HHH Meeting Information

BOARD OF DIRECTORS MEETING
May 11, 2024
10:00 a.m. at the POA Office

Agenda for the Board of Directors Meeting

Hidden Hills Harbor Owners Association

Hidden Hills Harbor Club House

141 Deer Run Road, Mabank Texas 75156

Saturday, February 17, 2024

10:00 AM

 

AGENDA

  1. Call to Order
  2. Pledge
  3. Prayer
  4. Certification of Quorum

 

This is the monthly meeting of the Hidden Hills Owners Association Board of Directors for the Hidden Hills Harbor Subdivision in Henderson County, State of Texas.  This meeting has been posted and is being conducted in accordance with the Texas Property Code, Section 209 and the By-laws of the Association.

 

  1. Homeowners Forum
  2. Review and Approval of, January 13, 2024, Minutes, including Executive Meeting report
  3. Review and Approval of Financial Statements
  4. Administrator Report
    1. QB Red Tag Report
      1. How many in system
        1. <30 days
        2. >30 – <60 days
        3. >90 days
        4. Liens – Full history of all we have
      2. Supplies
        1. Printer
        2. Labels, Post it tabs, surge protectors
  • Dumpster Keys
  1. Committee Reports
    1. Financial Reconciliation Project
      1. How many bad accounts do we have?
      2. How many accounts have been fixed since last month?
  • Assessments – Colleen
    1. How many of returned envelopes are there
    2. How many have been rectified since last month
    3. Can we use PublicData.com for people search?
  1. Communications (Website and Facebook)
    1. Host Gator renewal
    2. Word Press Renewal
  2. By-laws and Restrictions
    1. Attorney Visit
    2. Email Voting
  3. Architectural Control
    1. Nuisance Notices
    2. Portion of Attorney visit pertaining to abandoned homes
  • Plan for the next month
  1. Road Committee
    1. County Meetings

Link to County Calendar on website. March ??

  1. Tuley Update – Texted Tuley 2/13/2024 – no response yet. Spoke with Chivon 2/15/2024. She will call me back with details 2/16/2024.

 

 

  1. Member Engagement
    1. Welcome Packet for Title Companies – Mike working with Melissa on some enhancements to existing documents.
    2. First community event?
  2. Old Business
    1. Directors’ insurance
    2. POA Property Clean Up – Tony to clean up rest of fence – get off of chain link and barbed wire and Round Up base of fence.
    3. New 2024 POA/HOA Laws
      1. Fee Table Development
      2. Fine Schedule Development
    4. New Business
      1. Compactor Presentation
      2. Camera System
      3. Sign – Charles Whaley
    5. Adjournment
    6. 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.

Notes from the previous Board of Directors Meeting

Hidden Hills Harbor Owners Association

Hidden Hills Harbor Club House

141 Dear Run Road, Mabank, TX 75156

Saturday, October 14, 2023

 

Meeting Notes

Called to order 10:05 am by Brian Pittman

Pledge of Allegiance and Prayer by Brian Pittman

Board member present: Brian Pittman, Mike McCully, Tony Sawyer, Colleen Willis, Dan Miller, Melissa Sulak

Board members absent: Debbie Hicks, Robert Hill

Home Owners present: Paul Woods, Millie & Charles Whaley

Home Owners Forum

Paul Woods – concerns with run down homes, graffiti, street repair, culverts being redone, Brian Pittman will check with Scott Tulley

Charles Whaley – dumpsters need to be addressed asap, street repair, was attacked by dog not on leash, Mike McCully expressed that Henderson County has limited personnel and spaces         

Approval of Minutes from September meeting

            Working on exterminator for office

            Robert does not have the equipment, need to hire professionals

            Board owns lots, paying taxes on 1,

Treasurer not in attendance – no report, continuing to work on accuracy of records

            All assessments are out, questions are coming in, Millie and Debbie are working on cleaning up

Administrator report

            Millie needs Mike’s help with getting QuickBooks back up and running

            Millie is working on cleaning up records on deceased owners

            Owners of lots not in POA receiving services

            Dumpster cameras need to be better

            Front gate is falling apart, need to fix

Need more folders and labels, as property owners come in Millie is putting everything in folders until QuickBooks is ready for entry, also need pens

Homework – Job Assignment updates

Brian Pittman: email campaign, assist Tony with Architectural Committee Procedures

Debbie Hicks: get books in order, assessments, train Millie

Melissa Sulak: get minutes to webmaster to post, assist Debbie and Millie with assessments

Tony Sawyer: get architectural committee moving, red tag process

Robert Hill: collections and email campaign

Dan Miller: collections and email campaign

Mike McCully: collections and dumpsters

Colleen Willis: member accounts, maps, file bylaws, get list of property owners from the county, comparison of county list and POA list

Approval to pay Clifton Johnson to haul off mattresses left at dumpsters and reimburse for dump fees

Committee Reports

            Communications: Mike asked for greater detail of where to send checks for assessments

Bylaws & Restrictions: Brain will verify bylaw signature with attorney and will have his signature notarized, Colleen will file, restrictions are what they are due to not enough homeowners at annual meeting

Architectural: need fines and procedures before committee can take action

Road: discussed

Member Engagement: work in progress,

Old Business

            Assessments have gone out, payments are starting to come in

            Directors’ Insurance

Mike McCully quote has expired, from same company as liability $2000

Dan Miller has talked to other companies, most are saying we aren’t insurable due to asset to expenses ratio

            Liability Insurance is expiring next week, voted to renew $1421.74 for $2 million

            License plate look up – need to get new credit/debit card before we can purchase

                        Mike is working on new credit/debit card

            Policy and procedures – will take work by everyone to accomplish

                        General Office Policy – Millie, Debbie, Melissa

                        Collections and Liens Procedure –

                        Architectural Committee Procedures – Brian, Tony

                        New Owner Packet and Office Procedures – Brian, Debbie, Millie

                        STR/VRBO Policy and Procedures – attorney will help with this

                                    Application

                                    Packet

Cameras for the office – previous provider is too expensive, need to look at less expensive camera options

New Business

            Fee table development

                        Title transfer: $50

                        Dumpster key fee: $50

                        Building permit: $100

                        Administrative fee (for certified letters): $25

                        Require survey to build or move in

                        Dan is researching Henderson County fees

                        Tony is researching septic requirements (state and county)

            Fine schedule development

                        Need to allow reasonable amount of time to fix before being fined

                        Will email over the next month to develop

                        Discussion:

                        $125 clean up, 30 days

                        $250 building permit violation, 30 days

                        $500 nuisance/abandoned and/or uninhabitable, 30 days

                        When fines reach $2000 will file a lien, eventually foreclose and sell property to recoup

Have abandoned trailers moved off lot, sell property below market value but have to pay fees

Red Tags: all sent with certified letter, will not charge for 1st certified letters, any subsequent will have $25 administrative fee

Approve fees and fines as listed above

POA Property clean up – ongoing

Nuisance notices – anyone can fill out Henderson County public nuisance form, it details what the county considers a nuisance, please send to Red Tag committee when you file

Next meeting: Nov 11th Veterans Day, Fire Marshall will be here

Adjourned at 11:58 am