A Piece of Perfection
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Below are the Minutes from the September 9, 2025 Directors Meeting
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Date: Tuesday, September 9, 2025
Time: 4:30 PM
Location: 3405 Park Lane
Attending Board Members: Attending Visitors:
o David Sweet, President None
o Todd Burch, Vice President
o Toni Carlton, Secretary
o Kristin Sexton , Director
o Pat Neveux, Director
o Timothy Perkins, Director
Not Attending: Jelena Winnicki
Meeting Called to Order at 4:35 p.m. by President, David Sweet
Agenda: Agenda reviewed by David Sweet, President
1. Review of Minutes from Previous Meeting / Approval of Minutes – Review and approval of minutes from the last meeting
2. Reports of Officers
a. President’s Report
b. Treasurer’s Report
c. Committee Reports (if applicable)
3. Unfinished (Old) Business
a. Individual Directors Review of By-Laws
b. Review and Discussion of Changing Website Providers
4. New Business
a. Discussion and Planning for National “Night Out” Event
b. Updates to Current Directory
c. Discussion of Directory Form Revisions
i. Proposal to specify which person/email/phone number is to be considered the primary contact
5. Announcements
6. Adjournment
Minutes from Previous Meeting Read/Reviewed: Secretary, Toni Carlton
Approval of Minutes from Previous Meeting on June 17, 2025. Timothy Perkins made a motion to accept the minutes as read. Seconded by Pat Neveux. Motion to accept minutes as read, passed. Motion carried.
Officer & Committee Reports
President’s Report – David Sweet
Resident(s) concerned regarding safety when driving, biking, walking or jogging due to vegetation overgrowth into roadways, where in some areas it’s difficult to see oncoming traffic.
David and Timothy spoke with the county and encouraged any concerned neighbor to do likewise. Considering that this is a safety concern, the county may get to the neighborhood more quickly than originally scheduled is our hope. It was publicized by the county that they would be starting on the East side of the county and working the way West in the next few weeks. Again, due to safety concerns, we are hopeful this timeline might be moved up a bit.
Personal letter as a resident written by David was sent to GAIA Investments regarding 3455 West Hilltop where there are fallen limbs, high grass, etc. No response thus far.
Feedback from resident – documentation of meeting minutes had 2 versions available. Will be very careful going forward to notate draft vs. final for publication.
Vice President’s Report – Todd Burch
· Nothing to report at this time
Treasurer’s Report – Toni Carlton provided information in Jelena’s absence
· Bank Balance: $6,096.68.
Committee Reports:
Entrance Maintenance: Timothy Perkins
No responses for additional volunteers to mow entry ways
I would like to request that prior to the county beginning to mow in the neighborhood that residents pick up trash along the road in areas close to their home. This will help avoid debris being chopped and scattered everywhere.
Deed Restriction Review: Kristin Sexton
Nothing new noted
Newsletter and Communications: Pat Neveux
On schedule for next newsletter. If anyone has ideas of anything they would like to see in the newsletter, please let me know. One suggestion that has been made is perhaps featuring a recipe for sharing.
Todd Burch made a motion to accept all reports as read, motion seconded by Kristin Sexton. Motion to accept all reports as read, passed. Motion carried.
Unfinished (Old) Business:
Individual Directors Review of By-Laws
David advised that he has completed a preliminary review of the bylaws and actions/recommendations taken/made by the previous board in this regard.
Pat also has performed a cross reference of current CHPOA By-Laws vs. Texas POA Laws vs. previous recommendations, coming up with go forward recommendations for consideration.
Motion was made by Timothy Perkins to form a By-Law Review Committee with the goal of reviewing all current by-laws, aligning with the Texas POA Laws, targeting completion and readiness for presentation to residents by January 2026. This was seconded by Kristin Sexton. Motion to form committee passed unanimously, motion carried.
Review / Discuss changing Website Providers:
David demonstrated a mock website set up with a new provider. The current contract for site hosting expires in October so it’s a good time to move to a provider that offers more and is more user-friendly. The cost for the new provider would be less than $200 for a 3-year term. The website has numerous options that current site does not and a better price. Discussed also adding .org to the website, the .com suffix is paid for until 4/26, so we could slowly phase one out and the other in.
Motion was made by Timothy Perkins to change Website Providers and begin a 3-year term and begin transitioning to .org. This was seconded by Todd Burch. Motion to change Website Provider passed with unanimous vote, motion carried.
New Business:
Discussion and Planning for National “Night Out” Event
Mark Your Calendars: Texas Night Out – Tuesday – October 7, 2025: 6pm-8pm
·Location: Carlton’s – Shop is at the dead end of West Hilltop Drive, gate will be open. Pass up 3471 West Hilltop (Carlton house), continue around both curves in West Hilltop and it will dead end into driveway of shop
·Menu – Provided Items:
§ Hot Dogs & Buns
§ Chili
§ Condiments
§ Water / Lemonade
§ Please Bring
§ A Side or Dessert
·Updates to Current Directory
A new version of the Cross Reference by Street will be distributed with these minutes as the original distribution required the recipient to adjust to landscape format vs. portrait and we’ve had a few corrections submitted.
Discussion of Directory Form Revisions
Specify which person/email/phone number is to be considered the primary contact. In the next directory update a part of the form will specifically ask for primary designation.
Future Board Meeting Dates:
a) Brief Catch Up - October 7, 2025, prior to Night Out
b) December 9, 2025 @ 4:30 pm 3405 Park Lane
c) February 10, 2026 @ 4:30 pm 3405 Park Lane
Adjournment
I move to adjourn the meeting – Kristin Sexton
Second: Pat Neveux
Vote: Unanimous
Result: Motion carried
Time: 5:45 pm
