INTRANETSITE ADMIN

BGP Board Meeting Minutes

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

THE REGULAR MEETING OF

THE BOARD OF DIRECTORS OF

BRIARGROVE PARK PROPERTY OWNERS, INC.

HELD ON TUESDAY, February 19, 2019

 

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

 

Present:                            Kaylan Caballero, President

                                        Stephen Raffaele, Treasurer

                                        Mickey Shivitz, Secretary

                                        Larry Shamp, Director

                                        Kayvan Zarea, Director                                   

                                        Susan Stanton, 2nd VP

 

Absent:                             Brad Hopper, Vice President

                                        Ken Guidry, Director

 

Also Present:                    Bobbi Marchese, Association Manager

                                        Kevin Taylor, SEAL Security

                                        Brant Magruder, Greater Houston Pool Management

                                        Matt Tran, Swim Houston Pool Management

                                        Etienne Lescure, Texas Aquatic Enterprises

                                       

The meeting began at 6pm with an executive session with outside legal counsel, Eric Tonsul present. The legal issues addressed included judicial foreclosure/judgement liens, half-way/rehabilitation house, political flags and “treehouses”.

 

The regular session was called to order at 7:10 PM.

 

Representatives from three pool companies addressed the Board and presented a quick overview of their company’s bid to be awarded the 2019 BGP Pool Management Agreement.

 

Sgt. Taylor gave the monthly stats for SEAL Security. There was a total of 211 calls to the call center this past month. Sgt. Taylor mentioned property owners should keep their security signs in view, as SEAL feels these signs are a big deterrent to which homes are picked to be broken into.

 

Mr. and Mrs. Perry addressed the Board concerning the recent refinancing of their mortgage loan. Glasson Rogers addressed the Board concerning a treehouse that was built by his back-door neighbors that he feels is a violation of his privacy. Kayvan Zarea stated the Board had just met with outside legal counsel and confirmed treehouses are a separate item in the Architectural Guidelines than “play structures”. Tree houses only need to be located in the backyard and that currently is the only requirement. The Board offered to mediate between the neighbors to defuse the treehouse situation. Celina Villarreal addressed the Board concerning her desire to hold Vendor markets for BGP residents to attend during 2019. Kaylan Caballero stated a total of 3-4 markets should be sufficient and to submit each desired date to the Board for approval. Celina also mentioned to the Board she would like to hold an annual garage sale in the parking lot since the Boy Scouts are no longer doing this. The Board gave Celina permission to spend $75 on balls for the playground up to two times a year.

 

Jose Llana reported to the Board the tennis lighting contractor has repaired/replaced the wooden walkways that were damaged during the lighting installation. Jose mentioned this is an item that needs to be budgeted for replacement every few years. Ideally a plastic or metal grating would be best. Bobbi reported St. Francis Episcopal School has now signed an agreement to rent BGP tennis courts for two Mondays for practices only. St. Francis has requested a refund if they are unable to practice due to inclement weather and the Board approved.

 

The Board discussed the pool companies’ presentations and reviewed the pool bid comparison sheet Bobbi presented. After discussing, Mickey Shivitz made a motion to accept Greater Houston Pool Management’s annual contract agreement for a price of $53,899.00 for a one-year contract beginning April 1, 2019. Kayvan Zarea seconded and the motion carried unanimously.

 

Larry Shamp made a motion to approve the minutes of the January 15, 2019, board meeting. Kaylan Caballero seconded and the motion carried unanimously.

 

Stephen Raffaele went over 2019 budget items that needed finalizing. Figures were decided upon by the Board for 2019 capital expenditures. After adding these figures to the 2019 budget, Kaylan Caballero made a motion to approve the 2019 budget as presented. Mickey Shivitz seconded and the motion carried unanimously.

 

Bobbi Marchese presented to the Board last year’s bid for additional lighting on Burgoyne by Illumination Lighting Design. Kayvan Zarea is going to get another comparison bid. Bobbi presented one bid for rebuilding the gazebo west of the tennis courts. The Board asked Bobbi to get one or two more bids for replacement. Bobbi presented a request from the outside architect that reviews construction plans for an increase in his review fee to $275.00 for two reviews of each submittal. Kaylan Caballero made a motion to approve the request. Kayvan Zarea seconded and the motion carried unanimously.

 

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 9:30 p.m. The motion carried.

 

Respectfully submitted                                              Approved