INTRANETSITE ADMIN

BGP Board Meeting Minutes

THE REGULAR MEETING OF

THE BOARD OF DIRECTORS OF

BRIARGROVE PARK PROPERTY OWNERS, INC.

HELD ON TUESDAY, NOVEMBER 13, 2018

 

The regular meeting of the Board of Directors of Briargrove Park Property Owners, Inc. was held on Tuesday, November 13, 2018.

 

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

                                        J. Montgomery, SEAL Security

                                        Kevin Taylor, SEAL Security

                                       

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

 

Sgt. Taylor gave the monthly stats for SEAL Security.  There was a total of 201 calls to the call center this past month.

 

Bobbi reported that the water to the office and playground had been turned off by Silversand getting ready for the hard freeze.  Silversand has been instructed not to turn the water off at the main water meter.

 

Jose Llana reported to the Board that the manufacturer of the tennis light fixtures has acknowledged there is a defect in some of the drivers.  The replacement of the burned-out lights and 48 drivers is scheduled for later this week.

 

Mickey Shivitz moved to approve the minutes of the September 18th and October 16th board meetings as presented to the Board.  Kaylan Caballero seconded and the motion carried.

 

Mike Hessel told the Board the ACC prefers a hard wired ethernet line versus Wi-Fi internet access in the meeting room because the Wi-Fi took 30 minutes at their last meeting to upload plans for them to review.  Mike stated the plans have to be downloaded to be stamped and then re-uploaded.  He has been doing this from home as his home Wi-Fi is faster than BGP’s.  Kayvan Zarea stated the plans should be no larger than 50mb and asked if our software is enlarging it.  Kayvan also stated the way the drawings are saved impacts the download speed.  Bobbi was asked to find out what BGP’s current download speed is and if it is possible to upgrade to 1G.  Mike also mentioned more electrical outlets are needed behind the TV and the conference table.  Mike showed the Board a recent excerpt from the ACC presentation that was given on October 18th explaining what a 1.5 story home is.  The ACC is requesting the wording in the deed restrictions be reviewed by outside attorneys to clarify if a garage floor plate height can align with dwelling plate height maximum of 12’ 0”.  Susan Stanton will try to arrange a meeting between board members, ACC members and outside attorneys.  Mickey Shivitz questioned Mike on the amount of dirt Riverway Construction is adding to the lot at 10026 Briar Dr. as Mickey has had several phone calls from neighbors about it.  Kayvan Zarea stated the Association has to rely on the City and their inspectors to be sure the builder is complying with all city ordinances.

 

Stephen Raffaele presented the financial report through the end of October, 2018.  The Board discussed the 2019 annual maintenance fee amount and a motion was made, seconded and carried to keep it at the 2018 rate of $685.00.  Bobbi was instructed to send 209 letters to the property owners that have yet to pay their 2018 maintenance fee on December 1, 2018. 

 

The Board re-reviewed Silversand proposals #45633 for $1,232.50 to re-landscape the Briarpark entrance, #45537 for $1800 to trim the playground trees and #43521 for $660 to sod along the Nanny path and #43484 irrigation repairs for $1700.  After discussing same, Kaylan motion to approve the bids.  Stephen Raffaele seconded and the motion carried.  Bobbi shared with the Board that a neighboring townhome complex had inquired about the possibility of BGP sharing SEAL Security services.  The Board expressed no desire to share security services.  Bobbi shared with the Board photos of a flooded property on the north side and complaints she had received regarding the yard.  Since over one year has passed, the Board instructed Bobbi to send the owner a 209 letter. 

 

 A board member mentioned a property in Briar Court that appears to have Halloween decorations still out, a dragon mailbox and some kind of trailer in the driveway.  Bobbi will send a letter regarding the trailer and ask them to please remove the skull in the driveway. The Board asked the status of the post light enforcement letters and Kaylan updated the Board from Stefany’s worksheet.  Bobbi will check with Stefany on the timing of getting 209 letters to the property owners that have not responded to the courtesy post light letter.  Bobbi was asked to check an abandoned car at a flooded property and send a 209 letter about the flooded car that has been in the driveway since Harvey.

 

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 to adjourn at 9:33 p.m.  The motion carried.

 

Respectfully submitted                                              Approved

THE REGULAR MEETING OF

THE BOARD OF DIRECTORS OF

THE REGULAR MEETING OF

THE BOARD OF DIRECTORS OF

BRIARGROVE PARK PROPERTY OWNERS, INC.

HELD ON TUESDAY, OCTOBER 16, 2018

 

The regular meeting of the Board of Directors of Briargrove Park Property Owners, Inc. was held on Tuesday, October 16, 2018

 

Present:                            Kaylan Caballero, President

                                        Brad Hopper, Vice President

                                        Stephen Raffaele, Treasurer

                                        Mickey Shivitz, Secretary

Larry Shamp, Director

Kayvan Zarea, Director                                   

                                        Susan Stanton, 2nd VP

 

Absent:                             Ken Guidry, Director

 

Also Present:                    Stefany Taylor, Assistant Association Manager

                                        Malcolm Goldin, SEAL Security

                                        Kevin Taylor, SEAL Security

                                       

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

 

Marilyn Bitsis addressed the Board regarding her dissatisfaction with SEAL Security and their handling of a car blocking her driveway and her request her house be watched during her husband’s recent funeral.  The Board and the SEALS reached out to Mrs. Bitsis several times before the meeting for an understanding of the problem. Malcolm Goldin gave an explanation to Marilyn Bitsis.

 

Jan Onorato thanked the SEALS for doing such a good job taking care of the neighborhood. She had a security issue recently and the SEAL’s went above and beyond to help her.

 

Helen Sander was unhappy when she tried to put in for a vacation watch and the SEAL’s officer did not show at the appointed time to pick up the form. She said it would help if the steps were clearer to the residents and the officers. Malcolm will coordinate with Stefany to get a link on our website for the SEAL vacation watch.

 

Kim Hill addressed the Board and said the board should do more than thank the residents when they address the Board. Kaylan Caballero said she and Malcolm Goldin contacted Marilyn Bitsis several times and she does not want to discuss the matter with either one.

 

Sgt. Taylor gave the monthly stats for SEAL Security.  There was a total of 150 calls to the call center this past month.

 

Malcolm Goldin addressed the residents and the Board and explained that they take their position with Briargrove Park very seriously. They try to accommodate each resident’s request. They unfortunately cannot sit in front of one house for four hours, they will drive by over and over if a vacation watch is turned in.

 

The restroom locks at the playground are no longer working so the bathroom doors will remain unlocked. SEAL Security has a key in case one of the children locks themselves in the bathroom. The pool is closed for the season and everything has been winterized.

 

Kim Hill, Tennis Committee Chair, reported to the Board that we are still waiting for the tennis light bricks that are out to be replaced. The contractor has received the new lights and just needs to install them. There is a weekend camp for children that is going well. Also, the annual tennis social is coming up. Cathy Anderson just joined the tennis committee.

 

Mike Hessel is getting quotes to run a line to the new computer to review electronic plans. The ACC is working on re-writing their portion of the newsletter. Kayvan Zarea reported that he found another outside architect. He is willing to review electronic plans, but he will want a higher fee. He will have a new checklist with the instructions. Mike Hessel said this architect will be a back-up person. Kayvan Zarea said we should split up the plans.

 

Mike Hessel discussed the meeting the ACC is having this Thursday, “What the Deed Restrictions and Architectural Guidelines Mean to Me” and the ACC is thinking of doing these meetings quarterly to help residents understand the documents better. Mike also asked if we have gotten anywhere on the sign at the entrances “Deed Restrictions Strictly Enforced”. He also stated we need to have all of the forms searchable on the BGP Website. They also need Malware on the new ACC computer set-up. There is also a question for new construction on plate height that needs to be addressed.

 

The Board ratified the email vote approving purchase of a television and wall mount for ACC use. Kaylan Caballero made the motion. Brad Hopper seconded and the motion carried.

 

The Board ratified the email vote to hold a blood drive in the parking lot on 12/1/18. Kaylan Caballero made the motion. Mickey Shivitz seconded and the motion carried.

 

The Board reviewed four proposals from Silversand. Proposal 45537 for $2,200 to clean and trim trees in playground area. Proposal 45833 for $1232 to make the sides match at Briarpark/Westheimer. Proposals 43521 & 54584 for $2360 for sod and irrigation by the nanny path.  The Board wants to see if we can get a better price from Silversand since we are doing so much at once and the tree trimming seems high. Joe Scharnburg is worried about the courts getting wet with the irrigation. This will be addressed with Silversand.

 

Stephen Raffaele presented the financial report through the end of September, 2018. 

 

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 to adjourn at 8:30 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, September 18, 2018

 

The regular meeting of the Board of Directors of Briargrove Park Property Owners, Inc. was held on Tuesday, September 18, 2018

 

Present:                            Kaylan Caballero, President

                                        Brad Hopper, Vice President

                                        Stephen Raffaele, Treasurer

                                        Larry Shamp, Director

Ken Guidry, Director

                                        Susan Stanton, 2nd VP

 

Absent:                             Mickey Shivitz, Secretary

                                        Kayvan Zarea, Director

 

Also Present:                    Bobbi Marchese, Association Manager

                                        Major Montgomery, SEAL Security

                                        Matt Lopez, Harris County Flood Control District

                                       

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

 

Dennis Sander addressed the Board concerning issues he raised last month including non-working post lights, gym equipment in front yards and cars parked in the street.  Mr. Sander mentioned he would like the Board to appoint a management company to monitor deed restriction violations, as he is not comfortable reporting neighbor’s violations to the office, as is the current procedure.

 

Matt Lopez with the Harris County Flood Control District updated the Board on the County’s purchase of 307 Briarpark, as well as the previous purchase of 303 Briarpark and the County’s plan to build a boat ramp to access the bayou for clean out, usually in the fall and spring of each year.  Mr. Lopez answered several questions from the audience.

 

Major Montgomery, SEAL Security, gave the monthly stats.  There was a total of 234 calls to the call center this past month.  He stated Briargrove Park remains a low crime oasis.

 

Mike Hessel updated the Board on the new accounts that have been set up to be able to receive electronic house plans as well as paper plans.  We have received the first set of plans via electronic submission.  Mike outlined the ACC needs to purchase a television capable of swinging out from the wall, HDMI cable, mouse and laptop to be able to view the electronic plans.  He would like a “clean” installation and prefers an ethernet run.  The office router ports are currently full.  Downloading and uploading will be faster over an ethernet connection than Wi-Fi.  Mike volunteered to start researching the equipment that needs to be purchased and Kaylan agreed.  Mike gave the Board the stats of plans submitted from the September, 2018 ACC meeting.  Mike mentioned the ACC has an upcoming presentation for residents titled “What the Deed Restrictions and Architectural Guidelines Mean to Me” for October 18th.  They are keying in on what the ACC looks at when reviewing plans.  The ACC is thinking of having a quarterly meeting for residents if there is enough interest and may possibly put a slide presentation on U-tube for residents to look at.  Mike told the Board not all the rules, regulations and guidelines are on the website.  Bobbi will coordinate with Stefany to make sure everything is on the website.

 

Bobbi told the Board there were electrical problems at the playground today and the gate was not latching and the lights were out in the restrooms.  The electrician has been called.  Kaylan mentioned the seatbelt had been installed on the “swing for all” at the playground.  The baby pool has re-opened since the repairs and the pool will be open week nights and weekend through the end of September.

 

Jose Llana, Tennis Committee Chair, reported to the Board that every Sunday in October there will be a youth tennis camp similar to what was held the past summer.  Jose passed out a report he prepared for the Board on the status of the 4 LED bricks that are out on the tennis courts and a log of the light’s performance since their installation.  Jose is still trying to contact the Contractor regarding the latest outage of the LED bricks.  Rachel Ott has now joined the tennis committee.

 

Stephen Raffaele presented the monthly financial report to the Board.  Dwayne Briscoe will be coming on September 27th to do the quarterly review and the question will be asked of him if BGP needs to keep two separate operating checking accounts as all the bank account are consolidated into one relationship with Chase Bank.  Bobbi has closed two reserve accounts and moved the money into Chase Bank.  There are still six to seven homes that have not paid their 2018 maintenance.  Stephen asked if the Board had ever considered shortening the one-year period before the account is turned over to the outside law firm for collection.  Susan Stanton stated the year was to be able to work with residents.

 

Kaylan Caballero made a motion to approve the August 21, 2018 minutes.  Ken Guidry seconded and the motion carried.

 

The Board ratified the email vote approving Sweetwater’s proposal to repair the baby pool for a cost of $1,375.00.  Brad Hopper made the motion, Ken Guidry seconded and it carried.  Bobbi presented Stefany’s chronic post light list to the Board.  The statute of limitations on repairing post lights is four years from the time the Association became aware of the inoperable post lights.  Kaylan said to start with the lights that have been out since 2015 and send them a new letter giving them 30 days to repair.  Susan Stanton will circle back with RMWBH regarding how to enforce the post light requirement since its been three years since Project Post Light in 2015.

 

Brad Hopper told the Board BGP’s current marquee is an embarrassment. Bobbi stated she has not pursued getting bids for a new electronic sign.  There is some concern a digital marquee may be too bright.  Bobbi was asked to check with Kayvan to see if he has any vendor recommendations.  Brad and Kaylan mentioned a resident is drawing up plans to remodel the clubhouse building.  Susan Stanton stated the Board needs to make sure BGP has at least six months of operating capital reserves before going forward with any major capital expense.  Stephen Raffaele stated the Board needs some documentation that outlines what the Board’s target capital reserve number is.  He doesn’t believe it currently exists.  Kaylan stated the current building is old and dated and feels more residents would use the building if it were updated and there was a separate entrance for use of the meeting room.  There will also be a “tear-down” scenario where plans are being drawn up to build a new office and meeting room.  Stephen stated the Board needs to review the 2017 full reserve study before any decision is made on remodeling or constructing a new building.  Stephen stated in addition to having a six-month capital reserve, the Association cannot levy any special assessment or borrow money per the deed restrictions.  Kaylan stated she has gone through the reserve study and the clubhouse building is the only part of facility that hasn’t been addressed.   

 

Stephen Raffaele stated the 2017 reserve study also included the repairs needed for the Westheimer Wall.  Previous budgets included $40K for repair of the Wall which the Board has not revisited the issue for quite a while.  Susan Stanton stated the Westheimer Wall has a very good foundation and is three bricks thick and it would be very expensive the rebuild the wall rather than properly repair it. Susan also mentioned the Wall is a signature wall for the subdivision and the subdivision is going to pay for the bulk of it.  After much discussion, the Board decided to have a meeting with the homeowners that back up to the Wall to start the conversation to address the needed repairs.  The meeting will be held from 6pm to 7pm prior to the October 16th board meeting.  A letter will be drafted and sent out inviting the 14 residents that back up to the Wall to the meeting. 

 

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 to adjourn.  The motion carried.

 

 

Respectfully submitted                          Approved    

THE REGULAR MEETING OF

THE BOARD OF DIRECTORS OF

BRIARGROVE PARK PROPERTY OWNERS, INC.

HELD ON TUESDAY, AUGUST 21, 2018

 

The regular meeting of the Board of Directors of Briargrove Park Property Owners, Inc. was held on Tuesday, August 21, 2018

 

Present:                            Kaylan Caballero, President

                                        Brad Hopper, Vice President

                                        Stephen Raffaele, Treasurer

                                        Larry Shamp, Director

Ken Guidry, Director

                                        Susan Stanton, 2nd VP

 

Absent:                             Mickey Shivitz, Secretary

                                        Kayvan Zarea, Director

 

Also Present:                    Bobbi Marchese, Association Manager

                                        Major Montgomery, SEAL Security

                                       

                                       

The meeting was called to order at 7:03 PM.

 

Several residents in attendance addressed the Board concerning various issues including non-working post lights, gym equipment in front yards and cars parked in the street.  The Board will take their concerns under advisement. 

 

David Tannich, ACC Chair, asked the Board why language regarding BGP having a “horizontal line in architecture” was not included in the final version of recently revised Architectural Guidelines.  Kaylan Caballero explained after meeting with ACC members and then meeting with other board members, it was decided the “horizontal line language” would adversely affect two current two story homes and would prevent those homes from being rebuilt as they are today.

 

Major Montgomery, SEAL Security, gave the monthly stats for SEAL Security.  There was a total of 184 calls to the call center this past month.

 

Celina Villareal addressed the Board on playground issues and mentioned she had updated the bulletin board.  Celina asked the Board if a water fountain could be installed at the playground.  The Board responded not at this time, as the previous water fountain had numerous problems with children putting sand and debris in the fountain.

 

Jose Llana, Tennis Committee Chair, reported to the Board the youth tennis summer camp had a positive response and he is working with the Coaches to hold a fall tennis clinic for children in October.

 

Stephen Raffaele presented the monthly financial report to the Board. 

 

Kaylan Caballero made a motion to approve the July 17, 2018 minutes.  Ken Guidry seconded and the motion carried.

 

Mike Hessel, Vice Chair of the ACC, presented his monthly report to the Board.  Mike followed up with the Board on previous questions he had asked the Board in recent months.  Mike mentioned the ACC is working on presenting a homeowner education presentation in October titled “What the Deed Restrictions and Architectural Guidelines Mean to Me”.  Mike represented on behalf of the ACC, purchasing Dropbox Advanced for 3 users for an annual cost of $720 and a 3-user pack of licenses of PDF-Xchange PRO for the office and the ACC to be able to process electronic plan submittals, which are now allowed in the Deed Restrictions.

 

The Board agreed to hire Wanda Cobb at an hourly rate for two weeks in October when Bobbi is on vacation.

 

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 to adjourn at 9:20 p.m.  The motion carried.

 

 

Respectfully submitted                                              Approved