FONN VILLAS CIVIC ASSOCIATION, INC.

NOTICE OF REGULAR MEETING

Notice is hereby given to all interested parties that the Board of Directors (the “Board”) of the above captioned Association will hold a regular meeting of the Board at Pines Presbyterian Church, Room C10, 12751 Kimberly Lane, Houston, Texas 77024. 

The meeting will be held on May 13, 2024, at 8:00 p.m.

The Board shall consider and discuss the following matters and take any action appropriate with respect to such matters:

• Review and approval of the minutes of the Board meetings held on April 15, 2024;

• Treasurer’s Report (Ladd Williams);

• ACC and ASC Reports (Josh Nix);

• Security Committee Report (Pat Clynes); 

• TIRZ 17 Report (Fletcher Dunson);

• Memorial Super Neighborhood Report (Kyle Hill/Pat Clynes);

• Capital ;Improvements Report (Kiel Von Feldt), including but not limited to:

• Ratify approval of proposal for new gate and related improvements at pool facility;

• Community Facilities and Park Report (Kyle Hill);

• Communications Report (Katie Eisterhold);

• Swim Team Report (Allison Marshall/Euhna Kirkpatrick);

• Other Business, including but not limited to:

• Appointment of Director to fill Board vacancy and Election of one more Assistant SecretariesOfficer(s) of the Board; 

• Ratification of email vote for Ratify approval of 2024 Sweetwater Contract for Fonn Villas Swim Club; 

• Ratification of email vote for pool facility gate 

• Insurance Policy Renewals: commercial, hired and non-owned autos, and umbrella

• Public Comments (limited to 2 minutes per speaker); and

• Matters for possible placement on future agendas. 

FONN VILLAS CIVIC ASSOCIATION, INC. NOTICE OF REGULAR MEETING

Notice is hereby given to all interested parties that the Board of Directors (the “Board”) of the above captioned Association will hold a regular meeting of the Board at Pines Presbyterian Church, Room C10, 12751 Kimberly Lane, Houston, Texas 77024. 

The meeting will be held on April 15, 2024, at 8:00 p.m.

The Board shall consider and discuss the following matters and take any action appropriate with respect to such matters:

1. Review and approval of the minutes of the Board meetings held on March 18, 2024, and March 27, 2024;

2. Treasurer’s Report (Ladd Williams);

3. ACC and ASC Reports (Josh Nix);

4. Security Committee Report (Pat Clynes); 

5. TIRZ 17 Report (Fletcher Dunson);

6. Memorial Super Neighborhood Report (Kyle Hill/Pat Clynes);

7. Capital Improvements Report (Kiel Von Feldt), including but not limited to:

1. Status of landscaping improvements; and

2. New gate and related improvements at pool facility;

8. Community Facilities and Park Report (Kyle Hill);

9. Communications Report (Katie Eisterhold);

10. Swim Team Report (Allison Marshall/Euhna Kirkpatrick);

11. Other Business, including but not limited to:

1. Election of one more Assistant Secretaries of the Board;

2. 2024 Sweetwater Contract for Fonn Villas Swim Club;

3. Dad’s Club additional rental of 4 lanes outside of routine summer hours in June 2024; and

4. Memorial Day Cookout;

12. Public Comments (limited to 2 minutes per speaker); and

13. Matters for possible placement on future agendas. 

Agenda for FVCA Special Meeting – by phone at 949-725-6511, Code: 65230#  – Wed., Mar. 27th at 8 pm

1.    Discussion regarding Fonn Villas Swim Team, and the taking of any Board action in connection therewith, including but not limited to:
- Ratification of previously discussed modifications to Swim Team dues and non-resident facility charges. 

2.    Consider Association's Procedure for the Financial Management of the Fonn Villas Civic Association Maintenance Fund, as adopted April 2, 2012, and the taking of any Board action in connection therewith.

3.    Consider proposal for landscaping improvements at Association facilities and monuments, and the taking of any Board action in connection therewith. 

4.    Consider Association's Procedures for Handling the Minutes of All Meetings, as adopted April 2, 2012, and the taking of any Board action in connection therewith.

5.    Consider opening of new Association investment account(s) with Fidelity, and the taking of any Board action in connection therewith.

Agenda for March 18, 2024, Regular Board Meeting: 8 PM @ Pines Presbyterian, Room C-10

Approval of minutes – Cezar Andrei (3 min): Approval of minutes from February 2024 regular meeting
Treasurer report – Ladd Williams (5 min)

ACC and ASC reports – Josh Nix (5 min)

Advisory committee reports (17 mins) 

·  Security - Pat Clynes (2 min) 

·  TIRZ 17 - Fletcher Dunson (2 min) 

·  Memorial Super Neighborhood - Kyle Hill/Pat Clynes (2 min) 

·  Capital Improvements – Kiel Von Feldt (5 min) 

·  Community Facilities/Park - Kyle Hill (2 min) 

·  Communications (website, directory, newsletter, welcoming) - Katie Eisterhold (2 min) 

·  Swim team - Allison Marshall/Euhna Kirkpatrick (2 min)  

New Business (20 minutes) 

·  FOR VOTE:  Renew D&O/Crime Insurance Policy for $6,350 

·  FOR DISCUSSION: memorial tree for Jim Davidson - proposal(s), what should be approved, estimated cost(s), allowing FV residents to also participate 

·  FOR VOTE: landscape improvements (Attingham Dr. ligustrum and bed, pool entrance and corner, Kimberley Drive bed, and Old Oaks bed)

Agenda:

Beacon Presentation / Q&A (20 min)

Intro & Overview of Services provided to FVCA

Approval of minutes – Katie Eisterhold (2 min)

Approval of minutes from January 2024 annual meeting and from the 2024-2025 organizational meeting

Treasurer report – Ladd (5 min)

 ACC and ASC reports – Josh Nix (5 min)

Advisory committee reports

• Security - Pat Clynes (2 min)

• TIRZ 17 - Fletcher Dunson (2 min)

• Memorial Super Neighborhood - Katie Eisterhold (2 min)

• Community Facilities/Park - Kyle Hill (2 min)

• Welcoming/Newsletter/Website - Katie Eisterhold (2 min)

New Business (18 minutes)

• FOR VOTE:  Vote to decouple the FV Swim Team from the FVCA contingent upon the FVST setting up entity to operate independently (5 min)

• COMMITTEES: nominate/select a chair for the Capital Improvement Committee for the 2024-2025 year and then discuss plans for Spring 2024 improvements (13 min).

Adjourn Meeting

Agenda for FVCA Annual Meeting, Monday 1/22/2024 @ 7PM, Pines Presbyterian:

agenda TBD.

Agenda for January 8, 2024 Board Meeting: 7:15 PM @ Pines Presbyterian

Approval of minutes – Katie Eisterhold (2 minutes)

Advisory committee reports (15 minutes)

• Pool Executive Committee/ Bendwood Park – Kyle Hill

• Security - Michael Ferrier

• ASC/ ACC - Josh Nix - conversation with Beacon

• TIRZ 17 – Fletcher Dunson

• Memorial Super Neighborhood – Katie Eisterhold

• Capital Improvement Committee – Dan Zoch/Kyle Hill/Fletcher Dunson

Financial State Discussion (45 minutes)

• Financial reports presentation, swim team final income statement

• Final review of expense allocation and compare actuals vs budgeted figures

• Review some of the budget items and correct as needed based on analysis.

Other Business (10 minutes)

• Discuss splitting the Swim Team as a separate entity from the HOA (follow up from our last meeting) in order to fully manage their revenue and expenses, outside the HOA's responsibility.

• Have a point person dealing with the pool's rental.

Agenda for November 30, 2023 Board Meeting: 7:15 PM @ Pines Presbyterian

Approval of minutes – Katie Eisterhold (2 minutes)

Other Business (5 minutes)

• Board Nominations: Nominate Pat Clynes (Lornmead), Chuck Zhang (Trail Hollow) and Will Stafford (Val Lena) to be put on the ballot for the next election.

• Facilities: Approve additional work to replace two pool lights on the North side of the recreational pool; this additional work needs board approval.

Financial State Discussion – Ladd Williams (5 minutes), Entire Board (60 minutes)

• Financial reports presentation, swim team final income statement

• Discuss splitting the Swim Team as a separate entity from the HOA (follow up from our last meeting) in order to fully manage their revenue and expenses, outside the HOA's responsibility.

• 2024 Budget Discussion

• 2024 Assessments Approval as well as letter to be mailed with the new assessments (the management co needs to send the billing out during the first week of December).

Agenda for Monday, October 30, 2023 7:15PM @ Pines Presbyterian (in case we cannot get in, we will do it at the pool)

General Business

1. Approval of minutes – Katie Eisterhold (2 minutes)

2. Treasurer report – Ladd Williams (30 minutes)

• YTD Financial reports presentation

• Proposed 2024 budget discussion

3. ACC and ASC reports - Josh Nix (5 minutes)

• Appoint new members to the ACC to replace members rolling off

Advisory and executive committee reports

1. Security - Michael Ferrier (5 minutes)

2. TIRZ 17 - Fletcher Dunson (5 minutes)

3. Memorial Super Neighborhood - Katie Eisterhold (5 minutes)

4. Pool Executive Committee - Kyle Hill (5 minutes)

• End-of-season update

5. Capital Improvement Committee Updates - Dan Zoch (10 minutes)

• update on 2023 improvement projects

Other Business

1. Approve new landscaping contract with LMC (5 minutes)

2. Discuss options for separating the Swim Team from the HOA for management and budget independence (5 minutes)

3. Agree on the November and December board meeting dates (5 minutes)

4. Discuss the relationship with BRM and how we would like to see the HOA portal going forward (this includes the directory) (5 minutes)

Agenda for September 11, 2023 Board Meeting: 7:15 PM @ Pines Presbyterian

• Approval of minutes – Katie Eisterhold (2 minutes)

• Treasurer report – Ladd Williams (8 minutes)

  • Financial reports presentation, swim team final income statement

• ACC and ASC reports – Josh Nix (5 minutes)

  • Discuss the merger between BestFit and Beacon: Should we have one contract and what is important for them to watch for as well as follow up on reported deficiencies

  • Appoint new members to the ACC to replace members rolling off

• Advisory committee reports

  • Security - Michael Ferrier (10 minutes): Discussion about the constable contract's price increase and approval.

  • TIRZ 17 – Fletcher Dunson (5 minutes)

  • Memorial Super Neighborhood – appoint a new members to represent Fonn Villas

• Pool Executive Committee - Kyle Hill (10 minutes)

  • End-of-season update

  • Update on a new landscaping contract

• Capital Improvement Committee Updates - Dan Zoch (10 minutes)

  • update on upcoming improvement projects (deck and heater)

• Other Business

  • Appoint a new board member to replace a position vacated by a resignation (5 minutes)

  • General discussion about aging trees in the neighborhood: Several residents voiced concerns about the trees' viability and their maintenance

Agenda for July 10, 2023 Board Meeting: 7:15 PM @ Pines Presbyterian

• Approval of minutes – Katie Eisterhold (2 minutes)

• Treasurer report – Ladd Williams (8 minutes)

  • Update on splitting the Associations funds between two institutions

  • Review the HOA's financials, including the swim team's

  • Update on the desired presentation of our financials

• ACC and ASC reports – Josh Nix (5 minutes)

  • Discuss the engagement with Beacon, our DRV enforcement company: what is important for them to watch for, and update them on our guidelines.

• Advisory committee reports

  • Security - Michael Ferrier (10 minutes)

    • General discussion about security and evaluating the installation of Flock cameras: cost/ benefit analysis, paying for the service, how will it fit in the overall security posture in Fonn Villas

  • TIRZ 17 – Fletcher Dunson (2 minutes)

  • Memorial Super Neighborhood – Andy Bonnin (2 minutes)

  • Pool Executive Committee - Andy Bonnin (5 minutes)

    • Updates on the first part of the season

• Other Business - Andy Bonnin - discuss the feasibility of renting the pool during the off-season to Dad's Club and vote (30-40 minutes)

  • Background: Dad's Club is willing to rent our pool for the next 3 off-seasons for a total of 23 months (7+8+8 months) and they are offering a fixed $4,000 a month.

  • Evaluate FVCA's costs needed to accommodate the rental, most importantly the need to acquire and install a heater, its maintenance, but also any additional pool maintenance and chemicals, utilities, insurance, cleaning, etc. to understand if our costs can support the offered rental amount.

  • Discussion

  • Vote

Agenda for Special Meeting regarding Decking Project, Off-Season Pool Rental, and Heater Purchase: Wednesday, June 28, 2023, 7:15PM @ Pines Presbyterian

• Decking Project:

  • Review all final proposals/bids on the deck project (remove current overlay & refinish with Spray Deck OR replace deck entirely and apply Spray Deck).

  • Vote on moving forward with the decking project.

  • If voting to move forward, approve a proposal/bid and begin work once the 2023 season is over. 

• Dad’s Club Off-Season Pool Rental:

  • Review final proposal from the Dad’s Club regarding off-season pool rental for 3 years.

  • Dan Zoch, Fletcher Dunson, or Kyle Hill to provide their recommendation for rental agreement following their discussions with Dad’s Club

  • Vote to move forward to enter into a rental agreement with Dad's Club for off-season pool rental for 3 years.

  • If voting to move forward, approve a rental structure agreement.

• Heater Purchase:

  • Review heater proposals and determine if feasible.

  • Capital lmprovement Committee to provide their recommendation for a heater.

  • Vote on moving forward with purchasing a heater. 

  • If voting to move forward, approve a heater option.

Agenda for June 19, 2023, Board Meeting: 7:15 PM @ Pines Presbyterian

Approval of minutes – Katie Eisterhold (2 minutes)

Treasurer report – Ladd Williams (8 minutes)

Update on splitting the Association's funds between two institutions

ACC and ASC reports – Josh Nix (5 minutes)

Discuss the engagement with Beacon, our DRV enforcement company: what is important for them to watch for, and update them on our guidelines.

Advisory committee reports

• Security - Michael Ferrier (10 minutes)

  • General discussion about security and evaluating the installation of Flock cameras: cost/ benefit analysis, paying for the service, how will it fit in the overall security posture in Fonn Villas

• TIRZ 17 – Fletcher Dunson (5 minutes)

• Memorial Super Neighborhood – Andy Bonnin (5 minutes)

Pool Executive Committee - Andy Bonnin

Discuss the feasibility of installing a pool heater, evaluating bids, and tentatively approving the pool rental during the off-season to Dad's Club

Capital Improvement Committee Updates - Dan Zoch (10 minutes)

Revisit the planning and proposals for future improvements - the deck project

Other Business - nominate and elect a new board member

Agenda for May 8, 2023 Board Meeting, 7:15 PM @ Pines Presbyterian

Approval of minutes – Katie Eisterhold (2 minutes)

Treasurer report – Ladd Williams (5 minutes): Update on splitting the Association's funds between two institutions

ACC and ASC reports – Josh Nix

Advisory committee reports

• Security - Michael Ferrier (10 minutes)

  • General discussion about security and evaluating the installation of Flock cameras: cost/ benefit analysis, paying for the service, how will it fit in the overall security posture in Fonn Villas

• TIRZ 17 – Fletcher Dunson (5 minutes)

• Memorial Super Neighborhood – Andy Bonnin (5 minutes)

Pool Executive Committee - Andy Bonnin - pool operations, repairs (10 minutes)

Capital Improvement Committee Updates - Dan Zoch: CapEx planning and proposals for future improvements (10 minutes)

Other Business - Ideas for operating the pool year-round (10 minutes)

Agenda for April 10, 2023 Board Meeting: 7:15 PM @ Pines Presbyterian

Approval of minutes – Katie Eisterhold (2 minutes)

Treasurer report – Ladd Williams (8 minutes)

Update on splitting the Association's funds between two institutions

ACC and ASC reports – Josh Nix (5 minutes)

Discuss the engagement with Beacon, our DRV enforcement company: what is important for them to watch for, and update them on our guidelines.

Advisory committee reports

• Security - Michael Ferrier (10 minutes)

• General discussion about security and evaluating the installation of Flock cameras: cost/ benefit analysis, paying for the service, how will it fit in the overall security posture in Fonn Villas

• TIRZ 17 – Fletcher Dunson (5 minutes)

• Memorial Super Neighborhood – Andy Bonnin (5 minutes)

Pool Executive Committee - Andy Bonnin - discuss organization rules (15 minutes)

Slide replacement update

Capital Improvement Committee Updates - Dan Zoch: revisit the planning and proposals for future improvements (10 minutes)

Other Business - approve the pool management contract for 2023-2024 (5 minutes)

MEETING AGENDA

Approval of minutes – Katie Eisterhold (2 minutes)

Treasurer report – Natalia Branch (8 minutes)

Review and approve proposed budget changes based on the increased cost of the constable contract

ACC and ASC reports – Josh Nix (5 minutes)

Advisory committee reports

• Security - Michael Ferrier (20 minutes)

• Presentation from Captain Hutter with Precinct 5

  General discussion about security and evaluating the installation of Flock cameras: cost/ benefit analysis, paying for the service, how will it fit in the overall security posture in Fonn Villas

  TIRZ 17 – Fletcher Dunson (5 minutes)

• Memorial Super Neighborhood – Andy Bonnin (5 minutes)

Pool Executive Committee - Andy Bonnin: discuss organization rules and budget (15 minutes)

Capital Improvement Committee Updates - Dan Zoch: revisit the planning and proposals for future improvements (10 minutes)

Other Business - nominate and elect a new board member and nominate and elect a new treasurer (5 minutes)

The Fonn Villas Board of Directors will meet on Monday, December 12, 2022 at 7:15PM. The meeting will be held at the Pines Presbyterian.

Agenda

• Approval of minutes – Katie Eisterhold

• Treasurer report – Natalia Branch

  Discussion about where to park the reserves (high yield savings, T-bills, CDs, investments)

• ACC and ASC reports – Josh Nix

Advisory committee reports

• Security - Michael Ferrier: Discuss and approve the increased share due to Memorial Hollow dropping out of the contract

• TIRZ 17 – Fletcher Dunson

• Memorial Super Neighborhood – Andy Bonnin

• Pool Executive Committee - Andy Bonnin

• Discuss organization rules

• Slide: how to proceed with Sweetwater about repairs and payments

• Capital Improvement Committee Updates - Dan Zoch

Adjournment