Hidden Oaks Association, Inc.

Hidden Oaks Condominium Office

209 Forest Hills

Rockport, TX, 2016

May 10, 2017

5:00 pm.

Board of Directors Meeting

Voting Members
Present: / Maurice Sutton, Unit 120 (President)
Karen Snyder, Unit 126 (Secretary)
Phyllis Holcomb, Unit 114 (On-Site Property Manager)
Sandy Suech, Unit 234
Absent: / Erika/Vernon Berckmoes, Unit 129
Guests: / Dave Johnson, Unit 117 (via phone)

The board meeting was called to order at 5:03 p.m. by President Maurice Sutton. A quorum was established. Guest Dave Johnson was welcomed via phone conference.

Minutes from theApril 5, 2017 meeting were distributed and reviewed. Phyllis Holcomb made a motion to accept the minutes and Sandra Suech seconded. The motion passed unanimously.

OLD BUSINESS

Current Budget:

Phyllis Holcomb reported that the budget continues to remain on track, and is

projected to end the fiscal year in good standing. Also, the remaining budgeted doorshave been purchased and are scheduled to be installed.

Dryer Vents (tabled item from previous meeting):

Phyllis reported that a tool has been purchased that Doug (our awesome maintenance person) can use to remove dryer lint from the outside vent and

also from the inside. If owners want outside dryer vents cleaned, a work order (form found on the HOA website) needs to be filled out and emailed to Phyllis.

Please note: If an owner wants the inside dryer vent cleaned, they will need to contact Doug to schedule. Inside work is the responsibility of the owner. The owner will pay Doug separately and schedule the cleaning for outside of his normal work hours.

Speed Bumps (tabled item from previous meeting):

It has been noted that the posted 5 mph speed limit in the parking lot has been ignored, and has caused concern for safety of pedestrians, children, and pets. The implementation of radar surveillance has helped, but there are several tenants that continue to drive well beyond the posted speed limit.

Motion was made by Phyllis Holcomb, seconded by Karen Snyder, to notify the tenants with a warning letter, followed by a fine (as stated in HOA policy) if offense continues. Motion carried unanimously.

NEW BUSINESS:

On-site Property Manager Report:

Phyllis reported the landscaping beautification projects continue, with the

planting of flowers and shrubs at the entrance and throughout the condominium

grounds. A special thanks to Jeff Cathrow and Doug for helping in these

endeavors, for the enjoyment of all.

One of the first projects on the list in the new fiscal year will be the replacement

of the mailboxes.

Guest Dave Johnson expressed concerns about Spectrum and the temporary

vacation hold oninternet/television services. In the past, with Time Warner, the

television serviceremained on, presumably because basic television is a part of the HOA fee. This time he noticed the television service was also shut off. Phyllis will check into this to see if there has been a change in policy with Spectrum.

EXECUTIVE CLOSED SESSION:

Board members moved to closed session for items discussion.

OPEN SESSION:

The board reconvened to open session to act on items discussed:

  • The annual meeting is scheduled for June 10, 2017, 10:00 a.m., at the RockportCountry Club. Topic items for the upcoming annual meeting were determined, including discussion of painting options and yearly assessments. Prior to themeeting, Phyllis will research the cost of painting and payment options.
  • Phyllis will contact Nick Johnson to discuss this year’s assessment and have him provide an accounting of fees paid, fees outstanding, and deposited funds.
  • Outside electrical outlets are not up to most recent code. Outlets should be GFI plugs, and covers need to be replaced. While this would normally be the cost of the unit owner, Phyllis is checking with an electrician to determine cost, with the HOA paying for replacement. Owners wanting to replace the outlets prior to the scheduling of an electrician by Phyllis will be responsible for the cost themselves.
  • The need for prominent signage of building letters for emergency situations was discussed. Many tenants do not know that buildings are labeled A-E, and shouldan emergencyarise, emergency personnel would be better able to identify the location utilizing building letters. Motion was made by Karen Snyder, seconded by Sandra Suech, to research the cost of signage to meet those needs. Motion carried.

ANNOUNCEMENT

The Annual Meeting is scheduled for June 10, 2017, at 10:00a.m., at Rockport Country

Club.

ADJOURNMENT

Sandra Suech made a motion to adjourn the meeting; Karen Snyder seconded the

motion. The motion carried. The meeting was adjourned at 6:42 pm.

Respectfully submitted

Karen Snyder, Secretary