Monthly Board Meeting Minutes
Callender Lake Property Owners Improvement Association
Saturday, Oct. 13, 2018
The CLPOIA Board meeting was called to order by President Rusty Rowe at 1:00PM in the Callender Lake Community Center with 26 guests in attendance.
The invocation was given by Mr. Rusty Rowe. All attendees voiced the Pledge of Allegiance.
Mr. Rowe welcomed all the guests to this October 2018 board meeting. First, I would like to thank the previous board members for their service to this community for the last three years. Jo Ann Ishmael, Joan Baker and John Harwood. We really appreciate it and we look forward to a successful year with the new board.
Board Members Attendance – All board members were present.
Approval of Agenda – Secretary Trisha Kirkes made a motion to accept the agenda as published. It was seconded by Director Jeff Smith. With no further discussion the vote was taken and the motion passed unanimously.
President’s Report: No Report.
Vice President’s Report: No Report
Secretary’s Report: The minutes from the September 2018 Annual Membership meeting were circulated via email and published on the website with copies available in the office as well. I need to make a motion to correct the minutes from September for the Resale committee. Sara Kessler gave the report instead of Ms. Ishmael. It was seconded by Director Paul Jenkins. If there are no more changes or corrections, I move that these minutes be accepted and filed for record, with there being no further discussion. The motion passed unanimously.
Treasurer’s Report: Director Mark Swoverland stated that we are going back and scrunching numbers to be looking at our budget. There have been no decisions made at all. I will be putting information together over the next few days to present to the board for review. It will include the prior year’s expenditures compared to what appears to be the budget. You’ll also note that there aren’t numbers in there for income. We will be getting those included along with this new information together. We will publish those at the next meeting once it’s been gone over by the board. Mr. Rowe stated that all questions we will be taken during the questions and announcements section.
STANDING COMMITTEE REPORTS
Recreation: Director Rulaine Harris reported that the Recreation Committee of Callender Lake invites you and your neighbors to join us for more fun, food and fellowship.
Octoberfest, 6:00 PM Saturday, October 20, 2018.
On November 11th we will honor our veterans for Veterans. If you or a loved one served in the military please be sure to give their name to Salina so we can honor them on at the ceremony. End of Report.
Public Areas: Director Jeff Smith reported that the Public Areas Committee met on Saturday, Oct. 6th in the Community Center. There were 3 members present. We discussed installing the new Barbecue Grill and Picnic Table on the new slab at the Fishing Pier, as well as installing 4 new benches. One bench will go in the Children’s Park, one at the “Y”, one in the Swim Park and one at the Fishing Pier. These benches will all be located near the water, so residents can sit and look out over our beautiful lake. Weather permitting, the installation of the grill, table and benches should be finished by October 14th.
The committee also discussed installing posts around the grassy area at the Boat Launch, near the water (north of the ramp) to stop people from parking there. Finally, we discussed plans for the re-installation of the ponies in the Children’s Park. Depending on when the “Save the Ponies” committee finishes refurbishing the ponies, we will put them back into the park and hold a “Volunteer Appreciation” event.
Public areas access will be 24 hours going forward. There will not be any new signage placed concerning the change. End of report
Community Center: No Report.
Beautification: Ms. Kirkes reported that Beautification Committee met on 9/12/18.
- Members attending:
- Jennifer Wood
- Rene King
- Becky Sossamon
- Sara Kessler
- Cynthia Holifield
- Discussed and agreed to continue meeting as needed rather than once a month.
- New committee member – Penny Fletcher Yay!!
- What got done this summer:
- Both controllers were replaced
- 4 solenoid valves were replaced and multiple sprinkler heads were repaired/replaced
- A pressure reducer was installed
- Other infrastructure needing attention:
- Need to install sprinkler line from gate house to brick entry sign bed—300’
- Discussed how to accomplish
- Possibility of involving community – everyone digs 10’ of trench
- Committee members agreed to donate $10 each to create an item for the silent auction to help raise money for paving the dumpster area. Cynthia will put together the donation.
- Discussed and agreed to somewhat narrow what we spend time on as a committee. Decided the following:
- 2339 entry sign bed will be shrubbery only and planted once water line is installed
- Brick planter to right of drive thru gate will be changed seasonally with color block
- Narrow brick planter behind gate house will be changed seasonally with color block
- Half-moon shaped bed at edge of parking area will be simplified with only juniper ground cover, lantana, variegated liriope and crepe myrtle in planting
Meeting was adjourned and then members stayed to weed, remove and relocate various plants around parking area and guard house. End of Report.
Roads: No Report.
Architectural Control: Mr. Rowe reported that the ACC met on 6 October 2018. No new permits were presented. The committee reviewed old applications and violation letters. The committee discussed one violation of restrictions with a property owner. End of Report
Publicity: Director Paul Jenkins stated that in the last month, the members of the Publicity Committee had fun putting together a basket for the auction and updating the bulletin boards for fall.
The Lake Lines was a bit late this month, apologies for that! I have handed over the duties to Dwayne Harris and thank him for volunteering to do this important benefit to the community – we will publish his email – firstname.lastname@example.org End of Report.
Audit: No Report.
Security and Fire: Director David Campbell reported the following:
-Please do not tamper with the entry gate. Please do not tailgate. We are asking everyone to follow the rules. If a person damages the gate and we incur a cost for repair, we can follow up with an insurance claim like we have in the past. If someone intentionally tampers with the gate we have the option of filing criminal charges with the Sheriff’s department. Please do not force us to follow up with the criminal charges option.
-To save money and work within the limited budget we voted and approved to limit Security to warm weather months May through September.
-This summer Shepard responded to the following calls for service.
|Law enforcement response||3|
-We will meet with Shepard Security during our October meeting to negotiate a new contract.
-If you observe suspicious activity or a possible crime in progress, please call the Sherriff at 903-567-4133 or call 911. We encourage everyone to know your neighbors and help each other out.
-Gate card audit is in the final stages. The process started with 3500 cards and 1500 cards have been turned off. We strongly recommend that each property owner insure they follow the gate card policy. We apologize if a card has been turned off by accident. New transfer card forms are in the office.
-We have reviewed the records and believe we have identified some homes that are abusing their call box privileges. The property owners will be notified that they are losing their privileges if the abuse continues. End of Report.
Fish and Wildlife: Director Matt Palazzetti reported that the Committee began application of water proofing to the dock and it will be completed when weather allows. Special thanks to Greg Bolle, Dick Bolle, Mark Driver, Andy Lutz and Elain Giles for getting the work done. End of Report.
Sanitation: Mr. Palazzitti reported that the Sanitation Committee and all other Committees are reviewing budgets. However please note that there are no recommendations to change any services at this time.
The Sanitation Committee is currently coordinating with the Roads Committee to determine the best surface for the dumpster area. End of Report.
Nominating: No Report.
Resale: Ms. Harris reported that the Resale Shop volunteers were busy this past month in helping prepare for the Spaghetti Supper and Silent Auction but were still ready to open the Resale Shop last Saturday. The sale of Fall decorations and Christmas items resulted in a most prosperous day.
Reminder: Only TWO more shopping days at the Resale Shop
before Christmas, Saturday, November 3 and Saturday, December 1.
Decorations and gifts galore. Don’t miss either day. End of report.
Library: Mr. Smith stated that the committee met on 9-20-18 with the following in attendance.
- Sandy Mittelstet
- Kathy Petty
- Tilla Strickland
- Jennifer Wood
- Bobbie Groves
- Cynthia Holifield
- The decision was made to further reduce the non-fiction and Western sections of the library. Books were removed and taken to Half Priced Books. This provides room on the shelves for newer books and DVD’s.
- Art and Deb Rohde donated 600 DVD’s to the library. Thank them when you get a chance!
- In order to renew interest in our library, Jennifer Wood offered the suggestion of holding a book review with wine tasting event. Details and final decision regarding these events will be discussed further at the next monthly.
- The Library Committee will NOT meet in October. Our next meeting will be Thursday, November 15th at 9:00 a.m. End of Report.
Dam: Mr. Palazzetti reported that the Dam inspection typically takes place the morning of the Board meeting. The October inspection of the dam has been postponed due to weather.
Hickory Hills recently had elections and has formed a Lake Committee. Hickory Hills has requested a meeting with Callender Lake Dam Committee and FW Committee this Sunday at 2pm in our community center. Hickory Hills would like to see how we operate, see what kinds of projects we do and see if both sides can coordinate efforts. End of Report.
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 that the Finance Committee met on October 3rd. Subcommittees were created to accomplish the goals of the committee. The subcommittees created are Foreclosures, Monthly Payment of Dues (MFIPs), and Delinquent Dues Collections. End of Report.
- Nominations of new committee chairs.
- Palazzetti made a motion to nominate John Jones to the Fish & Wildlife Committee. It was seconded by Ms. Kirkes. Mr. Rowe asked for discussion. The motion passed unanimously.
- Cessation of Bulk Dumpster.
Mr. Rowe stated that this is a discussion point. We have problems with the bulk dumpster. What we are looking at are there ways to save time, energy, and money. Is it really that valuable to the community or is it more valuable to the outside to bring stuff in? Then we have to have Doug pack it down and remove items. We want to have community feed back to discuss this issue.
Mr. Palazzetti stated that one reason this came up is that when we resurface the dumpster area, what kind of damage does the bulk dumpster do to that area over time? There are concerns about that and we want the people’s input. We have to revisit the budget after the last vote and see where we stand.
Mr. Jenkins stated that one of the points that he had heard was the before the bulk dumpster appeared that people would dump things all around the community. Has the bulk dumpster help that?
Guest stated that one of the reasons that it was brought in was because they closed the burn pile area. You have to give people a place to put things or they will dump it around the area.
Guest asked where they place the bulk dumpster, can we not pave that area where they place bulk dumpster? Also, a reminder if you see someone bringing in items from the outside to please pick up the phone and call a member of the sanitation committee. There are a few residences on 2339 that is Callender Lake Property and allowed to use the dumpster.
Guest stated that if you want to get rid of the bulk dumpster take a ride over to the other side. They have the bulk dumpster once a year and they burn things in their bar ditches.
Guest stated that he liked the idea of not pave the bulk dumpster area.
Guest stated that we are looking at crushed millings or crushed rock. We are talking about concrete for the other dumpsters.
Guest stated that he has a roll off dumpster at his shop and it’s not going to tear up millings.
Guest stated that he is looking at this from a financial angle and we are looking at $6500 for that bulk dumpster. I would like the board to look at removing the dumpsters all together. That’s a savings of $30,000 a year.
Guest stated that he agreed with that and wondered why we had community dumpsters to begin with.
Guest stated that maybe we just cut security.
Guest stated that the number one thing we need to address is our roads. We will have to cut a big piece to get our roads fixed. It looks like they have already cut security for savings and we need to look elsewhere as well. If people want trash service they can contract their own.
Guest stated that the reason we have all the dumpsters that there isn’t a service that will pick up in Callender Lake. If someone wants to research if there is a company that will service our area and see if the community wants to pay for their own trash pick up and not dump it in areas around our community. Technically it is in their maintenance fees under the current budget. Now, you are telling them that they will have to pay additional money to take care of the trash.
Mr. Rowe stated that’s a good point because another big truck on our roads could do more damage.
Guest asked why the burn pile was gotten rid of? It was stated that the TCEQ stopped us because of the location, but more importantly was what they were putting on the burn pile. Hot water heaters and ammunition were put on the burn pile. TCEQ stated that it was an environmental hazard.
Guest stated that it was just a thought but have we looked at moving the bulk dumpster’s location to the baseball field less times a year.
Mr. Rowe stated that is why we wanted to put this out here has a question to see what our options are. The problems we have is that the community continues to overfill the dumpster and creates another set of problems every time.
Guest stated that he has seen on social media that we have security issues with the dumpsters. He also stated that he will be glad to research if there is a company out here that will service our area. He also stated that he doesn’t believe that the trash service is a guarantee in our current budget and hasn’t seen it in our by-laws anywhere. The budget can be adjusted to where the money is to be spent.
Mr. Swoverland stated that when you look at the existing budget and compare it to the prior year. The budget needs to be cleaner. You should really have two budgets, one is an operating budget and the other is a capitol budget. He also asked how many miles of roads we have? It was stated that we have 13 miles of roads. How much repair did we get for the $50,000? Not very much. Again, we need to look at a cleaner budget and see where we stand.
Guest asked if we had looked at other lake communities to see what they did for their trash service? Yes, we don’t have a report of that yet. He also stated that at the other place he lived he had to pay his dues and to pay for trash service separately.
Mr. Rowe stated that we are also looking at limited access and other options, because of the criminal element that has been reported. So, there is different ways to approach this.
Guest stated that she didn’t say we were guaranteed for the trash service, but it was in the current budget for that service. She also stated that we have about 78% of people that pay their dues and 28% that don’t. That means you will have about 28% that won’t take care of their trash.
Mr. Jenkins asked if there were places around that we can take our big items? We do in Brownsboro and Canton.
Guest asked if in lieu of a big dumpster asked if we can offer something else instead because at not everyone has a trailer? You need to offer a solution.
Guest stated that we use to have the big dumpster twice a year and now we have it six times a year. I don’t think that helps a lot, because we have the same complaints and problems.
Guest asked if we are paying $500 per time?
Guest stated that it was $600 per time. Essentially, we get the big dumpster 6 times a year for the price of 5.
Guest stated that the baseball field might be a good option for the big dumpster.
Guest stated that there is a fuel charge.
Ms. Harris stated that there is also a weight charge on top of the fuel charge and that is one of the reasons the budget doesn’t match up.
Guest stated that the baseball field holds water and the bulk dumpster will sink.
Guest stated that the current pad where it sits is not only good enough where it sits, but the wall around it keeps everything from blowing around the neighborhood.
Guest stated that if we don’t get the bulk dumpster people will just put things in the smaller dumpsters.
Guest stated that she does remember things being dumped in the back and the bulk dumpster seems to have curtailed that to some extent.
Mr. Rowe appreciates everyone’s input on the dumpster issue. Again, we aren’t making any decisions at this time and we just wanted to discuss it.
Mr. Rowe stated there was no old business.
QUESTIONS & ANNOUNCEMENTS
Guest asked for clarification on something Mr. Campbell said about the deceased persons cards are being turned off. My husband is deceased, does that mean my card isn’t going to work? No ma’am your name is on the account as well and should be fine. The problem we are having is that there are cards issued to deceased persons and they have been given to other people.
Guest asked if funded committees are legally allowed to do fundraising also? We weren’t aware of any other committees doing fundraisers.
Guest asked if there has been any discussion of doing an assessment? He has researched our bylaws and there isn’t anything in there that he has found that prohibits us from doing an assessment. He also stated that there is state law that allows a board to issue an assessment for capitol expenditures. Yes, the board does have the authority to do that, but we haven’t looked at doing that at all. It is a very political thing and we don’t want to have to issue and assessment.
Guest stated that we need major road repair that will cost millions and the board has the authority to issue a special assessment. Yes, we can do it and we don’t take that lightly. Again, we haven’t even looked into that at this time.
Guest asked who is the right person to ask to amending the requirements of people being able to serve on a committee? The reason I ask this is we have some great payers that pay everything on time and they pay 100%. However, we have those that are on committees that if there is rain within 100 miles they don’t want to do anything. We have some great committee members but we need more that we can’t get on them on the committee.
Ms. Kirkes asked why can’t we get them on the committee if they are paying? If they are current on everything why can’t they be on a committee?
Mr. Jenkins stated that if they are current on everything then they can be on a committee. All they have to do is contact the committee chair and ask to be put on that committee. If they meet the criteria they can serve on the committee. We as a board are constantly approving new committee members.
Guest stated that you won’t get the assessment from the 28% of the people that don’t pay anyway and from those that have trouble paying their dues. You will also have people like me that just won’t pay the assessment because they don’t feel like they should have to pay anything.
Guest asked one of the most knowledgeable people out here to see if we had helicopter services for medical emergencies. He asked Sara Kessler and she didn’t know. He did find out we do have that service available from PHI Air Medical. The cost would be $100 per year, per household without medical insurance and $50 per year, per household with medical insurance. If you need this service without the membership it could potentially cost $22k to $30k. I talked to this guy and if you could get a group he would give us a discount. Mr. Rowe stated that he would like to get this in a separate Lake Lines blast. You could get this put together as a private citizen and not a board sanctioned event.
Guest stated that we used to have ambulance service out here that you could get a yearly membership as well.
Guest stated that Cynthia Holyfield has done a tremendous job organizing the library. Cynthia is a force to be reckoned with along with Debra Abbuhl. We need to thank these ladies.
Guest stated that this if for security, on FM 2339 there is a 4ft path that leads from the road back to the boat storage that isn’t blocked off. Did you know about that? Yes, we did.
Guest stated that he is collecting supplies to fix this area and he has already gotten quite a bit of supplies for this.
Guest asked how many feet of chain link are you needing?
Guest stated that we are needing about 215 feet.
There being no further business before the Board, Ms. Monroe made a motion to adjourn. The motion was seconded by Ms. Kirkes, voted on unanimously, and the meeting was adjourned at 1:56p.m.