Inwood Forest Community Improvement Association
Board of Directors Meeting
White Oak Conference Center
July 11, 2012 Meeting
Board Members Present: Residents that signed in:
President Julie Grothues Fred Sheppard
First Vice President Hugo DuBois Lila Cooper Percia
Second Vice President Tom Haynes Paul Brown
Secretary Sharon DeRousse Margarito Gonzales
Director Marida Curry Elio Arce
Hortensia El-Trabuls
Shelia Kay
James Sessions
Board Members Absent:
Director Don Emerson
Treasurer Jane Martin
Meeting Called to Order
President Julie Grothues called the meeting to order at 7:01 pm. Bryan Pierce was designated as Parliamentarian. Hugo DuBois was appointed as Sergeant at Arms. The agenda was adopted as the Orders of the Day. There were no objections.
Homeowner Forum
A homeowner stated that he recently closed on a home on Green Falls and was broken into before he moved in. He asked about building a fence behind his home and said he had submitted an ACC form that day. Grothues told the homeowner that his application will be reviewed and he will receive a response. She said she was sorry he broken into and noted that HPD is watching that area of IF at this time.
Another homeowner complained about a neighbor’s big dogs getting through their fence and biting him. Grothues asked him for the address and recommended that he report the dogs to BARC as well.
A homeowner stated they had seen burglary suspects coming out of a house on her street and that the next day her husband saw the suspects at Foodarama. The suspects car had paper license plates. The homeowner also noted that the access from the former golf course property seemed to be the major cause of the problem. Grothues noted that homes along the golf course have always had a higher incidence of break ins due to the access issue.
Approval of Minutes
DeRousse moved to accept, as presented, the minutes from the June 13, 2012 general session and executive session meetings. Curry seconded the motion. Curry & DeRousse voted in favor. DuBois and Haynes abstained since they were not present at the June 13th meeting. Motion carried.
Financial Reports
Grothues stated she and the board had just received the financials and Martin was not in attendance. She noted that the cash on hand is good and that a few more payment plans have been requested and approved.
Management Reports
- Properties and Facilities Committee Report
Grothues reported that the gate to the pool area was dragging and that a repair was made it and a new latch was added. The section of the chain link fence in the park along Vogel Creek that fell down has not yet been repaired pending the removal of the dead pine tree near the fence. Grothues also noted that chain link was added to the lower section of the fence in the pavilion/pool area that runs along Victory. The ground has subsided over the years and there were gaps between the fence and the ground. It was noted that this may be one way people have gotten into the pool area after hours.
B. Deed Restrictions Committee Report
Pierce reported that 384 violation letters were sent out and 236 violations were cured this month. He noted that a lot of the violations were for mowing and edging yards and filling in bare spots with grass.
- ACC Committee Report
Grothues stated there was an approval for a satellite dish installation on Council Grove as well as a new roof request on Arncliffe.
- Security Committee Report
DuBois reminded residents that HPD can no longer provide the crime data in the same format as before. He also noted that there is a link on the website to check crime by zip code and its called Spot Crime. DuBois reminded residents in attendance that having an alarm helps to deter the break-in’s.
- Communication Committee Report
No report at this time.
- Resident Relations Committee Report
The yards of the month for June were 7614 Antoine on the East side and 7435 Deep Forest on the West side.
Old Business
Deed Restriction Amendment
Curry reported that she is working on getting a mailer together to send to the community requesting input for updating the deed restrictions. She also noted that she wants to have a draft ready by the Annual Meeting for review by the community. She added that she is aware that a 67% vote is needed to pass amendments to the deed restrictions and that she hopes everyone will get involved so they can make the appropriate changes.
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.
New Business
IFCIA Letterhead
DuBois presented a proposed letterhead to the Board for review. Grothues asked him to email it to the other Board members so that those who were absent could review it too.
IF Stickers for Vehicles
DuBois reported that the Board is considering issuing vehicle stickers to help identify vehicles that belong to IF residents and those that do not. He presented a sticker to the Board for review. Curry asked about hanging tags and DuBois said it is not legal for IF to issue this kind of tag. A homeowner asked about a security seal on the stickers to keep them from being peeled off and used by someone else. DuBois said this was possible at an additional cost.
IFCOP Meeting at WOCC
Grothues noted that the head of IFCOP had asked about holding their monthly meetings at the White Oak Conference Center (WOCC). She contacted the Near Northwest Management District and they noted that IFCOP could meet at the conference center under IFCIA’s contract since all of their work is done within IF. Grothues asked if there were any objections to IFCOP meeting at the conference center under IFCIA’s contract. There were none. DuBois moved to allow IFCOP to meet at the WOCC on the last Tuesday of each month under IFCIA’s contract with the management district. Curry seconded. The motion passed unanimously.
Insurance Policy Renewals
Grothues stated that IFCIA’s insurance policies for package (general liability), umbrella-excess liability, crime and directors & officers come up for renewal on July 18th. There are no changes in the coverage and Grothues noted that a new statement of values for various items such as playground equipment etc was filed last year. She alsp noted that the second Directors and Officers proposal that we had been waiting for came in higher than the proposal from the current carrier. It was also noted that since we have an active claim with the current insurance carrier, it would be in the Board’s best interest not to switch carriers at this time. Overall, it was noted that the premiums will increase by approximately 10%. Grothues recommended that the terrorism insurance rider be declined as in prior years.
DuBois made a motion to approve the insurance renewals, excluding the terrorism coverage, as summarized on the AJ Gallagher proposal received today and emailed to the Board, De Rousse seconded. The motion carried by a unanimous vote.
Deed Restriction Violations to Legal
To first be discussed in Executive Session.
Collections
To first be discussed in Executive Session.
The Board moved to Executive Session at 8:06 pm.
The Board reconvened to the General Session at 9:10 pm.
There were no homeowners present. There was one item to be voted on.
Deed Restriction Violations to Legal
DuBois moved to send certified demand letters to the 21 homeowners listed in Martin’s July 11, 2012 email to the Board for deed restriction violations, and previously discussed in executive session. Haynes seconded. The motion was passed unanimously.
Adjournment
With no further business to come before the Board, the meeting was formally adjourned at 8:36 pm on a motion by DeRousse, seconded by DuBois and unanimously carried.
Next Regular Board Meeting
The next Board meeting is scheduled for August 8, 2012.