INTRANETSITE ADMIN

BGP Board Meeting Minutes

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

THE REGULAR MEETING OF

THE BOARD OF DIRECTORS OF

BRIARGROVE PARK PROPERTY OWNERS, INC.

HELD ON TUESDAY, OCTOBER 24, 2017

 

The regular meeting of the Board of Directors of Briargrove Park Property Owners, Inc. was held on Tuesday, October 24, 2017 at the subdivision office at 7:00 p.m.

 

Present:                            Larry Shamp, President

                                        Kaylan Caballero, Vice President

                                        Brad Hopper, Secretary

                                        Stephen Raffaele, Treasurer

                                        Mickey Shivitz, Director

 

Also Present:                    Bobbi Marchese, Association Manager

                                        Sgt. Kevin Helton, SEAL Security

                                        Malcolm Goldin, SEAL Security

 

Absent:                             Edward Brady, Director

                                        Susan Stanton, Director

                                       

The meeting was called to order at 7:00 PM.

 

Vi Scarborough addressed the Board concerning four houses on her street in Briar Court that do not have post lights and several other houses that have non-working post lights.  Bobbi will check will Stefany Taylor on the status of Vi’s report.

 

Sgt. Kevin Helton with SEAL Security gave the security report for the past month.  There was a total of 321 calls to the center.  There were 11 thefts of storm debris reported on Briar Dr.  SEAL will soon be distributing “No Soliciting” stickers for residents to affix near their front door.  The presence of this sign will help SEAL enforce “No Soliciting” in BGP.

 

The Board discussed Sgt. Helton’s (SEAL Security) request for additional patrols in the northern most area of BGP where the flooding occurred.  The additional patrols instituted during Hurricane Harvey were discontinued at the end of September once most of the flood debris had been collected.  Mickey Shivitz asked if cameras could be set up in lieu of hiring additional officers.  Malcolm Goldin with SEAL stated cameras could be installed on private property back on Briar Drive that could help monitor suspicious activity and dispatch could alert the SEAL officer on duty.  The cameras would cost an additional $1250/month. The Board will take it under consideration. 

 

Carol Tuttle, Community Outreach Coordinator for Walnut Bend Elementary School addressed the Board regarding Walnut Bend Elementary School being designated as a “Spark Park” recipient which means the School partnered with SPARK Non-Profit to design and build a new playground for the school.  The playground will be available for the community to use after school hours and on weekends.  The School is $10k short of their fundraising goal and Ms. Tuttle asked the Board to consider a donation which is needed by December 17, 2017.  Kaylan Caballero made a motion for BGP to donate $1,000 to the Spark Park. Brad Hopper seconded and the motion carried.

 

Joanne Davee addressed the Board on behalf of her Junior Current Literature Club.  The Club would like to reserve the meeting room the first Wednesday of the month starting in January 2018 through April 2018, then September through April thereafter.  The Club is asking for a reduced rate in the $95 rental fee.  Mickey Shivitz made a motion the Club may use the room free of charge and only pay for the $100 security deposit and $25 key deposit.  Kaylan Caballero seconded and the motion carried.

 

Marise Mikulis gave an update on the Storm Drainage and Water Quality Committee and stated the Committee’s two key focus items are reviving the Committee to meet and continue to work on revising the ACC Guidelines to present to the Board to incorporate changes to help preserve the property values in the flooded area.  Their second focus is exploring creating a conservation easement along the northern area of Briar Drive and form a non-profit that can work to drive public/private partnerships to fund acquisition of properties to become green spaces.  Michelle Foss is now the Co-Chair of the Committee.  Marise, Michelle and Larry Shamp recently meet with City of Houston officials, Steve Costello and Greg Travis to see if they had any objection to this idea.  The Committee is having conversations with several conservation groups.

 

Kaylan Caballero stated she is getting bids for artificial turf and some new playground equipment and has given a number of $150k for the 2018 budget for the playground.  The Tennis Committee will also be requesting funds for lighting and fans under the tennis gazebo. 

 

The Board reviewed the minutes of the September 19, 2017 board meeting.  Brad Hopper made a motion to accept the minutes.  Mickey Shivitz seconded and the motion carried unanimously.

 

Stephen Raffaele presented the financials for September.  Stephen mentioned he and Bobbi met with Dwayne Briscoe, our Quickbooks person and they made a few changes and cleaned up some of the account names.  Stephen asked for guidance and input from the rest of the Board in drawing up the 2018 budget.  Stephen will discuss the 2018 budget further in executive session tonight.

 

The Board re-visited adding recycling to our current garbage contract.  One resident in attendance stated she was in favor of adding recycling to the garbage contract.  Brad Hopper stated since China has quit taking the majority of U.S. recycling material, the market has changed and the price has fallen.  Mr. Hopper stated the Board is not in a position to commit to adding recycling to the contract at this time.

 

The Board ratified Susan Stanton’s motion and Larry Shamp’s second in a unanimous email vote to approve ASCTex’s Alt 3 proposal to install new tennis lights at a cost of $52,920.

 

The Board ratified Kaylan Caballero’s motion and Larry Shamp’s second in an email vote to remove the leaning/dying tree from the playground that is resting on the tennis practice wall for a cost of $1300.00. 

 

The Board ratified Mickey Shivitz’s motion and Stephen Raffaele’s second in an email vote to have Southwest Grill and Light do a “sweep” of trying to service every gas post light in BGP starting immediately.

 

Bobbi Marchese presented two bids for a new A/C Heater system for the meeting room to replace the current 20+ year old unit.  Hartford Services quoted 5 different units with varying prices.  Brad Hopper made a motion to accept Hartford Services option #2, a Trane XR16 Unit for $7,684.59.  Mickey Shivitz seconded and the motion carried unanimously.  Bobbi also presented RDS’ estimate for decorative lighting near the gazebo to the west of the tennis courts.  The Board decided they would prefer lighting to be installed in the large trees in the area and asked Bobbi to get three bids for tree lighting.

 

The Board agreed to move the already rescheduled December board meeting from Tuesday, December 12th to Monday, December 11th.  Kathy Crittenden with Alamo Title, contacted Bobbi in regard to having a special meeting at the BGP meeting room on Tuesday, December 12th with guest speakers including Harris County Meteorologist, Jeff Lindner to provide valuable information to BGP residents and flood victims.  More information to be provided to the office.

 

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 Stephen Raffaele to adjourn at 9:40 p.m.  Kaylan Caballero seconded and the motion carried.

 

 

 

Respectfully submitted                                              Approved

SPECIAL MEETING OF

THE BOARD OF DIRECTORS OF

BRIARGROVE PARK PROPERTY OWNERS, INC.

HELD ON TUESDAY, September 5, 2017

 

A special meeting of the Board of Directors of Briargrove Park Property Owners, Inc. was held on Tuesday, September 5, 2017 at the subdivision office at 7:00 p.m.

Present:                            Larry Shamp, President

                                        Kaylan Caballero, Director

                                        Brad Hopper, Secretary

                                        Susan Stanton, Director

                                        Stephen Raffaele, Treasurer

 

Absent:                             Edward Brady, Director

                                        Brad Nix, Vice President

 

Also Present:                    Bobbi Marchese, Association Manager

                                        Stefany Taylor, Assistant Manager

                                                                       

The special meeting was called to order at 7:15 PM to discuss issues that have come up following Hurricane Harvey since several streets on the north side were flooded.

The Board discussed ways to collect email addresses for the residents that haven’t supplied them to the office yet and thus were unable to receive important information after the hurricane.  Kaylan Caballero suggested we put a notation on the 2018 maintenance invoice to provide email addresses to the office.

Brad Hopper suggested the Board engage a resident on the north side to be a liaison between the flood victims and the Board and that a report from the liaison be a recurring agenda item for updates and communications.

Flood debris pick up was discussed.  Bobbi will send residents an email outlining their two options – contract directly with Texas Pride Disposal for quicker pick-up or wait for the City to pick it.  At this time, we do not have a pick-up schedule from the City.

Discussion was held on the best way to identify contractors that are working legitimately in BGP.  A suggestion was to make a special placard or sticker that SEAL Security could give to contractors they come into contact with.  The Board will ask the North Side Representative what they think will work best.

Mosquito control was discussed.  Since spraying is relatively ineffective, and it’s very expensive to apply the storm sewer treatment, the Board will re-visit this topic in about six weeks when all the water has drained from the streets and we can determine how big a problem the mosquitos will be.

Discussion was held on whether to keep the pool open the last three remaining weekends in September.  If Sweetwater Pools can provide the lifeguards, the Board decided to keep the pool open.

Susan Stanton brought up several issues related to the ACC and reconstruction on the north side.  The ACC will need to meet more than once a month once reconstruction is ready to get started.  After consulting with our attorneys RMWBH, Susan mentioned the ACC Guidelines will more than likely need to be revised to allow motorhomes to be lived in during reconstruction for flood victims and altering the maximum height allowed for houses backing up to the Buffalo Bayou, as long as they have a pier and beam foundation.

There being no further business to come before the Board, the motion was made by Larry Shamp to adjourn at 10:20 p.m.  Edward Brady 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, August 15, 2017

 

The regular meeting of the Board of Directors of Briargrove Park Property Owners, Inc. was held on Tuesday, August 15, 2017 at the subdivision office at 7:00 p.m.

 

Present:                            Larry Shamp, President

                                        Brad Nix, Vice President

                                        Kaylan Caballero, Director

                                        Brad Hopper, Secretary

                                        Susan Stanton, Director

                                        Stephen Raffaele, Treasurer

                                        Edward Brady, Director

 

Also Present:                    Bobbi Marchese, Association Manager

                                        Sgt. Kevin Helton, SEAL Security

 

                                                                               

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

 

Sgt. Kevin Helton with SEAL Security gave the security report for the past month.  There was a total of 277 calls to the center.  Sgt. Helton reiterated once again that property owners need to keep their vehicles locked and do not leave valuables inside the vehicle.

 

Brad Hopper made a motion to accept the minutes of the July 18, 2017, Board meeting.  Susan Stanton seconded the motion and it carried unanimously.

 

Kaylan Caballero reported she has met with several vendors regarding installing artificial turf in areas of the playground that won’t grow grass.  However, the turf becomes more cost effective when done in larger areas, as it comes in 15 ft. rolls.  One vendor has suggested the Pavilion needs gutters to keep the rainwater from creating a drip line on the new turf.  The current playground mulch is not lasting the three years BGP was told we could expect it to last.  In considering the new artificial turf, it would need to be decided if turf should replace the existing mulch or if we want to keep replenishing the mulch on an annual basis.  Kaylan has determined that before moving forward with artificial turf, the playground equipment needs to be addressed.  Most of the equipment is outdated and would not pass a safety inspection.  Kaylan is in the process of getting bids for new playground equipment and will seek input from the Mother’s Club, who will appoint a committee to help decide on the type of new equipment they would like to see added.  Currently our playground equipment supports children to about the 5-6-year-old age range.  Ideally, there would be two areas, one for toddlers to age 5 and the second area for older children ages 6-12.  Kaylan will report back to the Board as progress is made with the playground committee.

The Board discussed whether it should keep the pool open weekdays for one additional week of August 22-25 at a cost of $1,780 for two lifeguards from 10am to 9pm.  Brad Hopper made a motion to keep the pool open for one additional week.  Brad Nix seconded the motion and it carried unanimously.  Kaylan Caballero stated she may decide to go out for bids for a new pool contract bids in 2018.  Brad Nix stated he has gotten complaints the pool restrooms are not being kept cleaned.  Bobbi will let Sweetwater know about the pool restrooms.

Jose Llana reported to the Board that he has followed up with the vendors that were sent a bid request letter to install new tennis lighting.  He has received 3 proposals and expects to receive 1-3 more proposals by the August 18th deadline. After the August 18th deadline, the tennis committee will meet and hope to make a recommendation to the Board at the September board meeting selecting the vendor for the new tennis court lighting.

The Board discussed Texas Pride Disposal’s bid for both individual recycling and recycling to be added to our current garbage contract.  Two residents in attendance gave their differing opinions on recycling.  Mr. Watzke suggested the board pay close attention to the details of our contract and what the Association would be open to in the contract.  Mr. Watzke also questioned whether the recycling companies recycle the materials picked up or if it ends up in the garbage landfill with all the other trash collected.  The Board decided there is enough interest to ask Texas Pride for a contract to review and ask the owner of Texas Pride to attend the September board meeting and present his proposal.

Stephen Raffaele presented the financials for July.

Kaylan Caballero made a motion to ratify the Board’s email vote to sponsor a “shred event” in conjunction with the “Fall Family Night Out” at the Pavilion on Friday, September 29, 2017.  The shredding will be from 5:30 pm to 7:30pm at a cost of $240.00.  Susan Stanton seconded and the vote was ratified.  Bobbi will send an email to residents notifying them of the shredding event and what types of paper materials are accepted.

The Board discussed the annual insurance policy renewals.  The coverage remains the same and the premiums were reduced by a small percentage.  Brad Hopper made a motion to renew the insurance policies with Higginbotham.  Kaylan Caballero seconded and the motion carried.

Russell Howard went over his suggestions to the Board regarding additional lighting to be added to the parking lot and around the gazebo to the west of the tennis courts and oscillating fans to be located on the columns of the Pavilion and other needed repairs on the outlets and electrical panel at the Pavilion.  Bobbi will get an electrician to bid the repairs and suggestions and present to the Board at the September meeting.  Bobbi was asked to get bids for an electronic marquee sign.

Susan Stanton stated it is in the HOA Act that when a Board votes to turn a foreclosure matter over to the law firm, it must be done in regular session and documented in the minutes.  Susan then made a motion to send a particular foreclosure item to RMWBH.  Larry Shamp seconded and the motion carried.

Susan Stanton showed pictures of a property located on Briar Hill that the owner sent the office in regard to flooding that has started occurring on her lot since the property next door re-landscaped the back yard.  Susan will call the property owner to discuss the situation.

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 Larry Shamp to adjourn at 10:20 p.m.  Edward Brady seconded and the motion carried.

Respectfully submitted                                              Approved