Annual Meeting of the Paleface Ranch Association 09-13-14
I Call to Order
The meeting was called to order by President John Byington at 1:37 p.m. Byington reported 81 of 158 lot owners were in attendance in person or by proxy. The chair declared that a quorum had been established.
MAIN MOTION #1
Member Monica Hooge moved to limit debate to four minutes per person.
Minutes have been posted on the website since October of last year. The link was also circulated with the meeting notice and is posted on the website. No objections, minutes are approved.
III Treasurer’s Report
Treasurer Toby Newlin presented the treasurer’s report. Byington stated the treasurer’s report would be filed for audit.
IV Budget Review
Newlin presented the 2015 proposed budget.
MAIN MOTION #2
Member Bill Paschall moved to approve the 2015 budget as presented.
V Board’s Report
Association Accomplishments in the past 12 months.
- Ordered and installed (Dec. 11, 2013) new mailboxes, providing mailboxes for all the property in Paleface Ranch.
- Powder coated and relocated the old mail package boxes, increasing the overall box storage space available.
- Maintained the front entrance with regular mowing.
- Maintained the roads with new chip seal / crack fill.
- Replaced three outgoing members of the ACC (Oct 2013 and Sep 2014).
- Held 6 Board Meetings Oct 2013 – Aug 2014; all “open to the public”.
- Called for and held a “Special Meeting” regarding the funding of oak wilt trenching on Jul 15, 2014.
Association Volunteer Activities
- Completed extensive erosion control work to stabilize roadside ditches in several locations.
- Cleared road easements of trees and overhanging tree limbs.
- Provided dead cedar clearing advice, disseminating the names of three local contractors.
- Held a Community Wide Garage Sale on Nov 11, 2013.
- Participated in “Santa Comes to Town” with the Pedernales Fire Dept. on Dec 8, 2013.
- Organized a clean-up of the Front Entrance on Feb 22, 2014.
- Investigated and responded to over 65 individual complaints regarding potential covenant violations.
- Boat Ramp Improvement – activity will be detailed in Old Business – Boat Ramp Parking Expansion report.
- County Maintenance of Roads – more information during Old Business – County Maintenance of Roads.
- Oak Wilt Project – more information during Old Business – Oak Wilt Project
- The Board’s work is serious business with the ultimate goal of preserving the character and natural beauty of the neighborhood. You can help by making yourself familiar with the CCR’s, By-Laws and ACC rules. These all impact how our neighborhood should look and feel. If you see something that’s not right, talk to your neighbor, maybe it can be worked out without escalating the problem to the Board. If that doesn’t work, then report it to the Board. It is one of the reasons we are here.
- Major projects like oak wilt trenching, boat ramp parking expansion and even road maintenance receive a lot of criticism and some wonder why Association dues are spent on such endeavors. The Board does not spend money unless it has been authorized to do so by the Association. Each one of these projects, and most of the other items we will discuss today, have been or will be brought to the entire Association to be discussed, debated and voted on. The Board does reserve the right to do due diligence on contractors and other vendors and reserves the right to make the selection of same with the best knowledge available.
- The Board’s work is not always fun, but it can be rewarding. There are plenty of opportunities to have that feeling of accomplishment, knowing, that in some small way, you made the neighborhood just a little bit better.
- We have two expiring terms to vote on today. Neither incumbent is running for re-election which will leave our Association seriously void of experience. In addition, we have one Board member that has resigned midway in his two year term. That position will be filled by Board majority vote as per the By-Laws (section 7.04) sometime in the next few weeks. We encourage you to consider running for a Board position today. We need your expertise, but more importantly we need your perspective to balance out the Board to be sure we have a representative body to govern the Association.
- We would like to thank Toby Newlin, Gail Finnegan and Nick Granelli for their service to this Board. They all have been straightforward, honest and dedicated the Association’s business. They all will be missed.
VI Architectural Control Committee Report
Cody Gibson reported that it’s been an extremely busy year. The ACC has approved seven new home construction projects. There are 10 homes currently under construction; two are technically late. Twelve other construction projects have been approved – water tanks, pools, etc. Three ACC deposits have been refunded this year.
VII Road Maintenance Committee
Nancy Lambros reported that the Association began chip sealing the roads five years ago. Crack filling has been on the annual maintenance schedule since the very beginning. The recommendation going forward is to chip seal on a rolling basis, every 6 – 7 years. In 2014 the Road Maintenance Committee oversaw the chip seal of five roads – Indian Divide Road, Indian Divide Cove, Improver, Likeness and Oscars Echo. This completes the first round of chip seal on the roads. Expenses for road work in 2014: BigTex chip seal $53,593.00; Rhoades Sealing $28,531.20 crack fill on roads except Performer, Envoy, Successor, and Replica.
IX Election of Officers
Two board positions were up for election this year. Charles Patterson, Bob Madey, Heather Martinez, and Mindy Smith were nominated. Charles Patterson and Mindy Smith will join the 2014-2015 Board.
X Old Business
Boat Ramp Parking Expansion
The project to expand the parking area at the bottom of the boat ramp is going on 16 months now. There has been a little activity down there recently. The cement barrier wall is almost complete. Handrails still need to be installed and the lot needs to be graded.
County Maintenance of Roads
The board put forth some effort assessing what it would take to turn our roads over to the county and thus offload our main expense of road maintenance. When it became clear that each property owner would have to vote to give the roads to the county, the board decided to take a straw poll vote at the annual meeting prior to doing further research. The results of the straw poll indicated that the Association was not in favor of County maintenance of roads at this time.
Oak Wilt Project
Texas A&M Forest Service has approved the Association’s cost sharing application. The oak wilt trench line has been flagged by the Texas A&M Forest Service. The board has chosen to use Oak Wilt Specialists of Texas to trench the line. All property owners on the trench line have submitted OWST trenching authorizations to the Association. The board expects to sign a contract with OWST next week and begin trenching as soon as possible.
XI New Business
Right Turn Lane on Highway 71
The project specifications from the TXDOT engineer for a 100′ long, 10′ wide turn lane were given to two vendors for bids. BigTex came back with a preliminary quote of ~$33,000.00; Wheeler gave a partial quote (no dirt work) of $20,000.00.
MAIN MOTION #3
Member Heather Martinez made a motion that the Association establish a fund to pay for a right turn lane on Highway 71.
Monica Hooge moved to amend the motion: that the Association set aside $7500 per year for the next four years to pay for a right turn lane on Highway 71. Robin Newlin seconded the motion, as amended. 60 for; 10 against
Paleface Ranch Sign
The Paleface Ranch sign at the entrance to the neighborhood is constructed of wood. The wood is rotting. The sign has recently been painted and looks good for now but it is spongy and crumbling in places. Two options for a replacement sign were presented at the meeting. The first was similar in design to what we currently have, though made of stone and metal. The second was a rock pedestal with a hanging pedant Paleface Ranch sign.
MAIN MOTION #4
Robert Fraser makes a motion to vote to repair or replace the current sign.
Don Barnett makes a motion to table to table the motion. 41 for; 19 against
Entry Cleanup Proposal
Tyler O’Brien presented a proposal for trimming trees, turning mulch, pulling weeds, placing river rock in flower beds and generally cleaning up the entrance flower beds and vegetation.
MAIN MOTION #5
Tyler O’Brien makes motion to vote to see if everyone is in favor of paying $2100 to have the entry cleaned up.
Nancy Lambros makes a motion to table the motion until the next meeting. Bethany Thoresen seconds. 41 for; 21 against
MAIN MOTION #6
Jim Brown made a motion to amend the 2015 budget contingency fund from $2000.00 to $10,000.00. Bill Paschall seconded the motion. 36 for; 1 opposed.
Meeting is adjourned at 3:26 p.m.
John Byington, President
Megan Klein, Secretary
The foregoing minutes approved by the membership on September 12, 2015.
Megan Klein, Secretary