Forrest Lake Townhouse Association 5805 Lumberdale Road, Houston, TX BOARD MEETING AGENDA

Transcription

1 Forrest Lake Townhouse Association 5805 Lumberdale Road, Houston, TX BOARD MEETING AGENDA November 15, :00 8:00 P.M. President: Secretary: Social Committee: Treasurer: Maintenance: Landscaping: Security: Call meeting to order Minutes from Previous Meeting Social Committee Report Treasurer Report Maintenance report Landscaping report Security report Old Business: Comcast / Xfinity Cable Fiber Upgrade Update Lake Well pump Status New Business: Election of officers, assignment of areas of responsibilities, approval of committee appointments. o Administration o Landscaping o Legal o Maintenance o Security o Social Committee Resolution on Display of Decorative Items Adjourn

2 FORREST LAKE TOWNHOUSE ASSOCIATION BOARD OF DIRECTORS MEETING MINUTES November 15, 2018 PRESENT: Canion Boyd, Bob DeCesare, Philip Salerno, Eloise Fritts Canion called this meeting to order at 7:00 pm The motion to approve the meeting agenda was approved. The minutes dated October 18th, 2018 were previously approved via on November 9, 2018 TREASURER: See attached report hereto and made part of these minutes made for the November 2018 meeting. MAINTENANCE: See attached report hereto and made part of these minutes made for the November 2018 meeting LANDSCAPING: See attached report hereto and made part of these minutes made for the November 2018 meeting SECURITY: See attached report hereto and made part of these minutes made for the November 2018 meeting. SOCIAL COMMITTEE: See attached report hereto and made part of these minutes made for the November 2018 meeting. OLD BUSINESS: Comcast / Xfinity Cable Fiber Upgrade Update Lake well pump will be completed in December NEW BUSINESS: Election of officers, assignment of areas of responsibilities, approval of committee appointments. Officers President Canion Boyd 1 st Vice President and Treasurer Philip Salerno 2 nd Vice President Brook Baker Page 1

3 3 rd Vice President - Eloise Fritts Secretary Bob DeCesare Executive Appointments Administration Philip Salerno Landscaping Eloise Fritts Legal Canion Boyd Maintenance Brook Baker Security - Eloise Fritts Social Committee Canion Boyd Committee Appointments Audit Irene Cabrera, Pam Meerbrey and Paula Williamson Social Committee Linda Carroll, Jeannie Hughes, Wes Langley, Dalton Esparza, Reecie Lucas, Sam Gotsdiner, and Stuart Kane Landscaping Jeff Weller The Resolution on Display of Decorative Items was passed by the board pending legal review The December board meeting will not be held. The next board meeting will be held on January 17 th, The meeting was adjourned at 7:25 pm. Page 2

4 SocialCom m ittee Rep ort for the M onth ofn ov em b er The Social Committee had its regular monthly meeting November 8, 2018 at 7:00 PM in the clubhouse. 2. The Committee discussed the following items: Christmas tree decorating party is scheduled for Sunday afternoon December 2, 2018 at 4 PM. Flyers will be distributed next week by Social Committee members and posters will distributed on the Monday after Thanksgiving. The flyer will invite people to bring new unwrapped toys for a children s charity. 3. Future events for FY2019: The first event of the new fiscal year will be the trimming of the Christmas tree on December 2, 2018 and receiving toys for a children's charity. The 2nd annual door and home holiday decorating contest will be held again. A flyer will be distributed at the same time as the Christmas tree decorating party event. A request was sent to the office earlier requesting three board members to volunteer to judge on December 15, Other residents will be asked to judge if board members are not available. Our annual New Year s Eve Party will be on Monday night Dec 31, The same band as in the past will be entertaining the revelers. Some 2019 events were also discussed. We talked about holding a Mardi Gras Happy Hour on Friday Feb 8, We also discussed the Casino Night for April, but the actual date is yet to be determined. 4. The next meeting of the committee is scheduled for December 12, 2018 at 7:00 PM in the clubhouse.

5 T reas u rer s Rep ort for the M onth N ov em b er Please see the attached Financial Report through October The Total Income (accrued) for the month was $86, Total Expenses were $92, and there was $0 in Accounts Payable. $ was transferred to the Roofing Fund and $ was transferred to the Infrastructure Fund. This yielded a Net Accrual Income of -$ after the transfers to the Funds. The budget performance for the fiscal year is Total Income at %; Total Expenses at %; and, Net Accrual Income at % indicating that we are above the approved budget due to the additional expenses incurred that were not forecast or known when the budget was prepared. 2. The account aging continues to fluctuate from month to month with the over 30 days, over 60 days, and over 90 days all slightly increased slightly from the previous month. 3. As of October 31, 2018, the balance of the checking account is $35,056.61; savings account is $67,038.22; Infrastructure Fund is $500.75; Undeposited Funds is $ ; Roofing Fund Savings account is $24,462.88; and, the Share account and Roofing Fund CDs at the credit union are $5.00 and $ 93, respectively. We will be transferring additional funds back from the checking account into the savings account as the next months allow. We have $26, in Accounts Receivable. 4. Attached is the Late Payment Report for November Reminder letters were sent to homeowners whose policies expire in November and December and all homeowners are in compliance. 6. The remaining maintenance tickets from August to mid-october 2016 remain to be entered into the database. This continues to be delayed due to other pressing issues. 7. Capital Projects schedule for the new fiscal year: Additional Parcel Lockers: This project is included in the upcoming fiscal year projects. Well Water: This project is expected to be completed in December Brick Wall Replacements: The two walls will be replaced in January based upon the schedule at this time.

6 EO M Financ ialreportfy20 18 (2). xls x Nov2017 Dec2017 Jan2018 Feb2018 Mar2018 Apr2018 May2018 Jun2018 Jul2018 Aug2018 Sep2018 Oct2018 FY2018 YTD Budget YTD BALANCE SHEET: Assets: W e ls Fargo (c hec king) , , , , , , , , , , W e ls Fargo (s avings ) 96, , Total Checking/Savings 114, , , , , , , ,,,..,.,,,,,, ,.,.,,,,,......,,,,,,,,..,, Accounts Receivable 21, , , , , , , , , , , , Other Current Assets: Infras tru c tu re Fu nd 1, , , , , , , Und epos ited Fu nd s 3, , , , , , , , P repaid W orker's C omp 3, , , , W e ls Fargo N ew RoofingFu nd , , , , , , , , GreaterTexas C D (48 month) GreaterTexas C D (60 month) 14, , , , , , , , , , , , GreaterTexas C D (60 month) GreaterTexas C D (60 month) GreaterTexas S hare A c c ou nt Total Other Current Assets 99, , , , , , , , Other Assets: W aterd epos it 1, , , , , , , , , , , , Total Assets 236, , , , , , , , , , , , Liabilities: A c c ou nts P ayable , , , , , , , M aintenanc e Fees P aid In A d vanc e , , , , , , , , S ec u rity D epos its 161, , , , , , , , , , , , Total Liabilities 179, , , , , , , , , , , , % of Budget YTD PROFIT & LOSS: Income: Total Income 81, , , , , , , , , , , , ,030, ,029, % Expense: Total Expenses 88, , , , , , , , , , , , ,012, , % Net Ordinary Income -6, , , , , , , , , , , , , % Other Income/Expense: Other Income: 11/19/20 18 P age 1 of2

7 EO M Financ ialreportfy20 18 (2). xls x Nov2017 Dec2017 Jan2018 Feb2018 Mar2018 Apr2018 May2018 Jun2018 Jul2018 Aug2018 Sep2018 Oct2018 FY2018 YTD Budget YTD N ew RoofingFu nd D ivid end % of Budget YTD Other Expense: B ad D ebtw rite O ff 9, , RoofingFu nd C ontribu tion 2, , , , , , , , , , , , , , % Infras tru c tu re Fu nd C ontribu tion 1, , , , , , , , , , , , , , % Total Other Expense 13, , , , , , , , , , , , , , % Net Other Income/Expense -13, , , , , , , , , , , , , , Net Income -20, , , , , , , , , , , , , , % Aging Report: O ver30 D ays 1, , , , , , , , O ver60 D ays , , , , O ver90 D ays 17, , , , , , , , , , , , Total 19, , , , , , , , , , , , /19/20 18 P age 2 of2

8 M aintenance Rep ort N ov em b er General maintenance cases opened 10/19 11/15/2018: Electrical 0 Irrigation 1 Landscape 3 Lake 1 Carport Lights 15 Maintenance 10 Miscellaneous 6 Paint 2 Plumbing 1 Security 3 Social 0 35 closed 7 Remain open: Landscape Lake Paint Miscellaneous No Active maintenance projects Architectural Control Committee (ACC) submissions Replace new front window, place dumpster for remodel Daily / Weekly Preventative Maintenance: Pool maintenance, Lake maintenance, Pet Pooper Scooper, Fountains, Clubhouse, Community Lights Comcast fiber connected, removal of old equipment is ongoing

9 Se c urityre portforthe M onth ofnove m b e r Theft witnessed and reported at guard shack near the community entrance. HPD was called, the suspects were apprehended, and charges have been filed. 2. A dog escaped from its patio and was running loose on property. The dog was put back in the patio and the tenant arrived to secure the dog. 3. We continue to have incidents of grilling on patios and under the carport covers. 4. We had an issue when a homeowner reported discomfort as neighbor sat outside her front window for extended period of time. It was reported to the security guard and the issue was addressed with the legal guardian of the individual involved. La nd sc a ping Re portforthe M onth ofnove m b e r The permit for the new well to supply water to the lake is scheduled to be issued on December 12, The drilling of the new well is scheduled to begin December 13-17, There was no apparent damage to bushes and shrubs from the recent freezing temperatures.