February 8, 2012 Meeting Minutes

Inwood Forest Community Improvement Association

Board of Directors Meeting St. Timothy UMC February February 8th, 2012

 

Board Members Present:                                         Residents that signed in:

President Jane Martin                                                 None

First Vice President Hugo Du Bois

Second Vice President Tom Haynes

Treasurer Julie Grothues (arrived at 7:15 pm) Director Marida Curry

Director Sharon DeRousse

 

 

Board Members Absent:

Director Don Emerson


 

 

 

Meeting Called to Order

 

 

President Jane Martin called the meeting to order at 7:01 PM on February 8, 2012.  Bryan Pierce was appointed as Sergeant at Arms, Hugo Du Bois was designated as Parliamentarian, and the agenda was adopted as the Orders of the Day. There were no objections.

 

 

 

 

None


Homeowner Forum

 

 

Approval of Minutes

 

Du Bois moved to accept as presented the minutes from the December 1, 2011 special meeting of the IFCIA membership. Curry seconded. Curry, Du Bois, Haynes and DeRousse voted in favor.  The motion carried.

 

Du Bois moved to accept as presented for January 11, 2012 monthly meeting minutes. DeRousse seconded. Curry, Du Bois, Haynes and DeRousse voted in favor.  The motion carried.

 

Curry moved to accept as presented the minutes from the January 26, 2012 special board meeting regarding the election of officers. Haynes seconded. Curry, Du Bois, Haynes and DeRousse voted in favor.  The motion carried.

.

 

 

 

Financial Reports

 

Martin reported that 55% of the homeowners who owed 2012 fees only had paid by the

January 31 posting.

 

Management Reports

 

A.  Properties and Facilities Committee Report

No report

 

B.  Deed Restrictions Committee Report

 

Pierce reported that 319 violation letters were sent out and 263 violations were cured this month.

 

C.  ACC Committee Report

 

Haynes reported that  three homes  received ACC approval for roof replacement, exterior  siding  repair/painting,  and  fence  replacement.  There  are  two  ACC projects that are pending review. A summary of the report was distributed to the Board.

 

 

 

D.  Security Committee Report

 

Du Bois reported that the crime rate in the area outside of IF was down from where it was in January of 2011. There were 5 burglaries reported in IF in January

2012.  Du  Bois  noted  that  he  will  continue  to  track  the  crime  within  the

community and surrounding area and report back to the Board.

 

E.  Communication Committee Report

 

No Report

 

F.  Resident Relations Committee Report

 

No Report

 

G. Golf Course & Club House Committee Report

 

No Report

 

 

Grothues arrived at 7:15 pm.


 

 

 

New Business

 

Election of Officers

 

 

 

The Election of the Officers was discussed and brought to vote.

 

•    Grothues moved to nominate herself to be President. Du Bois seconded. The

Board approved the motion unanimously.

 

•    Du Bois moved to nominate himself to be first Vice President. Grothues seconded. The Board approved the motion unanimously.

 

 

 

•    Haynes moved to nominate himself to be second Vice President. Grothues seconded. The Board approved the motion unanimously.

 

•    Curry moved that Martin be the Treasurer. Haynes seconded. The Board approved the motion unanimously.

 

•    Grothues moved that DeRousse be the Secretary. Curry seconded. The Board approved the motion unanimously.

 

Martin moved to turn the meeting over to Grothues.  Grothues turned the meeting back over to Martin to be presiding officer for the remainder of the meeting.

 

NNWMD Meeting Room Contract

 

The Board discussed the Near Northwest Management District’s (NNWMD) proposed contract to use a meeting room and office space at the White Oak Conference Center. There was a discussion about what the board’s access to the building would be and the seating capacity of the proposed meeting room if residents were to attend any monthly meetings.    There  was  also  a  discussion  about  the  insurance  requirements  and  the estimated cost of adding auto liability insurance.

 

There was a general agreement that the contract should be tabled at this time pending the actual opening of the conference center.

 

 

 

Deed Restriction Violations

 

 

Martin reviewed six outstanding deed restriction violations that she recommended that the board send to the attorneys. The first step would be to send the homeowners certified letters notifying them that they have 30 days to correct the violation before it is turned over to IFCIA’s attorneys.

 

 

•   Grothues moved to send certified deed violation letters to 78xx Antoine, 58xx Arncliffe, 75xx Brushwood, 80xx Green Lawn, 56xx Long Creek, and 80xx Pardue. DeRousse seconded. The motion passed unanimously.

 

 

 

Collections

 

 

Martin  reported  that  there  are  5  accounts  where  the  homeowners  have  outstanding account balances that are at or above $1,675.  Martin recommended that certified demand letters be sent to these owners. In addition, three larger accounts that are on payment plans have defaulted on those plans. Martin also recommended that these owners be sent certified demand letters.

 

•    Grothues  moved  to  send  a  certified  demand  letters  to  the  six  accounts  with outstanding balances of $1,675 or more (77xx Anotine, 59xx Don White, 59xx Par Four, 73xx Tall Pines and 74xx Tall Pines) and three certified demand letters to those owners with larger outstanding balances that have defaulted on their payment  plans  (56xx  Black  Jack,  80xx  Zimmermann  and  76xx  White  Fir.) Haynes seconded. The motion passed unanimously.

 

 

New Signature Cards and Debit Card at State Bank of Texas

 

The Board discussed the current board members and Genesis representatives that had signature authority on IFCIA’s Comerica operating account and the various State Bank of Texas accounts. It was noted that the previous debit card for the Comerica (formerly Sterling Bank) operating account had expired and that this card was used to pay the monthly fee for the message center phone number and the yearly fee for the domain names we hold.  Since Du Bois handles these items, there was a discussion about adding him to the State Bank of Texas operating account signature card so that he can use the debit card for these expenses.

 

•   Grothues moved to add Du Bois to the signature  cards for the  State Bank of

Texas operating account. Curry seconded. The motion passed unanimously.

 

Excalibur Mosquito Control Contract

 

The 2012 contract submitted by Excalibur for continued mosquito control was discussed.

 

•    Du Bois moved to accept the 2012 Excalibur contract for $3,222.40 as presented.

Haynes seconded. The motion passed unanimously.

 

 

 

The Board moved to Executive Session at 7:43 p.m.

The Board reconvened to the General Session at 7:50 p.m.

 

 

Adjournment

 

With no further business to come before the Board, the meeting was formally adjourned at 7:51 PM on a motion by Curry, seconded by Du Bois and unanimously carried.

 

Next Regular Board Meeting

 

The next Board meeting is scheduled for March 14th, 2012.