Board of Directors Meeting Minutes: September 28, 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: Carol Champion (201)
Ruth Simmons (RS) Mae Holm (216)
Ruth Simmons (RS) Mae Holm (216)
Sandra Stettler (SS) David Brashear (200)
Gretchen Umbeck (GMU) Eddie Elizondo (195)
Wilson Barbee (132)
Creative Management: AJ Simpson
Wilson Barbee (132)
Creative Management: AJ Simpson
(President Luis Salinas was unable to attend.)
APPROVAL OF PREVIOUS MEETING MINUTES: The minutes of the August 26, 2011 meeting were not approved as written. The vote was 2 to 2.
FINANCIAL SUMMARY AND REVIEW: TRF has requested the interest rates on all interest-bearing accounts because it appears that CMC is not maximizing interest on the money managed on behalf of River Oaks Place. [AJ Simpson mentioned that Sterling Bank had approached CMC last fall and informed them that their fee structure would be changing. However, ROP’s lock-box usage is still without charge.] TRF also questioned the insurance reserve (too low) and the domestic vs. sprinkler water amounts appear to be reversed. [AJ noted that the year-to-date numbers should be accurate.] The drainage fee amount was larger than expected. [AJ will look into these issues.] ROP’s CPA suggested that $500 would be an appropriate amount for a capitalization policy, if the Board chose to implement one. [GMU will present the concept at the next Board Meeting.] AJ will forward the tax return and the audit report as requested at the last meeting. AJ handed out the draft budget he prepared for discussion, noting there is not a line item for the drainage fee and there is no increase in the overall budget.
WORK ORDER REPORT: AJ reported that Best Plumbing will jet Building N on a complimentary basis on their next visit. (They have never confirmed that it was not done in December 2010.) Mr. Elizondo asked about foundation repairs and how they were handled. TRF stated that Larry would review the situation and implement repairs, if necessary. If it was more serious, a foundation contractor would be called in to determine if it was a foundation issue or a reversible issue related to drought conditions.
UNFINISHED BUSINESS:
- Brick wall replacement – The Board moved the discussion to Executive Session to consider legal ramifications.
- Carport restoration update – The new welding contractor, JR Enterprises, started the metalwork repair today.
- Sidewalk repair along McDuffie has been done.
- Landscaping update
- Job descriptions for landscaping personnel and maintenance schedules. The Board will assign at the next Board Meeting who will interface with Larry and Juan for their input.
- Irrigation system audit report. CMC has requested Landscaping Management Services (LMS) provide additional information, but has not received any response. The Board instructed AJ to pay LMS’ current invoice for the work that they did.
- Overall oleander trimming. AJ has requested a specific breakout of that cost from Treescapes. That estimate is still outstanding.
- Engagement of line marking vendor to mark lines along Unit 194 so oleander roots can be ground out. AJ will look into specific vendors that provide that service.
- Previous Homeowner issues
- Unit 190 – closet sheetrock repair. The Board instructed AJ to contact the owner and offer $150 for ROP’s portion of the repair.
- Reserve study discussion. TRF suggested that we do this annually. TRF suggested this be available to homeowners, possibly on the website when it’s up and running. The members of the Board agreed that it was an important document and should be available to homeowners.
- Document digitization and storage – A&E Reprographics is the vendor AJ has contacted. The cost is $4.35 per sheet for scanning and $33.00 for the CD with a turnaround of 2 to 3 days. We estimate the number of pages to be between 50 and 100. The Board approved the vendor and costs for scanning of the plans/as-builts by acclimation. For the other documents, DRS is the vendor that AJ has found to scan the other documents when the Board is ready to have those documents scanned.
- Other issues
- The pool buoy ring has not been replaced by Southern Pool. AJ will check on the status.
- City of Houston Drainage Fee Program – RS has contacted the City about LMS’ estimate and the person she spoke with said the City would accept that estimate. LMS estimates the ROP permeable surface is 5% more than the City’s and that equates with an estimated $500 savings per year. RS wants to speak with another City representative and then present her findings at the next Board Meeting.
- Discussion of Welcome New Neighbor handout. SS requested clarifications on trash pickup and parking spaces within garages. TRF talked about distribution. The concierge service would be the perfect avenue.
- Holiday schedule – this item is pending. Both Christmas and New Year’s Day fall on a Sunday. AJ will follow-up with CMC and Larry and Juan’s holidays will follow suit.
- The Board ratified the electronic approval of the selection of the welding contractor, JR Enterprises.
NEW BUSINESS
- Homeowners’ requests and issues
- Unit 223 raised the issue of landscaping inconsistencies outside the back gate. The Board requested that, because of her knowledge of the landscaping in the area, RS email the homeowner with the pertinent information.
- Another homeowner requested additional Comcast information. RS has expanded her previous write-up of Comcast to be included in E-News.
- National Night Out – It’s coming up on Tuesday, October 4. ROP is invited to the North Montrose Civic Association event on West Clay Street.
ADJOURNMENT: There being no further business, the meeting was adjourned to Executive Session.
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Approved Date
Homeowners’ Forum: September 28, 2011
Carol Champion asked about the factors that went into determining the replacement of the cracked wall along the north end of Buildings F and G and what would happen if another wall failed. [GMU spoke about costs, maintenance, and opportunity to do something different along a 25 foot wall that serves as a privacy fence. TRF later pointed out that this was an interior wall and a special case; and any decision regarding perimeter walls would be addressed at that time.] David Brashear voiced his opinion on why he did not want the brick replaced with wood, citing: hurricane protection and wind movement; decreasing property values; brick as a noise shield to those residents living north of that wall from that emanating from Sherlock’s; and that it was not within the Declaration to make such an executive decision. Mr. Brashear was considering a lawsuit if the wall was not replaced with brick.
Mae Holm stated that the Board had its work cut out for it in landscaping issues arising from the drought. She also was concerned that a floor contractor had lost a sign he posted while working on Unit 194. [RS commented that it was in violation of the Declaration. TRF thought that Larry had returned the sign to the contractor.]
Eddie Elizondo commented that the Meeting’s current location was not close or convenient for residents to attend Board Meetings. [The Board is open to an alternative that is closer, not too expensive, and that would be a good setting for a business meeting.] Mr. Elizondo asked about the origin of the brick wall crack. [The Board commented.] He would like to see a brick wall replacement because of esthetics, continuity within the community and with his unit, which is brick.
Wilson Barbee wanted the Board to know his position on the brick wall: the Board has made that decision and if that decision has legal ramifications, that impact needs to be addressed. He had listened to the arguments at the prior meeting and had supported the decision to erect a cedar fence. He noted that prior Boards had changed the community, e.g., the erection of the cedar trellis fence, replacing wood siding with Hardie Plank. As a person who has experienced ever-increasing maintenance fees, he thought this was an opportunity to save some money and possibly credit it back to homeowners.
TRF presented his idea of having a fall ice cream social and margarita party on a Sunday on one of the last two weekends in October. TRF requested permission to have the party, post notices, mark off the area, and use a small amount of electricity. [Approved.] TRF also presented the idea of having afternoon teas, a spontaneous event at the mailboxes with coffee, tea, and baked goods with posting of notices the day of the event. [SS suggested more notice to allow residents to plan around their day. TRF agreed.] [RS suggested a gathering of grills similar to what occurred during Hurricane Ike when folks were without electricity.]
