INTRANETSITE ADMIN

BGP Board Meeting Minutes

THE REGULAR MEETING OF

THE BOARD OF DIRECTORS OF

BRIARGROVE PARK PROPERTY OWNERS, INC.

HELD ON TUESDAY, June 18, 2019

 

The regular meeting of the Board of Directors of Briargrove Park Property Owners, Inc. was held on Tuesday, June 18, 2019.

 

Present:                            Kaylan Caballero, President

                                        Kayvan Zarea, Vice President

                                        Courtney Hencke, Treasurer

Larry Shamp, Director

Charles Rogers, Director                                

                                        Susan Stanton, 2nd VP

 

Absent:                             Ken Guidry, Secretary

                                        Mickey Shivitz, Director

                                       

Also Present:                    Bobbi Marchese, Association Manager

                                        Sgt. Kevin Taylor, SEAL Security

                                       

The meeting was called to order at 7:04 pm.

 

Bray Vincent, on behalf of Bob Bruce, addressed the Board seeking their help in getting the City to approve speed bumps from the 100 block to 700 block of Briar Hill. Mr. Bruce emailed a letter to Bobbi to present to the Board for their endorsement. The Board will discuss later in the evening.

 

Sgt. Taylor, SEAL Security, gave the stats for the past month. There was a total number of 211 calls to the BGP hotline. There was one burglary of a habitation which was building materials taken from a new home under construction that were not secured. Kim Hill asked Sgt. Taylor if SEAL Security should be called for barking dogs. Sgt. Taylor responded yes, after 10pm on weeknights and 11pm on weekends SEAL can respond to barking dog complaints and will approach the owners and inform them their dogs are disturbing the peace.

 

Mike Hessel presented the Board with more information on rejected ACC submittals. Mike requested the Board request a letter from our outside legal counsel stating that the ACC cannot object to cedar shake shingles in Briar Court due to the fact that they cannot grant variances. The Briar Court deed restrictions state all homes must have cedar shake shingles. Bobbi will contact the law firm regarding this matter.

 

Courtney Hencke presented the monthly financial report to the Board. Collections are at about 99%. About $70K has been earmarked for repairs to the Westheimer Wall.

 

 

Jose Llana reported to the Board that last weekend’s free tennis clinic was a success and appreciated by the residents. The youth summer tennis camp will be held in July and August and every youth participating may invite a guest. Jose discussed changes the tennis committee would like to see to the BGP tennis rules and presented them to the Board. Kaylan responded the Board is working on changing the tennis rules and will discuss later tonight increasing the non-resident fee to join the BGP facilities. A lengthy discussion was held on revising the rules to protect BGP tennis facilities against commercial use by non-resident members and resident members.

 

Courtney Hencke presented a proposal to the Board to purchase a “gaga pit” which would need to be assembled and installed by volunteers at the playground. Players would need to bring their own ball to play. Courtney Hencke made a motion to purchase a gaga ball pit for less than $5,000.00 including removing the light pole and installing a junction box and removing the crepe myrtle that will be in the way. Kayvan Zarea seconded the motion and it carried. If removing the pole proves to be an issue and more expensive than the approved amount, the purchase will be revisited.

 

Kaylan Caballero and Bobbi discussed the difficulties being experienced with the new pool company and the length of time it seems to be taking them to operate the pool smoothly. Bobbi will check references of Swim Houston Management and call them to see if they would be able to step in this summer, if the Board makes that decision.

 

Charles Rogers made a motion to purchase 10 additional pool chairs for a cost of $1104.20. Larry Shamp seconded the motion and it carried.

 

The Board reviewed a proposal from PayLease to offer a link on the BGP website to pay the annual maintenance fee from their checking account. The Board declined to participate as the Board did not want to give a “foundation” copy of our QuickBooks file and property owners can do this through their own bank accounts.

 

The Board approved Force Mows for three properties whose front yards violate the deed restrictions. The Board approved removing a late fee from a Briar Court property due to mail forwarding problems. Bobbi was given another tree person to call to remove the broken pine branch from the Briar Forest median. The Board approved authorizing RMWBH to send an initial demand letter to three properties with inoperative post lights who have not responded to 209 letters.

 

The Board went into executive session.

 

The Board returned to open session. Kaylan Caballero made a motion to increase the non-resident facility fee to $1200/year. Charles Rogers seconded and the motion carried unanimously.

 

There being no further business to come before the Board, the motion was made to adjourn at 10:12 p.m. The motion carried.

Respectfully submitted                                              Approved

THE REGULAR MEETING OF

THE BOARD OF DIRECTORS OF

BRIARGROVE PARK PROPERTY OWNERS, INC.

HELD ON TUESDAY, May 21, 2019

 

The regular meeting of the Board of Directors of Briargrove Park Property Owners, Inc. was held on Tuesday, May 21, 2019.

 

Present:                            Kaylan Caballero, President

                                        Kayvan Zarea, Vice President

                                        Ken Guidry, Secretary

                                        Mickey Shivitz, Director

Larry Shamp, Director

Charles Rogers, Director                                

                                        Susan Stanton, 2nd VP

 

Absent:                             Courtney Hencke, Treasurer

 

Also Present:                    Bobbi Marchese, Association Manager

                                       

                                       

The meeting was called to order at 7:04 pm.

 

Toni Post addressed the Board concerning off leash dogs in BGP and requested the City’s leash law be printed in the next addition of the newsletter. Kaylan Caballero stated it would be printed on page 27 of the September newsletter.

 

Sgt. Taylor, SEAL Security, gave the stats for the past month. There were a total number of 219 calls to the BGP hotline. Several lawn crew trucks have been targeted recently and had items taken from unlocked trucks. Sgt. Taylor asked if the Association could send an email telling residents to remind lawn crews and housekeepers to lock their vehicles and not leave valuables inside.

 

Kaylan Caballero gave the financial report for Courtney Hencke. Collections are at about 99%. The majority of capital expenditures spent in the remaining of the year will be for repairs to the Westheimer Wall.

 

Mickey Shivitz made a motion to accept the minutes of the April 23, 2019, Westheimer Wall meeting and the Board meeting that followed. Kayvan Zarea seconded and the motion carried.

 

Celina Villarreal updated the Board on the playground. Celina asked if chalk was still going to be allowed at the Pavilion since it was just power washed. Bobbi will send an email to residents asking that chalk not be used on the columns or building inside the Pavilion. Celina Villarreal addressed the Board concerning a summer camp program with various activities she would like to coordinate in BGP.

 

Mike Hessel showed the Board a slide of the most common problem areas which result in a rejection of plans by the Architectural Control Committee. These included not properly calling out roofing materials, plate height violations, showing no post light, no drainage plan included and inaccurately scaled plans.

 

Jose Llana gave the Board a tennis committee report and asked if the tennis summer youth camp could be held again this year from July 9th to August 16th. Last year’s camp was a success. The Board approved the request including allowing the tennis members to bring a guest. Jose presented recommendations for changes to BGP’s tennis rules based on the “guiding principle” that the BGP tennis courts are for the enjoyment of BGP tennis members. The recommendation that the Association may refuse membership or deny use of BGP tennis courts for any activity based on the Association’s sole judgement that the activity would be contrary or detrimental to the “Guiding Principle” the tennis committee presented to the Board cannot be approved. There was a lengthy discussion on the best way to prevent non-resident members from using the BGP courts for commercial purposes.

 

Swim team practice has started. Kaylan Caballero mentioned we may need to order one new lane rope and a divider rope to partition off the deep end from the rest of the pool.

 

Kaylan Caballero made a motion to ratify the email vote to accept GHPM’s bid to pressure wash the pool deck, restroom building and pavilion. Mickey Shivitz seconded and the vote carried.

 

Kayvan Zarea made a motion for RMWBH to send final demand letters for account #ABZB1305 and account #ABFT826. Ken Guidry seconded and the motion carried.

 

Bobbi presented bids for removing the light pole and a crepe myrtle that would be in the way of a “gaga pit” that is being looked into for the playground. A second electrician stated the pole that would need to be removed controls the tree lights at the back of the playground. More information needs to be obtained on the total cost of installing the pit.

 

The Board went into executive session.

 

There being no further business to come before the Board, the motion was made to adjourn at 9:20 p.m. The motion carried.

 

Respectfully submitted                                              Approved

 

 

THE REGULAR MEETING OF

THE BOARD OF DIRECTORS OF

BRIARGROVE PARK PROPERTY OWNERS, INC.

HELD ON TUESDAY, April 23, 2019

 

The regular meeting of the Board of Directors of Briargrove Park Property Owners, Inc. was held on Tuesday, April 23, 2019.

 

Present:                            Kaylan Caballero, President

                                        Kayvan Zarea, Vice President

                                        Courtney Hencke, Treasurer

Larry Shamp, Director

Charles Rogers, Director                                

                                        Susan Stanton, 2nd VP

 

Absent:                             Mickey Shivitz, Director

                                        Ken Guidry, Secretary

 

Also Present:                    Bobbi Marchese, Association Manager

                                       

                                       

The meeting was called to order at 7:07 pm after the Westheimer Wall meeting which began at 6:00 pm. Kaylan Caballero introduced new board members Courtney Hencke, Treasurer, and Charles Rogers, Director, who as an attorney, will be assisting Susan Stanton in reviewing legal documents, etc.

 

Major Montgomery, SEAL Security, gave the stats for the past month. There were a total number of 186 calls to the BGP hotline. No BMV’s or burglary of habitation occurred in the past month.

 

Courtney Hencke will give the financial report next month.

 

Kaylan Caballero made a motion to accept the minutes of the February 19th and March 19th board meetings. Kayvan Zarea seconded and the motion carried.

 

The BGP Easter Egg Hunt was postponed until Sunday because of rain forecast for Saturday. The Egg hunt was held in the BGP Pavilion which was successful. There was a complaint of chiggers brought to the office management’s attention. Bobbi checked with the installer of the turf who stated he doubted it was chiggers in the turf because he had never heard of this before, the other explanation could be sand flies. No further complaints have been received.

 

Jose Llana, Tennis Committee Chair, addressed the Board concerning a request by resident non-tennis member to hold a mixer at the BGP courts for non-residents. The tennis committee was unanimously opposed to allowing the BGP tennis courts to be used in this manner. Currently there are 180 members of the tennis courts, all of which sign the rules agreeing to abide by them. The rules were revised in 2017 and have been working well. Jose passed out a synopsis of the tennis rules to board members showing the rules the mixer would violate. Jose stated a mixer of this type is not in keeping with the spirit and intent that the BGP tennis courts are for the use of BGP property owners and residents. Some board members expressed opinions that renting the tennis courts is no different than using the pavilion for a birthday party or having a party at the pool, although the Board denied the request to hold the non-resident mixer.

 

Jose also addressed the Board concerning a request by a non-resident, Indire Akiki, to rent the BGP tennis courts to give tennis lessons to her students, all of which are non-residents as well. Jose stated allowing Ms. Akiki to teach non-residents at the BGP courts would set a precedent for more requests such as hers to be presented to the Board. Kaylan Caballero stated Ms. Akiki is welcome to train BGP residents that hire her but not non-residents.

 

The Board went into executive session and voted to not take further action on account #AAAM13 and will work with the owner from another angle regarding a current deed restriction violation. The Board did vote to turn over account #ABRRL1113 to RMWBH for enforcement of a deed restriction violation. The Board also voted not to take further action on existing deed restriction violation on account #ABUT1193. The Board then went back into regular session.

 

The Board ratified an email vote to sign a new energy contract effective 12/6/20 at the rate of .05040kWh.

 

The Board reviewed Greater Houston Pool Management’s (GHPM) two proposals for more safety equipment and repairs to the pump room, including repairing/replacing a non-working pump that may be under warranty depending on when it was installed (i.e. placed into service) last year. Kaylan Caballero motioned to approve the two proposals but wants GHPM to work with the possible warranty and/or install the new motor if required. Kayvan Zarea seconded and the motion carried.

 

The Board returned to Executive Session and legal matters were discussed.

 

There being no further business to come before the Board, the motion was made to adjourn at 9:00 p.m. The motion carried.

 

Respectfully submitted                                              Approved

 

WESTHEIMER WALL SPECIAL MEETING OF

THE BOARD OF DIRECTORS OF

BRIARGROVE PARK PROPERTY OWNERS, INC.

HELD ON TUESDAY, April 23, 2019

 

Present:                            Kaylan Caballero, President

                                        Kayvan Zarea, Vice President

                                        Courtney Hencke, Treasurer

                                        Larry Shamp, Director

                                        Charles Rogers, Director                                

                                        Susan Stanton, 2nd VP

 

Absent:                             Mickey Shivitz, Director

                                        Ken Guidry, Secretary

 

Also Present:                    Bobbi Marchese, Association Manager

 

 

 

The meeting stared at 6:05 PM. Kayvan Zarea welcomed the property owners of the Westheimer Wall and other resident to the meeting and began with a slide shpw showing existing damage to the Westheimer Wall.

 

The Board went out for bids to repair the Wall in 2016 and more recently received three more bids and the cost has increased by 20% since 2016. Kaylan Caballero addressed property owner collaboration with the Board, stating the Board is vested in getting the repairs to the Wall done and is hoping for a partnership with property owners and a path forward.

 

Residents in attendance agreed repairs need to be made to the Wall. Kaylan Caballero stated this will be a one (1) time repair to the Wall and the HOA is not taking responsibility for future repairs to the Wall. If the HOA pays the full cost of the repair, property owners must clear the Wall a minimum of three (3) feet from the Wall of vegetation, trees, shrubs, etc. Tree canopies must be raised and maintained away from the Wall. The Wall will be power washed and loose mortar and masonry that is exposed will be repaired. The projected cost of repairing the Westheimer side of the Wall is $50K and the property owner side is expected to cost about the same amount of money, although none of the companies bidding had looked at the property owner side yet. The Board feels the Wall is an asset and needs to be protected. This issue has been on the table for several years. The Board will need insurance from property owners that vegetation will be kept three feet from the Wall and maintained by the property owners.

 

One guest in attendance who’s relative’s portion of the Wall has been hit by vehicles several times over the years stated she had been unable to find the brick to make repairs. Kayvan Zarea stated the brick is available. Mr. Zarea stated the Board will likely update the lighting and will look into using landscaping boulders to help preserve the Wall from future traffic accidents.

 

Kaylan Caballero stated the next step will be for the Board to pick a contractor and execute the agreement so that the contractor can then access the property owner’s side of the Wall and give an amount to repair that side also. Susan Stanton stated the repair will likely take 9-12 months to complete and the temporary easement agreement will need to be revised to be in effect at least one year.

 

The meeting adjourned to begin the April monthly board meeting.

 

THE REGULAR MEETING OF

THE BOARD OF DIRECTORS OF

BRIARGROVE PARK PROPERTY OWNERS, INC.

HELD ON TUESDAY, March 19, 2019

 

The regular meeting of the Board of Directors of Briargrove Park Property Owners, Inc. was held on Tuesday, March 19, 2019.

 

Present:                            Kaylan Caballero, President

                                        Kayvan Zarea, Vice President

                                        Ken Guidry, Secretary

                                        Larry Shamp, Director

                                        Charles Rogers, Director                                

                                        Susan Stanton, 2nd VP

 

Absent:                             Mickey Shivitz, Director

                                        Courtney Hencke, Treasurer

 

Also Present:                    Bobbi Marchese, Association Manager

                                        Stephen Raffaele

                                       

The regular session was called to order at 8:40 PM after conclusion of the annual meeting.

 

The Board discussed electing new officers for 2019 after the recent election of two new directors. Larry Shamp made a motion to nominate Kaylan Caballero as President. Kayvan Zarea seconded and the motion carried. Ken Guidry moved that Kayvan Zarea be nominated Vice President. Kaylan Caballero seconded and the motion carried. Kaylan Caballero nominated Courtney Hencke as Treasurer. Ken Guidry seconded and the motion carried. Kaylan also moved that Ken Guidry be nominated Secretary. Kayvan Zarea seconded and the motion carried. Kaylan moved that Susan Stanton continue to serve as Second Vice President, a non-voting position. Kayvan Zarea seconded and the motion carried.

 

Stephen Raffaele went over February, 2019 financials. Stephen stated collections are on pace for the year. The Board discussed the current policy of waiting one year before turning delinquent accounts over to the outside law firm. Stephen recommended the Board considering shortening the time before delinquent accounts are turned over so that the maintenance fee can be collected during the year it was due. Kaylan Caballero made a motion to begin sending 209 letters for delinquent maintenance fees by May 1st every year. Kayvan Zarea seconded and the motion carried.

 

Kaylan shared her Google spreadsheet with the Board, showing the status of chronic post lights. Several have been repaired and those that have not been repaired thirty days after receiving the 209 letter will be turned over to outside legal for further enforcement.

 

The Board reviewed four different landscape renderings for re-landscaping secondary medians on Briar Forest. The Board picked two that they liked and asked Bobbi to get the pricing.

 

The Board returned to Executive Session and legal matters were discussed.

 

There being no further business to come before the Board, the motion was made to adjourn at 10:20 p.m. The motion carried.

 

Respectfully submitted                                              Approved