Please note these are not the official meeting minutes but rather a summary of notes I took during this meeting. A summary of the HOA meeting for October 2019 follows:
The meeting was brought to order with board members Karen O’Neill, Paula Dimmitt, Chris Martinez, Paul Rutkowski and Shawna Klein in attendance. Chris Zenner and Ricky Gonzales were absent.
Previous minutes were approved unanimously by the board.
A thorough financial report was discussed by Paul Rutkowski which outlined our current financial status and included income received through 8/30/2019 totaling $512,751.31 and operating expenses for the same timeframe $396,024.04. Keep in mind this time period includes only one interest payment made against the $1.5 million dollar loan for the clubhouse. Budget for interest only in 2019 for the loan is set at $113,400.00 to be paid. We currently show a net loss year end projected to be ($73,900.00) based on our current budget trajectory.
Following the discussion of the budget, the board unanimously approved the 2020 budget.
There was a board discussion about the budget and the need to raise the assessments to provide additional income for the upcoming changes in operating overhead due to the loan repayment. The board voted and unanimously approved an assessment fee increase for 2020 of the maximum 10% allowed according to our deed restrictions which amounts to an additional $21.70 per assessed property owner. An audience member suggested potentially raising the assessments for the next three years at 10% per annum in order to cover the current budget constraints stating assessment fees are low compared to other developments throughout San Antonio. The increase provides an estimated additional $62,000 in operating funds annually and moves our current $218.00 fee to $238.70.
NOTE: Many of you probably recall board President Greg Matula making the promise in previous meetings where costs for the new clubhouse were included and the board insisted they would NOT raise assessment fees citing the budget could handle the clubhouse build and it would NOT cost property owners more out-of-pocket expenses.
The collection policy was the next item for discussion with a board discussion of a revised policy which was necessary to match incoming property management company Lifetime’s policy for collections which lowers the present collection fees to $20.00 and changes the costs for attorney involvement in the collection process. Those changes were unanimously voted approved by the board. A question from the audience was asked about there being no fines for not paying assessments on time. The board response was that administrative fees are levied each year at 10% if you are late paying your assessment fees.
Discussion regarding Villas repayment Agreement took place. Apparently, there was an accounting error in 2014 which was caught by the CPA who reviewed the TPOA books, where $26,000 was not transferred into the TPOA operating fund from TPOA assessments received from the villas. The TPOA board and the Villas board have agreed to accept $8100.00 in repayment of the monies due which was unanimously approved as well. If I understood the discussion correctly, there was currently $9100.00 on the books to be repaid (not sure I have that note correct but it’s what I jotted down!).
SAWS representatives were in attendance for the meeting and held a discussion about rate structures, water usage, how to detect leaks, the fact that our area had seen 33% increase in usage mostly due to new construction and irrigation systems, and other things which might impact your bill in response to the overwhelming displeasure over the much higher than usual August-September water usage bills recently received. SAWS will begin installing Smart meters like the CPS Smart Meters in 2020. There will be a pilot program to initiate the installation and once the kinks are worked out on that program it will be system wide and is expected to take 4-5 years to complete.
At one point an audience member suggested that SAWS allow questions from the audience rather than continuing to discuss rate structures, etc. and a question and answer session was opened. The board noted the necessity to move the meeting along and asked for SAWS to continue discussion following the meeting for anyone interested. SAWS held a raffle and awarded the winning audience member with a flow meter valued at $199.00! This gadget tests for leaks and helps isolate water usage and is available for purchase. SAWS provides a $150.00 rebate on your water bill for installing it.
The next item on the agenda was meet the candidates. Two candidates –Abbey Lehner and Edward Romero were absent from this process.
The remaining candidates Nette Werling, Jim Burdine, David Barkalow, Cindy Griffin, Joe Alvarez and Warren Mutz were each given 3-minutes to present an overview of experience and their potential goals if elected.
IMPORTANT NOTE: THERE WILL BE AN OPPORTUNITY FOR ANY AND ALL PROPERTY OWNERS IN TIMBERWOOD PARK TO MEET AND QUESTION POTENTIAL CANDIDATES ON OCTOBER 22, 2019 AT THE PAVILLION 7 PM. PAUL RUTKOWSKI, CURRENT BOARD TREASURER WILL BE THE MODERATOR FOR THIS EVENT AND ALL CANDIDATES HAVE BEEN INVITED TO ATTEND. PLEASE COME MEET THOSE CANDIDATES YOU MIGHT NOT KNOW, LEARN MORE ABOUT THEIR CANDIDACY, ASK QUESTIONS AND ENJOY LIGHT REFRESHMENTS WITH THE CANDIDATES!
The board made comment following that announcement that this was not a “board sanctioned” event but rather sponsored by Jim Burdine, one of the candidates running for office. My question—why isn’t a Candidate Forum a “board sanctioned” event? It would seem to be a good opportunity for property owners to meet candidates and learn more about them. There aren’t many opportunities for that to occur from the time candidates announce their intention to run for election.
Old Business included a clubhouse project update. Note was made of a picture which had surfaced on NextDoor citing potential mold issues which had been addressed with the contractor but also noted that the trusses involved were not moldy but rather weather discolored much like cedar board become when exposed to the air and environment. Next steps in the build process include the roof being installed and then HVAC and Electric will follow.
Reserve Projects Updates – Capital Improvement Bids & Votes
Board President, Karen O’Neill reported that the current balance of $255,000 in the reserve account was accomplished by saving consistently each year for the last 8 years. Because there was a substantial balance and we need to repair and improve some of our assets, the following improvements were approved from the reserve account:
- Pool chairs and tables were approved last meeting for about $20,000.00
- Pool decking repair and resurface was approved for $27,775.00
An audience question followed this approval whether the pool fees cover the operational costs or not and the board answered that this repair was coming from the reserve account rather than operational costs, which fees generally cover (this would be life guards, pool service, supplies, maintenance, etc.). Pool fees are approximately 10% of the budget according to board discussion.
- Pathway bids have been underway for a while now with difficulty finding contractors willing to take the job on. After 3 bids, one was selected for the fee of $44,400 and it was agreed that the project would be split in two with the first half being approved for $22,200 which will take it from the parking lot back to the last bridge area at this time. Pathway will be taken up completely with new being installed in its place. Second half will be scheduled following.
- Caretaker home roof needs to be replaced and was approved for replacement at $6595.00 as a shingle roof matching the clubhouse as closely as possible.
- Splash pad repair was previously approved as well but I don’t have the figure for that project (I seem to recall it was somewhere around $60k but I didn’t catch the figure this time at the meeting).
These approvals bring our reserve account down to an approximate $95,000 according to the board (I think I’m missing something I didn’t jot down here that was additionally approved which makes the balance drop to that amount). The board stated it plans to add $38,000 into the reserves by year’s end. Paul Rutkowski mentioned the need for a new reserve study to ensure we were funding the account properly going forward.
Lighting around the park was discussed but it is a new capital project and cannot be funded under the reserve account since it is not currently an existing asset. Bids are currently running around $75k for that project and an audience member suggested that while the pathway was being dug up a trench was also provided for future electrical and other which might be needed for the lighting project once it is approved.
Halloween around the park was discussed. See your flyers for about that event.
New Board Election Voting process was briefly discussed citing that since Lifetime Management will be officially fully on board by November 30, they will be managing this year’s electoral process. They can manage the voting on-line to improve some of our past processes. More on that coming soon.
Craig Johnson donated a bench to the 5th hole of the golf course in memory of his father. He is also interested in establishing a golf course committee to begin caring for the course in a more consistent manner.
Brush drop off for property owners only will be November 23rd in the park. Times appear to be set 8 am to 12 pm. More on that soon as well.
Bulk drop off will be for Tiger Waste customers only and will be door to door on December 7th. Please be sure to follow the instructions provided by Tiger or your bulk waste will not be picked up!
The annual meeting will be held at Piper Middle School on Borgfeld Drive December 17th at 7 pm. Please be sure to attend and vote!!!