Board of Directors Meeting Minutes: May 25, 2011
LANDSCAPING FERTILIZATION PROGRAM: A. Jason Mathers of Monarch Landscaping, L.P., doing business as Avant-GARDEN, was able to present his company’s approach to a possible organic fertilization program for the property.
HOMEOWNERS’ FORUM: Mae Holm suggested purchasing a doggie dropping station complete with bags and a receptacle for disposal. The cost ($800) seemed prohibitive because of the number of homeowners who owned dogs. Wilson Barbee suggested E-News contain information on responsibilities of dog owners.
Wilson Barbee also noted that edging has not been done around the beds. That is not the responsibility of the landscaper, but maintenance personnel. [Creative Management (CMC) to provide a sample porter’s list of duties for the Board to consider implementing for River Oaks Place.]
The owner of 191 approached a Board Member to discuss tree trimming possibilities for adjacent units that are shedding leaves and/or flowers on her property. The ownership of the adjacent property has changed, so the property supervisor cannot do anything at this time.
CALL TO ORDER: The meeting was called to order at 7:00 PM.
THOSE PRESENT:
Board of Directors: Tom Fox (TRF) Homeowners: Mae Holm (216)
Luis Salinas (LS) Wilson Barbee (132)
Ruth Simmons (RS)
Sandra Stettler (SS) Creative Management: AJ Simpson
Gretchen Umbeck (GMU)
Gretchen Umbeck (GMU)
APPROVAL OF PREVIOUS MEETING MINUTES: The minutes of the April 27, 2011 meeting were approved as written with a minor change in wording.
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. In addition, the Board discussed insurance renewal and payment in full, and budgeting an insurance reserve fund designated for future annual renewals. The Board is to consider
and vote electronically on the financing of the insurance renewal prior to the next meeting.
UNFINISHED BUSINESS:
1. Repair of major wall crack along north end between Buildings F and G. Board discussed various forms of replacement and/or repair. The Board determined that it required additional information and instructed CMC to engage a structural engineer to assess the problem and provide a report to the Board prior to the next meeting. At that time, the Board will consider alternatives.
2. Carport restoration update – Larry has begun the replacement of the carport roofs, painting of metal works, and notations of metalwork repair. All who had seen the result agreed that it looked good.
3. Sidewalk repair along McDuffie − Estimates proposed by Clear Choice Construction were not specific enough to identify what the differences were. GMU requested an estimate for grinding and examples within the city for comparison. Any permits required will be handled by the selected contractor. The Board also discussed total replacement with a wider sidewalk. During the meeting, CMC got in touch with the contractor and requested additional information on a wider sidewalk.
4. Landscaping update
a. Status of obtaining competing bids for fertilization program – TRF to provide an alternative to other Board members using current ROP maintenance personnel and purchased organic fertilization products.
b. The Board discussed completing an inventory of existing plants. RS has an inventory that is 85% complete and will be able to update it in time for the next meeting.
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. At this time, their signatures are pending.
b. Landscaping issues (199) – fence is complete; awaiting plants.
6. Fines updates – violations. TRF made the motion to amend the decision made by the 2008 Board and return to the $25 per violation. The Board unanimously voted for the motion.
7. Other issues
a. The Board ratified the approval of the reserve study update done electronically.
b. The Board ratified the approval of the material storage and paint color for the Carport Restoration Project done electronically.
c. The Board discussed the pool signage and made corrections to the rules to be posted. The Board passed a motion to produce a replacement sign and add an additional rules sign for the sake of uniformity and safety. The additional small sign will be added to the gate. The Board also approved expanding the pool hours from 9 AM to 11 PM.
d. The 911 telephone at the pool will be replaced.
e. City of Houston Drainage Fee Program – CMC has not received the formal correspondence from the City. RS made a motion to have the City do an on-site inspection to protest the City’s assessment and make it verifiable. The Board passed the motion unanimously.
NEW BUSINESS
1. Homeowners’ requests and issues – none.
2. Work Request E-Form Protocols – continued until the next meeting.
3. Recycling efforts – some residents are interested in the community’s recycling efforts and we will follow up with E-News.
ADJOURNMENT: There being no further business, the meeting was adjourned to Executive Session.
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Approved Date
