Monthly Board Meeting Minutes
Callender Lake Property Owners Improvement Association
Saturday, February 10, 2018
The CLPOIA Board meeting was called to order by Vice-President Alisa Monroe at 1:00PM in the Callender Lake Community Center with 20 guests in attendance.
The invocation was given by Ms. Alisa Monroe. All attendees voiced the Pledge of Allegiance.
Board Members Attendance – Eight Board members were present. President Rusty Rowe had an excused absence.
Approval of Agenda – Ms. Monroe 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 Director Jeff Smith. Ms. Monroe asked for a vote and the motion passed unanimously.
Secretary’s Report: Ms. Kirkes reported that the minutes from the January 2018 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: Director John Harwood reported the Profit and Loss and Reconciliation reports are on the back table for all to pick up. If there are any questions please ask at the end of our meeting.
“I misspoke at our last Board meeting regarding the CCADJ annotation on certain charges listed on our bank Reconciliation report.
They are actually listings of charges, (Credit Card Adjustment) we incur for residents using a credit card to pay for their Maintenance fees, or other fees incurred due CLPOIA.
CLPOIA is charged 3.5% per transaction. A recovery fee of 3% was approved by the November 2016 Board and was to be enacted in January of 2017.
Due to a challenge of the legality of this fee we held off until further research was completed.
CLPOIA now charges a 3% Convenience to each resident per Credit Card transaction used to pay any fee via credit card.
We are charging what the current law allows. We continue to accept fee free cash and checks, for payments of any type.
STANDING COMMITTEE REPORTS
Recreation: Director Jo Ann Ishmael reported on Saturday March 31 at 2:00 PM the Recreation Committee will sponsor the 33rd annual Easter Egg Hunt for children 12 and under. Approximately 3,000 plastic eggs will be cleaned and readied for stuffing.
Your donation of small, individually wrapped candy, no chocolate, to stuff the eggs will be appreciated. These may be left in the office prior to Saturday March 24th. There will be a cash prize eggs for each age group and a prize will be given to the youngest child and also to the one who traveled the farthest. Cookies and punch will be served.
Eggs will be stuffed on Wednesday March 28, starting at 9:00 am. Your volunteering to assist in stuffing would help.
Due to extensive flu and other illnesses in the community, there will not be a coffee & donuts morning during the month of February.
Public Areas: Director Paul Jenkins reported the following:
The committee met twice. The first meeting was an informal walk-through of the Children’s Park on January 29th (with 4 members present). An assessment was made of the current playground equipment, a rough drawing with measurements were made, as well as the potential location of a small basketball court (on the foundation of the old restrooms), the removal of certain trees, and the location of any future playground equipment. It was decided that the current “horse swings” pose a safety concern due to age and cracking and should be replaced. The members discussed whether it was better to just replace the horses or should the entire piece of equipment be replaced. No decision was made.
The second meeting was held at the Community Center on February 3rd, with 4 members present. Ideas that were discussed during this meeting include:
- Replacement costs of horses
- Cost of modular playground equipment
- Building a cement pavilion in the Children’s Park instead of individual “pads” for picnic tables, barbecue grills and trash cans. This approach was recommended.
- Having Doug trim the trees in the park to “raise” the branches
- Removal of certain trees along the shoreline to open up the views of the lake. Dan Peden was going to check the cost to have a Tree Removal Service perform the work.
- We discussed fundraising ideas, including:
- “Memory Bricks” for high-level donors (Bricks with donor name or “In honor of…”)
- GoFundMe page. It was agreed that a GoFundMe page for donations must be completely transparent, with a defined goal and a procedure for fund disbursement. This will require CLPOIA Board of Directors guidance
- Possibility of having some or all of new revenue generated by the Boat Storage fees be directed to Public Areas
- Having the Re-Sell Shop make a donation to Public Areas
- Target date for “Volunteer Day” is mid-April
- It was decided that a rough budget should be developed to acquire the materials and services needed to refurbish, replace and/or repair current amenities, as well as acquire new items such as barbecue grills, picnic tables, etc.
- The committee has recommended keeping the Rocket, painting and making necessary repairs
- The committee has recommended keeping the Merry-Go-Round and painting it
- It was suggested to add a horseshoe pit to the Children’s Park
- Mark Driver would like BOD permission to build a basketball court over the site of the old restroom area. He will need to square off the corners, pour cement at corners and over holes in current slab, put in pipe for the backboard, trim back trees to the north of the slab, and install a chain-link fence on north side to prevent loose balls from rolling down into trees. He is accepting donations and volunteers, and expects total cost to be less than $200 (all from personal donations)
The Rough Budget is below:
|Equipment Piece||Quantity Needed||Cost Each (Estimated)||Total Cost|
|Park-Style Barbecue Grill||6||$125.00||$750.00|
|Aluminum Picnic Table Frame||6||$150.00||$900.00|
|2″ X 6″ X 8′ Treated Lumber (Picnic Table Tops & Seats)||48||$8.00||$384.00|
|Pavilion Slab (20′ X 30′ X 4″) = 9 Cubic Yards of Concrete||9 CY||$1,150.00||$1,150.00|
|Park-Style Trash Barrels||10||$30.00||$300.00|
|Swing set/Monkey Bars (New)||1||$1,200.00||$1,200.00|
|Sand (For Playset & Horseshoe Pit) 30 Cu Yds (@ $250/15 Cubic Yards)||2||$250.00||$500.00|
|Border Material for Playset & Horseshoe Pit (Landscape Timbers)||40||$5.00||$200.00|
|Misc. Other Costs (Paint, lumber, etc.)||1||$2,500.00||$2,500.00|
January 2018 Work Report for Public Areas
- Clean dumpster area multiple times.
- Trim limbs along right of ways.
- Repair street sign.
- Assist with front gate during malfunction.
- Remove tree from roadway.
- Fill washout at C.L. and Briar Grove.
- Collect trash from parks.
- Fill potholes.
- Mulch leaves along entrance.
Guest asked if we get bids or do we just hire out services? Mr. Jenkins stated that all the things I read are things that Doug does.
Guest stated that the problem with removing trees is that you have no where to put them and that a tree service company will dispose of them.
Guest stated that we could do what we want since we are out in the county. Mr. Jenkins responded with let’s hold off on this discussion till the Q&A.
Community Center: Ms. Kirkes reported that the new Community Center kitchen floor looks great and we appreciate the Resale Shop for funding this improvement. Thanks also to Sara Kesler who supervised the installation. Job well done!
Beautification: Ms. Kirkes stated no report.
Roads: Mr. Jenkins reported the following:
- The Roads Committee Plan of Action has been documented and will be available on the website and in Lake Lines shortly.
- A Request for Proposal (RFP) is being drafted and will be submitted to 4 identified construction / asphalt companies in the next 2 weeks – the amount of the RFP will be based on the allocations approved by the board (which we will propose shortly in the board meeting).
Architectural Control: Ms. Monroe stated no report.
Publicity: Mr. Harwood stated no report.
Audit: Ms. Monroe reported that the Audit Report for 9/16- 2/17 was complete with no major discrepancies found.
A full report will be published in the minutes.
Audit Committee has started work on the next period which is March to August 2017 and findings will be reported later this fall.
Audit Report for September 2016 through February 2017
Audit will continue to be bi-annual as indicated in the Bylaws. The Audit Committee consisted of the following members: Greg Bolle, Ann Faulkner, Ann Henson and Sue Stephens-Chairman.
Financial Statements and Records Reviewed for Audit:
Bank Statements & Reconciliations/Check Register/Deposit Register Detail
Petty Cash Receipts
Credit Card Statements/Receipts
Account Payable Aging Report
Bank Account Statements and/or savings account/CD’s for:
Fish and Wildlife
Employee Wage Summary and Time Sheets
Tax Statements including:
US Treasurer (940 & 941)
County Property Tax
Capital Expenditures/ Capital Improvements Summary and Payments
Insurance Policies/Premium Payments
Profit and Loss Budget Performance Report
Vendor Statement and Expense Report/ Vendor Statement Bids
Findings of Audit:
Pay period of February 12 through February 25, 2017 for Doug reflects he was underpaid by
3 hours due to an addition error on time sheet. Pay period of November 6 through
November 19, 2017 for Doug reflects he was underpaid 8 minutes. Pay period of October 23
Through November for Doug reflects he was underpaid 8 minutes. Total underpayment
for Doug was 3 hours and 16 minutes. Salina will put on paycheck for Doug.
Due to additional errors, Salina was underpaid a total of 34 minutes over three pay periods: January 29 through February 11, 2017- two minutes; October 23, 2016- eighteen minutes; August 28, 2017- fourteen minutes. Salina will put on her paycheck.
Inventory has not been completed by Greg Bolle and no discrepancies were found.
Security and Fire: Director Jeff Smith reported the following:
- SFC meeting took place on 1/27/18. Thomas King, Perry Penn, Curtis Johnson, Becky Sossaman, Bobbi Groves, JoAnn Ishmael, Richard Baker, and Rulaine Harris were in attendance.
- Gate malfunctioned on the afternoon of 1/22, the system was not recognizing any cards that were swiped. Securac came out on 1/25 but was not able to get the system working. Was determined that we needed to replace the RIM modules for the card reader. Those were ordered and delivered the next day and thanks to the efforts of Rulaine Harris and her husband Dwayne a temporary fix was put into place on 1/27 that got the gate operational again. A long-range card reader was ordered, as we thought it needed to be replaced. Was determined that the reader was not the problem, but instead was a wiring issue that was corrected and the original reader then worked properly.
- Results from this gate issue are that we now have replacement parts on hand for the gate card reader, and the recognition that we have two talented individuals who live in our community who are willing to offer their time and expertise for gate issues such as this. Thank you to Rulaine and Dwayne Harris for the hours they spent in getting our gate operational again, as well as Dick and Greg Bolle, Perry Penn and anyone else I might be leaving out who helped get the gate working again.
Fish and Wildlife: Director Matt Palazzetti stated after review of the fishing pier, a small concrete ramp is not feasible. A wooden ramp will be constructed. Construction will begin directly after the Board meeting and will be completed by the end of the month.
Repairs to the dock at the Children’s Park will begin February 17th.
The FW Committee will construct fish structures on the 24th at 10am with a Committee meeting to follow.
Sanitation: Director Joan Baker had no report.
Nominating: Ms. Monroe stated no report.
Resale: Director Jo Ann Ishmael reported the Resale Shop got off to a slow start for 2018. Due to the extreme weather the Shop did not open in January. Even though the Resale Shop got off to a slow start for 2018, Saturday February 3 was a most productive sales day.
The Resale Shop is happy to report the Community Center’s new kitchen floor was installed on January 25.
Thanks to the loyal Callender Lake residents who continue to “donate and shop” which makes it possible for these types of projects to be funded.
Library: Ms. Ishmael reported that the committee decided to remain with current dispensing process of duplicate, worn out, and unwanted books. The books are taken to a used bookstore in Athens where credit is received to then acquire books that are added to the library. Books will also continue to be acquired from low cost sources such as Canton Trade Days, surrounding library’s used book sales, donations, etc.
An inventory list has been developed by Tilla Strickland and will be continually updated with new acquisitions. This will aid in adding to the library collection. Before shelving, on the inside cover will be stamped “Property of Callender Lake Library”.
Thank you very much to Cynthia Holifield for stepping up to lead the committee.
Dam: Mr. Palazzetti stated that Dan Peden and Eddie Hueston walked the length of the dam on February 5, 2018 with the following observations:
- The first 200 feet from the east end showed disturbed soil from apparent gophers and wild hogs on both sides. Hog damage at the south toe was most apparent. Active Fire ant mounds were observed along the length of the dam.
- An area approximately 300 feet west of the intake structure showed extensive hog activity.
- An area 250′ from the Hickory Hills gate on the west end of the dam showed active gopher mounds.
AD HOC COMMITTEE REPORTS
Boat Storage: Mr. Ken Petty chairman stated that they are getting information to Texas Parks & Wildlife for abandon boats. Our letters that went out haven’t got a lot of response. The responses that we have gotten have been I sold it a long time ago or they no longer want the boat. This is going to be a 6 or 7-month process. We are planning to move things to the back to get it all cleaned up and mowed properly. We should get this all turned around by the end of this
Restrictions: Ms. Monroe stated no report at this time.
Legal: Mr. Hargrove stated that at one time we had an ad hoc legal action committee and I’ve asked Rusty to reinstate this committee. We will be getting it reestablished with new committee members next month.
Confirming new Committee chairs and members:
- Ishmael stated that she had two nominations. Ms. Ishmael made a motion to confirm Jo O’Keefe to the Library committee. Motion was seconded by Mr. Harwood. With no further discussion, the motion passed unanimously. Ms Ishmael made a motion to confirm Cynthia Holyfield has the new chair for the Library committee. It was seconded by Mr. Harwood. With no further discussion the motion passed unanimously.
- Smith made a motion to confirm Perry Penn has the new chair of the Security and Fire committee. Motion was seconded by Mr. Palazzetti. With no further discussion the motion passed unanimously.
Guest asked if he could nominate someone to the Security & Fire Committee? It was explained that Mr. Smith would need to talk to that person and make sure they wanted to be on the committee.
2016-2017 Roads Budget Roll Over to 2017-2018. Jenkins made a motion to allocate the unused portion of the 2016-2017 $17,800.00 that was not spent as planned due to the contractor’s inability to complete the work to the following projects.
- $10,000.00 to the Roads committee plan of action to be combined with the roads cd that is at $50,974.63 to immediately be applied to the RFP that I mentioned in the roads report.
- $7,800.00 to the Public Areas committee plan of action so they can make process on there plan of action immediately.
The motion was seconded by Ms. Kirkes. Ms. Monroe asked for discussion before we go Vote. Guest asked if the money in the roads CD enough to complete all the work that needs to be done? Mr. Jenkins answered no there is a list of about 13 things and the plan is to get the bids to see who we can get the most work done out of bids. The estimate of all the work is approximately $120,000.00 and we are going to try and get 5 or 6 items done. Guest asked out of the 5 or 6 items prioritized the work? Mr. Jenkins stated that yes and it is on our website for all to see the list. With no further discussion the motion was put to vote. The motion passed unanimously. Ms. Monroe stated that this will be a benefit to the community and we can see some progress. Mr. Jenkins stated that he wanted to thank both committees for all their hard work and we will begin to see some progress in the community.
Guest stated that Mr. Petty’s comment about things being this way for years and why not a few more months. Why don’t we use the resources we have instead of hiring things out? Why don’t we utilize retired or current members of law enforcement that are in the community for the security committee and construction people that live in the community to complete the projects. Another guest asked shouldn’t this come in the Q&A portion? Ms. Monroe stated yes but she would address this on behalf of the board that major project on roads we shouldn’t and can’t tackle these things on our own because of the scope of the work and the liabilities that would come back against us we need to hire it out to professionals. As for some of the other things for instance the Fish and Wildlife committee are fixing the piers and doing repairs on their own. That’s what volunteers are for and if anyone wants to volunteer to help please feel free to contact the committee. It will always be appreciated.
CLPOIA Software Acquisition
Mr. Jenkins stated that fortunately, or unfortunately depending on how you view this. I have spent way too much time researching this. I am asking at this time to table this for the next budget year. The free software doesn’t do what we all need it to at this time.
Boat Storage Policy is going to legal for review.
QUESTIONS & ANNOUNCEMENTS
Guest asked about the status of his permit for silt removal? Mr. Palazzetti stated that it has been approved provided that the conditions that were discussed earlier in the Board work session are met. It looks like things are moving forward.
Guest stated that he is having issues with loose Pitbull’s in his yard. The Pitbull is trying to get into my yard to kill my dogs. I keep turning in reports and is anything being done to get this fixed? Ms. Monroe stated that the ACC is sending out letters and fining them. Guest stated that the are breeding the Pitbull’s. Mr. Jenkins stated that breeding is against our policies.
Guest stated that several years ago the SPCA out of Dallas came out and removed dogs from a residence that were mistreating their animals.
Mr. Palazzetti suggested you get videos and pictures for documentation. The guest stated that he did have video and pictures.
Guest asked where are we on getting the front fence fixed? Mr. Jenkins stated we did get the check from Geico and Dan Peden did get a bid and I can email you the information.
There being no further business before the Board, Mr. Palazzetti made a motion to adjourn. The motion was seconded by Ms. Kirkes, voted on unanimously, and the meeting was adjourned at 1:47p.m.