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NEWSLETTER
Minutes of
the Regular Meeting of the Board of Directors
April 15,
2004
The Huntington
Community Association, Inc. Board of Directors met at the community
Building at 9511 Cook Road, Houston, Texas on April 15, 2004 in
accordance with Article V, Section 5.09 of the By-laws and a duly
posted notice of said meeting with a quorum of Directors present
as follows: Homer Rhodes President Ed Donnelly Vice-President Chris
Delaney Secretary Beverly Rhodes Treasurer Christine Vollmer Director
The meeting was called to order at 7:35 pm by Homer Rhodes, President,
The minutes of the March 18, 2004 minutes were read by Chris Delaney
and approved as read. An Executive session was held by the Board
on Monday March 29 to discuss confidential and legal issues, 2 Directors
tendered their resignations, there was a special Board meeting on
April 4 to elect new officers; Ed Donnelly as Vice-President and
Chris Delaney as Secretary, and two new Board members will be appointed
within the next 30 days to fill out a one-year term and a two-year
term vacated. TREASURERS REPORT: Operating accounts totaled $173,036.84
and reserve accounts totaled $161,462.76. See attached report. FINANCIAL
REPORT: 37 accounts paid in March leaving 302 delinquent accounts
for 2004, which gives us 81% collected. 2003 and prior has 72 delinquent
accounts, which gives us 96% collected. BUILDING REPORT: A burglary
occurred at the building and the office on March 27 between the
hours of midnight and 7 am with the thieves taking the computer,
$300 cash, fax machine, postage scale, several rolls of postage
stamps, and keys for the pools and building. Police were called
to investigate and fingerprints were taken. The locks for the pools
were replaced on March 27 but the building was not secured by until
Tuesday, March 30. See attached report. Bids are being taken to
install a security system before the computer and other items are
replaced. Bids were reviewed about replacing the Roof for the building.
References will be checked, bid details reviewed further, and presented
at the next meeting for final approval. A Credit Card with Home
Depot has been acquired in the name of Huntington Village for use
in providing supplies necessary for Grounds and Building projects
utilizing volunteer labor. These charges will be identified and
properly assigned to the respective projects for auditing and tracking
all expenses. GROUNDS AND RECREATION FACILITIES: Nathan Rolen presented
a proposal to refurbish the basketball court as an Eagle Scout project
donating the labor from the Boy Scout troupe. This includes power
wash the basketball court, re-paint stripes, replace the hoops,
and make other repairs as necessary. A motion was made by Beverly
to approve the estimated $600 costs for materials and this was seconded.
It was approved by unanimous decision. It was also announced that
Melinda Patrick will track this project with digital pictures and
it will be placed on the HVCA website. It was announced that Jario
Perez had power washed the playground equipment at the Huntington
Venture Park and was requesting re-imbursement for 3 gallons of
stain to paint this equipment. A motion was made by Beverly to pay
$64.52 for this stain and it was seconded. The motion passed unanimously.
Ed reviewed bids for having dirt hauled into the Huntington Venture
Park, leveling, and planting grass. In addition, it was discussed
the need to trim trees in the park area for permitting the grass
to properly cover the ground. It was agreed to review these bids
further and present at the next meeting. Melinda Patrick presented
a description of her efforts in getting the 6 Foot high metal fence
removed from the Sun City Court area involving the easement property
owned by Center Point Energy. POOLS REPORT: The bids for Electrical
work to be done at the Pools were presented by Christine. The 3
bids include Alief Electric -$1067, Southern Electric - $850, and
Select Electric - $640. A motion was made by Christine to accept
the Select Electric bid and it was seconded. Motion passed unanimously.
It was announced that a Credit Card for Sam's Wholesale which can
also be used at Wal-Mart has been acquired in the name of Huntington
Village for charging supplies and pool furniture required to be
supplied by the Association for the Pool operations. Charges will
be matched with receipts for audit. SECURITY REPORT: Chris made
a motion to renew the Mac-Dan Security Agreement for another year
costing $3810 monthly for 45-hours weekly coverage. The motion was
seconded and passed unanimously. See attached report from Mac-Dan
Security by Diane Cerna showing 27 special watches and 53 responses.
The month of February had 12 visits from HPD as shown in report.
The cost for adding an additional shift of coverage for Constable
patrol would add $35 to the existing $144 yearly maintenance fee
for each residence or lot. DEED RESTRICTIONS: OLD BUSINESS: A brief
discussion was held concerning items being carried on the Reserve
Funding Calculations. The first item was the Toshiba Copier costing
$1800 in 1997 and reserve fund of $507 has been replaced with Cannon
D760 laser copy/printer in December 2003 for $499. The copier was
broken and an annual service agreement would cost $433 while a new
D760 was on sale for $499 at Sam's. See attached report. The second
reserve fund of $533 discussed was the re-build in January of the
Cook Pool Pump house using labor plus materials. The cost for the
labor was $775 and $848 for materials totaling $1623. In addition
the hauling away and teardown cost $250 but resulted in the rotten
Electrical pole needing to be replaced with a new control panel
and this bill with Alief Electric totaled $2600. See attached report.
NEW BUSINESS: Discussion was held on the need to change Standing
Rule #18 adopted August 17, 1995 limiting any Board member to a
spending limit of $300. It was also discussed that there is no written
rule in the Deed Restrictions, By-laws, or any other document requiring
that the Board must get three bids before making any decision. However,
it is a general practice among any non-profit organizations to utilize
the 3-bid practice for becoming better informed about the technical
details of any project and get the job accomplished for the least
cost. With this thought in mind, a motion was made to authorize
any Board member to incur an expense up to and including $500, majority
Board approval by voice vote for anything between $501 to $1000,
and to acquire three bids for anything greater than $1000 for review
at the monthly Board meeting. This motion was seconded and approved
by unanimous decision. A word of caution was made that the Board
must prevent any member from dividing a single project into multiple
elements costing less than $500. MEMBERS FORUM: A motion was made
to adjourn the meeting by at 9:22 p.m. and seconded. Motion passed
unanimously.
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