August 2015 Board Meeting Minutes

McKinney Park East Homeowners Association, Inc.
Date: Tuesday, August 4, 2015
Place: McKinney Park Pool

Board Meeting Minutes

1.     Call Meeting to Order

a.     The meeting was called to order by Michael Bullock at 6:33pm. 
b.     Board members in attendance: Michael Bullock, Lupe Martinez, Mark Heaps, James Janus. 
c.     Homeowner in attendance: Beth Powell.
d.     Also in attendance: Jim Smitherman and Jamie Richardson, Goodwin Management.

2. Approval of June Board Meeting Minutes

a.     James Janus motioned to approve the June 2, 2015 board meeting minutes as presented.  Michael Bullock seconded the motion.  The motion carried 4-0.

3.  Ratification of Board Votes since the last meeting

a. A motion was approved to purchase and install the AED for $1725.
b. A motion was approved to purchase two new lifeguard chairs and umbrellas for $3125.

4.  Homeowner Comments

  1. Beth Powell asked if the two dumpsters near the mailbox on Sunderland Trail are part of the long term plan for that area.  Michael explained that there will be an entrance at that location once the Slaughter extension is complete and the dumpsters will be removed.

5.  Committee Reports
Committee reports were not provided.

6.    Manager’s Report – Jim Smitherman

  1. Balance sheet total assets as of June 30, 2015: $720,767.90.
  2. Delinquencies as of June 30, 2015: $127,216.27.
  3. Budget Comparison: 
    1) $2,500 under-budget in legal expenses

    2) $8,250 over-budget in property expenses, due to:
    1. Increased lifeguarding hours
    2.  Tree maintenance
    3.  Landscape enhancements

7.     Old Business

  1. Pool / Park
    1)    Lifeguards will be on duty each weekend through the end of September.
    2)    On weekdays in September, the pool will be open for early morning swim (no lifeguards) from 5am – 12pm, except for Mondays when the pool is closed for cleaning.
    3)    Shade for the pool – Jim presented an update on shade options.
    4)    AED has been installed
    5)    New lifeguard chairs and umbrellas have been purchased and installed.
    6)    New benches have been delivered.
    7)    Mark Heaps motioned to proceed with the purchase of four round tables and sixteen chairs for the pool area.  Lupe Martinez seconded the motion.  The motion carried 4-0.
  2. Grounds / Landscaping
    1)    The marquee signs are tentatively expected next week.
    2)    Columns in the front have been repaired.
    3)    The board asked Jim to order one $400 bench for the Capital Metro stop.
  3. New Playscape
    1)    The new playscape has been installed.
  4. Security
    1)    A security bid was provided in the packet for review.
    2)    The board discussed security patrols and requested Jim provide bids from a private company as well as one for an off-duty law enforcement officer.
  5. Lighting
    1)    The new lighting has been installed at the Pavilion.
    2)    Waiting on the poles, but the heads are in
    3)    Light in archway is cracked in front; they will be coming out to address it.
    4)    The new playground will also have lighting
    5)    The lights should be functional, even before the poles arrive

8. New Business

  1. National Night Out – Michael Bullock
    1)    October 3, 2015 from 4-7pm
    2)    Grand Meadow Neighborhood Park
    3)    Fun activities include a rock wall and carnival rides
    4)    Dozen or more different city functions will be in attendance
    5)    Overall expense of 20k but HOA will be responsible for 7k
    6)    Possibly hosting a Movie in the Park at the end of the event
    7)    Estimating 600+ people in attendance
  2. Panadero Lot
    1)    The board discussed options for the Panadero lot. 
    2)    Mark and James will co-chair this project.
    3)    Jim will set a time for the board to meet with an engineer on site.
  3. Legislative Changes
    1)    The legislative changes were included in the packet for review.
  4. Violation Fine Policy
    1)    The board discussed the violation fine policy and how to define commercial vehicles.
    2)    Jim will draft the new fine policy and send it to the board for review.

9.     Executive Session

  1. The board entered executive session at 8:06m.
  2. The board exited executive session at 8:19pm.

Michael Bullock motioned to adjourn the meeting.  Mark Heaps seconded the motion.  There being no further business, the meeting adjourned at 8:20pm.

June 2015 Board Meeting Minutes

McKinney Park East Homeowners Association, Inc.
Date: Tuesday, June 2, 2015
Place: McKinney Park Pool

Board Meeting Minutes

1.     Call Meeting to Order
The meeting was called to order by Michael Bullock at 6:37pm. 

Board members in attendance: Michael Bullock, Lupe Martinez, and Teresa Garza. 

Also in attendance: Jim Smitherman, Property Manager & Jamie Richardson, Goodwin Management

2. Approval of April Board Meeting Minutes
Michael Bullock motioned to approve the April 7, 2015 board meeting minutes as presented.  Lupe Martinez seconded the motion.  The motion carried 3-0. 

3. Ratification of Board Votes since the last Meeting

  1. The board voted to confirm balance of account for two homeowners.
  2. The board approved the updated playscape and cover proposal with the rock wall addition for $27,944. 
  3. The board approved the bid to re-do the overpasses with xeriscaping for $2500.

4.     Homeowner Comments
There were no homeowners in attendance.

5.     Committee Reports

  1. Newsletter – Michael has not received a draft of the newsletter and no additional update was provided.

6.     Manager’s Report
Jim Smitherman presented the financial report. 

  1. As of May 31, balance sheet total assets: $729,080.19.
  2. Reserve MMA1 Bank of Nevada account has been closed.
  3. Budget Comparison: under-budget on legal, administrative, social, property, and pool management/lifeguard expenses. 
  4. Total amount under-budget for current month (May): $2949.78.
  5. Management fees are at the highest tier; there will not be additional increases.
  6. The website www.poolkey.com is no longer in use.  The pool keys can now be requested on the Goodwin website.
  7. Michael suggested updating the 2007 reserve study once the improvement projects are complete.

7.     Old Business

  1. Pool – The board discussed the pool party policy.
    1. Reservations are a maximum of 4 hours and a maximum of 30 people. 
    2. In order to regulate the number of guests in attendance, guests will now be asked to sign-in when they arrive for the pool party.
    3. Pool reservations must be made two weeks in advance to allow time for the pool company to schedule an extra lifeguard (as needed)
    4. The lifeguards cannot make exceptions.  If an issue with this policy arises, they will contact a board member to visit the pool and assess the situation.
      1. The reservation details will be posted on a dry erase board at the pool.
  2. Grounds / Landscaping
    1. Jim provided the landscaping update. 
    2. Landscaping maintenance is behind due to the inclement weather.  The property was mowed today. 
    3. The inclement weather has delayed the schedule for easements; it will be at least two weeks because the soil is too soft.
    4. John treated for fire ants on Saturday night.
    5. The schedule for the bridge/overpasses has also been delayed due to the weather; the work will be completed on Saturday.
  3. New Playscape
    1. The playscape is expected to be installed by the end of June.
    2. Michael reported that the new playscape has received good feedback from residents online.
  4. Lighting
    1. Jim presented the updated MRP Services lighting proposal.
    2. The bid does not include any irrigation repairs that will be required if the irrigation is hit during the trenching.  The board asked for Jim to let John know when MRP has scheduled the work so he can be on site to repair the irrigation as needed.
    3. Michael requested for them to make sure the lighting is uniform in color; either by matching the color of the new lights to the existing ones (or change the bulbs on the existing ones to match the new lights)
    4. Michael Bullock motioned to approve the MRP lighting bid for $35,479 + tax.  Lupe Martinez seconded the motion.  The motion carried 3-0. 

8. New Business

  1. Sail shade cover for the pool – Jim will request a bid from Kidstruction.
  2. Security cameras for the pool – Michael provided an update on the security cameras.
    i.      Mark Heaps met with NSS and did not recommend moving forward with their proposal.  He is now looking into a DIY option of purchasing dropcams and installing them himself. 
    ii.      Jim suggested meeting with MRP on site to discuss the options available regarding the dropcam power supply.
  3. Picnic tables for pool area – Michael emailed a proposal from ReWork Project. 
    i.      Michael Bullock motioned to approve the ReWork Project proposal for two picnic tables.  Teresa Garza seconded the motion.  The motion carried 3-0.
  4. Old pool furniture – The old pool furniture will be made available to residents of McKinney Park and Springfield.  The board will let Jim know once the date has been decided and he will send out an email notification.

9.     Executive Session

a. The board entered executive session at 7:54pm.
b. The board exited executive session at 8:15pm.
c. Michael Bullock motioned to move forward with the delinquency items, as discussed in Executive Session.  Lupe Martinez seconded the motion.  The motion carried 3-0.

Michael Bullock provided a summary of legislative changes that will impact Homeowners Associations.

There being no further business, the meeting adjourned at 8:25pm.

April 2015 Board Meeting Minutes

McKinney Park East Homeowners Association, Inc.
Date: Tuesday, April 7, 2015
Place: McKinney Park Pool

Board Meeting Minutes

  • The meeting was called to order by Mark Heaps at 7:02pm. 
  • Board members in attendance: Michael Bullock, Mark Heaps, James Janus, Teresa Garza, and Lupe Martinez. 
  • Homeowners in attendance: Mary Armesto
  • Also in attendance:
    • Jim Smitherman, Property Manager
    • Maria Kirk and Eliza Torrez, City of Austin Code Officers
    • Jacqueline Ballone, Public information officer at City of Austin Code Dept
    • Jamie Richardson, Goodwin representative

1. Code Enforcement
Public information officer Jacqueline Ballone and code officers Maria Kirk and Eliza Torrez attended the meeting to answer questions about code enforcement policies.  They recommended visiting their website at http://austintexas.gov/department/code 

2. Approval of February 3, 2015 Board Meeting Minutes
Mark Heaps motioned to approve the February 3, 2015 board meeting minutes as presented.  James Janus seconded the motion.  The motion passed unanimously.

3. Ratification of Board votes since the last Board Meeting
The board has not voted since the last board meeting.

4. Homeowner Comments
Mary Armesto presented a proposal on the Grand Meadow Neighborhood Park.  The board proposed for Mary to get a consensus from neighboring HOAs about what initiatives they would be interested in pursuing; then return and present it to the board.  The board also requested she send them a link to view projects that have been approved.

5. Board Organization
Mark Heaps motioned to appoint the board members to the following board positions:

a. President – Michael Bullock
b. Secretary – Mark Heaps
c. Directors – James Janus, Teresa Garza (to serve a 3 year term), and Lupe Martinez (to serve a 1 year term)
Teresa Garza seconded the motion.  The motion carried 4-1.

6. Committee Reports
Michael Bullock stated that committees have been established but are informal due to the inconsistency in participation.

Mary Armesto and Elaine Pozos will be creating the newsletter. 

7. Manager’s Report
Jim Smitherman presented the financial report. 

  1. As of March 31, the bank account has a balance of $700,907.
  2. Springfield’s payment has been received but the KB payment hasn’t been received
  3. Over-budget by $2250 in legal expenses as a result of the collection process
  4. Utility expenses are under-budget by $1000
  5. Under-budget by a total of $3100 for the month

8.  Old Business

  1. Pool / Park
    i. The board reviewed the pool furniture bids and asked for the bids to be presented at Springfield’s annual meeting.  Jim will request for Springfield’s property manager to conduct an informal poll at the meeting to get feedback.  Mark will also poll McKinney Park members on the NextDoor website to find out which model of pool furniture is preferred.  He will then initiate the vote to approve the bid via email.
    ii. The board will authorize a pool committee member to purchase the pool noodles.
    iii.   Mary Armesto will draft a set of rules for early morning swim and present it to the board for approval.
  2. Grounds / Landscaping – Jim provided the landscaping update.  He will send them the bid to re-do the overpasses with xeriscaping for $2500; the board will then vote via email.

9. New Business

  1. Park upgrades
    i.   The board is scheduled to meet on Wednesday, April 15th at 6:30pm to walk the park and discuss options for park upgrades. 
    ii.   Jim referred the board to the website www.kidstruction.com and requested feedback on the playground structures they are interested in.  The board will look at the options and vote via email on the type of structure they want; Jim will then get bids for that type of structure and present them to the board.
    iii.   The board reviewed the security system proposal.  Jim will have NSS contact Mark directly to discuss the proposal.  Mark will then email the board and make his recommendation on whether they should move forward with the proposal as presented.
    iv.   The board decided to hold off on reviewing the lighting proposals.
     v.   The board reviewed the marquee sign bids and made changes to the design.  Jim will send the board an updated proposal and the board will vote via email.
    vi.   The board requested bids for cleaning the McKinney Heights signs and for a basic sign for the pool entrance.

The board entered executive session at 9:23pm.

The board exited executive session at 9:45pm.

Michael Bullock provided an update on the Zoning Commission’s meeting regarding the Bumpstead rezoning.  The commission denied the SF-3 application and zoned the property SF-2.  SF-2 is consistent with the surrounding homes.

There being no further business, the meeting adjourned at 9:50pm.

Playground Finished!

Today construction was finished on the new playground! We're very excited to have this new addition finally done. As you've probably noticed there is still plenty of activity up at the park as work continues on updating the lighting across the park are. That work should be completed around the middle of August. 

 

 

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New Playground!

Canopy going up! 

Canopy going up! 

In case you missed it, construction has started on the new playground and canopy cover. First phase is putting up the canopy, then they will start with the playground itself finished with the playground border and child safe mulch. Construction should be completed within the next couple weeks.  

We're very excited to have this new addition underway!