Board of Directors Meeting Minutes: July 27, 2011
HOMEOWNERS’ FORUM: Mae Holm praised the efforts of Larry Hiser and Juan Merida in landscaping the community. Peter van Hoeven (on behalf of himself and his daughter Rachael) was pleased with the new fence for 199 and the replacement plantings. Wilson Barbee appreciated the insurance letter from CMC and was concerned about access to original building documents for replacement purposes. They are available, but not organized.
CALL TO ORDER: The meeting was called to order at 7:10 PM.
THOSE PRESENT:
Board of Directors: Tom Fox (TRF) Homeowners: Mae Holm (216)
Luis Salinas (LS) Wilson Barbee (132)
Ruth Simmons (RS) Peter van Hoeven for
Gretchen Umbeck (GMU) Rachael van Hoeven (199)
Sandra Stettler (SS) Creative Management: AJ Simpson
Gretchen Umbeck (GMU) Rachael van Hoeven (199)
Sandra Stettler (SS) Creative Management: AJ Simpson
APPROVAL OF PREVIOUS MEETING MINUTES: The minutes of the June 29, 2011 meeting were approved as written.
FINANCIAL SUMMARY AND REVIEW: The Financial Report was approved. The Board discussed creating a separate account to hold insurance reserve money as CMC collects homeowner maintenance fees. CMC is to follow up on the creation of that account. CMC will also explore other interest-bearing accounts, possibly through Smith Barney, to maximize ROP's return on its cash. CMC is in the process of segregating domestic water, irrigation water, and drainage fee charges for accurate identification and management. 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.
WORK ORDER REPORT: AJ Simpson highlighted the foundation repair schedule along the south wall of Unit 194. Jericho Foundation Company is scheduled for the foundation replacement outside Unit 194 on August 18. The Company has requested the marking of potential conflicting utility lines. In addition, tree removal prior to the repair needs to be done. CMC will coordinate the marking of the utility lines, tree removal, and communication with the homeowner. UNFINISHED BUSINESS: 1. Repair of major wall crack along north end between Buildings F and G. CMC received four bids from Clear Choice, Telluride, D&C Contracting, and Brick Restoration. Prices varied on the rebuilding of a brick wall from $7,980 (Brick Restoration) to $11,740 (Telluride). The alternatives would be Hardie plank or an eight-foot double-sided cedar fence. RS made the motion to replace the failing wall with a brick wall. SS seconded. The Board discussed the character of the community, the nature of brick walls, and the size of the replacement. The Board decided that it would be beneficial to get some community input through a survey of the alternatives. (RS withdrew her original motion. TRF made the motion with GMU seconding. The motion passed.) 2. Carport restoration update – Larry continues to progress on the restoration. CMC is still waiting on the welder to schedule the metalwork repair/replacement.
3. Sidewalk repair along McDuffie – SS made the motion to consider the grinding repair only and to vote on the two bids. (RS seconded. All were in favor.) SS moved that ROP accept the D&C Contracting bid for $825 for the elimination of 8 trip hazards. (TRF seconded and all were in favor.)
4. Landscaping update
a. Larry and Juan have administered the MicroLife 6-2-4 to the grassy area.
b. Job descriptions for landscaping personnel. CMC to email examples to the Board.
c. RS has completed what she considers her essential plant inventory of the property with pictures and descriptions. TRF contacted Georganna Collins, Landscape Architect, and received an example of what an inventory would look like under her Task 1 of her proposal. TRF will forward the information to the Board.
d. Irrigation system audit. RS made the motion to accept the bid from Landscaping Management Services to audit ROP’s irrigation system for $195.00. (SS seconded the motion. The motion passed.) AJ agreed to contact Larry and Juan to update them on the upcoming audit.
5. Previous Homeowner issues
a. Architectural changes (109) - The owners of unit 109 have agreed to sign a hold harmless agreement concerning the unapproved architectural changes made to their unit. This is being moved to Executive Session for discussion.
b. Landscaping issue (199) was resolved.
c. Multiple trash violations. CMC has sent out violation letters. TRF would like to see a sample of the letters sent.
d. Foundation and wall structural repairs (194) – See above under Work Orders.
e. Contractor material disposal – CMC sent a violation letter for the cleanup.
f. Aggressive dogs – This seems to be taken care of.
g. Termite violation (208). After an on-site inspection, ROP’s termite vendor determined there was no termite infestation. There was no charge for this service.
6. Status of reserve study update – CMC reported that Fisher-Smoucha had been out to the property and had given CMC a spreadsheet requiring updated information on property improvements since the last reserve study. CMC will forward this to all Board Members for input.
a. Larry and Juan have administered the MicroLife 6-2-4 to the grassy area.
b. Job descriptions for landscaping personnel. CMC to email examples to the Board.
c. RS has completed what she considers her essential plant inventory of the property with pictures and descriptions. TRF contacted Georganna Collins, Landscape Architect, and received an example of what an inventory would look like under her Task 1 of her proposal. TRF will forward the information to the Board.
d. Irrigation system audit. RS made the motion to accept the bid from Landscaping Management Services to audit ROP’s irrigation system for $195.00. (SS seconded the motion. The motion passed.) AJ agreed to contact Larry and Juan to update them on the upcoming audit.
5. Previous Homeowner issues
a. Architectural changes (109) - The owners of unit 109 have agreed to sign a hold harmless agreement concerning the unapproved architectural changes made to their unit. This is being moved to Executive Session for discussion.
b. Landscaping issue (199) was resolved.
c. Multiple trash violations. CMC has sent out violation letters. TRF would like to see a sample of the letters sent.
d. Foundation and wall structural repairs (194) – See above under Work Orders.
e. Contractor material disposal – CMC sent a violation letter for the cleanup.
f. Aggressive dogs – This seems to be taken care of.
g. Termite violation (208). After an on-site inspection, ROP’s termite vendor determined there was no termite infestation. There was no charge for this service.
6. Status of reserve study update – CMC reported that Fisher-Smoucha had been out to the property and had given CMC a spreadsheet requiring updated information on property improvements since the last reserve study. CMC will forward this to all Board Members for input.
- Other issues
a. The Board ratified the electronic approval of the estimate to replace the pool light.
b. Oleander trimming – Treescapes submitted a bid to come out and trim the oleanders as well as trimming other trees on the property. AJ to contact Treescapes for clarification and resubmission.
c. Pool issues
i. Signage – completed.
ii. 911 phone – completed.
iii. Pool lighting – CMC has contracted with Southern Pool to fix the non-working pool light.
iv. Pool operating permit – ROP’s obligation is to submit the documentation and pay the fee. AJ will complete and submit the necessary forms.
d. City of Houston Drainage Fee Program – CMC still has not received the formal correspondence from the City.
NEW BUSINESS
1. Digitizing existing documentation. GMU made the motion to begin digitizing the existing documentation beginning with the site plan. (RS seconded. All were in favor of the motion.) AJ will find an appropriate vendor to begin this process. 2. Architectural Change Request for Unit 157 for new windows. AJ has sent him the appropriate paperwork.
ADJOURNMENT: There being no further business, the meeting was adjourned to Executive Session.
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Approved Date
