PROPERTY OWNERS ASSOCIATION OF HILLTOP LAKES, INC.
BOARD OF DIRECTORS MEETING
March 26, 2015
OPEN SESSION @ 2:00 P.M. – WELCOME CENTER
EXECUTIVE SESSION @ 2:05 P.M. – WELCOME CENTER
OPEN SESSION @ 4:00 P.M. – TONKAWA ROOM
MINUTES
PRESENT: Vernon Presswood, Jack Stork, Randy Schiamara, Ken Harvey, Lyle Lautenschlager, Maurice Stephens, and Connie Saxton
ABSENT: Jim Pool, John Neukom, Gerald Cochran
I. CALL TO ORDER-OPEN SESSION - ADJOURN TO EXECUTIVE SESSION-President
Presswood called the meeting to order and then adjourned to Executive Session.
II. EXECUTIVE SESSION – PERSONNEL & LEGAL
III. CALL TO ORDER - OPEN SESSION-By President Presswood at 4:05 p.m.
IV. INVOCATION-President Presswood
V. SUMMARY OF EXECUTIVE SESSION-President Presswood summarized the
Executive Session: 1) discussion about updates to our office software and
2) talked with another septic company about the system at the Pro Shop.
VI. APPROVAL OF AGENDA-Motion to approve today’s agenda was made by Director
Stephens; Director Stork seconded the motion. Vote was unanimous.
VII. APPROVAL OF MINUTES for February 26, 2015-Director Lautenschlager motioned
to approve the Minutes. Director Stephens seconded the motion and the vote was
unanimous.
VIII. OLD BUSINESS
A. DISCUSSION & POSSIBLE ACTION – Septic System @ Pro Shop-Director
Schiamara motioned to accept the bid if written under $18,000 from particular
company. Director Stork seconded the motion and it was unanimous.
IX. NEW BUSINESS
A. DISCUSSION & POSSIBLE ACTION – Guidelines for Storage Area-Director
Schiamara explained some people pay for storage use at the maintenance
barn by the year but they may pull out for a week or two and their spot is not
available when they return. He motioned if a person pays by the year, their
particular spot is reserved for the year. Director Harvey seconded the motion.
Vote was unanimous.
B. DISCUSSION & POSSIBLE ACTION – Maintenance “On Call” for Events-
Director Harvey motioned to charge a $75 refundable deposit in case
maintenance is called out for specific needs of the event. If maintenance is
not called out, the $75 will be refunded. The Activities Coordinator will
handle the deposit. Director Stork seconded the motion. Motion passed
unanimously.
X. COMMUNICATIONS
A. REPORTS
1. TREASURER’S REPORT-Director Stork reported for February:
a. Surplus of $29,930
b. Capital outlay $37,000
c. Net was down $14,156 for the year.
d. Biggest problem, due to weather, was the Pro Shop with a net
loss of $3000, campground had a loss, and a big loss was the
villas/motel of $10,000. Income from maintenance fees is pretty
constant.
e. There is going to have to be some more money coming in; we
have cut salaries, expenses, etc.. At some point we will probably
have a town hall meeting concerning maintenance fee
increase. All expenses have just gone up, gone up, gone up.
There has not been an increase in maintenance fees since 2004.
When a town meeting is called, come out and voice your opinion.
2. ACC-Director Schiamara reported:
a. 14 active permits
b. 4 lot clearings, 2 carports, 5 storage buildings, 1 house, 1 clean-
up of beach area, 1 addition to hangar
c. Two permits new in February; 3 were closed; 3 violations letters
sent out.
3. GOLF COURSE REPORT-Director Schiamara reported:
a. A tournament cancelled due to rain which cost us.
b. Saturday is Madisonville Alumni @ 10:30 a.m., shotgun start.
c. Masonic Lodge did their tournament in between all the rain.
d. Keep carts on path; stay out of muddy areas.
e. April tournaments:
6th-2A district tournament-course will be closed.
11th-Hilltop VFD/EMS tournament at 9:00 a.m. shotgun start.
16th-Bill King Group at 1:00 p.m.
16th-Nucor at 9:00 a.m., shotgun start.
25th-Normangee Project Graduation shotgun start @ 9:00 a.m.
4. LAKES REPORT-Herman Sullivan reported:
a. Water is up in Tonkawa and Cherokee Lakes.
b. Lake Committee is talking to a marine biologist about the black
algae.
c. Good fish reports from the lakes.
5. EMS/FIRE-None
6. AIRPORT-None
7. GOLF COURSE MAINTENANCE-Director Stork reported:
a. Awfully wet; first time he remembers in fifteen years the whole
golf course being closed.
b. D. D. is aerifying all the greens.
c. Fertilizer truck coming next week to put down the spring fertilizer.
d. Greens will be a little bumpy next few weeks.
e. New tractor with golf cart tires was bought out of the golf cart
trail fee account.
8. STABLES-None
9. PATROL-Director Schiamara reported:
a. Drove 3,753 miles
b. 9 traffic stops, issued 3 citations, 2 warrants run, 2 arrests
c. 40 sheriff calls, 67 deputy self-calls
d. 64 HTL calls
e. 4 Normangee police assists
f. 7 hours fixed traffic post
g. 198 house checks
h. 8 bank runs
i. 1 fire call assist
j. Accident involving kids on go cart; accident involving golf cart hit
a lady in dark---remember kids without a driver’s license cannot
drive golf carts and golf carts can’t be driven at night without
lights.
k. Open container law going to be enforced-can’t have in golf carts
while on the road.
10. ANIMAL CONTROL-Director Harvey has been questioned about the
length of time animals are kept by animal control, cost of feeding the
animals, etc. Last year 29 dogs were taken in. Hilltop only spent $93
to take care of these animals. Nancy Walls donates all her
salary back into animal control expenses. She has a few people to
help her but needs more if anyone is willing to help.
B. PRESIDENT’S REPORT-President Presswood:
1. Thanked Animal Control for taking care of the animals.
2. Completed foam insulation in the Lodge.
3. Two (2) new A/C units will be installed next week. Thermostats will be
set at 71 cool and 68 heat automatically behind a locked door. When
this last phase is done, the A/C will be on a demand system. Attic was
prewired before the insulation was foamed in.
4. Just about completed replacing all of the street signs on Hilltop Drive.
5. When weather clears for any length of time, we will be striping Hilltop
Drive, Golfview, and Fairway.
6. Due to vandalism, anti-loitering policy is in effect.
7. Twenty-four year old ice machine in the restaurant was replaced today.
XI. MEMBERS TO BE HEARD
R.D. Lewis-How are we coming along on the electricity bill out here?
Jack Wimbish-Do we heat and cool upstairs?
R.D. Lewis-Have you looked at solar panels?
Jack Wimbish-Restaurant cost us $2600-probably a lot of that is electricity.
Janice Hall-Why is there no revenue on the restaurant line?
As a reminder, EMS/Fire Department is having a golf tournament on April 11th-
please help support them!
Watch for snakes also!
XII. ADJOURN-Director Lautenschlager motioned to adjourn; Director Stork seconded
the motion. Meeting was adjourned at 4:50 p.m.
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Prepared by: Date:
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Approved by: Date:
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