July 11, 2012 Meeting Minutes

 

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

 

  1. 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.

 

  1. 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.

 

  1. 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.

 

  1. Communication Committee Report

 

No report at this time.

 

 

 

  1.  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.