Inwood Forest Community Improvement Association
Board of Directors Meeting
White Oak Conference Center
December 12, 2012 Meeting
Board Members Present: Residents that signed in:
President Julie Grothues Fred Sheppard
Secretary Sharon DeRousse Vicki Garcia
Treasurer Jane Martin Toby Garcia
Director Marida Curry Glenn Dicken
Ellie Tyson
Laura Hollowell
John Hollowell
Kathy Saccone
James Ledbetter
Board Members Absent:
Director Don Emerson
First Vice President Hugo Du Bois
Second Vice President Tom Haynes
Homeowners Forum
Grothues began the Homeowners Forum at 7:07 pm. The meeting could not yet be called to order because there were only three board members present, DeRousse, Martin and herself. Four board members are needed in order for there to be a quorum. Curry arrived at approximately 7:15 pm and gave the board a quorum.
A homeowner asked about the recent criminal activity in the neighborhood and what they can do to help stop it. Grothues stated that joining IFCOP and patrolling is a great help. Grothues also asked everyone to report suspicious activity to HPD. She noted that you never know when you are going to get a break on a group that is working an area.
Another homeowner asked about adding more security or increasing dues to pay for more security. Grothues stated that what is really needed is more IFCOP patrollers and alert residents. Even if the Association added additional officers and hours to the current patrol schedule, it is impossible for the off duty officers to be everywhere at all times. With IFCOP, you have people that are familiar with the neighborhood out in the neighborhood observing activity. The more eyes on the street, the less likely it is that criminals will target this area. Grothues also stated that IF is not the only area seeing a spike in burglaries. Oak Forest and The Heights are also seeing an increase in activity.
Another homeowner asked about a walking patrol on the golf cart path. Grothues noted that walking patrols are good, but that they must be done in pairs. The HPD Citizens On Patrol program does not allow for golf carts, bikes or other motorized vehicles on the former golf course property.
DeRousse noted that IFCOP is a tremendous crime deterrent. With volunteers from the neighborhood and watchful eyes, residents can take back the neighborhood. It has been proven that a “Citizens on Patrol” program helps deter crime and with added vehicles present, the criminals will avoid the neighborhood.
Another homeowner asked about an 18 wheeler cab parked in a driveway on Maple Tree. Grothues stated that the board is aware of it and that violation letters are being sent to the owner and the tenant to have it removed. The homeowner also asked about vehicles parked on the grass. Grothues noted that residents can call 311. Once 311 verifies that the address is covered by the prohibited parking in yard ordinance, you will be connected with HPD to report the incident.
Another homeowner asked about the coyotes in the neighborhood and stated she has not seen them in a while, Grothues stated they are still around the neighborhood. Martin noted that BARC has told residents that they will not come out to trap a coyote.
Meeting Called to Order
President Julie Grothues called the meeting to order at 7:37 pm. Jane Martin was designated as Parliamentarian. Bryan Pierce was appointed as Sergeant at Arms. The agenda was adopted as the Orders of the Day. There were no objections.
Approval of Minutes
The Board reviewed the minutes of the general and executive sessions of the November 14, 2012 monthly meeting. Martin moved to approve the minutes for the November 14, 2012 general and executive session minutes as presented, DeRousse seconded and the motion passed unanimously.
Martin moved to approve the minutes of the general session for the December 6, 2012 special meeting with DeRousse seconding. DeRousse and Curry voted in favor, Martin abstained since she was not at that meeting. The motion carried.
Financial Reports
Martin stated that the collection of past due amounts are going well. There have been 2 new requests for payment plans. It was also noted that the board approved annual dues of $250 per lot for 2013, the same amount that it has been for operating expenses for several years now. Invoices will be mailed out tomorrow.
Management Reports
- A. Properties and Facilities Committee Report
Grothues reported that the clean-up of the Fuch’s family graveyard has been completed. The fallen tree branches were removed and a small dead tree was taken down.
The irrigation system on the irrigated esplanades along Antoine has been drained and shut down for the winter.
B. Deed Restrictions Committee Report
Pierce reported that there were 397 uncured violations and that 192 violations were cured this month. He noted that a lot of violations had been for an abundance of leaves in yards.
- C. ACC Committee Report
Curry reported that they are reviewing two ACC requests from residents on Tall Pines.
- D. Security Committee Report
Grothues reported there has been an increase in the number of break-ins since mid- November. She noted that the Association is keeping residents updated via security alert email blasts and is also trying to get more residents to join IFCOP and report suspicious activity to both HPD and the board.
- E. Communication Committee Report
Du Bois was absent. Grothues noted that she was not aware of anything to report at this time.
F. Resident Relations Committee Report
Martin reported that there will be a contest for the best Christmas lights/decorations. The judges will do a drive around on the Saturday before Christmas and the winners will be announced at next month’s meeting.
Grothues reported that the 2013 invoice mail out will include information update forms. Lot owners will be asked to complete these forms and return them to Genesis. As an incentive to complete and return these forms, there will be a drawing for three Home Depot gift cards for those lot owners that have turned in their forms by the monthly meeting on February 13th.
Old Business
ACC Policies and Procedures
Grothues noted that she has not had an opportunity to prepare a draft for comments and will try again next month.
Proposed Deed Restriction Amendment
Curry stated that they have received the draft of the amended deed restrictions from the attorney and needs board members to review it and send her their comments. She also stated that committees will need to be formed to get support from the community. In order to amend the restrictions, 67% of the lot owners will need to vote in favor of any amendments for them to pass.
2013 Budget Worksheet for Website
Grothues passed out a copy of the 2013 budget worksheet to be posted to the website and asked the Board to review it. She noted that the worksheet reflects the numbers agreed to at the December 6th special meeting.
New Business
Proposed Reserves for Projects
Grothues suggested that three new reserve accounts be set up: one for the deductible on the Directors & Officers policy ($10,000), one for the legal fees related to past due collections and one for the 2011 legal fee assessment in excess of actual legal fees that was retained. These fees were retained to deal with any legal issues related to the flood detention to be put on the former golf course property and for any legal fees related to the amendment of the deed restrictions.
The Board moved to Executive Session at 8:16 pm.
The Board reconvened to the General Session at 8:39 pm.
There were no items to be voted on.
Adjournment
With no further business to come before the Board, the meeting was formally adjourned at 8:39 pm on a motion by Martin, seconded by DeRousse and unanimously carried.
Next Regular Board Meeting
The next Board meeting is scheduled for January 9, 2013.