Ashton Village Homeowners Association

December 2007 Board Meeting - Open Session and Financials

ASHTON VILLAGE HOA

MINUTES OF THE BOARD OF DIRECTORS MEETING

DECEMBER 17, 2007

PRESENT:                                                                                                                               

Al Flores                                                                                                                      

Russell Hawbaker                                                                                 

John Hunter

Michael Gould

Samuel Whitley

Also present were Kelby Martin representing ICS of Houston and Susan Vandagriff representing VanMor Properties, Inc.,

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

The agenda was approved.

Russell Hawbaker made a motion to approve the Minutes of the Regular and Closed Session Board of Directors Meeting held on November 19, 2007. Michael Gould seconded the motion which was unanimously approved.  

 Kelby Martin with ICS of Houston was present to answer questions regarding the access card reader system. It was noted that the bid was missing the park gate and that the following should be added to the proposal: strike plates for the upstairs doors and the two pool gates, magnetic locks for the tennis court, playground, d/s gate, the cost for a new battery back up system.  There was also discussion as to if the access card system could be used with Closed Circuit Television. The Board also requested that an hourly rate for maintenance as well as the cost for a maintenance agreement be provided.  It was also requested that the four hours of training be removed from the proposal since Management would not need to be trained to use the system.       

COMMITTEE REPORTS:

Pool: Russell Hawbaker made a motion to approve the proposal from Sweetwater Pools in the amount of $622 plus tax to replace motor number four. Michael Gould seconded the motion which was unanimously approved. 

Swim Team:  No report.

Tennis Court:   No report.

Playground:  No report.

Beautification:  No report.

 Yard of the Month:  No report.

 Curb Appeal Contest:  No report.

 Newsletter/Website: No report.

 Community Affairs:  No report.

 ACC:  No report.

Deed Restriction Amendment (Ad-Hoc):  John Hunter reported that he spoke to Joe Landry, Association Attorney regarding amending the restrictions. Mr. Landry suggested that the Board have an attorney review the amendment prior to approving it.   

 OPEN HOMEOWNER DISCUSSION:   Al Flores reported an attempted burglary on Ashlock Drive which makes three attempted burglaries on the same street in a short period of time.  It was noted that all incidents have occurred during the day.  It was suggested that the Board consider a visible police presence to show the Board’s concern regarding this matter. It was also suggested that the Board should try to get a neighborhood watch up and advise homeowners what is going on first.

 In an effort to put the matter of whether or not to hire lifeguards to rest so that the Board could make a decision as to whether or not to look into hiring an off duty police officer,  Michael Gould made a motion to make a definitive and final vote for not having lifeguards for the 2008 swim season.  The motion was seconded by Russell Hawbaker and was approved with Michael Gould, Samuel Whitley, Russell Hawbaker and John Hunter voting for the motion and Al Flores voting against the motion.

 Management agreed to check to see when the pool contract with Sweetwater ends and will solicit bids for pool maintenance only.

 Management agreed to contact Ashford Park HOA to see if the Ashton Village HOA Board of Directors could attend their next meeting to discuss security in the area.  Management also agreed to contact Harris County Precinct Five Constable’s office to invite a representative to attend the next Board of Directors meeting to discuss various security concerns.  Russell Hawbaker agreed to contact Houston Police Department to attend the next meeting to discuss this issue as well.     

 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:   Russell Hawbaker made a motion to approve the proposal from Property Services in the amount of $825 to pressure wash the tennis court, sidewalks and parking lot facing Ashfield  Drive with the condition that the work is not performed until just before the pool opens in May 2008.  The motion was seconded by Samuel Whitley and was unanimously approved.

Russell Hawbaker made a motion to kill the bids to extend the height of the gate.  The motion was seconded by Russell Hawbaker and was unanimously approved.

 Russell Hawbaker made a motion to kill the idea from Southern Lawns to reshape/landscape the beds on Richmond. The motion was seconded by Michael Gould and was approved with Russell Hawbaker, Michael Gould, and Samuel Whitley voting for the motion and John Hunter voting against the motion.

 Management agreed to contact Kronberg Flags to see if light fixtures could be added to the flag poles.

 Management agreed to check the Association’s paid bill file to see if Bayou City was paid in full for the clubhouse painting project and to email this information to the Board.   

NEW BUSINESS:   None.

 It was agreed that the next meeting will be held on January 21, 2008.  It was noted that John Hunter will not be present at the January meeting.

 There being no further business, Michael Gould made a motion to adjourn the meeting at 8:22pm. The motion was seconded by Russell Hawbaker 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 December 2007

Income/Expense - 31 December 2007

Homeowner Account Summary - 31 December 2007