INTRANETSITE ADMIN

BGP Board Meeting Minutes

THE REGULAR MEETING OF

THE BOARD OF DIRECTORS OF

BRIARGROVE PARK PROPERTY OWNERS, INC.

HELD ON TUESDAY, JANUARY 15, 2019

 

The regular meeting of the Board of Directors of Briargrove Park Property Owners, Inc. was held on Tuesday, January 15, 2019

 

Present:                    Kaylan Caballero, President

                                 Brad Hopper, Vice President

                                 Stephen Raffaele, Treasurer

                       Ken Guidry, Director

                                                              Kayvan Zarea, Director                                   

                            Susan Stanton, 2nd VP

 

Absent:                    Mickey Shivitz, Secretary

                          Larry Shamp, Director

 

      Also Present:                       Bobbi Marchese, Association Manager

                                 Kevin Taylor, SEAL Security

                                       

The meeting was called to order at 7:10 PM.

 

Jan Pence, Women’s Club President, addressed the Board concerning making the meeting room more available and inviting for residents to use.  She would like to see funds allocated for interim work to be done for residents to be able to more fully utilize the meeting room during office hours.  Kayvan Zarea explained that the Board is in the early stages of the office and meeting room remodel and that due to the age of the building, if any work were to be started, the City would require the entire building be brought up to code, because it is a commercial building.  The Board needs to determine if a remodel or new construction would be the best use of the funds.  To do this, the Board discussed setting some funds aside to engage a licensed architect to do some feasibility studies of which route would be the best and present to the Board.  This will be a lengthy process.  The Women’s Club would like to be able to use the meeting room during office hours for line dancing on Tuesday.  The Board will discuss in executive session.

 

Sgt. Taylor gave the monthly stats for SEAL Security.  There was a total of 229 calls to the call center this past month. There were 3 burglaries of habitation.

 

Jose Llana reported to the Board the lights are working properly.  Jose mentioned a request has been received from St. Francis Episcopal School to use BGP’s tennis courts for tennis practice for a new high school class that is starting this year.  The majority of the tennis committee is in favor of letting St. Francis students use the courts to help facilitate interest in tennis.  Jose passed out a recommendation sheet to the Board approving the use as long as an agreement is reached on the liability waiver, financial details and scope of use of the courts.  Ken Guidry made a motion to accept St. Francis’ proposal to use BGP tennis courts three days a week for up to 1.5 hours from 4-5:30 pm for a specified nine-week period for $100/day.  Kayvan Zarea seconded and the motion carried.

 

Kaylan Caballero stated we are going to go out for bids for a new pool contract for 2019 to be reviewed by the Board at the February, 2019 meeting.

 

Kaylan Caballero made a motion to approve the minutes of the December 18, 2018 board meeting.  Kayvan Zarea seconded and the motion carried. 

 

Stephen Raffaele presented the financial report through December 2018.  Collections for the 2019 maintenance fee look really good and are ahead of last year.  The 2019 budget items were talked through last month.  Garbage and Pool service fees are still pending.  The capital expenditures amount still needs to be decided upon.  Items that have been discussed as possible capital expenditures are the Westheimer Wall, the clubhouse building renovation, digital sign for the clubhouse, additional park and clubhouse lighting.  Kayvan is working on getting three bids for the Westheimer Wall repair.  He is going to work on getting bids for the additional lighting and signage bid.  Bobbi will schedule a year-end meeting with the Quick Books bookkeeper.  Bobbi advised the auditor has scheduled the 2018 audit for January 24th and 25th.  The Board wants the audit done early so the results can be mentioned at the annual meeting in March, 2019.

 

Mike Hessel, ACC Vice Chair, gave the Board the Committee’s report for the past month, including one guest about a treehouse.

 

Bobbi Marchese presented the Board a request to host six bazars/markets this year for residents that have home-based businesses.  The request also included using the parking lot instead of the meeting room for the markets.  The Board requested more information and Bobbi will ask Celina Villarreal to attend the February board meeting and explain the request further to the Board, including an additional request to hold an annual garage sale since the Boy Scouts are no longer doing this.  The Board approved the March 2nd date for the first market, but did not approve the other markets pending receipt of the additional explanation requested.

 

A board member gave Bobbi the addresses of some possible deed restriction violations and will email her photos, to be followed up on.  Brad Hopper mentioned he was contacted by a neighbor regarding a treehouse that has been erected by the neighbor on the opposite side of their back fence.  Bobbi asked Mike Hessel to explain the situation to the Board as his ACC report only mentioned it briefly.  Mike advised the treehouse was not submitted and the resident brought pictures and a submittal to the meeting.  The ACC advised they needed a site survey to determine the location, and the submittal was rejected.  There was discussion on whether or not the treehouse is located in the five-foot easement and whether or not the treehouse butted up against the fence.  Mike advised the section in the Guidelines on treehouses only states the treehouse needs to be located in the backyard.  The previous paragraph in the Guidelines on play structures is more definitive.  Kayvan stated it is a treehouse because it does not touch the ground and is located inside the tree.  Bobbi informed the Board the rejection letter had not been sent yet, only an email requesting the site plan, and asked if the rejection letter needed to be sent.  Kayvan stated the letter rejection letter should not be sent.  The tree is existing and the treehouse is internal to the tree.  If the utility company needs to get to something in that area, they will tear down the tree, including the treehouse.  Mike Hessel countered it should be rejected until a drawing is received showing where the structure is located.

 

Mr. Robert Clements addressed the Board regarding two ACC rejections of his house plans for new construction.  The second rejection was due to the height of his entry way, even though he had his architect redesign it as the ACC advised.  Mike Hessel displayed the plans from the ACC computer to the television screen so the Board could see what the issue was with the entry way.  A ceiling was put in the entry way that is 12 feet tall, the same as the walls in the house, and he does not see how this does not comply.  Kayvan Zarea asked Mike Hessel to respond why these plans are not compliant.  Mike responded that originally the entry way ceiling was 16 feet high and he advised a ceiling be put in at 12 feet and the rest of the structure be called a dormer.  David Tannich responded the structure does not meet the definition of a dormer.  Kayvan questioned that it is not the plate height that is an issue, but the dormer.  The rejection letter stated the plate height was not in compliance and David apologized that the Secretary was not present at the ACC meeting so the language in the letter was incorrect.  Kayvan responded the plate height is a non-issue and not a violation.  Kayvan advised the plans should be approved assuming there are no other issues the outside architect had with the second submittal.  The first set of plans was shown to the Board so they could see what changes had been made.  Kayvan stated Mr. Clements has a choice of removing the ceiling in the foyer to bring the foyer back to the 16-foot height.  Mr. Clements asked if he needed to resubmit the plans and Kayvan said he needed to send a new set of plans, deciding which foyer height he prefers.  Mike Hessel stated the plans are not compliant in his mind and he prefers the Board to approve.  Kayvan told Mr. Clements to send the plans to Bobbi and the Board would approve this week.

 

Bobbi introduced Charles Rogers, who was present in the audience and is running for an open board position, to board members.

 

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 9:30 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, DECEMBER 18, 2018

 

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

 

Present:       Kaylan Caballero, President

                    Brad Hopper, Vice President

                     Stephen Raffaele, Treasurer

                 Mickey Shivitz, Secretary

            Larry Shamp, Director

         Ken Guidry, Director

                                                Kayvan Zarea, Director                                   

             Susan Stanton, 2nd VP

 

Also Present:               Bobbi Marchese, Association Manager

                   Kevin Taylor, SEAL Security

                                       

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

 

Vi Scarborough addressed the Board concerning water quality issues she has had since the waterline replacement project began with the City of Houston. The Office referred Ms. Scarborough to the appropriate people with the Contracting Company and the City and she has met with them and they are working to solve the issue.  Teresa Davis addressed the Board concerning her idea for BGP residents to “adopt a storm sewer drain” to help alleviate street flooding in BGP caused by leaves and pine needles clogging the storm sewers.  Her hope is to have each block in BGP adopt a storm sewer drain and clean it out before and after storms.  Kay Caballero introduced Ms. Davis to Marise Mikulis, Vice Chair of the Storm Drainage and Water Quality Committee, so they can work together on the best way to put this idea into action.

 

Sgt. Taylor gave the monthly stats for SEAL Security.  There was a total of 255 calls to the call center this past month. There were 2 burglaries of habitation, which included the front door kick-in that had an alarm and the intruder ran away without entering, and one burglary of motor vehicle.

 

Bobbi reported the commode had been repaired in the boy’s restroom at the playground.

 

Jose Llana reported to the Board that the manufacturer of the tennis light fixtures has replaced all the drivers in the tennis lights and that the lights have been working fine.  The tree hanging over court 4 has been trimmed by the owner.

 

Mike Hessel, ACC Vice Chair, gave the Board the Committee’s report for the past month. More discussion was held on the Wi-Fi versus ethernet connection for the ACC to use in their meetings to electronically view plans.  The Board responded we are waiting on Comcast Cable to do preliminary construction before our service can be installed.  Mike asked what progress has been found on finding a new outside architect.  Kayvan Zarea responded at the beginning of next year there needs to be a re-alignment of interpretations of the ACC Guidelines and Deed Restrictions with the ACC/Board, the current outside architect and the new architect to make sure everyone is on the same page.  Mike asked if we had received any bids on the “Deed Restrictions Strictly Enforced” sign we would like added to our entrance signs.  Bobbi responded the company that built the signs has failed to send a bid after at least three requests to do so.  Kayvan will try and get a quote from a company called Natural Graphics.  Mike told the Board he still feels there is confusion surrounding the raised floor plate height of the garage of a flooded home.  Kayvan Zarea responded the new benchmark is the raised finished floor height.  Both flooded homes and non-flooded homes are allowed(not required) to align the garage floorplate with the residential floorplate provided it does not exceed the maximum allowable plate height as defined in the Architectural Guidelines and Deed Restrictions  Mike asked that the language be cleaned up so the homeowners know what the rules are.  Kayvan sent an email to Mike Hessel on December 5th that provided further clarification.  Kayvan asked Mike to revisit the email and suggest amendments to the language (for Board review) should he feel further clarification is required.  Mike then introduced resident, Sam Adamo to the Board, who would like to see changes made to the roof pitch restrictions.  Mr. Adamo wants to build a new home and is asking if the “peaks and valleys” referred to in the deed restrictions are part of the minimum/maximum requirement of the roof pitch. His plans are higher than 9/12, which is the current maximum and he would like to go a little bit higher with his “peaks”, but did not specify how much higher.  Kayvan Zarea stated anything beyond a 9/12 is an aggressive roof pitch and non-conforming to the deed restrictions.  It was explained to Mr. Adamo that it would be a long process to change the deed restrictions to allow higher than 9/12.

 

Kaylan Caballero made a motion to approve the minutes of the November 13, 2018, meeting and the special board meeting of December 4, 2018, as amended.  Mickey Shivitz seconded and the motion carried. 

 

Stephen Raffaele presented the financial report through November, 2018.  Most November expenses will fall into December due to timing getting processed and into the bank.  Stephen went over preliminary budget figures for 2019 and asked the Board for their input.

 

The Board reviewed Silversand’s proposal to trim the trees west of the tennis courts and inside the pool area for $3k.  The Board would like Bobbi to get one or two more bids for comparison.  Mickey Shivitz stated he would like a maintenance contract for the tree trimming.  Bobbi was asked to pull the Texas Pride contract to determine the cost increase for 2019.  Bobbi mentioned the electrician found termites in the attic when he was dropping a new line behind the conference table.  The exterminator will be coming out this week to investigate.

 

 

 Brad Hopper discussed we need to look at increasing the lighting around the tennis courts and parking lots, as the tree lighting is not sufficient.  Kayvan Zarea volunteered to map out the existing lighting and get samples of fixtures we can then bid out.

 

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 9:30 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, 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