Inwood Forest Community Improvement Association
Board of Directors Meeting
White Oak Conference Center
May 8, 2013 Meeting
Board Members Present: Residents that signed in:
President Julie Grothues G.W. Dicken
Second Vice President Tom Haynes Lan Vu
Treasurer Jane Martin Elio A. Arce
Director Marida Curry Helena Brown
Gary Mitcham
Doris Mitcham
Board Members Absent: Joe Hernandez
First Vice President Hugo DuBois
Director Dennie Hodge
Secretary Sharon DeRousse
Homeowners Forum
A homeowner had questions concerning the mailboxes. She wanted to know if it was possible to have a general area where the community could set up a mailbox for all homeowners. The Board explained that this was either an option or requirement for newly developed subdivisions, but not a current option for an established community like IF.
A homeowner noted that he heard shots fired one night and reported it to HPD. He does not believe HPD responded. Grothues noted that shots fired calls get a lower priority unless there is more specific information about the location or the shooter.
A homeowner asked about the progress of the Antoine redevelopment petition to fix the streets and sidewalks on Antoine. Residents were asked to sign the petition in March. The Board had not heard anything regarding this project. Grothues noted that it would most likely be a few months before we would hear anything on the subject.
A homeowner asked how to report deed restriction violations to the Board. Grothues told him that he can report it through the IFCIA website or by calling Genesis.
Another homeowner asked about dead trees on a flood control lot near his home. Grothues noted that the Harris County Flood Control District’s (HCFCD) policy is to let a dead tree fall unless it is a danger to a nearby home or garage. She did note, however, that HCFCD cleared dead trees from many of the flood control lots in March. Some of the trees had been marked last year, but were not removed at that time.
An owner asked about fallen trees on the golf course. Grothues noted that the City of Houston owns the property, but has stated that they do not have money for maintenance of the property. Grothues asked homeowners to notify the Board if they see trees that have fallen so that we can make a list and see if we can get a special heavy trash pick up on the property.
A homeowner noted that there is a steep drop off at a pond on the former north course behind homes in the 7400 block of Deep Forest. They noted that it is full of debris and a mosquito haven. The homeowner suggested putting caution signs up since the current condition of the pond makes it dangerous.
A homeowner asked about the status of the revised flood control maps. Grothues noted that HCFCD had previously said it was scheduled to submit a conditional letter of map revision (CLOMR) to FEMA in June. IFCIA will be checking in with HCFCD in early June for an update. Once the CLOMR is approved, HCFCD will submit a letter of map revision (LOMR) to FEMA. When the LOMR is approved, FEMA will issue new flood maps for the east side of IF. It was noted that the new flood maps will only affect the east side of IF where the Vogel Creek expansion work was done. Antoine is the dividing line for the east and west sides of IF.
A homeowner asked about an ACC request he submitted.
Meeting Called to Order
Grothues arrived at 7:10 pm. That gave the meeting a quorum. Homeowners forum was in progress. At the conclusion of the homeowners forum at 7:28 pm, President Grothues called the meeting to order. Bryan Pierce of Genesis was designated as Parliamentarian. Second Vice President Tom Haynes 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 minutes. Martin moved to approve the minutes for the general and executive sessions of the April 10, 2013 meeting as presented and the March 3, 2013 special meeting minutes. Grothues noted that the March 3rd minutes were on the April 10th agenda, but had not been prepared by the time of the meeting, therefore, the motion that included them was incorrect. Martin moved to approve the minutes of the March 3rd special meeting and the general and executive sessions of the April 10th monthly meeting. Curry seconded. Curry and Martin voted in favor. Haynes abstained since he was not present at the April 10th meeting. Motion carried.
Financial Reports
Martin reported that the Association took in $20,000 for the month. Two payment plans were recently paid off and one large outstanding account was paid in full shortly before it was to be sent to legal.
Management Reports
- Properties and Facilities Committee Report
Grothues reported that the Eagle Scout project at the IF park was completed on March 23rd. Forty eight scouts and parents assisted in the project. The total project expense for the Association was a little less than $1,100 which was less than the projected cost of $1,505. This decrease was primarily due to the fact that railroad ties previously used as a border for the court are no longer available in Texas. Landscape timbers were used as a substitute and they are less expensive. The wooden picnic tables were fixed and repainted and a new bench was assembled. Curry suggested having a pool/pizza party for the troop.
Grothues reported that the pool water currently has a phosphate issue. The pool contractor will be looking into the drainage issue between the baby pool and adult pool.
It was also reported that a monthly meeting sign and two heavy trash signs have disappeared from the esplanades in the last three months.
Lastly, it was noted that HCFCD has a new mowing contractor. It was noted that they are doing a much better job than the contractor used last year.
B. Deed Restrictions Committee Report
Pierce reported that there were 426 violations per the May inspection and that 108 violations had been cured. He noted that the higher number of violations is due to the number of yards that either needed to be mowed or had bare spots.
- ACC Committee Report
Curry noted that there were three approvals last month and they included ACC requests from homeowners on Don White, Darkwood and Antoine.
- Security Committee Report
Du Bois was not in attendance. Grothues reported that a home on Council Grove near Water Leaf was burglarized twice in a couple of weeks.
- Communication Committee Report
Du Bois was not in attendance. Grothues reported that the website has not experienced any problems recently.
F. Resident Relations Committee Report
Martin reported that the Yards of the Month for May are 5614 Cone Crest on the east and 7223 Tall Pines on the west.
Old Business
- ACC Policies and Procedures
Grothues had nothing to report at this time.
She did note a change in the forwarding of ACC requests to the committee. Due to a high number of incomplete ACC requests that have been submitted, Genesis has been asked to make sure that all information has been received prior to submitting the request to the ACC committee. For example, if the homeowner is painting, a paint sample or link to a paint sample is needed, not just a general color description. If a roof is to be replaced, the manufacturer, the type of shingle, color and shingle life need to be submitted.
- Draft of Amended Deed Restrictions
The Board had a special meeting in March and reviewed the current draft in detail. There are items that need to be addressed. An additional meeting(s) will have to take place before a draft can be presented to the homeowners. Curry suggested that the Board meet on a Sunday afternoon so that a draft can be ready to vote on at the next meeting.
- Requested by Inwood HOA (Townhomes) – Membership to IF pool
Grothues noted that the Inwood HOA, the townhomes, will be closing their community pool due to security issues and has asked if their homeowners could have access to the IF pool for a fee to be determined. She noted that for several years, memberships to the IF pool were sold to residents as well as non residents of IF. In 2005, the pool went back to being a community pool for IF residents only. Grothues suggested that the Board consider this request due to the fact that the townhomes are with the boundaries of IF.
She noted that a fee would have to be worked out. The fee could either be based on the number of families that use the pool or a flat fee to the HOA regardless of how many of their residents use the pool. As with IF residents, the townhome residents would need to register at the pool and provide ID.
Martin noted that she feels there will be issues dealing with increased pool usage if the residents of Inwood HOA are allowed access. Haynes noted that he felt this would be a goodwill gesture. Curry asked if the pool could just be opened to townhome owners only, not the renters. A homeowner suggested that IFCIA ask about the use of the townhome tennis courts as part of the deal for the use of the IF pool. Grothues noted that she would get in touch with Inwood HOA.
New Business
- Deed Restriction Violations to Legal
Twenty six violations were recommended to be sent to legal. Some board members noted they had issues regarding some of the violations. 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.
- 2013 Aqua Lifeguard Pool Contract- Martin
The Board discussed the proposed 2013 contract. Martin noted that the rates are the same as last year. Martin moved to accept the proposed 2013 Aqua Lifeguard contract as presented, Curry seconded. The motion passed unanimously.
- Entrance Signs – Curry
Curry reported that there has been no progress on getting new signs for the community. She suggested that the Board find designs for signs that they are interested in and come together as a whole and vote on one design. It was noted that a budget had not been set for the signs. Curry asked board members to bring design ideas to the next meeting.
- 55XX Arncliffe – New Construction
This item was to be discussed in Executive Session since it was the discussion of a specific address.
- 76XX Antoine- residency issue
This item was to be discussed in Executive Session since it was the discussion of a specific address.
- 56XX Cone Crest- construction projects
This item was to be discussed in Executive Session since it was the discussion of a specific address.
The Board moved to Executive Session at 8:06 pm.
The Board reconvened to the General Session at 8:44 pm.
Deed Restriction Violations to Legal
Martin moved to send certified deed restriction letters to 24 of the 26 listed in Grothues’ email to the board dated May 8, 2013. The excluded addresses were 59xx Green Falls & 76xx Streamside. Haynes seconded the motion. The motion passed unanimously.
Collections to Legal
Martin moved to send certified collections letters to the 9 accounts listed in her email to the board dated May 3, 2013. Curry seconded. The motion passed unanimously.
59XX Bent Bough
Martin moved to send a letter to the property owner stating that they are in violation of the deed restrictions and, if the fence is ever to be replaced, it must be moved back to be within the setback requirements. Curry seconded. The motion passed unanimously.
55XX Arncliffe
Martin moved to send a cease and desist letter, if needed, if the construction begins in violation of the city’s stop work order. Curry seconded. The motion passed unanimously.
76XX Antoine
Martin moved to send a letter stating that in light of the homeowner’s failure to respond, we will assume that the assumptions made with regards to the residency issues at this address are correct. Haynes seconded. The motion passed unanimously.
56XX Conecrest
Martin moved to have HS send a cease and desist letter for both the shed built in the backyard and start of the demolition of the garage. Haynes seconded. The motion passed unanimously.
Adjournment
With no further business to come before the Board, the meeting was formally adjourned at 8:53 pm on a motion by Martin, seconded by Curry and unanimously carried.
Next Regular Board Meeting
The next Board meeting is scheduled for June 12, 2013.