10/16/2015

PALEFACE RANCH ASSOCIATION, INC.
REGULAR BOARD OF DIRECTORS MEETING — OCTOBER 16, 2015
MEETING MINUTES

The following meeting minutes reflect the actions taken by the Board of Directors (the “Board”) of Paleface Ranch Association, Inc. (the “Association”) at the regular meeting of the Board conducted on October 16, 2015 (the “Board Meeting”).

Location: 23802 Oscar Road, Spicewood, Texas 78669
Attending: Karl Hancock (President), John Wray (Vice President), Heather Martinez (Secretary), Mindy Smith (Treasurer), Steve Barker (Director).

There were approximately fifteen property owners in attendance.

Meeting called to order at 7:01pm.

Approval of minutes:

Minutes from the July 20, 2015 meeting were read and approved unanimously by the board.

Mindy motions to approve minutes as they stand. Steve seconded. Motion passes.

Approval of financial statements:

Kendrick construction deposit was returned.

Steve asked status of right turn lane and fund. Karl explained TXDOT’s intent to expand Hwy 71 near Paleface Ranch.

At the annual meeting, it was determined that board would wait and see if TXDOT puts the lane in for us as part of the expansion on 71.

Steve motions to approve treasurer’s report. Heather seconded. Motion passes.

Committee Reports

Architectural Control Committee Report

Four construction applications received to date.

Mindy confirms applications received versus construction started in 2015. A project applied for in December and started in January accounts for the ACC numbers not matching the treasurer numbers.

Six applications for other projects received to date.

Other projects include water wells, storage sheds, fences, driveways, swimming pools, etc.

Seven homes completed construction to date.

There were 7 homes under construction in January, 7 in February, 7 in March, and 7 continued in April. May saw 8 homes under construction. June saw 7. July dropped to 4 and August, September, and October had 3 homes under construction.

Road Maintenance Committee Report

Heather read Nancy’s report as Nancy was unable to attend. The board tabled Nancy’s recommendations for discussion.

Current year budget is fine once dues are in, need to find funds for later years

John suggested changing rotation so the big roads aren’t back to back years

Recommendation 1 from Nancy – reserve $30K in the budget for Rhoades Sealing to do the hot melt crack sealing in 2016.

Recommendation 2 from Nancy – Plan for and set aside $52,000 in the 2016 budget for doing chip seal on Oscar in 2016. If needed control any optional work and expenses in 2015 to ensure we have the required funding for the chip sealing next year.

Recommendation 3 from Nancy – Establish a dedicated chip seal fund in the budget to set aside the money needed for the chip sealing of Tres Coronas in 2018 and future chip sealing of all roads. A dedicated fund was used in the past in the budget (late 1990s and early 2000 years) in order to have enough money saved to be able to maintain the roads properly and complete the work which has been completed in the past.

Old Business

Announcement of board member positions

Karl Hancock: president

John Wray: vice president

Steve Barker: director

Mindy Smith: treasurer

Heather Martinez: secretary

Boat ramp expansion

98% complete

LCRA wants one area parallel to 71 to have the grass berm extended 15 feet. Karl has been waiting on rain to place seed.

Plans to spread out extra fill dirt this week

LCRA wants rocks from berm area removed and grass planted

LCRA requested a sweep of gravel off the boat ramp road

Will wrap up soon: next week is target for completion.

Front entrance sign

See full report from Richard Luevano at end of document

Sign will probably last another 5 years as is, decay on trim edges

Recommends cutting trim portion out and add in treated 2x2s where it is rotten, caulk and paint

Get a 2×12 cap board that runs across the top to cover up the sign to prevent water from getting to the joints and screws. Probably 5 – 10 feet, 2x 12 would be 22 ft long

Mindy recommends Gregg Smith gets together with Richard to make minor repairs

New Business

Appointment of ACC member

Robert Fraser appointed as third member of ACC.

Monica Hooge starts discussion about financial recording dates

Can the recording dates of financial information be adjusted to line up with annual meeting so that the budget finishes in September?

Since budget has been ratified already, Mindy believes we can’t adjust the recording periods until the next annual meeting where a vote will be required.

Board agrees to research and report back at next meeting.

How to close gap between end of annual meeting and end of fiscal year?

Possibility to include a separate financial report for September through December at each annual HOA meeting?

John Wray motions the board review, research, and report at next meeting. Steve seconded. Motion passes.

Appointments of Road Maintenance Committee

Mindy motions to appoint Monica Hooge to the Road Maintenance Committee and to consider a third person for the committee. John seconded. Motion passes.

Karl will reach out to Josh Shelton, a neighbor that works with crews that do work on highways, to see if he is interested in serving.

Governance Committee

Karl makes a motion to appoint a temporary committee to make recommendations for necessary changes in governing documents to incorporate the legislative changes and this committee reports back to the board and Monica Hooge will act as chairperson of committee. Mindy seconds. Motion passes.

Robert Fraser, Sue Bennet, Sheila Jenkins, and Megan Klein show interest in committee.

Legislative law amendments in 2013 and 2015 supersede what Paleface Ranch Association has in writing.

Changes will be recommended via underlines and strike throughs.

Will consist of at least six people.

Future meeting

Heather motions to plan future board meetings. Mindy seconds. Motion passes.

The next board meeting is scheduled for Saturday, December 5, 2015 at 10:00am at 1210 Likeness.

Adjourned at 8:11 pm.

Mindy makes motion to adjourn. Heather seconds.

Motion passes. Meeting adjourns.

Road Maintenance Committee Report

Update on hot melt crack sealing if and as needed on all roads (11 total roads)

The information presented at the annual HOA meeting is still accurate.  A quick recap is presented in this report.

The hot crack sealing work was completed by Glenn Rhoades of Rhoades Sealing on 9/12/15. Final cost was $22,204.28 which included a $2241.72 discount. Original estimate was $15,990.  Reason for cost increase explained below.

Both the weather  and ground movement resulted in a large amount of additional cracks being identified in September versus when the original site visit and estimate was completed in April.  These additional cracks resulted in a higher cost.

The work normally would have been completed in May/June however it was delayed and completed in September due to weather and equipment shortages.

Final number of linear feet was 20,080 versus original estimate of 14,325 linear feet. Oscar, Tres Coronas, Improver, Performer, Envoy Place, Replica, Successor and the intersection of Tres Coronas and Oscar closet to the gate all had cracks sealed.  All roads except Tres Coronas had additional cracks identified.

No crack filling was needed on the following roads most of which were chip sealed last year – Likeness, Indian Divide Road, Indian Divide Cove and Oscar’s Echo.

Oscar had the biggest change from 8760 feet to 12,363 feet.

The estimate for 2016 is $30K from Rhoades Sealing. Ideally it will come in around $25K however; it is unpredictable due to the weather and ground movement/shifting so we need to plan for $30K as worst case estimate.

Estimate is very reasonable based on past work and within budget estimate.

2013 estimate was for $11,991.60 for 9993 linear feet.

2014 estimate was for $28,531.20 for 23,776 feet and 7 roads.

Unit price of $1.20 per linear foot.

Unit price has remained the same for the last three years – 2013, 2014 and 2015.

The tentative plan is to have the site visit done in March/April by Glenn Rhoades and the crack sealing work done in April/May weather permitting.

Recommendation #1 – reserve $30K in the budget for Rhoades Sealing to do the hot melt crack sealing in 2016.

Update on budget estimate for chip sealing from Big Tex paving (2014 vendor)

The information presented at the annual HOA meeting is still accurate.  A quick recap is presented in this report.

Will chip seal Oscar next year which is a mandatory requirement to do since it has not been done in 8 years as of 2016.

Big Tex provided estimate which will use the same unit price per square foot as last year (2014) of $51,047.70 for Oscar chip seal in 2016.

Big Tex (Terry Goodwin) has done an excellent job and we would like to establish a long term relationship with Big Tex for the ongoing chip sealing of all the roads both to guarantee the same quality of work and to possibly get better pricing.

Will get competitive bid(s) next year from other contractors if possible.

Background Information

Roads were constructed in 1995 and are 20 years old

Crack filling has been done every year to maintain the longevity of the roads  since 1997

All 11 roads have been chip sealed in the last seven  years (2008-2014)

Roads should be chip sealed every 6 years to maintain the integrity of the road and road base and prevent the need to do a total reconstruction at a tremendous six figure cost

Our HOA plan and long term approach is to do the chip sealing on all roads on a regular rotation basis over multiple years based on data provided by multiple road construction, paving and maintenance vendors in the past.

Oscar was chip sealed in 2008 and needs to be chip sealed in the next year or two so no later than 2016 to maintain the integrity of the road

Oscar is the main road and longest one in the subdivision with the heaviest traffic

All traffic uses Oscar for the first section from the front gate

Planning estimate for 2016 budget for Oscar chip sealing from Big Tex Paving (2014 vendor)

$51,047.70 ($0.30 with 170,159 sq ft)

Planning estimate for Tres Coronas from Big Tex Paving (2014 vendor)

Tres Coronas will be the next street in the ongoing rotation after Oscar for chip sealing

Chip sealed in 2011

With seven year requirement to maintain the road integrity Tres Coronas is due for chip sealing again in 2017

Planning estimate for saving funds for future work from Big Tex paving

Tres Coronas — 49,046.40 (0.30 with 163,488 sq ft)

Recommendation #2 – Plan for and set aside $52,000 in the 2016 budget for doing chip seal on Oscar in 2016.  If needed control any optional work and expenses in 2015 to ensure we have the required funding for the chip sealing next year.

Recommendation #3 – Establish a dedicated chip seal fund in the budget to set aside the money needed for the chip sealing of Tres Coronas in 2018 and future chip sealing of all roads.  A dedicated fund was used in the past in the budget (late 1990s and early 2000 years) in order to have enough money saved to be able to maintain the roads properly and complete the work which has been completed in the past.

Pot hole repair (Rhoades Sealing)

Pot hole near the gate fixed in August for $850.

Engineer’s Report on Entry Sign

Steinman Luevano Structures, LLP

October 15, 2015

Paleface Ranch HOA

Re: Neighborhood Entry Sign

HOA Representatives:

I have completed a visual observation of the entry sign and present this report for your review. The sign is approximately 21 feet long and 4 feet high above the stone pedestal. It is a wooden sign constructed with what appears to be 4 full length panels, each of which have been carved or routed to form the letters and decorative arrowhead and brand. Each one of the panels are attached to what appears to be 4 or 5 vertical 6×4 posts that may be in concrete post holes much like wooden fences are constructed. The wood posts appear to be treated and appear to be free of decay. The panel edges appear to have been left to the original thickness which gives the look of trim at the edges. Along the top and sides of the sign there is a 2×6 frame that the full length panels are attached to.

After observing the sign, I observed some soft spots along the edge of the panels where the full depth of the panel takes the shape of trim. It appears that the some of the wood at the edges have developed wood rot. It appears that the wood rot is limited to a few places along the edge of the sign. The main body of the sign appears to be in good shape. It also appears that the frame between the panels is holding up well. The sign also appears to be very sturdy and for the most part free of wood degradation. I did observe a gap along the bottom of the sign between the wood sign and the stone base.

In my opinion the sign could use some minor repairs that would extend the life of the sign at least 5 years or more. The first repair would be to cut away the small portions of soft wood along the edge of the sign. A new piece of wood should be installed in the same location. The replaced wood should then be caulked and painted to match the remainder of the sign. The length of wood trim to the removed and replaced would be approximately 5 feet of 2×2 wood trim. In addition to the repair of the soft spots I would recommend that a 1×12 or 2×12 cap be installed to provide additional protection to the top of the sign. All replacement wood and new cap wood should be treated material. Finally, I recommend that some high grade silicone caulking be used to fill the gap between the bottom of the sign and the stone base to prevent water infiltration under the sign.

Once the new wood is installed we recommend all joints be filled with a high grade silicone caulking and painted to match the existing sign.

I will be available to answer any questions of my findings.

Sincerely,

Richard Luevano, Jr., P.E.

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