Monthly Board Meeting Minutes
Callender Lake Property Owners Improvement Association
Saturday, January 13, 2018
The CLPOIA Board meeting was called to order by President Rusty Rowe at 1:00PM in the Callender Lake Community Center with 20 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 first Board meeting of 2018.
Board Members Attendance – Eight Board members were present. Vice-President Alisa Monroe 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 approve the Agenda as published and seconded by Director John Harwood. 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: Mr. Rowe stated that there was no vice-president’s report.
Secretary’s Report: Ms. Kirkes reported that the minutes from the December 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: Director John Harwood reported that due to Salina’s illness we don’t have the financials for this meeting and hopefully we will have them in time for the Lake Lines to be printed and have them in there. Mr. Harwood stated we are still solvent.
STANDING COMMITTEE REPORTS
Recreation: Director Jo Ann Ishmael reported that the homes entered for the Holiday Decorations were toured December 15th by Judges Andy Lutz, Dick Bolle and Greg Bolle. The following is the list of winners.
Honorable Mention – James & Christy Ellis at 859 Oak Meadow
3rd Place – Harold & Jinger Bibbee at 751 Callender Lake Drive
2nd Place – Gerald & Sara Kesler at 387 Long Shadow
1st Place – Ann Musick at 856 Oak Meadow
The Recreation Committee met, Tuesday, January 2, 2018 and Christmas decorations were removed from the Community Center and taken back to storage. The next meeting would be held Tuesday, February 6 at which time details would be finalized for the Easter Egg Hunt festivities being held Saturday, March 31. Watch for future information regarding donations of candy for stuffing the 3000 plastic eggs.
Public Areas: Director Paul Jenkins reported the following:
- Committee met January 6 to prioritize work streams
- Will be published on website and Lake Lines shortly
- Dan Peden has stepped down as chairman but will remain on the committee. I wanted to thank Dan for his leadership and continued help on the committee.
- Trimmed trees on multiple streets.
- Packed dumpsters and cleaned area weekly.
- Cut tree at fishing park.
- Cleaned exit spikes and replaced spring.
- Assisted with flowerbed cleanup at community center.
- Cleared fallen tree from Whipporwill.
- Replaced no parking signs at boat launch area.
- Picked up trash from all sites weekly.
$1200 received from Geico for fence repairs to CL entrance
Community Center: Ms. Kirkes reported that the Community Center committee would like to give a special thanks to the Resale Shop for funding the new Community Center kitchen floor, which is scheduled to be installed later this month. Ms. Kirkes also announced that Liza Ely resigned from this committee and thanked her for volunteering.
Beautification: Ms. Kirkes reported that the Beautification Committee cleaned out flower beds. Pansies and winter plants were also planted.
Roads: Mr. Jenkins reported the following:
- Working on soliciting bids for prioritization work. New bid contract form under development.
- Should have first bids for discussion by February board meeting for work in early Spring.
Architectural Control: Mr. Rowe reported the following:
The ACC met on 6 JAN 2018. The ACC considered and approved 3 building permits for a house addition, a remodel and a metal roof. An application for silt removal at the north end of the lake in front of 2 property owners was discussed and referred to the BOD.
Two letters were sent to residents regarding their dogs running loose in the community. Please remember that the owner of a pet is liable for that pet and the injuries it may cause.
Ken Petty was voted as the new Chairman of the ACC. The committee and community thanks Jerry Sossamon for all his hard work and sage advice as the past Chairman.
Publicity: Mr. Harwood stated that we didn’t meet this last month but the new Information Station sign was installed as you come in.
Audit: Mr. Rowe stated no report from this committee.
Security and Fire: Director Jeff Smith reported the following:
· Received check from All State for damage done to gate on 11/24/17 by a tailgater
· Steve Graham has returned to be our security person on a part time basis which is a welcome addition.
Fish and Wildlife: DirectorMatt Palazzetti stated per the last Board meeting, in the December FW Committee meeting activities were discussed with proposed preliminary start dates. In February the two activities that are to be started are construction of a small concrete ramp to the fishing pier and construction of fish structures.Actual dates have not been set but the project leaders for each activity have been notified that dates need to be set.
It was brought to our attention at the last Board meeting that there is concerned that the entrance to the children’s park dock is unsafe. The entrance was inspected to confirm that the dock does need to be repaired. The Committee will set a date to get the repairs completed. The other two projects will still be done in February but this repair will be the top priority.
Sanitation: Director Joan Baker had no report.
Nominating: Mr. Rowe stated no report.
Resale: Director Jo Ann Ishmael reported that The Resale Shop sends a huge THANK YOU to the residents of Callender Lake for their continued support of the Resale Shop with their generous donations and faithful shopping.
Total sales for 2017 was $2494.80.
The Resale Shop did not open in January due to the extreme cold, however weather permitting, we’ll be back on schedule the first Saturday in February. The Community Center kitchen floor is scheduled to be replaced later this month which is being funded by the Resale shop.
Library: Ms. Ishmael had no report.
Dam: Mr. Palazzetti stated it is our understanding through correspondence with TCEQ that the TCEQ dam inspection report should be delivered to the Dam Committee any day now.
The Committee was contacted by a community member about concern that the spillway was not flowing properly during some heavy rains in the past month. The dam was inspected immediately. No major obstructions were found but there was some leave build up around the fish guard at the overflow pipe. Debris that was safe to remove was removed. This will need to be an annual Fall maintenance item to be included in the Operations and Maintenance manual.
The Operations and Maintenance Manual requires that a monthly inspection of the dam be performed with the results of the inspection logged in to the manual. The Dam Committee has been performing the monthly inspections since Velvin & Weeks had provided us with the manual some months ago.
On January 10, 2018, Dan Peden and Eddie Hueston walked the length of the dam and observed the following:
. At various intervals, topsoil was dug out or disturbed by what appeared to be armadillos or gophers on both slopes. These areas generally varied from 2 to 6 inches deep and averaged 8 inches in diameter.
. Leaves against the intake structure perimeter screen were approximately 4 inches in height, but the flow was otherwise not restricted.
To date no significant changes have occurred to the dam.
Ms. Kirkes stated that Mark Driver, Debra Abbuhl, and Chris Kirkes went to the Dam to do the clean out. Mark and Debra got in and cleaned it out to make the flow better. Mr. Palazzetti thanked them for doing that but asked if you did it by boat or did you walk out there? Mark stated that he would get concrete and eye bolts to put down there so we could secure the person cleaning out the blockage.
Mark asked who was authorized to clean the Dam? Mr. Palazzetti stated that the members of the Dam committee were and he would allow him to clean it if we knew that he was doing it and proper procedures were there to prevent an accident. He also stated that no one should attempt cleaning it alone.
Guest asked if there was cooperation from the other side on maintenance of the Dam? It was stated that yes and we are hopeful that we will get some help from them. In the mean time we aren’t going to wait and not take care of the Dam. We reach out to them and hope they get involved and we are making progress.
AD HOC COMMITTEE REPORTS
Boat Storage: Mr. Rowe stated that he would cover this in new business but the committee has done a great job with getting this cleaned up. He also thanked them for all their hard work.
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. Kirkes and made a motion to confirm Ken Petty as the new chairman for the ACC committee. Motion was seconded by Mr. Jenkins. With no further discussion, the motion passed unanimously.
2. Mr. Jenkins made a motion to confirm Chris Kirkes as the new chairman to the Public Areas committee. Motion was seconded by Ms. Ishmael. With no further discussion the motion passed unanimously.
3. Mr. Smith made a motion to confirm Rulaine Harris to the Security and Fire committee. Motion was seconded by Ms. Kirkes. With no further discussion the motion passed unanimously.
B. Late Maintenance Fee payment penalty & Liens.
Mr. Harwood stated that all fees are due January 1, 2018. If they aren’t paid by January 1st there is a 5% penalty added and if they aren’t paid by January 31st there is an additional $150.00 admin fee added. If not paid we will start filing liens on your property. We need the money and we are still in arrears of about $350,000.00.
Guest stated that he’s paid his fees but thought there wouldn’t be a penalty if paid by the end of January. Mr. Harwood stated that there is a late fee assessed and charged.
Guest stated that we are paying the dues for 2018 not 2017 and we are one of the few organizations that charge ahead of time. Mr. Harwood stated that we were one of the few that charge so little.
C. Boat Storage Policy:
Callender Lake Boat Storage Policy
1. All vehicles and / or property in the storage area must be registered annually. A photo of the vehicle will be kept with the registration. Registration will be maintained at the office.
2. A fee of $50 per year will be paid at time of registration. Annual renewals will be included with the annual maintenance statement sent to homeowners in November.
3. Owners will be assigned a tag, provided by the CLPOIA, when the vehicle is registered indicating the owners name, address and phone number. Tags will be placed on the vehicle.
4. Only property owners will be allowed to store vehicles on the lot. Property must be removed if the property owner leaves Callender Lake.
5. All vehicles that are new to the storage lot after this takes effect, and are not registered, or the registration has expired, would be subject to a fine of $30 per month. All violation letters will be sent prior to fines being assessed.
6. Signage will be placed at both entrances of the storage lot.
7. All proceeds from the registration of the vehicles and fines will be used for improving and maintaining the storage area.
8. Abandoned Property will be removed after 90 days.
Mr. Rowe made a motion Callender Lake POA accept this new boat storage policy. Seconded by Mr. Palazzetti. Ms. Kirkes asked if there was any discussion. Mr. Smith asked it didn’t state that the 50.00 is per vehicle and not per person.
Mr. Harwood asked if this meant we could store RV’s there? Mr. Rowe stated that yes, the committee didn’t distinguish between boats, trailers, rv’s, etc. Mr. Harwood suggested that there be a sign or notation that you are storing at owner’s risk.
Guest asked where the fees collected from the boat storage would go? Mr. Rowe stated that it would go to the general fund. We would have to develop a budget for the boat storage and it’s under Public Areas.
Guest asked about being able to park a pickup truck? Mr. Rowe stated that he didn’t know.
Guest asked if RV’s are stored there and wanted to make sure that they can’t stay in the RV at the storage lot? Mr. Rowe stated that no one would be allowed to stay in the RV at the storage lot.
Mr. Rowe stated that he is rescinding the Boat Storage policy and we will revisit this next month. Good points from the community to rework this policy. No action taken.
A. CLPOIA Software Acquisition
Update: I have looked at 5+ packages for new software and each of these comes with pretty high monthly fee. During those investigation I actually found a social assistance program through Oracle Corporation that gives away their software for free to non-profit organizations that meet their requirements.
I have had two meetings with them and another meeting is scheduled on January 16th. We should know by March if we qualify for the free software and would be able to implement by June if we are selected.
Based on that, I am tabling the other software and pursuing the free software.
I would also like to thank Susan Reid and Dwayne Harris for their offers of assistance with the programs.
QUESTIONS & ANNOUNCEMENTS
Guest would like to thank everyone for participating in the Christmas decorating contest. The newcomers to Callender Lake did an outstanding job.
Guest would also like to thank everyone for not slapping me at the dumpster area and thank you for cooperating with me.
Guest also stated that we have two community members that are extremely ill and to please keep John Bradfield and Larry Giles in your prayers.
Guest stated since we are looking at free software for nonprofits that there are grants out there for nonprofits as well. Do we know where we can find the grants? No, but if you can find out let us know and we will research that. We would love to pursue that.
Guest asked about the six or seven checks on the last financials that were reported and stated that it didn’t show who they were paid to. Mr. Harwood looked at those financials and stated that it was and error and adjustment.
Guest stated that she sent in an incident report about the dogs and said she received a response and wanted to say thank you. She also stated that the same dogs attacked our neighbors dog twice. The neighbors won’t file a report because they feel that nothing will happen. She also stated that Doug was out there working and had to stop because of the dogs.
Mr. Palazzetti stated that the Van Zandt county doesn’t have a dog catcher so, the more incident reports you have against the dogs or owners of the dogs the more evidence you have for civil liability.
Guest asked what area this is happening in and the guest stated the Timbergrove and Terrapin area.
Guest stated that we have the right to protect in our community? Board agreed.
Guest asked if we could turn off cards of the dog owners? Mr. Rowe stated yes if they have been notified by letters and issued fines and not responded or complied with fixing the problem and paying the fines. However, we can only turn off secondary cards.
Guest stated that she walks everyday and I see a lot of tailgating. Is there anything done to monitor gate cards? Mr. Rowe stated yes. There is going to be a push and during that audit is going to look into the usage of those cards. Mr. Rowe stated that there is procedure in place. Mr. Smith reiterated that there is a procedure in place and that all cards are listed to the property owner but also assigned to a driver’s license.
Guest also stated that she has heard that they have hidden gate cards for people to access the area. She also stated that Doug poured cement to block a hiding spot where this is happening. Mr. Harwood said that if you find a gate card to turn them into the office.
There being no further business before the Board, Mr. Harwood made a motion to adjourn. The motion was seconded by Mr. Jenkins, voted on unanimously, and the meeting was adjourned at 1:54p.m.
CLPOIA Secretary CLPOIA President