Board of Directors Meeting Minutes: June 29, 2011
HOMEOWNERS’ FORUM: Lori Carper has 3 issues: (1) vicious dogs residing in the community and requested that the Board send a letter to all homeowners even though only a small percentage own dogs; (2) preventive maintenance plan to cover the sprinkler system and termite bait/rodent station maintenance; (3) foundation problems associated with the driest summer on record, especially associated with end units, with possible foundation repair, oleander removal, and/or soaker hoses. She also requested copy of the Jericho Foundation Repair, Inc. report.
Dick Dalton noted that about 10 years ago extensive work was done on his unit including a foundation pier. He does not have a warranty on the repair, which would normally be issued. (RS will check.)
CALL TO ORDER: The meeting was called to order at 7:05 PM.
Dick Dalton noted that about 10 years ago extensive work was done on his unit including a foundation pier. He does not have a warranty on the repair, which would normally be issued. (RS will check.)
CALL TO ORDER: The meeting was called to order at 7:05 PM.
THOSE PRESENT:
Board of Directors: Tom Fox (TRF) Homeowners: Lori Carper (194)
Luis Salinas (LS) Dick Dalton (126)
Ruth Simmons (RS) Kevin Baker (194)
Gretchen Umbeck (GMU) Creative Management: AJ Simpson
(Vice President Sandra Stettler was unable to attend)
APPROVAL OF PREVIOUS MEETING MINUTES: The minutes of the May 25, 2011 meeting were approved as written.
FINANCIAL SUMMARY AND REVIEW: The Financial Report was approved. The Board discussed transfer of funds over the $250,000, the FDIC insured limit, and combining the overage with a CD that is maturing in June. (Such information would not be available until the beginning of July.) TRF requested that the insurance payment be taken out of the lowest interest-bearing account, with the Sterling account (the highest-paying interest account) containing the bulk of available funds not to exceed the FDIC insured limit. CMC created a new fence repair line item, which was to identify for future budgeting. Because ROP does not have a capitalization policy in place to determine what should be capitalized (like a fence construction) and what should be expensed (like a fence repair), the Board tabled the issue until the next meeting. TRF requested and subsequently moved that the current water and sewer line item be broken out to identify domestic water, irrigation water, and drainage fees. (GMU seconded; the entire Board approved.)
WORK ORDER REPORT: GMU again noted that the landscaping contractor was blowing off cut grass from the lawn. CMC will follow up. TRF noted that the welder had not yet addressed the issue of the
carport structural repairs and noted that the pool gate will also require attention.
UNFINISHED BUSINESS:
1. Repair of major wall crack along north end between Buildings F and G. Board discussed the engineering report, noting that while the report appeared valid, the engineer who sealed the report was not a structural engineer. CMC is sending the report to several contractors (Clear Choice, Telluride, D&C Contracting, and Brick Restoration) and requesting bids for the project. At the next meeting, the Board will consider alternatives.
2. Carport restoration update – Larry has completed five and is working on six and waiting on the welder for metalwork repair/replacement.
3. Sidewalk repair along McDuffie – Still awaiting final estimates from Clear Choice for the wider sidewalk and for grinding repair only.
4. Landscaping update
a. RS advocated adopting TRF’s proposal for current maintenance staff to apply purchased organic fertilization products to the property. Her preference for the purchased product is the MicroLife 6-2-4, which also is accepted by the Texas Organic Research Center (TORC). TORC did not address Scotts Organic Choice as acceptable or unacceptable. RS moved that the Board purchase the MicroLife 6-2-4 and for Larry and Juan to administer the organic fertilization program. (TRF seconded and all voted in favor of the motion.)
b. Job descriptions for landscaping personnel; CMC to print examples and distribute to the Board.
3. Sidewalk repair along McDuffie – Still awaiting final estimates from Clear Choice for the wider sidewalk and for grinding repair only.
4. Landscaping update
a. RS advocated adopting TRF’s proposal for current maintenance staff to apply purchased organic fertilization products to the property. Her preference for the purchased product is the MicroLife 6-2-4, which also is accepted by the Texas Organic Research Center (TORC). TORC did not address Scotts Organic Choice as acceptable or unacceptable. RS moved that the Board purchase the MicroLife 6-2-4 and for Larry and Juan to administer the organic fertilization program. (TRF seconded and all voted in favor of the motion.)
b. Job descriptions for landscaping personnel; CMC to print examples and distribute to the Board.
c. RS is targeting the July meeting for completing of the plant inventory. TRF to contact Georganna Collins, Landscape Architect, for an example of what her inventory would look like under her Task 1 of her proposal.
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. Because their signatures are still pending, CMC will send a reminder letter to them.
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. Because their signatures are still pending, CMC will send a reminder letter to them.
b. Landscaping issues (199) – Larry to take a picture of the area, get suggestions from Joshua’s Native Plants, and follow through on the planting.
6. Status of reserve study update – CMC reported that Fisher-Smoucha has not been out to the
6. Status of reserve study update – CMC reported that Fisher-Smoucha has not been out to the
property yet. CMC will request a schedule from Fisher-Smoucha.
7. Other issues
a. The Board ratified the approval of the renewal of insurance done electronically.
7. Other issues
a. The Board ratified the approval of the renewal of insurance done electronically.
b. The Board discussed a dedicated fax line for the gate and didn’t see a need for it at this time.
c. Oleander trimming – RS moved that CMC contact Treescapes to come out and trim the oleanders. The Board requested an estimate for the work prior to final approval.
d. Pool issues
i. Signage−CMC has them in hand and will deliver the completed signs to the property by July 1.
ii. 911 phone – Extra Effort Pay Phones to replace the existing emergency telephone at the pool. CMC does not yet have a time frame for completion of this project.
iii. Pool lighting – Southern Pool has not addressed the issue of the one non-working pool light. CMC to follow with the vendor.
iv. Pool operating permit – CMC is of the opinion that it was the City’s responsibility to initiate the process of a pool operating permit renewal.
e. City of Houston Drainage Fee Program – CMC has not received the formal correspondence from the City. TRF has noted that the City has extended the time for protest from 60 days to one year from notification.
c. Oleander trimming – RS moved that CMC contact Treescapes to come out and trim the oleanders. The Board requested an estimate for the work prior to final approval.
d. Pool issues
i. Signage−CMC has them in hand and will deliver the completed signs to the property by July 1.
ii. 911 phone – Extra Effort Pay Phones to replace the existing emergency telephone at the pool. CMC does not yet have a time frame for completion of this project.
iii. Pool lighting – Southern Pool has not addressed the issue of the one non-working pool light. CMC to follow with the vendor.
iv. Pool operating permit – CMC is of the opinion that it was the City’s responsibility to initiate the process of a pool operating permit renewal.
e. City of Houston Drainage Fee Program – CMC has not received the formal correspondence from the City. TRF has noted that the City has extended the time for protest from 60 days to one year from notification.
NEW BUSINESS
1. Homeowners’ requests and issues
a. Foundations and wall structural concerns. Because of the urgency of the request from Unit 194, the Board discussed utilizing a single vendor to handle this structural issue. (TRF moved to authorize the work on 194, GMU seconded, and all were in favor.)
i. CMC requested an estimate from Jericho for Unit 194’s outside wall cracking.
ii. Because Unit 157 contractors have filled in the crack in the floor and installed new flooring, any inspection for structural issues is moot at this time.
b. Trash violations (133, 165, and 203). CMC has sent violation letters.
c. Termite violation (208). CMC will request ROP’s termite vendor to check out those concerns. There is no charge for this service.
2. Work Requests. To better inform the Board of the types of requests coming through CMC’s website, CMC will provide the Board with weekly summaries. In addition, TRF requested that the Board be copied (through ‘general’) on any responses CMC made to those requesting work orders. CMC will look into providing this service.
3. Water Shut-Off Valves. The Board discussed this issue. At the present time, if a valve needs replacing, the homeowner needs to contact CMC to schedule replacement. The Association will continue to absorb the cost of replacement of defective shut-off valves.
4. Other new business
a. Disposal of construction materials. RS observed that Unit 102, which was having work done, was the source of paint being disposed of on the property and requested a violation letter be sent for clean-up.
b. RS requested that the Board consider an audit of the sprinkler system by an irrigation specialist because of the age of the system and repairs made to date. The Board requested that CMC locate licensed irrigation specialist vendors who might provide such a service.
ADJOURNMENT: There being no further business, the meeting was adjourned to Executive Session.
i. CMC requested an estimate from Jericho for Unit 194’s outside wall cracking.
ii. Because Unit 157 contractors have filled in the crack in the floor and installed new flooring, any inspection for structural issues is moot at this time.
b. Trash violations (133, 165, and 203). CMC has sent violation letters.
c. Termite violation (208). CMC will request ROP’s termite vendor to check out those concerns. There is no charge for this service.
2. Work Requests. To better inform the Board of the types of requests coming through CMC’s website, CMC will provide the Board with weekly summaries. In addition, TRF requested that the Board be copied (through ‘general’) on any responses CMC made to those requesting work orders. CMC will look into providing this service.
3. Water Shut-Off Valves. The Board discussed this issue. At the present time, if a valve needs replacing, the homeowner needs to contact CMC to schedule replacement. The Association will continue to absorb the cost of replacement of defective shut-off valves.
4. Other new business
a. Disposal of construction materials. RS observed that Unit 102, which was having work done, was the source of paint being disposed of on the property and requested a violation letter be sent for clean-up.
b. RS requested that the Board consider an audit of the sprinkler system by an irrigation specialist because of the age of the system and repairs made to date. The Board requested that CMC locate licensed irrigation specialist vendors who might provide such a service.
ADJOURNMENT: There being no further business, the meeting was adjourned to Executive Session.
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Approved Date
