Minutes of the Special Meeting of The Board of Directors of the Fossil Ridge Homeowners Association, Inc. May 6, 2015

Transcription

1 Minutes of the Special Meeting of The Board of Directors of the Fossil Ridge Homeowners Association, Inc. May 6, 2015 A Special Meeting of the Board of Directors of the Fossil Ridge Homeowners Association, Inc., a Texas nonprofit corporation (the Association ), was held at the home of Todd Burek, Fossil Peak, San Antonio, Texas 78261, pursuant to call by the President of the Association. Directors Present: Directors Absent: Others Present: Call to Order: Todd Burek, Guy Floyd, Carolyn Hernandez and David Fields (Proxy) Jim Morgan Lisa Dory, Association Manager Homeowners: Mark Ditmore Rick Grinnan Sarah Moore Attorney: Raul Patel With a quorum present the meeting was called to order at 7:20 p.m. Todd Burek explained that at the last Board Meeting on March 26, 2015 attorneys Jason DeSouza and Raul Patel were present and explained to the Board Mr. Patel has submitted a contract for him to represent the Association. Mr. Burek explained that Mr. Patel will confer with Mr. DeSouza (because they are friends and colleagues) but that Mr. DeSouza represents the homeowners and Mr. Patel represents the Association. Mr. Burek informed the Board that Mr. Patel will request a meeting with the land owner/developer of the land behind Fossil Ridge, to determine what is planned for it. The Board asked what the projected cost to represent the Association would be. Mr. Patel stated that the legal work could reach $10, with the necessary research and paperwork. Mr. Patel informed the Board that the retainer for his Firm is $5, Mr. Patel encouraged the Board to feel comfortable with the firm, who the attorney is and with the approach of the attorney. The Board asked that updates be given and that they be contacted when the legal work is approaching $ The Board discussed who the point of contact would be with Mr. Patel and agreed that Todd Burek would be the best suited. Mr. Burek agreed to be the point of contact between the Board and Mr. Patel. New Business: a. Discuss and Vote on Fee Agreement for attorney Raul Patel to represent the Association regarding building dispute - A motion was made, seconded and passed to move forward with signing the contact with the Patel Gaines Law Firm and that an addendum be added for the Board to be notified when the legal fees are approaching $ b Variance for 3710 Wilderness Bluff Todd Burek reported that the Architectural Control Committee has not responded to the revision, therefore the variance is not to review at this time. c. Mailboxes The Board agreed that additional bids are needed to compare to the bid that they do have for the amount of $18,900. Adjournment: With no further business to discuss, the meeting was adjourned at 8:43 p.m. Respectfully Submitted, Lisa Dory, Recording Secretary Todd Burek, President

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3 Minutes of the Regular Meeting of The Board of Directors of the Fossil Ridge Homeowners Association, Inc. August 4, 2015 A regular meeting of the Board of Directors of the Fossil Ridge Homeowners Association, Inc., a Texas nonprofit corporation (the Association ), was held at the home of Carolyn Hernandez, Fossil Ridge, San Antonio, Texas 78261, pursuant to call by the President of the Association. Directors Present: Directors Absent: Others Present: Call to Order: Homeowner s Forum: Guy Floyd, Carolyn Hernandez and David Fields Todd Burek Jim Morgan Lisa Dory, Association Manager Tom Brite, Safety Committee Connie Tuchman, Landscape Committee With a quorum present the meeting was called to order at 7:27 p.m. No homeowners were present except those on the Board or on Committees and they did not have anything to address with the Board. Approval of Minutes: A motion was made, seconded and passed to approve the minutes of the June 23, 2015 Board Meeting as written. Treasurer s Report: Committee Reports: Unfinished Business: New Business: Next Board Meeting: Adjournment: Lisa Dory briefly reviewed the June 30, 2015 Financial Reports, answering questions as they were asked.. The delinquent accounts as of August 4, 2015 were reviewed by the Board. Social Committee David Fields reported that reported that the Committee is planning a Halloween Social and that help will be recruited. Communications/Newsletter Committee No report. ACC The Board discussed a recent variance request and reported that it will be approved with a modification. Safety Committee Lisa Dory reported that the Safety Report is still pending. Jim Morgan volunteered to contact Scott Dye to find out what the status is. Landscape Committee Connie Tuchman reported that the road edges were sprayed again, free of charge, because it was still under the warranty period. The Board informed her that there are a couple of places that they are missing all together and she will bring it to their attention. Ms. Tuchman is working with the landscaper to have repairs done that were caused by the last landscape company. Ms. Tuchman is working on getting the signs cleaned up and shrubs that need to be cut. Streets Committee Jim Morgan reported that there are two minor repairs and one crack that needs to be done at Fossil Ridge/Fossil Peak where trucks have been breaking. Directory Carolyn Hernandez reported that she is working on the Directory and hopes it can be handed out soon. Association s Street Signs and Stop Signs No report. Mailboxes No report. Association s Storage Unit The Board agreed that the storage unit needs to be inventoried and clear out what is not good any longer. Update from Association s Attorney regarding Neighboring Properties: No report. Annual Meeting The Board thanked David Fields for working with the JW Marriot and for getting sponsors so the expense will be covered. The next Board Meeting date will be determined after the Annual Meeting. With no further business to discuss, the meeting was adjourned at 8:00 p.m. Respectfully Submitted, Lisa Dory, Recording Secretary

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5 Minutes of the Regular Meeting of The Board of Directors of the Fossil Ridge Homeowners Association, Inc. June 23, 2015 A regular meeting of the Board of Directors of the Fossil Ridge Homeowners Association, Inc., a Texas nonprofit corporation (the Association ), was held at the home of Todd Burek, Fossil Peak, San Antonio, Texas 78261, pursuant to call by the President of the Association. Directors Present: Directors Absent: Others Present: Call to Order: Homeowner s Forum: Approval of Minutes: Treasurer s Report: Committee Reports: Unfinished Business: Guy Floyd, Jim Morgan, Todd Burek, Carolyn Hernandez and David Fields Dan Peterson, Mr. Peterson has sold his house so his Board Positon is needing to be filled. Lisa Dory, Association Manager Tom Brite, Safety Committee Matt Freund, ACC Committee With a quorum present the meeting was called to order at 7:05 p.m. No homeowners were present except those on the Board or on Committees and they did not have anything to address with the Board. A motion was made, seconded and passed to approve the minutes of the March 26, 2015 Board Meeting as written. A motion was made, seconded and passed to approve the minutes of the May 6, 2015 Special Meeting as written. Lisa Dory briefly reviewed the May 31, 2015 Financial Reports, answering questions as they were asked.. The delinquent accounts as of June 23, 2015 were reviewed by the Board. Social Committee David Fields reported that Kathleen Fields has joined the Social Committee and will be part of the Welcome Committee to welcome new homeowners. The Board is appreciative and believes that this will be a nice first impression for new homeowners. Communications/Newsletter Committee No report. ACC The Board discussed the variance procedure which is that the Board reviews the requests but that the approval comes from the Committee. The Committee asked that Variance Requests be formal, not just submitted as a request. Approval and Denial Letters were discussed and the Committee asks that they get a copy of the approval letters and the denial letters to go to the Committee before they go to the homeowners. The Committee asked that three sets of plans be requested, one for Chuck Wilkes and two for the Committee. Safety Committee Lisa Dory reported that the Safety Report is still pending. Jim Morgan volunteered to contact Scott Dye to find out what the status is. Landscape Committee The Board agreed that the road edges need to be sprayed again to stop the weeds from growing underneath the street edges. The Board asked that the weeds on the bridge need to be knocked down. Streets Committee Jim Morgan reported that there are two minor repairs and one crack that needs to be done at Fossil Ridge/Fossil Peak where trucks have been breaking. Directory Carolyn Hernandez reported that she is working on the Directory. Association s Street Signs and Stop Signs No report. Mailboxes No report. Association s Storage Unit The Board agreed that the storage unit needs to be inventoried and clear out what is not good any longer. TPC Cameras Cameras are installed. The Board discussed the extended warranty in the amount of $ and agreed that it is not necessary.

6 Fossil Ridge Homeowners Association, Inc. Regular Board of Director s Meeting June 23, 2015 Page 2 New Business: Update from Association s Attorney regarding Neighboring Properties: Todd Burek informed the Board that he is meeting with the attorney for another matter and will get an update on the Association s file. Next Board Meeting: Adjournment: The next Board Meeting date will be on August 4, 2015 at 7:00 PM at Todd Burek s home. With no further business to discuss, the meeting was adjourned at 8:50 p.m. Respectfully Submitted, Lisa Dory, Recording Secretary Todd Burek, President

7 Minutes of the Regular Meeting of The Board of Directors of the Fossil Ridge Homeowners Association, Inc. March 26, 2015 A regular meeting of the Board of Directors of the Fossil Ridge Homeowners Association, Inc., a Texas nonprofit corporation (the Association ), was held at the home of Carolyn Hernandez, Fossil Ridge, San Antonio, Texas 78261, pursuant to call by the President of the Association. Directors Present: Directors Absent: Others Present: Call to Order: Guest Speaker: Homeowner s Forum: Approval of Minutes: Treasurer s Report: Committee Reports: Unfinished Business: Todd Burek, Dawn Coleman (arrived at 8:00 PM), David Fields, Guy Floyd, Carolyn Hernandez and Dan Peterson Jim Morgan Lisa Dory, Association Manager Becky Salinas and Connie Tuchman, Landscape Committee Greg Knutson, Homeowner With a quorum present the meeting was called to order at 7:07 p.m. Todd Burek introduced attorney Jason DeSouza. Mr. DeSouza informed the Board that he is a tort lawyer who works on a contingency basis. Mr. DeSouza explained that there are seven homeowners who have signed up to use him to file suit against the TPC Towers Apartments. Mr. DeSouza reported that the suit will be filed on April 1, 2015 to go after the invasion of privacy, trespassing (dust and garbage) and the public and private nuisance. Mr. DeSouza introduced Rahul Patel to the Board. Mr. Patel explained that he and Mr. DeSouza would be working together. Mr. Patel explained that the homeowners deserve to get back their own personal security and privacy and that the suit would define what is an acceptable outcome with a reasonable outcome. Mr. DeSouza asked the Board if the Association would support the suit. The Board responded that they would need to discuss it and vote. No homeowners had anything to discuss except the homeowners who are on Committees. The minutes of the January 27, 2015 Board Meeting were approved as written. Lisa Dory briefly reviewed the February 28, 2015 Financial Reports, answering questions as they were asked.. The delinquent accounts as of March 26, 2015 were reviewed by the Board. Social Committee No report. Communications/Newsletter Committee No report. ACC No report. Safety Committee Safety Report pending Landscape Committee Connie Tuchman and Becky Salinas reported that J Paradise did not have Workers Compensation Insurance and has since purchased it to be able to work for the Association but the cost of the insurance has caused the cost of the contract to be increased $3, per year, $ to $ per month. A motion was made, seconded and passed to approve the increase in the J Paradise contract. Streets Committee Jim Morgan reported that there are some minor street repairs that need to be done. The Board instructed Mr. Morgan to have the repairs completed. Directory Dawn Coleman reported that the Directory is almost completed. The Board agreed that the Directories can be handed out at a First Friday to encourage the homeowners to attend. Association s Street Signs and Stop Signs Jim Morgan reported that there are no two mailboxes that are the same, that even the footings are different.

8 Fossil Ridge Homeowners Association, Inc. Regular Board of Director s Meeting March 26, 2015 Page 2 David Fields volunteered to have someone help with a drawing to get the project started. The Board thanked him for the offer and welcomed his help. Association s Storage Unit The Board agreed that the storage unit needs to be inventoried and clear out what is not good any longer. TPC Cameras With the Board previously reviewing the proposal from Blue Armor in the amount of $4, a motion was made, seconded and passed to approve the proposal and for the cameras to be placed on poles, monthly monitoring to be set up and internet is installed, all at the TPC Gates. New Business: Next Board Meeting: Adjournment: Resignation of Dawn Coleman Ms. Coleman informed the Board that she has sold her house in Fossil Ridge and is resigning from the Board. The Board discussed who would take the role as president. After a discussion and Mr. Burek agreeing to be the president a motion was made, seconded and passed for Mr. Burek to be the president. The next Board Meeting date will be on June 2, 2015 at 7:00 PM. The location will be determined at a later time. With no further business to discuss, the meeting was adjourned at 9:10 p.m. Respectfully Submitted, Lisa Dory, Recording Secretary Todd Burek, President

9 Minutes of the Regular Meeting of The Board of Directors of the Fossil Ridge Homeowners Association, Inc. January 27, 2015 A regular meeting of the Board of Directors of the Fossil Ridge Homeowners Association, Inc., a Texas nonprofit corporation (the Association ), was held at the home of Dawn Coleman, 3921 Fossil Rock, San Antonio, Texas 78261, pursuant to call by the President of the Association. Directors Present: Directors Absent: Others Present: Dawn Coleman, Dan Peterson and Guy Floyd Jim Morgan and Todd Burek Lisa Dory, Association Manager Becky Salinas and Connie Tuchman, Landscape Committee Tom Brite, Safety Committee Scott Dye, Dye Engineering Dan Cantu, Blue Armor Call to Order: Guest Speakers: With a quorum present the meeting was called to order at 7:10 p.m. by the Board President, Dawn Coleman. Scott Dye with Dye Engineering was present to discuss the Traffic Study that he was hired to perform. Mr. Dye reported that the first thing he did was to drive through the Association and find out what the comfortable speed is to drive through and look for potentially dangerous road areas. Mr. Dye informed the Board that he has not completed the Traffic Study although he has started it. Mr. Dye explained that there are stop signs that were not properly placed, based on the Texas Manual on Uniform Devices. Mr. Dye explained the different ways to slow down traffic as being narrowing the roadway, installing a center island, install a post with reflectors at the mailboxes or place a Your Speed Is to make people aware of their speed. Mr. Dye committed to offer his guidance in the Traffic Study and thanked the Board for letting him serve the Association. Dan Cantu with Blue Armor went over a bid in the amount of $4, to install a DVR, 4 cameras, 2 license plate cameras and a battery back up on the TPC Gates. Mr. Cantu explained that the cameras that are in place are not working and that there is currently no way to know who hits the gate. The Board asked about the warranty, which is one year, and requested that Mr. Cantu check if an extended warranty is available. The Board discussed cameras being stolen at the Evans gates and asked that Mr. Cantu bid to place the TPC cameras on poles. Mr. Cantu went over the storage capacity and the Board asked how much the monthly monitoring is. The Board agreed that the TPC cameras would be on the next Board Meeting Agenda so that the Board can vote with the information that they requested. Homeowner s Forum: Approval of Minutes: Treasurer s Report: Committee Reports: No homeowners had anything to discuss except the homeowners who are on Committees. The minutes of the October 27, 2014 Board Meeting were approved as written. Lisa Dory briefly reviewed the December 31, 2014 Financial Reports, answering questions as they were asked.. The delinquent accounts as of January 27, 2015 were reviewed by the Board. Social Committee No report. Communications/Newsletter Committee No report. ACC The Board agreed that the ACC needs to deny requests that do not meet the requirements of the Association. Safety Committee Safety Report pending.

10 Fossil Ridge Homeowners Association, Inc. Regular Board of Director s Meeting January 27, 2015 Page 2 Landscape Committee Becky Salinas and Connie Tuchman reported that Davey s Trees did a great job on the Evans entrance trees and that they will be getting a tree assessment from Davey s in early fall to know what is needed to take care of the trees. Ms. Salinas and Ms. Tuchman went over the comparison sheet that they created six companies that bid the monthly landscape contract. The Committee recommends J Paradise Landscaping for the Association s monthly landscape contract for the amount of $ , plus tax, per month, and to cancel Maldonado ($ per month) due to the lack of service that the Association has received from Maldonado. A motion was made, seconded and passed to hire J Paradise Landscaping and give a 30 days written notice to Maldonado, providing that J Paradise has the necessary Workers Compensation Insurance. Unfinished Business: New Business: Next Board Meeting: Adjournment: Directory Dawn Coleman reported that the Directory is almost completed. Ms. Coleman reported that the Board will help in delivering the Directories to homeowners. Association s Street Signs and Stop Signs - Dawn Coleman reported that she is gathering the prices for the street sights and stop signs and would like for a Special Meeting to be held to approve the expense when the Safety Report is complete and the number of stop signs has been confirmed. Mailboxes In the absence of Jim Morgan the plan is pending Association s Storage Unit Dawn Coleman reported that she will go through the storage unit and clear out what is not good any longer. Appointment of Carolyn Hernandez and David Fields A motion was made, seconded and passed to appoint Carolyn Hernandez and David Fields to serve on the Board for three year terms, which will expire in 2017 since the positions opened up in Association s Records in Storage A motion was made, seconded and passed for the Association s records that are older than seven years to be shredded. Shredding the records saves the Association money because of not having to pay for storage for those boxes. TPC Cameras See page 1, Guest Speakers, Dan Cantu. The next Board Meeting date will be on March 24, 2015 at 7:00 PM at the home of Dawn Coleman. With no further business to discuss, the meeting was adjourned at 9:34 p.m. Respectfully Submitted, Lisa Dory, Recording Secretary Dawn Coleman, President

11 Minutes of the Annual Meeting of The General Membership of Fossil Ridge Homeowners Association, Inc. September 16, 2015 The Annual Meeting of the General Membership of the Fossil Ridge Homeowners Association, Inc., a Texas nonprofit corporation (the "Association") was held at the JW Marriott San Antonio Hill Country Resort & Spa, Resort Parkway, San Antonio, Texas 78261, pursuant to call by the President of the Association. Directors Present: Jim Morgan, Guy Floyd, Todd Burek, Carolyn Hernandez and David Fields Also Present: Lisa Dory and Dawn Pearson of Association Management Services Call to Order: The meeting was called to order at 7:10 p.m., by Todd Burek, the President of the Association. Quorum: The amended bylaws of the Association require 15% of the membership be present in person or by proxy. There being 179 platted lots in Fossil Ridge, 27 lot owners are required for quorum. Requirements were met with 65 lot owners represented either in person or by proxy. Adoption of Standing Rules Lisa Dory explained that the Standing Rules were included in the Annual Meeting Packet and that the Standing Rules would be followed to keep the Meeting orderly. A motion was made, seconded and passed to adopt the Standing Rules. Proof of Notice: Notice of the Annual Meeting was mailed to the General Membership on September 1, 2015 in accordance with the bylaws. All members who were present had received notice. Appointment of Tellers - Volunteers were asked for to count the ballots, if ballots are used. Two homeowners volunteered. Approval of Minutes: It was moved and seconded to approve the Annual Meeting minutes of September 9, members voted in favor, and the motion carried. All President's Report Todd Burek informed the homeowners that the Committee Reports will update them on the happenings in the Association since the last Annual Meeting. Mr. Burek thanked the Landscape Committee on the new landscaping and complimented the new look. Landscaping Committee Connie Tuchman thanked Mr. Burek for the acknowledgment for the Committee. Ms. Tuchman reported that the Committee is still working on the landscaping and getting the irrigation system in a satisfactory state. Ms. Tuchman explained that the tree that is split at the bridge is being addressed and that the low trees at the back gate will be taken care of. Social Committee - David Fields reported that he is the person who sends the s, which has increased participation in First Fridays and the Annual Meeting. Mr. Fields announced that the next social will be Halloween, and that a few more volunteers are needed. Mr. Fields explained that a Welcome Committee is being started and that volunteers are needed. The 2015 Progressive Dinner was discussed, which will be the first Saturday in December. Other Social Events are Ladies Game Night on the 3 rd Tuesdays, Book Club, Ladies Lunch on the 3 rd Wednesdays and First Fridays. Safety Committee - Tom Brite reported that the Traffic Study is pending to find out if the stop signs are in the best locations and if additional signage is needed. Mr. Brite informed the homeowners that he is going to redo the reflective stripes on the bridge. Mr. Brite discussed the danger of children driving golf carts in the neighborhood and asked that the homeowners not allow their children to do so. Mr. Brite welcomed anyone who would like to serve on the Committee with him. Directory Carolyn Hernandez reported that she has completed the directory and that it is at the printer. Ms. Hernandez asked for volunteers to hand out the directory when it is ready. Many homeowners volunteered to hand out the Directory. Architectural Control Committee Matt Freund explained that the Committee reviews all submissions and that there are quite a few active ones which include three new homes (which are reviewed by an Architect also). Mr. Freund reminded the homeowners that all improvements need to be approved before construction can begin. Mr. Freund reported that the Committee has received some requests for variance and that they are reviewed in accordance to the Association s Declaration. Election There are four open positions and Todd Burek, Jim Morgan, Stacy Husted and Michelle Siepmann have volunteered to serve on the Board. Each of the four candidates introduced themselves. With no nominations from the floor

12 Fossil Ridge Homeowners Association, Inc. Annual Meeting of the Members September 16, 2015 Page 2 was closed. With four positions open and four candidates a motion was made, seconded and passed to elect the four by acclimation. Review of 2014 Year End and 2015 Year-To-Date Lisa Dory gave the balances for the Association s accounts and reviewed the 2014 Year End and the 2015 Month to Date (8/31/15) answering questions as they were asked. New Business: Annexation The homeowners asked if Fossil Ridge will be included in the area that is being annexed by the City. Todd Burek reported that he will see if that is so the Board will determine what the next step is. Roads - The homeowners are concerned with a few places that need to be repaired. Jim Morgan explained that the big, heavy trucks that come through the Association do cause damage and that the repairs will be made. Street Signs The homeowners inquired what the status was for the replacement of the street signs. The Board reported that the Traffic Study will show which signs are to stay, which need to be removed and which need to be added and then the street sign upgrades will be discussed. Gates The homeowners questioned why party codes are only entered in the Evan s Road gate and what the policy is to view camera footage. The Board will discuss both of these items at the next Board Meeting. Newsletter The homeowners questioned why the Association does not have a newsletter and were invited to join the Communications Committee to put a newsletter together. Adjournment - With no additional business brought forward the meeting was adjourned at 8:07 p.m. Lisa Dory, Recording Secretary * These minutes will be approved by the members at the next Annual Meeting.