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
AUGUST 14, 2018

Tall Tree Board of Directors met in Regular Session, August 14, 2018 at 5:30 p.m. in the Tall Tree Clubhouse located at 60 Cypress Creek Dr.

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

Introduction of Guests:  Bill Miller, Chris Glenz, Pat Ryan, and Richard Hamrick.

Roll Call of Officers: Board Member Sandy Stephens called roll: Ed Claypool, President (by phone); Ed Loutherback, Tim Doell, Ridley Briggs, and Michael Morgan. Julie Boyd was absent due to medical issues. Property Manager Anthony Nelson and Office Assistant Donna Gunn were also present. 

Property Owner Open Forum:  Bill Miller commented about the signage in Tall Tree.  Ed Loutherback had spent a couple of weeks surveying all signs and washing/cleaning dirty signs.  He found that some signs were missing, some were sun faded, and some in need of replacement. 
Approval of July Minutes:   Michael Morgan asked the Board for objections or comments to anything in the July 2018 Minutes.
Motion to approve by Ed Loutherback and seconded by Tim Doell.  Unanimously approved.

Officer Reports:  Treasurer Report:  Ridley Briggs  

  • July Cash Flow report was presented to the Board.  Beginning Balance Operating account end of June was $73,544.58, Income for July was $52,115.71 and Expenses were $20,600.98. Savings Accounts (including C.D.’s) are approximately $261,160.82, which includes South Road Assessment, General Roads, Retaining Wall, Special Projects, and North Road Assessment.  The Month of July had a Cash Flow of $33,000.01.  Ridley Briggs also commented that percentage wise we are in good shape financially for the year 2018. 

Committee & Other Reports:  

Maintenance:  Anthony Nelson spoke regarding extra income that is expected from the sale of the retaining wall area on the end of Winding Lane. We will retain the easement for maintenance of the road, but the outer area will belong to a Property Owner. We have considered money re-investment in amenities that need restoration, but that the Board might also consider purchasing equipment that would be used in the P.O.A. Maintenance using money that is not planned or projected. Anthony presented the Board with slides of different projects/equipment that would improve Tall Tree overall appearance and desirability.  Equipment such as a “Skid Steer” with rubber tracks, especially with a mulcher attachment.  This Skid Steer with mulcher would be useful to clean out fallen limbs and with the rubber tracks would be more useful repairing gravel roads than the Back Hoe. Resurfacing the Tennis Court (costs between $8,000.00 - $10,000.00; considering only one side for a Tennis Court; and resurfacing the other side for a dual Basketball Court/Tennis Court.  And where the old Basketball hoop/backdrop was to cover that area as a Pavilion for picnics and gatherings would be useful to Tall Tree Property Owners. 





Architectural Control Committee:  Michael Morgan commented that a total of $636.50
permits were issued in the month of July.  Ongoing problems with some Contractors have dealt with last month, one Contractor working without a permit/and another Contractor using ditches to dump paint items in. Both these have been noticed and warned.  And Contractors are often noticed regarding times they are allowed to work in Tall Tree. 

Property Disposal Procedure:  Tim Doell drew up a Procedure for Property Disposal as we have 3 Properties in Foreclosure currently.
Tim Doell motioned that the Procedure be followed for Real Estate (Individual Lots); Real Estate (Partial Lots); and Machinery and Equipment.  Seconded by Sandy Stephens.  Everyone agreed, and complimented Tim on the good job drawing up guidelines.

Financial Controls Committee:  Richard Hamrick had been asked by the Board to draw up a Manual that the Board could use to make sure the Tall Tree Financial Situation was as stated in the Monthly Reports. One of the things to be reviewed by someone assigned by the Board is the P & L Statement; the Banking Statements; the Financial Records and the Cash Flow Report.  Three of the four statements are generated by the Tall Tree Office, and the Banking Statement is generated by our Bank. Richard listed a one-page summary of these four things to be checked Monthly; and the Back-Up needed to do that report. Over time a History of Tall Tree’s Financial condition will be easily tracked.  Richard also asked the Board for permission to finish the two months until the New Board comes on and someone chosen by the Board will be handed the reports for two months.  One other thing he was asked to do was to review payments from Tall Tree by check.  Whoever the Board chooses to do this job needs to review the payments monthly making sure he knows who and why the checks were written and that they were written for the benefit of Tall Tree.  The Board thanks Richard Hamrick and Jennifer Morgan for their work.
Ed Claypool motioned that Richard Hamrick continue to review Financial Records through October, and Ridley Briggs seconded that motion. Unanimously approved.

New Fee Structure Letter:  Ed Loutherback had e-mailed the fee change mail out to each Board Member for their review.  If approved, the letter will be included in a Mail Out for the Annual Meeting in October along with the Resumes of Prospective Board Members running uncontested.  The actual Fee Changes were approved in the July Board Meeting, but the Mail Out needs approval tonight.
Sandy Stephens motioned to accept the Fee Change Mail Out as written; and Tim Doell Seconded the Motion.  Unanimously approved.

Burn Ban / No Fireworks Signs:  Ed Loutherback began discussion about fireworks / camp fire taking place during the current Burn Ban for Franklin County. Board agreed as to the danger caused by burning or Fireworks anytime excessively dry weather constitutes a Burn Ban.
Tim Doell motioned to place a NO BURNING/NO FIREWORKS sign on each gate each time a Burn Ban is in place for Franklin County that is easily seen by anyone coming in the gates..  Sandy Stephens seconded the motion.  Unanimously approved.

Round Table Discussion:  Ed Loutherback began discussion informing the Board of his survey of current signs (Road Signs & Stop Signs).  He found that some “homemade stop signs” were badly in need of replacing or removal. Most of these are in the North and he feels they are not needed.  He asked that someone else review the places he feels does not need a Stop Sign, and just remove them rather than replace them.  Michael Morgan volunteered to go with him.

Motion to adjourn by Ridley Briggs at 6:27 p.m.

Submitted by:  Donna Gunn

Office Assistant