Monthly Board Meeting Minutes
Callender Lake Property Owners Improvement Association
Saturday, November 10, 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.
Board Members Attendance – Eight board members were present. One board member had an excused absence.
Approval of Agenda – Vice President, Alisa Monroe made a motion to accept the agenda as published. It was seconded by Paul Jenkins. With no further discussion the vote was taken and the motion passed unanimously.
President’s Report: Mr. Rowe stated the importance in our community to dispose of trash properly in the dumpster areas taking into consideration the fill line on the dumpsters and not leaving trash on the ground as it will not be picked up. He also reminded the attendees that the dumpsters are picked up three times a week.
Vice President’s Report: Ms. Monroe stated No Report
Secretary’s Report: Ms. Monroe stated that the minutes from the October 2018 Board meeting were circulated via email and published on the website with copies also available in the office. If there are no changes or corrections, I move that these minutes be accepted and filed for record. The motion was seconded by Jeff Smith. Mr. Rowe asked if there was any discussion. With there being no further discussion. Motion passed unanimously.
Treasurer’s Report: Mr. Swoverland reported that it had been a busy month. The following tasks were undertaken:
- Reviewed existing 2018-2019 Budget.
- Prepared three drafts of a new budget that were distributed to the Board for review and input.
- Prepared a Revised 2018-2019 Budget Presentation, which will be presented today. A copy of which has been made available. You will notice that we have not included a budget column in the monthly financial report, we will have the budget information updated in the financial report for the next meeting.
- Prepared and mailed just under 700 annual Maintenance Fee statements. You may have noticed that the Due Date on the statements was misprinted as January 1, 2018. It should have read January 1, 2019. Rather that reprint and mail new statements at additional cost, please accept this explanation and inform others who may not be present today. Please pay your Maintenance Fees by January 1, 2019 to avoid additional costs to the community as well as to avoid incurring any late payment fees.
In an effort to improve the monthly financial reporting, should anyone have suggestions or a request for what they would like to see in the monthly financial report, please meet with me after the meeting to discuss your thoughts.
Mr. Swoverland stated that the Finance Committee have made changes to our MFIP form and that you can now make an agreement to pay your dues over a one year period but if it goes into default you cannot join the program again for another two years. This is updated per the state laws.
Mr. Swoverland made a motion to accept the updated form. The motion was seconded by Jeff Smith. Mr. Rowe asked if there was any discussion. Mr. Jenkins asked to clarify the difference in the document. Mr. Swoverland stated it is mostly in the format along with the timeframe for default is now two missed payments instead of one as well as if you default you cannot enroll for another two years. Motion passed unanimously.
- Guest asked for clarity on the payment schedule (no bearing on whether you may monthly, quarterly, etc.) which is stated on the MFIP program form.
Mr. Rowe stated that the MFIP form is posted on the website and available in the office.
Mr. Swoverland discussed our account structure and stated that the savings account is not yielded enough return in interest rate. The CD money market account will allow us to move money without penalty.
- Guest asked for clarity on the CD options and stated they were told by their bank there is some risk on not receiving the interest stated. However, you don’t lose the money you put in but you don’t gain in paid interest. Guest wanted to make sure we have reviewed all of the information clearly.
- Jenkins stated that he wanted to make sure this was the best option so there was not more work in having to get new signatures and bank documents to support this.
- Guest asked if a Roth account was a viable option. Mr. Swoverland stated that we cannot.
Mr. Swoverland made a motion to consolidate our bank accounts into a checking account, money market and CD account while eliminating the savings account which would yield us a higher interest rate on the money market and CD account. The motion was seconded by David Campbell. Motion passed unanimously.
Mr. Jenkins and Mr. Rowe asked that on the budget report we list out the accounts we have so they can be reviewed by the community.
STANDING COMMITTEE REPORTS
Recreation: Ms. Harris announced to please join us at the Community Center for the Veterans Day Brunch on November 11th at 11:00 am where we will have a flag ceremony and then food. Also, the Christmas Dinner will be on December 1st at 6:00 pm and reservations are required. Please contact Elain Giles at 903/469-4456 or Barbara Wiesner at 903/469-3928 for your ticket.
Public Areas: Mr. Smith reported that the Public Areas committee met on Saturday, November 3rd at the Community Center. We discussed the installation of the Park Benches, which still has not been done due to timing, weather and availability issues. We also decided that any major projects in 2019 will be dependent on the budget and what funds will be available. Finally, we spent quite a bit of time discussing the lighting situation at the front entrance, what lights in the community are the responsibility of Trinity Valley Electric Co-op, and what lights need to be replaced and/or repaired.
Also, during the week of November 5th, Doug was able to start installing posts at the boat-launch area to prevent parking on the grass by the water, but he was interrupted by the rains. This is a project that will continue as time and the weather permits.
Community Center: Ms. Monroe stated no report.
Beautification: Ms. Monroe stated the Beautification Committee Work Day was on October 25, 2018 and in attendance were the following:
The committee focused its work day on the two entry flower beds near the front gate. Many thanks to Doug who prepped the beds for us by removing some of the older plants! The beds were top dressed with compost, pansies were planted and fertilized, and irrigation adjusted.
The pansies will provide a colorful welcome to residents and guests as they enter our community throughout the winter and early spring season.
Roads: Ms Harris stated no report.
Architectural Control: Mr. Rowe reported the ACC met on November 3, 2018. One permit was presented and approved. The committee reviewed multiple ongoing violations.
Publicity: Mr. Jenkins stated that Dwayne Harris is now taking over the Lake Lines so please contact him with information you would like included.
Audit: Ms. Monroe stated no report however; the committee is looking for a chairman if anyone is interested in volunteering.
Security and Fire: Mr. Campbell reported the following:
Security Committee meeting was held on 10-26-18
We met with Shepard Security to discuss the 2019 security contract for guard services.
Three events at the gate in a 10 day period. Van ISD bus damaged the gate, claim pending. Two incidents where a resident intentionally damaged the gate.
Discussion about the need for “law enforcement quality” cameras at key areas in the neighborhood.
- CLPOIA office
- Front gate
- Boat dock
- Swim area
- Children’s park
- Fishing pier
The board requested we discuss and propose a presentation of a fine structure for the following:
- Dumpster diving
- Property damage
- Illegal dumping
- Outside material brought into the community.
Fish and Wildlife: Mr. Palazzetti gave a reminder that t-shirts and caps are still for sale. They make great stocking stuffers! Also, the Committee typically has a lake survey performed every three years. We are looking at the cost of a survey so that we can budget the money for next year. When discussing the survey with the company that we typically use to perform the survey, they offered to harvest grass carp while they were here for the survey. The harvesting of grass carp would be an additional fee. This is something we are looking at possibly doing in conjunction with Hickory Hills.
Sanitation: Mr. Palazzetti stated no report.
Nominating: Ms. Monroe stated no report.
Resale: Ms. Harris reported it looks a lot like Christmas at the Resale Shop! Weather permitting; the Resale Shop will be open two days for your holiday shopping. Make plans to shop Friday, November 30th, and Saturday, December 1st. Everything will be half price. Hope to see you there from 9:00 am to 1:00 pm. Happy Thanksgiving from the Resale Shop volunteers.
Library: Mr. Smith stated no report.
Dam: Mr. Hueston reported on October 14, 2018, interested property owners from CLPOIA and HHPOIA met at the Community Center to discuss common projects for the Callender Lake dam. Projects discussed include maintenance of the dam, fish survey, west end rip/rap and relate items. Arnie Desandre, John Thompson, Larry Gibbs and Tom Cole form HHPIOA along with Dan Peden and Eddie Hueston form CLPOIA walked the dam and the following observations were made:
Approximately 20 new fire ant mounds were found on the top and upper sided of the dam.
Volunteers from HHPOIA had removed elephant ears and other weeds from the intake structure on the lake which allowed visual access. A comment was made that HHPOIA would be willing to do more once key access was made available. There was discussion of the possibility of installing rip/rap to finish out the water line project at the west end of the dam. This has been recommended by TCEQ. Minot soil disturbance near the top of the downstream slope at three locations was observed. Grasses and wildflower growth varied from 6 inches to 20 inches tall and was prevalent all along the dam except missing topsoil and sparse vegetation was noted approximately 100 feet to 175 feet eat of the west gate.
AD HOC COMMITTEE REPORTS
Boat Storage: Mr. Rowe stated no report.
Restrictions: Mr. Rowe stated no report.
Legal: Mr. Rowe stated no report.
Financial Committee: Mr. Swoverland stated the following
MFIP’s as of November 9th, 2018:
* 30 MFIP’s have been written for annual dues payments
* 27 have been paid in full as of this date.
* 2 are currently 1 month delinquent and have received their first “late notice Courtesy Call”
* 1 has been cancelled and Resident barred from using the MFIP option of Payment for 2 years per:
- Section 209.0062 of the Texas Property Code, has established that all POA/HOA’s must offer an alternative payment plan for property owners to pay their annual dues.
- It also allows that Association Members who have been Delinquent with their previous annual Payment Plans will be deemed INELIGIBLE for this option for a period of 2 (two) years. (This Canceled MFIP had been delinquent 5 months over the period of their MFIP.
- Nominations of new committee members.
- Monroe made a motion to nominate Penny Fletcher to the Beautification committee. It was seconded by Ms. Harris. Mr. Rowe asked for discussion. The motion passed unanimously.
- Monroe made a motion to nominate D’Ann Stripling to the Community Center committee. It was seconded by Mr. Jenkins. Mr. Rowe asked for discussion. The motion passed unanimously.
- Monroe made a motion to nominate Ricky Stripling to the Community Center committee. It was seconded by Ms. Harris. Mr. Rowe asked for discussion. The motion passed unanimously.
- Harris made a motion to nominate Delbie Morris to the Recreation committee. It was seconded by Mr. Jenkins. Mr. Rowe asked for discussion. The motion passed unanimously.
- Revised Budget Presentation – see the attached presentation, it is also available in the office if you would like a copy
- Paving of Dumpster Area
Ms. Harris stated that there were three bids turned in for paving of the dumpster area that the community is requesting. One from Boyce at $6,800, one from Franklin at $7,200 and one from Riley at $9,200. These bids are for three inches of millings that will be packed across the entire dumpster area which will cover the ground under the dumpsters as well. The dumpsters will be removed and placed in the boat storage area on the Monday after Thanksgiving and then placed back after the work is complete on that Friday.
Ms. Harris made a motion to accept the bid from Boyce at $6,800. The motion was seconded by Mr. Palazzetti. Mr. Rowe asked for discussion.
- Smith asked for confirmation on how the services would be paid for and Ms. Harris stated it is from the spaghetti dinner and the Resale Shop funds.
- Guest asked if the large dumpster would hurt the millings and if concrete was considered. Mr. Rowe stated that concrete was too expensive at $30,000. Mr. Palazzetti stated that this material would be compacted and we would need to do some maintenance to keep in place.
- Guest stated he recently used this material and it was really good.
The motion passed unanimously.
QUESTIONS & ANNOUNCEMENTS
- Guest stated he has a Parks and Wildlife representative coming out the next week to look at the abandoned boats in the boat storage area. Mr. Rowe asked him to coordinate his efforts with Ken Petty who is chair of the boat storage committee.
- Guest asked if we would be able to get rid of all the grass carp. Mr. Palazzetti stated that there was no guarantee even if it was shocked and that catching them was not that effective either.
- Guest asked when we can do another dues increase proposal and Mr. Rowe said next year and it can be at the annual meeting.
- Guest stated that a cable company came in and did work out here and then went out of business and has left telephone poles and wires left. Mr. Smith asked where the poles were and stated he would look into it. Ms. Harris said that there is not much that can be done but would be reviewed for legal options.
- Guest stated he worked on another board and that in their monthly newsletter they asked people who wanted to go digital on forms and mailings so they could save on mailings.
- Guest asked why the internet charges were so much on the budget and Ms. Harris stated that we just reviewed the services and will be going back into contract to reduce fees. Ms. Harris also stated this is a business service and not personal so the fees are different.
- Guest stated that they were saddened by the boards lack of acknowledgement and stated ‘thank yous’ for all the work that went into the fundraiser for dumpster area paving. The community raised $4,400. Mr. Rowe stated that was his closing comments and he was very thankful for all the work.
- Guest stated that speeding is an increasing issue and in front of her house and is afraid they may hurt someone. Mr. Rowe stated to call the police.
- Guest stated that he bought some new property on Callender Lake Drive but also owns some others in the back of the community. He stated he was told he could not burn on his property and didn’t understand why as he was trying to protect the houses around him by doing it on his unimproved lot. Mr. Rowe asked him to share after the meeting who sent the message as that was not accurate and you are allowed to burn on your property.
- Guest stated that she pays her dues on time but her cards have been turned off a couple of times and had to give her identification multiple times and felt this was a concern.
- Guest stated she also had her cards turned off and it took a month to get settled.
- Guest stated he was in another HOA and to redo the roads were very expensive.
- Guest stated that because the fundraiser was so good that we should consider doing more of them. Also, would like the community to reach out and help each other with dues payments and food as they can.
- Guest stated they will be putting out their Christmas decorations and would like to participate in the contest.
- Guest stated she worked the door at the spaghetti fundraiser and saw a lot of new faces. Stated she was grateful to meet new people.
There being no further business before the Board, Ms. Monroe made a motion to adjourn. The motion was seconded by Mr. Palazzetti, voted on unanimously, and the meeting was adjourned at 2:56p.m.