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POA Board Meeting

October 24, 2019 @ 7:00 pm - 9:00 pm




October 24, 2019

OPEN MEETING @ 6:00 P.M. – Tonkawa Room

EXECUTIVE MEETING @ 6:01 P.M. – Tonkawa Room

OPEN MEETING @ 7:00 P.M. – Tonkawa Room



Present:  Rocky Walker, Mike Sizemore, Melody Vidaurri, Floyd Garrison, Dene Huettel, Dee Kirk, John Lagravier, Steve Brodine and Connie Saxton


  1. CALL TO ORDER-OPEN SESSION by President Walker


  1. 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:

  1. Contract: Sprinkler System
  2. Contract: Employee Health Insurance Renewal


III.           RECONVENE TO OPEN SESSION by President Walker


  1. INVOCATION by President Walker



  1. APPROVAL OF AGENDA was motioned by Vice-President Sizemore; seconded by

Treasurer Lagravier and vote was unanimous.


  1. APPROVAL OF MINUTES for September 26, October 4 & 10, 2019-Secretary Vidaurri motioned

to accept the minutes as written; Vice-President Sizemore seconded.   Vote was unanimous.


VII.         SUMMARIZE EXECUTIVE SESSION-President Walker summarized we are having issues with the

sprinkler system on the golf course and updating the computer side of it.    It is roughly twenty

(20) years old and needs to be updated.    Our employee health insurance renewal, we will

vote on a little later but there was no increase in premium.


VIII.        SPEAKER-Michelle Prentice and Ty White are project developers at ConnectGen.

ConnectGen is a renewable energy company based in Houston, here developing solar farms.

They are developing a project west of here between Hilltop and the river, leasing the

land to develop a large energy scale base; about 175-200 employees to be hired during

construction.   After construction, there will be less than 10 fulltime technicians to maintain it.

Once the facility is in place, it will operate for up to 35 years.   The lease may be extended

after that and/or technology could change.



Roy Woods:  Questions on late maintenance fee collections

Ella Bishir:  Do we have money for marketing?

Eric Aaron:  Why are we waiting for the swings to be painted?

Cary Anders:  Bringing people to buy homes is our business; we have so much out here.

Ken Kunz:  He believes election process is good.

Joyce Perkins-Troupe Over the Hill is 10 years old-hosting a free concert 11/10 here to

celebrate.    Thanked the Arts Council of Brazos Valley.   Troupe is doing advertising for Hilltop


Jack Miller:    He agrees advertising the good of Hilltop but, Facebook, is trash.   Keep it clean

and positive.


  2. DISCUSSION & POSSIBLE ACTION-Maintainer Repair-Secretary Vidaurri proposed to borrow

money from CD to repair maintainer.   Treasurer Lagravier seconded.   After some

discussion, Secretary Vidaurri amended her motion to table this for next meeting when we

discuss the sprinkler system as well within next two (2) weeks.  Vice-President Sizemore

seconded.   Vote was unanimous.

  1. DISCUSSION & POSSIBLE ACTION-Teen Center Hours-Vice-President Sizemore motioned to

pass the proposed schedule for the Teen Center for fall 2019; Director Huettel seconded

the motion and vote was unanimous.

  1. DISCUSSION & POSSIBLE ACTION-Food Vending for Hotel Customers-Secretary Vidaurri

moved to purchase freezer from Home Depot, put in Welcome Center with pre-packaged

food, and keep it stocked.    Director Garrison seconded the motion and vote was


  1. DISCUSSION ONLY-Update on Grease Trap-Secretary Vidaurri reported site plan is going to

cost over $80,000; an official site plan needs to be approved by Robbie Robinson, then we

can put out the plan for bids.

  1. DISCUSSION ONLY-Update on Playground-will be opened as soon as possible.
  2. DISCUSSION ONLY-Update on Dam Repair-Vice-President Sizemore stated dam on Lake

Tonkawa is going to be fixed.  Limestone Contractors will put bulkhead in front of the old

one-no imminent failure.   Hopefully we will get the contract signed in a week or so.

  1. DISCUSSION ONLY-Update on Roof Repair (Teen Center and Post Office)-Both roof

replacements are done.

  1. DISCUSSION & POSSIBLE ACTION-Employee Health Insurance Renewal -Vice-President

Sizemore motioned to accept the employee health insurance with no increase; Director

Brodine seconded.   Vote was unanimous.



  2. DISCUSSION ONLY-2020 Budget (Draft)-We only have a draft.  Chris Burleson would like to

present  a 10-year capital budget at the annual meeting.



  1. TREASURER’S REPORT-Income statements are on the table.   The Accounting Department

will be providing a balance sheet produced out of the accounting software by the end of

the year.   Statement of cash flow will be provided also by the end of the year.

  1. MAINTENANCE REPORT-Secretary Vidaurri reported 60 work orders and all have been

corrected other than roads.

  1. UPDATE ON WEBSITE-Robert Karnes will be here tomorrow to set up the credit card

process on line for hotel reservations.

  1. UPDATE ON NOMINATING ELECTIONS-Last day to request a ballot will be October 25, 2019.

Walk-in voting is November 5th from 7 a.m. until 7 p.m.

  1. PRESIDENT’S REPORT-President Walker reported:

1)  Haunted Arena hosted by the Equine Club this weekend,

2)  Thanked the Board,

3)  Thanked the volunteers.



Secretary Vidaurri motioned to adjourn; Vice-President Sizemore seconded.  Meeting was




___________________________________________________________                               ___________________

Approved by:                                                                                                                                     Date:


__________________________________________________________                 ___________________


October 24, 2019
7:00 pm - 9:00 pm


Tonkawa Room
1 Hilltop Lodge Dr
Hilltop Lakes, TX 77871 United States
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