Ashton Village Homeowners Association

July 2007 Board Meeting - Open Session and Financials

ASHTON VILLAGE HOA

MINUTES OF THE BOARD OF DIRECTORS MEETING

JULY 16, 2007

PRESENT:                                                                                          ABSENT:                                

Al Flores                                                                                              Russell Hawbaker

Samuel Whitley                                                                                   Michael Gould

John Hunter

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

The meeting was called to order at 7:20 p.m.

The agenda was approved as submitted.

John Hunter made a motion to accept the minutes of the Board of Directors meetings held on May 21, 2007 and June 18, 2007.  The motion was seconded by Al Flores and approved with two directors voting to approve the minutes and one director abstaining. 

COMMITTEE REPORTS:

Pool:  John Hunter will replace locks to match old key code by this weekend and will have six sets of keys made.

Management will solicit bids next year for pool management due to violations of the contract by Sweetwater Pool’s including numerous complaints regarding maintenance, overflowing of the pool and trash not being emptied.

The Board is going to start working on surveying homeowners about lifeguards.  Samuel Whitley agreed to prepare a draft of a survey to be mailed out with a postage paid return envelope. 

Swim Team:  No Report.

Tennis Court:   John Hunter reported that 6-8 homeowners requested keys to the tennis courts which are being sold for $10.00 each.

Playground:  It was noted that the playground equipment was tagged/vandalized again and that Russell Hawbaker cleaned/removed the graffiti again.

Beautification:  No Report.

Yard of the Month:  Carmen Kulick’s yard was voted yard of the month by the Board.

Curb Appeal Contest: John Hunter agreed to ask Lowe’s to donate prizes.  The budget will be realigned to include the curb appeal contest at a later date, should John Hunter not be able to get the donation from Lowe’s.

Newsletter/Website:  It was noted that the Board has received lots of good responses regarding the website.

Community Affairs:  It was reported that Russell Hawbaker, John Hunter, and Maggie Marbry and the Westside Command Station have been making contact and sharing phone numbers.

ACC:  The ACC committee is reviewing new ACC applications for changes to the driveway located at 3519 Ashlock Drive. 

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

OPEN HOMEOWNER DISCUSSION:   It was reported that a homeowner received three letters regarding a net on the basketball goal when the net had been previously replaced.  It was also reported that a letter was received about debris being stored on the right side of a home. Management to check the status of this matter and will send a response to the homeowner.  

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:   It was noted that Russell Hawbaker is going to try and contact ATT for possible funding for National Night Out.

John Hunter reported that security systems (cameras and DVR’s) range from $600 to $1,000’s of dollars, cost for cable ranges from $100 to $150, and installation would be approximately $600.  Samuel Whitley made a motion to purchase four cameras, a DVR, cables, and have them installed for a total amount not to exceed $1,200.  The motion was seconded and approved with two directors voting to accept the motion and one director abstaining.  The cost will paid out of the reserve account and will not be refunded to the reserve account.  John Hunter agreed to check on motion sensitive cameras.

John Hunter reported that homeowner’s associations can report delinquent homeowners to the Credit Bureau.  He is waiting on the fee schedule from the Credit Bureau.

John Hunter made a motion to accept the proposal from Embark Tree Services for the daily rate of $1399.20.  The motion was seconded by Samuel Whitley and was unanimously approved.  Trees around the pool area, park, and possibly in the esplanades will be trimmed. Management will work with Russell Hawbaker to coordinate this project.

Management will order four sets of flags to be delivered to John Hunter.

Mr. Hunter reported that he will be cutting off three lock boxes from the pool gate and noted that Sweetwater Pools never moved them to the bike rack as requested.

NEW BUSINESS:   The draft of the 2006 audit was approved.

John Hunter made a motion to accept Dianne Gager’s proposal in the amount of $1850 to prepare the 2007 tax return and perform the 2007 audit.

Management will work with Russell Hawbaker on specs for various fence repairs/replacement so that bids may be solicited and considered in the 2008 budget.

The next Board meeting was scheduled for August 20, 2007.

There being no further business, John Hunter made a motion to adjourn the meeting at 8:21pm. The motion was seconded by Samuel Whitley and unanimously approved.

Respectfully Submitted,

____________________________

Susan Vandagriff, Acting Secretary