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March 14, 2017

Annual Meeting

Twenty-two owners attended this years annual meeting. It was a very spirited meeting with a lot of good exchanges.

The annual meeting is held to discuss  and  debate  any  planned  expenditures,  ballot  referendums,  initiatives,  proposed  changes  to  governing  documents; to hear motions to add additional ballot items; and make a call for directors. A polling period  follows (March 23 - April 3).

A summary of the Association accomplishments of 2016 include:
  • Financial condition improving and 100% of owners paying dues 
  • The last 11 homes were painted/repaired - color changeover complete and on schedule 
  • Landscaping/turf in the best shape in years - 100% irrigation , 4 fertilization/weed kill
  • 100% compliance with architectural standards in 2016 for new roofs and garage doors, 
  • 17 new trees and 31 trees pruned from the ground to the crown 
  • Strong competent vendors in place for all aspects of operation 
  • Successful group purchase of windows - 45 new windows installed 
  • Conversion to LED street lights
  • Significant reductions in drive-through traffic  
  • Iron work rand the loose tiles repaired at the front entry 
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A summary of the disappointments include:
  • Capital reserves year to year growth is still insufficient for future repairs 
  • Resignation of President 2016 after frustration with smear campaign 
  • 2015 paint billing issues after 6 prior problem free years (resolved)
  • Loss of 12 mature shrubs at exit – irrigation failure 
  • Petty theft (3) – mailboxes, automobiles  
  • 15%  architectural non-compliance issues on new fence installations (resolution in process)
  • Some miscommunications from Guardian management.
  • Even though board communication in to homeowner emails is at 98% in 24 hours, it is not at 100%. 
Initiative: Road repairs/183 expansion This project is currently ongoing. Streets have been marked, bids placed and accepted, utilities marketed, and 50% of materials ordered (traffic spikes, signs, etc.). It is the largest infrastructure undertaking by the community since inception.

Paint Program In 2009, with the beginning of the exterior color change, we switched to higher grade paint. In 2010, we tested two homes with a lower grade paint (similar to what was used what the community used from 1983 – 2008). In 2011 we added an oil based primer. In 2012, we experimented by using a top grade paint on two homes. Results, the downgrade paint looked weathered after 3 years. Even the original painting in 1983 with this quality of paint looked bad by 1986. The higher grade with primer didn’t show any weathering at 8 years, but faded. The top grade paint with primer looks fresh and clean at the 5 year mark as it did the year we painted it with no noticeable fading. We will add this upgrade to the ballot as well as fence painting,


Initiative: Capital Repair Plan The board in 2009 had the foresight to restart saving for future capital repairs that will be needed (road repairs, walls, garage repairs, etc.) with a "Reserve Analysis" (2010). It was a bruise for everyone raising the dues.

Since 2009, the garage has been painted (inside and out), roof replaced, a water main tapped, exit walls painted and sealed, the traffic spikes refurbished, and we are about to replaced 6,000 cubic feet of roadway.

The 2010 plan predicted all these needs and many others (i.e., replacement of mail boxes) - but it was more conservative than the reality we have faced. For example, the road and storm drain repairs are facing us sooner than expected. We are also facing mailbox replacement expenses sooner than expected. We have survived these expenses because a $25,000 land sales windfall (the board renegotiated a $2,400 offer for land for the 183 expansion to $27,000), a new insurance policy covered the cost of the garage roof which had not been insured for 10 years, and some funds leftover at the end of each year.

The issue now is that there are many other expenses in the capital plan the are coming due in the next 3-5-10 years and if history is a guide, these expenses will likely be needed earlier than projected and the current assessment rate is not covering the need.

 Initiative: Mail Mailbox Replacement: During the last six months, the community has had three incidents of significant mailbox vandalism. Mailbox vandalism is on the rise in the country.

The US Post Office will only repair our mailboxes with reclaimed scrap mailboxes , and as many recently affected have noticed, it takes weeks and lots of calls to resolve. They are not willing to replace or upgrade the boxes. Furthermore, they will not allow the Association to repair the current boxes or buy exact replacements. We may only replace the boxes with newer high-security boxes. There is a proposal for a mailbox station to be installed in the community garage. The boxes would be more secure, out of the weather, and be ADA accessible. We could add package storage for UPS and Amazon. The garage door can be down to protect the boxes during certain hours of the day. Cameras can also be mountain area.

An alternate proposal is to replace the current mailbox clusters with newer, high-security clusters or to just live with the current situation and see what happens. This matter will be on the ballot.

Initiative: Traffic management The effectiveness of monitoring traffic with iPhones and putting pressure on local car dealers to stop using our roads for test drives was reviewed.

The Association has made a lot of progress by leveraging the criminal trespass laws with local residents and businesses.
  1. Homeowners have provided license plate numbers of cars passing through the community to the board and the board has sent criminal trespass letters to the vehicle owners. None of these cars have returned.
  2. The dealerships are harder because they have temporary tags. An agreement was reached with Clay Cooley Kia who admitted that 50-60 drives throughs a day were coming from their dealership. The first drive through we caught after the agreement was resulted in an employee being fired.
  3. Signage and occasional blocking of the back gate of also helped. Overall drive through traffic is significantly reduced in 2017, but not eliminated. Maintaining the privacy of the streets using the current means will require continued diligence and effort from the owners and board.
  4. We have requested that Google Maps take that road off the map and directions. This has brought some unwanted trucks into the community.
The topic of a security gate was again raised. The generally favored implementation is to have decorative gates at the entry (non-functional – but communicating the image of private streets) and have a functional gate at the exit. The reasoning for this configuration is that all gates have a failure rate, and failure of the entry gates creates catastrophic situation which has to be urgently remedied before homeowners can get into their homes - whereas a failure of a rear gate creates a non-urgent inconvenience of needing to exit from the front of the community rather than the back.

There was long discussion on hardware requirements, the advancement technologies since the 1988 gate, constructing a gate that will not be easily driven through or torn down, and transmitters. This matter will be on the ballot

Community Issue: Crime Interest in formalizing a neighborhood watch was raised. Warrants were served on one home at Wilshire Drive. Theft at that same home was reported a day later. The burglar was known to the owners. On Labor Day weekend a mailbox cluster at Brentwood Court was broken into. In October the same cluster was pried and tagged with graffiti. During the Christmas holiday, another mailbox cluster was broken into.  After Valentines day, there was petty theft involving five unlocked cars. Interest and volunteers will be requested on the ballot.

Community Issue: Feral Cats  The community has a large population of feral cats. Six owners are feeding cats which is attracting them to the neighborhood and creating a breeding situation. Cats are living in the storm drains and accessing owners garages, sheds, etc.

Tina Sheridan from Irving Animal control recommend that feeding be limited to one time per day and up to one hour max to feed that cats you are supporting and that food not be left out to attract more cats from other communities to Beverly Oaks. She also recommended Trap-Neuter-Release whereby cats are trapped by owners, neutered and vaccinated by the city, and released back to the community. The city requests a $50 donation for each cat. The city will not keep, relocate, or euthanize feral cats. She also explained that it is not illegal to feed cats nor is it legal to trap cats on your land. An Association can "outlaw" cat feeding and this will be placed on he ballot for the community to decide.

Community Issues: Parking in Visitor Spaces, Placing Trash Out Early, Car Noise, Car Repair 
  • Parking in Visitor Spaces - the board has actively worked with owners to solve this problem and has gotten voluntary compliance for all but one owner. That owner has has 12 tows in the last year. If someone is violating the visitor parking, please report it.
  • Car Repairs - the board has sent requests to the occasional member who conduct car repairs at home. Most owners ignore this. The community has not approved violation fines, so the board has no enforcement other than take owners to court. 
  • Placing Trash Out Early - the board has sent requests to the occasional owner who places trash out early. Most owners work with this. Some do not. The community has not approved violation fines, so the board has no enforcement other than take owners to court. 
  • Car Noise - there is no provision in the bylaws for loud mufflers. Owners can ask neighbors to stop or involve the city. The Association is not allowed to file a complaint on behalf of others. 
To register to vote and to vote:
http://beverly-oaks.org/vote/