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POA Board Meeting
September 27, 2018 @ 7:00 pm - 9:00 pm
PROPERTY OWNERS ASSOCIATION OF HILLTOP LAKES, INC.
BOARD OF DIRECTORS’ MEETING
September 27, 2018
OPEN MEETING @ 7:00 P.M.-COMMUNITY CENTER
PRESENT: Rocky Walker, Melody Vidaurri, Rene Castilla, Dene Huettel, Ron Ryder, Floyd Garrison, Joe Bledsoe, Ray Vogt, Dee Kirk, Connie Saxton
- CALL TO ORDER-OPEN SESSION by President Walker at 7 p.m.
PLEDGE OF ALLEGIANCE
III. APPROVAL OF AGENDA-Director Castilla motioned for approval of Agenda; Director
Bledsoe seconded. Vote was unanimous.
- APPROVAL OF MINUTES for August 23, 2018-Director Castilla motioned to approve the
Minutes as presented; Director Ryder seconded the motion. Vote was unanimous.
- MEMBERS TO BE HEARD:
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
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.
- NEW BUSINESS
- 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.
- 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.
- 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.
- DISCUSSION – Roads-We don’t have funds to put oil/sand over gravel roads.
- TREASURER’S REPORT-Treasurer Castilla introduced Chris Burleson as the
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?
- PRESIDENT’S REPORT-President Walker reported:
- Changes in staff – Travis Higginbotham with Apache Security
Missy Hodges-Activities Coordinator
Chris Burleson-Accounting Manager
- Meet & Greet – Friday, September 28th, at 7 p.m. in the Tonkawa Room.
- Citizen of the Year submissions are due tomorrow.
- Annual Fly-In is September 29th.
- Reminder no wood allowed in Burn Pile-only brush.
- New roofs were scheduled last Monday; weather postponed that.
Grandchamp Roofing is doing Villa 29/30 at no charge!
- Rooms redone are beautiful. Volunteers did an excellent job!
Vice-President Vidaurri motioned to adjourn; Treasurer Castilla seconded the motion.
Meeting was adjourned.
Approved by: Date: