Crape Myrtle Trees in the center island near the entrance of River Oaks Place - Houston

1/8/12

October 26, 2011 Minutes


RIVER OAKS PLACE COUNCIL OF CO-OWNERS
Board of Directors Meeting Minutes: October 26, 2011
HOMEOWNERS’ FORUM: See report at the end of Minutes.
CALL TO ORDER: The meeting was called to order at 7:30 PM.

THOSE PRESENT:
Board of Directors:         Tom Fox (TRF)                                              Homeowners: Wilson Barbee (132)
                                           Luis Salinas (LS)                                                                     Neil Koenig (136)
                                           Ruth Simmons (RS)
                                           Sandra Stettler (SS)                     Creative Management: AJ Simpson
                                           Gretchen Umbeck (GMU)                                                    Ed Cheek

APPROVAL OF PREVIOUS MEETING MINUTES: The minutes of the September 28, 2011 meeting were approved as written. (The August 26, 2011 minutes were approved electronically after the September meeting.)

FINANCIAL SUMMARY AND REVIEW: GMU presented the concept of a $500 capitalization policy as recommended by River Oaks Place (ROP) CPA. It will provide a guideline for the new property supervisor, Ed Cheek, and streamline the assets in the financials. GMU moved that the Board accept such a policy with SS seconding. The motion passed with no opposition. (GMU will write up the policy.) It appears that the landscaping contractor did not submit its bill for timely payment in September. TRF believes that the insurance reserve is low based on the annual projection. Because the accounting system formats insurance payments on a monthly basis, there will be an adjustment to insurance reserves at the end of the year. CMC will adjust the 2012 budget to reflect a one-time payment and a monthly escrow account. CMC will be adjusting the drainage fees in the future to be shown as a drainage tax.

WORK ORDER REPORT: Sheetrock repair of Unit 190 due to water leak has been resolved. The last item on the list refers to the pool fill valve, which will be discussed under unfinished business.

UNFINISHED BUSINESS:
  • Discussion of the brick wall replacement was moved to the end of this section.
  • Carport restoration update – Completed. TRF suggested that Larry and Juan replace 18 light fixtures, similar to what was done to the garages during Project Facelift. RS suggested that Larry compare the costs of lighting supply companies, e.g., Lightbulbs Unlimited, vs. Home Depot. The suggestion passed by acclimation.
  • Landscaping update
  • Status of job descriptions for landscaping personnel and maintenance schedules. The Board has assigned Wilson Barbee to interview Larry and Juan for the job descriptions that will provide a foundation for preventive maintenance program/schedule.
  • Irrigation system – status of audit report. CMC has requested Landscaping Management Services (LMS) provide additional information, but has not received any response. CMC will pass on the information that has been received to Larry and Juan. This will no longer be an agenda item.
  • Overall oleander trimming. CMC has received a revised estimate from Treescapes. TRF moves that the Board accept their bid in the amount of $3,031.00 for the trimming of 47 oleanders on the property. RS seconded. All were in favor of the motion.
  • Landscaping of area along south wall of Unit 194. TRF suggested we combine that, the landscaping along the area between Buildings F and G after the wall is replaced, the area south of Unit 200, the frontage along McDuffie and generally along the main drive. TRF made the motion to hire a landscape architect to give us a plan for these areas. GMU seconded. RS raised the issue of a possible conflict of interest with the hiring of Georganna Collins. However, because the area has been expanded and we don’t know the possible cost of providing such a plan, LS suggested a modification to the motion that we go out for competitive bids from landscape architects, including Ms. Collins. There were no objections to this modification.
  • Organic fertilization program – November is the month to fertilize again. TRF moved that the Board assign the responsibility to Larry of selecting an appropriate organic fertilizer and apply it. GMU seconded. In response to RS’s concern about Larry’s qualifications to select the fertilizer, TRF reminded the Board that he had earlier selected the organic fertilizer that Larry will purchase. The final vote was 3 to 2 in favor of the motion.
  • Previous Homeowner issues
  • Unit 195 – perimeter piers foundation repair. Jericho has submitted an estimate. Because of the cost of the repair and the lack of an engineering drawing for the 11 piers, CMC will get a second opinion/estimate from Church Foundation Services.
  • Reserve study discussion. TRF noted a difference in the interest rate applied in the reserve study (1%) and what we are actually receiving (.3%). Because of this difference, TRF suggested that in the future we consider hiring a financial advisor to consult on how we best invest our money.
  • Document digitization and storage – CMC has picked up the as-builts and will deliver them to A&E Reprographics tomorrow (October 27). They will be duplicating a full hard copy and a digital set. GMU presented a draft document retention policy to the Board to use when they start scheduling document review of the items in the maintenance shed. Wilson Barbee brought up the subject of secure storage of these documents. The Board plans on considering this when the documents have been duplicated and organized. CMC has a safe for storage of small items and does store document boxes for other properties on space rented in the building. CMC discussed possible virtual website portals. CMC’s future plans include online access to documents for the Board to review.
  • Other issues
  • Status of the replacement of the pool buoy ring by Southern Pool. CMC will check on the status of the ring. There is another pool leak according to the pool maintenance man. The pool is leaking sufficiently where the pool man has engaged the pool fill valve for constant running. Larry, Juan, the pool man, and TRF are monitoring the water level so that the landscaping is not flooding nor are the pumps endangered if the level is too low. Southern Pool does not know of an obvious source for the pool leak, which could be anywhere given the age of the pool. Both current and prior reserve studies have indicated a need for replacement. After discussion of the timing, TRF moved that CMC hire a pool specialist/engineer to evaluate the pool with the objective of writing specifications for competitive bids. GMU seconded. All members voted in favor of the motion. CMC to forward the names of engineering firms to the Board for review prior to hiring the firm.
  • City of Houston Drainage Fee Program – discussion of additional information. This item will be discussed in the November meeting.
  • RS will distribute the Welcome New Neighbor handout along with a redline version of modifications made.
  • CMC’s holiday schedule for 2011 and 2012. Larry and Juan get Thanksgiving and the day after off and it appears that CMC will have ½ day on December 23 and the following Monday off for the Christmas holiday.
  • Repair of major wall crack along north end of Buildings F and G – The legal opinion arrived in support of the ability of the Board to make decisions about replacement of common elements. There was additional discussion about brick vs. cedar and the possibility of soliciting opinions. The majority of the Board voted for the cedar fencing in August and the original vote of 3 to 1 stands. Neil Koenig commented that the community response could be significant for this kind of dramatic change and that the replacement plan is a tremendous mistake. Wilson Barbee also commented that this is an emotion attached especially with the savings and that there is precedent for the replacement with the trellis, which was not a transparent decision by the previous Board.

NEW BUSINESS
  • Homeowners’ requests and issues
  • Wilson Barbee commented that the entrance to the main drive from his unit is a blind spot and has become dangerous. SS commented that that has happened to her as well. TRF addressed the liability issue. CMC suggested an on-premise speed limit. TRF moved that the Board individually test various speeds to determine the appropriate speed limit. Then the Board can communicate the information to the community through signage and an updated rules and regulations document. All members agreed to the test.
  • Any other new business
  • Enforcement of Contractor Rules/Guidelines – Letters are written when the unit number is known. It was suggested that the gate have the contractors sign in when they receive the guidelines and note the unit number being worked on and the tag number of the truck/vehicle.
  • Website – CMC will have their website up and running after the first of the year. GMU moved that a website developer/builder be hired to help with the renovation of the website. LS seconded. The motion passed. There was no comment on the request to distribute minutes.
  • Final meeting date for the year – Wednesday, November 30.
  • E-News and Newsletters – TRF commented that the holiday season was approaching and was it the Board’s choice to update a past Newsletter or use E-News to communicate the holiday decorating policy. We also need to communicate the change in property manager and upcoming elections. TRF will post the information. RS is working with Comcast to determine the costs for inclusion in an upcoming E-News.
  • Annual meeting minutes – GMU requested that CMC complete and distribute the annual meeting minutes from January 2011. Ed Cheek will get with Kelly for that information.
ADJOURNMENT: There being no further business, the meeting was adjourned to Executive Session.


__________________________________ ________________________
Approved                                                                                   Date


Homeowners’ Forum: October 26, 2011
Neil Koenig attended primarily for the brick wall discussion and noted that it had been slated for the Executive Session. He was in favor of brick wall replacement with brick wall. The item was moved to the Regular Session for discussion purposes.
TRF wanted to note that Larry and Juan had installed his new door and was wondering what the next step was for payment of his portion of the door replacement. In addition, TRF reminded the Board that this coming Sunday was the Ice Cream Social and Margarita Party starting at 5 PM. The forecast was for sunny skies with a high of 77°.
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