HHH Meeting Information

Hidden Hills Harbor Owners Association

Monthly Meeting

Hidden Hills Harbor Club House

141 Deer Run Road, Mabank Texas 75156

Saturday, November 9, 2024

10:00 AM

MINUTES

1. Call to Order by Brian Pittman at 10:08 AM
2. Pledge by Brian Pittman
3. Prayer by Michaele Jacks
4. Certification of Quorum
   1. Present: Brian Pittman, Mike McCully, Melissa Sulak, Colleen Willis, Dan Miller, Ronnie Daniels
   2. Vacant: 2025, 2026, 2027
   3. Thank you to all of the veterans who have served
5. Homeowners Forum (Q = question, A = answer, C = concern, R = response)
   1. Tony Sawyer – Q: How can you go from 60 to 105 percent raise when nothing has been done about things I have written up? A: Board has been working on books and legal aspects. We have to fix everything in our books. Hired and an accountant and attorney to help get everything fixed. Have to follow legal path to make it hold up in court. We have to have it right.
   2. Vera Glossup – C: Can’t afford the dues increase. Paying for lots that don’t use the dumpsters. R: Roberts Rules of Order says we set budget and charge dues to cover the budget. Trash expense is large and going up like everything. Now picking up 3 days, instead of 2 and paying less per month. Cameras are capturing license plates so we can see who’s dumping. Budget is based on operating expenses. Attempts to update information has become more successful in the last 2 weeks. County and POA records don’t have the correct info. All of this is the foundation we have to do to take the next step. Q: What good is a lien if you all aren’t doing anything about it? A: There is a legal process that must be followed: Intent to lien, 2^nd notice, Lien. We can foreclose on the property. We can only foreclose for dues, not fines.
   3. Tracy & Rene Dantzler – C: I have demolished 4 mobile homes and built 2 million-dollar homes to improve the community. We call the commissioner weekly and aren’t getting a response. Let people know what’s happening. I’m not willing to pay if I’m not seeing results either physically or in writing. R: Need to make sure everyone is calling about nuisance lots.
   4. Rick Gatlin – C: How can you come up with raising the dues without notice? A: Dues are based on the budget.
   5. Sandi Daniels – C: You can’t raise the dues without letting people know. R: Dues are based on the budget.
   6. Linda & Charlie Pittman – C: All of our responsibility. Concerned that full budget wasn’t presented. Put fines on website. I’ll go deliver fines. Unless we start doing something. Unless everyone starts doing something. R: We are in a new fiscal period. I can certainly print the full budget for the future meetings.

R: Dan Miller – 2^nd go around on the Board. We are overcoming years of gross mismanagement. Have filed over 20 complaints and numerous records requests. Not getting results. It is the fire marshal’s responsibility to clean all of this up. We have to report, report, report.

R: Colleen Willis – We all have to do our part in reporting and stay with it.

1. Michaele Jack – Concerned with lights on signs, talking with county about fixing lights and S curve, throwing trash in yards
2. Harlie Casas – Full time resident. My road is s—. Have lived here since February.

Want information on the website & Facebook. Q&A info on the website.

1. Robert & Carol Kirby – C: Can’t sell property because of the development. Q: Why do keys cost $140? R: Keys are not duplicable.

Dan Miller – Republic has walked away from other developments due to lack of profitability.

1. Paul Woods – Can’t just go up on lots. Mow lots around me. R: $30,000 to fix a road, we have to buy culverts, and surfacing is expensive. Budgeted amount for roads was used for other things that the POA needed to be paid for.
2. Lisa Short – Want help with seeing who has stolen from their property. Michaele has come on their property. Trash falling off vehicles in yard. Person who has a ladder and climbs over fence to throw trash and then picks it up and leaves. Husband is popping dogs with pellet gun. Resident has stolen 2 puppies.
3. Frances Shafer
4. Debbie Hicks – Q: Do we have an audit report? Have we ask the accounting firm for the audit report? A: We are looking at prior non-entries and things not being recorded correctly. Doing reconciliation, looking at accounts. Attempting to get dumpster overages down by going with going with 3 collections per week.
5. AJ Taylor: Dumpster gate is frequently open. Why are roads not being taken care of? Don’t want my dues to be go up.
6. Maurice Harris

6. Review and Approval of October 12, 2024 Minutes, including Executive Meeting report
   1. Motion to approve by Colleen Willis, second by Dan Miller, passed 6-0
7. Review and Approval of Financial Statements
   1. Balance sheet typically is a one-month report. We can provide a year to date in the future. Profits and losses sheet is the cleanest it has been in recent history; we have had to go back to 2016/2017 records.
   2. $1500 in checking, $8000 in savings.
   3. Bank accounts are reconciled in Quickbooks.
   4. Currently $11,000 over our income at this point. Millie has made 1 deposit. Expect them to come in over the next couple of weeks. $49,000 collected last year.
   5. Accountant: $50/month for reconciliation
   6. Attorney: $30 initial for pairing with someone who knows Texas POA law
   7. Motion to table financials by Ronnie Daniels, second by Colleen Willis, passed 6-0
8. Administrator Report

Office administrator, Millie Whaley, we need black ink and stamps.

Ronnie Daniels will work with Millie on Building Permits.

9. Committee Reports
   1. Communications (Website and Facebook) – Brian Pittman – Both are up to date
   2. By-laws and Restrictions
   3. Architectural Control – Dan Miller will make fines and fees schedule, write policy and serve as liaison.
   4. Member Engagement – Welcome Packet has been emailed to board members.
   5. Road Committee
10. Old Business
    1. Cameras Install Update – Brian Pittman is changing out the light to increase camera visibility.
    2. Management Company – Dan Miller has spoken to some.
       1. We need a fine schedule posted.
       2. We lose the ability to work with property owners on payment/fee options.

• The management/collection company will keep the majority of what is collected, POA gets a small percentage.

1. Will continue to research and report again next month.

1. Dogs – We are working with the county to reduce the number of stray/unsecured dogs.
2. Republic Dumpster Presentation – Mike McCully
   1. Moving to 3 days/week pick up (Monday, Wednesday, Friday) would cost less per month and hopefully reduce overage charges.
   2. We will try this before revisiting locking dumpsters.
3. New Business
   1. Assessment Schedule
      1. Statements will be sent out in the next couple of weeks. Lot numbers will show on statements. Will have option to pay by credit card.
      2. Owners will have November to pay. Payments made December 1 or later will be considered late.
   2. Lien Schedule – Not taking action until December.
4. Adjournment – Motion to adjourn at 12:42 pm by Mike McCully, second by Colleen Willis, passed 6-0

13. Executive Session – The Board may, with the approval of a majority of a quorum, adjourn a meeting and reconvene in executive session to discuss and vote on personnel matters, litigation in which the Association is or may become involved, contract negotiations, enforcement actions, confidential communications with the Association’s attorneys, matters involving the invasion of privacy of individual members, other business of a confidential nature involving a member, and maters requested by the involved parties to remain confidential.

• Opened at 12:45 pm.
• Motion by Colleen Willis to approve Harlie Casas as board member, second by Dan Miller, passed 6-0
• Management company report by Dan Miller: 10-20% of dues go to company, collections are negotiable, require majority (85%) of owners paying dues, average of collecting past dues is 15%, fines & fees can offset the cost, mobile home communities are not attractive to management companies, everything costs money, anything in bylaws that says we can’t hire management?, they are interested in working with a thriving community, we are a low end community
• Motion to adjourn at 1:01 by Dan Miller, second by Ronnie Daniels, passed 6-0