Sterling Shores
Property Owners Association

Board Meeting Minutes

Sterling Shores Board Meeting –

 

Meeting Agenda 8/7/2024

 

 

 

Call to Order

 

Roll Call-E. Beard, B. Barnes, E Parrish

 

Treasurers Report

 

Other Reports

 

Old Business

 

Gate Repairs-Eddie Beard stated that we are next in line after one more job for the contractor.

 

Storage Building- Delivered today. Complaints from the Reeves’ about location. Agree to try to find an alternate location that is suitable.

 

New Business

 

October Meet and Greet/Annual Meting- Agreed that Tall Tree clubhouse may be a good option. Start sending reminders once a date is set.

 

Set Regular Meeting Date/Time-TBD once discussed with Michele.

 

ACC Duties- Discuss leadership with John White, division of duties among members.

 

Discussion

 

Adjourn E. Beard Motion, Second B. Barnes. Meeting adjourned at 5:40 p.m.

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Meeting Agenda 07/16/2024

 

 

 

Call To Order 5:30 PM

 

Roll Call of Officers: Ed Parrish, Eddie Beard, Brenda Barnes, Michele Fesenbek

 

Reports

 

Treasurers Report: We have approximately $90,000 in the bank and a few projects are targeted such as the gate repair and a neighborhood storage building. We are looking at ways to invest our funds so that we can get a better return on the money. HOA dues will bill out at the end of the year

 

ACC Report: Izzy shared that they are currently on top of the new building plans as they come in for review. It was also reported that a new violation form letter has been created and is ready to be sent out to those properties in violation. The ACC has found a favorable response in calling homeowners to take care of their properties.

 

 

Old Business

 

Storage Shed: The board approved a small storage shed to be purchased and kept at the marina. This will allow us to keep community supplies such as parts for the gates, cables for the marina, etc. in one location. The cost of the building and its installation is $2600.

 

Speed Bumps: No decision had been made on adding speed bumps in the neighborhood. After some discussion, it has been decided to take a community vote on whether to add speed bumps or not.

 

Gate Repairs: The gate keeps jumping the track and after further inspection it was noted that the track is not sturdy enough to withstand the day-to-day use that it receives. After consulting with Gate Ops, out of Longview, it was determined that we need a more robust track to support our traffic. The approximate cost for the gate repair is $26,000. Eddie Beard made a motion to make the repairs and Brenda Barnes seconded the motion.

 

Gate codes: The gate codes were also updated. We now have three different gate codes: for homeowners, contractors, and delivery folks.

 

 

New Business

 

Marina Slip Leases: There is a narrow group of insurers for marinas like ours and the premiums are about $17,000 a year. The board is considering the option to self-insure but needs to look at the legality of that before proceeding.

 

Slip leases: We now have slip leases for those who are leasing a boat slip at the marina. Those letters will be coming soon and will need to be signed and returned as soon as possible.

 

 

Fine Policy: It’s been approved by the board, notarized, filed by the county and now on the website. The policy will be blasted out to the community in an email soon.

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Monthly Board Meeting May 20, 2024

Agenda

Welcome

Roll Call
Brenda Barnes
Ed Parrish
Michele Fesenbek
Israel Herrera

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Approval of April Minutes
Approved

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Old Business
Email Setup-New System
All on the new email system

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New Business
VP Replacement
Appoint Eddie Beard as VP until October

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ACC Addition
No major entries but one for a building on the outside was a new submission.   No new violations and we need to remind everyone now that daylight savings time is in play to finish work at the regulated time.   John White has expressed an interest in the ACC and will be added to the committee.  Need the ability to collaborate and bring up new members for service.  Another member of the ACC would be a welcomed addition.  

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Signs for Marina
The insurance requires signs such as no swimming and private dock.  Ed ran into some people fishing off the pier from another city that pulled up on a boat.   They left when informed it was a private pier.

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Website Redesign
This is underway and now there are separate menu options for ACC Forms and POA Forms.

Fine Policy
The new fine policy is ready for review.

General Discussion

Adjourn

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Board Meeting Minutes for 4/21/2024

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In attendance for the April Board meeting were:  Michele Fesenbek, Brenda Barnes, Chris Bowers, Ed Parrish, Wyatt Hinson (lawyer), Ed Inferrere, Izzy Herrera 

1.  Regulations regarding POAs - requirements for HOAs and POAs by Wyatt Hinson
a.    The management certificate needs to be on the website and updated. 
b.    The managing agent should be on the website and include a board member's address and phone number. 
c.  A 2-page document with all the information you need about the community should also be on the website.  
Include the following three documents as well: 
1.    Document producing policies (should include on the website)
2.    Payment plan policy (3-18) months
3.    Documents retention policies
d.  Assessments should include guidelines (i.e. how many days between notices and if/when owners can have a hearing in front of the board) on how properties will be assessed if violations are not taken care of within a reasonable amount of time once the owner is notified.   It was suggested that we update the fines letter to make sure it’s clear and has a schedule of service.  
e. Proxy forms should be in place to allow others to vote for a particular homeowner or to allow the board to vote in their place.  Because we are a non-profit organization, we should have a list of voting members.  
The Board unanimously agreed to obtain the services of Wyatt Hinson (lawyer) to get our policies all up to date.  

  2.  ACC Report 
a.    Owners with piers being put in have all be ok’d.
b.    Lot 35 is in the process of being checked out for building.
c.    Lot 33 is ready to pour.
d.    Lot 43 lost a big tree in the most recent storm.
e.    Lot 24 lost a tree in the most recent storm.
f.    Lot 2 also lost a couple of trees in the most recent storm.
g.    Lot 39 is a chronic issue.
h.    Lot 22 is out of control on maintenance.
The board asked that at least one representative from the ACC be present in our monthly board meetings to keep the Board updated on what is happening in the community.  

3.  Treasurer's Report
a.    Currently we have $97,000 in the bank and nothing outstanding at this point.
b.    Of that, $35,000 is set aside in a money market for “rainy days” and any future road repairs.  
c.    Since Goodwin’s termination we have been sending out assessments
d.    Most expenditures were in 2023 and were approximately $43,500 and that was mostly for Dan Lasher’s work on the retaining wall at the marina.  This year we anticipate running a loss or possibly breaking even because of the marina upgrades.  
e.    It was discovered that we DO have to file a tax form and Brenda has been working with an independent third party CPA to make that happen.  We don’t owe any money because of our non-profit status.  

4.  Old Business
a.     Boat Ramp Clean Up—$6500-7000 a bid was given to clean up the boat ramp, but Dan Lasher said he could do it for $250-300.  The Board agreed to allow Dan to do the clean up
b.     The board has new email addresses, and they are up and running.  This was to allow anonymity for the ACC members when responding to owners.  
c.    Marina Insurance:  the Board is looking into self-insuring our marina.  We will be speaking to the lawyer about this in more detail to make sure we have all the correct documentation in place and that we are covered for any potential litigation. Also noted that our CCRs specifically prohibit leasing outside of our community. 

5.  New Business
    Management Software:  Ed and Brenda have been looking into Pay HOA software that would help the Board in communication either by text, email, or regular.  It has many features that would be beneficial in governing ourselves and also allow homeowners to have access to their own account.  Since Pay HOA has accounting included, we would no longer need to QuickBooks. The Board is agreed to a 90-day trial run of the software to make sure everyone is happy with its capabilities.  The cost per month is $100 which we already spend on QuickBooks.  If the software works out we will eliminate QuickBooks and use it instead.  
6.  General Discussion
    Self-Manage: The Board has decided to continue to self-manage and feel with the new software this will be financially beneficial.  
 
Adjourned around 5 PM

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Sterling Shores POA Meeting Minutes 
03/25/2024 at 7pm Central

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Attendees: 22 Owners

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1. Several Topics Discussed

a. Landscaping Policy – ACC continues to review who is out of policy and will submit fines according to the CCR landscape policy.  No issues out of process at this time.
b. Contractor Hours – With new building going on, it is advised that owners communicate to their contractors the work hours permitted.  The hours can be found on the www.sterlingshoreshome.com website under FAQ (frequently asked questions).
c. Lease Slips in Marina – new documentation will come out for owners to sign lease agreements for their slip(s) in the Sterling Shores Marina.  The documents are currently being prepared.  This will protect the POA and the lease holder.  Documentation will also include Marina rules.  Boats must comply with state registration requirements and be sea-worthy.  
d. Possible Leasing of Slips to Non-Owners – there was a discussion to evaluate if there is an option for the POA to lease out slips to non-owners.  The POA could possibly increase revenue with this option.  Ed Parrish is working with the POA attorney to evaluate ways to protect the POA.  No decision has been made on this topic as rules and regulations need to be detailed out.  More details to follow.
e. Self-Management – As you all know, we have parted ways with Goodwin.  We are now self-managed.  This takes much effort from our owner volunteers.  Ed Parrish is gathering information on another management company that might be of benefit to the POA.  This is currently being evaluated.  There is a list of services that this management company can provide as per our request.  Examples include compliance with ACC rules, inspections, state law compliance, contact information, updating by-laws, etc.  More details to follow.
f. Website – The website will now be managed by Gary Fesenbek.  Thank you, Gary!  Efforts are underway to possibly rearrange it, possibly make it private, etc.  More details to come.
g. Speed Controls – There have been recent reports of repeat offenders of speeders in the community.  As a result, the topic of speed bumps or speed pillows has come up.  An evaluation of different speed bumps/pillows is being conducted to evaluate cost and placement.  As roads are one of our greatest expenses, it is necessary to protect the structural integrity of the roads.  Other ideas have been offered to slow traffic speeds down (i.e. owners to speak to contractors, communicating to delivery service vehicles, address the speeders directly, solar light signs and additional police presence).  More details to come.   
h. Marina Slip Locks – In order to prevent foreign boats to use our Marina, both Chris Bowers and Ron Hardy have volunteered to place locks and chains on non-rented slips.  Dana Reeves has also volunteered to assist.
i. Directory – There was a request for an owner directory to be distributed.  Due to Privacy Laws in the State of Texas, the owner will have to agree to be on the directory.  If you are interested in being in the directory, please email sterlingshoressec.com and we will be sure to gather and process the information.
j. Boat Ramp – A discussion took place regarding an accumulation of sand at the ramp.  This makes it difficult to launch boats.  Ed Parrish will be working with John White to determine the best approach to fix this issue.  More details to come. 
Meeting adjourned 8pm.

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March 14, 2024 – 7:00 pm – Zoom Call

Attendees: Ed Parrish, Brenda Barnes, Chris Bowers, Laurie Beard, Ed Inferre, Anna Rehrman, Izzy Herrera

Others: Michele Fesenbek (incoming Secretary)

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1. ACC Status:

a. Current Projects:

Retaining Wall: One Owner Capital Project is currently in progress. No issues reported.

b. Fines for Landscaping:

Status Update with ACC:

Fine Notifications will be issued by the ACC to prevent conflicts of interest as per Texas State Laws.

Responsibility lies with the ACC as a collective to issue violations and send fine letters to owners in accordance with CCR’s. A standardized form may be utilized for ease of process.

Designated Person: Israel Herrera will oversee fine issuance. Ed Inferre to aid.

Current properties under fines: Lot 21, Lot 3, Lot 39.

Laurie J Beard to provide Izzy with copies of past letters.

Photographs of violations to be taken for documentation purposes.

Owner contact info to be shared with all ACC members by Laurie.

Establishment of generic email address for managing complaints/compliments suggested: sterlingshoresacc@gmail.com

Streamlining process for owner capital projects proposed. Gary to assist with application creation and posting.

Periodic meetings suggested for fine process and capital application process optimization.

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2. Recruitment:

Gary Fesenbek volunteered to manage the website.

VRBO ruling to be added to CCR’s on the website.

Next community meeting – announce the opportunity for more ACC volunteers.

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3. Marina Status:

Electric Utility Box: Sterling Shores POA holds the account.

Ed Parrish tasked with determining access to the breaker box. Investigation into motion-detected lighting suggested.

Water Feed: Water was winterized to prevent freezing and will be reinstated in Spring post-frost.

Adjourned 8:00PM

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Sterling Shores POA Meeting Minutes – February 2024
Feb 26, 2024 – 5:00 pm – Zoom Call

Attendees: Ed Parrish, Brenda Barnes, Chris Bowers, Laurie Beard,
Not in Attendance: Ed Inferrere, Anna Rehrman, Izzy Herrera

Agenda:
Roll Call - Ed Parrish, Brenda Barnes, Chris Bowers, Laurie Beard
 

Approval of January minutes – Approved
 

ACC/Board Communication and Responsibilities – Ed Parrish to address with email to ACC – Completed 02/26/2024

       Old Business – None

New Business
a.    Correspondence - New Policies and Reminders to be sent out by Laurie Beard – Hand deliver, email and mail

Meeting in March with all owners – Monday, March 25th – 7:00 CST  
 

b.    Insurance coverage for boat slip (renters outside of POA)
We have examples of marina leases to ensure liability is correct.  Ed to ask Wyatt for final details. 
 

c.    Credit Card Fees are 3% - Service Charge will be issued for POA/Boat Slip/Fines Fees.

1. POA Late Dues and reminder of Landscaping Policy – All Approved by Board 02 26 2024
   Any Late POA Dues will incur the following fine(s):2. POA Dues are due no later than January 31st

2. If dues are paid late, then a $25 fine will be issued.

3. If dues are not paid by Feb 28th, a $50 fine will be issued and an additional $50 for every month after that.
    

d.    Financials - Approx $71,000 cash (balance sheet) on hand in checking account - report Feb 2024. 
Outstanding Goodwin payments of approx. $34,427.08 (in process). 
Outstanding receivable - $9,000 of POA dues. Will be followed up by Brenda.

e.    Marina Area – What do we want to do?  Chris has an update – 12 yards of white rock needed.  Rock and labor cost $1,200.  All agree and approved by the board.  02 26 2024

Next Board Meeting
Looking for Volunteers – Need to market for more volunteers

Speed Bumps – topic for next Board Meeting – look at pricing/great quality/can handle trucks

Adjourned 5:49pm

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Sterling Shores POA Meeting Minutes – January 2024
5PM - Jan 16, 2024

Attendees: Ed Parrish, Brenda Barnes, Chris Bowers, Laurie Beard

Agenda
1. Old Business
a. Roads have been crack-sealed
b. Bid has been received for seal coating @ $13K (we are going to hold off for now) – this freezing weather may cause some heaving
c. Fence work completed at Lot 50
 

2. New Business
Fines
a. ACC business will be addressed – invite ACC at future call with Board for next meeting
b. ACC does not have a number limit –
Suggestion: maybe extend invitations to offer up more seats and possibly formalize ACC responsibilities as responsibilities are increasing (suggesting on site owners)
c. Other associations nearby have the office submit the fines. 
d. Action: Set up a meeting with ACC and the Board in March for next steps on fines, process, etc. – in person/zoom

 

3. POA Payments
a. Status – recent reminder sent (several emails incorrect – Brenda to send to Laurie)
b. Some owners want to pay by check (Gary Fesenbeck and Ed Inferrere) – checks can be sent to PO Box 906 in Mount Vernon, TX
c. Lot 47 – late payments/late fines not paid – new invoice will be sent by Brenda pending reconciliation
d. Need financial statements from Goodwin at our transfer date – Brenda to secure
e. Brenda to send Laurie names of people she cannot get ahold of, and Laurie will look at Franklin Co Tax Office (Brenda to do a reconciliation)
f. $77,000 cash on hand in checking account -  last report Jan 2024

4. Capital
a. Still missing invoice from Dan for sea-wall (need to accrue it as a spent expense)
b. No other capital projects planned

5. Marina Slip Rental - take a look at liability protection for non-owner slip rentals
a. Insurance coverage for boat slip (renters outside of POA)
b. Ask Wyatt about how to protect Sterling Shores POA

6. Website –
a. 47 Hits, 37 New Visitors, 10 Returning
b. Laurie to put message about having owners update their contact info

7. Adjourn

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Sterling Shores Board Meeting – December Meeting
Date: November 29, 2023
Time: 5pm

Attendance: Ed Parrish, Chris Bowers, Laurie Beard and Brenda Barnes

Topics:

1. Old Business
   Fines and the State Law
   a. Fine Update - Fines have been sent out – policy states they have until Dec 31st to clean up property – then fined again

       b. Send ACC the separation of duties state law via letter, and then transfer responsibility to the ACC regarding fine(s) communication        

       c. Board cannot influence fine enforcement per the law.  ACC duties: Izzy, Anna and Ed Inferrere to handle fines as ACC. 

       d. Board is the last resort if the Property Owner needs to appeal.

       Fence Update
        a. East Texas Fence will be installing the fence to enclose Lot 50 (driveway issue) the week of November 27, 2023 pending weather.

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       Road Repair
       a. Crack/Seal (same as TexDot) has been completed, invoice has been submitted

       b. Ed Parrish to look at seal coating to see if that may be an option.

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       Foreign Boat
       a. Chris will follow up with Michael Shelton on foreign boat. 
       b. McDonald’s slip 7 needs to be checked if repaired – otherwise, letter will need to be sent.  Board will need to administer letter.  Chris to take pictures.
 

2. New Business
        Sterling Shores Beautification Committee
        a. Concerns over lack of power at island – now replaced and Xmas decorations can be lit up

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        Issue with new resident contact information
        a. Received new resident name from Goodwin – Lot 39 (O’Neill) – Brenda to send to Laurie

        Pay Dues
        a. Brenda to send reminders to those that have not paid their dues.  Dues are due January 31, 2024. 

Adjourned - Board Approved
 

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November 13, 2023
Ed Parrish, Chris Bowers, Laurie Beard and Brenda Barnes

 

1. Approve Minutes from last meeting – Approved
    

2. Road Repair:
   a. Bid for seals @ $3,375
   b. Bid for seals and chip/seal @ $22,401
   Damage to the roads have been identified.
   Board has agreed to seal the potholes and cracks @ $3,375 with the vendor – Approved
    

3. Fence for Lot 50
   Present issue consist of fence not covering at least 20+ feet of Lot 50’s frontage to the right of their driveway.  Originally, there was confusion on where the property line between Lot 49 and Lot 50 resided.  It has been proven to the Board that Lot 49 has given Lot 50 an easement for Lot 50’s driveway.  Once this was proven, the Board could go ahead and decide if the remaining fence line (to the right of the driveway) could be voted on to complete. 
   
   The Board voted and approved to complete the fence work in front of Lot 50 (now that the survey and easement has been identified).  The cost of this work is $1,323.  The gate for Lot 50 is not included in this bid and is a cost to the homeowner, just like with all the other CR 4385 owners.
    

4. Treasury Update
   Brenda Barnes (Treasurer) confirmed that assessment invoices have gone out to the homeowners.  The notice also included that Goodwin and Sterling Shores will separate effective December 1, 2023.  The Sterling Shores checking and savings accounts are with the 1st National Bank of East Texas. 
   It was noted that several owners will be backing out of boat slips and this is within their rights as owners.  Any notification of boat slip changes will go to Brenda Barnes as she will keep track of the accounting of the slips/slip fees.  There was a discussion to “market” the boat slips to other people outside of the Sterling Shores POA, but this was motioned to discuss in the Spring of 2024. 
    

5. Property Clean Up Fines
   Properties will be viewed the week of November 13, 2023 to determine who has/has not cleaned up their lots per their warning letters.  Fines will be issued to those that have not cleaned up their lots and these fines will be invoiced by our treasurer. 
    

6. Drainage Issue
   It has been brought to the attention of the Board that the Resort on CR 4385 (outside of the SS POA) has created trenches that drain excessive water onto Lot 49.  Photos have been taken and this will be address by our President Ed Parrish.  A review will take place the week of November 13, 2023 and the situation will likely be reported to the County Road Department.  Additional review will take place this week.
    

7. Social
   There is a get together scheduled at The Cove on Saturday, November 18th for Sterling Shores POA members and friends to get together and enjoy a fire together.  Time of event is at 6pm.
    

8. Adjourn – Board Approved