Monthly Board Meeting Minutes
Callender Lake Property Owners Improvement Association
Saturday, March 9, 2019
The CLPOIA Board meeting was called to order by Vice-President Alisa Monroe at 1:00PM in the Callender Lake Community Center with 24 guests in attendance.
The invocation was given by Ms. Monroe. All attendees voiced the Pledge of Allegiance.
Opening Comments: Ms. Monroe welcomed all guests. She also thanked all residents for helping in our community and especially with all the help they gave the Ellis family after a fire destroyed their home in our community. Our community came together and donated housing, money, clothing, and household items to help this family get on their feet. They have found a home outside of this community to start over and they are on the road to recovery. Ms. Monroe then asked Director Matt Palazzetti to share something. He stated last year we started the Dick Bolle Volunteer of the year award with Dick Bolle being the first person to receive this award. We would like to award Dan Peden this year as our second volunteer of the year. We want to thank Dan so much for all he does in our community and to let him know how much he is appreciated.
Board Members Attendance – Six board members were present. Three board members had an excused absence.
Approval of Agenda – Secretary Trisha Kirkes made a motion to amend the agenda and add to new business nominee to public areas. It was seconded by Director Jeff Smith. With no further discussion the vote was taken and the motion passed unanimously. Ms. Kirkes then made the motion to accept the amended agenda for record. It was seconded by Mr. Smith. With no further discussion the vote was taken and the motion passed unanimously.
President’s Report: Ms. Monroe stated no report.
Vice President’s Report: Ms. Monroe stated no report.
Secretary’s Report: Ms. Kirkes stated that the minutes from the February 2019 Board meeting were circulated via email and published on the website with copies also available in the office. If there are no more changes or corrections, I move that these minutes be accepted and filed for record. It was seconded by Mr. Smith. Ms. Monroe asked if there was any discussion. With there being no further discussion. Motion passed unanimously.
Treasurer’s Report: Treasurer Mark Swoverland reported the following:
You will notice that we have provided some additional reports this month that provide improved information as to the financial state of the CLPOIA. The first report is the “Profit & Loss Budget Performance report. Please turn to page 2 of this report and look to the line “Total Income”. In the month of February our income came in at $21,500 compared to a budget of approximately $10,000 and our YTD income came in at $71,800 compared to a budget of $56,100. Indicating that we are $11,000 and $15,700 ahead of the budget when it comes to the collection of our management fees and fines.
Turning to page 6 of this report, you will note that our expenses for February were $8,500 vs. $13,500 in the budget and on a YTD basis they were $24,500 vs. a budget of $27,000. So, our spending for the year remains under control compared to the budget, indicating a slightly lower spending activity so far this year. The combination of the improved collection activity and controlled spending has resulted in our “Net Income” being almost $13,000 in February and $47,000 on a YTD basis, which is above the budget of on a YTD basis by $18,000.
Turning to the second report, “Profit & Loss Previous Year Comparison” for February, you will note that our income of $21,500 is significantly improved compared to the February in 2018, increasing by almost $10,500. On page 3 of this report you will note that our income is also improved over the prior year, with income coming in at almost $13,000 compared to a loss of $2,700 in the prior year.
The third report provides a comparison to the prior year on a YTD basis and indicates much the same story of improved income and controlled timing of expenditures. So, all in all, we are doing pretty well compared to both the budget and the prior year when it comes to the collection of management fees and the control of spending.
The next report is the “Cash Balance” report. This report shows what the CLPOIA’s cash balances are and the trend of cash as we move through the year. We also try to show how much may be remaining for large expenditures, such as roads, if we can continue to perform. Currently, the excess cash after ordinary expenditures is at almost $70,000 at the end of February. We expect that this amount will come down some as we progress through the year when the monthly expenses begin to exceed the income from management fees. Hopefully, we will continue to control expenses and have slightly improved income so that we may be able to tackle some of the projects that the community would like to see done.
The last report is the reconciliation report, which has been previously been provided. We will continue to provide this report and you may review it at your leisure.
If you have any questions or have thoughts as to additional information that you would like to see, please let me know. End of report.
STANDING COMMITTEE REPORTS
Recreation: Ms. Kirkes stated that the recreation committee held a Meet and Greet on Saturday, February 23rd. We had a good turn out with 34 people attending. We had a great time meeting and visiting with all of our neighbors.
We will have a Chili and Soup Supper on Saturday, March 30th at 6:00pm at the Community Center. It is free for our residents to attend. Tickets will be given at the door for a door prize drawing. We hope everyone can join us for fun and fellowship.
The Easter Egg hunt will be on Saturday, April 20th at 2:00pm. We plan to put out 3,000 eggs for the children attending. We will be taking candy donations for filling the eggs. More information to follow. End of report.
Public Areas: Mr. Smith reported that the Public Areas Committee met on March 2nd at the Community Center, with 5 members and the Board Liaison present. We discussed the 2019 Volunteer Day, which will be Saturday, April 27th. This year, we will be tackling several projects at several locations, so we will need all of the volunteers that we can get. Among our projects are a terrace overlooking the lake in the Children’s Park, the installation of several Park Benches, refurbishing some of the current tables, grills and amenities at the fishing pier and swim park, and a general clean-up of all Public Areas. There will be a Volunteer Appreciation cook-out in the Children’s Park after the hard work is complete. End of report.
Community Center: Ms. Kirkes stated no report.
Beautification: Ms. Kirkes stated that the Beautification Committee had a workday on Tuesday, February 12, 2019. In attendance were Becky Sossaman, Jennifer Wood, Sara Kessler, and Cynthia Holifield. The committee spent approximately four hours on clean-up of the flower beds around the community center and the parking lot. Extra-large landscaping rocks were laid out in a new pattern to better highlight the area. While in the process of trying to move the rocks, Blake Jordan stopped and helped us complete the task. The Beautification Committee would like to send a BIG THANK YOU out to Blake. He came through the front gate on a lunch break from work and saw several of us trying to carry and rearrange the rocks. He parked and helped us complete the job with a bright smile on his face. Neighbors helping neighbors always makes our day. We’ll pay it forward Blake! End of report.
Roads: Ms. Kirkes stated with all of the rain we are seeing some pot holes develop. Doug has been working on getting those filled with oil sand this past week. He also cleaned out a few culverts to help drain water in several areas. End of report.
Architectural Control: Mr. Campbell reported that the ACC met on 2 March 2019 and approved 3 permits and issued 4 letters, 3 for Neat and Orderly and 1 for unrestrained dogs.
Publicity: Ms. Kirkes stated no report.
Audit: Ms. Monroe stated the first audit work will begin this month. End of report.
Security and Fire: Director David Campbell reported the following:
Please Show respect for the Ellis family and other residents on Oak meadow. Please stay out of the ruins and respect the Ellis family’s privacy during this tragic life event.
You may have noticed an increased Law Enforcement presence in our neighborhood. Members of the security committee have developed a rapport with a VZCS Deputy who has taken an interest in our area. They have made some arrest and have cleared homes where Squatters were reported.
The Security Committee is waiting on the Finance committee to provide a list of delinquent properties. Once the list is received, gate cards will be turned off except the primary card. It is the responsibility of the property owner to know which card is the primary card if they choose to remain in a delinquent status.
The male that was the subject of a phone tree message last month was arrested.
He was involved in the following incidents:
He walked into the neighborhood and was going to a number of doors asking for money.
He was involved in an altercation with a resident that involved a wrench.
He damaged a camera and coaxial in the dumpster area.
If you see that suspect back in the area, please call VZCS.
The following incident reports were made:
8 dumpster diving
3 attempted break ins
3 Law enforcement calls
2 illegal dumping
End of report.
Fish and Wildlife: Mr. Palazzetti stated that I’d like to thank Julie Morris for donating crushed concrete to the Fish and Wildlife committee. I was driving around and I saw some workers cleaning up and busting up a concrete foundation. I stopped and asked what they were going to do with this and Julie stated she was just going to dispose of it. I asked if we could use it for rip rap down at the dam? She said of course and her workers helped remove the rebar and loaded in our tractor for Doug to take down to the dam. We wanted to get this done this year but didn’t have the money in our budget. This saved our community about $250.00. Thanks again Julie. End of Report.
Sanitation: Mr. Palazzetti stated that the large dumpster should arrive on Friday, March 29. It will be picked up on Monday April 1st.
No illegal dumping. The small dumpsters are for household trash only. It is illegal to dump mattresses, construction materials, tires, paint, freon, hazardous materials, batteries, electronics, appliances, furniture in these dumpsters. The trash should be only discarded in the dumpster. Do not leave trash lying on the ground.
When the large dumpster arrives, you can use it for larger cleanup projects around your home however still cannot place tires, paint, appliances, hazardous materials, freon, batteries, electronics in these dumpsters.
IF you are building a home you are to rent a dumpster for your building project. IF you are a contractor or a resident that has a business the dumpsters are NOT to be used for your work trash. The dumpsters are for residents of Callender Lake only. No outside trash should be brought in. You will be fined.
There is a dump station in Brownsboro that is setup to accept many of these items. There are also recycle centers around the area that may accept things such as your batteries, paints and or electronics.
Dumpster diving is illegal in the State of Texas. When a resident leaves their trash at the dumpster, it is not ownerless until picked up by REPUBLIC SANITATION. Stay out of the dumpsters. You will be fined.
Residents please understand we have these restrictions in place that we need to follow. In this particular case these are not just our restrictions these also have laws in the State of Texas associated with them. End of report.
Nominating: Ms. Monroe stated that we are still looking for a chair for the nominating committee. This committee will begin working in the next few months. End of report.
Resale: Ms. Kirkes stated the Resale Shop is ready for Spring & Easter. Hundreds of new items. Come see, shop and visit with friends and neighbors.
Earlier this week someone left four bags of clothes and shoes outside the Resale Shop door.
Please note, we do not take clothes, books, computers, printers or TVs.
Contact either Elaine Giles or Sara Kesler to donate slightly used household items or furniture. End of report.
Library: Mr. Smith stated no report.
Dam: Mr. Palazzetti reported that the February dam inspection was not read at the February Board meeting because the inspection was postponed due to weather. The report is as follows:
On Saturday, February 16, Dan Peden, Jerry Sossamon and Eddie Hueston inspected the length of the Callender Lake Dam with the following observations:
. There appeared to be minimal new damage from feral hogs.
. Sixteen random, active fire ant mounds noted on top of the dam.
. Screen around the intake structure appeared to have been cleaned recently with minimal debris present.
. Downstream slope needs to have excessive growth reduced to have visual access to any problem areas.
March dam inspection is postponed due to weather.
The Dam Committee received a bid from Conception Gutierrez to remove top growth on the downstream slope, from the top down to the tree line on the dam using weed eaters is $1,600. This will allow much better visual inspection of the back slope. The cost will be shared with Hickory Hills and will be approximately $800 each. End of Report.
AD HOC COMMITTEE REPORTS
Boat Storage: Mr. Campbell stated that the signs will be erected soon. Volunteer Work days to move unclaimed boats to the back of the lot will occur at 9am on 19 March with a make-up day on March 26th. Please contact Ken Petty for further details. Please come out to help. End of report.
Restrictions: Ms. Monroe stated no report.
Legal: Ms. Monroe stated no report.
Financial Committee: Mr. Swoverland stated no report.
- Nomination of new committee members.
- Kirkes made a motion to nominate Jo Ann Ishmael for chairperson to the Audit committee. It was seconded by Mr. Smith. Ms. Monroe asked for discussion. With no further discussion. The motion passed unanimously.
- Kirkes made a motion to nominate Barbara Perry to the Audit committee. It was seconded by Mr. Smith. Ms. Monroe asked for discussion. With no further discussion. The motion passed unanimously.
- Smith made a motion to nominate Spencer Bitton to the Public Areas committee. It was seconded by Ms. Kirkes. Ms. Monroe asked for discussion. With no further discussion. The motion passed unanimously.
QUESTIONS & ANNOUNCEMENTS
- Guest asked if it is allowed to buy property with dues and fines owed? Yes, the past dues and fines stay with the previous owner if there isn’t a lien filed on that property. If there is a lien on the property that changes things. Monroe stated that we as a board will continue to go after all past dues and fines.
- Can any resident come to a committee meeting? We don’t think they can. You can attend a committee meeting if you are on the committee or if the committee invites you. But we will double check on that and let you know.
- Guest asked what is top growth removal? Just cutting grass and small woody plants objects. TCEQ wants us to keep a close eye on that and other erosion things. We don’t want erosion to happen. If the condition changes, we need to see what is going on. We want to know if the hogs are causing damage on that slope and we can’t see anything because of the height of the growth.
- Guest asked if we are paying $1600.00 to have someone mow that? Yes, we are paying someone to hand weed eat that area. It is to steep for a mower and will have to be done by hand. We are splitting the cost with Hickory Hills.
- Guest stated that he is okay with the heavier law enforcement presence out here.
- Guest asked if they will notify us of any major issues when there is a heavy law enforcement presence? Campbell stated that if there is an emergency, we will establish a phone tree.
- Guest stated that she wanted to encourage everyone to attend the Chili and Soup supper. Please everyone come and support the recreation committee. All the food will be provided by the committee but encourages everyone to come and participate.
- Guest asked the date of the Chili Supper again? It is March 30th.
- Guest asked the date of the Easter Egg hunt? It is April 20th.
- Guest stated that the work being done by the security committee has been great, but wanted to recognize Dwayne and Rulaine Harris for all of their work on security. We really do appreciate them and all they do. We should give them a huge hand for all their hard work.
- Guest stated that the first Thursday following the first Monday every month we have our Precinct Watch meeting at 7:00pm. It is very informative and I encourage everyone to attend.
- Smith said it is usually posted at the front in the information box as well.
- Guest asked if it was possible with all the storms coming through if it’s possible to put large debris where the old burn pile used to be? No, TCEQ made us move that and we have to keep that area clear for the overflow. If it’s on our public roads Doug would take care of that for us.
There being no further business before the Board, Mr. Campbell made a motion to adjourn. The motion was seconded by Ms. Kirkes, voted on unanimously, and the meeting was adjourned at 1:38p.m.