Monthly Board Meeting Minutes
Callender Lake Property Owners Improvement Association
Saturday, August 11, 2018
The CLPOIA Board meeting was called to order by President Rusty Rowe at 1:01PM in the Callender Lake Community Center with 60 guests in attendance.
The invocation was given by Mr. Rusty Rowe. All attendees voiced the Pledge of Allegiance.
Board Members Attendance – Eight board members were present. One board member had an excused absence.
Approval of Agenda – Secretary Trisha Kirkes made a motion to accept the agenda as published. Director Paul Jenkins made a motion to amend the agenda to add B. Public Area Access under New Business. It was seconded by Ms. Kirkes. With no further discussion the motion passed unanimously. Director Jo Ann Ishmael made a motion to amend the agenda to add under nominations of new committee members number 5. Resale under New Business. It was seconded by Vice-President Alisa Monroe. With no further discussion the motion passed unanimously. Mr. Rowe stated that the agenda has been amended to add under nominations number 5 for the Resale committee and B. Public Areas Access under new business. Ms. Kirkes then made a motion to accept the amended agenda for record. It was seconded by Director John Harwood. With no further discussion the vote was taken and the motion passed unanimously.
President’s Report: Mr. Rowe stated that it’s exciting to have this many people here and thanked everyone for coming. It’s a great community and he’s glad to see this many people to be here for meet the candidates following the board meeting and the Q&A that will happen after that. Just a reminder that with this many people we will be limiting the comment to two minutes for the first question and a minute for the follow up. This is to allow everyone a chance to speak.
Vice President’s Report: Vice-President Alisa Monroe stated that we are currently working on updating the committee list. So, at the annual meeting in September we will have an updated list of all committee members, chairs and their liaisons. If anyone would like to volunteer for a committee please contact those that are on the list published on the website.
Secretary’s Report: Ms. Kirkes stated that the minutes from the July 2018 Board meeting were circulated via email and published on the website with copies also available in the office. If there are no changes or corrections, I move that these minutes be accepted and filed for record. The motion was seconded by Mr. Jenkins. Mr. Rowe asked if there was any discussion. With there being no further discussion. Motion passed unanimously.
Treasurer’s Report: Mr. 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: Ms. Ishmael stated that the Recreation Committee Wants You to Get Excited About the Following Events:
Let’s celebrate October Fest Saturday October 20 at 6:00pm Menu will include sausage and sauerkraut.
Let’s honor our Veterans Monday November 11 at 11:00am. Flag Raising Ceremony followed by Brunch.
Let’s enjoy the Christmas season Saturday December 1st. Dinner will be served at 6:00pm – Reservations required. Contact information will be available in the Lake Lines. End of Report.
Public Areas: Mr. Jenkins stated that the Public Areas Committee met on Saturday, August 4th at the Community Center. There were 5 members present during the meeting. We discussed the construction of the pavilion slab for the Fishing Pier Park, expansion of the former bathroom slab at the Swimming Park, relocation of the Porta-John at the Swimming Park, and developed alternative plans in case we are unable to hire a concrete-finisher in August. We also discussed the Board of Directors request to block vehicle access to the grassy area north of the boat launch, the locations of benches around the community, and their request for uniformity among the signage in the public areas.
There has been a lot of interest in the status of the ponies, which turned out to be a much bigger project than anticipated. However, as soon as the ponies are ready to go back into the Children’s Park, the Public Areas Committee will host a “Volunteer Appreciation Picnic” in the park to thank all of the volunteers that have been working on making Callender Lake a better place for all! End of report.
Community Center: Ms. Kirkes stated that there wasn’t an official report but she would like to make this announcement. Jan Liedtke has decided to resign from this committee to get ready for her husband’s upcoming retirement. I want to thank Jan for serving on this committee. We are down to two members Dick and Greg Bolle. If there is anyone that would like to join them on this committee please contact either of them.
Beautification: Ms. Kirkes stated no report.
Roads: Mr. Jenkins stated that there is no official report but the committee is going back over the 5-year plan renamed the get it done as soon as possible plan. Now that some of the work is done they are going back through to prioritize what the next projects should be. So, next month when the budgets are approved they will be ready to proceed.
Architectural Control: Mr. Rowe reported that the ACC met on 4 August 2018. Two building permits were presented and approved with minor clarifications. Multiple violation letters at the 30 day and 60-day post notifications were discussed. Fines will be assessed to those who have not cured their outstanding violations.
The ACC would like to remind residents to Post Your Permit during construction to minimize confusion with permitted and non-permitted construction.
Publicity: Mr. Harwood stated no report but would like to thank the committee for getting all the signage out and would like to thank Susan for getting the information posted on the website. If you haven’t been on the website it is CallenderLake.info and you will find anything that we do at this meeting you will find that information.
Audit: Ms. Monroe stated that the audit for the period March to August 2017 is almost complete. A full report will be presented at the September board meeting.
Security and Fire: Mr. Smith reported the following:
- SFC meeting took place on 7/28/18 – David Campbell, Rulaine Harris, Curtis Johnson, Becky Sossaman, John Bradfield, & JoAnn Ishmael were in attendance.
- Gate became stuck in the up position on Sunday 7/29 in the evening. Overhead Door was contacted and came out 7/31 and gate was operational but same issue occurred on 8/1. Overhead Door came back out on 8/2 and determined that the wiring harness for the arm was faulty. Part was ordered, and Overhead Door replaced the harness on 8/9 which had gate operational again. A separate incident on the morning of 8/10 had gate out of service until the afternoon when Overhead Door came out and corrected the issue. These items were covered under the warranty on the gate.
- Gate card audit is still in process. This is a huge undertaking and JoAnn Ishmael and Rulaine Harris have each put in at least 200 hours of their time going thru gate card reports and gate card forms to get an idea of what the committee needs to do to get a better handle on who has active gate cards. Part of the issue is that the gate cards go back decades and I know there have been previous attempts at this, but I believe we have a unique situation now with the newer software and people on the SFC who understand how to properly utilize it and are willing to put in the time as well. This will allow for a more thorough review of the gate cards. This latest review showed that we have a number of cards issued to people who have moved or are deceased whose cards are now in the hands of relatives or people who bought the property and the card transfer forms that were handed out are being used to make corrections in that regard. Becky Sossaman and Bobbie Groves are working on Home Health Care cards and the process by which those are issued. Over the years hundreds of contractor cards have been issued as resident cards and most did not have expiration dates and as a result have remained active. I believe this is due to the previous software not having the capability of entering expiration dates and types of access, but that can now be corrected. The committee also found that there are a large number of cards that were deleted in the previous system that show active now as well as cards that are active but do not have any information entered for them at all. The SFC has started deactivating those cards and as a result there have been some property owners who have had cards that are in their possession turned off. The SFC apologizes for any inconvenience and will work to reactive any cards that need to be as quickly as possible. Currently 461 gate cards and call box access for 25 phone numbers have been turned off.
- Shepard Guard Services are about 6 weeks into their evaluation period and have been doing a very good job. For clarification, the $20.00 charge for the vehicle that is supplied by Shepard only applies to days when the guard is on duty. Even with the vehicle charge the overall cost per shift is less than what we were paying with Elite.
Guest asked what is being done to make sure that when the guards aren’t there or the office is closed the cards that aren’t working who should they contact? Mr. Smith stated that he has thought about that and his number is posted. He will post something on the guard shack to insure there are numbers for people to call.
Guest asked if it was the wiring or a sensitivity issue causing the gate to stay up? Mr. Smith stated that it was a sensitivity issue and the problem has been corrected.
Fish and Wildlife: Director Matt Palazzetti reported that it was noted in the July FW Committee report that the boat ramp dock had broken in half and was not usable. The next weekend the FW Committee removed the damaged portion of the boat ramp dock and rebuilt it. Mark Driver, Robert Harvey, Travis Hallford, Trey Piper and Matt Palazzetti worked on the project. Trey was at the boat ramp with his family, saw what we were doing and then asked if he could help. His family stayed for 4 hours while he helped us. If you have never had to drive posts it is a lot of work with Mark, Robert and Trey doing the majority of the heavy lifting. Mark Driver let us use his tools. Rusty Rowe and Elain Giles let us borrow post drivers and we needed both of them. Dan Peden got Doug to remove the construction debris. Mark Driver finished up the repairs during the week. It was amazing how fast the group was mobilized and the repairs were executed. Mr. Palazzetti thanked everyone for their help. End of report.
Sanitation: Ms. Kirkes stated the following
- The S & P chairperson, Andy Lutz, met with David Wright, Republic Services representative, on Thursday, August 2, to discuss the dumpsters with broken/missing lids and jammed doors. An agreement was made to replace all six of the dumpsters. The “new” ones should arrive the week of August 13th-17th. Any further questions, regarding the dumpsters’ replacements, should be directed to, Andy.
- The large/bulk dumpster will be here Friday, August 31st thru Tuesday, September 4th. End of report
Nominating: Ms. Monroe stated no report.
Resale: Ms. Ishmael reported that the Resale Committee provided a new air conditioner for the Guard House during the July heat wave after the system failed.
You have an opportunity to take advantage of the Resale Shop’s final half-price sale of the year. There will be many items you will want to see up close and personal including autumn and Christmas decorations.
Hope to see you Friday August 31 & Saturday September 1 from 8:30am-1:00pm both days. Bring a friend! End of report.
Library: Ms. Ishmael stated that the committee is on summer hiatus and will meet again in September.
Dam: Mr. Palazzetti reported that the monthly inspection of the Callender Lake dam has been postponed due to weather. TCEQ requires the canal gate at the dam to be exercised twice a year. In order to exercise the gate without incident we are hiring a diver to inspect the gate and remove debris from the inlet of the gate. The dive will cost $500.00. Hickory Hills is sharing the cost of the diver.
The Dam Committee is working on scheduling the diver and exercising the gate next week. End of report.
AD HOC COMMITTEE REPORTS
Boat Storage: Mr. Rowe stated no report
Restrictions: Mr. Rowe stated no report.
Legal: Mr. Rowe stated no report.
Financial Committee: Mr. Harwood stated that the yard signs for the dues increase were paid for by private citizens.
- Nominations of new committee chairs.
- Kirkes made a motion to nominate Rulaine Harris to the Sanitation committee. It was seconded by Ms. Monroe. Mr. Rowe asked for discussion. The motion passed unanimously.
- Jenkins made a motion to nominate Wade Bibbee to the Public Areas committee. It was seconded by Mr. Harwood. Mr. Rowe asked for discussion. The motion passed unanimously.
- Harwood made a motion to nominate Sue Stephens to the Financial committee. It was seconded by Mr. Ms. Kirkes. Mr. Rowe asked for discussion. The motion passed unanimously.
- Monroe made a motion to nominate Perry Penn as the Election Judge to the Election committee. It was seconded by Mr. Harwood. Mr. Rowe asked for discussion. The motion passed unanimously.
- Monroe made a motion to nominate Barbara Weisner as the Assistant Election Judge to the Election committee. It was seconded by Mr. Harwood. Mr. Rowe asked for discussion. The motion passed unanimously.
- Monroe made a motion to nominate Wade Bibbee to the Election committee. It was seconded by Mr. Harwood. Mr. Rowe asked for discussion. The motion passed unanimously.
- Ishmael made a motion to nominate Ricky Stripling to the Resale committee. It was seconded by Mr. Harwood. Mr. Rowe asked for discussion. The motion passed unanimously.
- Ishmael made a motion to nominate Gerald Kessler to the Resale committee. It was seconded by Mr. Harwood. Mr. Rowe asked for discussion. The motion passed unanimously.
- Public Areas Access.
Ms. Monroe made a motion to open all public areas from dawn to dusk year-round. It was seconded by Ms. Kirkes. Mr. Rowe asked for discussion.
Mr. Palazzetti asked if the boat ramp would be exempt from the dawn to dusk? Mr. Rowe stated that the boat ramp will be accessible.
Mr. Jenkins asked what are the hours now? Mr. Rowe stated that there are different times for different areas. For instance, the swim area closes at Labor Day. The water in Texas is still warm after Labor Day so we want to have the areas open year-round.
Guest stated that he understood that the parks and swim area be open from dusk to dawn, but why close the fishing pier? He also stated that Catfishing is best done at night. That a great point.
Guest stated that anything outside the swim area should be closed.
Guest stated that I use the swim area daily and it’s the nicest piece of property we have. I don’t want it closed. It was stated that was our intent to not limit anyone’s access to the public areas.
Guest stated that she understood keeping things open year-round but she was understanding that the reason we closed the areas was because of insurance? We’ve explored that and insurance is not an issue.
Guest stated that the hours for the swim park was locked is because of the bath house. Since there no longer is a bath house there is no reason to lock the swim park.
Who is responsible for locking the public areas? That has been the problem we have run into and the person that used to do that has moved away. At the moment no one is locking the swim park.
Ms. Monroe stated that the reason for the dusk to dawn is mainly due to the noise ordinance. We are wanting to allow year-round access to all public areas.
Guest asked are you allowed to swim at the boat launch? No and we will make sure the security knows that no swimming is allowed at the boat launch.
Guest asked since the swim park is open will there be signs posted? Yes
Guest stated that instead of putting times up put up something about a noise ordinance. Let’s just enforce the noise ordinance.
Guest stated we really don’t need more signs. We just need signs to release us of liability.
Guest stated I would like more access to swimming at the boat launch or some of the area could be clear cut and people could fish from there.
Ms. Monroe made a motion to withdraw her original dusk to dawn motion. It was seconded by Ms. Kirkes.
Mr. Rowe stated there was no old business.
QUESTIONS & ANNOUNCEMENTS
Guest asked about once a motion is made could you repeat that. Mr. Jenkins stated that we have to complete the motion. A motion is made and seconded the person that made the motion can then withdraw the motion or we have to take a vote to complete the motion.
Guest asked when a motion is made at the annual meeting if I stand up and ask for time on the floor. Mr. Bolle seconded a motion I made in 2006 that the annual minutes of our board meetings be filed in Van Zandt county. The vote was passed 46-4. Can you find where someone at the next meeting where this was voted down? Mr. Rowe and Mr. Jenkins both stated that we would get with you and find out this information.
Andi Lutz announced we are getting 6 brand new dumpsters and we are getting 3 with sliding doors on the side and 3 with a slant roof.
Guest asked who is in charge of taking pictures of our yards? Mr. Rowe stated that it’s the ACC committee. Guest stated that he just got a letter for his boat cover being in his driveway. Why aren’t they following through with homes that aren’t being taken care of. You will need to talk to me or the ACC after the meeting.
Guest asked what can we do about empty swimming pools that are just collecting water for mosquitos? Mr. Rowe stated that you will need to contact the home owner to take care of their swimming pools.
Guest stated to contact the Van Zandt County Fire Marshall to report unsafe conditions.
Robert Harvey announced at this time he was removing his name from the ballot. He wants to serve on the committee’s in the community to better prepare for a board position.
There being no further business before the Board, Ms. Monroe made a motion to adjourn. The motion was seconded by Mr. Harwood, voted on unanimously, and the meeting was adjourned at 1:48p.m.