Post Oak Forest board meeting was held October 4, 2016. Meeting was called to order at 7:05 PM.
Attendees were Kim Tolman, Carol Scamardo, Joyce Birdwell, Tom Ostrowski, Antonio Garcia, Laura Diskoscil, Rhonda Watson , and Laine Totah.
The minutes from the September 7 meeting were read and approved with changes.
Kim informed us of the hazardous waste recycling that is being held by the city on October 22.
Tom reported on the roads. Repair of the existing road would consist of replacing damaged portions of the curbs, cutting out and replacing the asphalt in a few low spots, (primarily at the mail box), sealing large cracks and applying an asphalt coating to the entire road surface. Cost for this work was approximately $30,000. This is from a cost estimate prepared in July 2014.
Rebuilding the entrance road would include both sides of the entry island and extending 20 feet past each end with a combination of concrete and brick pavers. In addition, narrowing the entrance island slightly in order to make the road curve a little more gentle on the inbound side of the island in front of units 3 & 4. Cost for this work was approximately $55,000. This is from a cost estimate prepared in July 2016.
Based on these costs, the board agreed to do item 1 completely. Item 2 was to be scaled back in order not to exceed $20,000. This would create a budget of $50,000 for all the road work. This work was approved by the board and Tom will contact the contractor to get this started.
We discussed putting a sign at the front with a notation that says “no outlet” or something similar. We will discuss this further once the road is completed.
The contract that the HOA lawyer submitted was discussed. We discussed what services we want the law firm to provide at this time and agreed that we will make sure the agreement is only for the service to read and review our covenants and by-laws to ensure that nothing in them violates any current state of Texas laws. These covenants and by-laws were written many years ago and we want to ensure that no Texas laws have been changed that would make any part of them invalid.
Tom has already received an estimate from the lawyers that this work would take approximately four hours. We all agreed that it was OK to proceed with this scope of work.
We discussed the HOA’s responsiblity for home violations for interior vs exterior issues. This distinction is important as interior problems are not HOA responsibility.
Kim brought up that a homeowner used their own water hose to fill the pool while it was in need of repair. This went on for approximately three weeks. We had offered to pay them for their water once they submit an invoice.
We discussed the landscaper fees. Antonio Garcia would like a statement or invoice each month for the amount we are paying. He needs these for his bookkeeping purposes. Carol will talk to Antonio the landscaper and ask him to send an invoice each month. She will also ask for retroactive statements for all of 2016.
We discussed the issue of raising the dues to $100 a month. The concern is about building back up an emergency fund once we use the money to pay for the roads. We discussed raising the amount by the designated percentage allowed in the bylaws without a vote by the homeowners. This was discussed at length and we agreed to take it under consideration and discuss at the next meeting.
The meeting was adjourned at 8:10. The next big meeting will be Tuesday