Ashton Village Homeowners Association

January 2008 Board Meeting - Open Session and Financials

ASHTON VILLAGE HOA

MINUTES OF THE BOARD OF DIRECTORS MEETING

JANUARY 21, 2008

PRESENT:                                                                                ABSENT:                                             

Al Flores                                                                                   John Hunter                              

Russell Hawbaker                                                                                 

Michael Gould

Samuel Whitley

Also present were Sergeant Philip A. Bennett, Harris County Pct. 5 Constable’s Department, homeowner Sandy Wall and Susan Vandagriff representing VanMor Properties, Inc.,

The meeting was called to order at 7:00 p.m.

The agenda was approved.

Michael Gould made a motion to ratify the email poll to approve the Minutes of the Regular and Closed Session Board of Directors Meeting held on December 17, 2007. Russell Hawbaker seconded the motion which was unanimously approved.  

Sergeant Bennett provided information regarding the Harris County Contract Deputy Program and noted that the costs for a contract are $63,706 per deputy.  Management agreed to contact Captain Mike Coleman to obtain a list of other neighborhoods in the immediate area who might be interested in sharing a contract.

COMMITTEE REPORTS:

Pool: It was agreed that ordering pool tags would be held for now and that tags would only be ordered if necessary.

Swim Team:  No report.

Tennis Court:   No report.

Playground:  It was noted that the fence has been repaired and painted

Beautification:  No report.

Yard of the Month:  Russell Hawbaker agreed to further investigate the Cornelius Nursery Good Neighbor Program.  Management agreed to put this matter on next month’s agenda.

Curb Appeal Contest:  No report.

Newsletter/Website: No report.

Community Affairs:  Russell Hawbaker reported the electric damage at Richmond and Dairy Ashford to Councilmember Pam Holm’s office.  It was suggested that Management contact Call Before You Dig to see if the Association’s irrigation and electric lines be added to their list.

ACC:  It was noted that the Board of Directors wish that there were a better way to notify new homeowners that they must get approval prior to making any changes to the property.

Deed Restriction Amendment (Ad-Hoc):  No report.

OPEN HOMEOWNER DISCUSSION:   A homeowner suggested that the Board investigate changing to City of Houston trash service and that an update regarding this matter should be provided at the Annual Meeting of Members. Management agreed to check the term of the contract and to contact the City of Houston to see what their requirements are for trash pick up services.

MANAGER’S REPORT:  Susan Vandagriff presented the Management Report.  The Deed Restriction report was reviewed.  The status report was discussed during closed session.

UNFINISHED BUSINESS:   Pool Contract – Samuel Whitley agreed to review the contract from Bratton Pools. Board Members will send any comments regarding the contract to Sam within the next week.  Management  to follow up with Mr. Whitley within one week.

Card Reader - Management agreed to contact ICS of Houston to see if they are able to meet with Russell Hawbaker on a Saturday or if they can provide a drawing showing all components of the bid to ensure there will be no other expenses.

Clubhouse Painting Project – It was agreed that Bayou City would be allowed an additional two weeks up to a maximum of three weeks (in case of inclement weather) to finish the clubhouse painting project. Russell Hawbaker provided his set of keys to Management to ensure that Bayou City could gain access to the facility.

Management was asked to make copies of keys to provide them to Board members.

Flagpole Lighting – The recommendation from Illuminations Lighting Design was reviewed. Russell Hawbaker made a motion to kill the matter. The motion was seconded by Samuel Whitley and was unanimously approved.

City of Houston Deed Restriction Registration Program – The Board requested that Management send the form to the ACC committee members to proof and then to submit the form to the City of Houston upon approval by the ACC committee.     

New Signs – Board of Directors and Susan Vandagriff agreed to select placement for the new park sign following this meeting then advise Fast Signs.     

NEW BUSINESS:   Mosquito Contract – It was agreed that this matter should be tabled and put on the February agenda.

It was agreed that the next meeting will be held on February 18, 2008

 There being no further business, Russell Hawbaker made a motion to adjourn the meeting at 8:22pm. The motion was seconded by Michael Gould and unanimously approved.

Respectfully Submitted,

____________________________

Russell Hawbaker, Secretary 

For the convenience of the Members (Homeowners) of the Ashton Village Homeowners Association. Inc., financial documents are available to view/download below.

Balance Sheet - 31 January 2008

Income/Expense - 31 January 2008

Homeowner Account Summary - 31 January 2008