20150902 board meeting minutes - cimarron country...
TRANSCRIPT
Cimarron Country Property Owner’s Association
Board of Director’s Meeting Minutes
Page 1 of 4
Meeting Date: September 2, 2015
Meeting Time: 7:00 PM
Meeting Place: Starbucks
6643 Farm to Market Rd 1488, Magnolia, TX 77354
Meeting Type: Texas Property Code 209.0051(h) Meeting
General Subject: To address and transact the business pertaining to the Cimarron Country
Property Owner’s Association
Directors Present: Jay Frederick, Julie Rinker, Scott Shelburne, Cindy Burks
Directors Absent: George Drewry
Others Present: None
Submitted by: Scott Shelburne, Secretary, CCPOA Board Member
Meeting Minutes:
Call to Order – by Mr. Frederick at approximately 7:11 PM.
Roll Call – Board members present for an 80% quorum of the Board members.
Proof of Notice of Meeting – None required.
Unfinished Business
The revised Board Meeting Minutes from November 2014 by Sandra Watson (previous President
of the CCPOA).
o The Meeting Minutes were reviewed by the Board members and noted the following
issues:
The “revised” Meeting Minutes are substantially different in format and
content.
Motion is made to reject the “revised” November 2014 Meeting Minutes
submitted by Sandra Watson by Mr. Frederick. Motion seconded by Mrs. Rinker.
Passed by Board members.
Reports of Officers
George Drewry, Deed Restrictions via email submitted on September 02, 2015
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o The Board members present discussed the items in the email.
o Lot 344 – More discussion needs to take place concerning large vehicles driving through
the neighborhood, specifically on Deer Lodge Road and Cimarron Way. Other members
are concerned that a business is being run out of the home and do not feel safe with
these large trucks driving the roads on a regular basis.
o Lot 212 – Complaints have been received about multiple items being parked on the side
of the house fronting Roundup Road. These items are behind the front line of the house;
therefore, the items meet the deed restrictions. Case closed.
o The Board has also received reports of loose dogs chasing residents in the area of
Roundup and De Soto. This is being investigated. It is also proposed that we have more
discussion on this topic.
o Members also discussed the need for more structure around finding Deed Restrictions
by the Board members.
o Propose writing a Policy for identification and Legal Procedure.
Jay Frederick, President
o In Continuation of the thought process from the April 16, 2015 meeting concerning the
Policies & Procedures that have been recorded in the Montgomery County Real Estate
Records, Mr. Frederick suggested that the Board review and decide whether to rescind
the remaining Policies & Procedures. All Board members agreed.
o RECOMMEND creating a CCPOA Policies & Procedure Manual to be kept by the POA
Secretary to ensure that business is performed using good business acumen but that is
moldable to the way any current Board would like to operate.
o Unauthorized Bookkeeping Charges
Mrs. Rinker made motion to KEEP. Mr. Shelburne seconded that motion. Passed
by Board members.
o Collection and Refund of Homebuilding Fees
Mr. Frederick made motion to RESCIND. Mrs. Burks seconded that motion.
Passed by Board members.
o Fees for Additional Construction on Lots
Mr. Frederick made motion to RESCIND. Mrs. Rinker seconded that motion.
Passed by Board members.
o Monthly Financial Statements
Mrs. Rinker made motion to RESCIND. Mr. Frederick seconded that motion.
Passed by Board members.
o Alternative Payment Schedule
Mr. Frederick made motion to KEEP. Mrs. Burks seconded that motion. Passed
by Board members.
o Timeline for Mailing Statements to Lot Owners
Mr. Frederick made motion to RESCIND. Mr. Shelburne seconded that motion.
Passed by Board members.
o Resale Certificates, Transfer of Title & Refinancing Charges
Mr. Frederick made motion to KEEP. Mrs. Burks seconded that motion. Passed
by Board members.
o Setting Annual Maintenance Fees
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Mr. Frederick made motion to RESCIND. Mrs. Burks seconded that motion.
Passed by Board members.
o Application of Money Received for Maintenance Fees
Mr. Frederick made motion to KEEP. Mrs. Burks seconded that motion. Passed
by Board members.
o Deed Restriction Violations – Enforcement
Mr. Frederick made motion to RESCIND. Mr. Shelburne seconded that motion.
Passed by Board members.
o Deed Restriction Violations – Board Decisions
Mr. Frederick made motion to RESCIND. Mrs. Rinker seconded that motion.
Passed by Board members.
o Records Retention, Inspection and Production
Mr. Frederick made motion to KEEP. Mrs. Burks seconded that motion. Passed
by Board members.
o Signs Displayed on Lots
Mr. Frederick made motion to RESCIND. Mrs. Rinker seconded that motion.
Passed by Board members.
o Street Light Request Policy
Mr. Frederick made motion to RESCIND. Mrs. Rinker seconded that motion.
Passed by Board members.
o Services Offered by Residents
Mr. Frederick made motion to RESCIND. Mrs. Rinker seconded that motion.
Passed by Board members.
o Mr. Frederick discussed an item on the financial report concerning the Cimarron
Country monument sign being noted as an asset. The following discussion was made:
Fixed Assets: also known as tangible assets or property, plant, and equipment
(PP&E), is a term used in accounting for assets and property that cannot easily
be converted into cash. This can be compared with current assets such as cash
or bank accounts, which are described as liquid assets.
There are a couple of problems and/or distinction that must be qualified: (1) the
monument sign cannot be moved or sold as it was placed in the Montgomery
County right‐of‐way and can be removed at any time, (2) one is not able to
relocate this asset and re‐use it, and (3) is not technically owned by the POA
once it is placed in public right‐of‐way.
Motion is made to zero this asset line item based upon the fact that it does not
meet the criteria to be an asset. Mr. Frederick made motion to zero the line
item. Board voted to zero line items and this change is pending approval of legal
and accounting advice on the matter.
Cindy Burks, Director
o CERT
Ms. Burks provided an explanation of what CERT is and what the Cimarron
Country emergency supplies are for.
Julian Hawthorne will begin purchasing supplies and equipment.
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All Cimarron Country emergency supplies will be kept in the CCPOA storage unit
for now as it has 24‐hour access with emergency generator for power.
o Texas Property Code changes took effect September 1, 2015.
Although some documents do need to be updated to reflect the new changes,
there are no changes that will change the way we perform day‐to‐day business
for the upcoming Board meeting.
The Board will continue to work on the changes and determine the correct
outcome.
o Hospitality Committee
The Board has not received notification of any new residents; however, the
committee members have found five (5).
The Board is attempting to find the easiest way to determine when new
residents move in.
The Board MUST continue to ensure the Master Lot List remains up to date.
The CCPOA Secretary will run a property report prior to each meeting and
update the Lot List.
o Resident Garage Sale
Members of the POA have requested to use the CCPOA Community Garage Sale
signs; however, the signs have CCPOA on them.
Mrs. Burks made motion to NOT ALLOW. Mrs. Rinker seconded that
motion. Passed by Board members.
o Water Main Breaks
There continues to be a problem reporting water main leaks to Aqua Texas as
they are not responding and many residents have been on hold for long periods
of time.
Ms. Burks had a discussion with the director at the TCEQ. If the problem persist,
a complaint to the TCEQ may be in order.
o East 1488 Community Association
Ms. Burks is now the President.
o National Night Out
Set for October 6, 2015.
Preliminary Approval to continue to pursue this planning this event.
Next Meeting
September 29, 2015
Wildwood United Methodist Church
Adjourn Meeting – Mr. Frederick made motion to adjourn. Mrs. Rinker seconded that motion. Passed by
Board members. Meeting adjourned at approximately 9:38 PM.
Cimarron Country Property Owners’ Association
Board of Directors Meeting Minutes
Approved: __________
Meeting Date: November 20, 2014
Meeting Time: 6:00 PM
Meeting Place: Wildwood UMC, FM 1488
Directors Present: Sandra Watson, Brandi Hatch, Terry Munroe, Adrian Carpenter
Directors Absent: None
Others Present: Bryan Fowler, POA Atty
Visitors: ��� See Attached List
Meeting Type Meeting per CCPOA By-Laws Article 4.08
Meeting Purpose: To address and transact regular business pertaining to Cimarron Country Property Owners’ Association
Submitted by: Adrian Carpenter
Call to Order 6:02 pm by President Sandra Watson.
Board recognized that Brandi Hatch had been chosen as the 4th Director and appointed her the Treasurer until the 2015 Annual Meeting.
Approval of minutes The Board acknowledged advanced receipt of the September 9, 2014 meeting minutes. Brandi made a motion to accept minutes with proposed correction. Terry 2nd. Passed unanimously.
Treasurer’s Report: Insurance and storage bills will come due soon. Those are the only outgoing payment as of now. General ledgers were signed through October 2014.
Committee Reports
VP Deed Restrictions- One complaint file still open. One complaint file has been closed.
VP Community Relations- No report ���
Surveillance Committee- Stephen Coffman is Chairman. Six people are on the committee. Looking into possibility of installing cameras in the subdivision.
East 1488 Community Association- CC Rep. Margaret Walker submitted a written report indicating this association is non-functioning, There has been no quorum for an active meeting for the whole year and no objective or leadership to change that situation.
Old Business
Tabled items from 9/9/14 BOD Meeting:
���Maintenance Fees 2015- Adrian made motion not to raise fees but to maintain the current fee of $122 per lot per year. Terry 2nd. Passed.
Maintenance fee mock invoice looks good. Board President will stuff envelopes to cut costs which are approximately .75 per envelope if we take it to Eagle Postal.
Budget 2015- Proposed budget was presented. Everything looks good. Brandi will look into combining CD's into a 1 year account category. Adrian made motion to approve 2015 budget. Terry 2nd. Passed. ���
Annual Meeting Worksheet- Board members volunteered to do the various duties to be ready for the Annual Meeting on Feb 15. The fifth director will be added to help with those duties when they are chosen.
Old Business
Contest Winner- Directory Cover- 2 different photos were chosen for the front and back covers and a drawing was chosen for the inside back cover. ��� Results with photos were published on the website
Motion made to ratify contract for entry work- Adrian made motion to ratify contract. Terry 2nd. Passed unanimously.
CERT Report- As requested, the CC Cert Rep Julian Hawthorn presented the Board with 5 of their top priorities in building their supplies. After studying the items, the Board voted to allot $1800 for all items with the contingency that a proper place of storing the supplies was obtained first.
New Business
Attorney Patricia Chapman notified BOD she had to resign and submitted a reduced invoice for payment. Brandi made motion to accept resignation and pay final invoice. Adrian 2nd. Passed. ��� Contract for new POA Attorney signed with Bryan Fowler to be the official attorney for CCPOA.
Maintenance Contract- Outline of bid requirements attached. Terry made motion to approve. Brandi 2nd. Passed.
Appointment of 5th director and assignment of position- Adrian
made motion to accept George Drewry to fill the position of VP Community Relations until the annual meeting. Brandi 2nd. Passed.
���Christmas Entry Decorations- by email vote (attached) board decided to hire Stan Stewart to put up and take down decorations owned by the subdivision.
Christmas Lighting Contest- replaces December Yard of the Month. Will order engraved ornaments again for prizes. Good feedback has been received from the community. George Drewry will decide what categories and how to handle judging.
Next Meeting
Annual Meeting Feb 15, 2015.
Bylaws of CC- Bryan Fowler, new POA Attorney, spoke a bit about the current CC bylaws and how to bring them up to date, especially to comply with the
The Board recognized Members Mike Honsinger, Carmine Pirone and Scott Shelburne who spoke openly about POA items they were dissatisfied with.
Adjournment
Brandi made motion to adjourn. Terry 2nd. Passed. Meeting adjourned at 8:02 pm.
1. Secretary’s Note: The “Alternative Payment Plan Form” to be used with the formerly approved policy required by State Law on Alternative Payment Plans already approved is attached to these minutes for the records.
2. Attached to these minutes is the outcome of the email vote to move the November 20, 2014 to Wildwood United Methodist Church on FM 1488 to allow for more members to be able to attend.
From: [email protected]: Re: financial reportsDate: September 2, 2015 at 09:23To: Julie Rinker [email protected]: CC Director [email protected], CC President [email protected], CC Secretary
[email protected], CC Vice President [email protected]
I am out of town40010 Colfax has removed the dumpster and appears to have completed construction , Currently landscaping yard
The lot down the street has removed the 2 signs in violation
I have driven by the house on Deer lodge numerous times over the last 2 weeks at various times of dayI have not seen any activityThat indicates a businessIs operating thereThe house on Cimarron removed the mosquito joe sign weeks ago
The house at the corner of deer lodge and roundup has the side yard outside the fence looking like a parking lot and storage lot on a dailybasis but nothing is in front of the the houseHave not witnessed or been notified of any other potential violationsBest RegardsGeorge
Sent from my iPhone
On Sep 2, 2015, at 8:33 AM, "Julie Rinker" <[email protected]> wrote:
The June and July financial reports are available for review in the Treasurer's Folder.Julie Julie RinkerLaw Office of Julie Rinker, PLLC404 West Davis, Conroe, Texas 77301Phone: (936) 441-9969 (metro Houston)Fax: (936) 756-9966Email: [email protected]