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POA Board Meeting

September 27, 2018 @ 7:00 pm - 9:00 pm



September 27, 2018





PRESENT:  Rocky Walker, Melody Vidaurri, Rene Castilla, Dene Huettel, Ron Ryder, Floyd Garrison, Joe Bledsoe, Ray Vogt, Dee Kirk, Connie Saxton


  1. CALL TO ORDER-OPEN SESSION by President Walker at 7 p.m.



III.        APPROVAL OF AGENDA-Director Castilla motioned for approval of Agenda; Director

Bledsoe seconded.   Vote was unanimous.


  1. APPROVAL OF MINUTES for August 23, 2018-Director Castilla motioned to approve the

Minutes as presented; Director Ryder seconded the motion.  Vote was unanimous.



David Gray:  How much has been spent in legal fees for 2018?  Answer $2,500

Joyce Perkins:  Volunteer Fire Department Golf Tournament is October 13th-$45 per

person (includes lunch).  They are looking for sponsorships/donations, door prizes, etc.

Please contact Kari Hodges or Janey Shannon.   Joyce also announced Troupe Over the

Hill will be doing a 70’s and 80’s themed musical October 19, 20th, and 21st.   Shows are

at 7 p.m. except for October 21st which will be at 3 p.m.

Steve Brodine:   Phone system is not working at the Welcome Center; he tried to call

several times.

John Faulk:  Stated Rolling Hills Beautification Fund still has a balance (funds are being

held to pay for memorial plaques).

Sandy Brodine:  Restaurant had dirty dishes left in sink.   Vice President Vidaurri

stated cameras are now up to monitor.



  2. DISCUSSION & POSSIBLE ACTION -Auditor’s Report-President Walker introduced

Woody Thompson, our auditor, with Thompson, Derrick & Craig.   Mr. Thompson

Stated, as in the past, there were no major issues.    The only issue which is an

opinion we have every year is every homeowners association is required to

present information on future major repairs and replacements which we don’t

have.   All the HOA’s we have audited through the years have never had one.   No

material weaknesses as well.    Liabilities are down $76,000 due to depreciation.

Slight increase in income; almost identical in expenses difference being in legal

fees.    Total income was $2,757,000; cash was $958,000 on hand.   Page 9 shows

$300,000 in reserve for replacement.  Director Garrison motioned to accept the

auditor’s report as given; Director Castilla seconded.  Vote was unanimous.

  1. DISCUSSION – Q & A with Travis Higginbotham (Apache Security):  Mr. Travis

Higginbotham is the head of Apache Security.  Hilltop now has a contract with

them  to provide security.   They have scanning devices which will generate daily

reports.     Security coverage will be 3 p.m.-7 a.m. Monday – Wednesday and

Thursday-Sunday will be 24 hour coverage.    Security personnel observe,

document and report.

  1. DISCUSSION – Nominating/Elections Committee Ballot Information-Director

Vidaurri stated any property owner wanting to vote in person to show up on

November 6 and vote.   If you want to vote by mail, you must request a ballot and

mail to:   P. O. Box 1628, Hilltop Lakes, TX 77871.  Ballots will be mailed out

October 1 and 2.   Voting will be on a Scantron card and automatically counted at

7 p.m.   Vice-President Vidaurri predicts more than 600 votes.

  1. DISCUSSION – Roads-We don’t have funds to put oil/sand over gravel roads.



  1. TREASURER’S REPORT-Treasurer Castilla introduced Chris Burleson as the

Accounting Manager.

Treasurer Castilla made a motion to adopt resolution to allow lump-sum cash out

of the 401K retirement plan of a terminated participant with vested balances of

under $1,000.  A notice in the form of a letter citing the lump sum cash out

provision will be sent to the individual no longer employed.   If the terminated

retirement plan participant does not respond within 30 days, cash out of the

account will be initiated with a trustee signature and a check will be mailed, less

20% federal tax withholding.   Director Ryder seconded his motion and all voted in

favor except Director Garrison who opposed.


Treasurer Castilla motioned to approve Wells Fargo Securities Corporate

Resolution authorizing Chris Burleson and Laurence “Rocky” Walker to move funds

in our accounts acting on our behalf.    Director Vidaurri seconded the motion.

Directors Walker, Vidaurri, Ryder, Castilla, Huettel, and Bledsoe voted for;

Directors Kirk, Garrison and Vogt voted no.   Motion passed.


We have done the reports in year-to-date format, not monthly.  Income is from

January 1st thru July 31st was $1,480,218; expenses of $1,343,570 with net of

operating revenue of $136,648.   Margin between income and expenses is small-

how are we going to address that gap?


  1. PRESIDENT’S REPORT-President Walker reported:
  2. Changes in staff – Travis Higginbotham with Apache Security

Missy Hodges-Activities Coordinator

Chris Burleson-Accounting Manager

  1. Meet & Greet – Friday, September 28th, at 7 p.m. in the Tonkawa Room.
  2. Citizen of the Year submissions are due tomorrow.
  3. Annual Fly-In is September 29th.
  4. Reminder no wood allowed in Burn Pile-only brush.
  5. New roofs were scheduled last Monday; weather postponed that.


Grandchamp Roofing is doing Villa 29/30 at no charge!

  1. Rooms redone are beautiful. Volunteers did an excellent job!



Vice-President Vidaurri motioned to adjourn; Treasurer Castilla seconded the motion.

Meeting was adjourned.




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Approved by:                                                                                                 Date:


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September 27, 2018
7:00 pm - 9:00 pm