Category Archives: Meeting Notices & Updates

Regular Board Meeting

Posted on by Posted in Board Meetings, Board Related, Meeting Notices & Updates, Official Notice

The meeting of the HOA Board of Directors shall convene Tuesday, December 14, 2021, at 7 PM, to conduct the business of, and address matters that relate to, the Association. View Agenda

The meeting will be conducted at the Steinhagen’s home, 304 Pheasant Hill Drive, upstairs (enter through the garage, the stairway entrance is the second door on the right immediately after entering the home).

All Board meetings are open to the membership. State law requires that official notice shall be posted on or before 6 PM at least 144 hours before the start of the meeting, and a sign shall be posted at the entrance/exit of the neighborhood.

PLEASE RSVP to (hoa@quailcreekrockwall.org, even if you are not sure that you can attend.  While this is not a requirement, this will help us ensure that the room is set up appropriately for the comfort and convenience of all attendees.

Any member that wishes to be added to the Agenda must notify the Board no later than 7 PM at least five days before the meeting.

Meeting are governed by Robert’s Rules of Order.

The GENERAL PURPOSE of the meeting will be to consider approval of the Board Meeting Minutes from the previous meeting, hear committee reports, and consider other business to be updated and included on the official agenda.  The board may recess into EXECUTIVE SESSION to discuss business in accordance with state law.

Following any Executive Session, the board shall reconvene to act by motion on the business discussed during, as well as reconsider any tabled or postponed items.

Annual Meeting Update

Posted on by Posted in Membership Meetings

The Annual Board of Directors Meeting of the Quail Creek Homeowners Association was held on Monday, October 4, 2021 at 7:00 PM at the home of Perry Swearingen at 275 Pheasant Hill Drive. A quorum was established with 38 members including proxies at the meeting. The meeting was called to order at 7:13 PM. A review of the Rules of Order of Business was presented.

The meeting agenda was presented for approval.

Election of the Permanent Meeting Officers was conducted. All positions were filled by unanimous consent with Bob Steinhagen acting as the Permanent Chair, Ken Daulong as Sargent of Arms, and Debbie Smothermon as Secretary for the meeting.

The minutes from the Annual Meeting on October 5, 2020, were approved as presented.

President Steinhagen began his annual report by allowing homeowners to introduce themselves as several new homeowners were in attendance. The President highlighted actions of the HOA Board over the past year, which included:

  1. The President reviewed the reasons that the HOA entered into a contract with Goodwin and Company. He shared that the expectations for the support the HOA would receive were not met and that Board members were actually doing much of the work delegated to the management company. Because of this, the Board canceled the contract with Goodwin and Company Management Company. President Steinhagen reminded homeowners that the HOA is a governing body for the neighborhood and that all homeowners are agreeing to the covenant when they move into the neighborhood.
  2. Information was shared to update homeowners on the lawsuit which was settled. The settlement received from the Defendant/homeowner was $7,500. An additional $2,500 was received from Goodwin and Company to help with the cost of legal expenses.
  3. An update of legislative changes to HOA law was briefly shared.

The Treasure’s Report was presented by Shana Nalls. Information was provided regarding ongoing expenses for RCH Water, Farmers Electric, and JG Landscaping. Items to be included in the 2022 budget were:  an increase in landscaping costs to replace shrubs lost in the freeze, funding for updating street signage, and sealant for cracks/street repairs. Due to the cost of concrete, major street repairs were not included in the budget, and no special assessment for 2020 to present. No increase in annual dues would occur in 2022.

President Steinhagen shared that changes in HOA laws will require a ballot initiative in order to bring the Quail Creek CC&Rs and Bylaws in compliance with state law. This was previously done in 2015. Board members will study the new laws and current CC&Rs and Bylaws to create a ballot showing old language and new language to assist homeowners in voting for changes. Other items to be included in a ballot initiative include Restructuring of the ARC, prohibition of short-term home rentals, and limiting the number of unrelated tenants within leased homes.

Section 5.10 of the Bylaws allow homeowners to present a motion or motions for inclusion at the Annual Meeting. One motion was presented for consideration:  Homeowner Grant Ashmore presented a motion to charge the new HOA Board to study costs for continued improvements to the Clint Packer Memorial Park and bring information back to homeowners. Motion passed.

Election of the 2021-2022 HOA Board members was conducted. The following slate of officers was presented for voting and approved by unanimous consent:

President – Bob Steinhagen

Vice President – Ken Daulong

Treasurer – Shana Nalls

Secretary – TBD

Members at Large – Herb Harker, Beverly Stibbens, Daryl York

ARC Members – Perry Swearingen (Chair), Shawn Allen, Grant Ashmore

The slate of officers was approved as presented. Receiving the majority of votes for the ARC committee, Perry Swearingen will serve as the ARC Chair.

President Steinhagen reminded all homeowners of the upcoming Annual National Night Out to be held on Tuesday, October 6, 2021 at the Clint Packer Memorial Park. All homeowners were encouraged to attend and meet new neighbors and local law enforcement who attend the event.

The meeting adjourned at 9:12 PM.

Homeowners Approve $825 Special Assessment for Street Repairs

Posted on by Posted in Membership Meetings, News & Notable, Street Damage/Repair, Voting & Elections

Homeowners voted overwhelmingly (93%) in favor of a Special Assessment to finish the major repairs to the streets at the front entrance and make preventative maintenance to the streets throughout the neighborhood.  The $825 Special Assessment is in addition to the Regular Annual Assessment, which the Board voted Tuesday to keep at the current rate of $319 (the Board may, without a vote of the homeowners, raise the annual regular assessment 10%).

Quail Creek Neighborhood’s annual assessment is among the lowest in Rockwall County, which makes it necessary to propose special assements from time to time, especially when it comes to street repair and maintenance.

Another development with a very low regular annual assessment is Kentwood (south of QC along 1139), which has just 17 homes, but is facing more than $116,000 to repair their street, which is in serious state of disrepair!  Our ability to split repair costs among 69 owners is a true advantage over other developments.

The $825 Special Assessment, voted and approved by homeowners during the October 6 Annual Meeting, will be billed in January.  Homeowners are encouraged to pay the full amount, rather than pay in three annual installments, which was proposed for homeowners who may be on a fixed income or where it may cause undue financial strain.  The Board will make repairs as funds come available, which is why it is so important for as many homeowners as possible to pay the full amount in January.

“No Soliciting” Sign WILL NOT Prohibit School Fundraising from Neighborhood Children

Posted on by Posted in Membership Meetings, Voting & Elections

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At Tuesday’s Annual Meeting, homeowners overwhelmingly approved authorizing the Board to post a “No Soliciting” sign at the front entrance to Quail Creek.  This will not inhibit school kids and the fire department from going door to door to raise funds for their worthy causes, however, but is intended to dissuade door-to-door solicitors from outside companies and organizations.

Homeowners should understand that a sign is legally unenforceable as there are no laws regulating door to door solicitation, which means that even with a posted sign it is not a criminal offense for people to solicit door to door.  This means that the Sheriff will not come out to our neighborhood and arrest, fine, or even throw out a door-to-door solicitor because of our neighborhood sign.

A neighborhood “No Solicitation” sign, then, gives homeowners leverage to inform a solicitor of the neighborhood sign as reinforcement of the desire of our community to be free from this kind of solicitation.  It actually works better than a law because sales people will be less likely to continue after a number of homeowners make this point to them.

Annual Meeting Summary

Posted on by Posted in Board Related, Governance, Membership Meetings, Neighborhood Park, News & Notable, Street Damage/Repair, Voting & Elections

This year’s Annual Meeting was one of the highest attended since the completion of Phase II, where 70% of the Membership was represented, either in person or by proxy.  A new Board was voted in and many motions were considered.

  • The Board Officers for the 2015/2016 term are
    • Shana Nalls, President
    • Casey Berley, Vice President
    • Rhonda Smith, Treasurer
    • Brad Peters, Secretary
    • Architectural Review Committee
      • David Hoye, Chairman
      • David Fuller
      • Ken Daulong
  • The treasurer’s report is posted below under Budget 2015/2016.
  • President’s Report
    • Bob Steinhagen, outgoing president, spoke about the many accomplishments of the Board, which include:
        1. Improved communications with homeowners including a new website, the newsletters, and email correspondence for important matters.
        2. Amending the governing documents of the HOA, which include the CC&Rs & Bylaws to bring the Association into compliance with new state standards, through a Ballot initiative that the Board created & developed, as well as many new policies, most of which were state mandated.
        3. Improvements to the neighborhood streets, which include the opportunity for homeowners to consider a Special Assessment for preventative maintenance and major repairs to the front entrance of the development.
        4. The decision to place a mailbox at the front entrance of the neighborhood for HOA related matters, which included a detailed explanation of the option between a decorative metal mailbox, which, while it would not conform to neighborhood standards, would be more cost effective verses a brick mailbox, where homeowners voted, via a poll posted on the HOA website, for the brick mailbox.
    • Mr. Steinhagen also thanked the current board, Vice President, Brad Peters, Treasurer, Shana Nalls, Secretary, Glenna Brown, and the ARC, Ken Daulong, David Fuller, & David Hoye, for their tireless support to help reinvigorate homeowners confidence in the Board through their tireless and dedicated efforts.
  • A Motion to post a “No Soliciting” sign at the front entrance to the neighborhood passed, with the understanding that neighborhood school children may still go door to door to raise funds for their schools.
  •  Motion to remove the two stop signs on Pheasant Hill failed by just four votes.
  • A Motion to sell the lot that currently is the park in the community and use the proceeds to repair the road near the entrance of Quail Creek failed overwhelmingly, with just six votes in favor of the motion.
  • A Motion to rename Mockingbird Hill Lane to Clint Packer Way was withdrawn.
  • A Motion for the Association to, on January 1, 2016, levy a Special Assessment of $825.00 for neighborhood street repairs and preventative maintenance, which shall either be due in full on the 31st of the same month or may be paid in up to three annual installments of not less than $275.00, where each installment comes due on the 31st of January of the installment year passed overwhelmingly (93%), with just three votes against the motion.