Ashton Village Homeowners Association
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Ashton Village Homeowners Association
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ASHTON VILLAGE HOA MINUTES OF THE BOARD OF DIRECTORS MEETING NOVEMBER 17, 2008
PRESENT: ABSENT: John Hunter Michael Gould Russell Hawbaker David Felton Eric Bennington
Also present was Susan Vandagriff representing VanMor Properties, Inc. The meeting was called to order by John Hunter, President at 7:00 p.m. The agenda was approved with the following changes: add Neighborhood Watch to Committee Report Item 4:D, Remove New Business Item B: Yard of the Month Sign, and add Item D: Security cameras. Russell Hawbaker made a motion to ratify the email poll approving the Minutes of the Annual Meeting of Members and Organizational Board of Directors meetings held on October 16, 2008. The motion was seconded by Eric Bennington and was unanimously approved. COMMITTEE REPORTS: Pool: It was requested that Management email Bratton Pools to request that the pool furniture be stored away since the 2008 pool season has ended. Swim Team: John Hunter advised that he contacted Jorge Suaste to request that he provide all the documents necessary for the audit. Eric Bennington wants to make personal contact with homeowners in violation of the Suspension Policy prior to their getting a letter in the mail. There was discussion whether or not a follow up letter would be sent by Management after Board contact is made with the homeowner. It was agreed that this matter would be placed on the January meeting agenda for further discussion. Management agreed to send the Board a sample of the first letter for violating the rules. It was also agreed that if any Board Member talks to a homeowner regarding a possible suspension/violation of the rules that they should email the information to Management so the homeowner accounts can be noted. Tennis Court: It was suggested that since only one resident uses the tennis courts with all other players being from outside the neighborhood that the Board should consider installing a basketball goal on one of the courts. It was also suggested that the tennis court hours should be changed. Management agreed to add these items to the January agenda. Playground: It was noted that the playground gate is being propped open. Management agreed to contact ICS of Houston to request that the gate system be set up to notify the Board of Directors via text or email when alarms such as this occur. Beautification: Yard of the Month – It was noted that the second Yard of The Month sign has been found Eric Bennington volunteered to hang the Christmas decorations in the community the weekend after Thanksgiving with help from friends. Newsletter/Website: John Hunter reported that a representative from HGTV requested to feature the community on TV via the website. John Hunter advised HGTV that Ashton Village was not interested. Community Affairs: Eric Bennington wants to ask the community to volunteer to form a Neighborhood Watch Committee. Russell Hawbaker to draft insert to be included with the 2009 Assessment fee statements by the end of the week. It was suggested that the Association may need to purchase phones or walkie talkies for use by the Neighborhood Watch Committee depending on participation. It was also suggested that the Board may need to consider installing more “No Soliciting” signs. Management agreed to add these items to the January meeting agenda. ACC: It was noted that several ACC application had been received this month. Deed Restriction Amendment: No report. OPEN HOMEOWNER DISCUSSION: None. MANAGER’S REPORT: Susan Vandagriff presented the Management Report. The status report was discussed during Closed Session. Ms. Vandagriff reminded all Directors that the Deed Restriction and Delinquency reports were for the Board’s eyes only and that the information should not be shared with anyone. It was noted that statements and all homeowner correspondence should include the Ashton Village HOA website address. Managements will wait to mail the 2009 statements until Russell Hawbaker submits the text for the insert regarding the Neighborhood Watch Committee. Management provided new signature cards for all bank accounts for signature by all Directors. Eric Bennington agreed to take the cards to David Felton and Michael Gould for signature and will return them to Management. UNFINISHED BUSINESS: Collection Policy: It was agreed that this matter should be tabled and added to next month’s agenda. Russell Hawbaker made a motion to ratify the email poll approving the 2009 Budget and setting the Annual Assessment rate at $535.00. The motion was seconded by Eric Bennington and was unanimously approved. NEW BUSINESS: Russell Hawbaker made a motion to approve fall color installation by Southern Lawns and that Dinathus and Snapdragons should be used. The motion was seconded by Eric Bennington and was unanimously approved. Pool Management Proposal: The Board reviewed the proposal from Texas Aquatic Enterprises. It was request that Management contact Tommy Berretz with Texas Aquatic Enterprises to request that he call John Hunter and that he attend the January Board of Director’s Meeting It was also requested that Management contact Bratton Pools to request they submit a proposal for 2009 Pool Management It was also requested that Management add the following duty to the contractor duties portion of the contract “Do not leave the fill line running” during pool and off seasons. Russell Hawbaker made a motion to hold the next meeting on January 19, 2009. The motion was seconded by Eric Bennington and was unanimously approved. There being no further business, Russell Hawbaker made a motion to adjourn the meeting at 7:55pm. The motion was seconded by Eric Bennington and unanimously approved.
Respectfully Submitted, ____________________________ Russell Hawbaker, Secretary
Balance Sheet - 31 October 2008 Income Expense - 31 October 2008 Homeowner Account Summary - 31 October 2008
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