Board Meeting Minutes

<body topmargin=0 leftmargin=0 marginheight=0 marginwidth=0> <table cellpadding=0 cellspacing=0 border=0><tr> <td valign="top" height=90 BGCOLOR="#3399FF" TEXT="#080000"> <div> <FONT SIZE="4" COLOR="#330099" FACE="Arial" ><B>OAK HOLLOW ESTATES HOMEOWNERS ASSOCIATION</B></FONT><B>      </B><FONT SIZE="1" COLOR="#FF0033" FACE="Signature" ><B> <STYLE TYPE="text/css"> A:link{ text-decoration: none; color:#000000 } A:visited{ text-decoration: none; color=000000 } A:hover{ text-decoration: underline; color=FFFFFF; background-color=4D4DFF } </STYLE>  </B></FONT><B>     </B><A HREF="index.htm" TARGET="_top" TITLE="OAK HOLLOW ESTATES HOMEOWNERS ASSOCIATIO"><B>Home</B></A></div> <div> <A HREF="advsch.htm" TARGET="_top" TITLE="Advanced Search">Advanced Search</A>   |   <A HREF="aboutohha.htm" TARGET="_top" TITLE="About OHHA">About OHHA</A>   |   <A HREF="bod.htm" TARGET="_top" TITLE="Board of Directors">Board of Directors</A>   |   Board Meeting Minutes   |   <A HREF="md.htm" TARGET="_top" TITLE="Membership Directory">Membership Directory</A>   |   <A HREF="os.htm" TARGET="_top" TITLE="Operating Statement">Operating Statement</A>   |   <A HREF="cip.htm" TARGET="_top" TITLE="CIP">CIP</A>   |   <A HREF="contactus.htm" TARGET="_top" TITLE="Contact Us">Contact Us</A>   |   <A HREF="committees.htm" TARGET="_top" TITLE="Committees">Committees</A>   |   <A HREF="by_laws.htm" TARGET="_top" TITLE="ByLaws">By-Laws</A>   |   <A HREF="cc_rs.htm" TARGET="_top" TITLE="CCRs">CC&Rs</A>   |   <A HREF="acc_request.htm" TARGET="_top" TITLE="ACC Request Form">ACC Request Form</A>   |   <A HREF="poolrules.htm" TARGET="_top" TITLE="Pool Rules">Pool Rules</A>   |   <A HREF="policy.htm" TARGET="_top" TITLE="Policy Guidance Handbook">Policy Guidance Handbook</A>   |   <A HREF="rechap.htm" TARGET="_top" TITLE="Recent Happenings">Recent Happenings</A>   |   <A HREF="trip.htm" TARGET="_top" TITLE="Watch My House!">Watch My House!</A>   |   <A HREF="calendar.htm" TARGET="_top" TITLE="Community Calendars">Community Calendars</A>   |   <A HREF="scenes.htm" TARGET="_top" TITLE="Community Scenes">Community Scenes</A>   |   <A HREF="links.htm" TARGET="_top" TITLE="Kerrville and Texas Links">Kerrville and Texas Links</A></div> <div> </div> </td> </tr><tr> <td valign="top" height=390 BGCOLOR="#A6CAF0" TEXT="#080000" bgproperties="fixed" background="9ee90903.jpg"> <div> <I><B>Board Meeting Minutes</B></I></div> <div>  <STYLE TYPE="text/css"> A:link{ text-decoration: none; color:#000000 } A:visited{ text-decoration: none; color=000000 } A:hover{ text-decoration: underline; color=FF0000 } </STYLE>  <FONT SIZE="1" COLOR="#0000FF" FACE="StageCoach" > <html> <body> <script language="JavaScript">  </script> </body> </html>  </FONT><FONT SIZE="3" COLOR="#000000" FACE="Arial" ><B> <script language="JavaScript"> function printPage() { if(document.all) { document.all.divButtons.style.visibility = 'hidden'; window.print(); document.all.divButtons.style.visibility = 'visible'; } else { document.getElementById('divButtons').style.visibility = 'hidden'; window.print(); document.getElementById('divButtons').style.visibility = 'visible'; } } </script> <div id="divButtons" name="divButtons"> <input type="button" value = "Print Minutes" onclick="printPage()" style="font:bold 11px arial;color:#000000;background-color:#E6E8FA;"> </div>  </B></FONT></div> <div> <IMG SRC="14129a500.jpg" border=0 width="410" height="80" ALIGN="BOTTOM" HSPACE="0" VSPACE="0"></div> <bR> <div> <B>MINUTES OF BOARD OF DIRECTORS MEETING</B></div> <bR> <div> <B>May 14, 2009</B></div> <bR> <div> <FONT SIZE="3" COLOR="#0000FF" FACE="Arial" ><B><U>Call to Order</U></B><B> </B></FONT>President, <B>Dale Steinert</B>. Board Present: <B>Romain Slabbaert</B>, <B>Mary Lou Courtney</B>, <B>Cora Miller</B>. Absent, <B>Aaron Meek</B>. Homeowners present: <B>Steve Anfinson</B>, <B>Mary Slabbaert</B>, <B>A. J. and Arita Raso</B>, <B>Bill Cafferty</B>, <B>Kal Nyitrai</B>, <B>Bonnie Hansen</B>, <B>Herb Rachac</B>, <B>Nola Steinert</B>.</div> <bR> <div> <FONT SIZE="3" COLOR="#0000FF" FACE="Arial" ><B><U>Minutes Approved</U></B><B> </B></FONT>with corrections, of April 9, 2009 Board meeting. Motion by <B>Dale Steinert</B>, seconded by <B>Romain</B>.</div> <bR> <div> <FONT SIZE="3" COLOR="#0000FF" FACE="Arial" ><B><U>President’s Report</U></B></FONT> - We are in pretty good shape and got through the April annual meeting with budget approved and good attendance and participation. We have a couple of little projects and will talk about them when we discuss Grounds. The replacement sign has been chosen and the company has told us it will be ready “when they have time.” As shown on the web site notice, the wording on the “Y” entry will say Oak Hollow Estates. The clubhouse Oak Hollow Estates Community Center.</div> <bR> <div> A reminder for all homeowners to watch out for each other. It’s summertime and people will be traveling and away from their house. If you see anything strange or people you don't know at someone’s house just call the police. <B>Bill Cafferty</B> said there is a notice form on the web site to give to your neighbor.</div> <bR> <div> A Thank You to <B>Mary Slabbaert</B> for calling the City to get a Stop sign taken out of the middle of the sidewalk. <B>Cathy Flournoy</B> had mentioned that she had to take her scooter up into the rocks when she went for her mail because the stop sign blocked her path. The city came right out and remedied the problem.</div> <div> <B>Dale</B> complimented our Treasurer for keeping a hard-nosed manner and protecting our homeowners’ interests so carefully. Through his efforts our interest for the year was $1,336 on CDs which is exemplary! Thank you, <B>Romain</B>.</div> <bR> <div> <FONT SIZE="3" COLOR="#0000FF" FACE="Arial" ><B><U>Treasurer’s Report</U></B></FONT> - Our year-to-date shows a balance of $23,154.63,The utilities amount of $866.48 is a 53% increase; the landscaping and pool expenses of $390.51 was a 7% increase and the property tax increased by $100.00. Note that the December insurance rate was $400 less and the professional fees were $200 We exceeded our budget set at $23,140 by $14.60. The total CIP in savings and CD’s is $6,932. This year’s interest received was $1,336.00.</div> <bR> <div> Last year’s assessments, interest and this year’s assessments have increased the lien on the property filed at Kerr County for 642 Oak Hollow to $528.82. We have not found where the owner of the property at 3224 Lammers is at present. The mail is not being collected and the assessment dues have not been paid yet. </div> <div> Kerrville Title has forwarded $50 transfer fee for 702 Oak Valley from Bushong to Eric & Cherie Smith. No clubhouse rentals. Ruben Osorio is on the summer schedule to clean the clubhouse weekly. The replacement sign contributions will be shown on a plaque. We want to thank the committee, headed by <B>Aaron Meek</B>, with <B>Mary Reaves</B>, <B>Peg Hainey</B>, <B>Jim Bailey</B> and <B>Robert Todd</B>. Their efforts have given us signs that will make a favorable impression on everyone who visits our community.</div> <bR> <div> The auditing of the Treasurer’s books will be done by <B>Steve Anfinson</B> and <B>Mary Ellen Rachac</B>.</div> <bR> <div> <B>Romian</B> asked that someone else be designated as the Clubhouse Maintenance person to cover air conditioner, the cleaning and any other items about the clubhouse. Also the method of covering the expenses of the pool and lawn maintenance – there should be an account set up at pool supply store and for the lawn maintenance items that <B>Julian Zamudio</B> will use. <B>Bob Young</B> can check and verify the listing of expenses from the account and then the Treasurer can pay the billing. Right now there’s just a loose arrangement of various bills and slips coming in, and it’s hard to know what’s happening.<B> Dale</B> said these are good suggestions to help track and account for the expenses.</div> <bR> <div> The assessments are being paid by the homeowners and we have already collected 52 units. Treasurer’s report accepted.</div> <bR> <div> <B><U>Committee Reports</U></B></div> <bR> <div> <FONT SIZE="4" COLOR="#990033" FACE="Arial Narrow" ><I><B>Architectural Control</B></I></FONT><FONT SIZE="3" COLOR="#9900FF" FACE="Arial" > </FONT>- <B>Steve Anfinson</B> had three issues from last month that are not resolved.</div> <bR> <div> <B>Bob Young</B> had previously asked to extend his garage, but changed to put a door in the side and make a walkway along the house.</div> <bR> <div> A complaint was brought to our attention that an addition was put onto the back of the property of <B>Heffernans</B> at 624 Oak Valley. <B>Steve</B> met and talked with them and he acknowledged his error and will work to get a solution for the ACC.</div> <bR> <div> The third thing is the new owner under contract at 611 Oak Hollow, which is one of the homes not in the HOA. He wants to put up fence and wants to join and comply with the HOA. The fence on the uphill side will be standard fencing but the existing downhill side is not in compliance.</div> <bR> <div> <FONT SIZE="4" COLOR="#990033" FACE="Arial Narrow" ><I><B>Pool</B></I></FONT><FONT SIZE="3" COLOR="#0033FF" FACE="Arial" > </FONT>-<B> Bob Young</B> – No report.</div> <bR> <div> <FONT SIZE="4" COLOR="#990033" FACE="Arial Narrow" ><I><B>Welcome</B></I></FONT> - <B>Mary Lou Courtney</B> wanted the Minutes to show that the new cost of a pool key replacement is $15.00.The new people at 702 Oak Valley have been very busy getting moved in and <B>Mary Lou</B> e-mailed them to ask that let her know when they are ready to meet with her. There has been a two-year lease at 606 Oak Valley by <B>Danny & Wendy Massey</B> who have All-Tex Nursery.</div> <bR> <div> <FONT SIZE="4" COLOR="#990033" FACE="Arial Narrow" ><I><B>Clubhouse</B></I></FONT> - <B>Romain Slabbaert</B> reported under Treasurer’s report.</div> <bR> <div> <FONT SIZE="4" COLOR="#990033" FACE="Arial Narrow" ><I><B>Grounds</B></I></FONT> - <B>Aaron Meek</B> absent. <B>Dale</B> noted that the swings and the slide in the playground are getting worn and rough spots and need restained or painted to keep them smooth and safe. There will be a contractor obtained to do the job.</div> <bR> <div> <FONT SIZE="4" COLOR="#990033" FACE="Arial Narrow" ><I><B>Social</B></I></FONT><FONT SIZE="4" COLOR="#000000" FACE="Arial Narrow" ><I> </I></FONT>- <B>Cora Miller </B>reported that there were five ladies going to lunch yesterday at Bella Vista. The Saturday Social will be on May 30<FONT SIZE="1" COLOR="#000000" FACE="Arial" >th</FONT> with a picnic potluck and the HOA will set up the hot dogs and buns for the event. The ladies once-a-week cards continues at <B>Betty Koetting</B>’s house. Last month’s Fiesta social on Friday, April 24<FONT SIZE="1" COLOR="#000000" FACE="Arial" >th</FONT> was set up and handled by <B>Nola Steinert</B>, as I was over at the Museum of Western Art. Even though there was a small turnout, everyone attending had a good time visiting and talking.</div> <bR> <div> <B>Kal Nyitrai</B> asked that the Webmaster give a report to talk about updates on the web site so that anyone who did not have a computer would know what was there. </div> <bR> <div> <B><U>Old Business</U></B></div> <bR> <div>      A. Review first annual Community Garage Sale – We had eight people with three at the clubhouse taking part. As far as I know, everyone had a great day – good weather, good turnout and interest . We will probably do this again next year and hope to get more participating.</div> <bR> <div>      B. Discuss OHHA inclusion/eligibility into OHHA for new property owners of the four non-member properties on Oak Hollow and Oak Valley. <B>Kal</B> had asked to make a presentation.</div> <bR> <div> <B>Kal </B>said that in the last couple of weeks, there’s been a lot of dissension and first he wanted to say the Board was doing a great job. But when we have dissension between the Board and homeowners, it is not a good thing – we are all supposed to be working together. The problem seems to be that no one knows what to do – it would be nice to have these four homes aboard, but we don't know how proceed. I would like my comments put into the Minutes.</div> <bR> <div> I think we need to have a committee of five. They will go thru the CC&Rs and By-Laws to see what we can do; if there is any money involved, find out how much they need to pay to join the association; if 75% of the homeowners have to vote, that should be specified. And then take it to an attorney and say this is what we'd like to do and if anyone comes and want s to join the HOA, and use the clubhouse and the pool and be part of the community. It’s all done, how much it would cost and following the CC&Rs. We have been very lucky that the four non-members have kept their homes up nicely. We need to get this resolved. It is my recommendation to form a committee of five and go through it, go to an attorney and have a plan for anyone eligible could join the HOA.</div> <bR> <div> Question: How did this get set up originally that a new owner could not join if the earlier owner had declined to join? Some of the four non-members thought that when they sold their property automatically came into the HOA. <B>Carl</B> is sure that his home becomes part of the HOA when he sells. <B>Bill Cafferty</B> said that was not correct. <B>Carl Roehr</B> was wrong. There have been other homeowners who also think that. The CC&Rs have been revised since then. When the HOA was first formed, it was done by the developer and his attorney. The homeowners were asked if they wanted to join and they said no. You can't force them to join. The CC&Rs state specifically which properties are in the HOA. I don't care what he told you, he’s not a member and never will be.</div> <bR> <div> <B>Kal</B> said that the people in 2002 signed a letter that “we do not want to belong”. That’s why we have to get this figured out for the new owners who want to belong. <B>Kal</B> said an easy way to get them in is he'll sell them his membership.</div> <bR> <div> <B>Herb Rachac</B> pointed out that people who thought they had a vested interest in the clubhouse and pool need to get clear. They do not own a piece of that real estate, they have use of the facility. There is no accumulated value for a homeowner of the common property of the HOA.</div> <bR> <div> <B>Steve Anfinson</B> said the reason there was contention and dissension was that there had just been talking about getting the four non-members and that no actual method or plan needs to be drawn up and what legally can or cannot be done. <B>Kal</B> has presented a good idea.</div> <bR> <div> <B>Cora Miller</B> said that another good reason to get this settled, would be to clear up the misrepresentation that has happened since 2002 for home sales in Oak Hollow. The new homeowners are given to understand that they are joining a HOA unit and the blocks involved are defined. However, the four non-members are not spelled out and you do not know that until the day of the closing when you have already signed and are given the CC&Rs to take to read.</div> <bR> <div> After much discussion and striking and changing names , there were five names: <B>Kal Nyitrai</B>, <B>Arita Raso</B>, <B>Mary Slabbaert</B>, <B>Bill Cafferty</B>, and <B>Bonnie Hanson</B>. </div> <div> <B>Bill Cafferty</B> had a question about whether any Board member would be eligible to sit on the committee. <B>Cora Miller</B> said that since the last meeting’s vote, <B>Bill Cafferty</B> was a Board member as the Webmaster. These questions must be researched before the committee is formed and proceeds. This will be put on the agenda and voted on at the next Board meeting.</div> <bR> <div> <B><U>New Business</U></B></div> <bR> <div>      A. Question asked about the carpet in the back game room being in such bad shape and needing cleaning. Discussion followed. A commercial carpet cleaner will be secured for this job.</div> <bR> <div>      B. <B>Mary Lou Courtney</B> wanted to point out that the sleeper sofa had been sold at the garage sale. This means there should be no sleep-over or overnight use of the clubhouse.</div> <bR> <div>      C.  Question asked about renters use of the clubhouse and pool. Discussion followed. If a renter misuses the pool or clubhouse, their privileges will be revoked. The owner or the renter can use the pool, but not both of them.</div> <bR> <div>      D. <B>Herb Rachac</B> pointed out that there has been a new sign put up at the “Y” that says Oak Hollow E. The sign is reflective and has large easy to read letters. The city workers said that the E. was for 911 calls, to identify which Oak Hollow street as there is another one in town.</div> <bR> <div> <FONT SIZE="3" COLOR="#0000FF" FACE="Arial" ><B><U>Adjournment</U></B> </FONT>after Motion by <B>Romaine</B>, seconded by <B>Cora</B>. </div> <bR> <div> <FONT SIZE="3" COLOR="#0000FF" FACE="Arial" ><B><U>Next Regular Scheduled Meeting</U></B></FONT> - June 11, 2009</div> <bR> <bR> </td> </tr></table></body>