Downloadable Meeting Minutes

Most Current HOA Meeting Synopsis

Date: August 18, 2025
Time: Regular Board Meeting
Location: 211 Spring Grove Drive, Waxahachie, TX

I. Attendance

• Gary Lindsay, John Beaton, Cindy Beaton, Rob Ficula, John Mallios, Matt Scott

II. Old Business

• Neighborhood speeding and stop sign concerns
  • Exploring a single gate at Victorian and Spring Grove that opens after a full stop
  • Request for regular Sheriff patrols

III. New Business

• FY25 Texas HOA Legislative Changes
  • Solar roof tiles cannot be prohibited
  • No drought related lawn fines
  • Political gatherings cannot be prohibited
  • ACC selection notice to residents 10 days prior, appointments allowed if no volunteers
  • Electronic and remote voting must be offered
• Financials
  • Treasurer transition to John Beaton completed
  • Landscaping contract: Alejandro Otero at $165 per month plus Christmas lights
  • Replace debit card auto pays with bank draft - approved. John to provide bank info to Matt
  • Recent late dues collected without late fees noted for future protocol
• IT
  • Set up dedicated HOA email and OneDrive systems at $250 - approved
  • Consider designating one board seat as IT officer when Matt steps down in January
• Friendsgiving
  • Planning team: Gretta Simmons, Jenn Pope, Kristi Autrey
  • Target date: Sunday, November 9 around 6 p.m. with BlueBonnet BBQ
  • Funded by sponsors with small board backstop if needed
  • Explore sponsor recognition and short business promos
• Welcoming
  • New Homeowner Welcoming Committee led by Jori Lindsay
  • Cindy to coordinate with the neighborhood women’s Bible study group
• Committees and Bylaws
  • Landscaping and Maintenance Committee already in Bylaws
  • Propose adding Events and Welcoming Committees
• Member Fees
  • No charge for member service documents - approved
• ACC Approval Form
  • Current form with email approval signatures acceptable - approved
• Management Certificate
  • Reviewed, additions tabled to next meeting
• Amendments
  • Reviewed and selected items for the voting sheet
  • Cindy to draft content, Matt to format
  • Plan an October neighborhood meeting to explain amendments
• Late Dues and CCR Violation Protocols - approved
  • Courtesy letter: 30 days to comply, $100 fine after 30 days, hearing offered, fines to general fund
  • Certified letter: 30 days to comply, then $150 fine, lien, possible JP court, hearing offered, fines to general fund
  • Escalation to lien and JP court as needed

IV. To Do

• John - provide banking info to Matt, review books for audit, prepare financial status report
• Matt - move utilities to bank draft, upgrade email and OneDrive, provide board access instructions
• Cindy - coordinate Welcoming Committee outreach with Jori and group
• Rob - research gates, contact Sheriff for patrols

V. Next Meeting

Date: September 15, 2025