Oak Crest HOA

2008 Annual Homeowners Meeting

Thursday, March 27, 2008

1. Our annual homeowners meeting was held Thursday, March 27, 2008 in the Connally Middle School cafeteria. A quorum was established to have the meeting, but not enough members to change the Covenants (DCCRs) nor the By-laws. A call-to-order was established at approximatey 6:40 pm.

2. As the 2007 annual homeownerss minutes were not avalable for approval I thought it only appropriate to include them as follows:

Minutes of the Annual Meeting of
the General Membership of
San Antonio Oak Crest Homeowners Association
April 4, 2007

The annual meeting of the General membership of the San Antonio Oak Crest Homeowners Association, a Texas nonprofit corporation (the "Association") was held in the Cafeteria at Connally Middle School, 8661 Silent Sunrise, San Antonio, Texas, pursuant to call by the President of the Association.

Directors Present: Norm Haines, Roland Cutting, Luis Tellez

Directors Absent: None

Also Present: Jeannette Warren with Association Management Services

Call to Order. Norm Haines called the meeting to order at 6:40 p.m. Mr. Haines introduced himself and the other members of the Board of Directors.

Determination of Quorum. The Bylaws of the Association require at least 10% of the 249 members to be present in person or by proxy. There were 35 property owners present in person or by proxy which met the quorum as required by the Bylaws of the Association.

Proof of Notice. Notice of the meeting was sent to all members of record on March 21, 2007 as required by the Bylaws of the Association.

Approval of Minutes. The minutes of the membership meeting held on April 24, 2006 were reviewed and approved by the members.

2006 Year End Financial Report. President Haines briefed the membership on the 2006 financials and asked if there were any questions. The financials will remain on file at the Association Office. There were no questions from the homeowners.

Reports of Officers.

Vice President – Luis Tellez stated that all is well and the Board of Directors is always available to help the homeowners.

Secretary – Roland Cutting explained that the wall repairs were taking longer than anticipated due to contractor and insurance delays. Mr. Cutting also expressed the need for more Block Captains within the community.

President’s Report - President Haines reported that there are 40 homeowners delinquent in paying their dues which amounts to approximately $9,910.00. This is over 16% of the homeowners and over 10.3% of the annual budget. Mr. Haines stated that every possible action is being taken by the Management Company and the HOA attorney to collect these funds.

President Haines informed the homeowners that the Board has initiated actions against those homeowners that continually violate the DCCRs and Rules and Regulations. Examples of the violations are: 1. not maintaining yards, 2. garbage cans left out, 3. basketball goals left on sidewalks and streets, 4. illegal parking. A courtesy notice will be sent to the violating homeowner. If the violation is not corrected a certified notice will be sent, with a deadline to cure the violation, warning them that a fine will be imposed if not corrected. If the violation is not corrected by the deadline, a certifyed letter is sent notifying the homeowner that a $50 per day fine is being charged to them until the violation is remedied. If the same violation happens again within 6 months they will be immediately fined $50 again. For speeding over the 15 mph speed limit a warning notice will be sent to the violator. The second occurrence will incur a $25 fine, a third occurrence will incur a $50 and a fourth occurrence will incur a $100 fine. On the fifth and final notice the violator will be informed that they are suspended from driving within the subdivision for a specified amount of time, to be determined by the Board.

President Haines informed the homeowners that there is a new website for the community to aid in providing communication to the homeowners. It has a community calendar to show upcoming events and meetings. There is an open discussion forum and community pages providing information on the various options for paying the assessments, the rules & regulations, and action alerts concerning the neighborhood. The website address is www.neighborhoodlink.com . The website address will be posted at the bulletin boards.

President Haines reported that there have been many common area grounds improvements. Flowers have been planted at all three entrances along with additional shrubs. The wooden perimeter fencing in Oak Crest I & II has been repaired, stained and the wrought iron fencing painted. Next year OCIII is scheduled for repair, stain, & paint.

Election of One Director. Mr. Haines informed the membership that one position is available on the Board of Directors with two candidates running. Norm Haines and Shiela Surgeon both introduced themselves and gave a brief 3-minute statement as to why each would like to serve on the Board of Directors. The pink ballots were collected and homeowner tellers Keith Jedele and Gary Stoops tabulated the votes. It was announced that Norm Haines would fill the open position for a three year term.

Committee Reports.

• ACC - Norm Haines reported 21 improvement requests were received in 2006. 11 have been completed, 6 have been disapproved and 2 violations noticed this past year.
• Welcoming Committee – Norm Haines stated that the Board wishes to welcome all new homeowners and asked if there were any new homeowners that have not received a welcome packet.
• Holiday Decorations – no report
• Grounds Beautification – Roland Cutting reported that volunteers are needed. If anyone is interested please contact him.
• Social – no report. Volunteers are needed.
• Newsletter - Luis Tellez reported that currently he is the only person on this Committee. More volunteers are needed.
• Safety/Neighborhood Watch – Luiz Tellez reported that the Neighborhood Watch has basically fallen apart due to the lack of volunteers. Block Captains are needed. If interested please contact him.
Homeowners Forum: A homeowner requested a reminder regarding the basketball goal rules be placed on the bulletin boards.

A homeowner asked if street sweepers come after the bulk trash pickup. He was informed that they do not.

A homeowner from OCII stated that the bulk item pickup skipped them. It was suggested that they call 311 and inform them.

Mr. Cutting shared that a resident was learning to drive within the subdivision and had an accident. It was asked that should this activity be noticed to please contact any Board member or ask the person to go to the school parking lot to learn, not within the community for safety purposes.

A homeowner presented photos of yards in bad shape, not within SA Oak Crest, as an example of what happens when there is no HOA. She stated that she was glad the Board implemented the violation fine policy since it was felt that the community was starting to look unkempt. She thanked the Board and Management for keeping up with implementing the rules. All homeowners applauded.

Adjournment. There being no further business, the meeting was adjourned at 7:40 pm.



3. Also, the 2008 Board of Directors approved budget with the amount spent at the end of 2007 was not included in the handout. To obtain a copy please call Jeannette Arensberg at 829-7202.

4. A new assessment collection policy was put into effect February 1, 2008. A courtesy reminder notice is sent out 30 days after the quarterly assessment’s due date. If the amount is still not paid, a certified final notice is sent out 60 days after the quarterly assessment’s due date informing the homeowner that the account needs to be paid within 30 days. If the aqccount is still not paid after the stated 30 days, the aqccount is sent to the association’s attorney for further collection action. Once an account has been sent to the attorney’s office the homeowner is liable for all attorney fees and the management office is no longer able to discuss the account status with the homeowner. Should you have any questions, please feel free to contact Jeannette at AMS or a Board member.

5. Applicable rules apply to those homeowners who violate the DCCRs and the Rules and Regulations as well. The homeowner will receive a courtesy notice telling them of the violation. If, within two weeks, the violaotion is still there, another courtesy letter is sent certified, receipt requested, and the homeowner is given a time frame to correct the problem. If the violation is still not corrected, a $50.00 a day fine is assessed the homeowner until such time the violation is corrected.

6. The Board of Directors is still searching for marquee letters for Oak Crest #1. Out of over three requests for bids, we only received one bid in the amount of $1565.00 and the Board deemed that to expensive.

7. The Board also approved providing the “Welcome” notebookl to the Renters in Oak Crest. In this way, they can feel part of the community and also know what we as owners expect of them.

8. The Board also agreed that when a board member’s term of office expires, only a homeowner from that sub-division can fill that vacancy. As was the case this year, only a homeowner from Oak Crest #2 could fill the vacancy. As a result, your new Board member representing Oak Crest #2 is Bessie Flynn, who resides at 8718 Hunters Bluff. Her telephone number is 256-4882 or she can be reached by E-mail at .

9. We continue to have a grafitti problem and have asked our homeowners for suggestions. It cost our organization over $5,000.00 to remove the grafitti by pressure washing and staining. One major suggestion is for every homeowner who sees the grafitti to call 311 and ask to file a report with the SAFE officer. With numerous reports to the SAFE officer, they will patrol our area more often.

10. Mentioning fences, it is getting close to the time to replace our perimeter fence. The cost of replacing it with concrete fencing was estimated at $300,000.00 and replacing it with wood (same as we have) was estimated at $110,000.00. We are still looking for less expensive estimates.

11. we are presently in dire need of committee member volunteers. We did fill the vacancy on the Architectural Control Committee, but we also need to rejuvinate our neighborhood watch program and our newsletter. Please call any of the three Board Directors if you are interested.

12. We had about 30 minutes to discuss homeowner suggestions and adjourned at 8:00 pm.