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H.H.P.O.I.A.
Board of Directors Meeting Minutes
March 20, 2004
March 20,2004 President, Arnold DeSandre at 10:04 A.M, called Hickory Hills Property Owner's Improvement Association
Meeting to order.
Following the opening prayer by Arnold DeSandre, Roll Call was held. Karl Holz, Jane Mucci, Gary Averitt, and
Arnold DeSandre were Present. Board member Freddie Scaggs was absent due to a family emergency.
1. Reports of Officers:
a. Jane Mucci moved to approve the minutes of the Feb. 20, 2004 as presented. Gary Averitt seconded the motion.
Motion passed without dissent.
b. Financial Reports: In the absence of Freddie Scaggs, Arnold DeSandre reported on the balance sheet as of
February 29,2004 and the Profit and Loss Statement dated January thru February 2004. The P&L listed total income
at $32,642.79 and total expenses at $17,947.85 showing a net income of $14,694.94. For details please see the filed
reports. Karl Holtz moved and Gary Averitt seconded the motion to file the financial reports as presented. Motion
passed without dissent.
2. Community Input:
a. Arnold DeSandre announced the Ladies Group garage sale will be held at the pavilion on April 24th. The community
wide sale will be held on June 12th, with a rain date of June 26th. No other community input was presented.
3. Committee Reports:
a. ACC:
Layne DeSandre reported on the activities of the Architectural Control Committee. She announced two new houses
came in this month. Out of the 22 letters sent to property owners last month for various deed restriction violations
five (5) property owners have completed their remedies to be in compliance, three (3) are currently making progress
on being in compliance. Those property owners not contacting the office or making arrangements to complete the
required actions will be sent a second letter giving them a stated amount of time to bring their property into
compliance or to face fines of up to $200 per day as levied in state regulations. Layne further reported the quarterly
roll off dumpsters will be in place for March 31 It or April 1 It to allow property owners to dispose of refuse
on their property other than household garbage. This service is provided quarterly. Lastly she reported that the
trailer home on Cumberland Drive owned by Projects America is to be towed off in the near future.
b. Lake Committee:
Art Mucci that the construction project on the dam should be completed within the next ten (10) days and the maintenance
phase of the project has begun. The dam will be mowed six (6) times between April and November and will be seeded.
He further reported that the Marine Biologist hired by the two lake committees, Callender and Hickory Hills, will
begin his survey and provide recommendations both short and long term for the maintenance of our lake and public
areas. He will recommend the proper equipment and chemicals to use. The cost of $500.00 will be paid by the lake
committee from their own fund. This fund is supported by many volunteer activities such as the annual fish fry
and the aluminum can collection project.
c. Maintenance:
Arnold DeSandre reported the back bathhouse has been refurbished and repainted with much improved looks. The meeting
room floor at the pavilion has also been repainted. Three loads of oil and sand material for road repair has been
received and work is in progress to keep the roads improved as much as possible. Arnold moved that he be authorized
to order two more loads of sand and oil, another load of caleche (sic) to be delivered at a total expense of$I,300.00.
Jane Mucci seconded the motion and it passed without dissent. He further reported that shower curtains have been
installed in the back bathhouse as well as smoke detectors. Smoke detectors have also been installed in the front
office and meeting room and will be installed in the main bathhouse before reopening. He complimented the volunteers
and labor force for the maintenance being done and stated the parks look great!!!. He is receiving compliments
from various property owners.
d. Office:
Arnold DcSandre reported that we received a refund check in the amount of $265.00 for overpayment of our workman's
compensation insurance policy. The office is mailing the second quarter invoices later this week and will include
a two-page newsletter and election infonnation. He continued to report on the project of comparing our records
of property owners again the VanZandt Co. records and our list is complete and up to date now. The office staff
then compared our corrected list of property owners to our invoice list to ensure all of our property owners are
being properly invoiced. Arnold stated that five (5) property owners have come in to pay their Maintenance Fees
in full after receiving the letters of delinquency that were recently mailed to all delinquent owners. There is
one piece of property that we are still working on to verify the correct owner and the office will pursue this
issue. By way of note we now have a total of570 property owners and 217 of them live here full time. Arne stated
that one of the issues is that we have multiple data bases on our computer system and they do not talk to one another,
so it is imperative that the office staff update each data base separately when there is any change to the infonnation.
The office staff is continually monitoring these data bases to ensure correct data..
4. Unfinished Business:
a. Tecon Water Update: At 7:00 pm on March 25th in Tyler at the Holiday Inn on So. Broadway there will be a
hearing meeting to allow Tecon customers to air their feelings about the rate increases. This meeting is preliminary
to the main meeting at noon in Austin, Tx on March 29dt. If the request for an official hearing before the regulatory
agency overseeing this issue is denied, then we will proceed with the lawsuit. All of our surrounding communities,
including Hickory Hills, would like. to join in with the City of Blue Mound in the filing of this lawsuit. That
would increase our sh.ow of unity and support and decrease the individual cost of proceedin! with a lawsuit against
Tecon. Several from our community plan to attend the March 25 meeting in Tyler. b. Main Bathhouse Update: The contract
to repair the fire damage and to restore the Bathhouse to be in compliance with electrical codes has been let to
contractor Dave Roach. He is to begin work on March 22, 2004. The tile material to repair the floor has been purchased
and for now the Women's side is opened as a Uni Sex bathroom.
5. New Business:
a. Bills to be approved for payment: Karl Holtz moved and Gary Averitt seconded the motion to authorize the payables
as listed in the amount of $9,228.61. This amount includes $1,500.00 for our share of the cost of the work on the
dam project.
b. Nominating Committee: Jane Mucci announced that the notice of annual election and annual meeting as well
as the ballots are being prepared for mailing. Also, to coincide with the ladies club garage sale, there will be
an opportunity to meet the candidates personally. The nominating committee consists of Freddie Scaggs, Susan Underkofler,
Barbara Mortela, and is chaired by Jane Mucci. In order to be eligible to vote in the upcoming election, all property
owners must be paid current thru the second quarter by May 5th. That is ten (10) days prior to the annual meeting.
Pool Filter Purchase: Arnold DeSandre moved to authorize the purchase of a pool filter from Cal Electric in the
amount of$52S.00. Karl Holz seconded the motion and it passed without dissent.
c. Past Due Accounts: The office is in the process of preparing a list of 55 property owners to be assigned
to an attorney for collection and or foreclosure. The process will begin on this list of delinquent property owners
immediately, and others will be added at a later date if possible. The current board is dedicated to getting our
delinquent rolls reduced as much as is possible and will continue to pursue options.
d. Letter of Support for Nuisance Abatement: A group of citizens in VanZandt Co is on the docket for the March
22nd Commissioners Court meeting at 9:00 A.M. at the VanZandt Co. Courthouse. The ordinance we are asking to have
implemented will be heard by the court.
e. Maple Road Cave In: The road cave in has been repaired and to reduce further erosion the sides will be seeded.
f. Karl Holz moved and Jane Mucci seconded a motion to write off as a loss and uncollectible the $150.00 maintenance
fees on lot 22 on E.Sycamore. The property owner died three (3) years ago and the county has taken back the property
for taxes. Motion passed without dissent.
g. Proposed change to the fmancia.1 reporting method being used With the Road Fund account: As a way of background,
a previous board authorized 10% of collected maintenance fees be transferred to an account set aside for Road Repairs
and for capital improvements to our roads. The current system in use does not allow for those expenditures to be
properly reflected in our reporting system. Therefore the following motions were passed to clarify the procedures:
1.Jane Mucci moved and Karl Holz seconded that 10% of maintenance fees collected will be deposited into the Capital
Improvement Road fund on a monthly basis. Motion passed with no dissention... unanimous.
2. Karl Holz moved that funds to be expended from the Capital Improvement Road fund will be transferred by check
to the association's main operating account. Gary Averitt seconded the motion. After discussion the vote to pass
the motion was unanimous.
3. Karl Holz moved and Gary Averitt seconded to modify the previous motion to read as follows:
"Karl Holz moved that funds to be expended from the Capital Improvement Road fund will be transferred by
check to the association's main operating account to ensure that these expenses are properly reflected as Capital
Improvement road expenses and not as general road maintenance expenses.
After discussion and a reading of the wording of the motion it was voted on and passed unanimously.
6. Adjourn meeting:
Before adjourning the meeting at 11:35 am, Arnold DeSandre announced that he, along with Jane Mucci, Susan Underkofler,
and Freddie Scaggs will be attending the Greater Lake Palestine Council meeting in Chandler on March 23rd at 7:00.
Thanks to Dot Crawford and Edom Bakery for the cakes presented for refreshments.
7. The next HHOPIA meeting is Saturday, April 17, 2004 at 10:00 AM.
Respectfully submitted by Barbara Mortela
Volunteer Recording Secretary
Presented to HHPOIA Board of Directors for approval:
Signature: ______________
HHPOIA Secretary
Dated: _______________
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