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May

Meeting

 HOLLY LAKE ASSOCIATION

SUMMARY OF OPEN B BOARD MEETING

MAY 17, 2011

                                                  (File:OpenBMeetFile05172011)              


NOTE: This is an open meeting where agenda items are presented and explained to the property owners of Holly Lake Ranch (HLR.)  Comments and questions from participants are summarized and discussed.  The property owners may present additional agenda items during the Open Discussion segment of the meeting, if they make arrangements to get on the agenda.  Clarification points to agenda items are noted in brackets.  No action is taken at this meeting.  Where necessary these agenda items will be brought before the Combined A & B Board meeting for discussion and action.  B Board members present were Jim Atchley, Vice President; Larry Bowman, Treasurer, Jeanette Sterner, Secretary A and Garland Ford, Secretary B; Rob James, the GM were present.  Several department heads were also present.


Garland Ford opened the meeting and then turned the session over to Rob James.  Before he began the agenda, Rob said he wants to resurrect the policy where everyone who has a comment or question, needs to come up to the microphone so everyone can hear the questions posed to him or the Board.  Also, comments made by attendees are limited to 5 minutes.  He said this is in the interest in keeping the meeting as short as possible and still cover all of the issues anyone might have.  Rob James presented the following items:


  1. Silverleaf CEO Change.  Rob said Bob Mead has retired from Silverleaf.  He said this was Mr. Mead’s intent when he decided to sell Silverleaf.  The B Board will invite the new CEO to meet with the Board to discuss future plans.

 

  1. Deer Report.  Rob announced that 230 deer were removed from Holly Lake Ranch (HLR.)  The deer trapping season ended March 31.  Rob reminded everyone that the contractor took the deer meat to the State Prison System to be eaten by inmates.  Using deer meat for food by the prisons saved tax dollars.  In July, Texas Parks and Wildlife Department (TPWD) staff and volunteers from the Ranch will conduct a deer count.  If anyone wishes to help with this project, please contact Larry Bowman.   


  1. Restaurant Update.  Rob said Jody would meet with the B Board next week to discuss the progress of Fore Seasons.  Rob answered some of the questions or concerns about the restaurant.  His remarks include:
  1. Jody does accept credit cards.  
  2. The door leading into Fore Seasons will be open, in addition to the door to the 19th Hole.  Some potential patrons left when they could not get into the Fore Seasons area because the outside doors were locked.  So, Rob has asked Jody to open the Fore Season doors.  Fore Seasons area will be open Thursday thru Saturday, with a separate menu from the 19th Hole.  Fore Seasons will have Sunday brunch.  The 19th Hole is open for breakfast, lunch and dinner.  Hamburger Night will move to Thursdays.  Hours for the 19th Hole and Fore Seasons will be posted on the HLR website.
  3. A new septic system is being installed today near the restaurant.  So, any problems that have been reported should be resolved.
  4. It was suggested the lighting outside the restaurant be improved.  This would help prevent an accident occurring while walking outside the building.


  1. Clean Up Review.  The Association paid to have large dumpsters placed at the Air Park, so residents could dispose of items too large for the garbage cans provided to homes.  The dumpsters were filled within 24 hours.  Rob has received several calls indicating this was very helpful in cleaning up their property.  Since this program helps keep Holly Lake Ranch beautiful, dumpsters will be placed at the Air Park again in October.


  1. Road Report.  As of May, the Maintenance Department has paved some additional sections on Greenbriar, Cimarron Trail, and Holly Trail East.  Parts of these main roads were paved in previous years.  Golf Drive was paved.  Rob said $120,000 has been spent so far this year.   Some street signs have been re-painted with reflective paint to make it easier for everyone to read the signs, especially at night.  This project is especially important for the drivers of emergency vehicles.  Rob said the Association wants to paint more street signs, but we need property owners to volunteer for this project.  If you are interested in helping, please call Rob.   Rob answered questions or concerns about the Maintenance Department.  His remarks include:  
  1. The West side had several roads repaved last year.  Rob works with Dave to set up a work plan for repaving every section.  Dave sets the priorities every year.  Property owners can fill out requests for fixing potholes at any time.  Dave will schedule these requests for completion.
  2. HLRA does not put up streetlights.
  3. There is an ongoing project to place reflectors beside certain roads to indicate hazard areas or significant curves in the road.  Requests for reflectors will be reviewed by staff to see if those locations need reflectors.  

 

  1. Code Enforcement Officer.  The ACC does issue permits for building structures at HLR; however, they do not follow-up on the permits to see if the approved construction plans are being followed.  Danny Quimet, a member of the ACC, will be hired for a three-month trial period to review building permits approved within the last 6 months to determine if the builder is following, or followed, the permit requirements.  He will work for 20 hours a month in this position for three months.  Rob said the initial stage of the duties of this position is to visit sites where permits have been granted.

The B Board had a discussion between Open B Board meetings about informing property owners of decisions made that have an impact on property owners, especially when the decision concerns money spent that was not part of the yearly budget.  The vote to hire a Code Enforcement Officer for this three-month period was 3-1.  Jeanette Sterner voted against this motion partly because of the other duties proposed for the Code Officer if the officer was hired as permanent employee, part-time or full-time.   

 

  1. Security Building Update.  New plans have been developed since the last meeting.  The Association is looking at a 1300sq foot structure.  The approximate cost is $78,000.  Rob said when the A/B Board approves the plans, bids will be requested.  He does not know if the new owners of Silverleaf will contribute any money toward the building.  Rob is going to schedule a meeting with the new CEO.

  

  1. Work Order Forms.  A work order form is now on the HLR website.  We have a roadwork request form now, but this new on-line for is for all types of work requests.  


  1. Stables.  The Board did ask a volunteer committee to look over the stables to see what benefit this area could be to the Association.  The committee’s report stated the area has limited uses because of the costs involved in remodeling the building.  The Board has discussed several options, but most require some costly renovations.  Rob asked the property owners to let him know of any possible uses.  Rob answered questions or concerns.  His remarks include:
  1. The gun range will stay at the stables.  The Board is discussing increasing the size of the pistol range and build a rifle range.  
  2. The Board is looking at the possibility of parking RVs and boats at the stables.  However, the roof has to be completely replaced, which would cost $80,000.  Plus, other improvements would have to be made to accommodate RVs and boats.

  

  1. Real Estate Statistics for HLRA.  Larry Bowman reported that in 2010 the average number of property listings was 75.  The highest number of listings during 2010 was 95.  The total number of sales last year was 52:  16 under $100K, 25 between $100K and $150K, 9 between $150K and $200K, and 2 between $300K and $400K.  So far in 2011 we have had 77 listings, with 85 being the highest number of listings.  The total number of sales so far in 2011 is 14:  4 under $100K, 4 between $100K and $150K, 2 between $150 and $200K, 1 between $300K and $400K and 1 over $400K.  Larry said a portion of the Association budget is based on some of the money received from the initiation fee paid with the purchase by a new property owner.  The rest of the initiation fee goes in the Capital Improvements Fund.  Larry answered questions or concerns.  His remarks include:  
  1. It was suggested that HLRA have an Open House, which would include as many houses as possible.
  2. The Association may not know the number of vacant homes that are not on the market.  Larry said as long as the property owner is paying dues on the vacated home, we do not know if the owner plans to sell the property.  The person really meant to emphasize the point that some of the vacated homes are not being maintained; therefore, these properties hurt sellers because of the overall appearance of the Ranch.


  1. Lake Report.  The contractor, who is treating the lakes for certain algae, was on one of the lakes working; therefore, Russ Thurau gave the report.  Russ feels that Scott is doing more work than was originally contracted to perform.  Russ is pleased with his performance.  Russ talks with Scott frequently and he keeps Russ informed as to his actions.  Russ is concerned about a new weed that is just now appearing on the lakes.  He is going to speak with Scott and find out what this weed is and what he can do to rid the lakes of it before it spreads.  Russ and Rob answered questions from the audience:
  1. One can obtain the contractor’s written report from the HLR website.  Russ said anyone can call Scott and ask him any question.
  2. Rob said Security does not check boats for any reason.  We do not have anyone on staff that can identify foreign matter on boats.  


  1. Projects of HLRA.  Besides those projects mentioned earlier in the meeting, Rob said there have been several projects initiated since the last Open B meeting.
  1. Additional split-rail fencing has been placed on some of the “common areas” of the Ranch.  This includes the railing that lines the drive going up to the restaurant.  He feels this “dresses up” these areas and the Board is considering additional areas.
  2. The roof at the Fitness Center suffered from storm damage; therefore, it has been replaced.  
  3. The deck between the Admin Office and Holly Hall has been re-stained and repaired.  The deck outside the Hall is being considered as well.  

 

  1. Open Session.  Clyde Johnson had several questions of the Board.  Rob said some of the questions were very involved and would take some time to answer.  Therefore, he suggested that Clyde come to one of the Board meetings held every Tuesday.  Clyde asked how would the information be disseminated to the property owners since several of them were concerned about the issues he was presenting.  Rob said the information would be public information and could be on the July Open B Meeting agenda.  

No other issues were presented to the Board, so a motion was made and seconded to adjourn.  

NOTE:  At the Annual Meeting held in December of 2010, two B Board Secretaries were decided upon after a lengthy deliberation of the B Board.  Therefore, Garland Ford, Secretary B, will keep the minutes from now on of the remaining Open B Board Meetings and the A/B Board Meetings.


Summary of the Minutes Submitted By,

Jeanette L. Sterner, Secretary


Please note: These are “summaries” provided to us  not meeting minutes