It is our pleasure to give you notice of and invite you to attend the annual meeting of the members of Oakwood Glen Association (the “Association”), which will be held on October 21, 2017, at Back Park Clubhouse, located at 17902 Hawk Haven, Spring, Texas 77379 (the “Membership Meeting”). The Membership Meeting is scheduled to begin at 2:00 p.m. In the event an initial quorum is not represented at 2:00PM., the meeting will be adjourned and reconvened at 2:15pm.; In the event that the required quorum is not represented at the first reconvened meeting, the meeting will be adjourned and reconvened at 2:20PM. In the event that the required quorum is not represented at the second reconvened meeting, the meeting will be adjourned and reconvened at 2:25PM.
The following matters will be considered and voted on at the Membership Meeting:
Approval of Minutes - Minutes from the October 29, 2016, annual membership meeting will be presented for approval at the Membership Meeting.
Election - An election to fill three (3) positions on the Board of Directors will be conducted at the Membership Meeting.
The Board of Directors has enclosed a proxy form with this notice in the event you are unable to attend the Membership Meeting and would like to designate an individual to attend the meeting in your place and vote on your behalf. If you choose to use the proxy form enclosed with this notice, a blank line is provided in the proxy form where you may designate the proxy-holder of your choice. To be effective, the proxy form must be signed and dated, and presented at the Membership Meeting prior to such meeting being called to order.
The Board of Directors has also enclosed an absentee ballot with this notice in the event you are unable to attend the Membership Meeting, but would still like to cast a ballot on the matters to be voted on at the Membership Meeting. Please be advised, if you cast your vote via absentee ballot instead of attending the Membership Meeting, you will forgo the opportunity to consider and vote on any action from the floor concerning the matters to be voted on at the Membership Meeting. This means that if there are individuals nominated for election or amendments made to any pending ballot item(s) from the floor, you will not be able to vote for such nominees and/or your ballot will not be counted on the final vote on any such amended ballot item(s). To be effective, the absentee ballot must be signed and dated, and returned to the Association at the address provided below by 4:30PM on the last business day immediately preceding the date of the Membership Meeting.
The absentee ballot can also be hand delivered by 2:00PM on October 20, 2017 to be effective.
Please return the executed absentee ballot to the Association in advance of the Membership Meeting at the following mailing or email address or facsimile number:
Oakwood Glen Association
c/o Sterling Association Services, Inc.
6842 North Sam Houston Parkway West Houston, TX 77064
All members of your Board of Directors have had the opportunity to provide input to this document.
We have attempted to answer questions like where does the Board spend your money, what are we
doing on collections, what Members should do if their account is delinquent to get on a payment plan,
deed restriction policies and issues, architectural control requirements, what Members rights are as well
as procedures for Members to follow if they do not agree with an action taken against their property.
The document also provides a partial list of what your Board of Directors have accomplished over the
past 34 months and where the Board is setting it’s priorities. The Board’s priorities are; to improve the
Association’s financial position, protect property values, maintain and improve community assets,
provide reasonable assurances of safety and security, ensure impartial enforcement of covenants,
encourage the use of our parks and pool by our residents and to enhance the sense of Community.
I plan on issuing pool key FOBs on Sunday August 6th from 11AM - Noon at the Front Park Parking Lot, weather permitting.
Your account will need to be paid in full or be current on a payment plan. If you are not sure if you have a balance please send me your street address and I can look it up or contact the management company.
Please bring a Photo ID that shows your current address. If you are a renter please bring a copy of your lease.
If you were previously issued a pool key FOB you can still use it again this year.
Each home will receive one (1) key FOB at no cost. If you would like an additional key FOB the cost is $25. Limit 2 per household.
If you have lost your previously issued key FOB the replacement cost is $25 (check or money order only). Lost key FOBs are removed from the system.