PROPERTY OWNERS ASSOCIATION OF HILLTOP LAKES, INC.
EIGHTEENTH ANNUAL MEETING OF MEMBERS
SATURDAY, NOVEMBER 7, 2015
10:00 A.M. – COMMUNITY CENTER
MINUTES
PRESENT: Vernon Presswood, Jim Pool, Jack Stork, John Neukom, Maurice Stephens,
Ken Harvey, Randy Schiamara, Mike Miller and Connie Saxton
ABSENT: Gerald Cochran
I.
Call to Order-President Presswood opened the meeting at 10:00 a.m.
II.
Invocation-Director Miller prayed over the meeting.
III.
Welcome to Members and Guests-President Presswood welcomed the property
owners and guests to the meeting. He asked Director Pool if a quorum was
present to which he replied, “No, we do not have a quorum.” The meeting will
continue without any action.
IV.
Presentation of Minutes – November 8, 2014 - Seventeenth Annual MeetingDirector Pool stated the Minutes had been approved by the Board and copies are
available if anyone is interested.
V.
Report on 2014 Audit of Books and Records-Director Neukom reported the firm
Thompson, Derrig & Craig out of Bryan gave Hilltop Lakes an excellent audit.
Copies of the audit are available at the Welcome Center.
VI.
Reports from Directors, Officers and Committees:
A. Architectural Control Committee-Director Schiamara reported for 2015:
1. Seventy-one permits have been issued as of this date; seven (7) are
new homes.
2. In 2014, 54 permits were issued; 52 permits in 2013.
3. Lot clearings are the most popular permits.
4. Just a reminder, if you are repairing or replacing, unless it changes
the eaves or the footprints, you do not need a permit.
5. He thanked Bill Johnston, Floyd Garrison, Jim Thornton, Ken
Harvey and Gerald Cochran for serving on the ACC committee.
B. Wildlife Management Team-Darren Kelley reported:
1. Wildlife Team had given donations to Stillcreek and the Volunteer
Fire Department.
2. Hog Contest winners are: Most taken and largest: Myron Chidster.
Second place for most taken was Scott Barnet. Third place for most
taken was between Jeff Summers and Aaron Tolleson.
First place for most trapped was Dan O’Meara Jr. Second place
winner was Robbie Kenner.
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3. This year we are testing for chronic waste disease with the state of
Texas.
C. Golf Course Report-Director Schiamara reported for 2015:
1. Income at the Pro Shop from January-September is $113,837.
Expenses are 107,465 making a profit of $6,372. Income was down
this year due to bad weather.
2. Property owners played 15,622 rounds; non-property owners 2,188;
Total number of rounds was17,810.
4. Income on the green fees was $ 21,619; golf cart rental income was
$38,768.
5. We had 19 tournaments with 4 of them being rained out.
6. Golf course is in the best shape it has ever been in; it improves every
year. We have the best greens in the whole area probably with the
smallest budget.
7. Last Tuesday, Gerry Cochran and Mike Savell cut 28 trees. If
interested in firewood, contact Mona or D.D.
8. Damage to golf course at Hole #16 has been caused by hogs so Scott
Barnett set traps. Volunteers put up more electrical fencing.
D. Airport Report-Director Pool reported:
1. They were able to stay ahead of the gopher situation.
2. The September fly-in was good; numbers were not large but it was a
great day, the weather was perfect and a lot of people turned out for
it.
3. We over seeded the taxiways with rye grass. Taxiways are common
property. Problem is we can’t get enough water to them as they are
60’ wide.
E. Lakes Report-President Presswood stated:
1. We experimented putting tilapia in Kickapoo Lake and Director
Cochran felt it was a success.
2. Thank the Lord for the rain filling the lakes.
3. They will be winterizing the feeders.
4. When the water temperatures reach 55 degrees, tilapia comes to the
top of the water. Director Cochran may put together a program to
dip net the tilapia.
VII.
Reports from:
A. Equine Management Corporation-Al Hooper reported:
1. Some years ago, we organized the Equine Club. The intent at that
time was to be a social/service group and elected officers. Later on, it
was decided this club would enter into an agreement with the POA.
Everyone in this club is a volunteer; they don’t even get a discount to
board their horse. Fee is $50 a month.
2. In 2014, we had 9 owners of horses; now we have 12. We had 12
horses in 2014; now there are 21.
3. One foul was born in April; one mare died in July.
4. We wanted to do a little better job of pasture management and we
have for the past two (2) years fertilized at $100 per acre
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approximately 42 acres. Results are obvious-pastures are much more
lush and horses are grazing contently (some are getting too fat).
5. We have also fenced with the help of the POA approximately an
additional three (3) acres of pasture.
6. We express our appreciation for the Wildlife Club for coming and
participating on work projects. Thank you so much for that.
7. John Kirk completed his Eagle Scout project. East side of barn had
windows that needed work as they were somewhat dangerous for the
horses. He needed $2000 for this project and he raised every penny.
He managed the whole project. Thank you John!
8. Roof has been sealed.
B. Volunteer Fire Department/EMS-Steve Halliburton reported:
1. Total number of runs 222 so far this year-has already passed last
year’s numbers.
2. Equipment is in good shape.
3. We bought that tanker in Buffalo, New York, which will hold 5000
gallons of water.
4. Open House was a great success. We got to show off the station!
5. Hopefully the upstairs will be done by the middle of next year.
6. EMS side is doing real well; they have been busy. We are seeing a lot
more lift assists. If you need help lifting a person, call 911 and we
will help.
7. We looked at the community and developed a plan of action in case
we have a wildfire. There will be a Fire Wise meeting at 1:00 p.m.
where a plan of action will be discussed.
8. PHI is a helicopter service to transport a person to the hospital @
$40 a year. AirMed is another helicopter service.
9. On December 5, Troupe Over the Hill show will benefit the Fire
Department.
C. S.W. Leon County ESD 2-Ruth Hime-President. ESD #2 is a political
subdivision of the state of Texas. It consists of 80 sq. miles in and around
Hilltop Lakes. Commissioners of this Board are appointed by our
County Commission, David Grimes, and we are approved by the Leon
County Commissioners’ Court. We are tasked with setting the tax rate
and collection funds to provide emergency services, both fire and
medical, for the district. The current tax rate is $.10 per $100 of taxable
valuation. This is regulated by the State of Texas. We are hemmed in by
property values. In fiscal year 2014-2015, we entered into a contract
with Hilltop Lakes Fire Department to provide services to the district.
At that time, the estimated property valuation for the district was $209
million meaning the projected income for the district was $209,000. We
contracted to pay the Volunteer Fire Dept. $235,000 for the year and
after ESD operating expenses left us with deficit spending of $50,308.
Our current cash reserve is $305,000. The certified valuation appraisal
for 2015-2016 is $228 million of which ESD #2 is entitled to $228,00. At a
93% collection rate, it would be brought down to $211,000. We work as
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volunteers. The current budget for 2015-2016 will pay Hilltop Lakes
Volunteer Fire Department $230,000, and after our own expenses, we will
be deficit spending $36,000 to come out of reserves. We have had to
spend out of reserves for the past five (5) years and reserves are
dwindling. Our goal is a balancing act to try to stretch reserves and still
have the service you have come to expect. Our contractual relationship
with the Hilltop Lakes Fire Department has become a service contract.
This means that ESD funds will only pay for services and related
supplies. There is a financial gap with which we must all work to help
maintain the service level we have come to expect. Please know that the
ESD is working very hard to be able to continue supporting quality fire
and medical service for Hilltop Lakes.
VIII. Report from President Presswood for the year 2015:
A. A/ C unit in Villa #27 had to be replaced,
B. Septic system repairs at the Restaurant were done,
C. New fence at the stables,
D. Horse barn roof coated,
E. TCEQ did the dam inspections at no cost. Work was necessary on the Swan
Lake Dam such as cutting back the overgrowth, cleaning the vent line, etc. All
the work was done voluntarily or by the Maintenance Department. Then Velvin
& Weeks had their PE come out and reinspect the dam.
F. New 7-ton A/C was installed at the Lodge.
G. We purchased a new police car.
H. Replaced compressor in the subzero walk-in cooler at a cost of $9,000 at the
Restaurant.
I. New RV storage-doubled in capacity size.
J. Lost a pole barn due to the tornado/built a new building with insurance money.
K. Dug out Bear Claw and we are selling the dirt.
L. We have a four-year program replacing showers at the Campground. We
replaced a shower in the men’s restroom with a bigger space shower and did the
same on the ladies side this year. Next year we will do the second one in the
men’s restroom. In 2017, we will do the last shower in the women’s
restroom
M. The rest of the mattresses for the hotel and villas have been replaced. This is the
completion of a 3-year program of replacing all the mattresses.
N. Foam insulation was done in the attic of the Lodge-saving money on electric bill.
O. Storage program is now on computer-more manageable.
P. First phase of replacing street signs with reflective material is complete.
Q. Painted yellow stripes on Hilltop Drive, Golfview and Fairway with reflective
Materials.
R. New septic system at Pro Shop-long overdue-always overflowing during
tournaments-don’t have that problem anymore.
S. Replaced outside door in men’s locker room at Pro Shop.
T. Crack-sealed airport runway.
U. Craft Show going on right now in the Tonkawa Room.
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V. Fire Wise meeting at 1:00 p.m. in the Community Center.
IX.
Report on Finances & the 2015 Budget-Director Neukom reported thru September:
A. Income of $1.9 million; we had budgeted just under $2.1 million. Expenses are
$1.6 million versus budget of $2 M. We are under budget of $407,000.
B. Of the $407,000, we had unexpected expenses of $96,000. That leaves us with
money in the bank of $778,000 of which $653,000 designated for expenses. We
have $125,000 total available for operations which will be funds used for capital
needs next year.
C. Supervisors managed their budgets and stayed under. The supervisors have
given their 2016 input for needs; some have costly needs.
D. Some of the capital needs are:
1. Replace dump truck at Maintenance.
2. Update tractor
3. Fencing for maintenance area
4. Tennis courts need resurfacing, fences redone - $20,000
5. Pool leaking 400 gallons day - $35,000 repair
6. Teen Center needs floor replaced.
7. Villas need insulation.
8. Campground needs bigger shower.
9. 7 ton A/C needed
10. 2 villas need new A/C units, 4 refrigerators are needed, new sleeper sofas
and doing an update on some of the furniture.
11. New patrol car is needed at $30,000.
12. Grass mower and fairway mower needed for Golf Course Maintenance.
13. Water pump needed at Hole #14.
14. Also want foam insulation at the Golf Course Maintenance facility.
15. Airport is requesting a pavilion.
16. Need to clear the taxiways at a total cost of $9,500.
Lots of projects are needed and we will get as many as we can done.
X.
Recognition of Outgoing Directors-President Presswood thanked for their
outstanding service and handed out plaques to: Jack Stork, Randy Schiamara and
Maurice Stephens.
XI.
Recognition of Directors for December 2015 – December 2018 who will be seated on
December 3rd: Randy Schiamara, Maurice Stephens, Rene Castilla
XII.
Recognition of 2015 Nominating Committee-Director Pool thanked
Barbara May, Ethel Lewis, Joann Smith, Kathy Thornton, and Karen Preston for
their time and dedication to this committee.
XIII. Presentation of Citizen of the Year 2015 Award-Emmett Toups
XIV. 2016 Annual Meeting will be conducted on November 12, 2016, at 10:00 a.m.
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XV.
Member Comments to the Board:
Scott Barnett-Corrected Saturday date of 2016 annual meeting to November 12th.
Bunny Fussell-is the Librarian and asked for volunteer support for the expansion of
the library which should start in January. Every book has been donated.
Jack Stork thanked Bunny and his wife, Vickie, for starting the “Little Libraries”.
Kyle Smith-1) Asked about a comprehensive audit,
2) Questioned the dam at Tonkawa Lake.
3) Golf tournament for the Fire Department
Ruth Hime-Door at Tonkawa Room cannot be opened from inside if locked.
Joyce Perkins-Thanked everyone for their support for Troupe over the Hill and
reminded everyone that December 5, the Troupe will have a show.
Linda Lovett Fields-When is it anticipated that the 2016 Budget will be completed?
Have you budgeted fireworks for 2016?
Jack Wimbish-In regards to Tonkawa Room, has the ceiling been looked at?
Where do the roads fall in on the budget?
Lorraine Guilford-We collected money and paved our street. We did it ourselves.
Linda Lovett Fields-Does Leon County maintain Hilltop Boulevard?
Darren Kelley-Where is Library going to be?
Forrest McMillan-Did you budget for fireworks next year?
Darren Kelley-the Wildlife Club would like to donate $500 to Library Fund and will
have a workday with the Wildlife members.
XVI. Adjourn-Director Pool motioned to adjourn; Director Stork seconded the motion.
Meeting was adjourned.
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Prepared by:
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Date:
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Approved by:
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Date:
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