INTRANETSITE ADMIN

BGP Board Meeting Minutes

THE REGULAR MEETING OF

THE BOARD OF DIRECTORS OF

BRIARGROVE PARK PROPERTY OWNERS, INC.

HELD ON TUESDAY, FEBRUARY 20, 2018

 

The regular meeting of the Board of Directors of Briargrove Park Property Owners, Inc. was held on Tuesday, February 20, 2018 at the subdivision office at 7:00 p.m.

 

Present:                            Larry Shamp, President

Kaylan Caballero, Vice President

                                        Brad Hopper, Secretary

                                        Susan Stanton, Director                                  

 

Also Present:                    Bobbi Marchese, Association Manager

                                        Wesley Pace, SEAL Security

                                       

Absent:                             Stephen Raffaele, Treasurer

                                        Edward Brady, Director

                                        Mickey Shivitz, Director

                                       

The meeting was called to order at 7:02 PM.

 

Vi Scarborough addressed the Board concerning the lack of post lights on Piping Rock in Briar Court.  Susan Stanton explained our outside legal counsel has advised the Association should start from scratch again with a “project post light” putting owners on notice with non-working post lights giving them a time period in which to repair.  At the end of the time period the Association would need to decide if it wished to bring a class-action lawsuit against all owners with non-working lights.  Chris Goble then addressed the Board that his property has never had a post light in the 18 years that he has lived there.  He is selling his home and it was reported on his resale certificate that his property was in violation of the deed restrictions because it did not have a post light.  Susan Stanton responded we are required by law to disclose if we are aware of any deed restriction violations on the resale certificate.  Mr. Goble was upset that the buyer wanted him to put in a post light and Mr. Goble asked the Board to reimburse him $350 for the cost of a solar post light.  The Board responded they would take it under advisement in executive session and give him a response in the next week.

 

Officer Wesley Pace, SEAL Security, gave the security report for January, 2018.  There was a total of 160 calls for the month to the Center. The Board reviewed the proposed “No Soliciting No Trespassing” window cling draft.  The Board asked that the BGP tree logo be removed from the window cling. Brad Hopper made a motion to approve the “No Soliciting No Trespassing” window cling as revised and an order of 2,000 stickers be placed.  Kaylan Caballero seconded the motion and it carried.  Once the window clings are received, they will be given to all property owners in BGP.  When every property in BGP displays this window cling on or near their front door, it will allow the SEAL Officers to legally enforce “No Soliciting” in BGP.

 

The Board reviewed several Silversand proposals for additional work to be done at the playground.  Susan Stanton made a motion to accept four Silversand bids totaling $2773.75 to plant new cannas in front of the playground fence, add bend-a-board around the bike rack, add crushed granite and bend-a-board to the east crepe myrtle area, including raising canopy of the crepe myrtles and removing one dead crepe myrtle.  Brad Hopper seconded and the motion carried.

 

Kaylan Caballero presented a proposal to the Board from two coaches wishing to rent our tennis courts for private lessons and/or offering tennis clinics and lessons for children and adults, possibly during spring break and this summer.  Jose Llana, Tennis Committee Chair stated the Tennis Committee would need more details on the programs and the Committee is only interested in offering programs to residents or BGP tennis leagues.  There is not enough time to plan anything for Spring Break 2018.  Larry Shamp asked that Jose contact the Coaches directly and get more details on their proposal.  Jose is happy to do that.

 

The Board reviewed three Pool Contract bids.  Sweetwater Pools was the lowest bid and Sweetwater has assured the Board we will not have the problems with pool management that were experienced last summer.  Kaylan Caballero made a motion to approve the Sweetwater Pool Contract for a total contract price of $46,674.90 stipulating to Sweetwater that 2018 will be a “trial period” for the Company to improve their performance.  Susan Stanton seconded and the motion carried.  Susan Stanton made a motion to accept Sweetwater’s bid of $673.84 to replace the drain covers on the pool.  Kaylan seconded and the motion carried.  The Board then reviewed the three pool pump replacement bids.  Susan Stanton moved to accept Sweetwater’s bid of $12,822.00 and she will negotiate with Sweetwater to see if Sweetwater will match a competitor’s bid price or lower their bid.  The Board approved.

 

Brad Hopper made a motion to accept the minutes of the January 23, 2018 meeting.  Kaylan Caballero seconded, and the motion carried.

 

Bobbi presented Stephen Raffaele’s monthly budget report to the Board and it was discussed.

 

Susan Stanton made a motion to ratify the email vote to have Hartford Services replace the fan blower motor in the restroom building at a cost of $1488.00.  Brad Hopper seconded and the motion carried.  Kaylan Caballero made a motion to accept Silversand’s tree trimming bid of $1500.00 to trim a total of five trees in front of the office and in the gazebo area.  Brad Hopper seconded and the motion carried.  Brad Hopper made a motion to accept Silversand’s bid of $2500.00 to remove the tree and grind the stump of the tree that is in the way of the new “Nanny Path”.  Kaylan Caballero seconded and the motion carried.

 

The Board discussed a resident’s recommendation that he would donate $50 toward putting tree lights up in privately owned trees near the Briar Hill exit.  The Board responded that the resident can chair a Committee to explore that option and asked Bobbi to relay that information to him.

 

The Board went into Executive Session and legal matters were discussed.

 

There being no further business to come before the Board, the motion was made by Kaylan Caballero to adjourn at 10:30 p.m.  Susan Stanton seconded, and the motion carried.

 

 

 

Respectfully submitted                                              Approved

THE REGULAR MEETING OF

THE BOARD OF DIRECTORS OF

BRIARGROVE PARK PROPERTY OWNERS, INC.

HELD ON TUESDAY, JANUARY 23, 2018

 

The regular meeting of the Board of Directors of Briargrove Park Property Owners, Inc. was held on Tuesday, January 23, 2018 at the subdivision office at 7:00 p.m.

 

Present:                            Larry Shamp, President

                                        Kaylan Caballero, Vice President

                                        Brad Hopper, Secretary

                                        Susan Stanton, Director                                  

                                        Mickey Shivitz, Director

 

Also Present:                    Bobbi Marchese, Association Manager

                                        Wesley Pace, SEAL Security

                                       

Absent:                             Stephen Raffaele, Treasurer

                                        Edward Brady, Director

                                       

The meeting was called to order at 8:10 PM after opening with Executive session with outside legal counsel at 7:00 PM.

 

Natasha Schischakin presented photos to the Board showing recent tree trimming she had done to bring her property into compliance after receiving a demand letter from the Association’s legal counsel.  The Board was pleased with the photos and asked Bobbi to contact the law firm on her behalf.

 

Officer Wesley Pace, SEAL Security, gave the security report with totals for December 2017, as well as year-end figures.  He was pleased to report burglaries are down.

 

Kaylan Caballero reported the old playground equipment has been removed and some new playground equipment is beginning to be installed.  The artificial turf will be installed after all the equipment has been installed.

 

Jose Llana reported the tennis members are very happy with the new LED lights and thanked the Board for approving them.  The concrete has been repaired that was breaking around the tennis fence posts and will be painted this week.

 

Bobbi informed the Board she had received one new pool bid and was waiting on the second one to be delivered for the Board to review at the February meeting.

 

Kaylan Caballero made a motion to accept the minutes of the December 11, 2017 meeting.  Mickey Shivitz seconded, and the motion carried.

 

Bobbi presented Stephen Raffaele’s monthly budget report to the Board and it was discussed.

 

The Board approved Silversand’s proposal to install a Weathermatic Smartlink controller for the pool and common areas to replace the older, broken model at a cost of $55 month.  The new system is a cloud-based irrigation water management system that will save on water usage by being more efficient.

 

The Board discussed St. Francis Episcopal School’s request to rent our tennis courts on a yearly basis beginning in 2019 for the middle and new high school tennis programs.  Jose Llana, Tennis Committee Chair, gave his input and stated a quick poll of tennis committee members showed they were not in favor of renting the BGP courts to the school.  If the Board decides to further entertain the request, Jose recommended several conditions which included ending their practice and matches by 5:30 PM and leaving the walk-on court available for BGP tennis members.  The Board asked Bobbi to get more information from the school indicating how many days a week they would use the courts, which they will review at a later date.

 

Bobbi told the Board she had received a phone call from a BGP property owner that was flooded by Hurricane Harvey, inquiring about the possibility of putting a motorhome or trailer in her driveway while her house is being remodeled.  The property owner indicated FEMA had asked her to inquire about this possibility.  The Board asked Bobbi to get more information from the property owner, but stipulated the motorhome or trailer cannot block the sidewalk or be parked in the street or yard.

 

The Board discussed a memo from outside legal counsel indicating certain matters must be discussed by the Board in open session and the properties involved would need to be discussed by referring to an unidentifiable code.

 

The Board went into Executive Session and legal matters were discussed.

 

There being no further business to come before the Board, the motion was made by Kaylan Caballero to adjourn at 9:55 p.m.  Susan Stanton seconded, and the motion carried.

 

 

 

Respectfully submitted                                              Approved

THE REGULAR MEETING OF

THE BOARD OF DIRECTORS OF

BRIARGROVE PARK PROPERTY OWNERS, INC.

HELD ON MONDAY, DECEMBER 11, 2017

 

The regular meeting of the Board of Directors of Briargrove Park Property Owners, Inc. was held on Monday, December 11, 2017 at the subdivision office at 7:00 p.m.

 

Present:                            Kaylan Caballero, Vice President

                                        Brad Hopper, Secretary

Stephen Raffaele, Treasurer

                                        Susan Stanton, Director                                  

                                        Mickey Shivitz, Director

                                        Edward Brady, Director

 

Also Present:                    Bobbi Marchese, Association Manager

                                        Wesley Pace, SEAL Security

                                       

Absent:                             Larry Shamp, President

                                       

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

 

Donna Brown asked the Board if the “Briargrove Park sign” at Seagler Rd. and Burgoyne could be lit up at night.  Bobbi responded the entrance lighting was included in the recently approved tree lighting project to add more light to the gazebo area to the west of the tennis courts.  Drew Ward addressed the Board with his concerns that all Riverway Development new homes look the same.  David Tannich, ACC Chair, responded that the builder does make minor changes to the front facade of the homes, but the Committee approves plans that comply with the deed restrictions.  The current deed restrictions were presented to the Board with input from the ACC and then approved by 51% of the property owners.  Ray Cantrell asked the Board when they would approve allowing pier and beam construction.  Susan Stanton explained the Board basically has three options regarding pier and beam construction; which are ignoring the current restriction that slabs be on concrete, change the slab requirements in the deed restrictions and/or make changes in the ACC Guidelines.  The Board will review these options later this evening.

 

Officer Wesley Pace, SEAL Security, did not have a security report due to the early date of the December meeting.  Officer Pace urged those in attendance to keep their vehicles locked and secured at night.  Tim Howard asked about packages being stolen but Officer Pace replied the thief must be caught in the act to be arrested.  Marise Mikulis asked about the “no soliciting stickers” that SEAL Security advised they would hand out at a meeting a few months ago.  Bobbi or Officer Pace will check on the status of these stickers.

 

Marise Mikulis, Co-Chair for Storm Drainage and Water Quality Committee provided drafts to the Board of their recommended changes to the BGP Deed Restrictions and ACC Guidelines for new construction after the recent hurricane flooding. The Board and several members of the audience discussed the Committee’s proposed changes.  Marise recommended her Committee and the Board have a joint meeting to decide on their proposed changes.  Charles Rogers stated even the proposed changes would allow his lot to flood again.  Every bayou lot has different needs and issues.

 

Kaylan Caballero reported the new playground equipment has been ordered.

 

Jose Llana reported the tennis lighting project has not started yet.  The Contractor has had trouble getting the permit from the City.  The courts have been released for play until we get a firm start date.

 

Mickey Shivitz made a motion to accept the minutes of the November 14, 2017 meeting.  Susan Stanton seconded, and the motion carried.

 

The Board reviewed more information from Sweetwater regarding their proposals for new VGB Drain Covers ($673.84) and three new pool filter pumps and four new motors ($12,822).  The Board requested Bobbi get out a new term sheet to solicit new pool management contract bids before year end and include the needed repairs in the spec sheet.

 

Stephen Raffaele presented the 2018 budget for approval.  Kaylan Caballero made a motion to accept the budget.  Brad Hopper seconded, and the motion carried.

 

The Board went into Executive Session and legal matters were discussed.

 

There being no further business to come before the Board, the motion was made by Brad Hopper to adjourn at 10:21 p.m.  Stephen Raffaele seconded, and the motion carried.

 

 

 

Respectfully submitted                                              Approved

THE REGULAR MEETING OF

THE BOARD OF DIRECTORS OF

BRIARGROVE PARK PROPERTY OWNERS, INC.

HELD ON TUESDAY, NOVEMBER 14, 2017

 

The regular meeting of the Board of Directors of Briargrove Park Property Owners, Inc. was held on Tuesday, November 14, 2017 at the subdivision office at 7:00 p.m.

 

Present:                            Larry Shamp, President

                                        Kaylan Caballero, Vice President

                                        Brad Hopper, Secretary

                                        Susan Stanton, Director                                  

                                        Mickey Shivitz, Director

 

Also Present:                    Bobbi Marchese, Association Manager

                                        Sgt. Kevin Helton, SEAL Security

                                       

Absent:                             Edward Brady, Director

                                        Stephen Raffaele, Treasurer

                                       

The meeting was called to order at 7:05 PM.

 

Jose Llana asked if there would be further information on the new recycling company he saw listed on the BGP website.  The Board answered more information would be in the December newsletter.

 

Sgt. Kevin Helton with SEAL Security gave the security report for the past month.  There was a total of 242 calls to the center. 

 

Larry Shamp gave the report for the Storm Drainage and Water Quality Committee.  Mr. Shamp stated Marise Mikulis, Chair of the Committee, has put together a new committee consisting of residents, ACC members, board members, architects, an engineer and realtors that live in BGP for the purpose of trying to figure out how property owners can rebuild their houses in the flooded area by raising them, if necessary, and whether or not the deed restrictions will need to be changed.  Susan Stanton then spoke and said the Board will need to review several items such as allowing pier and beam construction, determining if the concrete slab foundation provision should be removed from the deed restrictions and addressed in the ACC Guidelines; and if pier and beam is allowed, then the issue of stairs leading to the front door being outside the front building line would need to be addressed.  David Tannich, ACC Chair, also entered the discussion.  At this time, it was decided the Board will need to have a special board meeting once final recommendations on items such as the above have been decided by the new committee and presented to the Board. 

 

Kaylan Caballero discussed the playground renovation she has been working on which will include artificial turf to replace the mulch and new playground equipment aimed for 5-12-year old’s, as most of our existing equipment is for 0-5-year old’s.  Kaylan got input from a group of moms from the BGP Mother’s Club regarding the new equipment to be purchased.  Ultimately after getting three bids for the turf and playground equipment, which were within $10k of each other, Kaylan presented to the Board her two top companies that work very well together.  SynLaw will remove the existing mulch and plastic and grade the area and install artificial turf from the pavilion back to the south boundary of the playground for $84,636.00.  McKenna Construction will remove two plastic playgrounds, 5-12 side of existing metal playground, metal buttons, wood tire swing and plastic barrel unit.  They will remove and reinstall two spring riders and the caterpillar and remove and refurbish the 2-5 unit, repaint the swings – adding new swing seats and chains and install the new Net Max and 5-12 Tower playground for $73,970.00.  The Board discussed the contracts Kaylan presented with attention to the payment terms and insurance coverage.  Mickey Shivitiz made a motion to accept SynLawn’s bid of $84,636.00 and McKenna Construction’s bid of $73,970.00 pending dividing the deposit and payments into thirds, receiving the required certificates of insurance from both vendors and adding the completion date of February 23, 2018 to the contracts.  Brad Hopper seconded and the motion passed unanimously.

 

Jose Llana updated the Board on the tennis lighting project.  The contractor is working to get the required City permits and the electrical equipment has been ordered.  At this time the courts are scheduled to be closed from December 1-15th for the lighting installation. 

Jose Llana also addressed the Board regarding changes the Tennis Committee would like to see made to the BGP Tennis Membership Agreement and Rules.  Earlier this year, the Tennis Committee requested the Board make changes to the BGP Tennis League Agreement and Rules because of problems that were being caused by Non-Resident members and league play.  Jose stated he had recently been alerted to the fact that several non-residents are planning to purchase Non-Resident BGP tennis memberships at the beginning of the year which currently allow residents and non-residents alike to bring up to three guests per reservation.  The guests of the resident member cannot be fellow residents, as the rules state any resident must also be a tennis member.  Allowing non-residents to bring up to 3 guests could mean if as few as four non-residents purchase BGP tennis memberships, all our courts could be reserved for the same reservation period by all non-residents, leaving no courts available for our residents.  The Tennis Committee strongly recommends the Board change the rules to no longer allow non-residents to bring guests.  In checking with neighboring tennis facilities, Jose stated clubs such as Westside Tennis Club do not allow members to bring guests.  Jose presented the Board with the Committee’s proposed changes to the rules.  Kaylan Caballero made a motion to accept the Tennis Committee’s proposed changes to the rules, terminating non-residents right to bring guests.  Susan Stanton seconded and the motion carried unanimously.

 

Brad Hopper made a motion to accept the minutes of the October 24, 2017 meeting.  Mickey Shivitz seconded and the motion carried.

 

After a short discussion on the 2018 annual maintenance fee, Susan Stanton made a motion to keep the fee at $685.00 for 2018.  Mickey Shivitz seconded and the motion carried unanimously.  The Board tabled the discussion of either a Lock Box or check scanner for processing the 2018 maintenance fees to Frost Bank until the December meeting.

 

The Board voted to reject Silversand Service’s bid of $1,000.00 to over seed the common area with rye grass for the winter.

 

Bobbi Marchese presented three bids for tree lighting the Board requested for the gazebo area and the rear of the parking lot.  Kaylan Caballero made a motion to accept Illumination Lighting’s bid of $6,700.00 to install accent and tree lighting in the front of the office, gazebo area and rear of the parking lot with a 50% deposit.  Susan Stanton seconded and the motion carried unanimously.

 

The Board reviewed Sweetwater Pool’s proposals for new VGB Drain Covers ($300.00) and four new pool filter pumps ($13,929.00).  The Board decided to table the VGB covers until the December meeting.  Kaylan asked Bobbi to prepare a bid spec sheet to go out for new pool company bids and include in the sheet to assess current needs for the pool, to see if new companies also advise we need new pumps.

 

The Board reviewed information Bobbi had sent previously on TruEnergy, a company that will find the cheapest electricity rate for BGP at no cost to BGP.  Two of BGP’s electricity contracts expire on December 6th.  The Board decided they will do an email vote later next week.

 

Bobbi presented Amstill Roofing’s bid to repair a leak in the clubhouse roof and do roof maintenance for $875.00.  Larry Shamp made a motion to accept Amstill’s bid.  Kaylan Caballero seconded and the motion carried unanimously.

 

Brad Hopper told the Board he had spoken with the property owner to the east of the tennis courts regarding the new nanny path that was previously approved, and has now decided it would be in BGP’s best interest to remove the tree.  The original bid was crafted around keeping the tree which included several extra steps and costs to build a ramp/drainage around the tree.  Brad Hopper made a motion to remove the tree and have the contractor revise the approved bid deleting all the extra steps/costs that were required because of the tree.  Kaylan Caballero seconded the motion and it passed with two members abstaining from voting.

 

The Board went into Executive Session and legal matters were discussed.

 

There being no further business to come before the Board, the motion was made by Kaylan Caballero to adjourn at 10:25 p.m.  Brad Hopper seconded and the motion carried.

 

 

 

Respectfully submitted                                              Approved