MAY 18, 2010
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. If there is an A/B meeting, it will be Thursday, May 27, 2010. B Board members present were Garland Ford, Vice President, Larry Bowman, Treasurer, Jeanette Sterner, Secretary and Jim Atchley. Rob James, the GM was present. Several department heads were also present.
Jim Atchley opened the meeting. The following items were presented by Rob James and discussed:
I. Deer Situation. Rob gave the current status of the Deer Control Program. The "No Feeding" Policy is still in effect. On a personal level, he feels the "No Feeding" policy has been effective. Though not an accurate estimation, he has noticed there seems to be fewer deer on the Ranch. Others have made the same observation. There will be a formal count completed in July, with the help of Texas Parks and Wildlife Department (TPWD). Rob is encouraging everyone not to feed because if the policy has been effective, we should see a lower count of deer by the TPWD team. Rob stated you might think you are being "nice" to the deer by feeding them, in fact you might not be. Hopefully, the count will be low enough that no further action will be required. However, if the count is the same or higher than the count completed last July, then the next phase of the Deer Control Program will come into effect. The TPWD will also evaluate the state of the deer and the erosion of the habitat. If the habitat is still deteriorating and cannot sustain the estimated number of deer on the HLR property, then the next phase of the Deer Control Program will still have to be enacted. Protection of the habitat and the safety of the residents of HLR are key factors to be considered in any Deer Control Program.
II. Restaurant Overview. Rob said that Phil Giacopelli presented to the Board a very thorough overview of the financial status of the 19th Hole/Fore Seasons Restaurant. The losses have been going down approximately $1,000 every month since he first opened. The first month they were opened, they lost $3,000. The last reporting month, he had approximately $1,000 in losses. At the start of any new business, there will usually be losses because of "start-up costs." Those costs include, but are not limited to costs in supplies, cookware, cleaning, painting, repairs, advertisement, printing costs, training of workers, etc. A question was asked if these are HLRA losses. Rob said they were NOT. The 19th Hole/Fore Seasons owner incurs these costs. The Association has not been responsible for food costs, labor, and cost of supplies. This is not an inclusive list, but the owner handles the start-up costs, food costs and labor. Rob did remind everyone that the Association has always provided the building rent-free. The HLRA also pay electric and propane costs. The large equipment items do belong to HLRA, so we pay for their maintenance and purchase, where indicated by the contract with the owner. Other issues concerning the restaurant are:
A. One issue that has been a problem is a better menu for the golfers at the 19th Hole. The Fore Seasons is running smoothly and have good crowds most evenings. However, the day-to-day business is slow. He is not getting many customers for lunch. Rob spoke with him about needing a quick order menu for golfers as they come around the 19th hole. He also mentioned a need for a luncheon menu for golfers when they finish a round of golf. All of these items have just been enacted, but do let Phil and Rob know how this new menu and service is working for the golfers.
B. Someone said Phil was going to open the 19th Hole at 10:00a.m. for the Veterans' Golf Tournament to be held June 1. He is going to feature some of these menu items. Plus, he is going to serve the meal after the tournament. So, this should be a good test to see if Phil's new procedures and menu will be effective and encourage golfers to come in after a regular round of golf. Also, non-golfers, who are going to be working the tournament and attending some of the festivities of the event, might be encouraged to come into the 19th hole for lunch as well. The homeowner stressed the Veterans' Golf Tournament will be a critical event for the 19th Hole to show off their new menu. The homeowner did suggest that instead of boiling the hot dogs, why does he not buy a hot dog/sausage rotisserie like you see in other 19th holes. You can warm the hot dog buns in a bin below, which really speeds up the process so the golfer can get a hot dog or hot link and be out of there in a few minutes rather than waiting for the hot dog to cook on the stove or in microwave. Jeanette Sterner said that suggestion has been made more than once, but maybe now Phil will see the need for a much faster means for golfers to get a quick hot dog or hot link. Rob said that Jeanette will bring that to Phil's attention prior to the Veterans' Tournament and he will be able to improve his system of delivering "to-go" food items.
III. Dam Report Assessment. Rob said the State and Federal requirement to complete an "Emergency Preparedness Dam Assessment Report" has been discussed at the Open B Board meetings. Plus, Rob sent out a notice concerning this mandatory requirement on the last billing. Some have called questioning the $20 one-time assessment added to property owners' bills last month. Rob explained that since Hurricane Katrina, the government made it mandatory that dams on certain size lakes, be required to complete a report providing an assessment of the damage that could be incurred down stream. The estimate of the report due on Lake Greenbriar by December of 2010 is $25,000. One company gave an estimate of $50,000. Of course, we went with the lowest bid. Rob wants to make it clear that all of HLRA dams have passed inspection. This is a totally different type of assessment report. The good news is the Holly Lake was rated as a "Low Risk" lake, so no report is needed for that lake. Lake Greenbriar was rated as a "Significant Risk" lake, so an assessment must be completed. Dave said that as long as nothing changes down stream, our report would be a one-time cost. The only thing that would cause us to have to complete another report is if the situation down stream were to change in population and number of structures. Dave gave the example of a housing addition. If someone were to build homes down stream, then Lake Greenbriar would move to a "Highly Significant Hazard," and would require a new Emergency Assessment Report. Someone asked if the spillway change we made on Holly Lake was part of this program. Rob said that was a separate issue, but at that time there was concern that if HLR were to experience the "100 Year Flood" era, we could have well-above normal rains and cause extreme flooding if a larger and improved spillway was not constructed. That project was completed a few years ago.
IV. Water Rate Protest. Rob said we had a successful hearing with TCEQ as far as lowing the base rate paid by customers. Bob Adams and Bob Walker wrote a proposal to TCEQ and Algonquin Water Resources of Texas. The proposal was to lower the base rate from $39.20 a month to $30.20. It was understood that a rate increase was going to be allowed because the water company had not requested a rate increase in several years. The base rate decrease was based on two main factors: First, encourage conservation of water, and secondly, keep in mind the property owners who are on fixed incomes and the hardship a higher base rate imposes on them. A higher rate for usage was proposed, that being to increase the cost of 1,000 gallons of water from $1.30 to $2.89. Bob Adams, who did an outstanding job presenting the proposal and giving reasonable suggestions to TCEQ and Algonquin representatives, presented it at the hearing. Bob has been involved in similar hearings in the past and this was a great benefit for HLRA. Both sides agreed upon the proposal and the commission accepted it as well. No reimbursement will occur because that money will be used for legal fees. The new rate should begin in June. The heavy users of water will be most affected by the rate change; however, the average homeowner should benefit from the change in rates. Rob said that the average water usage is approximately 2,000 gallons a month per home.
V. Stolen Garbage Cans. A few residents have complained about stolen trashcans that were FULL of garbage. Holly Tree Chapel also had some cans stolen. The main worry is identity theft. Be sure and report any stolen items as soon as possible, so Security would have a better chance of reacting to the crime. Rob advised all to check credit card statements and talk with the bank if any unusual monetary activities have occurred.
VI. Security Building on West Side. Rob said this issue comes up periodically, but to date, no Board members, past and present, have been convinced that the cost of a building, maintenance and extra employees required to be stationed there, is going to improve security on the West side to any great extent. One of the biggest complaints comes from the contractors because they cannot enter the Westside without going to the East Side Security Building first to obtain permission to enter and a token to enter at another gate. Most contactors are familiar with HLR and they know the procedure involved, so it does not take that much more time to go to the East side first to get a token. Plus, Rob does not feel we want to change the system too much because the gate card system can be turned off for those individuals who do not pay yearly HLRA dues. They must come to the East side Security Building to get a token every time they want to enter HLR. Other gate options were suggested to Rob and he said he would review other systems for possible consideration for the 2011 budget.
VII. Ambulance Service. Champion Ambulance Service will begin parking an ambulance at HL Volunteer Fire Department. That option was to be in place soon after the new fire department was built. A very nice facility was built into the complex, so the crew would have a place to stay while awaiting a call. Mother Frances and Champion made other arrangements, so the crew never came to HLR. However, about two months ago ETMC came to talk with the Board about an ambulance service and stationing a crew at HLVFD. They were going to honor the Champion contracts already made by residents. Mother Frances and Champion revisited the concept and have agreed to place an ambulance at HLVFD. Rob thanked ETMC for offering the proposal, which caused the whole issue to be brought forward again for consideration.
VIII. Golf Course. Clayton is seeing an unusual problem with the greens, which he feels will cause HLRA to "lose" the greens if not addressed by a professional. The problem is called "tufting," where the grass is curling under and embedding back into the ground. This is "choking" out the grass. Clayton has contacted a PGA agronomist to come out and analyze the problem. The cost is $1800 for a half day. All he does is examine the problem and give solutions to solve the problem. This price does not include a remedy. Rob said the A/B Board are committed to having a good golf course and has given initial approval for the PGA specialist. Clayton will make arrangements for the individual to come out as soon as possible.
IX. Bridge Closure. Rob announced that Dave and his crew are going to finish the paving job leading up to the bridge on the Westside. Dave will complete the job on a day that is warm enough for the asphalt to spread and seal properly. All noticed the "wavy" look to the asphalt leading up to the bridge and that was due to paving on a day when the temperature was not quite hot enough. When that day is determined, notices will be posted so you will be aware that bridge may not be used between 9:00a.m. and 5:00p.m. The emergency exists will be open. Dave is planning on doing the job on a Tuesday because the golf course is closed on that day.
X. Geese on Hole 12. Greg Demko asked that more geese be purchased for hole number 12. He feels that it is a bit sad that we only have 2 geese now and he feels they do add to the "beauty" of that hole. Rob said he would get 2 to 4 more geese. Someone commented that the old geese would not get along with the new geese. Geese can be "territorial" according to one gentleman. Rob said he would still get the geese.
XI. Signs. Rob said that the B Board is going to speak with the A Board concerning what signs should be allowed on property. No final decision has been made until proposals are brought before the combined A and B Board. Date scheduled for this meeting is May 27. The following types of signs were presented and discussed:
A. Property Owner name, section, lot number and 911 addresses should be posted in a manner visible from the street and suitable for outdoor use. Logos and slogans may be included. Signs are to be made of permanent materials.
B. Garage Sale and Estate Sale Signs are only permissible in a standard format that must be obtained from the administration. Rob noticed some homemade signs that were absolutely the worst he has seen. There were cardboard signs advertising garage sale signs and they looked very bad. Rob said that would not happen again. Security has been told to pick up any garage sale or estate sale signs that are not issued by the Administration. The signs can be up for 72 hours. Someone asked if there would be a charge for the signs. Rob said there would be a fee of $10 for each garage sale sign, which is non-refundable. Rob said you may have up to 5 signs to advertise your sale. Rob said he wants the signs back for other such events. A lady suggested that we make the fee refundable because then you are more likely to get the signs purchased by the Admin office back. [CLARIFICATION NOTE: Rob noted in his comments that the fee HAS NOT been voted on by the A/B Board. It is important to note, that in other meetings, an alternative fee proposal has been discussed and that is to have a "refundable" fee, which would encourage people to return the signs to the office, more so than a "non-refundable" fee. Also, the proposal to have one $10 fee for 1 to 5 signs has been approved by the B Board only. The fee is NOT $10 per sign.]
C. Special Event signs are for events or occasions, which have a beginning and ending date. Rob gave the example of the Women's Service Guild Tour of Homes. A representative of the organization would come to the Admin office and complete a form indicating exactly what the signs would look like. Once the sign design is approved, then the organization would have commercially made signs at their cost. Again, no hand-made signs for these events. Commercially made signs usually hold up in all kinds of weather and can be reused for several years.
D. Other types of signs that do not have an "end date" will not be allowed. This proposal will also be presented to the A Board. Christmas signs will be allowed because there is an "end date" to this special occasion. Commercially made signs will be required for seasonal events. Rob mentioned that what he has said not passed and they will not be enforced yet until the A/B meeting. Questions or comments include:
1. Rob said it would be best if we did not have any signs. A lady commented that was a "sad" statement because many of the signs we have been allowed to have is a "sign" of hospitality. Rob invited her to come up and speak and reminded her that the A/B Board has not voted on these proposals. The lady said we have moved to HLR to enjoy ourselves and then all of these rules and regulations are put on us. From what she has learned, only a few people started the issue concerning the signs and complained to
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