Ellie Finch

On January 27th, long time resident,

("Miss Ellie"), passed away peacefully.

Many of us remember Ellie's friendship, and laugh, and her presence at community events. Ellie worked in the Hospitality Industry for many years which afforded her the luxury of being able to see a good part of the world. Before her retirement, she was Office Manager for The Lemmons Company in Dallas for 25 years. Ellie had a very special place in her heart for animals and volunteered at the DFW Humane Society for more than 25 years. Our hearts and prayers go out to her family in this time of great loss.

A memorial service will be held at 10:00am, Saturday, February 3, 2018 in the Brown’s Memorial Funeral Home Chapel with Reverend Cheryl Kester-Schmidt presiding. Donations may be made to the Pulmonary Hypertension Association  or the DFW Humane Society

Annual Meeting

Twenty-three owners attended this evenings annual meeting at the Irving Library, South. It was a recap of the many accomplishments of the last 10 years and the exploration of solutions for a chronic community problem - scarce volunteerism that threatens the continuity of community services. The meeting was a call for the community to shift from its 35-year-old management model to one of a co-op with many owners making small contributions of management time and skills consistent with their capabilities and lifestyle. A comparison was made to an old-fashioned barn raising.

It’s important that more people have a greater understanding of the community systems so that we can vote wisely. Historically, as owners, we have depended on one or two people to understand and run the Associations each year. In the last 10 years, six people did 99% of management work and four of them quit because of the lack of appreciation for the hours they invested. Very few people fully understand how to plan and run this community - it wasn’t even common knowledge that we owned our streets until 2009 (25 years after the community was built). Eighty-nine percent of owners, collectively, contributed to less than 1% to the volunteer effort in the last decade.

Additionally, there were discussions about the following initiatives: a security camera, a security gate, a package management computer or lockers, and porter/trash service.

Security Gate: A polite and respectful controversy - there are simply some honest and legitimately differing opinions on this matter. Some owners have strong feelings about having a conventional entry gate (we have the infrastructure in place already). Some have strong feelings against this. Some would like a rear gate to stop the drive through traffic and that wouldn’t create traffic problems when the gate is broken (all gates have some down time). Some don't want to invest in a gate and its ongoing costs/service. There have been 2 surveys and 1 vote on the matter which have not brought the community to solution, but have better characterized the diversity of opinion. The board agreed to re-vote this item in 2018 in a way that would sort out the diversity of community interests and determine a majority backed direction.

• In community interest surveys, interest in a community entry gate was high; 60% were for it in 2015, 61% in 2013.
• An exit gate (an owner based initiative from 2017) was defeated 40%/60% on the 2017 ballot
• 20% voted for a $11.00 a month dues increase and installation after 1 year, 
• 20% voted for a $2.85 a month dues increase and installation after 3 years.

Sanitary Sewer:  The meeting had a guest speaker from the City of Irving, Elijah Dorminy, addressing to the owners on how to maintain the sanitary sewer system. There is reasonably clear evidence that there is a developing problem in the line on under Wilshire Dr. (between 1910-1916) that needs evaluation. There are no main blockages or backups at this time, but the City has encouraged us, in general, to consider proactive measures such as water-jetting the lines to break up grease or particulate matter that may be narrowing the lines or camera inspections for possible breaches. This work would require a commercial contractor.

The meeting slide presentations are available here:

Reserve Analysis Report Available for Review

A reserve study was completed and approved by the board in 2010 and approved by a vote of owners in January 2011 (96% to 4%).

The Association board has updated the plan based on new information gathered since 2010 and it is available for review and comment prior to finalization and vote.

In accordance with the bylaws and deed restrictions, the Capital Reserve allocations shall be based on a reserve study made of all the major capital systems in the association that may require repair or replacement within 30 years.

The major capital systems includes the 2023 Wilshire building lots and fences, Brentwood and Wilshire roadways, water mains and valves under the street and fire hydrants, entryway gates and gardens, treadle and warning lights at the community exit, concrete screening fence separating the subdivision from the multifamily property to the west, storm drains running under the subdivision, concrete screening fences on either side of the exit alley, sewer mains, cul-de-sac gardens, and the community mailboxes collectively known as The Freeman Irving Heights Addition Block A /Lot 23 and Split A ACS 2.0804, as conveyed in Volume 83030, Page 2277, Dallas County Records. 

Thereafter the Association shall include as part of its Annual Assessment an amount which is reasonably necessary to achieve an adequate reserve fund for the periodic maintenance, repair and replacement of improvements to the Common Properties and any other area which the Association may be obligated to maintain and as scheduled in the Capital Reserve Study. The Capital Reserve shall be maintained in a dedicated bank account, separate from the Associations operating accounts and emergency reserves accounts, and used only to fund capital repairs and replacements approved by a vote of the Owners. ~ ARTICLE VII: COVENANT FOR ASSESSMENTS Section 7: Capital Reserve Fund

Roadway Repairs Completed

The Association poured 4,000 cubic feet of concrete in its first major roadway reconstruction project in the communities 34 year history. 6% of the 64,000 square foot road surface has been replaced. 11 of 16 worst problem areas and a storm water flume were repaired.

All repairs were made with 6 inches or more of concrete and with 12 foot stress joints. The cement used was a "high early" mixture with a 5,000 pound PSI - a much stronger pour.

Beverly Oaks has 190 panels of concrete roadway and 49 of them are in various stages of deterioration (25%). This first repair project will be the first in a series. In the natural aging of the community, concrete repair will be on ongoing process as these 49 panels continue to deteriorate and other start the deterioration process.

Fence Repaired by 2023 Garage

This initiative was to patch the 45 foot fence at the exit to keep it from falling down and allow the shrubs grow and block the view of the home behind the community.

 The plan was to avoid full replacement ($2,500.) by salvaging fence parts from an older fence; to replace the rotted and termite damaged runners and pickets and then paint the fence FoxBlack to match the adjoining section. 

After taking the fence down, the pickets were too fragile to reassemble and had to be replaced.

Blockage and Odor in Storm Sewer is a Car Hood

The Association ran a robot through 600 feet of the storm drain last night to see if the sinkhole in the street at 107 Brentwood Court was related to a collapse or fracturing of the drains.

The good news is that the storm sewer, with two minor exceptions, is in great condition. There is no costly underground line replacement facing the Association right now. There are other possible causes of the sink hole, but they will not be the magnitude of a storm sewer repair which would be $20,000 or more.

The sewer camera did find the source of the smell in the community. There is a car hood that is jammed 26 ft in from the 2023 garage and it is creating a stagnant water condition. We have contacted the Clay Cooley Kia dealership and the City or Irving Environmental control.  We are asking the dealer ship to crawl down into the 42 inch pipe and retrieve the debris before it is forced deeper into the system.

The second problem area is the storm drain is near 108 Wilshire Court. There is household debris in that section of the pipe. We will work to clear it.

Otherwise the sewer looks great. You can view it in the above video short. We have recorded the entire system for future use.

As an interesting aside: 300 feet in (the length of a football field), we found graffiti inside the sewer pipe wall.

Storm Drain Analysis

The Association will be running a robot through the storm drain next week in an effort to locate the cause of the sinkhole in the street at 107 Brentwood Court.

The sewer camera is attached to a crawler vehicle so that it can run over debris and through the effluent in the sewer. The device transmits live video back to a viewing station and onto a flash drive for later review by engineers.

This technology is an inexpensive alternative to digging up the storm drain to find blockages and breaks in sewer and drainage lines.

Resident Survey Results

A mail and traffic survey was completed in November. The results are as follows:

Mail

83% of residents collect their mail between 6-9 AM and 4-8 PM.
Comment: So these are our “open door” hours. Our mailman comes between 1:30 - 2:30 PM. His name is Ron. He is new to our route this year.

36% of residents report receiving mis-delivered mail in their mailbox multiple times a month.
Comment: Surprised? There is a pen on the sorting table to table mark “no longer lives here” or "delivered to wrong box” before putting in the mail collection box.

---

Packages 

27 packages were stolen from the doorsteps of 12 homes last year. 33 mailboxes were also broken into last year.
Comment: This is a growing national problem. The mail room was built and wired to have additional security added in the years to come including package lockers and remote monitoring.

Residents anticipate receiving more than 1,000 postal packages and 1,300 carrier packages in 2018, or 10 parcels a day community wide.
Comment: More than most thought! 5. 8 resident have used a remote locker like an Amazon locker at a gas station, and 27 residents report are receiving some packages at work.

32 residents are considering having their packages delivered to the mail center at some point in 2018 instead of their doorstep.
Comment: Stores purchase those lockers from Amazon in order to bring traffic to their stores. Some malls are doing it too.

---

Security Gate

51% of the residents would like to see an active security gate on the property
Comment: Interest is a security gate has been consistently above the 50% mark in three surveys over the last 4 years. And many of the people who want it, really want it and can’t understand why we aren’t doing it. But wait a minute! Many people don’t think it worth the cost and many of them have strong feelings about it. A security gate was 8 votes short of being approved in the 2017 election (42% voted for it). This is a tough one. Continuation of Traffic Management & Blocking of the Exit

83% of respondents wanted to continue with the current traffic management including blocking the alley periodically. 50% of them felt that we needed to do even more. 17% felt we should do nothing - let the traffic flow.

Mailbox Switchover Plan

On November 4, the USPS will switch service from the old mailbox clusters to the new mail and package delivery center.  The center will be open from 4PM - 8PM and accessible after hours via touch pad.

Our thanks to the 48 owners who commented on the design and layout of the package delivery center.

62% of owners pick up mail between 4-8 PM on weekdays
47% of owners pick up mail between 5-9 AM on weekdays
42 packages a year (17 USPS, 25 other) is the average
27 packages were stolen from doorsteps in the last year
27 owners have received some packages at work
9 owners have used an Amazon locker at a remote location
92% are considering receiving packages at the central mailroom

For information of the conversion, please click this link:

For information video on these "Amazon style" package lockers, please click this link:

Fall Tree Trimming Complete

The Post Oaks overhanging Wilshire Drive was trimmed to reduce the weight of the overhanging branch.

While on site, Maya Tree Service removed a dead limb at 121 Brentwood.

They also cut down a tree trunk at 2003 Wilshire (at the owners expense).

Garage Sale

Three homes participated in the garage sale this Fall making this the 6th, less than community-wide, garage sale. 😋

Over the years the participation in the community garage sale has steadily dwindled down to only a couple of home as owners have found this less and less productive use of their time.  Fewer than 18% of owners support having garage sales in the community (March 2013 survey). The reason is the associated traffic problems and crime/ safety concerns. As a compromise, the Association dedicates one weekend a year to garage sales.

The board will discontinue its metroplex wide Internet promotion of a community garage sale and its traffic management after this year (2017). Neither apply anymore. This is no longer the 20 home events we have in 2009 - 2011.

Fall Planting Completed

Fall planting this year adding seasonal color flowers to the front entry, replacing the shrubs that were damaged during the 2023 garage foundation repair, replacing the ailing box roses in the Brentwood Court cul-de-sac with Kaleidoscope Abelia, and planting an oak tree, and replacing dead / missing bushes for homeowners who purchased them.

Thank you to all those who have positively contributed to the community and to the community aesthetics by replacing dead or missing shrubs. Your neighbors appreciate it!

Fall Fertilization

Fertlization and weed control was completed on October 31st.  This is the 37th consecutive fertilization and weed treatment.

The mixture was adjusted this cycle to better control spring grassy weeds which was a problem in spring 2017.

2017 Paint Program Completed

The Association successfully completed the first year of the new 8 year paint cycle which included 1901, 1903, 1905, 1907, 1909, 1911, 1913, 1915, 1917, 1919 Wilshire Drive.

After experimenting with different paint grades over the last 8 year cycle, the Sherman Williams A-100 series has held up much better  than the other grades. For this eight year cycle, homes will be painted with the A-100 paint series.

As a reminder the Association performs annual painting and exterior siding repairs according to the maintenance obligations established in the bylaws and deed restrictions (Covenants & Restrictions Article X). All homes are on an 8 year cycle which was determined by homeowner vote in 2010, and amended to the Covenants & Restrictions in 2012.

The 2018 paint cycle is already drawing near. It will cover the odd numbered homes on the 1600 block of Brentwood: 1601, 1603, 1605, 1607, 1609, 1611, 1613, 1615, 1617, 1619, 1621, 1623 Brentwood Drive, and the 2023 Wilshire community center. The Association perform annual painting and exterior siding repairs according to the maintenance obligations established in the bylaws and deed restriction (see Article X: Exterior Maintenance).

If you are curious to see when your home is scheduled for painting and carpentry repairs, see "more information" :  

Eight Foundation Piers Installed at 2023

In April 2017 the community voted to repair the 2023 foundation and brick facade. The community garage had significant and visible foundation issues on the West and North side. Inside the large garage the floor sloped downward in the Northwest corner where the foundation slab had dropped 4.1 inches (see diagram).

The foundation repair was invasive, especially on the West side of the garage. The shrubs did not survive, and the interior drywall was damaged.

Repairs to the foundation, landscape and interior drywall were completed.

Engineering Study Conducted on 2023 Wilshire

The Association solicited estimates for the 2023 garage repair. Different foundation companies suggested 3, 5, 8, or 10 piers. Given that piers can cost as much as $500, the Association opted for a third party study to find the most effective and economical solution for the building.

The study was conducted by Crosstown Engineering. To properly stabilize the foundation it was recommended to install 8 piers on the west and north side.

The study was $400.

Mail Center Approved by US Postal Services

The Post Office approved the project on July 5, 2017.

Our thanks to everyone who commented on the layout of the central mail station during the June review period. All suggestions were added to the plan.

The station will be housed in the center garage of the 2023 Wilshire building. There are five parking places; four 16-foot spaces (at the large garage driveway and the visitor parking across the street), one compact car spot, and street parking for five more vehicles. The driveway will serve as a wheelchair ramp. The door will be closed at night for security (owners can gain access after hours using a touch-pad). This project was approved by a vote of owners; 74% voted for new, more secure mailboxes of which 58% voted for relocating the mailboxes to a more secure location in the 2023 garages.

Lamppost Repairs Completed Today

The Association had an electrician working on lamp posts repairs today. Electric eyes were repaired and the lamps at 111, 123, 1602, 1614, and 1609 Brentwood and 2011, 2017 and 2023 Wilshire. The lamp posts are 94% fully operational. A summary of the 7% nonoperational lamps is as follows:

Work was done at 115, 1603, and 1617 Brentwood, but these lights are still not operating as the issues are inside the house. Additionally, there are internal wiring issues at 118 Wilshire Court. The Association is working with the owners to resolve.

Lampposts are physically down at 1500 Brentwood (the Association has sent a second letter asking for replacement of missing lamp post) and 1520 Brentwood Drive which fell in a recent storm. The owner at 1520 is actively working to repair the light.

Two of the light fixtures at the entry were rewired and the ground boxes replaced.

The new LED lights (0.25 failures a month) have been far more reliable than the fluorescent bulbs (4 failures a month) previously installed.

High Tree Trimming

This week and next the Association is pruning tall trees. We have had significant growth this spring with the heavy rains. We also have weather damage to several trees that struggled through two false blooming periods (warm periods followed by cold periods).

Trees are being trimmed at the following address to get them off of the roofing. Most of these trims are 20+ feet up and minor: 1901 Wilshire, 1501, 1616 Brentwood and 2015, 2023 Wilshire

Several trees are being trimmed to get light to the tuff: 1504 Brentwood, and 1915 Wilshire.

Several trees suffered weather damage this spring and are being pruned to remove dead material: 1611, 1623 Brentwood and 2003 Wilshire.

One ally tree is being pruned to provide better clearance for cars.

Four homeowners paid the Association (reimbursed cost) for backyard tree services: 1908, 1910, 1912, and 1922 Wilshire for a total of $875.

Two trees, a 100 year-old Live Oak at 101 Wilshire and a youpon at 115 Brentwood are in shock or dead. The homeowners are evaluating the situation. Tree removal is not covered by the Association.

100% irrigation sprinkler head inspection

We completed a 100% irrigation sprinkler head inspection and repair on May 17. The City mandated system safety inspection is scheduled for later this month.

The system was currently 89% operational on May 17. 11 homes on Wilshire Court were without irrigation as the irrigation contractor could not repair a blown circuit board because of electrical issues.

The Association worked through that problem and the system was 100% operational on June 12th.

60% of all owners making payments online

More owner are using the website payments portal and they are using it more often.

The amount of payments collected tripled in 2016 over 2015.

The number of owners using the system more than doubled with 60% of all owners making some or all of their payments online.

Since going to online payment in 2010, the Association has not had a single credit card/debit card problem (mischarges, etc.)

The Association has processed over $100,000K online since 2009.

Janeera Nickol Gonzalez

On May 3rd, long time resident, Janeera Nickol Gonzalez, lost her life in a shooting by a mentally ill man at North Lake College. Many of us remember her presence in the community and often saw her avidly jogging around the subdivision.

Janeera lived with her parents and her brother and sister on the north end of Brentwood Drive for many years. The family moved out of the subdivision in 2016 to a home in Irving.

She was 20 and was anticipating her graduation from North Lake College in 10 days on May 15.

Our hearts and prayers go out to the Gonzalez family in this time of great loss.

Fertlization and Weed Control

On April 4th we completed the 36th consecutive fertilization and weed treatment. Chemlawn is this years fertilization contractor.

We adjusted the treatment mix in 2015 and we are seeing significant improvement in weed kill, and the end of the grub worm infestations. The lawn is the best it’s ever looked.

There is still room for improvement and we are still working on optimizing water, tree trimming (sunlight), and fertilization.

Association Collects $17,000 in past due assessments

The Beverly Oaks Homeowners' Association hired Dealey Zimmermann & Blend, PC. in 2015 to compassionately collect unpaid assessments from owners with past due accounts. By working with owners on affordable payment plans, Julie Blend has collected over $17,000 in back assessments. Homeowner's have said she has been both fair and compassionate.

The community currently has two delinquent homeowners more than a year overdue and not communicating with the Association. The Association has filed property liens on both properties and is seeking further legal action.

While no one wants to collect money from their neighbor, it's important that we all work together and not have some owners paying more to cover shortfalls from uncollected dues. It's also important the dues be collected within the statute of limitations.

Blend graduated from Baylor University School of Law, cum laude, where she was Assistant Managing Editor of the Baylor Law Review and a member of the Order of Barristers. Ms. Blend has practiced commercial litigation at large law firms, primarily at Strasburger & Price, LLP. At Strasburger, she was a partner in the Business Litigation Section for eight years, practicing commercial real estate litigation. Her practice includes community association law and commercial litigation with a concentration in the real estate industry. Over the course of her career, Julie has tried lawsuits to jury verdict in state and federal court, briefed and argued in appellate courts, and handled commercial litigation in multiple states.

2017 election results are in

Seventy-two percent of the owners turned out in this year's election and budget vote. This is the ninth consecutive vote above 64% participation and the third time reaching 72%. By comparison, voter turnout was 54% for the 2016 presidential election and is 10% -20% for most HOA's using "in person" voting.

Is the Community on the Right Path  Overall, the community scored a "2" on a scale of 1-5. Only five owners voted in the "not so much" or "no" categories.

Assessments: $272 a quarter, comprised of $266 to cover mandatory expenses and reserves and a one year bump of $6.00 to cover the costs for the installation of a new mail station. 29% of voters abstained, rather than approve, the mandatory expenses. 
Directors: Robert Bauer (re-elected), Joel Kern (first term), Jesse Mitchell (first term), Randy Ranew (re-elected), David Schneider (serving second year of two year term). The directors will meet and elect who will serve as officers.

Mail station:  43% voted for new mailboxes at the garage (the majority preferring the automated door option), 31% for new mailboxes at the current location, and 26% voted to do nothing or just replace the one ugly box put in place by the Post Office which is old and doesn't match the rest.   
Exit gate: The initiative from the annual meeting to install an automated exit gate lost with 58% voting against and 42% in favor.

Amendment 1: No Street Parking  was approved with a 78% majority.
Amendment 2: Violation Fines was approved with a 67% majority.

Infrastructure: Repair Garage Foundation - approved with a 85% majority.
Infrastructure: Repair Parameter Fence - - approved with a 93% majority.

21st-century crime watch: 85% of voters were interested.  20 volunteered to help. A discussion blog has been opened here: 
BBQ and/or Christmas Party:  82% of voters were interested.  8 volunteered to help. A discussion blog has been opened here:
Bookkeeper Performance: 47% had no opinion. Of those with an opinion, 89% were favorable of Guardian Management.

Ballots: 68 
Parking Penalty: 53 approve, 15 no 
Violations fines: 45 approve, 22 no 
Mailboxes:
    29 security upgrade at garage (23 all new+garage+opener, 6 all new+garage)
    21 security upgrade at cul-de-sac (all new+local) 
    16 no security upgrade (12 buy 1 old style box, 4 do nothing )
Garage Foundation Repair: 57 approve, 10 no 
Parameter Fence Repair 63 approve, 5 no 
Budget: 38 ratify, 20 abstain 
Exit gate: 13 for 2017, 1 for 2018, 12 for 2019, 36 no 
Directors:  Only winners announced per Community Associations Institute standards
Crime watch: 20 will help, 33 agree, 9 no 
BBQ & Christmas Party: 8 will help, 43 agree, 11 no 
Bookkeeper: 32 good, 32 no opinion, 4 not great 
Community on right path: 26 yes, 23 for the most part, 13 not sure, 4 not so much, 1 no