Ice Cream Social
Solicitation of Candidates - 2019
Solicitation of Candidates
26 July 2019
To All Members of the Oakwood Glen Homeowners Association:
As required by Section 209.00593 of the Texas Property Code, amended by the 84th Legislative Session, this notice shall serve as a solicitation of candidates to run for election to the Board of Directors for Oakwood Glen Homeowners Association. The Annual Meeting of the members will be held on October 19, 2019.
The Oakwood Glen Homeowners Association is soliciting candidates to run for election for three positions where Directors’ terms are expiring in 2019. Directors who are elected by the property owners in this election will serve three-year terms of office. Service is voluntary and uncompensated. Successful candidates for the Director’s positions will be expected to attend a six hour Director’s Training Class conducted by Community Associations Institute (CAI).
Actual notice of the Annual Meeting of Members, along with voting proxies, will be sent to all property owners by a separate mailing to follow.
If you would like to serve on the Board, the Association invites you to fill in the attached Certification of Candidate for Director Position 2019 and return it no later than August 30, 2019 by mail, email, or fax to:
Sterling Association Services, Inc.
6842 North Sam Houston Parkway West
Houston, TX 77064
(832) 678-4500 Office
(832) 678-4510 FAX
Community Manager - Gina M. Keller, CMCA - Gina@sterlingasi.com
Every effort will be made to include forms received after August 30, 2019 and before the September mailing but said inclusion cannot be guaranteed. Candidates submitting forms late will be announced at the Annual Members Meeting. Candidates’ nominations will also be taken from the floor at the Members Meeting.
Thank you for your consideration,
Board of Directors
Oakwood Glen Homeowners Association
Annual Meeting Absentee Ballot/Proxy
Click the link below to download the Absentee Ballot/Proxy for the Annual Meeting of the Members that is scheduled for Saturday, October 20th, 2018 at 2PM at the clubhouse located at 17902 Hawk Haven.
If you have not submitted your proxy, you may do so via email as noted in the attached.
You are also welcome to join us for the election of three (3) directors. The doors will be open before 2PM.
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
Frequently Asked Questions - Updated for 2018
All members of your Board of Directors have had the opportunity to provide input to this document. We
have attempted to answer questions like where does the Board spend your money, what are we doing
on collections, what Members should do if their account is delinquent to get on a payment plan, deed
restriction policies and issues, architectural control requirements, what Members rights are as well as
procedures for Members to follow if they do not agree with an action taken against their property.
The document also provides a partial list of what your Board of Directors have accomplished over the
past four years and where the Board is setting its priorities. The Board’s priorities are; 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.
...download the FAQ for the full document.
Fourth of July
Oakwood Glen 4th of July Parade and Party 9:30-1:30 Wednesday, July 4th
Meet at the pool park at 9:30 for the big parade led by the Klein Volunteer Fire truck!!! The parade will commence at 9:45 so
Kids: decorate your bikes, wagons, strollers, etc and
Adults: decorate and bring your motorcycles or cars
A prize will be given to the child with the most patriotic and original bike/stroller/wagon.
The party at the back park will commence when the parade arrive. There will be a water slide for the kids and plenty to eat and drink.
Come out and meet your neighbors and also visit our Little Red Library at the Back Park. The party will be over around 1:30 so you can enjoy the rest of the day.
*********VOLUNTEERS NEEDED*********
In order to have all of this fun, we need some help. We need:
Slide watchers
Snow Cone makers
Kitchen help (air conditioned)
Please let us know if you're able to help. Please don't assume that we don't need you, we do!
**There have been some thunderstorms forecast for Wednesday so we are watching the weather. If necessary we will postpone the parade/party until Saturday.
Proposed Force Mow Policy and Other Items
Hello Oakwood Glen Neighbors:
We would like to bring the below issues to your attention and are looking for volunteers on two committees.
1. FORCED MOW POLICY:
One of the challenges of managing a community our size, especially when we only meet one time a month, is finding ways to determine that our instructions are being carried out as intended and, if not, why. Our “Forced Mow Policy” is one of those instances. Last summer we noticed that the lawns on certain accounts were consistently in need of attention. In comparing our policy and procedures with what was happening in the community, it appeared that some homeowners or tenants would frequently only maintain their yards after receiving the “Forced Mow Notice”. After multiple conversations in open Board Meetings and after consultation with the Association attorney, we requested that legal develop the attached “Forced Mow Policy”. This policy is intended to clarify how existing deed restrictions will
be enforced and does not impose additional deed restrictions on our homeowners. The policy will be adopted by the Board in an open meeting.
2. CLUBHOUSE REPAIR COMMITTEE:
We have an engineering report on the clubhouse identifying certain structural issues. The report is available for all Members to review on Sterling’s web site at sterlingasi.com. We are looking for Members who have either engineering or construction backgrounds that would be interested in serving on a committee to help us develop a range of alternatives (including costs) to address these issues. If you are interested in helping us, please contact either Gina Keller at Gina@sterlingasi.com or Mike Harris at mike.harris@oakwoodglen.net.
3. DELINQUENT ASSESSMENTS:
All outstanding assessments that are not on a payment plan are now past due. Don’t let the fees and penalties build up on your account. Payment plans are available should you need one. If all you owe is the current year, go to oakwoodglen.net and download the payment agreement from the web site. There will be interest and a set up charge, but you will avoid the penalties and fees. Fill out the form and send it to Sterling with the down payment. No Board approval is required. Should you owe more than one year of assessments, please contact Gina Keller at gina@sterlingasi.com immediately to request a payment plan. Key FOB access to the front park, tennis courts and pool will be turned off shortly for delinquent accounts not on a payment plan.
4. POOL PARTY OPENING DAY:
We will be holding a pool party on opening day Saturday May 26, 2018. Watch for details.
5. FRONT PARK KEY FOBS:
If you do not have or have lost your Key FOB to the front park Greg Gillis will be scheduling pick up times in May to get a replacement. Watch oakwoodglen.net and social media for schedules. Key FOBs now open the main gate to the front park, the pool gate and the tennis court gate.
6. DISASTER AND EMERGENCY PLANNING COMMITTEE:
Storm season is approaching again. We are looking for volunteers to serve on a Disaster and Emergency Planning Committee. The committee will help develop a list of contact information that would be needed post disaster, look at procedures that might be needed post emergency including how to communicate should power and phone service be disrupted and develop a list of potential volunteers and equipment. If you would like to volunteer contact security.committee@oakwoodglen.net .
Best regards,
Oakwood Glen Board of Directors
