MINUTES
SHADOW RIDGE SOUTH HOA
ANNUAL MEETING
NOVEMBER 5, 2008
The President of the Shadow Ridge South HOA, Paul Zellar, called the first meeting to order at 7:08 PM. Quorum of one hundred thirty-five homeowners was not achieved and the meeting was adjourned. The recall meeting was called to order at 7:10 PM. Quorum of sixty-eight homeowners was achieved with 11 homeowners attending plus proxies. Paul introduced the Board Members. He then requested a motion to approve the minutes for the November 7, 2007 Annual Meeting. Lorraine Broomhall made the motion, Gala Langley 2nd and all were in favor,
Paul gave an overview for the State of the Association for 2008. He noted that fourteen homes were sold over the past year. Paul then listed the improvements made during the year. These included lights added at Catalpa; columns at the entrances to the subdivision were washed and sealed; repairs on the brick wall included fifteen panels and six columns; a tree was replaced on Basswood and mulch was added to all trees in the neighborhood. We also had the Town of Flower Mound clean up the dead end streets.
The Association’s financial status was explained. Paul noted that new banners for the garage sales had been purchased. Paul then answered homeowner questions regarding activities, wall repairs, lawn maintenance, phone bills, electricity, etc. He noted that sidewalks are the responsibility of the homeowners. The HOA is responsible for the sidewalks on Spinks and Basswood.
The 2009 Budget was then discussed. Paul noted that the Annual Assessment would be increased to $187. This is a 10% increase from last year. Paul also advised that more panels on the brick wall would be repaired. Special Projects would include eighty feet of sidewalk at the corner of Flatwood and Indian Cherry.
Election of four Directors followed. Gala Langley and Paul Zellar were elected to three year terms. Kenneth Powell and Jimmy Cantu were each elected for a one year term.
The meeting adjourned at 8:10 PM.
MINUTES
SHADOW RIDGE SOUTH HOA
ANNUAL MEETING
NOVEMBER 7, 2007
FLOWER MOUND TOWN HALL
The President of the Shadow Ridge South HOA, Paul Zellar, called the first meeting to order at 7:05 PM. Quorum was not achieved and the meeting was adjourned. The recall meeting was called to order at 7:15 PM and a quorum was established. Paul introduced the Board members. He then requested a motion to approve the minutes for the November 1, 2006 Annual Meeting. Lorraine Broomhall provided the 1st, Jay Young was the 2nd, and all were in favor.
Paul gave an overview for the State of the Association for 2007. Paul covered a variety of issues. First, twenty-two homes in the neighborhood were sold in 2007. Second, Paul detailed the continued repairs to the wall. Ten panels and column tops were repaired this year. Extra money from the reserve account surplus was used to cover some of the extra repairs. Third, due to the large amount of rain throughout the year combined with improvements made to the sprinkler system, the water expenditures were over $5,000 below budget. Fourth, the Board worked with the Town in 2007 to reduce the speed limits on selected streets within the neighborhood to 25 m.p.h. The goal of this change is to improve the safety of all in the neighborhood.
The association’s finances were explained. Actual costs are projected to be under budget by 3% for the year. Following the review of the 2007 finances, the 2008 budget was introduced. Paul fielded questions of homeowners in regards to activities, wall repairs, lawn maintenance, phone bills, and electricity.
During the new business section of the agenda, Paul listed the priorities that he would like for the Board to focus on in 2008. They included completing unfinished portions of the sidewalk on Flatwood and Catalpa and completing repairs on the wall. A homeowner asked about the letter regarding mineral rights that had been received by selected homeowners. Paul and Lorraine expressed personal support for the offers, but made it clear that it was a personal issue for each homeowner. Paul encouraged any homeowner who wanted to take part in the offer to contact the company sending the letters, Llano Royalty.
The final piece of business was the Election of Directors. Three positions were open. Jason Blair and Lorraine Broomhall were elected to three year terms. Gala Langley was elected to the one year term.
Paul called to adjourn the meeting at 7:50. Lorraine Broomhall provided the first motion, Jason Blair followed up with a 2nd, and all were in favor.
MINUTES
SRSHOA ANNUAL MEETING
NOVEMBER 1, 2006
FLOWER MOUND TOWN HALL
At 7:03PM Paul called the first meeting to order. Quorum of one hundred thirty five (135) was not achieved for this first call. Paul called the second meeting to order at 7:05PM. Quorum for the second meeting, which is a majority of the quorum requirement for the first call, was met with seventy four (74) proxies and seventeen (17) attendee homeowners for a total of ninety one (91).
Paul introduced the Board members. He then requested a motion to approve the November 2, 2005 Annual Meeting Minutes. Lorraine 1st the motion, Jay 2nd and all were in favor.
Paul then gave an overview of the state of the Association for 2006. With regard to the brick wall, Paul stated that in March we learned that Brick Fix, the company we had used for the brick wall repairs, went out of business. The wall was breaking down faster than we could repair it. Proof Rock was recommended by Foxborough Hollow. After some research, Proof Rock was selected. The contract was accelerated due to safety concerns from structural failure. Work began in June and will be completed in November. Of the 158 panels, we repaired 80, replacing mortar and damaged bricks. Of the 158 columns we repaired 53. Sixty-eight had been repaired between 2001 and 2005. Steel lintels are now under every panel. Forty-three had been installed between 2001 thru 2005. Mortar caps are now over all panels and column tops.
With regard to water management,
in 2005 we went over budget by $4,300. In 2006, the Town increased water rates
by 19%. We had our landscape contractor install sprinkler heads in the flower
beds to reduce zone run times. We also had him install a master valve on the
Spinks system to limit losses from leaks.
Water usage went down 35% (from 4 million to 2.6 million gallons) in 2006. The
landscape contract was rebid in February and Image still came in the lowest for
the services performed.
Paul also advised that twenty-two homes were sold during 2006 in our development.
Lorraine went over the 2006 expenses and explained the 2007 budget.
A homeowner asked about the warranty for the brick wall repairs. Paul advised that there is a two year warranty.
A homeowner stated that there were a half dozen dead trees in the Basswood/ Arrow Wood/ Lexington corner. Paul said that this was HOA common property and there was lots of garbage in the area. Another homeowner advised that there is also a large gulley on the land. Paul said that cleaning up the area was on the list of “to dos”. He also noted that the sidewalks on Flatwood and Catalpa were on that list.
Another homeowner stated there was no thirty day notice for the Special Assessment. Paul reviewed the CCRs and found no requirement for such notice.
Next on the Agenda was election of directors. Paul stated that two directors, Rachael Barresi and JoAnn Klump, had resigned in 2006. Jay Young was selected by the Board to complete JoAnn’s term thru 2007. No one was selected to complete Rachael’s term which ended as of this annual meeting. Jason Blair said he was interested. Rick Tuzinski was elected for a three year term and Jason Blair for a one year term.
Meeting adjourned at 7:50PM.
MINUTES
SRSHOA ANNUAL MEETING
November 2, 2005
FLOWER MOUND TOWN HALL
Meeting began and opened at 6:35 PM.
Quorum was met with representation from 14 homes and 124 by proxies.
Lorraine introduced the Board members. She then asked for a motion to approve the Minutes from the 2004 Annual Meeting. Joanne Lantz 1st the motion, Keith Affield 2nd and all were in favor.
Lorraine introduced Rick Tuzinski, Board Treasurer. Rick briefly outlined what our speaker Bart Stevenson would be addressing this evening. He reviewed the budget for the past year and discussed the proposed budget for 2006. He noted the 10% increase in the annual assessment for 2006. He explained that the increase was based on additional costs over the past year for D & O Insurance up10%, Liability Insurance up18%, and telephone (commercial dedicated line vs. personal line) up 30%. He also noted that lawn maintenance will be 2.8% higher in the coming year and water rates have risen as well. The lack of rain this year caused additional watering which drove the cost up for the year. He stated that our dues will go up to $170.00 for 2006 to cover the increased costs as already explained. A homeowner asked if Image still does our landscaping. Rick stated yes. Lisa, our Property Manager, advised that the town of Flower Mound does the medians. A homeowner asked how often we get bids for lawn maintenance. Rick stated that the last time we went out for bids was two years ago. He advised that our landscaper also checks and repairs the sprinkler system in the landscaped areas.
Lorraine noted the speeding in our neighborhood, Flatwood in particular. She advised that the legislature is discussing a Keep Kids Alive Law which would reduce the speed limit from 30mph to 25mph at the municipality’s choice, but it has not passed as yet.
Lorraine distributed a status of repairs for the fence on Sprinks, repairs so far as well as what still needs to be done. She stated this was an on going problem. To redo completely is prohibitive and not cost effective. Therefore we are continuing our repair efforts, a little at a time. The Town does require brick walls. Joanne Lantz stated that she spoke to the Town, and they told her what ever was in the plan remains forever. The company doing the repair work, BRICK FIX CO, has made many repairs and are using steel rods in the repair process. Their work has been holding up.
Lorraine then introduced Bart Stevenson, Flower Mound Executive Director of Community Services. He explained the Neighborhood Tree Program. We will be receiving 10 trees from the town of Flower Mound. HOA volunteers will plant them in various spots in our neighborhood—along Basswood, Spinks and Lexington near the park area. Bart advised that Neighborhood Services has created a new program, the SIDEWALK REPLACEMENT PROGRAM. He explained that homeowners are responsible for the sidewalk in front of their property. Individuals can use private contractors for replacement or they can go through this program and use the Town contractors. Residents will be billed at the Town’s low rate and can opt for a lump sum payment or pay over a twelve month period. Billing will be on your town utility bill. The Town is making no money on this; they just have the power to have this done for us at their rate. It is just an option. For more information or to put your name on the schedule for replacement contact Bart who is the contact person for this service. Bart passed out his business card to all. He explained that if there is a 2” rise between sections or a deep slope in and between sections, they need repair. Bart will have their contractor come out and do an estimate first. You can compare their costs to your private contractor. Rick Tuzinski asked Bart about permits. Bart stated that there will be no fees for the permit if you have the work done through the Town of Flower Mound. A homeowner questioned whether there was a warranty on the work. There was no answer to this. Another homeowner questioned if homeowners were required to keep the curbs up. The answer was yes. However, he explained that the Town is responsible for the streets and that usually takes care of the curb issue. Rick asked Bart to take a look at Lexington in the median area where some re-bar areas are exposed. Another homeowner asked about the aquatic park on Gerault. Bart stated that there has been no sign off on the plans, but it is projected for the summer of 2007. Bart advised that the plan to extend Spinks to Garden Ridge is over the next three (3) years.
A homeowner mentioned that the curb on Spinks is in the middle, and there was a wreck there last week. The members feel that area is dangerous because it is not painted properly. Bart will speak to someone regarding this issue. There was a lot of discussion about the plan for the areas around the schools, such as roads in and around the school. Mr. Stevenson did not have answers for these questions. Lorraine thanked Mr. Stevenson for coming and sharing all this information with us.
A homeowner asked what we are doing with people or homeowners that are renting their homes. Lorraine advised that the homeowner is put on notice as to what needs to be done, and the lessee is also put on notice by the Property Manager. She suggested that if you the homeowner know of violations of any kind advise the Property Manager. We appreciate your help and input. A homeowner asked about installing fences. Lorraine stated that in the CCRs it gives height and material etc., and also refer to our guidebook, Community Association Living. If you have to put new posts in for your fence, you must obtain a permit from the Town. The homeowner must maintain their fence. Approved colors are shades of brown, see the guidebook. Rick will put on the Web site all things that need a permit. The reason is so you get it inspected for safety.
A homeowner with property backing on Basswood questioned how it is to be replaced. She advised that she believed it had to be replaced with the same material as the original. Lorraine will discuss the issue with the Board, and the Board will get back with them.
There was discussion regarding people walking dogs and picking up after your pets. A homeowner advised that in Bakers Branch there are posted signs re picking up after pets and no solicitation signs (Would this mean girl scouts couldn’t sell cookies?). Lorraine advised that you can put no solicitation signs on your door but not around the neighborhood in general as per the Town. Someone suggested we put something in our Newsletter. They also suggested putting in an article on bicycle safety. There was more discussion re cars parked in the wrong places. Lorraine advised that the streets are jurisdiction of the Town.
Lorraine announced the election of directors. Paul Zellar was elected for a term of three (3) years, and Rick was elected for a term of one (1) year.
The meeting adjourned at 7:30PM.
MINUTES
SRSHOA Annual Meeting
December 1, 2004
Meeting began and opened at 7:14pm.
Lorraine introduced the board members and established quorum. She asked for a motion to approve the Minutes from the 2003 annual meeting; Tim Kotera 1st the motion, Claudia Vaughn 2nd, all in favor.
Lorraine began with a review for 2004, and addressed the need for homeowner involvement in the HOA. She talked about citations and the fact that fewer have to be sent out. There is currently no fine for garbage cans being stored in plain view, but that will most likely change after the first of the year. The issue of staining fences will be addressed more in the upcoming year, as well. Lorraine talked a bit about the need for these rules and regulations, and the fact that they keep our property values high. She expressed her opinion that the new middle school that is currently under construction should improve property values, and that Granite Properties should not decrease them, as there is no entrance in our neighborhood.
The issue of the brick wall and its many repairs was discussed and Lorraine informed the homeowners in attendance that there is really no option of tearing it down and rebuilding using another material. It must be brick, per Town of Flower Mound regulations. Also, the cost would be enormous and not realistic. Paul Zellar is still overseeing the problems with the wall as well as the repairs being performed by Brick Fix. There is a warranty on all repairs that have been completed thus far, and the repairs are holding up well. Lorraine explained, in detail, the problems with the wall and what is currently being done to repair it. She reviewed the repairs that were completed this year, and the ones that will be made as soon as the weather permits.
Lorraine reviewed the HOA finances. She addressed the surplus and the fact that it came from resale fees. She explained to the homeowners how far we have come since leaving Principal Management. We have been able to spend more money on landscaping, maintenance, etc. Approximately $1500 of the current year’s surplus will go into the HOA reserve account. Lorraine reiterated the need for ample reserves, in case of insurance deductible, injury, lawsuit, etc. She then explained the pie chart expense summary, and highlighted the large expenses (landscaping, water bill, etc). As far as the water bill, Lorraine reported that Image Landscaping regulates our sprinkler system. Justin determines the watering cycle, and we do have a rain gauge to avoid unnecessary water use. If a homeowner sees a problem pertaining to water/sprinkler system please contact Lisa and she will call Justin. It usually takes less than 24 hours for a response.
Next, Lorraine explained the proposed budget for 2005. She called attention to the new line item called special projects. The money in that area of the budget could be used for lighting the entrances, new entrance signs, additional landscaping, etc. The board has discussed the possibility of lighting the entrances, but has not really done a lot of research. We are in the early stages of assembling ideas. There will not be a dues increase, because it is not necessary at this time.
There was a question from a homeowner regarding fences between homes (who pays for repairs, etc). Lorraine advised that the neighbors should work out an agreement. When the subject of a permit came up, Lorraine explained that as long as you are repairing panels and not moving posts you don’t need one.
Before concluding the meeting Lorraine called for an Election of Directors. There were 3 positions open, and 3 candidates. The candidates were Rick Tuzinski, Lorraine Broomhall and JoAnn Klump. Lorraine Broomhall was re-elected for a three-year term. JoAnn Klump was elected for a three-year term, and Rick Tuzinski was elected for a one-year term. After the ballots were counted, Lorraine informed the new Board members that there would be a meeting in the next couple of weeks to elect officers for the coming year.
Meeting adjourned at 8:02pm.
SRSHOA ANNUAL MEMBERSHIP MEETING
WEDNESDAY, DECEMBER 3, 2003, FLOWER MOUND TOWN HALL
Meeting began and opened at 7:05 PM.
Board President Troy Hill opened the meeting. He welcomed the attending homeowners and introduced each of the Board members. Quorum was met with attendance of homeowners and proxies that were sent in.
Troy asked for a motion to accept the Minutes from the annual meeting that was held on November 6, 2002. Tim Kotera 1st the motion, Charlotte Woodhouse 2nd the motion and the members were all in favor.
Troy reviewed the actions taken by the board in 2003. He stated that this was the third year of self-management. Troy explained the landscaping along Lexington and Basswood that was added this year, and that the board also planted 33 trees along Spinks Rd., Lexington Ave, and Basswood Ave. Also noted that each year, the brick wall along Spinks Rd. needs to be repaired for the safety of homeowners.
Troy stated that the Board had agreed to raise dues $10 this year. Due to the lack of sufficient funds in reserve in case of an emergency and landscaping fees increasing. The Woodhouse’s asked that we include on the January mailing a line item explaining how much money is in reserve and the reason for the dues increase.
Paul presented the 2003 financial report for the year to date. He advised that the Board has put a lien on two homes for non-payment of dues and excessive fines.
Homeowner’s expressed the following concerns.
1.Making a park on the land in front of Troy Hill’s home.
2.Speed bumps in the neighborhood.
3.Pricing other landscapers.
A homeowner asked about planting rye grass in the wintertime in the neighborhood common areas. Kirstin advised that the Board has their landscaper price it, and it was too costly. Not only is there the cost of the grass and planting, but then there would be higher water bills and the grass would have to be mowed year round.
Troy addressed the speeding concern in the neighborhood and advised that we had contacted the Flower Mound police department about suggestions. The town suggested that the Board send out warning letters informing the offenders that they were seen speeding in the neighborhood.
Paul discussed the 2004 budget. He said that $1,000 was set aside out of the total $2,000 landscaping budget to put in a flower bed at Spinks and Tanglewood. The other $1,000 will be for spring and fall color. When discussing that dues would be increased this coming year by $10, Paul advised that the neighborhood has been lucky with the amount of resale fees that have been collected over the past year. He advised that the Board did not want to have to rely on those fees in order to keep a balanced budget.
Election for the Board of Directors was next. Rachael Barresi was reelected for a three-year term. Kirstin Erickson was reelected for a one-year term, and Tim Kotera was elected for a three-year term.
Meeting adjourned at 8:30
MINUTES
SRSHOA ANNUAL MEMBERSHIP MEETING
WEDNESDAY, NOVEMBER 6, 2002
Meeting began and opened at 7:07 PM.
Board President Troy Hill opened the meeting. He welcomed the attending homeowners and introduced each of the Board members. Quorum was met with attendee homeowners and proxies totaling one hundred fifty four (154).
Troy asked for a motion to accept the Minutes from the annual meeting that was held on November 12, 2001. Kima Light 1st the motion, Jim Grace 2nd the motion and the members voted all in favor.
Troy reviewed the actions taken by the Board in 2002. He stated that this was the second year of self- management. He noted the landscaping that has been done at the Catalpa wall and at the Spinks/Lexington entrance. He explained that repairs were made to the wall along Spinks. He stated that these wall repairs have to be done piece meal every year. The wall was designed poorly and construction was shoddy. He advised the homeowners to call the HOA when they see deteriorated panels.
Troy stated that there was no raise in the annual dues last year, and there would be no raise this year. He said Resale Fees were used to help pay off debt from the prior year and also to build a reserve for future use. He noted that the cul-de-sac fences were installed. D. R. Horton had the cul-de-sac fences built on the East side of Lexington. We settled out of court for an amount with Ryland and drew the balance from Resale Fees to have the fences installed at Sumac and Honey Mesquite on the West side of Lexington. Troy asked if there were any questions, but none were asked at this time.
Paul presented the 2002 Financial Report for the year to date, noting the actuals spent for 2002. He advised that the Board put a lien on one person’s home for non-payment of their 2002 dues. Paul stated that the Board projected that there would be about $2,500.00 left over at the end of the year, and that there was $3,031.98 in Reserves. He advised that the Board had decided to go ahead with the landscaping at the corner of Lexington and Basswood with this year’s funds.
Homeowners expressed the following concerns:
1. Nameplate on the pillar at Basswood facing the wrong direction.
2. Rusting on wrought iron fence along Lexington and at the Catalpa wall.
3. Spring locks not working on fence gates.
4. Brick wall on Catalpa out of alignment.
5. Fire ant control by landscaper.
6. Fence repair/maintenance available to owners at a discount by a common source.
7. Liability Insurance deductible.
A homeowner asked if there was a hydration monitor. Paul advised that we had one installed this past year. He told the attendees that if they see a sprinkler on or a leak that they should call the HOA. He noted that now only the beds were being watered.
There was some discussion about the wall on Spinks. Paul advised that the contractor was installing steel rods in the repair process. Each spring such repairs would be made. In response to a homeowner inquiry about a supply of bricks for the wall, Paul stated that the repair contractor has found a source for the bricks.
Paul discussed the 2003 Budget. He said that $3,000.00 was budgeted to install a fence along Lexington where the land drops off. He noted that $2,000.00 would be spent for trees to be planted by us along Spinks and Basswood. A homeowner asked why there was an increase in Lawn Maintenance. Paul advised that this past year we only paid for nine months. In 2003 there will be twelve monthly payments. Paul also said that we would check with the Landscaper regarding fire ant control. Another homeowner asked if the Board was seeking bids each year for the Landscaper. Troy stated that the Board believes that we have the best available, and he is the best value for the money.
Another homeowner questioned if the Manager/Bookkeeper was a company and what was the list of services. Troy responded that it was a person in the community and that a job description was used to outline the tasks. He noted also that we have to follow the covenants.
Another homeowner wanted to know what was in the storage unit. Paul advised that HOA files and signs were kept there.
There was a discussion regarding lawn maintenance. The homeowner noted that some owners were not mowing or taking care of their lawns. Troy advised that notices are sent to these people. They have a fixed time to take care of the problem. A fine will be imposed if they fail to resolve the problem.
In response to the issue of fences and their repair/maintenance, Troy advised that the Board would address fences this year. A homeowner suggested that a notice be put in the HOA Newsletter seeking interest in fence repair by a common resource.
Election for the Board of Directors followed. Troy Hill was reelected for a three-year term. Rachel Barresi was elected for a one-year term.
The general membership meeting was adjourned at 8:11 PM.
Following the close of the regular meeting David Cunningham, Director of Development for Granite Properties, presented the plan for development of the land on the south side of Spinks by Granite Properties. The Town of Flower Mound was represented by Van James, Town Manager; Julie Smith, Development and Environmental Services, Executive Director; and Samantha A Medlock, NCFM, Project Planning Manager.
DRAFT, REVISION 1
SRSHOA ANNUAL MEMBERSHIP MEETING
MONDAY, NOVEMBER 12, 2001
Meeting began and opened at 7:10 p.m.
Board President Troy Hill opened the meeting. Quorum was met with attendees and proxies totally 135.
The Board and homeowner attendees reviewed the minutes from the annual meeting that was held on Tuesday, December 6, 2000. Jim Easley motioned to accept the minutes, Lorraine Broomhall seconded the motion, the members voted all in favor.
Troy explained to the homeowners that this was the Association’s first year of self-management. Michelle King was hired by the Board as the Association’s Manager/Bookkeeper. Troy presented the financial status of what was accomplished by the Board during 2001. He advised the homeowners that we were approximately $8,500.00 in debt at the end of 2000, with outstanding debts to various supplies because of negative balances in our accounts at 1999 year end. He also advised the homeowners that the Board intended to deposit $3,000.00 into a reserve account to be established in 2001.
Troy described the sever deterioration of the brick wall along Spinks. He outlined its dangers and went on to explain what repairs had been done in 2001 to the portions of the fence that were in the most deteriorated state. He advised that for many years in the future the Board must allocate a portion of the yearly maintenance fees to piece-by-piece repair sections of the wall as they deteriorate. The deterioration will continue no matter what is done due to poor design and faulty workmanship. Some homeowners asked questions and discussions followed.
The next subject of discussion was our previous landscaping contractor, Lankford Landscaping, who was terminated November 1, 2001. The Board explained that we had contracted with Lankford for this past year because of limited funds. The Board advised that for the new year it intended to evaluate a number of bids from reputable companies and select a company that had an established reputation for dependability and knowledge in planting and maintaining flower and shrub beds and landscaping, rather than a company classified as “cut and mow only” kind of maintenance. Some homeowners asked questions and discussion followed.
The Board described to the homeowners all that had been accomplished in the 2001 year. Suggestions were given to the Board by homeowners and congratulations were also given to the Board by some attendees as a “job well done” in our first year that the Association was self-managed. A topic of discussion was enforcement of the Covenants, Codes & Restrictions that were established for the subdivision. The Board advised the homeowners that next year, with approval of the majority of the homeowners to organize and establish an Architectural Committee, “rules” would be more strictly enforced than in the prior year. Other subjects were discussed. Some homeowners asked questions and the Board gave answers.
Board Treasurer Paul Zellar explained each item in the 2002 budget. He also described what was in our 2001 budget and where we have decided, as a Board, to target more important issues in 2002.
Paul informed the attendees that the Association was able to close out the 2001 year with a surplus in our accounts because the Board made careful economic decisions. Paul also announced that as a result of good management there would not be an increase in the annual dues for 2002. Paul answered questions posed by the homeowners.
Discussion followed regarding re-establishing and forming an Architectural Committee for our community. The Board explained that in order to re-establish this committee, we must have a 51% (135 votes) of all homeowners for approval. The Board encouraged homeowners to please sign the petition that was at the meeting and advised the homeowners that the Board members had gone “door-to-door” during the month of November with this petition and had successfully obtained approximately 105 signatures approving the committee to be reformed. The Board answered questions form the homeowners. Four (4) homeowners expressed their interest to be considered as volunteers for the Architectural Committee. (Note: Peter Murphy volunteered to be chairperson if the Board so decides) The interested persons were as follows:
|
Name |
Address |
Phone Number |
|
|
|
|
|
1. Phil Feigel |
1901 Flatwood |
972.874.2024 |
|
2. Peter Murphy |
1908 Flatwood |
972.724.0171-Home 214.905.1866-Office |
|
3. Tim Kotera |
1905 Honey Mesquite |
972.539.3137 |
|
4. Daniel Doxey |
1925 Honey Mesquite |
972.874.0126 |
The election of Directors for the Board followed. Two (2) homeowners volunteered to be on the next Board. The Board advised that Lorraine Broomhall (1700 Flatwood) had been the interim Board member completing the term of the former director who had resigned. It was also stated that Lorraine was willing to serve as a Board member for the three-year term. The Board asked if there was anyone else willing to be a Board member to complete the two years that remained of another Board member who resigned. Kirstin Erickson (1704 Tree Line Road) introduced herself and expressed her interest to be a member of the Board. Following discussion the attendees voted. Lorraine Broomhall (972.539.7371, e-mail address: lgbroomhall@aol.com) and Kirstin Erickson (972.874.5059, e-mail address kerickson623@hotmail.com) were announced as the two (2) new additions to the Board. Election of officers and titles of each of the Board members will be decided at the December Board meeting.
Troy asked if anyone had any other concerns. There were discussions to some questions. There were some good suggestions from the homeowners as well.
Meeting was adjourned at 8:49 p.m.
SRSHOA RECALLED ANNUAL MEETING
TUESDAY, December 6, 2000
I. Meeting Called to Order approximately 7:25 p.m.
By President, Howard Altschuler. It was determined that attending homeowners had received proper notification of the recall meeting, each attendee was presented with an information package and all had signed in.
II. Establish a Quorum
As per the Homeowners Association covenant, the quorum requirements for a recall meeting had been met. Upon inspection of the sign-in roster and collected proxies, it was determined that the quorum requirements had been met and the annual meeting can be conducted at this time.
III. Approval of 1999 Minutes
Diana Percy, our current assigned manager from Principal Management, was asked to read the minutes that her predecessor had documented from our last meeting. She indicated that she had not inherited any such record as part of the transition to her care. Therefore because 1999 minutes could not be produced by any Board member or manager, all attendees/homeowners that attended last year’s annual meeting were asked to recall by memory that which transpired for purposes of approving the minutes. A collaboration of input was presented and agreed upon by its members and the Board approved of the “Verbal” minutes for the year 1999.
The following verbal outline of last year’s meeting was reconstructed by attendees:
1. 1999 financial reports were submitted, reviewed and approved.
2. Changes to the covenant governing the quorum requirements and the ease with which the covenant itself could be changed were discussed and it was decided that the neighborhood would be canvassed to sign petitions to effect the changes.
3. Construction of unfinished sidewalks and fencing for the as yet unenclosed cul-de-sacs was discussed at length and it was decided that the Board should collect sworn statements from homeowners who had been promised these improvements as enticements for their purchase of homes. The idea was to hold DR Horton and Ryland legally responsible for their verbal agreements. It was clarified that the cul-de-sac on Catalpa was partially owned by the association as ceded by DR Horton and the Association would therefore do research as to pursuing DR Horton and Ryland for such additions to the Ryland (West) side and Catalpa.
4. It was suggested to have an “Architectural Committee” to be formed for the purposes of enhancing the neighborhood and providing the community with a source to go to for suggestions and enhancements. Some homeowners volunteered and phone numbers were exchanged to the Board. Board will follow-up in the near future.
IV. Financial Reports
Examination of the financial records of the Association during its years of operation reveals that the original $120.00 annual fee ($10.00 per month) is obviously insufficient to maintain all common areas and payments. It was brought to the members’ attention that for the last two years, the Association has begun the year substantially behind and “in the red”. Principal Management (debt in excess of $12,000.00 a year) has not be successful and their work product, in the opinion of the Board, has been performed with gross negligence in many areas. The decision has therefore been made by the Board to terminate Principal’s services at the time of renewal (February 2001) and at that time, become self-managed. It is the Board’s intention to hire a bookkeeper/manager and utilize help/talent within our own neighborhood. The Board shall also consider placing an attorney on retainer to collect $3,800.00 in outstanding dues and fines neglected by certain homeowners.
It was discussed as to the possibility of the annual dues to be increased by 10% to $145 a year (presently $132.00 a year) at the discretion of the Board as provisioned in the Bylaws. The intent of this increase coupled with the transition to self-management is to put our Association back into the black by raising our cash-flow while we simultaneously control our costs and output. It is hoped that the additional funds can be utilized to repair the stone wall along Spinks Road, repair and upgrade the sprinkler systems, offset the cost of retaining an attorney to complete the dues collection process and various other needs that are known at this time by the Board but have not been discussed at this meeting.
Due to negligence by Principal Management and our previous landscape subcontractor, TruGreen, the Association absorbed an approximate $4,500.00 repair(s) to our sprinkler system for our common areas. TruGreen had been paid $67.50 per month to perform a monthly sprinkler check, but Principal Management had never enforced its performance and/or provided no proof of such being done; with the end result being the deterioration of our system without detection. Principal also failed to notify the Association that they had received extraordinarily high water bills from the Town of Flower Mound; one being in the amount of $2,000.00 for a single month. Such should have triggered Principal’s investigation into the operational status of the sprinkler system; although it did not. This is another example to show that going self-managed is a necessity for this community so that the Association may have the ability to be immediately made aware of such exorbitant costs and problems in the future.
In point of fact, the Town of Flower Mound was forced to shut off water to our common areas because of water conservation violations due to inappropriate sprinkler timer settings both for day and time of day as well as due to water main disruptions. We ended up the year with an outstanding water bill of over $5,000.00, including and minus the amount agreed between Troy Hill and the Town of Flower Mound. The amount of $2,200.00 was “forgiven” by the Town and they allowed this amount to be deducted from the total bill (approximately $7,000.00) that was owed to them.[1]
We have since switched landscape companies to Lankford Landscape and are disputing monies owed to TruGreen for sprinkler checks and repairs, which, on review, seem disproportionate to the services provided.
We were told by a homeowner (Paul Zellar) that SRS experienced sprinkler head damage that was the result of carelessness by Lone Star Gas. There is interest among the Board to research such and perhaps pursue financial compensation from Lone Star to offset the repair expenses.
V. Old Business
A. Landscaping
Negotiations with our new landscaping company did not include the coloring (purchasing and planting) of our flower beds at the Spinks/Lexington entrance and the stone wall entrance on Lexington at the contract price of $7,548.00 per year ($629.00 x 12). Because of this, the alternative relies on the community to plant a seasonal change of color, a continuing project that was begun by our neighborhood planting of crepe myrtles and flower this past summer.
Given the past year’s difficulty with our sprinkler system and our migration to self-management, the neighborhood should now be more proactive in exercising the shutoff valves in the event a problem such as water conservation violations or sprinkler head breakage is detected. The controls for the sprinkler system are analog and are located on Basswood along the fence, on the big stone wall marking the entrance to our neighborhood form Lexington and on the stone walls marking the entrance from Spinks onto Lexington. Our new landscape company has a key for such and should give the Board a copy of such keys. The intent is to post the new contact numbers in the next issue of the HOA phone directory so homeowners know who to contact when they are in need of assistance or to report a problem.
VI. Election of Directors
Howard Altschuler’s term with the Board expired at closure of the 2000 annual meeting. Four of our neighbors were generous enough to put forward their names for election to the Board to fill the vacancy: Rhonda Barnett, Russell Chase, Ken Drysdale, and Paul L. Zellar.
As part of the pre-vote discussion, it was moved and seconded that the Board consider increasing the size of its body from three (3) members to five (5) members. This would require the Board to file an amendment to our By-laws with the State of Texas. Since the change would become effective as soon as the amendment was filed with the State, it was suggested that at the time of filing the additional two (2) empty seats shall be filled with the candidates receiving secondary top number of votes from this election. Motion carried.
Non-designated proxies were the property of the Board and were exercisable at the discretion of the President. Howard declined to exercise his authority dues to the fact that his term had expired. Troy Hill had exercised his right as a homeowner to go door-to-door within the neighborhood and collect proxies on behalf of those who could not attend this meeting. Therefore, Howard designated Troy as the voter of record on the proxies for purposes of this appointment.
Rhonda Barnett (1821 Tree Line Road) was elected to occupy the Board vacancy needed to be filled at this time.
VII. New Business
The Board shall again consider reestablishing a formal architectural committee to maintain the aesthetic integrity of this neighborhood. The original committee operated while DR Horton and Ryland were still active members of the Board, but this committee has since dissolved. This future committee would be responsible for establishing guidelines such as roofing colors and styles, the color or staining of fences bordering the main thoroughfares, etc.
The Board shall consider publishing the HOA newsletter on a regular basis to improve overall neighborhood communication, especially for those homeowners unable to make the monthly Association meetings.
The recruitment of street/block captains and their inclusion in Board meetings was recommended to better facilitate communications between the Board and Homeowners.
The Board mentioned the possibility of a special assessment that may become necessary later in the year. If levied, the assessment would be utilized to complete a wrought-iron gate at the cul-de-sac’s along Lexington on the Ryland (West) side as needed. Also evident is the need to repair the brick wall located along Spinks Road. Deterioration has begun at this wall and repair will be needed in the future. This expense will be costly and a special assessment may be needed to fund such repair; although the Board has vowed to try to accomplish both of these repairs/additions without the need for special assessment.
To improve our ability to enforce the terms of the Bylaws of the Association, the Board shall formalize a graduated fine structure for covenant infractions, late fees, etc. Consequences for non-payment of such fines will result in the Association retaining an attorney and filing a lien on an homeowner’s property if such debt and obligation (by Homeowner) goes unpaid. The Board shall make this new graduated fine structure to be part of their By-law Amendment that is to be filed with the State of Texas.
VIII. Meeting Adjourned approximately 8:45 p.m.
SHADOW RIDGE SOUTH HOMEOWNERS ASSOCIATION
ANNUAL MEETING
November 23, 1999
MINUTES
The meeting was held on November 23, 1999. The meeting was called to order by Howard Altschuler, President of the Association at 7:20 p.m. A quorum of homeowners was established with 89 homes present in person or by proxy. Introduction of the rest of the Board of Directors was conducted. The minutes of the previous meeting were read and approved as read with a motion by Keith Affield (1708 Weatherwood) and seconded by Paul Zellar (1801 Sumac). Motion carried.
The financials were discussed. The Board also discussed the possible need to have a dues increase of 10%. This is an item that is decided by the Board of Directors. The Management Report was given.
There was no old business that needed to be addressed to the Association. A social committee was discussed, as well as possible projects that the Association might look at doing in the future. Under an open discussion time, many comments were made. Joanne Lantz (1804 Arrowwood) complained about the landscapers, Troy Hill (1701 Arrowwood) asked about the bill paying procedure and who was responsible for ensuring the work of the contractors, Jim Earley (1912 Arrowwood) asked if the Association could have the pallets on Basswood removed, and Andy Boedecker (1633 Catulpa) and Cathleen Tuzinski (1629 Catulpa) asked about the fencing of the cul-de-sacs and the ownership decided to get bids on the work. Robert Barnett (1821 Treeline) asked about the limits of the Association as well as the responsibility of the Association. Brian Butler (1916 Arrowwood) and Janemarie Clark (1825 Treeline) asked about amending the Bylaws. Brent Entrop (1241 Silverwood) wanted to know what the insurance for the Association covered.
Under new business, the question of lowering the required quorum percentage was discussed. It was decided to see if such a change could be done by petition signatures. The election of the new director had two nominees. Troy Hill was elected to a three-year term.
Motion to adjourn by Troy Hill (1701 Arrowwood) and seconded by Tim Kotera (1905 Honey Mesquite). Motion carried.
SHADOW RIDGE SOUTH HOMEOWNERS ASSOCIATION
ANNUAL MEETING
November 3, 1998
MINUTES
The meeting was held on November 3, 1998. The meeting was called to order by John Tarlton, representing Principal Management Group, in lieu of President Fred Phillips who was not able to attend at 7:15 p.m. A quorum of homeowners was established.
The status of outstanding collections is very low. The new lots are being developed. The Management Report was given. The budget for 1999 was presented.
A crimewatch committee was discussed. Linda Henderson (1612 Treeline) volunteered to work on the committee. The street light at Catulpa is not working properly and needs to be addressed. For information purposes, if any of the homeowners have complaints against the builders, they should contact the Ft. Worth office of the Better Business Bureau. The request for Caution children at play signs through out the community needs to be followed up on. A potential problem with the trash at the open area at Basswood and Lexington was discussed. This item will need to be closely watched after the construction of homes is completed.
The Hendersons living at 1612 Treeline volunteered to create a webpage for the Association.
A motion was made by Keith Affield (1708 Weatherwood) and seconded by Samuel Camarda (1904 Treeline) that the homeowners receiving the top three (3) vote totals be elected to the Board of Directors and the director receiving the largest number of votes serve a three (3) year term, the second largest number of votes sere a two (2) year term, and the third larges number of votes serve a one (1) year term. Motion carried by a show of hands.
Jim Grace (1709 Weatherwood) was elected for three years.
Howard Altschuler (1833 Honey Mesquite) was elected for two years.
Scott O’Donnel (1916 Treeline) was elected for one year.
The meeting was adjourned at 8:33 p.m.
SHADOW RIDGE SOUTH HOMEOWNERS ASSOCIATION
ANNUAL MEETING
September 29, 1997
MINUTES
The meeting was held on September 29, 1997. President Fred Phillips called the meeting to order at 7:10 p.m. A quorum was established. John Tarlton was present representing Principal Management Group.
The status of outstanding collections is very low. The new lots were scheduled to start construction very soon. The Management Report was given (copy attached). The budget for 1998 was presented.
Questions were raised regarding the Brazos Valley Electrical Easement and the closing of the interior streets to construction traffic. The fencing of the west side of Lexington is still being considered by the Declarant, with a decision to be made in the next year.
Miscellaneous items were covered such as the extension of Basswood to 2499, “spec” home selection, lot clean up, and drainage problems at Lexington and Flatwood and Indian Cherry and Crabapple. A request was made to place “Caution children at play” signs through out the community and to research the possibility of the Town of Flower Mound installing additional street lights.
The meeting was adjourned at 8:42 p.m.
[1] Note: Troy Hill went in person to the Town of Flower Mound-Utilities and explained the situation to their offices. It was at that time that both parties reached a mutual agreement.