Ascot Homeowners Association
Board Meeting Minutes
November 11, 2002

                The Ascot Homeowners Association board meeting was held on November 11, 2002 at the home of Alice Burns.  The meeting started at 7:20 pm with the following members present – Paul Celluzzi, Bob Naftal, Lars Okeson, Mike Lee and Alice Burns.

                The meeting opened with the issue of the basketball hoop on Burywood Lane and the offer to the neighbors to purchase the basketball hoop from Ascot HOA.  The neighbors have not yet responded and would be called this week for a final offer.

                It was agreed that the minutes would be distributed once the board approves them.  Neighbors will be given the choice to receive them by email or in their mailboxes.

                Paul Celluzzi did a superior job on a sample web site for HOA.  It was agreed that we would purchase a domain name for two years at a cost of $35.  The Chaneys have agreed to help get us started on the web site.  The initial site will be basic in navigation and content.  The idea will be that the site will be a work in process as each board takes over.  Paul will report on different costs associated with the site as well as hosting ideas at the next meeting. 

                Lars Okeson presented the Treasurer’s report.  Lars has done an outstanding job collecting dues not paid in 2000-2002.  Many hours of research, phone calls and leg work went into collecting past due dues.  One owner has not paid 2002 dues and will be getting a letter this month to remit their dues before we take legal action.  For the years 2002 and 2001 there are 11 houses that have not paid.  Lars has collected 5 out of the 11, and of the 6 not collected 3 are unidentifiable, 3 are identified and uncollected (2 of those are from the same house).  The board discussed legal action against the homeowners who have not paid 2001 dues.

                The budget was discussed for the upcoming year.  The budget will need to include some costs to host a web site.  The budget will be finalized at the next meeting.  In previous minutes of the board there was mention that 90% of the funds need to be used for common ground maintenance to maintain special tax status.  Bob will confirm with the lawyers on this issue.   The board agreed that the surplus of cash has been properly allocated to future capital improvements.   The details will be attached to the next minutes.

                There was some discussion on forming a common grounds committee and a social committee.  In the past we had these committees plus an Architectural Review committee.

                There was much discussion on the use of association funds for social and community events.  Due to the constraints of the budget there are limited funds for social events.  The tradition of a spring or fall party will be partially funded by the HOA funds.  Other community events will certainly be encouraged and supported by the board but the budget will drive the reimbursement of expenses.  There was some discussion of establishing criteria for applying for funds on unbudgeted events.

                All agreed that the By-Laws need to be reviewed and revised.  Bob will ask the lawyers for their opinion on the by-laws.  Before any work is done on the By-laws a flat fee from the lawyers will be established for reviewing the documents.  Along with the By-Laws, the Architectural By-Laws will be reviewed also.

                Architectural Review – The Letos on Bishopsgate Way submitted plans for a deck.  The plans were review and unanimously passed.

                The next meeting will be December 9^th at Mike Lee’s house.

                The meeting adjourned at 10:00.

Respectfully submitted,

Alice Burns

Secretary

Ascot Homeowners Association