August 2020 Update
The Board held the August 18, 2020 Monthly Board Meeting on Zoom. This communication is intended to keep Homeowners apprised of current HOA issues as they are identified while we work our way through this pandemic. Topics covered in this communication will be: Communication, Pool & Tennis Court Status, Key FOB Distribution and Release Form collection, Delinquent Account Collections, Monthly Board Meetings, Deed Restriction Letters and ACC Requests.
Communications
Because of the uncertainties generated in our current environment your Board is attempting to take advantage of every means possible to transmit information that may be relevant to our Membership. Official Association communications include posting on oakwoodglen.net, direct mail and e-blasts. Because of the costs associated with direct mail this form of communication is being used on a limited basis. If you have not signed up to receive e-blasts you might want to sign in to your account at Sterling and give us your email address. Don’t forget to check the box that gives us permission to send you emails. If you have signed up to receive e-blasts and have not been receiving them you might want to check your spam folder.
For your information, there are no official Oakwood Glen Association social media sites. The Board is aware of Nextdoor and is also aware of three FaceBook groups that are all owned by individuals. There may be more groups that we are not aware of. The Board is attempting to take advantage of every known social media group as an additional means to pass on information to the Membership.
Pool
FYI, pool hours. School is back in session. Starting August 19th the pool will go to a weekend only schedule. The pool will be open Labor Day. The Board decided At the August Board Meeting to affirm the original September schedule. The pool will be open weekends only through the month of September.
per GA-26 – Governor Abbott’s update on June 3rd, pools may now open at 50% of their maximum occupancy. Currently, the capacity is listed as 30 people. We do not appear to have reached Maximum capacity since raising the capacity limit to 30 people in June.
COVID-19 pool rules remain in effect.
Tennis courts
Social distancing is inherent to the game of tennis. The tennis courts are now open. To access the
tennis court we will need a signed release form on file (see FOB’s).
Key FOB distribution/activation and release form collection
We have spent twenty eight hours spread over twenty three distribution events and have collected
approximately 190 release forms to date. We are now halfway through the pool season. We will
not be scheduling any more distribution events. Residents needing to turn in a COVID-19 waiver
form to get their Key FOB activated, needing a replacement or second Key FOB or new residents can
contact us at pool@oakwoodglen.net to schedule an appointment.
Key FOBs have been turned off to make sure we receive a copy of the release form. If your
assessments are paid or you are on a payment plan all we need is the release to activate your FOB.
If you are new to the subdivision, have lost your FOB or are wanting a second FOB we will also need
the FOB application. There will be a $25 charge for replacement or second FOBS. The release form
and key FOB application can be found on oakwoodglen.net.
Club house
Indoor gatherings are still restricted to 10 individuals with social distancing. Because the
Association has no control of what occurs at the club house when rented, all rentals are currently
suspended.
Basketball court
Social distancing is not inherent to the game of basketball. We have removed the rims from the
backboard for the time being.
Park Access
The Board has been following the recommendations of the State and Harris County to determine the status of
Oakwood Glen parks. Both parks are now open. Residents choosing to use our parks should use common
sense and practice social distancing. Unaccompanied children should not be in either park. The Association
does not have the ability to consistently disinfect the playground equipment and other physical assets in the
parks on a continuous basis. Please consider these assets to be closed in both parks. Residents need an active
Key Fob to access the front park (see FOB’s).
Delinquent Account Collections:
Because of COVID-19 the Board placed a two month moratorium on collection activities on
delinquent accounts to give Homeowners who may have been impacted the opportunity to assess
their financial position and, hopefully, enter into a payment plan. . I am pleased to report that many
Homeowners with delinquent accounts have taken advantage of this delay and have either paid
their assessments in full or have entered into a payment plan. As of July 31st our collections are at
94.5%.
For those Homeowners who’s assessments remain delinquent, and have not entered into a payment
plan, the final mandatory certified (209) collection letter will be mailed shortly. Accounts still
delinquent and not on a payment plan after the expiration date on the final letter can anticipate
being sent to the attorneys office for collection.
Homeowners with delinquent accounts still have time to enter into a payment plan before
delinquent accounts are sent to the attorneys for collection. If your assessment is delinquent, and
you are not in a position to pay your account in full, please consider contacting our community
manager Gina Keller at Gina@sterlingasi.com to request a payment plan. Gina will work with you to
set up a plan that is fair to both parties. If your delinquent account is already with the attorney and
you are not on a payment plan please contact the attorney’s office directly to request one. Ignoring
letters from the attorney can cause your legal costs to increase exponentially. The Board has a
fiduciary responsibility to use all legal means to collect funds owed to the Association. Current
events do not relieve the Board of this responsibility nor do they relieve the Homeowner of his
responsibility to pay the assessment. Additionally, the Board legally cannot waive any portion of
the assessment or any hard charges. For reference, legal fees are hard charges. The Association
pays these fees monthly as they are accrued and it is unreasonable to expect all the homeowners
who pay their assessments on time to pay the legal fees for delinquent homeowners. The Board
can, on a case by case basis, adjust the down payment on a payment plan and lengthen the payment
period (within limits) to get the monthly payment to a more financially manageable level for the
homeowner.
Monthly Board Meetings:
The Board has purchased the Zoom package. Monthly Board Meetings will be held on Zoom until
we are given the “all clear” to hold physical meetings again and is looking at the logistics of
continuing to use Zoom once we are able to resume physical meetings.
Deed Restriction Letters:
The deed restriction inspection and DR letter mail out has returned to normal operations.
ACC Requests:
Many of our Homeowner may find that they have extra time on there hands and decide to use that
time for home improvements. Please remember to file an ACC Request for those projects before
you start to make certain your project conforms with the Architectural Control Guidelines.
Mike Harris
President, Oakwood Glen Association
