Monthly Board Meeting Minutes
Callender Lake Property Owners Improvement Association
Saturday, March 10, 2018
The CLPOIA Board meeting was called to order by President Rusty Rowe at 1:03PM 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 – Seven board members were present. Two board members 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 Jo Ann Ishmael. Mr. Rowe asked for a vote and the motion passed unanimously.
President’s Report: Mr. Rowe stated that there was no president’s report but welcomed all guests.
Vice-President’s Report: Vice-President Alisa Monroe stated that there was no vice-president’s report.
Secretary’s Report: Ms. Kirkes reported that the minutes from the February 2018 Board meeting were circulated via email and published in the CL Lines. Ms. Kirkes made a motion to make corrections to the minutes. The motion was seconded by Ms. Monroe. Ms. Kirkes stated that Mr. Harwood’s name was auto corrected to Mr. Hargrove in several spots and she also corrected the signature to Vice-President. The corrections have been made and sent to Susan and Salina. Ms. Kirkes made a motion that the corrected minutes be accepted and filed for record. Ms. Kirkes asked if any changes needed to be made. Mr. Rowe asked for a second on the Motion and it was seconded Ms. Monroe. 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. Mr. Harwood made a motion to establish an Ad Hoc Financial Committee consisting of Jan Liedtke, Chris Kirkes, and Jo Ann Ishmael to assist with the Financials. He also stated that anyone else that would like to volunteer please contact Jan Liedtke. Mr. Rowe asked if there was any discussion. With there being no further discussion, the motion was seconded by Ms. Monroe. Motion passed unanimously.
STANDING COMMITTEE REPORTS
Recreation: Director Jo Ann Ishmael reported that the Recreation Committee has made final plans for the annual Easter Egg Hunt.
- Contribution of small, individually wrapped candy to stuff the 3000 eggs can still be brought to the office.
- Volunteers to stuff the eggs are still welcomed to assist on Wednesday March 28 at 9:00am; your help will be appreciated.
- Easter Egg Hunt for children 12 and under will be Saturday March 31 at 2:00pm.
- Cookies and punch will be served while prizes are announced for several categories.
Future events being planned include:
- Coffee and donuts on May 19 from 8:30 to 10:00am
- July 4 parade
Public Areas: In Director Paul Jenkins absence Chairman of the Public Areas Committee Chris Kirkes reported the following:
Doug’s February Activities:
- Reset street sign at Whippoorwill/Briar Glen
- Trimmed trees at Children’s Park
- Located water leak at community center
- Placed additional rock on island causeway
- Mulched leaves at Children’s Park
- Picked up trash dumped on Echo
- Removed fallen tree from Whippoorwill
The March Committee Meeting was held March 3rd in the Community Center. Present was Chris Kirkes, Dan Peden, Eddie Hueston and Ed Garcia.
- The “Volunteer Day” to help clean-up and “freshen” the Children’s Park has been tentatively scheduled for Saturday, April 28th. This date and activities will be promoted with a sign in the Information Station, on the CLPOIA website, through Facebook pages, and word of mouth.
- Volunteers will be needed for clean-up, painting, lifting heavy stuff, etc.
- The committee discussed refreshments and possibly working with the Friendship Club
- The committee discussed paying skilled workers to finish the concrete pavilion, but using volunteers for the majority of the work to be performed
- The meeting was cut short due to other developments that required the attendance of 2 of the members that were present, leaving the committee with only 2 members in attendanceVolunteers completed the installation of the Basketball Court at the north side of the Children’s Park. Thanks to Mark Driver for seeing this project through, and many thanks to the volunteers that helped with the project.
A contract has been signed with Lone Star Gates & Fences to repair the fence at the front of Callender Lake.
Community Center: Ms. Kirkes reported that the Community Center committee had no report. However, I would like to make a motion to raise the community center rental fee to $25.00 per hour with a four-hour minimum resulting in a fee of $100.00 beginning May 1, 2018. Mr. Rowe asked for discussion. Guest asked what the fee was now and Ms. Kirkes stated that it was $50.00 but that the new $100.00 fee was reasonable. With no further discussion the motion was seconded by Alisa Monroe. Mr. Rowe asked for a vote and the motion passed unanimously.
Guest asked what the turnaround was for the deposit being returned? Ms. Kirkes stated that she didn’t know but she did sign that check. She also didn’t know if it was mailed or not. Guest stated that it’s been a month and a half and he hasn’t received it. Mr. Rowe stated he didn’t know but we can check on it after the meeting.
Beautification: Ms. Kirkes reported that the Beautification Committee trimmed some of the dead plants back in flower beds. Debra and Cynthia worked on sprinkler system. Now that spring is here many of our plants are coming back.
Roads: Director Matt Palazzetti reported the following that the Roads Committee is hard at work on the priority plan. They have produced and submitted an RFP to 6 bidders and expect to hear back from those willing to do the work by March 22nd. They will then evaluate the bids and submit to the board for consideration in the April board meeting. We will then formalize the winning bid with a construction contract and outline specific dates and work to be accomplished, which we will then share with the community.
Architectural Control: Mr. Rowe reported the following:
The ACC met on 3 MAR 2018. The ACC considered 1 building permit for a metal carport. The ACC has received several requests for premanufactured metal carports that do not generally match the architectural standards in the community. The committee met with an independent metal building company to understand the industry standards in Van Zandt County and the surrounding area. In order to facilitate homeowners’ building needs and respect architectural standards, the ACC has established guidelines for metal carports:
Steel Covered Carports.
Only 1 steel covered carport per lot is allowed provided that it be constructed onsite on an improved lot and constructed with the following specifications:
- The roof of the carport shall be a multi-pitched roof of gable type, 26 gauge or better, of ribbed roofing material that has been factory painted a single-color paint. Sheet tin is not allowed.
- The gable ends of the roof shall be either enclosed with approved siding (non-steel) as mentioned in Section 2.07 (A) of the Construction Standards of the Declarations and Covenants Conditions and Restrictions for Calendar Lake, or matching steel as allowed for the roof that shall not proceed down any vertical wall below the wall top plates. Wrap over roof eaves are not allowed.
- Steel posts shall be at least 3″ x 3″ in diameter, 14 gauge or better, and shall be painted to match the exterior colors of the buildings in proximity or have been encased in one of the approved siding materials as mentioned in (B).
- “The carport must be permanentlyaffixed to the ground using industry standard means used in wind certifications for Van Zandt County area. If trailer tie down screws are used, they must be cemented in place.
- Steel siding is not allowed; either partial or full.
- The structure shall follow regular easement guidelines for all building structures.
Publicity: Mr. Harwood stated no report.
Audit: Ms. Monroe stated no report.
Security and Fire: Director Jeff Smith reported the following:
- SFC meeting took place on 2/24/18. Perry Penn, Curtis Johnson, Becky Sossaman, Bobbi Groves, JoAnn Ishmael, Richard Baker, David Campbell and Rulaine Harris were in attendance.
- SFC is working with Hickory Hills concerning coordination of security and new variance for Van Zandt County to give Sheriff and Fire Marshall permission to enforce county laws in the community. Both items are in preliminary stages.
- Instructions for security guards have been written and are undergoing review and will be presented for approval at the next SFC meeting.
- Gate was destroyed by a truck trying to tailgate into the community on 2/22/18. New gate was delivered and put into operation on 2/28. Gate was still not operating properly and worked intermittently until 3/2. To get access to the community some people lifted the gate and tied it off to allow the backup of vehicles to enter. Unfortunately, the motor was not turned off and this caused the magnets and wheel for the gate to get out of alignment. Overhead Door of Tyler came on 3/8 (we had called on 3/1) to work on the gate and they were able to fix the wheel and magnet alignment to some extent but were not able to get the gate working consistently. The technician for Overhead Door stated that due to the gate having been modified so much from its original specifications that they would not be able to work on the gate any longer. The SFC is still working to get the gate operational in the short term and getting bids on a new gate for the long term. Elite security is currently scheduled for additional hours to man the gate house. A claim has been submitted for the damage done to the gate, but no bills have been sent in yet as it is still an ongoing issue.
- I know there is a lot of frustration with the continual issues we have with the gate, but it is very difficult to maintain something that people insist on destroying every other month. John Bradfield and other members of the SFC have spent many hours getting the gate into good working order but it has been damaged by tailgaters three times between November and the beginning of March. Due to his health issues since the beginning of the year we have not had John available to help with the gate, but I do want to thank him for his previous efforts. Also thank you to Rulaine Harris, Jim Beeler, Dick Bolle, Curtis Johnson and Perry Penn for their work with the gate after our most recent damage due to tailgating.
- Call box was hit by truck that had been denied access to the community on 3/3. They were not paying attention and backed directly into the pole and call box. Working on getting insurance information to submit claim.
Fish and Wildlife: Mr. Palazzetti stated that the projects for the month of February were to repair the Children’s Park Dock, create a ramp to the Fishing Dock and build 30 fish structures. We had one of those days when everything went according to plan and were able to get all projects completed on February 24th.
I would like to thank Clayton Riddlesperger, Greg Bolle, Dick Bolle, Scott Ewing and Rusty Rowe for their hard work getting all of the projects done.
Next up in March is our fundraiser and treating the Fishing Dock.
The caps and t-shirts are ordered and should be here soon. Caps are white letters on navy and shirts are white letters on red and white letters on Kelly green. Thanks to Elain Giles for getting this set up. We will let you know when shirts and caps go on sale. We will get all information in the Callender Lake Lines
We don’t have a date to treat the dock yet. The project is somewhat weather dependent- we can’t have too much wind and we can’t have rain.
Sanitation: Ms. Kirkes stated that the large bulk dumpster will be here Easter weekend and is scheduled for March 29 – April 2, 2018.
Nominating: Ms. Monroe stated that the Nominating committee will be meeting in April to begin the process for this year’s board elections. We have three positions that will be open. For those that are interested there is a form to complete in the office.
Resale: Ms. Ishmael stated no report.
Library: Ms. Ishmael stated no report.
Dam: Mr. Palazzetti stated that we had contacted a hog trapper and now have hog traps near the dam. The trapper is doing this at no cost to the community.
On March 6, 2018 at 11:00 am, Dan Peden and Eddie Hueston walked the length of the dam twice with the following observations:
The number of new gopher mounds was reduced by approximately 85% since the review one month ago. The amount of fresh hog damage appeared also to be greatly reduced, with most of the new damage on the west bank of the overflow serge basin below the dam.
Holes from previous gopher and hog damage remain and need to be filled and seeded. Matting impregnated with grass or wildflower seed needs to be secured over the disturbed areas.
One of the ‘no wake’ buoys has come untethered and now has floated to an area about 300 from the west fence at Hickory Hills. It needs to be secured and reattached.
The hog traps were observed to be in place. Number of captured unknown at this time.
AD HOC COMMITTEE REPORTS
Boat Storage: Mr. Rowe read the new boat storage policy below. Mr. Rowe then made a motion to accept this policy and was seconded by Ms. Kirkes. Ms. Monroe asked if there was any discussion. Guest Susan Reid asked for a copy of the boat storage policy to publish online. Mr. Rowe stated that he would send her a copy. With no further discussion Ms. Monroe for a vote. Motion passed unanimously.
Callender Lake Boat Storage Policy
- Vehicles that are acceptable to be stored at the boat storage area are boats on trailers, boat trailers, personal water craft on trailers, personal water craft trailers, RVs and travel trailers. All vehicles to be stored in the boat storage area shall be maintained in good working order at all times. A vehicle is considered to be in good working order if it is operational and functions properly.
- Vehicles cannot be inhabited/occupied at any time while stored in the boat storage area.
- All vehicles in the boat storage area shall be registered annually. A photo of the vehicle will be kept with the registration. Registration will be maintained at the office and will include a boat storage policy acknowledgment form and a release of liability form. The vehicle owner must acknowledge and agree to all terms of the boat storage policy and must release CLPOIA of all liability regarding loss or damage of stored vehicles and contents in/on stored vehicles before the vehicle can be registered and stored in the boat storage area.
- A fee of $50 per year per vehicle will be paid at time of registration. Annual renewals will be included with the annual maintenance statement sent to homeowners in November.
- 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 and must remain on the vehicle at all times. Replacement tags can be obtained for $15 per tag.
- Only property owners will be allowed to store vehicles in the boat storage area. Vehicles must be removed if the property owner no longer owns property at Callender Lake or if the vehicle falls in to a state of disrepair while stored in the boat storage area and is not in good working order.
- All vehicles that are new to the boat storage area or that are currently stored in the boat storage area after the boat storage policy takes effect will be subject to a fine of $30.00 per month if the vehicles are not registered, the registration has expired, or the vehicle is not maintained in good working order. All violation letters will be sent prior to fines being assessed. If fines are delinquent for 60 days then the vehicle will be removed from the boat storage area by CLPOIA at the vehicles owner’s expense.
- Signage will be placed at both entrances of the boat storage area.
- All proceeds from the registration of the vehicles and fines will be placed in the CLPOIA general fund.
- CLPOIA will make every attempt to contact owners of vehicles currently stored at the boat storage area that do not meet the requirements of the new boat storage area policy. If the owner of the vehicle cannot be found then the vehicle will be considered abandoned. CLPOIA will dispose of the abandoned vehicle.
Restrictions: Mr. Rowe stated no report at this time.
Legal: Mr. Rowe stated no report at this time.
- Confirming new Committee members:
Smith made a motion to confirm David Campbell to the Security and Fire committee. Motion was seconded by Ms. Kirkes. With no further discussion the motion passed unanimously.
2. New Ad Hoc Committee and Members.
Mr. Palazzetti made a motion to create an Ad-Hoc Committee for “CLPOIA Software and Process” that we can staff with volunteers in the community that are focused with helping improve our overall ways of doing things in the office and with the computer and software systems and hardware we have. They would also help in the software evaluation and budget recommendations for 2018-2019. The Committee would work with existing committees to help with their processes and improvements to them.
The motion was seconded by Ms. Monroe. With no further discussion the motion passed unanimously.
Matt Palazzetti made a motion to nominate Dewayne Harris and Susan Reid to the Committee. The motion was seconded by Ms. Monroe. With no further discussion the motion passed unanimously.
QUESTIONS & ANNOUNCEMENTS
Guest stated that he would like to find out the Ted Caro situation? Mr. Rowe stated that we are still working on getting this resolved.
Guest stated that he is getting close to getting the permit for his sand removal in the. He asked if there was anything he needed from the board? Mr. Rowe stated I don’t believe there is.
Guest asked what the timeline is for the gate being fixed and what are out options? There is no timeline at the moment but we are working to get the gate fixed as soon as possible. We replaced the gate and it worked for a little while and then quit working again. We have called other companies to come out but it took a week to get someone to come and look at the motor. Currently we have Elite Security working a full 40 hours a week. We will hopefully be able to turn in this into insurance.
Guest stated that she went to the Precinct 4 meeting and our precinct has the highest crime rate. With no gate that let’s all criminal elements in to our community. What are the long-term solutions being looked at by the board? The board is looking at full time security and or a new gate system. Unfortunately, funding is our main problem at the moment.
Guest stated that she wants security for our community whatever the costs. Mr. Rowe stated that we all want that.
Guest asked isn’t security an issue for our local law enforcement? Mr. Rowe stated that the gate provides limited access and a guard provides even more limited access. The criminal aspect does fall on our law enforcement.
Guest stated that he didn’t even know who our county commissioner was.
Guest stated that Tim West is our county commissioner.
Guest stated that we can attend our county commissioner’s meeting and will give us the time of that meeting.
Guest stated that that he has lived out here for two years and this week is the first time he has seen a law enforcement officer in our community.
Guest asked if we have a protocol where they have to rent a home in here? Mr. Rowe stated that we have a rental policy and can get you a copy.
Guest asked if we have visited our neighbors about their gate? Mr. Smith answered yes and they actually have a person that lives there that works on their gate. This person had a business that installed and worked on gates. However, they have issues with their gate too.
Guest asked if we had signage to tell people that if they hit the gate they are libel? Mr. Smith stated that they talked about that at the last meeting and we are looking into that as well.
Guest stated that county races are decided by a few votes and we should get with them to put some pressure on them to help us out.
Guest asked is there anything we can do for trespassers? Mr. Rowe stated that he didn’t know if we could fine them. We can call the police to report trespassers. We can post a sign that you will be fined if you enter this property illegally but then again how do you accomplish this.
Mr. Rowe stated that there have been proposals of at removing the gate all together and open the community up to county maintenance. I think we all want the gate and want it to work. Unfortunately, we have a bunch of people that decide to hit the gate to come into the community.
Guest stated that sometime ago we had a group of elected county officials come out to talk to our community. Mr. Rowe asked if he was involved at that time? He stated know but I believe we could get that done.
Guest asked if we would consider naming the fishing pier in honor of longtime resident Larry Giles.
Guest stated that she would be willing to work with CA and try and organize a meeting with elected county officials.
Guest asked if the board considered raising fees? Mr. Rowe stated yes.
Mr. Rowe stated the before we adjourn we have one more announcement to make and asked Dick Bolle to come to the front. Mr. Rowe would like to take the opportunity to recognize this man. We have one man in this community that never fails to show up to help in this community. In commemoration of all his hard work and dedication to this community without fail we would like to start the Dick Bolle Volunteer of the Year Award with Dick Bolle being the first recipient of this award for 2018. If we could all be a bit more like Dick Bolle this community would be 20 times better. Thank you, Dick Bolle, for all you do!
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 1:57p.m.