated via email and published in the Callender Lake Lines. If there are no changes or corrections, I move that these minutes be accepted and filed for record. The motion was seconded by Director JoAnn Ishmael. Mr. Rowe asked if there was any discussion. With there being no further discussion. Motion passed unanimously.
Treasurer’s Report: Director John Harwood reported the Profit and Loss and Reconciliation reports are on the back table for all to pick up. Any questions we will take after the meeting.
STANDING COMMITTEE REPORTS
Recreation: Director Jo Ann Ishmael the Easter Egg hunt was a success with about 200 participants. Thank you for all the contributions of candy.
Prizes were given to youngest child Galvin Rush, 13 mo. old, family of Mary Ann Bates. Child travelling the farthest was Cole Bibbee of Wade and Jinger Bibbee’s family.
The $5 prize eggs – youngest age group was Tammy Gibson of Arlene Jones family, middle age group was Aiden Durbin of Ann Bates family and the oldest group was Nathan Brown, grandson of Stacy Brown.
Come and enjoy coffee and donuts on May 19, 8:30 to 10:00 A.M. End of report.
Public Areas: In Director Paul Jenkins absence Ms. Kirkes reported the Public Areas Committee met on Wednesday, April 4th, at the Community Center. There were 3 committee members present, and Doug also attended. The logistics for the “Volunteer Day” were discussed, and then the meeting was re-located to the Children’s Park. The location of the pavilion was discussed, as well as deciding which trees would be removed, the size of the new swing set, and more Volunteer Day logistics.
The Volunteer Day is currently scheduled for April 28th at the Children’s Park, but that date may be re-scheduled due to a time conflict. For the Volunteer Day (whenever it is), there will be refreshments served and fun to be had. Mike from the Callender Lake Store has agreed to donate some of the refreshments. More details will be released through the Callender Lake website, email blasts, signs, and social media. End of report.
Community Center: Ms. Kirkes reported that our Community Center has a brighter look inside since Dick Bolle installed LED light bulbs in our fan fixtures. He also replaced a broken light fixture in the kitchen. Thank you, Dick Bolle! End of report.
Beautification: Ms. Kirkes reported that Doug weeded and mowed the area by the publicity sign. The perennials are coming up now. End of report.
Roads: Mr. Rowe stated no report
Architectural Control: Mr. Rowe reported the following The ACC met on7 April 2018. No building permits or new violation letters were presented. The ACC reviewed the letters that have been sent for neat and orderly, pet violations and building without a permit.
The ACC also reviewed the emergency building permit process and found it to be incorrect. The committee voted to suspend it at this time. The committee meets the first Saturday of the month to review building applications. All requests for building permits should be dropped off at the office during open business hours. Any questions regarding building permit applications or restrictions should be directed to the ACC members rather than to the CLPOIA secretary.
Publicity: Mr. Harwood reported the following:
· The CLPOIA informational mailing list subscriber total is holding steady at 276.
· A decision was made, at the beginning of this year, to begin sending out both the Board Meeting agendas and the Meeting Minutes by email blast. Those emails have an average of a 45% opening rate.
· The CLPOIA Website was visited 3,107 times in March by 2,633 unique visitors from across the US, and including visitors from the United Kingdom, Australia, Canada, Brazil and South Africa. The most popular pages were the Home Page and our Easter Egg Hunt info.
· The Webmaster is aware of a number of new properties on the Callender Lake Real Estate market but NONE of the owners have taken advantage of the free listing on our website. The form to send in your info is on our Website, Real Estate tab.
· The Publicity Committee continues to maintain the Card Reader and Information Station B-Boards with pertinent Lake and surrounding Community information.
Changes to Lake Lines
· To simplify submission and publication schedules, a decision was made to publish the monthly Lake Lines newsletter on the first of each month. The next issue will be published May 1st and the 1st of each month thereafter.
· Submissions for the Lake Lines should be submitted by the 15th of each month for inclusion in the following issue. Articles should be submitted to Paul Jenkins at email@example.com.
· Paid ads should be submitted to Salina in the front office at 903-469-3080 or firstname.lastname@example.org.
· The Board meeting minutes including Financial Statements will no longer be published as part of Lake Lines but rather will be available on the Callender Lake website and in the Callender Lake office by the Saturday immediately following the monthly board meeting.
Security and Fire: Director Jeff Smith reported the following:
· SFC meeting took place on 3/23/18.
· SFC has begun the process of a gate card audit as there are a number of cards in the system that are not in accordance with the gate card policy. Forms and letters about the audit were distributed at the gate for a number of days and there have already been some forms turned in. Current situation with the gate has this project on hold for now pending determination on new gate and card reader system.
· The gate continues to be an ongoing issue. As we have not had any success in getting any gate companies volunteers from the community set about trying to get the gate operational again. Gate worked intermittently for a couple weeks while this went on. After trying many things including replacing the motor and batteries the gate was operational again but on 3/29 the bolt that held the spring in place gave out and broke causing the arm that lifts the gate to break. Automatic Gate was contacted and said they would be out the following morning to check on the gate but did not show. Further attempts after Easter to contact Automatic Gate were unsuccessful. Overhead Door of Tyler was then contacted with similar results. Fleming Gate is supposed to be out to look at the gate either 4/14 or 4/16.
· Basically, our old gate is worn out and continual repair to maintain the gate is an exhaustive expense that leaves the community without a working gate for extended periods.
· 16 gate companies have been contacted about bidding on a replacement gate and only four provided bids. The bids range from $5500.00 to $18,500 with three bids being for slide gates and the high bid being for a vertical gate. There is still work to be done to decide on specifications for the gate as well as funding for the gate.
· As always, thank you to all the folks who have spent time trying to get the gate operational.
· Current actions are:
· Double current security schedule while gate in not functioning.
· Get current gate operational for short term.
· Have new gate system installed long term.
Fish and Wildlife: In Mr. Palazzetti absence Mr. Rowe reported the Committee met on March 24th to vote on updating the list of persons authorized to deposit and withdraw funds from the FW Committee bank account. With the treasurer being out of pocket for health reasons the Committee realized that additional persons should be added to the account. The authorized persons will be Andy Lutz, Clayton Riddlesperger and Elain Giles.
The Committee plans on installing fish structures in to the lake on the weekend of April 21st. GPS coordinates of the locations will be provided on request similar to last year. If anyone has a pontoon boat and would like to help then please contact Matt Palazzetti. The effort should not take more than an hour.
The caps and t-shirts are in. Caps are $10 each and t-shirts are $15 each. The Committee started selling them at the Easter egg hunt. The Committee plans to sell more during July 4th festivities and at the Annual meeting, but you can purchase them anytime by contacting Elain Giles.
The FW Committee is self-funded and requests no budget from the Board. This is only possible through your participation in our fund raiser. We appreciate your generosity.
Sanitation: Director Joan Baker stated no report
Nominating: Ms. Monroe stated the following:
The community will elect 3 new directors this year. Each candidate is required to fill out a form requesting to be placed on the ballot. These forms are available in the CLPOIA office or on the Callender Lake website (www.callenderlake.info). If you have questions, please contact the office. A member of the nominating committee will respond to you.
The Nominating Committee will turn all signed forms over to the Board of Directors on July 10, 2018. Ballots will be sent out in August. September will be meet the candidate. October election results. We have two basic requirements to serve on the board:
1) You are a property owner of record at Callender Lake in Van Zandt County, TX.
2) You have not been convicted of a felony or a crime of moral turpitude within the last 20 years.
Please consider serving your community and sign up today.
Resale: Ms. Ishmael reported the following.
Come see us! This is what is told to everyone but the weather hasn’t been cooperating in April.
The Resale Shop has hundreds of spring decorative and home items for sale. So, come and shop on Friday and Saturday May 4 & 5 from 9am to 2pm.
Library: Ms. Ishmael reported that the Athens Bookstore has closed and was the most financially beneficial way for unneeded books in the library to be recycled. If the store does not reopen soon, other book stores in the area will be researched or the unneeded books will be taken to Half Price Books.
A library inventory spreadsheet is being developed and committee members are committed to spend the time necessary to complete. Procedures are being formulated for availability and utilization of the spreadsheet by all members.
Other items under consideration that will be discussed further are:
Further culling books to free up more space
Determining which publications are being used most
Creating a small children’s book/DVD shelf
Dam: In Mr. Palazzetti absence reported that the April review of the dam actually took place on Saturday, March 31 in order to take advantage of good weather. Joining Dan Peden and Eddie Hueston was Don Hendrickson from the HHPOIA Lake Committee. Don is also serving as President of HHPOIA until the next election, later in the spring.
No new damage from hogs was apparent anywhere on the dam. There was however, fresh damage below the dam on the west bank of the surge pool. No new gopher damage was evident on the dam, but there were approximately 30 fire ant mounds that are scheduled to be treated with Amdro.
Grasses, vetch and wildflowers, especially Indian paintbrush were showing good growth and coverage. Elephant ears and winged elm saplings were treated with herbicide individually. End of report.
AD HOC COMMITTEE REPORTS
Boat Storage: Mr. Rowe asked Ken Petty to report the good news. Mr. Petty stated that there were two less abandoned boats in the boat storage area. One was owned by a man that lived here and he has moved it and stated that he won’t bring it back to the area. I have been working with The Texas Parks and Wildlife. It will be a long drawn out process but we are making headway. Mr. Rowe thanked Mr. Petty for all the hard work this committee has been doing.
Restrictions: Mr. Rowe stated no report at this time.
Legal: Mr. Rowe stated no report at this time.
Guest stated that she filed a petition with the board and wouldn’t it be under legal. It was stated that the board didn’t know about the petition but will visit with her after the meeting.
A. Confirming new Committee members:
1. Mr. Harwood made a motion to confirm Wade Bibbee to the Financial Committee. It was seconded by Ms. Kirkes. With no further discussion the motion passed unanimously.
2. Mr. Harwood made a motion to confirm Scott Ewing to the Financial Committee. It was seconded by Ms. Monroe. With no further discussion the motion passed unanimously.
3. Mr. Rowe made a motion to confirm Kathy Petty to the Legal Action Committee. It was seconded by Mr. Harwood. With no further discussion the motion passed unanimously.
4. Mr. Rowe made a motion to confirm David Campbell to the Legal Action Committee. It was seconded by Mr. Harwood. With no further discussion the motion passed unanimously.
5. Mr. Rowe made a motion to confirm Rulaine Harris to the Legal Action Committee. It was seconded by Mr. Harwood. With no further discussion the motion passed unanimously.
6. Mr. Rowe made a motion to confirm Dewayne Harris to the Legal Action Committee. It was seconded by Mr. Harwood. With no further discussion the motion passed unanimously.
7. Mr. Rowe made a motion to confirm Ricky Stripling to the Callender Lake Software & Systems Committee. It was seconded by Mr. Harwood. With no further discussion the motion passed unanimously.
B. The Roads Committee will announce the roads RFP bid winner for board approval. It was stated that with Paul Jenkins and Dan Peden’s absence it is the boards understanding that there has been a bid selected for the road work to be completed and will be presented to the board for their approval.
QUESTIONS & ANNOUNCEMENTS
Guest stated that he would like to discuss the new swing set? He stated that he would like to see a redo of the horses instead of replacing them. The public areas chair stated that the horses were split in the middle and small children could get pinched there is no way the horses could be fixed. The rocket is an icon to the park, but we can’t hold on to every icon in the park. The horses are in very poor condition and need to be replaced.
Guest asked about the property on Holy Glenn and what can be done about the trash that is across the street from her property. I have written a letter to the board and have not gotten a response. The board responded that we did receive the letter and tried to call you but didn’t get into contact. The ACC will look into the situation.
Guest stated that he has an old email and that in Texas you are allowed to protect yourself against a threat from animals.
Guest asked if we have an ETA on a new gate? No, not yet. Moving forward we are in the process of getting a new gate all together. If the security committee has a replacement in line they can submit it to the board for approval. I’ve got four bids for gate replacement. The S&F committee needs to make a recommendation to the board for the best option for gate replacement.
Guest stated that there should be something in the bylaws about an emergency in regards to the gate. We shouldn’t have to wait another month to get it fixed. We have bids can’t we approve one of the bids now. The board agreed that it is an emergency and the gate is important and we need to get it fixed. It is not due to lack of trying by the committee, but because the gate companies they have contacted aren’t responding. It was also stated that those bids haven’t been vetted and there is a process. The board has approved to double security guards for now until something can be done to fix the gate. The gate doesn’t provide security it provides limited access. In talking with the county officials, the gate provides security for the criminals inside our community to do what they want. We are also discussing removal of the gate and full-time security.
Guest stated that she is all for a full-time security guard and remove the gate all together.
Guest stated that if we open the gate the county will fix our roads.
Guest stated that the county will not fix our roads unless they are up to standards.
Guest asked about the Legal Action Team? They are the ones that research any legal question that the board has. They are currently going to be looking at restrictions that Mr. Healy, a lawyer put together last year and put them to formal vote when the ballots come out.
Guest asked if you had contacted Fleming who has worked on the gate for years? The board stated that we have called and he hasn’t been out yet.
Guest asked if we should have a game warden come out and monitor our lake? The game warden doesn’t come out to come out to a private lake.
Guest stated that he has seen stickers on some of the older boats out here. Is there any plan to bring back plans to issue stickers or fishing permits? The downside of that is that we would have to get the Hickory Hills side to implement the program as well. With the multi-side Dam committee maybe, that is something the Fish & Wildlife committee can get started. Please bring this up with Matt Palazzetti.
Guest asked about the road bids and what is the scope of those plans? The full plan is on the website for the roads committee’s plan of action.
Guest sounds like a good plan.
Guest stated in reference to the roads with oil prices going up and to keep in mind that with the prices of oil it directly affects the price of asphalt. We are working as fast as we can to get things started as soon as possible.
Guest asked if we could speed things up in regards to the gate if you can approve the replacement of the gate with the 18-thousand-dollar limit? We have to vote for anything over $1000 dollars and we can’t get much of anything for that amount. Again, the gate is important but more important is security in our community.
Guest stated on security the constable’s office has reserves that have to get a certain number of hours? Could we use them in our community? That’s a great idea and I hope you are here at the 3pm meeting to ask that question.
Doug stated that he has started treating the ant beds on the dam with Amdro.
There being no further business before the Board, Ms. Monroe made a motion to adjourn. The motion was seconded by Ms. Kirkes, voted on unanimously, and the meeting was adjourned at 1:49p.m.
CLPOIA Secretary CLPOIA President