Oak Meadow Contact Information

Please contact us at the following address:

Oak Meadow Homeowners Association
427 Dellwood Street
Bryan, Texas 77801

(979) 822-4443

Email Concerns to: help@associationservicesbcs.com

We have three important concerns that might need to be emailed to the Oak Meadow Homeowners Association.

HOA Board of Directors

• This is used to contact President, Vice-President, Secretary, Treasurer and board members

HOA Treasurer

• This is used to contact Treasurer about balances and/or Realtors needing financial information to buy or sell your home

HOA Architectural Control Committee

• Used to request building improvements as stated in our Bylaws: “No building or other improvements shall be erected, placed or altered on any building site until the construction plans and specifications, and a plan showing the location of the structure or improvements, have been approved by a majority of the Architectural Control Committee as to the quality of workmanship and type of building materials; harmony of external design with existing structures; and location with respect to topography, easements, building lines and finish grade elevation.”

You can find our Oak Meadow Covenants and Restrictions at:

https://oakmeadowhoa.files.wordpress.com/2010/07/deed_restrictions.pdf

 

Information Revised February 2016

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Oak Meadow Contact Information

We have updated our mailing address to the following:

Oak Meadow Homeowners Association
427 Dellwood Street
Bryan, Texas 77801

We have three important email addresses for Oak Meadow Homeowners Association.

HOA Board of Directors

directors@oakmeadow.cc

• used to contact President, Vice-President, Secretary, Treasurer and board members

HOA Treasurer

 treasurer@oakmeadow.cc

• used to contact Treasurer about balances and/or Realtors needing financial information to buy or sell your home

HOA Architectural Control Committee

acc@oakmeadow.cc

• Used to request building improvements as stated in our Bylaws: “No building or other improvements shall be erected, placed or altered on any building site until the construction plans and specifications, and a plan showing the location of the structure or improvements, have been approved by a majority of the Architectural Control Committee as to the quality of workmanship and type of building materials; harmony of external design with existing structures; and location with respect to topography, easements, building lines and finish grade elevation.”

You can find our Oak Meadow Covenants and Restrictions at:

https://oakmeadowhoa.files.wordpress.com/2010/07/deed_restrictions.pdf

Oak Meadow Board of Directors Meeting – Announcement

Oak Meadow Board of Directors will meet at 6:30pm Tuesday, May 7th. The meeting is open to all Oak Meadow Homeowners for listening only, but because space is limited please RSPV to directors@oakmeadow.cc by 4:00 pm Monday May 6th.

Agenda Items Include:
• Needed repairs to HOA Fence at HOA entryway.
• Removal of dead and dying trees in HOA entryway.
• Review and Approval of new HOA policies related to Texas POA Legislative Requirements
• Update on Financials – Account Balances, Past Due Assessments, etc.
• HOA C&R violations

If you have any questions concerning our neighborhood please feel free to contact the Board of Directors, we would love to hear from you!!

National Night Out – Neighborhood Block Party

Please join us for National Night Out Neighborhood Block Party 

What:  National Night Out is a time to meet with neighbors and learn about deterring crime in our community.  BBQ, sides, and drinks will be provided.

When:  6:30-8:30PM Tuesday, October 2, 2012

Where:  St. Luke’s Methodist Church Parking Lot (just inside the subdivision)

Who:  All homeowners are invited

For Questions, email directors@oakmeadow.cc

HOA Annual Meeting Minutes – September 10, 2012

HOA Annual Meeting Minutes

September 10, 2012

Meeting began at 7:05 PM

 

Board members in attendance:

Kathryn B – President

Justin Malnar – Treasurer

Justin Mangham – Board Member

 

Kathryn B started with introductions of Board Members. She then discussed how we are using the Association Services, an HOA management company, to help maintain the HOA books, file taxes, collect assessments, send postcards and mailings, and help support the board of directors. Some additional services are available to the HOA should the HOA elect to use them such as drive-through neighborhood inspections for violations to the covenants and restrictions.

Kathryn also discussed how the HOA is continuing to use Green Teams to maintain the common areas of the neighborhood. The majority of the HOA’s expenses come from lawn maintenance. If you see any lawn maintenance issues that need to be addressed please let someone on the board know. So far Green Teams has been very quick to address any concerns we have had.

Kathryn turned the floor over to Office Mike Watson, Bryan Police Department Neighborhood Enforcement Team. (1) Officer Watson addresses the issues the HOA and neighbor hood has been having with the abandoned house on Summerwood Loop. He spoke directly with the Bank and does not anticipate any further problems. However, if something should come up please let him know ASAP. (2) Neighborhood National Night Out is Tuesday, Oct 2nd. NNO is a great opportunity to get to know your neighbors. The National Night Out Kick-Off Event will take place Saturday September 15 from 10am to 2pm in the Bryan Target Parking Lot. EVERYONE is encouraged to come out. Area Police and Fire Departments will be there. For more information see the Bryan PD NNO info page. There will be many activities for the whole family, including kids finger printing, bounce houses, and some live demonstrations. (3) New Cell Phone in School Zone law is in effect. The new law is only applicable during times that the school zone lights are flashing and it is enforceable as the reason for the officer to pull a person over.

Justin Malnar gave treasurer’s report. The current checking account balance is $26,173.52 and savings balance is $602.19. Year to date we received $16,512.31 in deposits from assessments and have spent $10,811.90. He estimates the HOA will expend approximately $5,500 from September to December 2012. YTD HOA costs include landscaping, utilities, HOA management fees, and attorney charges. There are currently 5 houses that have not paid 2010-2011-2012 HOA assessments and an additional 5 not paid for 2012. This totals $3,703.93 in monies due to the HOA for assessments, collection fees, and accrued interest. Association Services will continue to send invoice to those homes that are still outstanding. The remaining 102 properties have been paid-in-full or are making monthly partial payments.

For 2012 the HOA Board of Directors lowered the annual assessments from $200 to $150. The HOA should “break even” on deposits versus expenditures for 2012. Based on this information the current BOD would recommend continuing with $150 for 2013. The new BOD will work with Association Services to send out invoices for 2013 assessments in the next couple of months. Likely this will follow the same timeline as previous years, assessments due January 1st and considered late January 31st.

Questions and Answers/Neighborhood Issues and Concerns:

Overnight Parking on the Street – Per Covenants and Restrictions (Article 16) using the street for overnight parking is prohibited.

New Development North of Oak Meadow and Autumn Lakes – Some homeowners received notices that this development was being reviewed by the City of Bryan Planning and Zoning and City Council. An emphasis was made that not all homeowners received this notice and it would be beneficial for all homeowner to share whatever information they may receive. The Yahoo Group Listserve is a great mechanism for this (THERE IS A LINK ON THE RIGHT HAND SIDE OF THE PAGE TITLED “JOIN THE YAHOO GROUP). One homeowner has already expressed interest in serving as the HOA liaison on this issue. As this development moves forward the BOD will make it a priority to investigate the current status and provide timely updates to the HOA.

Elections of Officers 2012-13

HOA bylaws require a quorum of at least 51% of the homeowners to be present or represented by proxy at the annual meeting in order to conduct annual elections. However based on attendance and proxy present at the meeting, Quorum was not established.

Kathryn and Justin discussed the duties of the Architectural Control Committee and Board of Directors. HOA members present nominated volunteers for the Board of Director positions. At the conclusion of nominations, no positions were contested. All members present submitted a ballot. HOA will ask Association Services to send a mailer out to the HOA members not in attendance at the meeting. The mailer will include a ballot for those nominated for BOD and ACC positions.

 

Reminder – Oak Meadow HOA meeting

Please join us for an Oak Meadow HOA meeting.

When: 7:00PM Monday, September 10, 2012
Where: St. Luke’s Methodist Church (just inside the subdivision)
Who: All homeowners are invited
Agenda Items to include: Election of Board Members and Architectural Control Committee, Financial Report, National Night Out planning, and updates on other neighborhood issues.

For Questions, email directors@oakmeadow.cc

City Council Agenda Item Removed

Update: The agenda item concerning the new subdivision has been removed from tonight’s City Council meeting and has been rescheduled for the June 12th agenda. Please let me know if you have any questions.

In the mean time we will share any new information we receive from the City.

Bryan City Council Meeting – Tuesday May 15, 2012 at 6:00pm

The Oak Meadow Board of Directors (BOD) has recently become aware of a major construction project that will greatly affect our neighborhood.  There are plans to build a new residential subdivision with over 600-700 houses generally located north of the Oak Meadow and Autumn Lake Subdivisions and along the west side of Chick Lane between West Villa Maria Road and Leonard Road.

On Tuesday May 15, 2012 the Bryan City Council will meet to vote on the developer requested re-zoning plan with exceptions/variances to the ordinary residential subdivsion standards.

One of the BOD has been in contact with the city engineer.  The plan for the subdivision and growth has been there since Oak Meadow was built (that’s the reason Kingsgate Drive continues up to the county line; it was always going to continue into the future subdivision).  What the vote is about is not the building of the subdivision, but the fact that the builder wants a variance to build the homes closer together.  The city is not annexing the property to build, but rather the owner is asking the city to annex the property so the builder can build the subdivision.  There will be two ways in and out, one through Autumn Lakes and one through Oak Meadow.  Also, the builder has to pay for half of the improvements on Chick Lane which will then (probably but not set in stone) also tie in.  The first few phases will be built behind Autumn Lakes off of their main street.  Once there are a certain number of homes, they will then build a few off of Kingsgate (because the city requires two entrances/exits at a certain number of homes) and then continue with the phases off of Autumn Lakes.   The ones most affected in Oak Meadow will be the ones whose drive faces Kingsgate as this could mean many more vehicles traveling through our neighborhood everyday.

Here is the link the City Council Agenda item for complete information:  http://www.bryantx.gov/agenda/PH_RZ1203.pdf

Autumn Lakes BOD has been circulating a petion requesting the the City Council not allow the exceptions/variance to the ordinary residential subdivsion standards and that the developer make additional road improvements, beyond those outlined in their plan, providing more possible entrances/exits to the new subdivision and thus possibly reducing the traffic through our neighborhoods.

The only chance we have to make an impression is at the City Council Meeting on Tuesday, May 15^th at 6:00 PM.  We need as many people as possible from our neighborhood to show up and let the city know our concerns.

 

Board of Directors Meeting Minutes

Wednesday, April 04, 2012 at 6:30 PM

Notified Residents via website and Yahoo Groups email – Sunday April 01, 2012

Attendance: Justin Malnar, Justin Mangham, Shane Bush, Jack Gresset, Ivan Ballard and Kathryn Ballard

Meeting Minutes:

New Development

We discussed the potential new development of a 700 residential lot subdivision that the the developer has asked the City of Bryan to annex.  The development is to the property immediately to the north of Oak Meadow and is going to connect to West Villa Maria via Kingsgate, the main street of Oak Meadow. Detailed information on the development came be found on the City’s website at:

http://ims.bryantx.gov/gis/hotlinkfiles/SDRC/ANNEX12-01.PDF

We will also include this information in our next newsletter/mail out, as we are not sure all the homeowners are aware of this development. How will this impact our HOA since this new neighborhood will connect to Kingsgate? What is the name of this new neighborhood?  Shane will send a email to the City to request additional information.  

1704 Summerwood Loop

House is vacant, Up for foreclosure auction on May 1st, HOA and Association Services has received a few complaints from homeowners.  The yard needs immediate attention.The HOA Board of Directors reported the overgrown yard to the City code enforcement on March 18^h. The City was supposed to place the yard on the City’s mow list either Monday or Tuesday of this week (April 2-3).  However it could be up to 10 days before the City’s contractor comes out to cut the lawn. As of today (April 4^th) nothing has been done yet.  Staff at Association Services has also contacted the City about this issue. Kathryn will contact Green Teams and ask for a quote with a separate invoice for this property to be mowed. If the cost is excessive, then the HOA will request a quote from someone else. If Green Teams does not respond immediately, the Board  voted to go with the person that could do this the quickest because of the long Easter weekend.  HOA board also wants to look into another resource to establish a relationship with a person to keep on hand for future cutting. The board voted unanimously to approve HOA covering the cost and billing 1704 Summerwood Loop realizing that because of the billing history and pending foreclosure auction the HOA might never be reimbursed for this expense.

Update – On Thursday April 5^th, Mole’s Lawn Care Service edged and mowed the front and back yard and trimmed the bushes. Association Service will apply the invoice to this properties account. 

Associations Services

Jack with Association Services discussed the updates to the statues in the Texas Residential Property Owners Protection Act.  The HOA must meet with Attorney to bring our C&Rs/Bylaws into compliance and file a document with the county clerk’s office the that states our policies are in alignment with the new statutes. Jack has approached 3 attorneys for us to consider assisting in preparing documents for the filing so that the Oak Meadow HOA can adhere to new HOA rulings.

The Board reviewed the information and three attorney options and costs included in Jack Gressett’s email to Justin dated March 23, 2012. Based on the information presented, the Board voted to engage Attorney Marc Markel with Roberts Markel Weinberg PC Firm out of Houston, Texas at a flat rate of $1,000 plus filing charges.  This firm has provided community association and related representation for more than 30 years and is board certified in both residential and commercial real estate by the Texas Board of Legal Specialization. Jack will follow up with the attorney as to our next steps to update the bylaws, etc. and set new policies in order to match the new guidelines.

Update – On Monday, April 9^th Roberts Markel Weinberg sent a letter of engagement, via Jack at Association Service, for the HOA to review and sign.

Update on HOA Financials – Account Balances, Past Due Assessments, etc.

We reviewed the Treasure’s report dated April 4, 2012.

Account Balances (as of 4/4/12):  Checking – $30,795.11, Savings – $601.94

Average Monthly HOA expenses:  Green Teams – $599.71 – for landscape maintenance; Association Services – $170-$200 per month; BTU – $32 (Feb, Mar, April), $215 (Dec, Jan), $500-600 (July, Aug, Sept, Oct) average per month. 

Annual Assessments (as of 3/30/12): 

5 properties have overdue annual assessments for 2010, 2011 and/or 2012, 13 with no payments made for 2012, and 10 have made partial payments.  Total outstanding assessments = $5,642.48. 

Board will request that Association Services send everyone that owes a balance a new account statement.

HOA Lawn issues — Erosion on Villa Maria, Dead Tree near entrance

There are a few dead trees in the front entryway that were discussed. Shane will talk to St. Luke’s church about the ones on their property and then the HOA Board will revisit this issue. We will consider sharing costs with the church on our part of the property. We also discussed the dead tree on Kingsgate Drive.  Kathryn shared email from July 2010 addressing this issue. The HOA Board and Architectural Control Committee had previously approved the homeowner’s request to remove the tree.  The Board will needed to verify if this was the same tree and same address and will follow up with the homeowner to see how they want to proceed. 

As far as erosion is concerned, the last email from Green Teams on possible solutions:

“The slope along Villa Maria has not had good turf coverage for a long time.  There are several options but how it is approached is largely due to just how much you want to spend addressing the problem.  Ideally, to obtain the best possible results, it would probably involve cultivating the existing hard packed clay, adding topsoil, finish grading and then sodding with solid sod.  Moving downward from that option which would clearly be the most expensive, you could go a lot of directions.  Other options might include using some type of erosion control fabric or hydroseeding as part of the solution.  One thing to help recommend a course of action would be to determine what is the final look you desire.  If you are looking for a finished looking lawn, such as across the street at the Traditions entry area, it will require a more intensive solution.  If you area simply trying to stop erosion and keep it green, it could be something less.”

Before the Board takes further action, Shane will check with the City to see what can be done with the erosion or determine if this is HOA’s responsibility. 

Board approved Green Teams planting Spring/Summer flowers at the Oak Meadow entryway. 

Other HOA C&R violations — yards, xmas lights, etc.

We will ask the Attorney to consult with us about some compliance issues with violations. As part of the services they provide, Association Services can do a drive by and take photos of violations at a charge of 55 cents per house (112 properties in Oak Meadow).  They typically do this twice a month for the other associations they work with. The Board also reviewed one homeowner’s long list of yard concerns. At least two Board members will  walk the neighborhood once a week and email Association Services details of violations with photos. Association Services will follow up with reminder letter to homeowners.   

The Board also discussed establishing a Yard-of-the-Month award as positive reinforcement for those homeowner making extra effort to help keep our neighborhood beautiful.  We will create 2 Yard-of-the-Month signs and place the signs the first week of each month.  Yard-of-the-Month will also be posted on the Oak Meadow website.  A list of all the Yard-of-the-Month winners will be placed into a drawing for a gift certificate at our annual September HOA meeting.

Newsletter

HOA Board will draft, collect, and compile information for a Spring/Summer Newsletter.  The goal is to send out the newsletter by May 1st.  Board will send information/text for articles to Justin to pass along to the Association Services by Monday, April 16^th. Association services will help us format and provide some content for the newsletter. We would like to have this mailed out by May 1^st.

Article Ideas: Lawns and Landscaping, Yard of the Month, Participating in HOA, Joining the Yahoo Group, Website, Social with BBQ and sides and new construction with Kingsgate. If you have any specific issues you would like addressed in the Newsletter please let send a email to the Directors at directors@oakmeadow.cc.

Discuss vacant director positions

Based on the advise of Association Services and considering the pending legal council on the recent revisions to the Texas Residential Property Owners Protection Act, the HOA board can’t formally fill vacant director positions.  Before the Board takes further action we will seek legal council to be sure we are in compliance with the new laws.  However, the Board will accept help from anyone willing to take on a specific task or opportunity.  Please let us know if you would like to volunteer.  The HOA will wait until our September meeting to formally get the votes needed to elect board members for all positions.

Meeting concluded at approximately 8:45pm. 

Please email the Board if you have any questions or concerns (directors@oakmeadow.cc). 

Oak Meadow Board of Directors Meeting – Announcement

Oak Meadow Board of Directors will meet at 6:30pm Wednesday, April 4th.  The meeting is open to all members, but because space is limited please RSPV to directors@oakmeadow.cc by 6:00 pm Tuesday April 3rd.

Agenda Items Include:

• 1704 Summerwood Loop – House is vacant, Up for auction May 1st, yard needs immediate attention.  Reported to City on 3/18.
• Associations Services – New Texas HOA Leg Requirements and meeting with Attorney to bring our C&Rs/Bylaws into compliance
• Planning for Spring Meeting/Social
• Newsletter
• Discuss vacant director positions — Vice Pres, Secretary, maybe Board Member(?) — If you are interested in serving in one of these roles, please let us know.
• Update on Financials – Account Balances, Past Due Assessments, etc.
• HOA Lawn issues — Erosion on Villa Maria, Dead Tree near entrance
• Other HOA C&R violations — yards, xmas lights, parking