Oaks of Inwood C.I.A., Inc.

Board Meeting Minutes

May 9, 2007

The meeting was called to order at 7:05 by Ron Howard, President.  Ron provided the board members with an agenda which we followed.  (See Below)

Call to Order

Reading of Minutes

Treasurer Report

Committee Reports

Old Business

New Business

 

The minutes from the last board meeting are posted on the web.  It was moved and seconded that the minutes be approved and accepted according to the web.

 

Treasurers Report – Walter Thomas

March 31, 2007 Bank Statement Provided

The bank statement format was explained by Mr. Thomas.  Ron mentioned the police patrol contract check listed on the statement was double the normal amount paid.  Mr. Thomas explained by saying we were behind in paying the patrol and the double amount was to catch up.

 

As of today, we have collected 87% of the assessments.  There are 33 remaining delinquencies.  The discussion was what to do about delinquencies?  Do we offer a payment plan or where do we go from here?  It was decided that the board will draft a letter offering residents the option to go on a payment plan to pay past due assessments.  This plan will only be offered as a one time option and effect assessments that are delinquent as of May 9, 2007.  The letter will make an appeal to the residents that it is the board’s desire to revitalize the neighborhood.  All late charges will be dropped if the assessments are paid by the end of the year.  (6 months)

 

SCS Management has converted to a new accounts payable system.  All checks will be issued electronically once they are approved by the board.  Checks will be signed electronically and mailed.  Bank signature cards will be issued to the President, Treasurer and Sgt.-at-Arms.

 

The board reviewed the 2006 audit and financial statement provided by SCS Management.  Three discrepancies were found:  (1) After January 1st makeup payments to the constable had to be made, (2) The sprinkler system created a huge expense which caused a high dollar water bill, (3) $2000.00 behind on the landscape contract.

The financial statement that was reviewed at the year end meeting was not correct and did not include all of the arrears.

 

Committee Reports

 

Landscaping (Mr. Ward) – Leave it to Beaver Lawn Care (Contract April/May 2006 – April/May 2007)  $1123.50/Month

The board discussed the monthly payment for landscaping.  How can we cut the cost?  Presently we are at the end of the contract.  A new contract will be negotiated to be effective June 2007.  Tammy Ganze & John Broussard joined the landscaping committee.

 

Security (Mr. Brannon) – (Contract – January 1, 2007 – December 31, 2007)

An effort is being made to clean up the apartments on the south side of the neighborhood.  (drugs)  The neighborhood is being patrolled at night and on weekends.  A security link has been added to the web page.  Mr. Brannon will conference with the neighbors on the other side to compare notes on security and pool concerns.

Residents are viewing the web.  (286 entries)

Patrol hours will be adjusted to the summer hours.  Joe Lavigne joined the security committee.

The patrol car has been sold.

 

Architectural Control ( Mr. Forsman) – Inspection list provided to put on the website.  Residents will be able to view the list prior to inspections.  Jean Stephens & Debbie Starr joined the architectural control committee.

 

Pool (Ron Howard) – Pool maintenance fees $487.00/Month

 

New Business

 

Review SCS Management contract for renewal.  A motion was made to approve the contract with SCS Management and to amend the dollar amount located on P.5 to $7,977.00.

 

The meeting was adjourned at 8:55. 

Members Present:  R. Howard, Mr. Ward, R. Allen, Tom Brannon, Mr. Forsman, Mr. Thomas, & P. Salter

Board Meetings will be held the second Tuesday of each month at 7:00.

 

SPECIAL NOTE:

To make clear to the residents. The year end statements are on a cash basis. The statements in themselves were accounting correct. The issue is simply that checks should have gone out that did not. Thus, some of the expense items were low. It happens every year, but not to the degree we saw here. The big item was the payments to the constables. These unpaid items had to be made up and caused an usual amount of expense.  It is just fact some bills were not being paid, especially at the end of last year.