Monthly Board Meeting Minutes
Callender Lake Property Owners Improvement Association
Saturday, December 9, 2017
The CLPOIA Board meeting was called to order by President Rusty Rowe at 1:00PM in the Callender Lake Community Center with 33 guests in attendance.
The invocation was given by Mr. Rusty Rowe. All attendees voiced the Pledge of Allegiance.
Mr. Rowe welcomed the guests to the December Board meeting and wished everyone a Merry Christmas.
Board Members Attendance – Seven Board members were present. Treasurer John Harwood and Director Matt Palazzetti had excused absences.
Approval Of Agenda – Mr. Rowe asked if there were changes to the Agenda. A Motion was made by Secretary Trisha Kirkes to approve the Agenda as published and seconded by Vice-President Alisa Monroe. Mr. Rowe asked for a vote and the motion passed unanimously.
President’s Report: Mr. Rowe stated that there was no president’s report.
Vice-President’s Report: Ms. Monroe reported that there was no vice-president report at this time, and wished everybody a Merry Christmas. Ms. Monroe also wanted to let the community know that the board and committees are putting in a lot of ideas that are exciting for 2018 thank everybody for their hard work.
Secretary’s Report: Ms. Kirkes reported that the minutes from the November 2017 Board meeting were circulated via email and published in the CL Lines and the website. As there are no changes or corrections requested, Ms. Kirkes moved that these minutes be accepted and filed for record. The motion was seconded by Director Paul Jenkins and there being no discussion, a vote was taken. Motion passed unanimously.
Treasurer’s Report: Ms. Kirkes stated for Mr. Harwood that the Cash Reconciliation and the Profit & Loss Statements for November 2017 are available in the back if you haven’t already picked one up.
STANDING COMMITTEE REPORTS
Recreation: Director Jo Ann Ishmael reported that the committee didn’t have a report, but wanted to tell the members that people have been leaving dishes in the center, and asked people to take their serving dishes home, or they will be donated to the Resale shop.
Public Areas: Director Paul Jenkins reported the following:
- Don Hollis has resigned from the Public Areas Committee – we thank Don for his contributions to the committee over the years.
- Request a liability inspection from our insurance rep on all playground equipment to help determine a replacement, repairing or elimination.
- Eddie met with John Harwood as requested by the Public Areas Committee. John will request a review and recommendation for the aged play equipment by the insurance carrier for CLPOIA. This will include the Children’s Park, swim area and any similar play equipment in public areas under jurisdiction of CLPOIA.
- Develop a Public Areas Plan to inventory and prioritize needed improvements.
- Research funding sources including ‘go fund me’ for playground equipment.
- Contact local youth organizations (e.g. Scouts) to partner on construction projects.
- Investigate potential of acquiring used playground equipment.
- Consider potential locations for a multi-purpose pavilion.
- Organize volunteer days to address needed repairs and projects.
- A request has been made to acquire No Parking Signs and Park Here Signs on boat launch area.
Community Center: Ms. Kirkes reported that the Recreation Committee gave extra hours and efforts to make our center look so festive. Dick Bolle, Greg Bolle and Doug Ferris worked together to install the outdoor lights and took advantage of warm weather days to light up the exterior. Thank you and Merry Christmas to all the volunteers who decorated our center.
Beautification: Ms. Kirkes reported that the Beautification Committee is maintaining at the moment.
Roads: Mr. Jenkins reported the following: Starting bid process with new documentation standards and getting bids from 3+ local companies to work on road priorities.
Architectural Control: The ACC met on 2 December 2017. The ACC considered and approved 2 building permits for external sheds. The community continues to have a problem with unstrained dogs and cats. Please remember that the owner of a pet is liable for that pet and the injuries it may cause.
Continue to send incident reports regarding dogs running free in the community—a violation of the community’s restrictions. The community does not have an animal patrol nor does Van Zandt County have an animal control office. The ACC is addressing animal violations with letters to resident owners. After the first letter from the ACC and your dog continues to run free, a second violations letter from the board will be sent which will include limitations to gate access and fines. Please be considerate of our fellow neighbors, other people’s property and the safety of your pet.
Callender Lake Declarations of Covenants, Conditions and Restrictions
Section II 2.13 (B). Owners, residents and guests must restrain and control their pets so they do not become a nuisance to any other Owner or resident. All dogs kept as pets must be contained within the confines of the Owner’s property unless controlled or kept on a leash, and they shall not be permitted to run loose. Dogs and cats must be vaccinated and dogs tagged for rabies as required by law.
Publicity: Mr. Jenkins reported the following for Mr. Harwood:
- Lake Lines has been transferred to Paul Jenkins (me!) – submit through front office or email firstname.lastname@example.org
- A new “Information Station” sign has been purchased and will be placed at the front soon, it will be in the same style and color scheme as the other signage around the lake. Look for it very soon.
Audit: Ms. Monroe stated no report from this committee.
Security and Fire: Director Jeff Smith reported the following:
· Due to the Thanksgiving holiday the November SFC meeting was held 12/2/17
· Received payment from Geico insurance for damage done to gate on 9/2/17.
· Gate was hit and badly bent by a tailgater on 11/24/17. Person was identified, and a claim has been sent to their insurance company.
· Damaged gate was replaced with second gate and bid obtained for replacement to submit with insurance claim.
· Thank you to John Bradfield and Curtis Johnson for swapping out the gates, and to John Bradfield for getting a bid on a replacement gate.
· SFC & ACC have been looking at solutions to the abandoned and run downs properties that we have. Hickory Hills is also looking into this issue and Becky Sossaman has been working with them to try and get help from Van Zandt County. There is a county commissioner meeting on 12/13/17 at 9:00 a.m. (at the VZC Courthouse) if anyone is interested in attending. If we can show enough community support maybe we can persuade the county into helping our communities with this issue.
A guest reported that Larry Giles and Richard Wood both had fishing equipment stolen from their property. An Incident Report had been filed.
Guest asked to have Susan Reid do an email blast of the information about the County Commissioners meeting.
Fish and Wildlife: In DirectorMatt Palazzetti’s absence, Ms. Kirkes reported that the FW Committee met on Sunday December 3rd.
Based on Larry’s situation it was proposed that the Committee appoint a Co-Chair. Elaine Giles was voted Co-Chair of the Committee.
The Committee reviewed the one year and five year plan. Members were assigned projects from the one year plan to lead and target dates were set to start/complete tasks on each project.
Donald Hendrickson from Hickory Hills joined the meeting. Donald is the new Fish and Wildlife Liaison from Hickory Hills. The FW Committee shared ideas on fund raisers, fish habitat improvement and a possible fishing tournament with Mr. Hendrickson. Mr. Hendrickson was very receptive and enthusiastic. He stated that Hickory Hills has a FW budget and is ready to participate in joint projects with CLPOIA.
Mr. Hendrickson was invited to join CLPOIA FW Committee meetings anytime.
Mr. Rowe amended the report and asked that anybody that uses a live Christmas Tree this year should contact the FW Committee to dispose of their trees in designated areas in the lake rather than simply throwing them in the lake. We are trying to designate areas to build up fish populations.
Guest asked if there has been any discussion about dredging the lake. Mr. Rowe answered no. The guest stated that, if the lake was dredged, he had a use for the silt.
Sanitation: The large bulk dumpster will be here between Christmas and New Year’s and is scheduled for December 28 through January 2, 2018. In 2018, the bulk dumpster will be available for six holiday weekends: Easter, Memorial Day, 4th of July, Labor Day, Thanksgiving, and New Year’s. The schedule will be posted on our website online and in the Callender Lake Lines, for your reference and convenience. The S & P committee would like to wish everyone a Merry Christmas and a Happy New Year.
Nominating: Ms. Monroe stated that the committee will be meeting after the new year..
Resale: Director Jo Ann Ishmael had no report.
Library: Ms. Ishmael had no report.
Dam: In Mr. Palazzetti’s absence, Ms. Kirkes stated no report at this time.
AD HOC COMMITTEE REPORTS
Boat Storage: Ken Petty (Committee Chair) had no report. Mr. Rowe described the progress of the committee in identifying boat owners and recommending actions to the BOD, and how there will be a paid storage area in the future. A policy will be available and voted on during the January Board meeting.
Restrictions: Mr. Rowe stated no report at this time.
Legal: Mr. Rowe stated no report at this time.
A. Confirming new Committee members:
1. Mr. Rowe passed the gavel to Ms. Monroe and made a motion to confirm James O’Keefe to the ACC committee. Motion was seconded by Ms. Kirkes. With no further discussion, the motion passed unanimously.
2. Mr. Jenkins made a motion to confirm Mark Driver to the Roads committee. Motion was seconded by Mr. Smith. With no further discussion the motion passed unanimously.
3. Mr. Jenkins made a motion to confirm Eddie Huston to the Public Areas committee. Motion was seconded by Ms. Monroe. With no further discussion the motion passed unanimously.
4. Mr. Jenkins made a motion to confirm Mark Driver to the Public Areas committee. Motion was seconded by Mr. Smith. With no further discussion the motion passed unanimously.
A. CLPOIA Software Acquisition
a. Mr. Jenkins said he is evaluating several different packages, but he is not ready to make a recommendation to the board yet. Several of the packages offer many benefits to the community, including a member portal for dues and payments, violation letters, etc. Mr. Jenkins asked for another month to continue evaluations to assure the transition from QuickBooks and allow transparency to the community members.
b. Guest asked if the new software will have an Incident Report capability. Mr. Jenkins answered that most of the software have that capability. Mr. Jenkins also said that we currently have that capability through our website. He also said that most of the software packages will integrate very well with our current website.
c. Guest asked if Mr. Jenkins is working from a list of priorities in his evaluation. Mr. Jenkins answered yes. His priorities are budgeting, forecasting, property assessment and transparency through the member portal, as well as integration with current bookkeeping practices.
QUESTIONS & ANNOUNCEMENTS
Guest asked if new software will have an Incident Report capability.
Mr. Jenkins answered that most of them have that capability. Mr. Jenkins also stated that the current website has that capability. There is a link in the lower left corner of the Main Page. The community will also be able to keep the current website, as most of the software being evaluated will integrate with it. Mr. Jenkins stated that his priorities with the software are budgeting, forecasting, property assessments and transparency through the Member portals.
Guest asked for the status of the Boards’ Procedures and Policies for the Fire & Security Committee.
Mr. Rowe said it is still in process.
Guest chastised BOD for not utilizing the residents, and said the F & S Committee had volunteered to write the policies.
Mr. Rowe said he appreciated the guest’s opinion.
Guest stated that the guidelines for volunteering are so stringent that it deters citizens from volunteering. Guest suggested letting citizens that are not current with their dues volunteer, as this would encourage them to be more active and possibly bring their dues current. Guest also asked if there is a policy for Board or committee members using their position for financial gain.
Mr. Rowe answered that he could provide that policy, but that volunteers in the community are not looking for financial gain.
Guest stated her appreciation and support of the members of the Board of Directors.
Guest stated that it was against the restrictions for the Board to sell the Children’s Park.
Mr. Jenkins answered that, yes, there is a deed restriction against selling the Children’s Park.
Guest stated that the Public Areas need repairs and maintenance, and that the entrance to the pier at the Children’s Park is unsafe.
Mr. Jenkins answered that the pier has been referred to the FW Committee.
Guest stated that if the rocket in the Children’s Park is ever removed, the lake will drain.
The audience and Board laughed.
Guest stated that there is no way to get the status of Incident Reports that have been submitted. Guest asked if there was a process to make sure that Incident Reports are not being thrown away.
Mr. Rowe stated that there isn’t a process, but that the Board does make status reports.
Guest replied that, in the past, the office didn’t want to file Incident Reports, so the guest stopped trying.
Mr. Rowe encouraged the filing of Incident Reports and outlined the process. Gave examples of dog issues and security issues. Mr. Jenkins added that some of the software being evaluated has the capability of tracking Incident Reports.
Guest stated that the dog situation is getting worse.
Another guest asked if the community can call the county dog catcher.
Mr. Rowe answered that Van Zandt County does not have a dog catcher, and suggested bringing it up at the VZ County Commissioner meeting.
Guest stated that if residents that don’t feel that they are being included in the community were to show up at community events, they would be welcomed. Another guest suggested posting that information.
Guest stated that some of the dogs in CL are actually from Henderson County, and another guest stated that Henderson County Animal Control had recently removed several dogs from across the road.
Guest wanted to remind everybody that the Christmas Light judging would be next weekend (Dec. 16th) and asked that volunteer judges contact Andi Lutz 903-469-3361.
Guest wanted to commend the committees and volunteers for both the Veterans Day and Christmas Dinners.
Guest asked for status of having ACC write letters for noise complaints.
Mr. Rowe answered that we need Incident Reports for the violations, and stated that noise complaints were difficult to enforce. Mr. Rowe reminded the community to call the police, as Incidence Reports are just a documentation of the event.
Guest stated that the F&S Committee wanted the ability to write letters for violations, and added that the F&S Committee had written a policy stating that if 2 or more people complained about noise, the committee could write a letter. Could the ACC enforce noise restrictions?
Mr. Rowe answered that if the violation fell under ACC policies, the ACC could enforce it. Mr. Rowe reiterated that only 2 entities have letter-writing authority, and that is the ACC and the Board of Directors.
Guest stated that a woman had written over 50 Incident Reports and got no response from F&S Committee or the Board of Directors, and she was worried that the community would lose faith in the Board of Directors.
Mr. Rowe asked the F&S the guest to submit suggestions for how the F&S Committee should operate.
Guest stated that F&S Committee doesn’t have guidelines to follow and that they believe that they are only allowed one monthly meeting and no work sessions.
Mr. Rowe stated that the Board will provide an outline of how the committee should operate, but asked the committee to share their priorities.
Guest asked if the Board was authorizing work sessions for the F&C Committee.
Mr. Smith answered that the concerns were the number of F&S Committee meetings that were taking place and where those meetings were being held.
Guest asked if all meetings must be held in the Community Center, and stated that the liaison did not have keys.
Mr. Smith stated that the meetings should be scheduled in advance and that arrangements can be made. Mr. Rowe asked that the F&S Committee meet with the Board of Directors at 10am on Saturday, January 13th, to discuss the committee role.
Guest stated that security is critical, and she feels that CL is the least secure place she has ever lived.
Mr. Rowe stated that we are a community of residents and not a security force. If the community wants 24-hour security, the HOA fees would need to be increased to generate the funds to pay for it.
Guest asked why all Board members don’t have keys to the Community Center if all committee meetings need to be held there.
Mr. Rowe answered that the Board is looking at options that would not require a key.
Guest stated that it seems that the Board is micro-managing everything, including the committees, but is always asking for more volunteers. He stated that, due to the micro-management and strict requirements for volunteering, residents don’t want to volunteer. He stated that, in years past, there was an abundance of volunteers.
Mr. Jenkins stated that there is no requirement that all committee meetings must be held in the Community Center.
Guest wanted to defend the Board in regards to the situation with the F&S Committee.
Guest asked a series of questions regarding volunteering and committee membership.
Mr. Rowe answered that there are no requirements for volunteering time, that residents would be welcomed regardless of their dues status. He also stated that the main requirement for committee membership is being current on dues, and that all home owners and home buyers are aware that there is an HOA fee that must be paid every year.
Guest stated that F&S Committee had been told not to meet in private homes.
Mr. Smith answered that meeting in private homes was not the best solution, and meetings should be planned in advance so all members could attend. Mr. Rowe stopped discussion of F&S Committee until meeting of January 13th.
Guest stated that he hasn’t been asked to volunteer for activities outside of committee membership.
Another guest answered that there haven’t been many volunteer events in recent years. Guest stated that the population has gotten older, but that a younger generation has started organizing those activities again.
Guest stated that it is very important that things that are being put in the trash should not be on fire.
Ms. Kirkes announced that the Office would be closed on Tuesday, December 26th and Saturday, December 30th.
There being no further business before the Board, Ms. Monroe made a motion to adjourn. The motion was seconded by Mr. Jenkins, voted on unanimously, and the meeting was adjourned at 2:04p.m.