Ashton Village Homeowners Association

September 2007 Board Meeting - Open Session and Financials

ASHTON VILLAGE HOA

MINUTES OF THE BOARD OF DIRECTORS MEETING

SEPTEMBER 17, 2007

PRESENT:                                                                                          ABSENT:                                

Al Flores                                                                                              Samuel Whitley                      

Russell Hawbaker                                                                               John Hunter

Michael Gould

Also present was Susan Vandagriff representing VanMor Properties, Inc.,

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

The agenda was approved as submitted.

Russell Hawbaker made a motion to ratify the email poll approving the minutes of the meeting held on August 20, 2007. Michael Gould seconded the motion which was unanimously approved. 

COMMITTEE REPORTS:

Pool:  Russell Hawbaker reported that he is still working to get all of the locks changed and agreed to update the key log once all locks have been changed.

Swim Team:  Russell Hawbaker advised that he still has not received any information/photos from the swim team so that he can add the information to the website.  Management agreed to forward contact information to Al Flores so that he can contact the swim team directly.

Tennis Court:   Management reported that they are still awaiting bids to remove/level or replace the concrete slab in from of the gate.  It was requested that Management solicit bids to have the courts pressure washed to be considered in the 2008 budget. 

Playground:  Russell Hawbaker reported that Embark Tree Service agreed to do additional tree trimming.

Management was asked to get a bid from Southern Lawns to sod areas where trees were removed and to fill low spots with dirt.

Michael Gould made a motion to accept Wetzel Services bid to replace the wooden fence at the back of the park at a cost not to exceed $1500.  The motion was seconded by Russell Hawbaker and was unanimously approved.    

Management was asked to get revised sign bids for one parking lot and playground rules to be mounted on a wooden or metal post.

Beautification:  No report.

Yard of the Month:  Russell Hawbaker reported that he is taking photos of the yard of the month winner’s yards to be posted on the website.

Curb Appeal Contest:  No report.

Newsletter/Website:  Management agreed to email a link to the TOPS  website service to Russell Hawbaker so he can find out about online payments.  Management was asked to hold off on renewing the Costco membership until Russell Hawbaker was able to research the service with TOPS.

Community Affairs:  No report

ACC:  Michael Gould reported that he did not see the plans for the new house being built on Ashfield Drive.  Management reported that they sent the plans to John Hunter’s home by runner as requested.  The Board agreed to contact John Hunter to see why the plans were not forwarded to Mr. Gould.

Management agreed to contact the owner of the home with the painted driveway to request an update on when the property will be brought into compliance.   

Due to scheduling conflicts, no board members have gone on inspections with management.  Board members were invited to contact management as their schedules permit.

Deed Restriction Amendment (Ad-Hoc):  Russell Hawbaker reported that he is still working on the amendments to the deed restrictions however he will not have it ready in time for the annual meeting.

OPEN HOMEOWNER DISCUSSION:   It was noted that the siding on the home in the (deleted for privacy) needs replacement. Management agreed to send a letter to the homeowner. 

It was also noted that several homes located in the 3100 block of Ashlock Drive need to make repairs to their backyard fencing.  Management will have to check properties from the bank parking lot.

It was reported that dump trucks are being parked in the vacant lot behind the Rapid Repair Auto Center and the homes in the 3400 block of Ashlock Drive several nights a week.  Management agreed to contact the City of Houston to see if the Association can post signs to prohibit overnight parking on this vacant lot and to see if the City can make them stop parking on the vacant lot.

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

It was requested that management hold off issuing a final check to Stanley Signature Products until the monument sign is complete.  It was also request that management send a letter to Mr. Stanley advising that the Association requests that he complete the sign within 30 days or the Association will have the repairs made to the sign and the repair costs will be deducted from the balance due.  

Russell Hawbaker noted that he has seen improvement in VanMor’s service during the past month and he appreciates the effort.

UNFINISHED BUSINESS:   Management reported that they are still awaiting bids for the fence replacement project.

NEW BUSINESS:   Russell Hawbaker reported that someone in the community has goats and that their house needs to be painted as well.  Mr. Hawbaker agreed to get the address and forward to management so a letter can be sent.

Russell Hawbaker agreed to check on getting new signs for Citizens on Patrol as is was noted that the signs look bad.

Management agreed to scan and email a copy of the By-laws to Russell Hawbaker and to prepare the preliminary 2008 budget. 

Russell Hawbaker made a motion to change the word “vote” to “poll” in the lifeguard survey which will be mailed to all homeowners.  The motion was seconded by Michael Gould and was unanimously approved.

The Annual Meeting was scheduled for October 18, 2007.  It was agreed that Board Members will need to canvas the neighborhood to obtain five to ten signed proxies each.  Russell Hawbaker agreed to provide the refreshments for the Annual Meeting.  John Hunter has agreed to run for re-election.  Management will draft the Annual Meeting Notice to include announcement of the results of the Lifeguard Poll and will email draft to the Board.

There being no further business, Russell Hawbaker made a motion to adjourn the meeting at 8:11pm. The motion was seconded by Michael Gould and unanimously approved.

Respectfully Submitted,

____________________________

Susan Vandagriff, Acting Secretary