January 2013 Annual Meeting Minutes

Inwood Forest Community Improvement Association, Inc.

2013 Annual Homeowners Meeting

White Oak Conference Center

January 24, 2013

 

Attendance

 

The 2013 annual meeting of the members was called to order at 7:36 pm.  Board members in attendance were President Julie Grothues, First Vice President Hugo Du Bois, Secretary Sharon DeRousse, Treasurer Jane Martin and Director Marida Curry.  Second Vice President Tom Haynes and Director Don Emerson were absent.  Sixty two (62) lot owners signed in.  Genesis Community Management representatives included Bryan Pierce, Melissa Scott, and Caroline Mulligan.

 

Bryan Pierce of Genesis Community Management was designated as Parliamentarian, and Sergeant Rich Wilson, was designated as Sergeant at Arms.

 

The members of the current board were introduced.  After establishing a quorum, Grothues stated that if there be no objections, the agenda will be adopted as the orders of the day.  No objections were noted.

 

Approval of Minutes for 2012 Annual Meeting

 

Grothues asked for a motion to approve the 2012 Annual Meeting minutes as presented.  Donna Davis, an IF lot owner, noted that the minutes state that “Ninety nine (69) lot owners signed in.” She asked which number was correct.  Grothues noted that the correct number was 69.  Davis moved to approve the 2012 annual meeting minutes with the correction of the written number of lot owners from ninety nine to sixty nine, Jim Hodge seconded the motion.  The motion passed on a voice vote. No one opposed,

 

Sergeant Rich Wilson

 

Grothues noted that Sgt Mike Corley had retired from HPD and IF’s security patrol in June of 2012 and introduced Sgt Rich Wilson who has taken over the coordination of IF’s off duty HPD patrol.

 

Sgt Rich Wilson noted that he works out of HPD’s central station in the Montrose area, but has been with the IF security patrol for a number of years.  He gave a summary of the current crime statistics and noted that all residents can request a security inspection of their home by HPD.  If the resident meets certain requirements, they can receive a reduction in their homeowner’s insurance premium.  Wilson noted that the service is free and that interested residents should contact HPD’s north side station DRT (Differential Response Team) officers to set up an inspection time.

 

Grothues noted that Inwood Forest Citizens on Patrol (IFCOP) is always looking for drivers.  She also noted that the program has worked in the past and can still work, but that it needs volunteers.

Near Northwest Management District

 

Dorothy Miller, chairman of the Near Northwest Management District, gave an update about what is going on in the management district and the various projects they are working on.  She also reminded residents that the White Oak Conference Center is available for parties, weddings, receptions and so on.

 

 

President’s Report

 

Grothues gave an update on the status of the new flood maps for the east side of IF (east of Antoine.)  The Harris County Flood Control District (HCFCD) currently estimates that they will submit a Conditional Letter of Map Revision (CLOMR) to FEMA in June of 2013.  Once FEMA approves the CLOMR, HCFCD will submit a Letter of Map Revision (LOMR.)  New flood maps will only be issued once the LOMR has been approved. Grothues noted that this will only affect the east side of IF.  No flood control work has been done on the west of IF, but IF does benefit from the flood control work that has been done to the north of us.

 

Grothues also gave an update on the Greater Inwood Quiet Zone.  This is the project that will eventually turn the railroad crossings from W. Little York to Watonga into horn free crossings.  The current estimate is that the project will be completed within the next 3-4 months.  Grothues recognized Debbie Harlow from Sheraton Oaks and Pat Turner from Candlelight Oaks Village for their work in applying for this project.  Debbie was in attendance at the meeting.

 

Grothues noted that during 2012, there had been a change in the mowing contractor the Near Northwest Management District employed to mow the former golf course property.  The new contractor has good equipment and is mowing on a schedule.  The property is mowed once a month for all twelve months of the year.

 

It was also noted that IFCIA has added scheduled mowings for the following areas:

 

  1. The curb areas at the entrances to the former fairways e.g. in the 5700 block of Long Creek across from Long Creek Ct and in the 7500 block of Maple Tree between the Maple Tree bridge and Bent Bough. These areas will now be cut once a month instead of as needed.

 

  1. W. Gulf Bank area west of Antoine behind homes on Pardue, Wray Ct and Zimmermann.  These areas will now be cut once a month instead of as needed.

 

  1. The cul de sac islands all around IF.  These will now be cut twice a month instead of as needed.

 

 

Financial Report

 

Martin noted that 72.5% of all accounts were paid in full as of the end of 2012.  Of the accounts outstanding, 76 had balances of $150 or less and of these accounts, 46 had balances of $50 or less and most of these charges were for late charges or collection/deed restriction letters.

 

Martin noted that payment plans are available to those that have gotten behind on their dues or need to pay their current years dues off in installments.  There is a $30 fee to set up a payment plan.

 

During 2012, accounts that were turned over to Hoover Slovacek resulted in 38 accounts being paid in full, including the collection of all legal fees.  The total amount of past due fees collected was $94,621 and the legal fees related to these collections were $56,263.

 

Beginning in 2011, IFCIA began sending certified collection letters to about 10 lot owners per month starting with the largest past due balances and working downward.  If there is no response to IFCIA’s certified collection letters, the account is then turned over to Hoover Slovacek.  Martin noted this is a long process, but based upon the amounts collected, it is working.

 

Regarding the dues assessment for 2013, Martin reported that funds were pulled from past due collections to keep the annual fees at $250 per lot.

 

The number of foreclosures in 2012 was down slightly from 2011.  There were 19 foreclosures in 2012 and $33,436 of bad debt was written off related to them.  This is compared to 22 foreclosures in 2011 and bad debt write offs of $46,163 related to them.

 

Lastly, Martin noted that the 2011 IFCIA financial statements were audited in 2012 and the Association once again had an unqualified opinion.  The 2012 audit will begin in the summer of 2013.

 

 

Nominations for Directors

 

Grothues turned the meeting over to Jane Martin, Treasurer, since both she and first vice president Hugo Du Bois are up for election and second vice president Tom Haynes is absent.

 

Martin opened the floor for nominations for election to the IFCIA Board of Directors.  She noted that three (3) board seats were up for election.  Names preprinted on the ballot were Hugo Du Bois and Julie Grothues.  It was noted that each of these candidates had submitted their names to the board on or before December 31, 2012.

 

Nominations were then opened for candidates to be nominated from the floor.  Ollie Perry nominated Dennie Hodge.  The nomination was seconded.

 

Each candidate was given several minutes to introduce himself/herself and to give a brief speech.  There being no further nominations or discussion, nominations were closed so that voting could commence. It was noted that the board believed that ballots still need to be completed and turned in even though there are only 3 candidates for 3 director’s positions under the Texas property code.

 

After collection of the ballots, Martin turned the meeting back over to Grothues.

 

Open Discussion

 

Grothues opened the floor to questions, comments, and general discussion from homeowners in attendance.

 

Announcement of Voting Results

 

Once the votes were counted, parliamentarian Bryan Pierce announced that Julie Grothues had 55 votes, Hugo Du Bois had 54 votes and Dennie Hodge had 53 votes. All were elected as Board Members.

 

Adjournment

 

The meeting was formally adjourned at 9:15pm.

 

 

 

Election of Officers

 

At adjournment of the Annual Meeting, the Board unanimously agreed to have the election of Officers be the first order of business at a Special Meeting to be called within the next week.