January 21, 2010 Board Meeting

 

NOTICE

The regular Board of Directors meeting was held at the League City , 1700 Brittany Bay Boulevard in League City, Texas 77573-5135 at 6:15 p.m. per Waiver of Notice.

PRESENT

ABSENT

ALSO PRESENT

QUORUM

Management announced a quorum was present and the meeting was called to order at 6:42 p.m.

ORGANIZATIONAL MEETING

The Board of Directors formally accepted the resignation of Director Linda Lorch effective January 1, 2010 and upon a motion made, seconded and carried appointed Tor Savidge as a Director for the unexpired term.  Tor Savidge was the next candidate with the highest number of votes present at the December 17, 2009 Reconvened Annual Meeting.

The Directors opened the meeting for discussion and upon a motion made, seconded and carried the following slate of Officers were elected for a one (1) year term:

HOMEOWNER FORUM

Homeowner addressed concern regarding Gehan new construction on Sand Valley Court that has a duplicate floor plan two lots away.  The Board of Directors advised that the Architectural Control Committee had taken the location into consideration and that the front elevation on the new house used rock in place of the brick on their home so the appearance was addressed during the review process.

EXECUTIVE SESSION

The Board adjourned to Executive Session. Randy Cashiola, Esq. attended the hearing representing an owner to address the Board of Directors regarding deed restriction violations.  Executive Session was adjourned to resume regular session following the hearing.

MINUTES

The Board reviewed the minutes of the regular meetings held on Thursday, October 15, 2009 and the Reconvened Annual Meeting held on Thursday, December 17, 2009.  The Board waived the reading of the minutes and upon a motion made, seconded and carried, the Board RESOLVED to approve the minutes of the October 15, 2009 as submitted and FURTHER RESOLVED to approve the minutes of the December 17, 2009 Annual Meeting minutes as revised.

FINANCIAL REPORT

The Board discussed the 2010 budget and upon a motion made, seconded and carried, the Board RESOLVED to approve the revised budget subject to recommended reallocations.  . The Board requested postcards mailed to owners as set forth in the policy as a payment reminder.

COMMITTEE REPORTS

Architectural – Director Edwards announced approval or the addition of solar panels for use in the community and that the Architectural Committee had formalized specifications for owners who wish to utilize the new technology on their residence.  The Committee is also developing criteria for use of non-permanent fixtures in the front of a residence for which the owner will not have to apply to the Committee.

Beautification – Chairperson Lorch was not present.  The Board discussed the landscape proposals submitted for the enhancement projects requested by the Committee.  Following review of the proposals and upon a motion made, seconded and carried the Board RESOLVED to approve the contract submitted by Lynn’s Landscaping in the amount of $99,231.50 The Beautification Committee will coordinate a schedule with the contractor and establish recommendations for the project which will be submitted to the Board of Directors for review and approval.  Upon a motion made, seconded and carried the Board FURTHER RESOLVED to allocate One Hundred Thousand Dollars ($100,000.00) to the Operating Fund for this major project and that these funds were earmarked for this particular project use.  The Board will approve landscaping funds on a case-by-case basis out of these earmarked funds.

Neighborhood Watch – Chairperson John Vance was not present.  The Board of Directors requested that Director John Dunn become the Liaison Director to the Committee to assist with developing crime watch programs for the community.

Communication – Website Chairperson Richard de Vries and Newsletter Chairperson Jessica Holcomb-Pack were not present.

OLD BUSINESS

The Board of Directors reviewed renewal contracts submitted by Planned Community Management, Inc., Earthcare Management and Cypress Creek Pest Control and the 2009-2010 contracts were executed.  The Board discussed the competitive bid policy for actions required between meetings when applicable and upon a motion made, seconded and carried the Board RESOLVED to set a limit not to exceed Ten Thousand Dollars ($10,000.00) with a minimum of three (3) board member written approvals as the policy.

NEW BUSINESS

The Board discussed the condition of the bulkhead at the big lake on Brittany Lakes Drive and upon a motion made, seconded and carried the Board RESOLVED to appoint a Lake Sub-Committee, (headed by Tor Savidge) to investigate the status of the bulkhead and to meet with professional experts to determine options available along with the cost for temporary and permanent solutions that will be provided to the Board for budgeting purposes.

The Board reviewed the Statement of Values submitted by Willis HRH Insurance Company for community assets under the General Liability insurance policy and the SOV was executed with revisions.

The proposal submitted by Jr.D Construction in the amount of $4250.00 for repairs to the pool facility structures including the covered trellis and the interior of the restrooms was discussed and upon a motion made, seconded and carried the Board RESOLVED to approve the contract with exception of the painting of the iron fence on Shaly Breeze.

ACTIONS TAKEN BETWEEN MEETINGS

Management held a drawing for the names submitted by all proxies received for both the Annual Meeting scheduled for November 12, 2009 and for the Reconvened Annual Meeting held on December 17, 2009 and the following owners were winners for the $150 gift certificates:

EXECUTIVE SESSION

The Board discussed the appeals submitted on deed restriction violations and the owners will be contacted regarding the Board decisions.

MEETING DATE

The Board meeting is scheduled to be held on Thursday, February 18, 2010 at 6:30 p.m. at the League City , 1700 Brittany Bay Boulevard in League City in the multi-purpose room.

ADJOURNMENT

The meeting was adjourned at 9:32 p.m.

BRITTANY LAKES HOMEOWNERS ASSOCIATION, INC.

______________________________________________

Greg Ellis, Secretary/Treasurer