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BOARD OF DIRECTORS’ MEETING October 25, 2018
October 25, 2018 @ 8:00 am - 5:00 pm
PROPERTY OWNERS ASSOCIATION OF HILLTOP LAKES, INC.
BOARD OF DIRECTORS’ MEETING
October 25, 2018
OPEN MEETING @ 6:00 P.M. – Tonkawa Room
EXECUTIVE SESSION @ 6:01 P.M. – Tonkawa Room
OPEN MEETING @ 7:00 P.M. – Tonkawa Room
Present were Rocky Walker, Melody Vidaurri, Rene Castilla, Dene Huettel, Ray Vogt, Ron Ryder, Floyd Garrison, Joe Bledsoe, Dee Kirk and Connie Saxton.
- CALL TO ORDER-OPEN SESSION-By President Walker at 6 p.m.
- ADJOURN TO EXECUTIVE SESSION (CLOSED) – The Board will reconvene in
Executive Session as authorized under Section 209.0051, Open Board Meeting,
Subsection (C) to discuss:
- Legal: Restaurant Contract
- Legal: Backhoe Contract
- Legal: Insurance Contract
- Citizen of the Year
III. RECONVENE TO OPEN SESSION @ 7 P.M.
- INVOCATION-Given by President Walker
PLEDGE OF ALLEGIANCE
- APPROVAL OF AGENDA-Director Castilla motioned to approve the Agenda as
presented; Director Garrison seconded the motion and vote was unanimous.
- APPROVAL OF MINUTES for September 4th, 20th, 27th, and October 5, 2018-Correction
on September 27th minutes under (D) New Business (XI) needs to say “we don’t have
funds to put oil sand on the gravel roads”. Director Ryder motioned for approval of
minutes as corrected; Director Bledsoe seconded. Vote was unanimous.
VII. SUMMARIZE EXECUTIVE SESSION-President Walker reported Restaurateur came in; all
questions were asked. We had changes made to a $600 deposit, and $600 rent with
first 3 months free. He will pay for his own propane and dumpster. We discussed
backhoe contract which we have been leasing @ $1800 month. We are looking to buy
a used one for $20,000 which has several issues costing us more in the long run; also
looking at new one with 0% interest plan. Also the health insurance for Hilltop Lakes
is due December 1. Someone recalls voting last year to not pay any higher costs.
That will be researched and we will revisit that at a later date. Citizen of the Year was
voted on. There was also a discussion re the Lakes about doing the bulkhead and
upgrade in sections. A budget meeting is set up for Tuesday and we will go from
there to see what kind of monies we have to take care of that.
VIII. MEMBERS TO BE HEARD
Nash Murray: When can we expect an executed contract?
John Faulk: November 10th is our annual property owners’ meeting. It is very
important. This is the members’ meeting; we have to have 150 for a quorum. We can
make recommendations from the members to the Board of what we want to see
happen in 2019. Also the night of November 10th, the Kickapoo Club is going to have
live music, Sweet Mama Cotton, a blues keyboard singer, who will be performing.
- OLD BUSINESS
- DISCUSSION & POSSIBLE ACTION – Restaurant Contract-Vice-President Vidaurri
motioned to accept the contract with changes that we have already discussed.
Director Bledsoe seconded the motion. Vote was unanimous.
- DISCUSSION & POSSIBLE ACTION-Purchase of Backhoe- President Walker
announced we are not going to act on this tonight; we will be getting more bids in.
- DISCUSSION & POSSIBLE ACTION-Uniform Contract-President Walker stated this
was not discussed in the close session due to time plus the uniform company did
not call him back so there is not enough information to make a decision.
- DISCUSSION & POSSIBLE ACTION-Employee Insurance Approval-As stated above,
the recommendations from previous boards are to be researched.
- TREASURER’S REPORT-Treasurer Castilla wanted to apologize to audience and to
the Board as he comes to the end of tenue; he and Chris have been working on
ways to prepare the financials. Bank reconciliations have been done on Excel
Spreadsheets in the past and they are trying to reconcile now on Jenark System
(i.e., trying to computerize). He apologized for not having the financials done but
all this will be cleared up in two weeks. They are trying to put together year end
budget for 2018 and a budget for 2019. Budget committee meeting is 10/30. He
wants to hand over a nice clean slate as he hands over the reins to the next
treasurer of 2019. YTD Income is $1,517,560, expenses $1,305,359 netting
$167,200. Margin is still too thin.
- PRESIDENT’S REPORT-President Walker reported:
- Thank you volunteers for doing rooms at hotel. We have had a lot of
compliments. More rooms are still available if anyone wants to redo one.
- Accomplishments of POA list has been passed out; none of the
accomplishments could have been done without a committee member
leading the group or a board member involved. VOLUNTEERS ARE GREAT
- Remember to vote on November 6th. We will be open 7 a.m.-7 p.m. Four
hundred thirty (430) ballots have been mailed out. You can vote in person
- Craft fair is November 3rd in the Tonkawa Room. It is amazing the talent
our property owners have. We saw that in the work of the volunteers this
- Annual members’ meeting is November 10th in the Community Center;
- Fish fry at the Community Center is this Saturday for St. Thomas More.
- Meet and Greet will be Saturday at 10 a.m.
Mike Gould was introduced as the Restauranteur of the Overlook Restaurant. He gave
some background on himself. The restaurant will have a fresh look; a chef has been
hired. His website is www.overlookeats.com. His email address is:
firstname.lastname@example.org. He will be open seven (7) days a week. Every Sunday,
there will be a brunch.
Director Garrison motioned to adjourn; Vice President Vidaurri motioned second.
Meeting was adjourned by President Walker.
Approved by: Date:
Prepared by: Date: