Monthly Board Meeting Minutes
Callender Lake Property Owners Improvement Association
Saturday, May 12, 2018
The CLPOIA Board meeting was called to order by President Rusty Rowe at 1:03PM in the Callender Lake Community Center with 30 guests in attendance.
The invocation was given by Mr. Rusty Rowe. All attendees voiced the Pledge of Allegiance.
Board Members Attendance – Eight board members were present. One board member Joan Baker had an excused absence.
Approval of Agenda – Ms. Kirkes made a motion to accept the agenda has published. Mr. Rowe asked if there were changes to the Agenda. A Motion was made by Mr. Rowe to amend the Agenda to add an Ad-Hoc committee to save our little ponies. It was seconded by Ms. Kirkes. Ms. Monroe asked for any discussion. Mr. Rowe stated that with the flurry of community activity we had to make an official ad-hoc committee to save our little ponies to the agenda under new business. With no further discussion the vote was taken and the motion passed unanimously.
President’s Report: Mr. Rowe stated the following.
These first 2 weeks of May have been very busy for most of us. I know families have been preparing for their children’s end of school and beginning of summer. Others have planned for graduations from high school and the next steps. I was able to attend my oldest daughter’s graduation from Texas A&M University and my youngest daughter’s confirmation ceremony into the church. These are all great things that bring us together as families and friends. We plan our summer vacations, our household projects or our plans for weekends and week days at the lake.
Our community planned a volunteer day to kick off the beginning of summer. Our Public Areas met many times, evaluated the areas and the amenities. At the February 10, 2018 Board meeting, they Public Areas report stated:
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
Based on the emails and the phone calls I have received in the last week, I can see the enthusiasm that our community has for its identity and its memories. I support both and would look to the future memories that we can make together with the ponies, the revitalized Children’s Park or the new fishing pier. We have a wonderful community and very concerned and interested neighbors. Let’s keep this energy and momentum moving to improve the other public areas, to clean up our own private properties and to control our animals and ourselves as we interact with each other. Hopefully 5 or 6 little ponies can help us come together again as a community.
Vice-President’s Report: Vice-President Alisa Monroe stated that we would like to announce to the community that in June and July we will be having two town hall meeting for the community to discuss security and roads and the fees associated with these items. The first town hall will be on June 23rd at 9:00am and the follow up town hall meeting will be July 14th at 2:00p.m. following the July board meeting. So, we will publicize these dates through social media and encourage all residents to attend these town hall meetings.
Secretary’s Report: Ms. Kirkes the minutes from the April 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 Director Jeff Smith. Mr. Rowe asked if there was any discussion. With there being no further discussion. 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. Any questions we will take after the meeting.
STANDING COMMITTEE REPORTS
Recreation: Director Jo Ann Ishmael the Recreation Committee is sponsoring coffee and donuts on Saturday May 19 from 8:30am to 10:00am. It’s an opportunity to visit friends and catch up on what is happening around the area.
Independence Day will be celebrated with a luncheon. More details will be available next month. Since July 4 falls on a Wednesday this year, a parade will not be planned. End of report.
Public Areas: Director Paul Jenkins stated no official report but wanted to thank all the volunteers and public areas committee for all their hard work at the Children’s Park today.
Community Center: Ms. Kirkes reported the new rental rates for our Community Center are in effect as of May 1st. The new rate is $25 per hour with a 4-hour minimum. End of report.
Beautification: Ms. Kirkes reported that the committee weeded the flowerbeds and Doug weeded the publicity area. End of report.
Roads: Mr. Jenkins stated no official report but in the new business there will be a vote for the RFP bid under new business.
Architectural Control: Mr. Rowe reported that the ACC met on 5 May 2018. Three building permits were presented and approved. The ACC reviewed the letters that have been sent for neat and orderly, pet violations and building without a permit.
Publicity: Mr. Harwood stated no report. Mr. Jenkins stated that the Lake Lines new deadline is the 15th of each month to be published on the website. So, if you have any articles or information for submission please send them in by the 15th of every month. We decided to keep Lake Lines coming out on the 1st of every month so you can see what is going on for that month. There is no need for Lake Lines to be tied to the Board Meetings. Mr. Harwood stated that is why we moved the boards at the front gate to check both coming and going for those that don’t read the Lake Lines online.
Audit: Ms. Monroe stated no report.
Security and Fire: Director Jeff Smith reported the following:
- SFC meeting took place on 4/28/18.
- Committee worked on recommendation for new gate.
- Obtained bids from security firms for review
- Continuing work on gate card review and clean up
- Working on adding older cameras to current system to increase monitoring of public areas
- We were finally able to get Automatic Gate out to work on the gate. They fabricated the parts needed and gate was operational again on 4/19.
- Documentation for damage to gate was sent to Farmers Insurance and claim is in review process.
- Thank you to Becky Sossaman for setting up the meeting with county officials last month. The meeting was informative and I think was a positive step in reminding those folks that the communities of Callender Lake and Hickory Hills exist and are deserving of county support.
Fish and Wildlife: Director Palazzetti reported that the Committee installed fish structures in to the lake on the weekend of April 21st. Special thanks to Chris Kirkes for providing his boat GPS coordinates will be provided to the Committee members and will be provided on request similar to last year.
Next projects will be water proofing the fishing dock and repairing the boat ramp dock Dates for these activities have not been decided.
A reminder that caps and t-shirts are still available for purchase. End of report
Sanitation: In Director Baker’s absence Ms. Kirkes reported that the large bulk dumpster will be here Memorial Day weekend: May 25th – May 29th 2018. End of Report
Nominating: Ms. Monroe stated that we are still accepting applications for community members to fill the three board vacancies. We have received two candidates so far and all applications are due by July 10th. We will be sending out ballots in August and meet the candidates will be held during the August board meeting. The results will be announced at the September board meeting. End of report.
Resale: Ms. Ishmael reported the following. While the weather prevented the Resale Shop not being open on Friday May 4, the Resale Shop was able to conduct the 1/2 price sale on Saturday the 5th.
It was a success, not only in profits but with neighbors visiting neighbors and new residents making new friends. Everyone is encouraged to drop by for a visit and check out the merchandise.
To drop off donations, please call either Sara Kesler (903) 469-3906 or Elain Giles (903) 469-4456. Accepted are slightly used household items. No printers, computers, or clothing.
Hope to see you, Saturday, June 2 at the next sale date.
Library: Ms. Ishmael stated no report.
Dam: Mr. Palazzetti reported that the Dam Committee meeting was held on April 22nd to review the TCEQ Dam inspection report with Hickory Hills and to discuss a response to the report. In attendance was Eddie Hueston, Dan Peden and Matt Palazzetti from CLPOIA and John Thompson from Hickory Hills. There were report items associated with the condition of the dam and repair of areas of erosion that the two communities can do at low cost. It was decided that preliminary cost should be obtained for removing trees off of the toe of the Dam. The May review of the dam took place this morning May 12th 2018. Attendees were Dan Peden, Eddie Hueston and Matt Palazzetti. A small area of new damage from hogs was seen. No additional new damage was observed. Grasses, vetch and wildflowers continue to show good growth. Elephant ears at the overflow inlet and other vegetation at the dam outlet were treated with herbicide.
AD HOC COMMITTEE REPORTS
Boat Storage: Mr. Rowe spoke to the chairman and they are continuing to remove boats per the rules of Texas Parks and Wildlife. They are also having owners remove their property and especially travel trailers. So, progress is still being made on this front. They aren’t quite ready with the signage and the implementation to start charging for that just yet. So, there is more to follow on that.
Restrictions: Mr. Rowe stated no report at this time.
Legal: Mr. Rowe stated no report at this time.
- Sloan Collection Contract. Mr. Harwood reported that we are looking into backing out of our contract with Sloan Collection just because we aren’t getting the results we expect. We are consulting and getting a legal opinion on that and we will have more to report next month.
- Road Construction Bid Review and Approval. Mr. Jenkins made a motion for the board to approve Franklin Paving and Excavating as the winning bid to complete the RFP items one through seven that the Roads Committee has recommended to not exceed $55,000.00. It was seconded by Mr. Palazzetti. Rowe asked for any discussion.
Guest asked what the items 1 through 7 were? It was stated that the items were published and posted online.
Mr. Rowe said that the roads committee has prioritized the items and there are 14 items. Mr. Jenkins reported that we received 6 bids and that Franklin was the lowest bidder and get the most bang for our buck. If we approve it today the next step will be to get a signed contract in place.
Guest asked if it was addressed about if there was a problem with the price of asphalt? Mr. Jenkins stated that he spoke with Franklin this week and nothing was stated in regards to that.
Ms. Monroe asked if we had been given a time frame of when the work would be started? Mr. Jenkins stated no, but once we get the signed contract in place we will get a better time frame of when they would begin the work. I will get a list of when the work will begin and publish it on the website.
Motion passed unanimously.
- SFC recommendation for new gate. Mr. Smith made a motion to accept a bid not to exceed $9,000.00 for a new single arm gate system. The gate will work with our current card reader system. The gate will be supplied by Overhead Door of Tyler. We will also look at getting a service agreement with the company so, that they will be the only company to work on the gate. It will also have a breakaway arm to help with tailgaters. It was seconded by Ms. Kirkes. Rowe asked if there was any discussion.
Mr. Palazzetti asked what kind of warranty does it have? Mr. Smith stated that I believe there is a 5-year limited warranty with an extended warranty for the first year. I will need to double check with Overhear Door on that though.
Mr. Palazzetti asked if that meant that Overhead Door would be the only one working on the gate? Mr. Smith answered yes.
Ms. Monroe asked after review of the gate are we confident that the sensor on this new gate will be able to read a vehicle and trailer? Mr. Smith answered yes and I believe with the new gate it will be superior to what we have now.
Ms. Monroe asked if there was a discussion about an exit gate? Mr. Smith said yes although it hasn’t been finalized as of yet. We will see how the initial gate works and if it works well that we have discussed putting a second gate to eliminate people putting a board over the spikes and entering our community that way. It won’t take a card to exit it will just be vehicle activated and the spikes will stay in place.
Guest asked how much just the one-armed gate costs? It is around 5k for the gate alone. The additional amount is for getting the new gate synced up with our current card reader system. We don’t have a firm number on that but I don’t expect it to go over that amount.
Guest asked if we got more than one bid? Yes, we actually had three companies bid on this type of gate. We had one company bid on a roll type gate and one company with a gate like we currently have. That happened to be the highest bid at 18k. In terms of overall costs this system was by far the cheapest.
Guest asked if this will replace the current mechanism we have in place? Yes, it will.
Guest asked what is the arm or gate part made of? It will be an aluminum arm with the metal casing.
Guest asked about more security and what are our options? The process of looking at looking at who we use as a security is being looked at to see if we can get better pricing. In terms of changing our security all together will be addressed at the townhall meeting that was mentioned earlier. To increase our security will cost a lot more.
Guest stated that I have some ideas about using snowbirds to man the gate full time. Yes, please get with David Campbell. He’s actually heading up looking into the full-time security. Mr. Rowe invited that guest to join the committee with the experience that he seems to have. He also stated that we are a limited access community and we are hearing from the community that having more security is very important and that’s what the June and July town hall meetings will be about.
Mr. Jenkins asked since these gates seem fairly simple has there been any thoughts to just buying the gates out right and having volunteers install them? The issue is that we have to get them tied into our system. We have done so much with the help we have to work on our current system and we believe that has been exhausted. It has become apparent that the community becomes very frustrated when the gate doesn’t work. The Security committee believes getting a new gate from a company that will service it will be a better way to go.
Mr. Jenkins asked if we are getting one gate not to exceed 9k and we don’t think that will be the cost of one gate, can we get two gates for the 9k? The motion is one gate not to exceed 9k. Let’s vote on that clean and let’s put the security committee on task to figure out the cost of the second gate.
Mr. Jenkins asked where the money is coming from because it’s not in the budget? Ideally it is coming from Farmers Insurance. The overall claim that was submitted is just short of 13k. So, we don’t know if we are going to get that money. That is correct.
Mr. Rowe stated that we need to keep the motion as a single gate replacement. We have already spent some of the money on security and fixing of the current gate system. We are still at budget for security at this moment. The Security and Fire Committee came with a solution to replace our current system with the most cost-effective gate and didn’t look at an exit gate.
Mr. Rowe called for a vote and the motion passed with a vote of 5 to 2.
3. Nominations of new committee chairs. Ms. Kirkes made a motion to nominate Cynthia Holifield as the new chair of the beautification committee. It was seconded by Mr. Harwood. Rowe asked for discussion. Ms. Kirkes stated that she would like to thank Jan Marler for volunteering for this community. She is moving and wished her well in her new adventure. The motion passed unanimously.
4. Rowe made a motion to form a “Save our Little Ponies” Committee charged with the effort to restore the 5/6 swinging ponies to make them safe for active children’s use at the Children’s Park. The ponies have been removed for safety concerns and will be delivered to the committee chair or a designated representative for restoration. The ponies will be reinstalled at a grand ceremony in conjunction with the Fourth of July Luncheon. The ponies will be inspected by the Public Areas committee prior to the Fourth of July to ensure that they are safe. If they are deemed unsafe, then the Board of Directors will take charge of them and the Public Areas Committee will continue on the Board Approved plan. Since this project is foundational to Dick Bolle, I nominate Dick Bolle, Volunteer of the Year, as the Chairman of the “Save our Little Ponies” Committee. The motion was seconded by Mr. Smith. Ms. Monroe asked for any discussion.
Guest asked if the committee was going to be given a budget? It was stated no and this was an all-volunteer effort to save the ponies.
Guest asked about a second volunteer day to rehang the ponies? It was stated the public areas committee will hang them back up once they deem them safe.
Mr. Rowe then made the motion again to establish a Save Our Ponies Committee and to nominate Dick Bolle. It was seconded by Mr. Smith. Ms. Monroe asked for discussion.
Mr. Palazzetti asked Mr. Bolle if he thought the committee could get the ponies fixed by July 4th? Mr. Bolle said I believe so.
Mr. Bolle asked if he would be supplied a list of the volunteers? Yes, you will.
Mr. Jenkins reminded the community that the removal of the ponies was published and announced well in advance and he wished that the community hadn’t waited to the last minute to try and stop the Public Areas committee from proceeding with their plans.
Mr. Palazzetti stated that we may not have communicated things clearly enough and with the last second push to save the ponies he believes this is what happened.
Ms. Monroe asked for a vote and the vote passed unanimously.
Mr. Rowe also made a motion to nominate the members of the committee as every concerned resident who expressed by telephone or email concern of support to save the ponies:
It was seconded by Ms. Kirkes. The motion passed unanimously.
Guest asked if the pony committee realized that they would be responsible for painting that swing set. It was answered that no they wouldn’t be in charge of this. Mr. Kirkes stated that we would take care of that.
QUESTIONS & ANNOUNCEMENTS
Guest just wanted to thank the board and a special thanks to Beth Wall for helping him save the ponies. I really can’t thank Beth enough!
Guest wanted to thank Jeff Smith for letting us use his water to power wash the ponies.
Guest asked if there as been anything on the Ted Caro property? It was answered No and it is still being worked on.
Guest asked is the money collected by the ACC going to the roads? I don’t know if that’s in the bylaws it goes into our budget.
Guest stated that the ACC money go to the roads.
Guest stated that the concern for the cost of a new gate we have 2 gates over by the maintenance shop and that we could probably sell those gates to help with the cost of the new gate. It was agreed that it’s a great idea and thank you for that.
Guest stated that he was at the dumpster and he saw two trucks come through the gate loaded with trash. He was told by the security guard that we’ve been instructed to let certain individuals in and they live by. Mr. Rowe stated that this is the first we have heard this. Mr. Smith stated that this was a first and asked if you remember the date? It was April 28th. The guards have never been told that to our knowledge but this would be investigated.
Guest asked if we had written instructions for those guards? Yes, we do.
Guest stated that he has seen a maroon Chevy S10 pickup that has been dumping trash regularly and I assumed that they were doing work in the community.
Guest asked about moving forward with the filing liens? Mr. Harwood stated that the first liens have been filed and we have about 15 liens going on at this time.
Mr. Kirkes of the Public Areas wanted to thank all the volunteers for coming out to the clean the park day. He also thanked Jeff for the water donation again. It was a huge success and he appreciated everyone and all their hard work.
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 2:13p.m.