NALCE Executive Board Meeting Minutes January 20, 2017 The NALCE executive board held its first meeting of 2017 on January 20, 2017 at the Lost Creek Country Club. In attendance were Thomas Jones, Jim Tidwell, Ron Pierce and John Whitaker. Agenda: Proposed budget Thomas Jones presented an initial budget for discussion among the group. Several edits were made based on 2016 actuals and known expenses that will be required for 2017. Thomas presented a sample of a No Soliciting banner that may be provided to each paid NALCE Member. This budget will be reviewed, edited and ratified during the first full board meeting of 2017. Camera Update - Jim Tidwell briefed the group on his meeting with Jeff Kwarsick, Jim and Jeff discussed having another camera expert provide an evaluation of our system and recommend areas for improvement. We discussed that there is at least $3,000 worth of upgrades that need to be made to the system. We also discussed having a monthly maintenance program provided by an outside camera firm. Waste Management / Walsh, Fire Station Jim briefed the group that the city of Ft Worth and Waste Management are wrapping up negotiations for a tract of land to build a new fire station to serve Walsh Ranch and Lost Creek residents. Web Site Thomas indicated that Marcia Kwarsick is wanting to be relieved of website management duties, she has been doing it for many years and would like someone else to take on this task. We need to discuss this at the full board meeting to see if anyone is interested in this responsibility. Bank Ron Pierce (Ronny) briefed the group that he and Sean had a preliminary meeting to hand off the Treasurer role. Ron and Sean added Ron to the bank account and they had a follow up meeting planned to train Ron on the use of the NALCE quicken software and computer. Post Office Ron also met with Chad Crenshaw to hand off Post Office Box keys. Ron now has the Bank and PO Box in his control. NALCE bills to members Thomas stated that he had the 2017 NALCE invoices in process. Thomas and Ronny were meeting later in the week to finish the envelope stuffing and mailing.
Other items of interesto Landscaping at the gate Thomas is going to have our current landscaper provide us a bid for mulching at the entry o Electrical at the entry We need to update the electrical at the entry Thomas is going to request contractor recommendations on next door. o Flag Service for the entry Jim is getting bids from flag providers to provide regular flag replacement and service. Minutes prepared by: John Whitaker NALCE Secretary
NALCE Board Meeting Minutes February 2, 2017 The NALCE board held its first meeting of 2017 on February 2, 2017 at the Lost Creek Country Club. In attendance were Thomas Jones, Jim Tidwell, Ron Pierce, John Whitaker, Susan Boston, Robyn Jones, Jim Macphearson, Todd Webster and Carolyn Dunmyer. Zim Zimmerman Ft. Worth City councilman Place 3 was also in attendance. Agenda: Waste Management (WM) Transfer Station Thomas briefed the group that the WM Landfill agreed to close the landfill 10 years ago and convert it to a transfer station only. The transfer station is being use to transfer trash from 6 smaller communities to our west to the WM landfill in SE Ft Worth. The transfer station permit is set to expire in March of 2017. WM is requesting a 20 year extension on the permit to operate the transfer station. Zim Zimmerman the Lost Creek city council representative explained that the city was about to approve the request unless there was a strong and significant objection to the extension. Zimmerman s (also a Lost Creek resident) opinion was that the 20 year extension was a good deal for Lost Creek as it left all benefits Lost Creek had previously negotiated in place for the 20 years. A couple board members expressed some concern with the length of the extension, stating 10 years is preferred another board member agreed with Zimmerman s opinion. o Action Item 1 - Zimmerman agreed to get with the city s code compliance to get a copy of the monitoring plan for the WM Transfer station for. The city is responsible for monitoring the transfer stations compliance to code and the agreement. There was significant discussion about this being the protect mechanism for the Lost Creek residents. o Action Item 2 - Zimmerman agreed to verify that the entrance ramp from Linkcrest on to I-30 before the LC entrance was still in the traffic master plan from the TXDot. The city of Ft Worth and Waste Management are wrapping up negotiations for a tract of land to build a new fire station to serve Walsh Ranch and Lost Creek residents. Zimmerman indicated that the waste water treatment plant to the north of I-30 may open as early as 2020. This is earlier than originally thought. The Chapel Creek Bridge over I-30 is set to start being upgraded in March 2017. The bridge is supposed to be widened in both directions similar to the new Walsh Ranch Road Bridges.
Proposed budget Thomas Jones presented an initial budget for discussion among the group. Several edits were previously made based on 2016 actuals and known expenses that will be required for 2017. Thomas presented a sample of a No Soliciting banner that may be provided to each paid NALCE Member, as part of the budget. The budget was reviewed and ratified for presentation during the first full NALCE meeting of 2017. Camera Update - Jim Tidwell briefed the group on his meeting with Jeff Kwarsick, Jim and Jeff discussed having another camera expert provide an evaluation of our system and recommend areas for improvement. We discussed that there is at least $3,000 worth of upgrades that need to be made to the system. We also discussed having a monthly maintenance program provided by an outside camera firm. o We discussed the need for camera coverage at the end of Ben Creek Ct. and how it may be implemented. More discussion is needed. Professional Liability of the board was discussed. It was agreed that a liability policy covering the board was a good idea and we should consider it. o Action Item 3 John Whitaker agreed to get professional liability quotes for the board. Web Site Thomas indicated that Marcia Kwarsick is wanting to be relieved of website management duties, she has been doing it for many years and would like someone else to take on this task. We discussed this to see if anyone is interested in this responsibility. Thomas indicated that he has a potential resource to provide this service and upgrade the website at a reasonable price. More discussions are needed. Banking Ron Pierce (Ronny) briefed the group that he and Sean had a meeting to hand off the Treasurer role. Ron and Sean added Ron to the bank account. Ron indicated he prefers to use a manual system instead of the NALCE quicken software and computer. No objection was made to the manual system. NALCE bills to members Thomas stated that he had mailed all the 2017 NALCE invoices. Ronny indicated that we were already receiving some dues payments. Flag Service for the entry Bids from flag providers to provide regular flag replacement and service at the gate are presented in the budget. o Action Item 4 Thomas Jones is going to look for an app that notifies us when we have a half mast occurrence. It was discussed that the full Q1 NALCE meeting be held on the 1 st Thursday of March. No objection was raised. Minutes prepared by: John Whitaker NALCE Secretary
NALCE Executive Board Meeting Minutes Date: Friday, March 31, 2017 Time: 03:00 p.m. to 04:30 p.m. Location: The Lost Creek Golf Clubhouse Executive Board Attendees: Thomas Jones, Jim Tidwell, Ronnie Pierce, John Whitaker A meeting of the NALCE Executive Board Members (President, Vice President, Treasurer, Secretary) was held for the purpose of addressing the status of NALCE Committee items and preparation for the next full NALCE Board of Directors meeting of which will be held in the first part of May 2017--a specific date to be established. The NALCE 2 nd Quarter 2017 General Meeting of the members will be scheduled in the first part of June, 2017 a specific date to be established and published appropriately. The following Agenda contains the topics discussed and related notes made: AGENDA Treasurer s Report by Ronnie Pierce: Reported that the Month of March 2017 Cash Flow report would be completed as of the end of the month. The total membership as of 03/31/17 is at 293 of approximately 478 homes. The reason for the term approximately is that the total of 478 is the number of roof tops--some are vacant and some are still are under construction and unoccupied. This brings the percentage of membership to 61%. All expenses are entered to date with a brief explanation from Ronnie. Refer to provided Lost Creek Homeowners Cash Flow Month of March, 2017 report by Ronnie. The first major event for the neighborhood Fourth of July Parade/Lunch/Sweetie Pie Contest is scheduled to be held on Tuesday, July 04, 2017. Dereck Burt is the Lead of the Events Committee. Dereck will be requesting volunteers for the related clubhouse set up, coordinating the food service resource, obtaining the proper permits and parade insurance as required by the City of Fort Worth, and coordinating the available police and fire department escorts for the parade. There is much to do and he will need several voluntaries for this event so please keep the needs in mind as Dereck will communicate to those as they arise. The information for the membership directory is being recorded from the received paid NALCE Membership Dues slips by the Treasurer, Ronnie Pierce as well as Mae Jones. The tasks of the Membership Directory Committee is about to get into high gear. The first phase consists of 3 (three tasks). Carolyn Dunmyer is the Lead on the Membership Directory Committee. o o o First task--begin to organize the information gathered from paid NALCE members for publication as well as to obtain the information from the remaining non-nalce households. This will require coordination with John Whitaker for the engagement of the Block Captains in order to do a door-to-door visit to complete the occupant information and pass out a copy of the original NALCE Invoice to hopefully educate as to what the NALCE does and what the dues are used for. Second task--committee to develop a Welcome to Lost Creek Package which should include something similar to the original NALCE invoice and a reference to the NALCE website. Third task--solicitation of advertising for the Neighborhood Association of Lost Creek Estates, Inc. Neighborhood Directory (2017-2018). In the past, Reecinda Smith was very active and successful in coordinating this and she would be a valuable resource to ask to assist once again. -1-
NALCE Executive Board Meeting Minutes--continued The Lost Creek Estates Entry improvements are to begin very shortly. Ronnie Pierce was successful in obtaining three (3) bids and the Executive Board reviewed them. There was one chosen, which was the lowest bidder ($2,225.00) and met all the criteria previously established by the entire board and membership. The repair and painting of the brick entrance wall will begin within the next two (2) weeks. The irrigation system was discussed with the service provider used previously. The system is in good repair with the exception of a small leak close to the meter box and the underground hose bib needs replacement/repair. This appears to be only a service call and should be less than $400.00 total which is well below our original estimated budget of $4,000.00. The electrical repair contractor selection process should begin shortly. There are least three (3) contractors selected to be involved in both the scope of work definition as well as completing the identified tasks. The target for the final selection is hopefully to take place before the end of April, 2017. The landscaping contractor was contacted by Ronnie Pierce, and Thomas Jones and met at the Lost Creek Estates entrance to discuss work done to date; establish the completion of work to be completed, and to discuss a few additional tasks. There was a bid received for the replacement of the entry flags on an as needed basis which was lower than the original bid used for the budget. The resource will be contacted as the flags need replacement. There will be an I-30 Expansion meeting coordinated between the NALCE as well as adjoining neighborhoods including the two (2) town home communities as well as El Rancho Estates. Thomas Jones has inquired into the design status of the I-30 Phase 2 Project for the expansion with the NTCOG/TxDot. The outcome of the inquiry has led to a request and agreement for a meeting at a date in late May, 2017 which will be requested by the Fort Worth City Councilman of District 3. The meeting notice will be sent out to a select group from the named participants listed as well as the City of Fort Worth. The purpose of the meeting is to establish what design features are anticipated by NTCOG/TxDot related to service road routing and consideration of a noise abatement. As a result of this original meeting, the representatives from NTCOG/TxDot and the City of Fort Worth will be invited to present those designs to the NALCE and the surrounding communities. The Security Camera system continues to operate very well. Security camera enhancement project--first phase remaining is: one (1) older camera will get a lens replacement which is needed, and the poles that the cameras are mounted on will get some additional reinforcement-- second phase is: develop a scope of work for the ongoing monitoring/maintenance of the system by an independent and experienced resource. John Whitaker will work with Jeff Kwarsick on the second phase and report back to the Board of Directors. The Block Captain Committee Lead, John Whitaker, will be coordinating with the Membership Directory Committee Lead and volunteers as discussed earlier. The NALCE Website update continues including update design/implementation. The status of the project will be reported to the Board of Directors as to specific changes for the entire site. The financial assistance by NALCE to the Lost Creek Golf Club (discussion with Rhonda Arp, owner) for shredding of tree limbs which are gathered on the north side of the golf range, which was budgeted in 2016. NALCE will provide cost of shredder and club provides labor and labor costs. This project should be completed soon by the club. Note: NALCE has not been charged for use of the clubhouse for the quarterly meetings as well as some other minor events for the last few years. -2-
NALCE Executive Board Meeting Minutes--continued There have been two (2) bids received for a liability policy for the NALCE Board and there is an expectation for one more soon. The bids will be communicated to the NALCE Board as they are gathered and finalized. NALCE No Soliciting / No Handbills garden flag examples of two (2) different fabrics manufactured for presenting to the Board of Directors for one to be selected flag is a possible incentive offer to new NALCE paid membership to be discussed further with the Board of Directors. -3-