Inwood Forest Community Improvement Association
Board of Directors Meeting
White Oak Conference Center
July 10, 2013 Meeting
Board Members Present: Residents that signed in:
President Julie Grothues
First Vice President Hugo Du Bois
Secretary Sharon DeRousse
Director Marida Curry
Director Dennie Hodge
Board Members Absent:
Second Vice President Tom Haynes
Treasurer Jane Martin
Homeowners Forum
A person that has been looking at homes in IF had questions concerning security and flooding. Du Bois informed the person of a website that tracks crime and will give them a better idea of the criminal activity in IF vs. the activity in the area surrounding IF. Du Bois also noted that homeowners should have the necessary security measures in place for protecting their home. Grothues noted that IF has a security patrol made up of off duty HPD officers that patrol the community in unmarked vehicles. Hodge also informed the person of the Inwood Forest Citizens on Patrol (IFCOP), where homeowners also patrol the neighborhood.
A homeowner asked about putting up a fence around their home. The Board informed the owner that there are separate deed restrictions for each section of IF which go from 1-20 and that they are posted on the Inwood Forest website.
A new homeowner asked about flood issues in IF. The new homeowner is on the east side of Antoine. It was noted that the flood maps for the east side of IF are in the process of being revised due to the work done on Vogel Creek. Once those new maps are issued, the east side of IF will come out of the flood plain.
A homeowner asked who to notify regarding a green pool. The Board informed the owner that he can report pool violations directly to the city or to the Board/Genesis.
A homeowner asked about renting the White Oak Conference Center. The Board directed them to the pamphlets on the table at the entrance or to call the Near Northwest Management District.
Meeting Called to Order
At 7:08 pm, President Grothues called the meeting to order. Bryan Pierce of Genesis was designated as Parliamentarian. First Vice President Hugo Du Bois 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 general and executive session minutes from the June 12, 2013 monthly meeting and the June 18, 2013 special meeting. Du Bois moved to approve the minutes, DeRousse seconded. Curry and Hodge abstained, Hodge had not been able to attend either meeting. Motion carried.
Financial Reports
Martin was not in attendance. Grothues reported that the auditors began the audit of the 2012 financial statements on Monday. She noted that the auditors suggested that the balance of the Settlement Reserve – Previous Owners be adjusted for since the time period for previous owners to request their portion of the settlement distribution has expired. The settlement reserve was set up in 2011 for those previous owners that had paid assessments related to the legal fund, but had moved out of IF before the settlement was received and distributed. The previous homeowners had to make a request for their prorated share of the settlement on or before December 31, 2011. A motion for this will be proposed at the next monthly meeting.
Grothues also reported that a reclassification entry needs to be made for invoices from Poli DeLeon for mowing/landscaping to correctly code the expenses per his invoices to better match up to the budgeted amounts.
Collection letters are going out to owners that owe $50 or more and whose account has not been turned over to the attorneys.
Management Reports
- Properties and Facilities Committee Report
Grothues reported that the pool is running okay, but there have been some issues with mustard algae.
A pine tree near the entrance to the pool had a bee hive in the trunk of the tree. It was first spotted by Poli DeLeon when a swarm followed a group of into the pool area. A bee removal company was called and the problem has been taken care of.
Grothues reported that a bid was requested from a company to clear some the tree debris from the west side of the former golf course property.
- Deed Restrictions Committee Report
Pierce reported that there were 358 uncured violations per the July inspection and that 334 violations had been cured. He also noted that yards are starting to look better.
- ACC Committee Report
Curry had nothing to report.
- Security Committee Report
Du Bois noted tips for keeping homes secure such as purchasing an alarm system or getting a dog. He also noted that residents should close their garage door as soon as their car is in to avoid anyone following you in. Another suggestion was to put up either working or even nonworking cameras or a chime on the door. Any little deterrent is good to have to keep burglars at bay.
- Communication Committee Report
Du Bois reported that there are some changes he is working on for the IFCIA website. Du Bois hopes to have those changes ready by year end.
F. Resident Relations Committee Report
Martin was not in attendance. Grothues reported that per an email from Martin, the yards of the month were 4210 Butternut on the east side and 7434 Deep Forest for the west side.
Old Business
There was no old business to discuss.
New Business
- Deed Restriction Violations to Legal
The Board will discuss deed restriction violations in Executive Session.
- Collections to Legal
The Board will discuss collections recommended to go to legal in Executive Session.
- Insurance Policy Renewals
Du Bois moved to approve the insurance policy renewals as presented by Arthur J. Gallagher & Co. for 2013-2014 and forwarded to the board. DeRousse seconded the motion.
During discussion, Grothues noted that all of the Associations various insurance policies were up for renewal. It was noted that the general liability policy covers the pool and park area. There is also property coverage for structures/equipment in the pool, park and pavilion areas. Grothues does not recommend increasing the coverage on the park and pavilion structures due to their age and condition. The policy premium is $10,800 for 2013-2014 vs. $10,317 last year. The policy pays up to $2 million per occurrence.
The Association also has an umbrella policy that would provide additional funds/coverage in the event that IFCIA were to be sued.
The other policies include a Directors & Officers/crime policy and workers compensation.
The insurance policies are up for renewal on July 18, 2013.
Curry had a question regarding which deductible is recommended for the Director and Officers/crime policy. Grothues noted it would be the $10,000 deductible, same as prior years.
The board moved to the vote. Curry, Du Bois, DeRousse and Hodge voted in favor. The motion carried.
- Near Northwest Management District’s Request re: Mowing
Du Bois moved to approve the Near Northwest Management District’s request for IFCIA to cover the cost of 3 months mowing of the former golf course property at $4,400 per month. Curry seconded.
During discussion, Grothues reported that the Near Northwest Management is asking for assistance from IFCIA to mow the former golf course throughout the year. As the city noted when it purchased the property, the city had no money for maintenance of the property. That was when the management district stepped in signed a contract with the city to manage the conference center and mow the property. Per district’s contract with the city, the management district is required to mow the property at least nine times a year. The management company has been mowing the property 12 times a year. The current landscaper recommends mowing at least once a month throughout the year to keep the property in check and to help preserve his equipment.
The management company has requested that IFCIA pick up the cost of 3 months mowing in order to help keep this program in place until the property is eventually turned over to the Harris County Flood Control District. Mr. Johnson, the landscaper who mows the property, has good equipment and charges a rate of $20/acre. At this rate, the cost to IFCIA would be $4,400 per month ($20 X 220acres.)
Du Bois moved to amend the original motion to include that IFCIA not be charged a rental fee for any meetings held at the White Oak Conference Center and that there be A/C for all meetings. De Rousse seconded. Curry, Du Bois, DeRousse and Hodge voted in favor of amending the original motion. The amendment carried.
The board moved to vote on the original motion, as amended. Curry, Du Bois, DeRousse and Hodge voted in favor. The amended motion carried.
- Entrance Samples & Current Signage.
Grothues informed the Board that she was unable to email the PowerPt of the pictures of various entrance signs to the Board due to its size and will forward to Du Bois to post to website.
The Board moved to Executive Session at 8:01 pm.
The Board reconvened to the General Session at 8:37 pm.
Deed Restriction to Legal
The Board voted in Executive Session to send certified deed restriction letters to 11 of 13 addresses listed in Grothues’ email to the board dated July 9, 2013. With the exclusion of 74XX and 74XX Maple Tree.
Collections to Legal
The Board voted in Executive Session to send certified collections letters to the 9 accounts listed in Martin’s email to the board dated July 7, 2013.
Adjournment
With no further business to come before the Board, the meeting was formally adjourned at 8:37 pm on a motion by Hodge, seconded by Du Bois and unanimously carried.
Next Regular Board Meeting
The next Board meeting is scheduled for August 14, 2013.