ETHANS GLEN
BOARD OF DIRECTORS MEETING
JUNE 13, 2017
CALL TO ORDER
President Bill Morris called the meeting to order at 7:02 pm in the Clubhouse at Ethan's Glen, 199 Litchfield Lane, Houston, Texas.
IN ATTENDANCE
Board members: President Bill Morris
Vice President Henry Drewinko Bill Bedman, Trustee
Secretary Beth Weikerth Collins Oakley, KRJ
Chris Skidmore
Chip Smith
Homeowners: Paul Campbell, unit 187 David Shaw, unit 39
Pat, unit 175 Pease, unit 13 Jose Cardona, unit 188
Elizabeth Luckinbill, unit 282 Conni O'Brien, unit 175
Karen Kast, unit 162 John Hudson, unit 185
Almir Baltic, unit 131 Will Vaca, unit 79
James Nguyen, unit 170 Lesley Abrunhosa, unit 212
APPROVAL OF MINUTES
The minute of the May 9, 2017 meeting were approved as emailed.
HOME OWNER'S FORUM
Mr. Shaw appeared in response to a letter he received regarding unlicensed vehicles. He asked the board for extra time to get titles for the vehicles, then register them. The board agreed to give him another month before having the vehicles removed.
Mr. Campbell thanked the board for its work then noted his and his neighbor's porch flooded during the last hard rain, which they attribute to subsidence. Mr. Skidmore agreed to inspect the area as soon as possible and decide what can be done. Mr Campbell then observed that our pond has many ducks and it seems necessary to “neutralize” the many eggs we have. He also reiterated his commitment to a disaster recovery committee. There is a meeting tentatively scheduled for next week regarding same.
Ms. Pease thanked Mr. Skidmore for the Landscaping Committee's recent work around the community.
She asked who would be watering the new plants. Mr. Skidmore noted Melissa, with Monarch, designed and implemented the new plantings and that Monarch would be watering and fertilizing the plants. He agreed to check on logs left against the building after the planting was completed.
Mr. Cardona inquired about progress on our roof repair and replacement program and wondered if our new contractor had any fresh insight on the membrane problems. He also asked if any decision has been made regarding the type of roof we will use in future. Mr. Bedman responded that the roofs will be a mix of coating and total replacement, depending on recommendations. We will implement a gradual repair/replace program soon.
Ms. Luckinbill thanked the board and Mr. Skidmore for the approved planting near her unit. She noted a problem with our glass recycling and Ms. Curi agreed to check with our contractor, Global.
Ms. O'Brien reported a leak in a pipe in her garage and Mr. Oakley will have it repaired soon.
Ms. Kast was present to observe.
Mr. Baltic noted he was recording his conversation with the board. He reported lights out between buildings 22 and 23, making the area very dark. Mr. Oakley will call our lighting contractor and have the bulbs replaced. Mr. Baltic then expressed concern regarding the tennis courts being used by non-residents for lessons. Mr. Smith responded we are trying to get the sign up sheet procedure going again and will have the security team check residency of players more frequently.
Mr. Vaca was present to observe and learn of the board's decision regarding requests for more children's parties and planned activities.
Mr. Nguyen inquired about the board's decision regarding his email request for approval of a long list of planned activities, including approval of many fund raising projects. Mr. Smith and Mr. Skidmore agreed to meet with Mr. Nguyen, Mr. Vaca, Mr. Baltic and any other interested residents regarding the requests and how our Rules and Regulations and our Covenants apply to their requests.
Ms. Abrunhosa had questions regarding our easement along the Memorial Green side of Litchfield and the use of signs by both Memorial Green builders and by our residents for fund raising advertising. Mr. Bedman explained the easement, 30 feet each way from the center of Litchfield, is owned by Ethan's Glen. Access to the street, across our easement, is granted to owners opposite us, thus the easement is included in all our rules, regs, and covenants. She then noted the letter regarding garage clean-up and the fact that a current board member is not following the rules. Mr. Skidmore addressed the charge, noting that he does have a licensed vehicle in his assigned parking place, in addition to the many bicycles. He pledged to get rid of the many unused bikes, to more appropriately use his assigned space.
The owner of unit 25 appeared at the request of Mr. Oakley regarding complaints she has against Texas General Contractors and the repairs done by them after a sewer back up. After much discussion it was agreed that Mr. Smith will inspect her property and the board will discuss an appropriate response after that.
TREASURER'S REPORT
New signature cards are needed due to the changes at KRJ. It was agreed to take the $30,000 extra the board voted to spend on landscaping out of reserves. As of May 13, 201, we have $137,834.50 in checking and $695,678.95 in money market , with $395,351.07 in roof reserves.
COMMITTEE REPORTS
a.) Landscaping and Architectural Control: 1.) Mr. Skidmore plans to contact David with Memorial Green regarding the continued run off from their property to ours during rainfall. Japanese yew has been planted along the M G fence in front of building 36. 2.) Planting for the area near unit 282 has been completed.
b.) Roofing: Mr. Bedman reported the process is moving along.
c.) Lighting: 1.) Mr. Drewinko advised the board that lighting around he pond has been repaired, with 2 more areas to go. 2.) The request for more lighting from the owner of unit 208 will be addressed soon. 3.) All new bulb replacements are now LED, at a much greater cost. 4.) Mr. Oakley will have Huff repair the lights between buildings 22 and 23.
d.) Maintenance: 1.) The issue of water ponding in buildings 6, 15, an 16 was tabled. 2.) The issue of flooding at units 185,187,394, and 396 will be examined to see if it can be handled by adjusting the landscape grading.
e.) Safety: 1.) Trespassing on the tennis courts will be addressed by having security check the courts as soon as they arrive for their shift. The planned sign up sheet should eliminate some problems. 2,) A maintenance agreement was suggested to have the car serviced every 3 months. Getting it washed was discussed. 3.) There have been no reportable incidents this month.
f.) Entertainment and Recreational Facilities: Issues will be discussed during executive session.
g.) Communications: No report..
h.) Capital Improvements and Concrete: no report.
i.) Supply Chain and Oversight: no report.
j.) Memorial Green: 1.) The grass between the crash gate and the stop sign needs to be replaced by Memorial Green. 2.) The signs being placed on our easement have been moved into the fence niche.
OLD BUSINESS
The owner of unit 39 will be given more time to get his newly acquired cars inspected and registered.
NEW BUSINESS
Lights located near the patio of unit 308 are on common property and the owner will be asked to remove them.