NOTICE OF ANNUAL MEETING OF MEMBERS - 2018
Letter from the President
Members Meeting Notice and Call for Candidates: It is our pleasure to give you notice of and invite you to attend the annual meeting of the members of Oakwood Glen Association (the “Association”), which will be held on October 20, 2018, at Back Park Clubhouse, located at 17902 Hawk Haven, Spring, Texas 77379 (the “Membership Meeting”). The Membership Meeting is scheduled to begin at 2:00 p.m. In the event an initial quorum is not represented at 2:00 p.m., the meeting will be adjourned and reconvened at 2:15pm.; In the event that the required quorum is not represented at the first reconvened meeting, the meeting will be adjourned and reconvened at 2:20p.m.; In the event that the required quorum is not represented at the second reconvened meeting, the meeting will be adjourned and reconvened at 2:25p.m.
The following matters will be considered and voted on at the Membership Meeting:
(1) Approval of Minutes - Minutes from the October 21, 2017, annual membership meeting will be presented for approval at the Membership Meeting.
(2) Election - An election to fill three (3) positions on the Board of Directors will be conducted at the Membership Meeting.
As President, I am also calling for a Special Meeting of the Board of Directors to convene immediately after the Members Meeting is adjourned for the sole purpose of appointing officers for the 2019 physical year. Three Directors positions are up for election each year. Anyone wanting to run for a Director’s position should fill out the attached Solicitation for Candidates Form and return it according to the instructions on the form.
Priorities: Your Board’s priorities continue to be: to improve the Association’s financial position, protect property values, maintain and improve community assets, provide reasonable assurances of safety and security, ensure impartial enforcement of covenants, encourage the use of our parks and pool by our residents and to enhance the sense of Community.
Home Values: Homes in Oakwood Glen continue to sell at record prices and in record time. The condition of the home at the time it is placed on the market is not the only factor that influences the price of the home. The limited number of homes available in this part of the county as well as the amenities available in the subdivision, the condition of the amenities, the financial position of the Homeowners Association as well as the overall condition of the properties in the subdivision all can influence the price each home commands when offered on the market. Realtors have started featuring our parks in their listings. To our residents who understand the purpose and intent of our deed restriction guidelines we thank you for your cooperation.
Financial position: The Associations financial position is strong and getting stronger each year. The Board continues to make every effort to guarantee that the Association receives the best value for every dollar spent. A thirty year Reserve Study has been conducted on Association Capital Assets which includes a funding plan to make certain funds available when needed. Preventative maintenance is being performed on those Capital Assets both to improve the aesthetic value of the asset and to attempt to extend the time between major maintenance events. The Board’s diligent efforts to collect delinquent accounts has resulted in the Board being able to make contributions into the Reserve Fund that are gradually making up for years of short contributions into the Reserve Account.
Delinquent Accounts: Assessments are due in January and become past due on February 1st. It is the Homeowner’s responsibility to pay all assessments in full unless he has entered into a written payment plan. The Board will work with anyone needing a payment plan to find a plan that is fair to both parties. If you are on a fixed income or having cash flow issues please consider requesting a payment plan in January before your account goes delinquent. Why wait until summer when your account has been charged $75 to $100 in late fees and certified notice fees. If the down payment is an issue contact the Board or Sterling Management Company, and we will try to work something out with you. For the last four years the Board’s collection efforts have been focused on accounts owing multiple years assessments. The last thing that any member of the Board wants to do is turn accounts over to the attorney for collections. Unfortunately, the Board has a fiduciary responsibility in the governing Association By-Laws to use all legal means necessary to collect delinquent funds. When accounts are turned over for collection, the Association is responsible for paying legal fees as they are incurred. For this reason, the Board has been systematically working through the delinquent accounts from the highest value down. As we have recovered our legal fees we send the next group. We have worked through the delinquent accounts list to a point where any homeowner owing $500 or more should have received a 14 day demand letter. Accounts not responding to the 14 day letter have been sent to collections. If you have received a collection letter from the attorney, please do not ignore it. Legal fees can accumulate dramatically and the Homeowner will be responsible for all legal fees.
Club House: Our club house is fifty years old, was never intended to be an enclosed structure and has some serious structural issues. We have posted an engineering report on the clubhouse on the Sterling website. I invite all Members to read the report, but in particular, I invite any Member with a construction or engineering background to read the report and get in contact with me. We would like your opinions on the best course of action. We would like to develop options along with costs for each option so we can have a discussion on the best course of action.
Communications: We would like to be able to communicate with our Members by email when we have information you might be interested in. Please consider entering your email address on your Sterling Account and checking the box that allows us to contact you.
2018 FAQ: We have updated the 2017 Frequently Asked Questions document and have posted the new “2018 Frequently Asked Questions” document on oakwoodglen.net. Check this document if you would like to know where the Board spends your money, what is being done to collect delinquent accounts, what you need to do if your account is delinquent to get on a payment plan, deed restrictions issues, architectural control requirements, what Members rights are as well as procedures for Members to follow if they do not agree with a DR action against their property.
Anyone wanting to submit a Candidate Certification Form or wanting to request a payment plan should contact Gina Keller at 832-678-4507 or email her at Gina@sterlingasi.com .
We look forward to seeing our neighbors at the Members Meeting in October.
Best regards,
Mike Harris, President
