Oak Parke HOA

Board Minutes from the October 11th 2007 HOA Meeting

OAK PARKE HOMEOWNERS ASSOCIATION, INC.

Minutes of the Monthly Meeting of the Board of Directors
October 11, 2007
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The meeting of the Board of Directors (the "Board") of Oak Parke Homeowners Association, Inc. (the "Association") was held at 7:00 p.m. on October 11, 2007 at Bethany Lutheran Church.

In attendance were Chris Driggs, Pam Monday, and Scott Robuck, Directors; Carl Gamble, Property Manager. Ginger Grissom, Zeke Salinas, and Adam Turchiano also attended the meeting. Pam Monday excused herself at 8:00 p.m. due to prior commitments.

Call to Order. After determining that a quorum was present, the meeting was called to order by Pam Monday at 7:10 PM
Approval of September 13th 2007 meeting minutes - Scott Robuck moved that the minutes be approved with no corrections. The motion carried unanimously.
Members' Comments.
1. Adam Turchiano. Adam Turchiano discussed the subject of unkempt yards in the neighborhood. It was discussed that the proper approach would be to discuss these issues with your neighbor, if possible. However, if that's not a solution, complaints should be brought to Carl Gamble's attention. Mr. Gamble will then take appropriate measures to ensure that yards are kept up to neighborhood standards.
Property Manager Reports (Carl Gamble)
1. Delinquency Report. This will be addressed during the Board's Executive Session.
2. Deed Restriction Violations Report. This will be addressed during the Board's Executive Session.
3. Homeowner Concerns. Mr. Gamble reported that there was one ACC submission for a shed. This will be addressed by the ACC Committee.
4. Garage Sale Permit Requests. Mr. Gamble reported that this was part of the packet prepared for the Board members.
5. Manager's Action Items Report.
6. Fence. It was reported that the fence project had begun.
7. Property Manager Responsibilities. Scott Robuck addressed the issue of property management responsibilities. There was discussion of where these responsibilities began and the Board's ended. Recently Board members have been asked to handle things that seemed the duty of the property manager.
  Mr. Gamble reported that he would address most issues, but needs to be made aware of them first. These issues include recent concerns such as pool problems, vandalism, contracting issues, and projects such as the tree and fence projects.
  
  It was decided that the Board should confer with Mr. Gamble first to determine if the matter can be addressed by him within the time frame needed. If so, then Mr. Gamble will take care of the problem. If not, then the Board will handle the matter. On contracting issues, Mr. Gamble will seek final approval from the Board before sending final checks to the contractors.
8. Tree Project. The Board recently contracted with Bo Masters to trim many of the trees in the common areas and to extract one dead tree. It was noted that the tree trimming should be done once every three years. Scott Robuck was concerned that some of the trees needed additional trimming. Mr. Robuck will follow up with Bo Masters to request additional trimming in accordance with Bo Masters' contract with the HOA for this project.
  
  A concern was also brought up about one additional tree that needed trimming that was not in the HOA common area. Carl Gamble will be responsible for calling City of Austin Solid Waste Department to take care of this tree.
9. Electric Bills. Carl Gamble reported that all electric bills have been accounted for, and that there were no past due bills last month.
10. Reserve Account. Pam Monday discussed that the Board does not want the HOA reserve account at the same bank as the operating account. There was discussion that a credit union would be an appropriate place for the reserve account. Adam Turchiano recommended Austin Telco.
Old Business
(Note: Old Business was addressed out of order for this meeting so that it could be discussed prior to Pam Monday's departure from the meeting.)
1. Budget
  
  Pam Monday reported that excess HOA funds had been used in 2007 for expenses not anticipated in last year's budget. This included additional fees for professional advice (attorneys who were needed to consult about a recent appeal and other issues, and accountants who were needed for the audit and to prepare the taxes) as well as approximately $800 to replace the pool pump and $6,700 to address tree trimming. The Board does not anticipate any major expenses for the 2008 budget. The next big expenditure is projected in 2009 when $12,000+ will be needed to replaster the pool.
  
  Pam Monday also reported that the Board did not use the reserves for payment of the fence or for the tree trimming projects, and that the reserves are in very good shape.
  
  There was discussion of hiring a new accountant to save Association accounting costs. Carl Gamble recommended Steve Tilson, a CPA used by most HOAs managed by Goodwin Management. The Board will review Mr. Tilson's credentials and get estimates from him to prepare next year's audit and taxes.
  
  Carl Gamble reported that the 2008 budget needs approval by November 11th. This is necessary in order that we meet the deadline to order dues coupons for 2008. The Board expressed the importance of informing members of any dues increase for 2008 as soon as possible. Therefore, the Board will submit a draft budget to the homeowners via e-mail for their review prior to approving it. This will occur within the next three weeks.
2. Vandalism Problem
  
  Vandalism was a problem in our subdivision last month. There were reports of car windows smashed or shot out and incidents where the glass panes in gas lanterns were broken. There were also incidents at the pool where locks were broken and furniture was thrown in the pool. There was discussion that a committee needs to be established for a neighborhood watch program.
  
  Scott Robuck is currently reviewing upgrades for the camera and recording systems in the community center and pool areas to catch vandals. He is also reviewing key systems for the pool that will verify when persons enter and exit the pool area. A new system is needed that will allow the Board to have remote access to the keys, which is important for monitoring purposes and also for getting keys activated or inactivated promptly.
3. Mail Box Roof
  
  A bid for $19,000 was received to place a roof over the mailboxes. The post office will not assist with this cost. The HOA cannot afford this cost at this time. The Board will look into other alternatives to determine if an affordable solution to this problem can be found.
Committee Reports
1. Activities Committee
  Chris Driggs reported that the Fall Festival would take place on October 21st, and the house-decorating contest will be decided on October 19th. They will try to use student volunteers, if possible, to assist with the Fall Festival. Chris Driggs said that student volunteers get community service credit for school when they volunteer for these events.
2. Pool Committee
  
  (i)         Adam Turchiano brought up problems with people entering the pool who are not residents of our community. It was discussed that members and homeowners should not permit people in the pool area who do not have keys. They should be told to contact Carl Gamble if they need access to the pool.
  
  (ii)        Problems with the locks and other security issues were addressed above under Old Business.
  
  (iii)       The roof project is almost complete, with the exception of the trim.
3. Landscape Committee.
  
  (i)         Chris Driggs reported that the Board would obtain estimates for sod to improve the area where the sand volleyball court was removed.
  
  (ii)        The tree project was discussed previously with the Manager Action Items.
  
  (iii)       Susan Hoover was asked to revise her bid for the front entryway.
4. Fence Committee
  
  The Board expressed appreciation to Tom Lott, Libby English, Danny English, Lisa Jones, and Richard Jinkins for taking their personal time to repair the old picket fence.
5. Parking Committee.
  
  The Residential Parking Permit ("RP3") program is for homeowners who have a "No Parking" sign in front of their homes. It allows these homeowners to park vehicles in front of their house without getting ticketed by the City of Austin.
  
  Currently, Mr. Salinas sells these stickers for the City of Austin. Stickers are $25 for the first year and $15 for each year thereafter (but you will be charged $25 if you let the sticker lapse a year). If you need a sticker, please contact Mr. Salinas at 292-8507, or zeke1947@sbcglobal.net.
  
  Mr. Salinas reported problems with enforcement of this program. He said that there was a glitch in Area 10 of Austin, which includes our subdivision. Apparently, a 311 call has not been the appropriate solution because Austin Police Department will not send anyone out for this problem. Mr. Salinas is currently trying to work through this glitch with the City of Austin.
6. Safety and Security Committee.
7. Vandalism/Need for Community Watch Group. This was discussed above with Old Business.
8. Snakes. It was noted that homeowners should be aware that the end of October to mid-November is snake season. Snakes have been spotted in our community. This includes rattlesnakes, rat snakes, and coral snakes. The rattlesnakes and the coral snakes are poisonous. Mr. Salinas reported that if you see more than one snake, it usually means that there's a nest close by. He also reported that the recent reports of coral snakes may be due to construction of new homes on the other side of Brodie Lane. Since it's not an HOA function to be a "critter-ridder," homeowners should take appropriate measures with regard to snakes.
9. Deed Restriction Committee.
  Zeke Salinas and Richard Jinkins make up the deed restriction committee. Mr. Salinas reported that they need at least one additional committee member. Mr. Salinas has reviewed the governing documents, but further review is needed. His goal is to flush out inconsistencies in the governing documents and make recommendations to the board about adopting new deed restrictions.
New Business
1. Gas Lantern Mantles
  There have been problems getting replacement mantles for the gas lanterns because the Ace Hardware at Slaughter and Manchaca closed. It was discussed that we should check with Canterbury HOA (who also has gas lanterns) and with other Ace Hardware locations to determine where these mantles can be purchased.
2. Next Meeting Date:
  The next meeting date will be on November 13, 2007 at Bethany Lutheran Church.
Adjournment. The meeting was adjourned at 8:50 PM

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Chris Driggs, President