Use this category for statutory notices – board meeting, annual member meeting, ACC nominations, board seat nomination notices, etc

HOA Board Meeting Minutes and Next Board Meeting

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The HOA will hold a board meeting on Wednesday, May 15 at 7pm at the clubhouse.

The draft minutes to the previous board meeting are below and posted on the website.

Minutes – Heathlake HOA Board Meeting Public Session – Wednesday, Apr 03, at 7 PM.

I. Call to Order

  • Evelyn, Gerrit, Don, Stephen, and Kasie are in attendance

II. Vote to Approve Previous Meeting minutes

  • The previous official board meeting was Dec 6 combined with annual member’s meeting.  Those minutes will be approved at the annual member’s meeting in December 2024.  However, the board will approve the meeting minutes now as well for the board meeting portion.. Gerrit moves to waive reading of previous meeting and to approve.  Evelyn seconds.  Motion passed unanimously.

III. Agenda Changes/Approval

  • Evelyn motions to add maintenance update to the meeting agenda.  Gerrit seconds, motion passed unanimously.

IV. Board approvals since last homeowner meeting

  • Met Jan 3rd and approved board member roles.  Roles are:
    • President – Evelyn
    • Vice President – Kasie Randolph
    • Treasurer – Stephen Woods
    • Secretary – Gerrit Kirkwood
    • Director – Don Brennan
  • In Feb, the board voted to close schwab account and move funds back to investment accounts controlled by Graham Management.  This removes the requirement to have individual board member signatory contro over HOA cash.   Graham can offer similar similar rate of return on investments.
  • In Feb, the board voted to obtain a Graham issued debit card that can be held by one or two board members (president / treasurer), for expenses that require a credit card and are too big/frequent to deal with as expense reports (ie, google account for data storage).

V. Executive Session Actions Summary

  • Executive session was more of a working session, no actions or votes took place that warrant discussion in the board meeting.

VI. Board Reports

  • Financial Update
    • Stephen presented a budget summary from end of year 2023.  Dec 2023 end-of-year report was shared.  .
      • Similar cash position since end of 2022, slightly better investment position since end of 2022.
      • Gross income increased 5% based on dues increase.
      • Utilities were over budget in 2023, budget has increased 7% to cover the deficiency.   Water/Sewer added 5% as well.  New fees related to card readers.
      • trash/recycling – will be one bill instead of separate.  Will include a variable energy charge moving forward.
      • Reimbursements from city of houston.  Haven’t been paid for February yet, keeping an eye on it because it’s’ been a problem in the past.
      • repairs/maintenance remains unchanged
      • Estimated 32k for capital improvement for 2024
    • Stephen reviewed 2024 YTD financials
      • Homeowner’s assessment – graham is a bit sloppy about presentation in the financials..  They aren’t accruing them across the months as they should.  Have 36k not yet collected as of Feb which is not abnormal.
      • Collection activities on late assessments and fees from previous years are in process.
      • Clubhouse rentals go to a paypal account to avoid people writing checks.  Funds transferred periodically to Graham account.
      • Contract services – ADT has not yet charged us but we expect a monthly charge near $50..
      • City patrol services invoice is booked against ADT incorrectly, board working with Graham to correct.
      • Overall, no surprises in terms of expenses, but some messy accounting by Graham that needs to be cleaned up.
  • Security Update
    • Don presented security update.  Mahabat, City Patrol services owner came to the meeting to discuss the change from State Patrol to City Patrol.  All officers and assets are unchanged between State Patrol and City Patrol.
    • Website references to State patrol are being updated to City Patrol.  The email address for state patrol vacation watch is not currently monitored and updated address for city patrol vacation watch has been sent out as HOA email blast.
    • Phone numbers are unchanged from State Patrol numbers.
    • Reviewed recent incident at 1:30am a few months ago, suspicious person was hiding behind vehicles and attacked the city patrol officer when she was confronted.  Ended up being tazed to control her.   HPD was called and took her into custody. 
    • No reports from any other residents about abnormal issues
    • City Patrol currently monitors 7 different HOAs with many in our area.
  • Maintenance Update
    • For capital improvements and maintenance, we had planned in Dec 2023 to spend 7k to replace the awning (not in 2024 budget because it was expected to be done), and 32k for A/C replacement and insulation update.  Paint the bridges to preserve them.  Cosmetic updates (sheetrock repairs, paint) in the clubhouse, and to repair or replace the retaining walls.
    • In Jan we discovered that the deck is leaning (still safe, but expected lifespan is less than originally expected).   For this reason, the awning has been put on hold.
    • Decided that it would be worth having Civil engineering drainage assessment done because of movement of deck, continued movement of the tennis courts, and deterioration of retaining walls prior to making any final decisions.
    • Started to bring contractors in to get better estimates for what repairs/updates will cost.
    • James Healey presented summary of draining/retaining wall/deck scope.  Reviewed 2022 internal capex study and 2023 reserve study.
      • Dynamic Construction came out and opened up the deck columns to inspect.  Columns are steel on concrete footings, clad with wood cosmetic frame.  Wood part is starting to rot and be infested by pests.
      • Need to have a structural engineer make a recommendation about the leaning column and the exterior storage room wall
      • The retaining wall at southwest corner is holding up the neighbor’s yard.  Has drainage coming through and starting to attack that wall.
      • Most of the drainage issues around the tennis courts can be resolved by moving some dirt around.  Landscape (dirt) estimate is about $5k.  We expect all-in cost to be closer to $15k.  Original reserve advisor estimate was $31k, but that was for a different scope.
      • Country Village is installing 2 new tennis courts.  Their contractor came out to look at ours and disclosed the following:  Country village is leveling ground, adding 5” concrete, new fencing – $260k overall cost.   They had a large special assessment to get this work done.  We have access to their facilities via the amenities sharing agreement.  And so we can take advantage of their new amenities while we’re making a plan for Heathlake.
      • For our courts, re-sealing doesn’t fix existing cracks.   ⅛” asphalt top coat only lasts about 3 years.  Expect $12-14k to reseal every 3 years.
      • Framing repairs underneath the building, adding ventilation to the storage room – add concrete curb so water doesn’t rot the wood, add vents for airflow.  Approx $15k
      • Redoing deck – approx $10-15k depending on scope desired.
      • Need to ensure that any major changes in terms of clubhouse, deck, and drainage, we need an architect to ensure there is a firm plan, for which then individual scopes can be executed, but still follows the overall plan.
      • An architect/engineer plan for the clubhouse/deck/grounds is expected to cost about $12k to generate a holistic plan / scope of work that could then be sent out to contractors for bid.
      • All of the above maintenance items and estimated costs are very high level assumptions for the obvious near-term problems.   None of these were in the budget for 2024.  It is believed by the board that we need a more comprehensive idea on all repairs needed on the property over the next few years.   The reserve study last year was a good financial plan.  But now we need contractors to come out and make a construction plan.   Once we have this longer term construction plan, we can determine how to move forward with doing the work.
      • A committee with cross-section of the neighborhood can be formed once we have some architectural plans to view and to align on a plan going forward and how to proceed.   Do we approach this in pieces?   Do we work toward a special assessment to get it all done at once?   Doing this work in pieces will be a challenge with the annual budget we have.  It is difficult to get a lot of work done with only ~$40K/yr in budget for major maintenance.

VIII. New Business

  • ACC Nominations – we had two qualified nominations.
  • The board votes to increase the committee from 3->4.  Gerrit motioned, Kasie seconded, motion carried unanimously.
  • Evelyn motioned to and to appoint Debbie Wright as the newest member and to keep existing members Eric Nagel, Chris Kay, and Peter Forster.  Don seconded, motion carried unanimously.  [Note, Chris Kay is no longer on the ACC committee and so we have a vacancy]
  • Volunteer Fair was successful and we have some new volunteers helping with communications, social events, and maintenance.
  • Clubhouse/Pool Gate Access Fobs
    • Old keycards no longer work.  Contact Kasie for new keyfobs.  The new keyfobs allow visibility and traceability of access to the grounds, and each keycard is tied to a household.
    • Lost keyfobs can be deactivated. Found keyfobs can be reactivated again as well.  Each keyfob has a serial number to allow activation/deactivation.
    • First keyfob per household is free to residents, $25 fee for additional/replacement keyfobs to cover actual costs.

Official board meeting adjourned at 8:23pm.  Opened up to resident open forum.

IX. Open Forum

Kirkwood landscaping was updated in Fall 2023.  Most of the plants made it past the freeze.  Lantanas froze, and we replaced them last weekend.

Trimming of palm trees in the monument is already scheduled with the landscapers.

New investments with Graham are CDs at FDIC insured banks.

HOA Board Meeting Apr 3 at 7pm

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There will be an HOA board meeting on April 3 at 7pm.

Again, we ask for nominations for residents who wish to serve on the ACC committee.  New committee members will be appointed at the board meeting.

Draft agenda:

I. Approval of previous meeting minutes
II. Executive action since last board meeting
III. Executive Session Actions, if any
IV.  Committee Reports
       -ACC Update and appointment of new ACC members
       -Security Update

V.  Financial review
VI. New Business 
       -Capital Planning & Maintenance
VII.  Adjourn

Annual Member’s Meeting Notice and Call for Board Nominations

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The change in the weather means its time for the annual events that we know you all have been waiting for, the Annual Homeowner’s Meeting and Elections!

The 2023 annual homeowner’s meeting will be held at 7pm on Wednesday, Dec 6. There are 2 seats on the board opening up. If you are interested in helping keep our neighborhood the wonderful place it is, please submit your nominations ASAP. Nominations will close November 15th so ballots can be mailed out to all homeowners prior to the Thanksgiving holiday.

If you would like to run for one of the open seats on the board, please send an email to secretary@heathlake.org with subject “Heathlake Board Nomination” and include your name and a brief statement that you’d like to be printed on the ballots. This statement can cover why you want to be on the board or what you would bring to the board (or both!).

Board Meeting Notice (and maintenance update)

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Maintenance / Improvement Update

DONE   A new roof on the clubhouse  (the fabric awning has not yet been replaced but we’re working on it)
DONE Pressure washing Kirkwood entrance


As early as this week!  Fencing replacement/repair around clubhouse grounds (this is primarily fencing in the far back)
Mid-October New plants at Kirkwood entrance (think xeriscape look)
November   New card access system for gates (this should be a big improvement to residents that use the grounds)

Longer-term capital planning

Starting last year, an internal capital planning committee (of volunteer residents, led by James Healy) was formed.  The group assessed the property and made a 5-year plan of maintenance items.   James has spoken about this process at a couple of board meetings earlier in the year. 

Additionally, the board engaged Reserve Advisors (a nationally recognized firm) to perform a “reserve study” at the recommendation of Graham Management.  Kelly at Graham Management stated that very many of the properties she manages obtain a 3rd party reserve study to aid them in capital planning. 

A “reserve study” consists of multidisciplined engineers to develop a detailed, comprehensive checklist to assess the condition and remaining life of all components of our community property.   This is similar to a home inspection, but it is more detailed and results in a list of all property components with an estimated remaining life and projected costs to repair/replace over the next 30 years. 

While our internal capital planning group nor the 3rd party reserve study are the end-all be-all, both of these exercises were extremely helpful in understanding the condition of all of our property elements, particularly which items need attention sooner.  As with any exercise such as this, some points made by an inspector were dead on and some were not.  It will always be the job of the board (current and future) to determine when and how to deploy capital.  However, we as a board, do believe that getting multiple, comprehensive views on Heathlake property condition will aid future boards in more thorough capital planning, with hopefully some preventative maintenance thrown in.

With this said, we have been working on the 2024 budget and plan to approve a final budget at next week’s board meeting.  At this meeting, we will discuss the capital improvements done this year, the few items we have planned for next year, and items that needs to be “watched” in following years.

HOA Board Meeting Tuesday, October 10 at 7pm

Agenda
I. Approval of previous meeting minutes
II. Executive action since last board meeting
III. Executive Session Actions
IV.  Committee Reports
       -ACC Update
       -Security Update
V. New Business 
       -Capital Planning
       -2023 Financials & 2024 Budget
VI.  Adjourn

Followed by an open forum

Board Meeting Notice: May 25

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There will be a board meeting at the clubhouse on Thursday, May 25 at 7 PM.

The agenda is as follows:

I. Call to Order

II. Vote to Approve Previous Meeting minutes

III. Agenda Changes/Approval

IV. Capital Planning Project Update

V. Current Maintenance Projects

VI. Finance Review

VII. Adjourn

Open Forum

If you have any items you would like to add to the agenda, please email those to secretary@heathlake.org

Board Meeting Notice: March 22

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There will be a board meeting at the clubhouse on Thursday, March 22 at 7 PM.

The agenda is as follows:

I. Call to Order

II. Vote to Approve Previous Meeting minutes

III. Agenda Changes/Approval

IV. Architectural Control Committee Appointments

V. Capital Planning Project Update

VI. Homeowner nominated items

VII. Adjourn

Open Forum

If you have any items you would like to add to the agenda, please email those to secretary@heathlake.org

Board Meeting Notice: Thursday, January 26

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There will be a board meeting at the clubhouse on Thursday, January 26 at 7 PM.

The agenda is as follows:

I. Call to Order

II. Vote to Confirm Board Officer Roles

III. Reading and Vote to Approve Previous Meeting minutes

IV. Agenda Changes/Approval

V. Review 2022 Year-End Financials

VI. Review Board Priorities for 2023

VII. Preliminary Schedule of Board Meetings for 2023

– Jan 26

– Mar 22

– May 17

– TBD for 2nd half of year

IX. Announcement of ACC Nominations to open in Feb, for appointment at March 22 meeting

X. Homeowner nominated items – see NOTE below

XI. Open forum

NOTE: Please send any topics that homeowners would like to discuss to secretary@heathlake.org before Monday, Jan 23, so they can be added to the agenda.  Please keep homeowner topics to 3 minutes maximum each.

HOA Annual Meeting Reminder

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Read more

Contact List Released

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I have recently become aware that our Heathlake contact list, of which includes emails, was shared by a board member.  I would like to personally apologize for this having happened as we committed to “respect the privacy of our neighbors” when you provided us with your personal information. As some of us transition off of the board in 2022 and hand off our responsibilities we will make sure to share the importance of keeping our information confidential and will work to ensure the same mistakes do not happen again.

You may have received emails in the past and may receive more in the future related to our community but not sourced from our website, the secretary, or other board members. If you have any questions about HOA business, affairs, or future plans, please be aware the information that does not come through a board member or www.heathlake.org may be false, fishing and or a personal opinion.

Again, I am sorry that your private information was shared and ask for you to increase your awareness on communications not sourced from our website, e-blast, or a board member. If you have any further questions or concerns about the release of your personal contact information you can reach me at president@heathlake.org

We are currently discussing if any further actions can or should be taken to prevent this from happening again in the future.

Your neighbor and president,

Stephen Read

Board Meeting, Friday Oct 28

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There will be a board meeting at the clubhouse on Friday October 28th at 7 PM. The agenda will include the capital plan update, 2023 dues and 2023 budget.

Amendment to Deed Restrictions – Update #3

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Announcement of Amendment Posting

8/14/2022

The Heathlake Community Association, Inc., vote on the proposed amendment to the Prohibition of Trade and Offensive Activities Deed Restriction has closed.   For an amendment to be approved and passed the Texas Property Code requires 67% of Owners to vote FOR a proposed.  As Owners of 82% of Heathwood Lots, 78% of Woods of Lakeside Lots, 72% of Lakeview Forest Lots, and 75% of Lakeside Venture Lots voted FOR the proposed amendment, that amendment has passed in all the Heathlake Subdivisions


The amendment to the Covenants, Conditions and Restrictions (Deed Restrictions) have been posted to Heathlake.org website, in the Governing Documents section.  Go to Heathlake.org > Sign in > Resources tab > Governing Documents. Each Subdivision’s amendment is titled “2022 – Amendment to the Declaration for [Subdivision Name].  

As has been the case since the Heathlake incorporation, Owners are allowed to lease their homes to individuals or families for single-family residential use.  Going forward, leases for Hotel or Transient-type purposes are prohibited in all Heathlake Subdivisions, except for direct rentals as part of a sale or purchase of the house.   We encourage each Owner to read the amendment and its definitions carefully.

We thank the 83% of all Heathlake Owners who participated in this vote!

Heathlake Board Meeting – Monday May 2nd

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Come join the Heathlake Board for their Meeting on Monday, May 2nd at the clubhouse starting at 7:00 PM.

We will ask all comments to be held until the end of the night as there will be an open Q and A session after the board meeting is concluded. If you would like to submit a question for the Q and A session please email Bryant Banes at secretary@heathlake.org

AGENDA

  1. Call Meeting to Order
  2. Reading and Approval of Previous Board Minutes
    • September 22, 2021 General Meeting Minutes
      • Approve Minutes
    • February 22, 2022 Special Board Meeting
  3. Reports of Board Actions Between Meetings
    1. Report on Confirmed Legal Status of Lakeside Ventures as Annexed by Woods of Lakeside
    2. Report on Insurance Review and Adjustment of Time period to April
    3. Report on Non-Profit Tax Application
    4. Landscaping Proposal
    5. Crystal & Carriage Hill Mayors Street Repair Program
    6. Clubhouse and Grounds Repairs
    7. Security Update
  4. Executive Session Summary
  5. Committee Reports/Updates
    1. ACC – Procedures Update
    2. Deed Restriction & Bylaws
    3. Security – Constable Update
    4. Clubhouse & Grounds
      • Playground
      • Pool
      • Multi-Sport Court
      • Landscaping
      • Clubhouse
      • Security
    5. Website
  6. New Business
    1. Briefing and Motion to Adopt Security Plan
    2. Briefing and Motion to Adopt Cul-De-Sac Landscaping Plan
    3. Motion to Adopt 2/22/2022 Executive Session Minutes (Board Member Eligibility)
  7. Announcements/Updates
    1. Men’s Club Work Updates
      • Trail Repairs
      • Bridge Extension Construction
      • Playground Repairs
    2. Social Club Updates
  8. Motion to Adjourn

Open Session Q and A

Heathlake’s Proposed Amendment to “Prohibition of Trade and Offensive Activities” Restriction

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Please remember to vote on the proposed amendment to the Heathlake Association’s Deed Restrictions. If you need more information, please refer to the presentation on the website. To access the presentation, click here .

If you need a ballot, or have questions regarding the proposed changes, please contact Kathy Clark at clark.kathryn54@yahoo.com.  (Additional Deed Restriction Committee members are listed in the presentation.  They, too, will be happy to answer your questions or bring you a ballot.)

To access the presentation, you need to Sign-in to the Heathlake Website. If you are not registered, go to “Resident Sign-in” and then to “Register”. Fill the information and click on “Register Your Account” at the bottom of the form. You will receive an email to confirm the registration. Make sure that you check your “spam/junk” folders since many times the email is redirected to those folders. If you still have problems logging in, contact Piero Puccini at ppuccini.pp@gmail.com.

2022 Budget – Special Board Meeting – 2021 Annual Meeting Information

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2022 Budget

The budget for 2022 is now posted at Heathlake.org under the “Annual Meeting – 2021” tab on the top right of the homepage. You must “sign in” in order to see this document.

To sign-in, click “Resident Sign in” on the homepage of heathlake.org or click on the “Annual Meeting – 2021” tab. Click “register” if you have not done so already, fill in the screen, and look in your email for a confirmation email from the website. It may be in your spam or junk folders. Click on the activation email link which will direct you to “log in” on the heathlake.org website.

Special Board Meeting and 2021-Annual Meeting 

There will be two meetings on Wednesday, December 1 at the clubhouse. The first meeting will be a Special Board Meeting that is open to the public beginning at 6:30pm. Two of the agenda items include: vote to pass the 10% increase in annual assessment and vote to pass the 2022 budget. 

The second meeting will be the Annual Meeting which begins at 7 pm. You will receive an information packet in the mail prepared by Graham Management concerning the Annual Meeting. 

2022 HOA Dues

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By now, or shortly, you will have received the HOA dues notices for 2022. Due to a procedural error and associated time constraint, the board will officially record the vote for the 10% dues increase at the December board meeting. This will be in addition to the annual meeting. These changes will be reflected in the meeting minutes. Also, please be on the lookout for the budget which will be shared in the near future. 

If you have any questions, please feel free to reach out to VicePresident@Heathlake.org

Election of new board members

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The 2021 Annual Meeting will be held on Wednesday, December 1, at 6 pm. The board will inform you of the venue closer to the date–clubhouse, clubhouse grounds, zoom (online) or other location. The purpose of the Annual Meeting is to elect two (2) Board members to serve two-year terms starting January 2022, and to discuss the affairs of the Home Owners Association. 
 
If you would like to run for a position on the Board, please contact us before November 1st, 2021, so that we can place your name on the absentee ballot that will be sent to all property owners for voting purposes. Your name, property address and brief explanation for the reason why would you like to be on the board, can be sent by email to andjelat@grahammanagementhouston.com, by mail to 2825 Wilcrest Dr., Suite 600, Houston, Texas 77042, or by fax at 713-334-5055.