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TWENTY-FIRST ANNUAL MEETING OF MEMBERS SATURDAY, NOVEMBER 10, 2018
November 10, 2018 @ 8:00 am - 5:00 pm
PROPERTY OWNERS’ ASSOCIATION OF HILLTOP LAKES, INC.
TWENTY-FIRST ANNUAL MEETING OF MEMBERS
SATURDAY, NOVEMBER 10, 2018
10:00 A.M. – COMMUNITY CENTER
Present: Rocky Walker, Melody Vidaurri, Rene Castilla, Dee Kirk, Dene Huettel, Floyd Garrison, Ron Ryder, and Connie Saxton.
Absent: Ray Vogt and Joe Bledsoe
I. Call to Order – President Walker
II. Invocation – Given by President Walker
III. Welcome to Members and Guests – President Walker asked the Treasurer (the
Board does not have a Secretary at this time) if we had a quorum of members.
Treasurer Castilla replied, “We do not.” President Walker thanked everyone for
coming out. President Walker stated Jim Thornton, President of the Hilltop Lakes
Water Supply Board, had an announcement to make. Mr. Thornton said at the
last “Meet the Candidate” meeting, Joe Bledsoe stated the POA board had financial
responsibility to the water company for any additions. He was right and
is owed an apology. The POA Board is responsible for the financial expansion to
the existing water company. This happened when the POA bought from the
developer. He then read a letter “In a board meeting held on Tuesday, April 17,
2007, Director Radar stated that there was $537,000 that the developer had
approval from the IRS to defer his taxes on. This carries over to the POA. This
money can only be used toward expansion of the water system. As the water board
expands the system, reimbursement will be made to the water board and the
indebtedness reduced.” POA only reimburses for water expansion additions; the
water department has spent over $300,000 in the last 2-3 years refurbishing this
water company. We are still refurbishing; we just bought 4,000’ of pipe to replace
existing pipe. That is water department’s responsibility. Water system, as it is
now, will handle about 850 homes. If Hilltop develops as we hope it does, we will
have a lot of financial responsibility. To drill nine more wells to add another 600-
700 new homes, it will cost over a million dollars, not counting storage tanks, lines,
etc. As of today, the POA has reimbursed us $39,371.75 so POA is still indebted to
the water company for $497.628.25. If anyone wants a copy, please go to the Water
IV. Presentation of Minutes – November 11, 2017 – Twentieth Annual Meeting – President Walker stated copies are available if anyone wants to read.
V. Report on 2017 Audit of Books and Records-Treasurer Castilla reported we got clean audits from Thompson, Derrick & Craig; ending with no material weaknesses. Basis of accounting for the association on an accrual basis-income is recognized when earned and expenses are recorded when occurred. Lease of golf carts ran out this year. On 401K retirement plan for our employees, Hilltop contributed $5,085 for the year 2017. Equipment that was purchased in 2016 was a tractor (financed at 0%, payments are $910 for four (4) years) and will be paid off in 2021. Copy of the audit is available at the Welcome Center.
VI. Reports from Directors, Officers and Committees:
- Architectural Control Committee-Treasurer Castilla thanked the
members of the committee –Kari Hodges, Don Huettel, Curtiss Donahoe,
Floyd Garrison, and Melody Vidaurri. In 2017, we had 71 permits
issued. Most popular permit was lot clearing. Three homes were
permitted in 2018 and 2017; seven (7) new homes in 2016.
- Golf Course Report-None
- Airport Report- Director Kirk reported they are focusing on keeping the
taxiway clear, yaupon growth down. Some things they want board to
look at in a five-year plan is the repairs to the runway (is forming cracks-
needs to be resealed, resurfaced).
- Lakes Report-Director Ryder says lakes are going to be a big expense in
the future. Right now they are in great shape. The dams are a problem-
don’t meet the state minimum safety requirements for high hazard dams.
We have passed every test possible to show that they are in good shape,
they will pass; we just don’t have the money to do the test to prove all
that. It costs about $5,000 per dam. Dee Kirk has spent a lot of time
negotiating with TCEQ pointing out that our dams just withstood a 200-
year event. They agreed and gave us more time to spend the money on
actual repairs rather than trying to prove the dams will withstand a 100-
year event. The bulkhead is washing out at Lake Tonkawa. We have to
replace that entire bulkhead. We will have to hire an engineer to do a
study before any repairs. They will tell us which way to repair. TCEQ
was here for two (2) days, November 5th & 6th, inspecting the dams and
stated our dams are as good as any they have seen anywhere in the state
of Texas that were privately owned. We just have to keep cutting brush,
keep the critters off, etc., and maintenance has done a great job on that.
- Security-Apache-Vice-President Vidaurri stated Apache has been on the
job forty-one (41) days. She introduced Officer Wayne Hawkins.
Vandalism has been reduced. 911 has been called twice where Apache
showed up and Leon County did not. Apache has responded to two
different storms. They do house checks. They have identified a lot of
safety issues. Apache locks and secures all of Hilltop’s buildings.
Upcoming: Working with Dee Kirk on lake rules, procedures, policies,
etc. Apache will be checking for stickers on boats and property owner
cards. In the Apache reports, six (6) children were driving golf carts; we
are proposing to send letters to parents.
VII. Reports from:
- Equine Club-Director Kirk reported twenty-one (21) horses. Someone is
interested in starting up Play Days and Practice Days, geared toward
youth. Fees will be collected for using arena and play days. Money will
be used to improve the stables’ area.
We do have issues with the outside lights and will need to be repaired.
We have had a lot of improvements this year-thanks to Bill Johnson and
David Hodges who gave their time. They rebuilt the wash racks,
reattached the tin to the building , etc. We do have more work projects.
- Volunteer Fire Department/EMS-Bill Bilsing-Fire Department averaged
two (2) calls a month. We did everything to lift assists, traffic control,
extraction from a car wreck, getting a child out of a locked car, house
fire, etc. We instituted training with three (3) neighboring (North Zulch,
Normangee, and Flynn) fire departments. Fund-raising is continual;
just short of money. We need you to support us; we need firefighters.
Traci Ratliff-EMS-EMS also has mutual aid with Jewett; we all have to
work together. Fire Department and EMS started out with volunteers.
We don’t always have a paramedic on duty but we are covered 24/7. In
2017, we had 148 calls. As of November 9, 2018, we have already had
172 calls. We did 88 transports; we do use the helicopter more. If you
don’t have AirVac and PHI helicopter insurance, please get it.
We do need money; we appreciate every single person donating. Easy
way of donating is through the Water Department. Projected budget for
2018 is $390,000; by end of August, we had used $245,000. Annual
meeting is in January, the third Saturday.
- S.W. Leon County ESD #2-Ruth Hime, President of ESD #2 reported
downward spiral for last few years of tax income to ESD #2 but this year,
there has been a small increase of $10,000. At the end of 2017-2018
fiscal year, current assets totaled $316,272 which includes $66,844 in
accounts receivable (uncollected property tax). This leaves $249,000 in
cash to operate. In 2019, our net taxable value from Leon County Tax
Appraisal District is $217,000,000 which the ESD should receive
$217,000. Rate is set by state law. We elected to fund the Fire
Department in the amount of $215,000 which means we will be
reducing our reserve by $21,000. The $215,000 does not cover their
annual payroll, plus cost of administration, supplies, fuel, etc. We ask
the community to get behind the fire department with your support.
Meetings are the third Tuesday of each month at the new fire station at 7
VIII. Report from President-President Walker-Thanked Chris Moss from the Normangee
Star. Thanked everyone for coming. Everyone has talked about money
here/there-we could raise the dues to $150 per person in this room and we might
break about even. It shows everyone needs money. Just remember, the new board
coming in is going to have some hard decisions to make-expenses versus income
running about 1 1/2% which isn’t enough. There will be some discussions this next
year about raising the maintenance fees or a one-time assessment fee. POA needs
He thanked Dee Kirk and Ron Ryder for their outstanding work on the dams – a lot
of work has been done. Volunteers have helped with equine and airport. Thanked
Melody Vidaurri for all her help and getting volunteers together. Thanked all the
board members for their help. Also thanked the Nominating/Elections Committee
(members stood up).
- Report on Finances & the 2018 Budget-Treasurer Castilla stated this is his final
report and will be year-to-date financial summary from January 1, 2018 –October
31, 2018. Revenue generated was $2,100,000; expenses $1,877,000 netting $223,000.
Capital outlays is $107,000: Roof for the community center, post office extension
(thanked Bill Johnson for all his work not only on the post office extension but
everywhere), $54,000 for roof on lodge, $5,000 on roof for a villa. Margin between
income and expense is too narrow. Finance committee will have last meeting
Tuesday. They are finalizing the 2019 budget for the new board to adopt in
January. Thanked Tiffani McKinney, Dene Huettel, and Janice Hall.
- Recognition of Outgoing Directors-President Walker recognized and gave each a
plaque: Rene Castilla, Joe Bledsoe and Ray Vogt.
- Recognition of Directors for December 2018 – December 2021-President Walker
introduced Mike Sizemore, Steve Brodine, and John Lagravier as new board
XII. Recognition of 2018 Nominating Committee-President Walker recognized Nancy
Kiely, Beth Millett, Ann Falconer, David Hodges and Chair Melody Vidaurri.
XIII. Presentation of Citizen of the Year 2018 Award-President Walker was pleased to
announce two (2) Citizens of the Year-Judy Martindale and Bill Johnson.
XIV. 2019 Annual Meeting will be conducted on November 9, 2019, at 10:00 a.m.
- Member Comments to the Board
John Faulk: State law mandates that you shall have annual meeting. Putting you
on notice to call in sixty (60) days an annual meeting and reduce the number of
people required for a quorum. If you don’t do it on the sixty-first day or so, I will
file with Leon County. I appreciate that I finally got a voter’s list. Why is it by
section, alphabetized, etc.?
Ron Treat: Invited veterans to the Lions Club meeting on Thursday, at 6:30 p.m.
Myron Chidester: President of Wildlife Committee-So far, they have taken 90 hogs
off the hill since January.
Director Garrison motioned to adjourn; Director Vidaurri seconded. Meeting was
adjourned at 11:55 a.m.
Approved by: Date:
Prepared by: Date: