Ashton Village Homeowners Association

August 2007 Board Meeting - Open Session and Financials

ASHTON VILLAGE HOA

MINUTES OF THE BOARD OF DIRECTORS MEETING

AUGUST 20, 2007

PRESENT:                                                                                          ABSENT:                                

Russell Hawbaker                                                                               Al Flores

Samuel Whitley                                                                                  

Michael Gould

John Hunter

Also present was Susan Vandagriff representing VanMor Properties, Inc. and homeowners Mr. and Mrs. Mukhtarian.

The meeting was called to order at 7:05 p.m.

The agenda was approved with the follow additions: 4A:1, b – Pool Survey and New Business items b: Reimburse Reserve Account and c: Minutes and Votes Posted to Website.

Michael Gould made a motion to approved the minutes of the Board of Directors meetings held on July 16, 2007 with corrections.  The motion was seconded by Russell Hawbaker and approved with three directors, John Hunter, Russell Hawbaker, and Michael Gould voting to approve the minutes and one director, Samuel Whitley abstaining. 

COMMITTEE REPORTS:

Pool:  Russell Hawbaker reported that he has changed several locks and still has more to work on.

Samuel Whitley advised that he will make revisions to the Pool Survey as discussed by the Board and will get it ready for mail out to the homeowners.  Survey will be mailed with self-addressed, stamp envelopes.

Swim Team:  Russell Hawbaker reported that he has asked the Swim Team for pictures and information for the website but has not received a response.  Management agreed to contact the Swim Team to request this information.

Tennis Court:   John Hunter reported that he spoke to homeowners who play at the tennis court and they seemed happy with the facility.  Russell Hawbaker noted that he wants to have the concrete slab repaired and that a trash can is needed at the tennis courts.  Management agreed to get a bid for a trash can to match the one at the park.

Playground:  It was requested that Management order a new lid for the trash can at the park.

Beautification:  John Hunter made a motion to accept the proposal from Embark for various tree trimming projects at an amount not to exceed $3000 as per Russell Hawbaker’s recommendation.  The motion was seconded by Michael Gould and approved with three directors, John Hunter, Russell Hawbaker, and Michael Gould voting to approve the recommendation and one director, Samuel Whitley abstaining. .

Yard of the Month:  No Report.

Curb Appeal Contest: John Hunter advised that he has not been able to go by and ask Lowe’s to donate prizes.  Russell Hawbaker advised that homeowner’s have not submitted any nominations.

Newsletter/Website:  It was noted that the website looks very nice.

Community Affairs:  Russell Hawbaker reported that he is still in contact with Neighborhood Protection and Council Member Pam Holm’s office and that he has had some results with Neighborhood Protection in getting some violations corrected.  

ACC:  John Hunter advised that he is still waiting on ACC application for the homeowner who is making roof repairs.

Deed Restriction Amendment (Ad-Hoc):  Michael Gould agreed to forward his notes to Russell Hawbaker to develop a document which will be presented to homeowners at the Annual Meeting.

OPEN HOMEOWNER DISCUSSION:   A homeowner who lives in the 3300 block of Ashton Park Drive reported that his bedroom window was broken out by someone throwing a brick on Sunday at approximately 3:00am and that he filed a police report.  The window has been repaired but the blinds are still damaged. The homeowner also reported that they are afraid to work in their yard due to one of their neighbors. 

It was noted that a homeowner who lives in the 3200 block of Ashton Park Drive is parking a trailer in the neighborhood.  Management agreed to send a letter to the homeowner regarding this matter.

It was also noted that a homeowner who lives in the 3200 block of Ashlock Drive needs to trim the ivy on their home.  Management agreed to send a letter to this homeowner as well.

MANAGER’S REPORT:  Susan Vandagriff presented the Management Report.  Ms. Vandagriff agreed to scan and email a copy of all legal bills to all Board Members on a monthly basis.

UNFINISHED BUSINESS: John Hunter reported that he is waiting on the fee schedule from the Credit Bureau.  Mr. Hunter also advised that he still feels like the Board should turn delinquent homeowners over to a collection agency.

Management agreed to contact fence companies for fence bids using Russell Hawbaker’s specs. Mr. Hawbaker reported that if an 8 foot fence is installed no candy cane bend is needed because the fence is tall enough so that people cannot climb it.

It was agreed that the clubhouse is to be used for residential purposes only and that commercial use will not be permitted. It was also agreed that there would be no change in the rental fees.

NEW BUSINESS:   Russell Hawbaker reported that he wants to replace the funds used from the Reserve Account in addition to the annual funding in the approved budget.

Russell Hawbaker made a motion to post the minutes of the Board of Directors Meeting on the website and that the minutes should reflect who voted for and against motions made at the meetings.  Management agreed to email the minutes to the Board for approval as they are available rather than waiting for the next month’s meeting.  Once the minutes are approved, Management will scan and email the minutes in PDF and Word format to all Directors.  The motion was seconded by Michael Gould and was unanimously approved.

Russell Hawbaker advised that he wants to remain on a month to month basis with VanMor Properties, Inc. rather than signing the Management contract due to the following:

·         VanMor Properties, Inc. has been telling homeowners that is okay if they paint their home the same color without getting ACC approval.

·         The neighborhood looks bad and there are weeds growing in the plant beds.

·         A Board Member gets letters when yard man doesn’t come due to the rain.

·         The North End of Ashton Park Drive looks really bad.

·         It was noted that VanMor Properties, Inc. should make more of an effort to use the services of the Neighborhood Protection program.

·         VanMor Properties should be informing the Board of options such as Neighborhood Protection and other important issues that apply to the subdivision.

·         There was discussion regarding the Board’s responsibility in reporting violations in addition to inspections by Management.  It was also noted that Management had previously an inspection with Director’s as previously requested but due to scheduling conflicts, this could not take place.  Management will contact the Board to try to schedule another inspection in the near future.

·         It was also noted that the contract has a 30 day termination clause that the Board could use if necessary.

John Hunter made a motion to renew the Management contract for a term of one year at the new rate of $850.00 per month effective September 1, 2007.  The motion was seconded by Michael Gould as was unanimously approved.

The next Board meeting was scheduled for September 17, 2007.

There being no further business, Michael Gould made a motion to adjourn the meeting at 8:45pm. The motion was seconded by Russell Hawbaker and was unanimously approved.

Respectfully Submitted,

____________________________

Susan Vandagriff, Acting Secretary