Board of Directors Meeting Minutes: August 24, 2011
HOMEOWNERS' FORUM: Mae Holm voiced her opinion about some Board Members being unfair to others in discussing the fence solutions, and ignoring engineers’ reports. She felt that any savings could be put to better use in landscaping the entryways to individual units. She also expressed her concern about contractor work being done on some units without regard to time and workday rules of the community. (A review of the Contractor Guidelines would be a good E-News article. Wilson Barbee volunteered to write the article.)
CALL TO ORDER: The meeting was called to order at 7:05 PM.
THOSE PRESENT:
Board of Directors: Tom Fox (TRF) Homeowners: Mae Holm (216)
Luis Salinas (LS) Wilson Barbee (132)
Ruth Simmons (RS)
Ruth Simmons (RS)
Gretchen Umbeck (GMU) Creative Management: AJ Simpson
(Vice President Sandra Stettler was unable to attend)
APPROVAL OF PREVIOUS MEETING MINUTES: The minutes of the July 27, 2011 meeting were approved as written.
FINANCIAL SUMMARY AND REVIEW: The Financial Report was approved. CMC has created an account code 5616 to separate out the irrigation water. AJ will be making the monthly journal entry to separate it out from the general water bill. CMC created a separate account through Smith Barney to hold insurance reserve money as CMC collects homeowner maintenance fees. CMC will contact ROP’s CPA to identify what is an appropriate capitalization policy for the association in comparison to the industry and his experience. The Association’s 2010 tax return is due on September 15 and AJ will inform the Board Members when it is ready for signature prior to the next Board Meeting.
WORK ORDER REPORT: A sewer backup occurred the day of the meeting and was reported. RS raised the question about why this should happen when we annually jet the lines. TRF mentioned that it was not typical. AJ Simpson indicated that all jetting done in the future would be done in coordination with Larry’s schedule. GMU requested again that CMC confirm with the vendor (Best Plumbing) that they returned and jetted Building N.
UNFINISHED BUSINESS:
1. Carport restoration update – CMC was still waiting on the welder (Kenco Services) to schedule the metalwork repair. The Board requested that CMC seek out another contractor to bid on the work to be done.
2. Sidewalk repair along McDuffie – D&C has received the service order for the grinding repair of 8 trip hazards. They have not scheduled the work. GMU requested CMC find out if the work was going to be done within the next 30 days.
3. Landscaping update
a. Job descriptions for landscaping personnel and maintenance schedules. AJ has drafted two job descriptions for our consideration. The plan is to run it by both Larry and Juan for input.
b. Irrigation system audit report. There was some disagreement about the completeness of the
b. Irrigation system audit report. There was some disagreement about the completeness of the
information provided by Landscaping Management Services. CMC has requested additional information. (Wilson Barbee suggested that what we need is an as-built of the irrigation system and to make a record of any changes.)
c. Landscaping plan of the future – TRF forwarded the Board information provided by Georganna Collins, Landscape Architect, of an example of what an inventory would look like under her Task 1 of her proposal. At some point, the Board will consider a plan using this information and the plant inventory of the property with pictures and descriptions that RS created and presented at the July meeting.
4. Previous Homeowner issues
a. Architectural changes (109) - The owners of unit 109 have signed the hold harmless agreement concerning the unapproved architectural changes made to their unit.
b. Multiple trash violations. CMC has sent out notices and violation letters where the responsible units could be identified.
c. Landscaping plan of the future – TRF forwarded the Board information provided by Georganna Collins, Landscape Architect, of an example of what an inventory would look like under her Task 1 of her proposal. At some point, the Board will consider a plan using this information and the plant inventory of the property with pictures and descriptions that RS created and presented at the July meeting.
4. Previous Homeowner issues
a. Architectural changes (109) - The owners of unit 109 have signed the hold harmless agreement concerning the unapproved architectural changes made to their unit.
b. Multiple trash violations. CMC has sent out notices and violation letters where the responsible units could be identified.
c. Foundation and wall structural repairs (194) – Jericho has completed the foundation work. The oleander stumps still need to be cleared which cannot occur until the lines have been marked. GMU moved that CMC contact a vendor that does total line marking and get back to the Board with the information and a bid. TRF seconded the motion; the Board unanimously was in favor.
5. Status of reserve study update – AJ emailed Fisher-Smoucha about the importance of completing the update for ROP’s budgeting process.
6. Work Requests – AJ is to follow up on the weekly updates requested by the Board.
7. Document digitization and storage – AJ has a vendor in mind and will follow up with Larry/Juan to digitize the plans/as-builts for the property within a reasonable time frame.
5. Status of reserve study update – AJ emailed Fisher-Smoucha about the importance of completing the update for ROP’s budgeting process.
6. Work Requests – AJ is to follow up on the weekly updates requested by the Board.
7. Document digitization and storage – AJ has a vendor in mind and will follow up with Larry/Juan to digitize the plans/as-builts for the property within a reasonable time frame.
8. Other issues
a. The Board ratified the electronic approval of the architectural changes requests for Units 190
a. The Board ratified the electronic approval of the architectural changes requests for Units 190
and 192. (The Board approved the architectural change requests of Unit 157 in the Executive Session.)
b. The Board ratified the electronic approval of oleander removal at Unit 194.
c. The Board ratified the electronic approval of the purchase of a small refrigerator/freezer for the maintenance shed and the purchase of drinks as necessary during the current heat wave.
d. Procedure after ratification – the President or his/her designee will communicate with AJ concerning action to be taken after an electronic Board action occurs.
e. Pool operating permit – Based on a review by AJ of ROP’s records, our current permit is up in September and is due for payment for the coming year. AJ will complete and submit the necessary forms for the permit renewal.
f. Pool buoy ring has not been replaced by Southern Pool. AJ will check on the status.
9. City of Houston Drainage Fee Program – CMC has received the formal correspondence from the City delineating about 80% impermeability. GMU suggested that we accept their calculation given Georganna Collins, who used Google Earth, estimated that 90% was impermeable. RS disagreed with the City’s calculation and that we should request a delineation/inspection from the City. TRF looked at a plot plan and came up with 92% impermeable and viewed a protest as a risk. RS requested additional time to contact the City for more information. GMU moved that the Board defer the decision for 2 weeks (until September 7) to allow time for RS to contact the City to gain information
c. The Board ratified the electronic approval of the purchase of a small refrigerator/freezer for the maintenance shed and the purchase of drinks as necessary during the current heat wave.
d. Procedure after ratification – the President or his/her designee will communicate with AJ concerning action to be taken after an electronic Board action occurs.
e. Pool operating permit – Based on a review by AJ of ROP’s records, our current permit is up in September and is due for payment for the coming year. AJ will complete and submit the necessary forms for the permit renewal.
f. Pool buoy ring has not been replaced by Southern Pool. AJ will check on the status.
9. City of Houston Drainage Fee Program – CMC has received the formal correspondence from the City delineating about 80% impermeability. GMU suggested that we accept their calculation given Georganna Collins, who used Google Earth, estimated that 90% was impermeable. RS disagreed with the City’s calculation and that we should request a delineation/inspection from the City. TRF looked at a plot plan and came up with 92% impermeable and viewed a protest as a risk. RS requested additional time to contact the City for more information. GMU moved that the Board defer the decision for 2 weeks (until September 7) to allow time for RS to contact the City to gain information
that could affect the vote on this issue. RS seconded the motion. All members were in favor of the deferral.
10. Repair of major wall crack along north end between Buildings F and G. TRF made a motion to contract for the removal of the oleanders and the removal of the brick wall, and when these removals are complete, we have our maintenance staff build an eight-foot high double-sided lattice-topped cedar fence replacing the wall. GMU seconded. There was discussion about the ramifications of the replacement as a cedar fence and as a brick fence. The vote was 3-1 in favor of the motion. TRF made an additional motion to have Larry and Juan install the Good Neighbor Fence Plan No. 111 (cedar fence). (TRF generously purchased and donated the plans to the community.) GMU seconded. The vote was 3-1 in favor of the motion.
10. Repair of major wall crack along north end between Buildings F and G. TRF made a motion to contract for the removal of the oleanders and the removal of the brick wall, and when these removals are complete, we have our maintenance staff build an eight-foot high double-sided lattice-topped cedar fence replacing the wall. GMU seconded. There was discussion about the ramifications of the replacement as a cedar fence and as a brick fence. The vote was 3-1 in favor of the motion. TRF made an additional motion to have Larry and Juan install the Good Neighbor Fence Plan No. 111 (cedar fence). (TRF generously purchased and donated the plans to the community.) GMU seconded. The vote was 3-1 in favor of the motion.
NEW BUSINESS
1. Homeowners’ requests and issues
a. General discussion of potential foundation issues associated with the drought. The standard procedure will be to give Larry a work order to determine the extent of the problem. If foundation work is to be done, an engineer must prepare signed plans prior to work being done by any foundation contractor.
b. There was a reported trespass into the community from the parking area of the River Oaks Shopping Center and subsequent contact with Weingarten Realty concerning the matter. Two possible points of entry were mentioned: (1) the “Pardon Our Dust” sign; and (2) the dumpster. The sign has been moved, but the dumpster remains open and not locked. AJ will follow up with Weingarten Realty.
c. Possible warranty coverage of the roof leak into Unit 190 and approval of closet sheetrock repair estimate. The standard warranty coverage is one year and not covered because the roof was repaired in 2008. Ideal submitted a bill for $425. RS will contact them to see if the bill can be reduced. AJ to contact Carol Wittman (Unit 190) and let her know that Larry and Juan will be doing the sheetrock repair of her closet.
d. Construction and renovations – TRF was concerned about follow-up on information/requests coming through ‘general.’ Most service requests will show up on the weekly work order report. Other issues appear to ‘fall through the cracks.’ We need to add Judy Burton of CMC to the website “general” mailbox.
a. General discussion of potential foundation issues associated with the drought. The standard procedure will be to give Larry a work order to determine the extent of the problem. If foundation work is to be done, an engineer must prepare signed plans prior to work being done by any foundation contractor.
b. There was a reported trespass into the community from the parking area of the River Oaks Shopping Center and subsequent contact with Weingarten Realty concerning the matter. Two possible points of entry were mentioned: (1) the “Pardon Our Dust” sign; and (2) the dumpster. The sign has been moved, but the dumpster remains open and not locked. AJ will follow up with Weingarten Realty.
c. Possible warranty coverage of the roof leak into Unit 190 and approval of closet sheetrock repair estimate. The standard warranty coverage is one year and not covered because the roof was repaired in 2008. Ideal submitted a bill for $425. RS will contact them to see if the bill can be reduced. AJ to contact Carol Wittman (Unit 190) and let her know that Larry and Juan will be doing the sheetrock repair of her closet.
d. Construction and renovations – TRF was concerned about follow-up on information/requests coming through ‘general.’ Most service requests will show up on the weekly work order report. Other issues appear to ‘fall through the cracks.’ We need to add Judy Burton of CMC to the website “general” mailbox.
- Any other new business.
a. As previously requested, RS prepared a one-page ‘Welcome New Neighbor’ handout and distributed copies to Board Members for comment at the next meeting.
b. Larry and Juan’s holidays – the Board needs to make decisions about upcoming holidays that fall on weekends. In addition, AJ will provide the Board with CMC’s schedule for 2012.
ADJOURNMENT: There being no further business, the meeting was adjourned to Executive Session.
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Approved Date
