PROPERTY OWNERS ASSOCIATION OF HILLTOP LAKES, INC.
BOARD OF DIRECTORS’ MEETING
January 28, 2016
OPEN SESSION @ 3:00 P.M. – COMMUNITY CENTER
EXECUTIVE SESSION @ 3:01 P.M. – COMMUNITY CENTER
OPEN SESSION @ 4:00 P.M. – COMMUNITY CENTER
MINUTES
PRESENT were Vernon Presswood, Randy Schiamara, Rene Castilla, Jim Pool, Ken Harvey, Gerald Cochran, John Neukom, Maurice Stephens and Connie Saxton.
ABSENT was Mike Miller.
I. CALL TO ORDER-OPEN SESSION-President Presswood opened and immediately adjourned to
Executive Session at 3:00 p.m.
II. CALL TO ORDER-OPEN SESSION-President Presswood opened the session at 4:00 p.m. stating
three (3) contracts were discussed during the Executive Session.
III. INVOCATION-Mr. Jim Finegan prayed over the meeting.
IV. APPROVAL OF AGENDA-Director Neukom motioned to approve the Agenda. Director Harvey
seconded the motion and vote was unanimous.
V. APPROVAL OF MINUTES FOR December 3rd & 17th, 2015-Director Pool motioned to approve the
Minutes for the two above dates; Director Stephens seconded the motion and the vote was
unanimous.
VI. OLD BUSINESS
A. DISCUSSION & POSSIBLE ACTION-Stables Contract-Director Stephens motioned to renew
the stables contract “as is” with a wording change. The Equine Club in the past has
managed the stables as lessees; we want to call them “managers”. We also need a
certificate of insurance. We have received a copy of the invoice for the insurance but that
does not satisfy our insurance carrier. Director Pool seconded Director Stephens’ motion
and the vote was unanimous.
VII. NEW BUSINESS
A. DISCUSSION POSSIBLE ACTION – Fee for Boat Stickers-Director Cochan stated in the past the stickers have been given out freely but in an effort to stop the continual drain of revenue, we are asking for a charge of $10 per watercraft that require three (3) stickers. He motioned to charge a $10 fee for registration of each individual watercraft (more or less a usage fee for watercraft) beginning February 1, 2016. Director Harvey seconded the motion. Vote was unanimously in favor.
B. DISCUSSION & POSSIBLE ACTION-Identify Buildings to Post Signs for “Open Carry”-Director Schiamara reported the new state law for open carry of handguns has gone into effect. Based on the information we have, he made a motion that we post the law 30.07 in all of our buildings which would be the Community Center, the Lodge, Post Office, Pro Shop, Golf Maintenance, Maintenance, Housekeeping, Teen Center, Putt-Putt, stables, Pilot’s Lounge, Welcome Center, motel rooms and the villas, Patio Theater, and golf pavilion. The 30.07 sign will prevent open carry of handguns but not concealed handguns. Director Harvey seconded the motion. Postings will only be at POA buildings right now. Motion was passed unanimously.
C. DISCUSSION & POSSIBLE ACTION – 2016 Operating Budget-After a power point presentation of the operating budget by Director Castilla, Director Stephens motioned to approve the 2016 General Operating Budget as presented. Director Neukom seconded the motion and the 2016 Budget was passed unanimously.
D. DISCUSSION & POSSIBLE ACTION-Capital Budget-Director Pool made a motion to accept the Capital Budget as presented by Director Castilla; Director Stephens seconded the motion which was unanimously approved.
VIII. COMMUNICATIONS
A. REPORTS
1. TREASURER’S REPORT-Was presented above under Operating & Capital 2016
Budget.
2. ACC-Director Cochran reported for December:
a. 30 active permits consisting of: 7 houses, 11 lot clearings, 4
storage buildings, 1 water well, 2 driveway/repairs, bedroom/bath
addition of 1, 1 septic, 1 aesthetic barrier, 1 pool, and 1
greenhouse
b. Permits issued totaled 5; 9 permits were closed in December, 2015.
c. Two violation letters were sent out.
3. GOLF COURSE REPORT-Director Schiamara reported:
a. Trail fee stickers are in-February 29th is the deadline.
b. Stickers are purple. Only cash or checks are accepted.
c. The trail fee money goes into a special account, used only for the
golf course as designated by D. D. Williamson.
d. Tournaments:
1) 2/29 Buffalo ISD Invitational Tournament-9:30 a.m. shotgun start. Call
Pro Shop if you want to play that day.
2) 3/19 Annual Masonic Lodge Frostbite Tournament-4 person scramble-
$35 per person. Entry forms are at the Pro Shop.
e. If there is frost, the course is closed and the driving range will be
closed until the frost melts. Be sure and stay off of the driving range
when it is closed.
f. Month of December:
1. $2,177 cart rentals; sold $1,161 in merchandise; $469 in driving range
fees; green fees of $730; vending $956.
2. 1323 property owners played; 131 guests.
3. Total income $5,494.
4. Mona was really upset because this is the first year she was in the hole
at the Pro Shop, mainly due to weather. She lost a lot of tournaments
because of the weather but we do have full lakes!
4. LAKES REPORT-Director Cochran reported:
a. Stickers will be available February 1st for $10 per watercraft.
b. Not stocking the lakes this year,
c. Tilapia was successful in Kickapoo Lake; have not seen any floating.
d. Thanks to Vernon and Maintenance we did satisfy TCEQ recommendations
on Swan Lake dam. We did what they requested and got a satisfactory report.
e. Pipe rusted between Kickapoo and Swan Lakes; pipe was replaced and
buried.
f. Will continue the fish feeding program in March.
5. EMS/FIRE-Scott Bighorse reported:
a. Patrick Elmendorf is the contact person for the life flight helicopters
information.
b. St. Joseph’s Life Fight has pamphlets available at the Welcome Center.
c. February 7th is Super Bowl Sunday-Fire Department will be delivering pizza and
hot wings. All tips collected are donations for the Fire Department.
d. We have been approved for Fire Wise community.
e. After next month’s board meeting, we will be presented a plaque at the Fire
Station. Everyone is invited.
f. Thanked everybody for pulling off to the side of the road when the ambulance
and/or the fire truck come through.
g. Patrick Elmendorf stated we are under the “Hilltop Group” organization for PHI
and Air Med helicopter services. Air Med is out of Crockett (about 6 minutes
further away than Bryan) so PHI would be the first call for a helicopter. PHI for
household costs $40, normally $55. When you fill out the form, be sure to put
at the top of the application “Hilltop Lakes Group” to get that rate. Forty
dollars ($40) covers the whole family. Air Med is $55, normally $65. Again put
on the form, it is “Hilltop Lakes Group” so they are aware it is a group deal, not
an individual. Any other questions, feel free to give him a call-he’s in the book.
6. AIRPORT-Director Pool stated:
a. Gopher control has been started.
b. A company will be cutting brush back to maintain 60’ on the taxiways.
7. GOLF COURSE MAINTENANCE-No report.
8. STABLES-Al Hooper reported:
a. 10 owners and 20 horses,
b. Completed cross fencing project,
c. Had a workday the second Saturday of the month–they installed a permanent
waterline to the trough, up righted a metal horse shelter the wind had blown
over, cleaned up the tree which had fallen on the fence, removed and repaired
the fence.
d. Since the workday was so successful, they are going to try and
have a workday every month on the second Saturday.
9. PATROL-Director Schiamara introduced Greg Palmer, the newest deputy working here
at Hilltop Lakes. His report covers October 19th through January 19th:
a. Drove 12,599 miles,
b. Had 81 traffic stops with 73 warnings,
c. Issued 30 citations; no warrants; 6 arrests,
d. 58 Sheriff assisted calls, 295 Hilltop calls, 21 public assist calls; calls handled
off of Hilltop were 17; 13 Normangee assists,
e. Five vehicle wrecks on Hwy 3; cows out 3 times; 33 fixed traffic hours,
f. House checks 369 times (67 houses),
g. 8 bank runs,
h. 11 ambulance assists,
i. They also lock and unlock all the buildings.
10. ANIMAL CONTROL-Nancy Walls responded to 218 animal control calls in 2015.
Although Leon County does not have a leash policy, there are regulations for the Hill.
You are responsible for any actions your dogs may be involved in. There were 39
dogs impounded, 7 dogs taken to animal shelter, 3 dogs adopted, 2 dog bite
incidents. She is finding people do not vaccinate their dogs. If your dog bites
someone, you are responsible for all the costs and your dog will be quarantined.
Nancy has five women that help her along with Bill Johnston. Wildlife Team has also
helped.
B. PRESIDENT’S REPORT-President Presswood reported:
1. Wall almost complete at the Teen Center (this wall will close entrance to the Teen
Center but allows access to the restrooms).
2. Another pool company came out to give us a bid on repairs.
3. Plenty of free wood at the campground-would have to cut the logs.
4. We have scheduled coffee with the Board on March 8th at 9 a.m.
5. Gopher poison has been put out at the airport, post office and the start of the hill.
6. Please submit any work orders to the Welcome Center. You can call and submit one
or drop by and write one out. Please do not go to the Maintenance Department to fill
out a work order.
7. We are doing a lot of road work. We have hauled 200 loads of brush in the last month
and a half. As we cut for a week, then pick it up. We are also hauling a lot of rock.
When the weather gets better (around the middle of April) we will start oil/sand
patching.
8. Super Bowl Sunday EMS/Fire Department will be delivering pizza and hot wings from
12-7 for donation tips.
9. Go to Leon County Sheriff’s web page and add your cell number to receive reverse
911 calls.
10. Easter Sunday is March 27th-don’t forget. We will be having the annual Easter egg
hunt.
IX. MEMBERS TO BE HEARD
Kyle Smith: 1) Could maintenance do the clearing on the taxiways?
2) Does the county provide for anything in the patrol department? What about
other alternatives for vehicles?
John Faulk: Open Records Act-Attorney General’s letter-may I have a copy of it? My other
alternative is that I will send you a written request and if I don’t get a response, I will take it to
the justice of the peace.
Ella Bishir: Enlarging library-are they moving forward with that? They did receive a $500
donation from Wildlife Team.
Ron Ryder: Vernon, I want to acknowledge your work on the dam-you used your own equipment
on your time and I think you need to be recognized.
X. ADJOURN
Director Neukom motioned to adjourn the meeting; Jim Pool seconded the motion.
Meeting was adjourned at 5:55 p.m.
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Prepared by: Date:
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Approved by: Date:
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