Monthly Board Meeting Minutes
Callender Lake Property Owners Improvement Association
Saturday, June 9, 2018
The CLPOIA Board meeting was called to order by President Rusty Rowe at 1:01PM in the Callender Lake Community Center with 31 guests in attendance.
The invocation was given by Mr. Rusty Rowe. All attendees voiced the Pledge of Allegiance.
Board Members Attendance – Five board members were present. Four board members had an excused absence.
Approval of Agenda – Secretary Trisha Kirkes made a motion to accept the agenda as published. 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 we will have a community town hall meeting on June 23rd at 9 am in the community center. We will discuss the continued improvements and progress in our community regarding roads, security, sanitation, and potential increased maintenance fees. There will be a second town hall on July 14th at 2 pm just following our monthly board meeting. Please join us!
Secretary’s Report: Ms. Kirkes stated that the minutes from the May 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 Mr. Harwood. Mr. Rowe asked if there was any discussion. Director Paul Jenkins stated that the minutes were no longer posted on the Callender Lake Lines, but on the website instead and also copies available in the office as well. Mr. Harwood stated that we would publish the financial reports on the website as well. 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. Kirkes reported that the Recreation Committee will be providing a picnic type ‘build a sandwich” luncheon with deli meats, bread, sandwich fixings and condiments. There will also be a selection of chips, cookies and drinks. So, join us on July 4th from 11:30am to 1:00pm.
In conjunction with Fish & Wildlife Committee, Callender Lake T-shirts and caps will be sold during that time.
Have a festive Independence Day! End of a report.
Mr. Rowe stated that there wasn’t a land parade this year.
Guest stated that the recreation committee gave permission and there would be a community organized land parade on July 4th. If you would like to participate in the parade please meet at the community center at 9:30am. We will be leaving at 10am.
Public Areas: Director Paul Jenkins stated that the committee met on Saturday, June 2nd in the Children’s Park during the construction of the concrete slab. The Children’s Park project is almost complete, with the addition of 3 picnic tables and 3 barbecue grills being completed June 9 & 10th. The horse swings are being restored by Dick Bolle’s committee for a July 4th return to the park. The volunteer day was a huge success, and we want to thank everybody that came out and helped trim, clean and paint. We are looking at doing another volunteer day in the fall to clean up the other parks in the community. We also intend to continue our work of cleaning up and improving other public areas, including the Swim Park and the Fishing Pier. End of report.
Community Center: Ms. Kirkes stated no Report.
Beautification: Ms. Kirkes stated no report.
Roads: Mr. Jenkins stated that the construction contract has been signed and the first work is underway with the installation of the guard rails on Callender Lake Drive. I expect the contractor to start on the other items next week. Doug has been mowing the public areas, patching potholes and installing the ‘not responsible’ signs at the parks and boat launch. He also assisted with the dirt work for the concrete pad at the Children’s Park last Saturday. End of report.
Architectural Control: Mr. Rowe reported that the ACC met on 2 June 2018. Four building permits were presented and three were approved. The ACC reviewed the letters that have been sent and sent second notifications to 8 homeowners. They noted slow improvement on 4 houses on Holly Glen and one on Hideaway.
The ACC would like to remind residents to Post Your Permit during construction to minimize confusion with permitted and non-permitted construction. End of report.
Publicity: Mr. Harwood stated that the members of the Publicity Committee continues to maintain the CLPOIA Web page, sending out email blasts at Boards request. Committee also maintain the Card Reader Bulletin Board and Information Station Bulletin Board with monthly high lights of Lake activities and pertinent information.
The Publicity Committee, in coordination with Dan Peden from Public Areas Committee & Doug Faris ordered and placed 5 new signs stating that “CLPOIA is NOT Responsible for Accident or Injury” signs at the Boat Dock, Children’s Park, Covered Fishing Pier and Swim Areas. We are ordering more to be placed at the “Y” where folks tend to gather for fishing as well as at the Ball Park. End of report
Audit: Ms. Kirkes stated no report.
Security and Fire: Ms. Kirkes reported the following:
- SFC meeting took place on 5/26/18.
- Gate was down thru the Memorial Day weekend due to a broken bolt that holds the spring in place. Was back in operation 6/1
- New barrier gate is ordered. Still waiting to hear when it will be installed, but it should be this month.
- SFC is continuing work on the gate card audit and reviewing gate card procedures.
- SFC is bringing in Shepherd Security, LLC as a new security vendor. End of report.
Fish and Wildlife: Director Palazzetti reported that the FW Committee continues to sell t-shirts and will sell them at the July 4th festivities. We are a self-funded Committee and appreciate your support.
A reminder that GPS coordinates of fish structure locations are available upon request. Contact any member of the FW Committee.
It is boating season and some people will be bringing in boats from other lakes. Please make sure your boat and guests boats have been cleaned and completely dried before launching them at Callender Lake. It is the law to do so and is the only way to prevent a zebra mussel infestation. End of report.
Sanitation: Ms. Kirkes reported the following.
- The Sanitation & Pollution Committee has discussed, agreed to and presented their 2018-2019 Sanitation & Pollution Budget proposal to the CLPOIA Treasurer.
- The large/bulk dumpster will be here Thursday, July 5th thru Monday, July 9th.
- Thank you to Jan Marler for serving on the S & P committee for the last 3+ years. We will miss you and wish you well in Arizona.
- We continue to pray for Andy Lutz, our S & P committee chairperson, for a complete and quick recovery. End of report.
Nominating: Ms. Kirkes stated no report.
Resale: Ms. Kirkes stated no report.
Library: Ms. Kirkes stated Elain Giles expressed a willingness to continue shelving books weekly rather than committee members taking a turn through a rotation. We are all very grateful Elain!
Sandy Mittelstet purchased books at the Smith County Medical Society Alliance charity sale in April and found this to be a good source of books for us in the future. The next sale is October 25-27.
In lieu of a regular June meeting, because the Athens bookstore is now reopened, the committee will visit the bookstore to make purchases using the credit we have with the store.
It was agreed that the community library should seek to offer a narrower selection of book genres rather than try to keep books in a wide range of subjects as a county library would. The community library will instead focus on genres that seem to be the most requested and used. Tilla and Cynthia will continue to work on creating an Excel catalog of books currently in the library.
Because of summer vacation schedules, the committee will begin meeting again this fall in September. End of report.
Dam: Mr. Palazzetti reported that on Saturday, June 9, beginning at 9:00 am, Matt Palazzetti, Dan Peden, and Eddie Hueston walked the length of the Callender Lake dam in both directions with the following observations.
The mowing and removal of trees performed by Outdoor Creations in the previous week appeared to have been well done. Recommend second mowing in October or after first frost.
A previous ‘slump’ noted on downstream slope about 200 ft. from east gate and west gate. Matt will spray elephant ear weeds around intake structure. No new damage from hogs or gophers was observed and only one existing fire ant mound.
Soil (sandy/clay) needs to be added to eroded areas on both slopes and over seeded. May wait until fall and use perennial rye and fescue to take advantage of rainfall. Response to TCEQ is being prepared.
AD HOC COMMITTEE REPORTS
Boat Storage: Mr. Rowe stated no report.
Restrictions: Mr. Rowe stated no report.
Legal: Mr. Rowe stated no report.
- Harwood stated that we are continuing to look at the signage around the community and trying to combine all the signage into one. Instead of having all the committee’s doing their own signage. We will continue to explore additional sign needs as approved by our Board
- Nominations of new committee chairs:
a. Palazzetti made a motion to nominate Mark Driver to the Fish & Wildlife committee. It was seconded by Ms. Kirkes. Mr. Rowe asked for discussion. The motion passed unanimously.
b. Rowe made a motion to nominate David Campbell to the ACC Committee. It was seconded by Mr. Palazzetti. Ms. Kirkes asked for discussion. The motion passed unanimously.
c. Kirkes made a motion to nominate D’Ann Stripling to the Resale Shop Committee. It was seconded by Mr. Jenkins. Mr. Rowe asked for discussion. The motion passed unanimously.
d. Kirkes made a motion to nominate D’Ann Stripling to the Recreation Committee. It was seconded by Mr. Harwood. Mr. Rowe asked for discussion. The motion passed unanimously.
Sloan Collection Contract. Mr. Harwood reported that we are separating from our Sloan contract and we got an exorbitant bill from them. We had our attorney look into this and we have contested this bill through our attorney. We should have an answer about this next month and just wanted to give everyone an update.
QUESTIONS & ANNOUNCEMENTS
Guest just wanted to make an announcement that a resident on Holy Glenn is in need of help to relocate. So, if anyone is wanting to invest in a home please contact Mark Driver.
Guest asked about the silt removal and stated that he wants it? I have been told that I would need to have equipment at both ends. We gave a place to store that silt and he needs to get with the homeowner about the silt removal.
Guest stated that we the security committee has received an email from Farmers Insurance and they are sending us a $5,988 settlement check from Farmers Insurance. We are putting a hold on it to decide if we will accept this settlement fee for the gate damage. Famers Insurance doesn’t want to reimburse us for the extra security guards costs at the gate. We will need to know from the committee if they are accepting the payment. If not let us know and we can contact our attorney. The payment from Farmers is enough to cover one new gate.
Guest asked are we using our insurance or the tailgaters insurance? We are using the tailgaters insurance.
Guest asked that shouldn’t the offender be responsible for the money that the insurance doesn’t pay? Yes, they should and that is when we get our attorney involved.
Guest asked what we the board was going to do about the security at the swim park? Yes, we can have security come by when they are on duty.
Guest asked the board to enforce the rules that we have in place? The board stated that we would send security down there, if they are here.
Guest stated that we have to be realistic that we don’t have 24/7 security.
Guest asked if we had anything in place to help the elderly in our community? We don’t have a formal committee to do that and that is why we rely on neighbors helping neighbors. We are a lake run by volunteers.
Guest stated that there are websites out there that will assist people in need.
Guest asked Mr. Driver to send the website to the Callender Lake Lines so people can find the information.
Doug Ferris volunteered that he would be willing to help.
Guest stated that she loved to mow and she would be willing to mow as well.
Guest stated that we lost Charles Tate recently and he was very instrumental in this community. If you can take time to send a card to his wife that would be wonderful. We also lost Bob Armstrong’s wife recently.
Guest asked if we had a fine structure to fine these people? We don’t have a fine structure for bad behavior.
We do have a fine structure in the bylaws to handle homes and dogs. There is a process in the bylaws and each of the committees has their own lists.
Guest stated that one of the problems with the swim area is that the violators at the swim park don’t live here.
Guest stated that she has a 10 yr old that gets on the bus at 6:30am and cars come flying through there. Can we put in a speed bump to slow people down? Please send an email to the Roads committee.
Guest stated that speed is a problem.
Guest asked if we could put in the Callender Lake Lines that you are responsible for who you let into our community? Please submit that to Mr. Jenkins.
Dick Bolle stated that he has supplied photos to the board and he would like to show the progress made on the ponies outside. Please stop by and see the progress being made by the Save the Little Ponies committee.
There being no further business before the Board, Mr. Jenkins made a motion to adjourn. The motion was seconded by Ms. Kirkes, voted on unanimously, and the meeting was adjourned at 1:47p.m.