Tall Tree Property Owners Association
60 Cypress Creek Drive • Mount Vernon, TX 75457 •  (903) 860-2694
 

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                                                                                              TALL TREE POA BOARD MEETING
April 10, 2018

Tall Tree Board of Directors met in Regular Session, April 10, 2018 at 5:30 p.m. in the Tall Tree Clubhouse located at 60 Cypress Creek Dr.

Call to Order:  President Ed Claypool called the Tall Tree Board of Directors meeting to order at 5:30 p.m. 

Introduction of Guests:  Bill Miller, Chris Glenz, Tim Doell, Richard Hamrick, Jeanise Mulcahy, Harry Murray, Joy Murray.  

Roll Call of Officers: Board Members: Ed Claypool, President; Sandy Stephens, Ed Loutherback and Michael Morgan, Second Vice President/Architectural Control Committee Chairman. Julie Boyd and Ridley Briggs. Property Manager Anthony Nelson and Office Assistant Donna Gunn were also present.

Property Owner Open Forum:  Property Owner Harry Murray asked if anyone else in Tall Tree was having problems with black specks in their water, coming out of the faucet. No one else had.

Approval of March Minutes:  Approval of Minutes from March 2018.
President Ed Claypool asked the Board for objections or comments to anything in the March 2018 Minutes.
Motion to approve by Ed Loutherback and seconded by Ridley Briggs.  Unanimously approved.

Ed Claypool motioned to add Tim Doell to the Tall Tree Board as a replacement to fill the vacancy when John Astrello moved out of the Tall Tree Community.  The motion was seconded by Ridley Briggs and was unanimously approved by the Board.

Officer Reports:  Treasurer Report:  Ridley Briggs  

  • March Cash Flow report was presented to the Board.  Beginning Balance Operating account end of February was $111,869.46, Income March was $17,649.07 and Expenses were $49,724.34. Savings Accounts are approximately $181,979.52, which includes South Road Assessment, General Roads, Retaining Wall, Special Projects, and North Road Assessment.  The Month of February had a Cash Flow of $-36,165.35.  
  • C.D. Balances when added to the Savings Account and Operating Account

Balances, the total was $386,879.42.

Committee & Other Reports:  

Maintenance:  Anthony Nelson presented two settlement requests to the Board, one requesting the Board to accept a settlement of 30% of the total amount owed which is $1120.52 of which we will have to pay the Collection Agency $336.00.  The Property Owner does plan on keeping the Property, and also brought her taxes up to date.  The second offer is from a Property that the Father purchased and has since passed away.  The Family will not be probating the will, and their offer is to pay Tall Tree $1000.00 and Tall Tree pay to transfer it into their name.  The main reason to consider this offer is that it is near the Maintenance Barn and could be used to park trailers on.

 

 

Ridley Briggs motioned to accept both these bids, and Tim Doell seconded the motion. Unanimously approved.

Property Manager Anthony Nelson requested permission to contact the County Tax Office and our Attorney regarding past due taxes on the lot next to the Maintenance Barn fence as his research revealed the Property Owners were both deceased with no heirs.  Rather than try to repossess it, his suggestion is to try to obtain it from the County for back taxes.

Anthony also reported current Collection status:  Tall Tree placed 50 Standard Past Due accounts (1 year or older) with our Collection Agency, and it cost $1,250.00, and 200 Hard Core Debt Accounts (of which we will owe 28% of collected funds).  The Collection Agency began with the Hard-Core Debt and have been responsible for collecting $9,549.52 for which we have paid them $2,670.00.  Total collected to date is approximately $9,500.00 and our approximate total cost has been $3,500.00. 

Fee Structure Committee:  Ed Claypool and the Tall Tree Board met with the Fee Structure Committee April 9th and was presented with several options from them as to how to go forward keeping in mind several characteristics: Fairness/Sustainable by Staff/ Practical/ Flexible Understandable/Easily explained/not divisive/and adheres to Tall Tree P.O.A. rule.
The Committee presented 4 Options for the Board to consider.  1.) One Owner-One Fee 2.) One Owner by general value owned. 3.) One Owner by classified value owned. 4.) One Owner by specific value owned. After discussion of each, the Board was ready to vote. 
Ed Claypool motioned that the Fee Structure Committee focus on Option 2 and Option 3 as they are more specific and defined and value based considering detailed information to be presented to the Board by next meeting.  Michael Morgan seconded the motion, and the Board unanimously approved.

Insurance Review:  Tim Doell reported that quotes from the Philadelphia Group have been received and reviewed, but the D & O Insurance quotes have not come in.  Per Anthony, Tall Tree has until May 24th to decide.  It seems that the Underwriters are reviewing our current structure, i.e. Club House Rental, or any use of Tall Tree Amenities by anyone other than a Property Owner. Ed Claypool asked Tim Doell to document his findings and any note anything that might help in the future to make the Insurance search easier.

Strategic Planning -  Sandy Stephens has taken all comments and input from Property Owners and divided it into an overall plan for 3 years.  Listed by priority and costs:
Phase 1) Tennis Courts / Swimming Pool / Basketball Court / Gazebo / Reserve Fund (These are placed by priority from surveys taken of Property Owners and Residents)
Phase 2) Volleyball Court / Landscape Frontage / Boat Ramps / Additional Part Time Staff / Bookkeeping/Reports/Audits / Reserve Fund
Phase 3 Customized Signage / Landscape Improvements / Clubhouse / Campaigns – Marketing
Reserve Fund
Each of these Phases are only suggestions, and can be changed around or added to, and each Phase (if completed) would cost Tall Tree P.O.A. approximately $45,000.00 each.  Each item listed would be favorable to increase Property Values also. 
The problem is money to do these extra things, which may be helped by changing our Fee Structure a small amount.  Sandy is presenting this as a Road Map. 
Ed Loutherback motioned to table further discussion until after the Fee Structure Committee reports back to the Board, and the Board is able to evaluate the Report.  Michael Morgan seconded the motion, unanimously approved.

 

 

Road Committee:  Ed Claypool was very happy to report to the Board that all 2018 Road Work is now completed.  He also apologized to the Board for going over the approved Road Budget. The Board had approved spending of $210,000.00 and the total is going to end up at $218,950.76.  That amount does include 3 things not in the original bid; i.e. Capping the top North of San Saba, giving it a smoother surface around the corner; to cement stabilize Cypress Creek Drive which had no base, and had to be reinforced before paving was done; and the repair down by the Pool House.  The increased amount was mainly caused by a failure of a Contractor to deliver material ordered because of their equipment breakdown.  We were short of time on our end because Area Wide Paving was here and ready to begin, but our Maintenance Dept. had no material to work with, so we paid Brooksey Crow to drive to Dallas and pick up material and bring it back to us to complete the job.  The base and wrap we ordered (trying to save money by having our Maintenance do the work) was not enough to give a good solid road.  We opted to have Area Wide Paving to cement stabilize the two roads in the North before asphalting to give a good solid road that will last 20 or more years. 
Ed Claypool motioned that the Board approve an adjusted amount of $222,000.00 instead of the $210,000.00 formerly approved for the 2018 Road Work.  Ridley Briggs seconded the motion. Unanimously approved.

Julie Boyd complimented Ed Claypool for the work he and the Road Committee did on the roads.  Ed was out with Area Wide Paving every day, and she wanted to mention in the minutes that the Board is very appreciative of his considerable work.

Financial Control Committee:  Richard Hamrick reported to the Board that Jennifer Morgan had agreed to work with him, and they are well started on the Project, but are working on getting a report to the Board within three months.

Julie Boyd is so appreciative of the major work done by the Maintenance Department, and they worked very hard on a short time schedule and did what was needed to complete the work.  And the weather did not co-operate.
Julie Boyd motioned that the Maintenance Crew be given a gift certificate for Barbeque as an appreciation for all their hard work.  Michael Morgan seconded that motion.  Unanimously approved.

Round Table:   Ed Claypool noticed the Board that his plans were to leave April 23rd to return to Indiana, and asked for help from Board Members to make sure checks were signed on Mondays.

Ed Claypool motioned that Tim Doell be added to the Check Signers at First National Bank, and John Astrello be removed.  Julie Boyd seconded the motion and it was unanimously approved.

Motion to adjourn by Ed Claypool.  Second by Julie Boyd. 7:07 p.m.

Submitted by:  Donna Gunn
Office Assistant