ASHFORD HOLLOW COMMUNITY IMPROVEMENT ASSOCIATION, INC

2021 ANNUAL MEETING OF MEMBERS

JANUARY 19, 2020 Zoom Video Conference

With proper notice haven been given, the Annual Meeting of Members of the Ashford Hollow CIA is hereby held on this Tuesday, January 19, 2020 at 7:30 PM. The purpose of this meeting is to elect three (3) members to the Board of Directors.

AGENDA

1. Confirmation of Quorum and Call to Order

2. Introductions

3. Association Business 1. Approval of 2020 Annual Meeting Minutes 2. Financial Report & 2021 Budget 3. Goals & Accomplishments

4. Volunteer Recognition and Appreciation 5. Committee Reports

1. Security – Neighborhood Patrol

4. Election of Directors

5. Homeowner Question and Answer Session

6. Results of Election

7. Adjournment

ASHFORD HOLLOW CIA, INC. c/o Graham Management

2825 Wilcrest, Suite 600 Houston, Texas 77042

2020 ANNUAL MEETING MINUTES January 21, 2021

The 2020 Annual Meeting of the Ashford Hollow CIA, Inc. was held on January 15, 2019 at Ashford Elementary located at 1815 Shannon Valley Dr, Houston, TX 77077.

Confirmation of Quorum Due notice of the meeting having been given and, after two adjournments and recalls,

with a quorum being present of 19 owners represented, the meeting was called to order at 7:02pm. President Kelly Latter presided, and Sarie Fellwock assisted in the recording of these minutes.

Introductions The Board introduced themselves and Management representatives Sarie Fellwock and Carmen Reyes.

Approval of Prior Year Meeting Minutes The minutes from the 2019 annual were presented. A motion was made, seconded, and all were in favor to approve the 2019 minutes as written.

Financial Report

The December 2019 financial report and the 2020 budget were reviewed. It was noted that cash on hand between the operating and reserve accounts was $253,228 with $45,285 being prepaid 2020 assessments. The collection rate for 2019 was 99%.

Goals and Accomplishments

The Board reported the following accomplishments for the last year:

• New hooks and safety rope at the pool

• Reset post fence gate at the playground entrance

• Installed new wrought iron fence

• Installed new gate system

• Sign new AT/T contract, resulting in saving the association money

• Installed new mulch at the playground and in front of the pool house

• Tree trimming performed They also reported the following goals:

• Updating marquee

• Update pool policies

• Purchase children table and chair for the pool

• Park resurfacing

2

Volunteer Recognition and Appreciation Committee Reports

Citizen Patrol

• Lee Brunell – coordinator

• Warren Bright – assistance coordinator

• Howard Dunbar

• Glenda Johnson

• Cristina Mello-e-Soouza

• Bobbie White Webmaster/ Woman’s Group – Rita Dietz Volunteer Handyman/Building Expert – Warren Bright Yard of the Month – Bobbie White

Homeowner Forum Kelly Latter initiated discussion if homeowners thought gift card awards to winners were a useful expense for Yard of the Month. Majority of the homeowner supported the program. Volunteers, who select the winners, make an effort to spread the winners throughout the community and try not to select one home multiple times. Homeowners suggested community events at the recreational area, such a potluck to create

community spirit.

Election of Directors There were two open positions on the Board and candidates included incumbent Director Sharon McMahan, incumbent Direct Warren Bright along with owners Ana T

Amaya. Nominations were requested from the floor but there were none. Warren Bright and Ana T Amaya candidates were elected to fill the two positions.

Next Meeting Date The next annual meeting of the Ashford Hollow Community Association Owners will be held on the third Tuesday in January 2021 at 7:30p.m.

Adjournment There being no further business to discuss, the meeting was adjourned at 8:33p.m.

3

ASHFORD HOLLOW COMMUNITY ASSOCIATION2021 Approve Budget

$450.00 $450.00 $450.0010 2019 2020 2021

Year End Budget

Approved Budget

Proposed Budget

IncomeMaintenance Fees (225) $101,239 $101,250 $101,250Less Bad Debt -$17 -$500 -$500Late Fees $657 $100 $100Homeowner Interest $356 $250 $250Certified Mail $650 $400 $400Bank Interest/Value $900 $450 $450Legal Fees $2,504 $2,000 $2,000Yard Maint Recovery $0 $0 $0Pool Card Income $85 $100 $100Total Income $106,374 $104,050 $104,050

ExpensesElectricity $3,194 $4,000 $4,000Water $3,272 $4,500 $4,000Telephone & Internet $2,636 $1,000 $2,000TOTAL UTILITIES $9,102 $9,500 $10,000

Pool Contract $11,962 $11,042 $11,000Landscaping Contract $3,275 $3,600 $3,600Porter Contract/Trash Contract $758 $1,200 $1,200Pest Control $1,104 $1,000 $1,200Access Control Warranty/Maintenance $1,403 $1,620 $1,500TOTAL CONTRACT SERVICES $18,501 $18,462 $18,500

Repair & Maintenance $783 $3,500 $3,500Landscaping Extras $1,204 $1,000 $1,000Park Equipment $0 $1,000 $1,000Irrigation $114 $250 $250Force Mows $146 $200 $200Site Signange $0 $0 $50TOTAL REPAIRS & MAINTENANCE $2,247 $5,950 $6,000

Pool Repairs $744 $2,000 $2,000Pool Supplies/Furniture $392 $500 $500Pool Permit $187 $200 $200TOTAL PARTS & SUPPLIES $1,323 $2,700 $2,700

Community Spirit $32 $850 $1,000Bank Charges $0 $0 $50Taxes $10 $50 $50Website $385 $580 $500Legal Fees $2,725 $3,800 $3,800Audit $0 $1,000 $1,500Management Fee $9,923 $9,923 $9,923Office Supplies $327 $450 $450Postage $399 $600 $600Copies $1,020 $1,200 $1,200Certified Mail $875 $750 $900Billing $563 $1,000 $1,200Storage $600 $600 $600Miscellaneous $1,000 $900 $900TOTAL ADMINISTRATIVE $17,860 $21,703 $22,673

D&O Insurance $2,847 $3,001 $3,091Property Insurance $4,152 $4,352 $4,483TOTAL INSURANCE $6,999 $7,353 $7,574

Capital Reserve FundingReserve Contribution $49,742 $38,382 $36,603Capital Expenses $0 $0 $0

$49,742 $38,382 $36,603

Total Expenses & Reserve Funding $105,774 $104,050 $104,050

Excess/Deficit $600 $0 $0

4

2021 Expense

UTILITIES: Lighting, Pool electricity, Water and Sewage, 911 telephone, Internet for access

system and security system.

CONTRACT SERVICES: Landscape, pool, access control, electricity, pest control contracts,

and porter

REPAIRS & MAINTENANCE: Pool repairs, landscape and sprinkler repairs, tennis court repairs,

playground repairs, bathroom repairs, security system repairs, fences repairs, pool permits,

bathroom cleaning.

ADMINISTRATIVE: Legal services, management fees, tax and audit, social events supply,

Holiday decoration

Insurance: D&O, property, and liability.

Expense Item Total

UTILITIES 10,000.00$

CONTRACT SERVICES 18,500.00$

REPAIRS & MAINT 8,700.00$

ADMINISTRATIVE 22,673.00$

INSURANCE 7,574.00$

RESERVE CONSTRIBUTION 36,607.00$

Ashford Hollow

5

ASHFORD HOLLOW C.I.A.

2020-2021

GOALS & ACCOMPLISHMENTS

ACCOMPLISHMENTS

• Evaluated options and safely opened pool during Covid-19 pandemic

• Hired new pool contractor – Malibu Aquatics

• Maintenance of Playground area – New Furniture

• Tennis Court – Installation of new Net posts and Court Net

• Holiday Lighting of Common Area

• Painted recreational fence

• Replaced chain link fence at the tennis court

GOALS Your suggestions are welcome!

• Improve Marquee Sign

• Re-coat Tennis Court Surface

• Resurfacing pool Surface

• Repair pool deck

VOLUNTEERS NEEDED!

❖ Citizen’s Patrol ❖ Social Committee

❖ Landscape Committee ❖ Pool & Park Committee ❖ Communications Committee

6

Volunteer Recognition and Appreciation

Citizen Patrol

• Lee Brunell – coordinator

• Warren Bright - assistant coordinator

• Cristina Mello-e-Souza

• Bobbie White Woman’s Group – Rita Dietz

Webmaster - Rita Dietz Marquee Communication – Page Williams Yard of the Month – Bobbie White Building Expert - Warren Bright

7

ASHFORD HOLLOW COMMUNINITY IMPROVEMENT ASSOCIATION, INC.

2021 ANNUAL MEETING JANUARY 19, 2021

BALLOT

There are three (3) positions for the Board to be elected. Please mark your ballot, only one ballot per lot (residence) permitted. These terms are for 2-

years. The terms of current Directors Ana Amaya and Warren Bright expire in January 2022. CHECK HERE CANDIDATE vote for three (3)

______________ Kelly Latter (incumbent) ______________ (Roy) Roland Rusca ______________ Matt Hurliman (incumbent)

______________ Gerardo Gonzalez

______________ Howard Dunbar

______________ _________________________ Write in candidate

Owner name: __________________________________________________________ Property Address: ______________________________________________________ Owner Signature: ______________________________________________________ Date: __________________________________________________________________

8