May 6, 2010 Board Meeting

 

NOTICE

Pursuant to Article VI, Section 1 of the Bylaws of the Brittany Lakes Homeowners Association, Inc. a meeting of the Directors was duly called and held on May 6th, 2010 at the League City  located at 1700 Brittany Bay  Boulevard in League City, TX 77573.

IN ATTENDANCE

In attendance representing the Brittany Lakes HOA Board of Directors were, John Dunn, Ron Wright, Greg Ellis, and Tor Savidge. Also in attendance representing Spectrum Association Management were Jennifer Roberson.

DETERMINATION OF QUORUM

A quorum of Board members was announced by Greg Ellis and the meeting was called to order at 6:41pm.

CAMSTAT REPORT

Officer Pena with the LCPD addressed the membership and the Board in regards to current developments in the area. At the Officer’s suggestion, an environmental survey will be conducted surrounding the rec. center to help determine the most effective method for improving visibility for future cameras. Also, the community will be resurveyed by posting the CAMSTAT survey on the Association’s website for homeowner completion to determine new trends in concerns/priorities.

HOMEOWNER FORUM

The floor was opened to the membership present for discussion. One owner mentioned their concern about the children who shut off the fountains in the main lake and how that could be prevented further. In addition, a resident inquired on the status of the landscape improvements with Lynn’s landscape. The Board advised that this issue would have to be re-addressed with Lynn’s to determine the status and when the project can begin.

MINUTES

The Board of Directors reviewed the previous meeting minutes. A motion was made and carried, unanimously approving the April meeting minutes as presented.

FINANCIAL REPORT

The Board of Directors was provided information the Association financial report as of April 30, 2010. Director Ellis noted that all current accounts with the Association have exceeded the FDIC insured limit of $250,000 and as such 2 new accounts need to be opened. The Board reviewed the current options for available MMA’s as provided by Spectrum. An owner advised that the rates at JSC should be reviewed because their CD rates were competitive. The Board abstained from approving 2 new accounts until further review of the JSC rates was completed. In addition, Director Ellis noted that the current developer loan payment was coming due for May 15th. The Board discussed the balance on the loan and determined that the balance was correct. In reviewing the additional financial reports, the Board noted that their current insurance rate was very high and Spectrum advised that they would re-bid the insurance with their primary carrier to make sure the rate was competitive. With no further discussion in regards to the financials, Director Ellis and Director Dunn motioned to approve the report as presented. The motioned carried and was unanimously approved.

COMMITTEE REPORTS

Architectural – TODD EDWARDS

Director Edwards was not present at the meeting to provide an update however, Spectrum Advised the Board that they had been provided a report in their meeting packet for ACC’s for the month of April. Director Ellis also noted that Director Edwards had requested the Board hold a separate meeting to finalize the ARC guidelines document and that once a date was determined, confirmation would be sent to the Board.

BEAUTIFICATION- LINDA LORCH

Not Present

CAMSTAT- JOHN DUNN

Having already received an update from Officer Pena earlier in the meeting, Director Dunn discussed his latest project of obtaining security camera proposals. The Board was provided an in depth proposal from Texas Firecraft Technology. The Board reviewed the proposal and determined that 2 additional proposals should be obtained by the next Board meeting.

COMMUNICATIONS

Not Present

OLD BUSINESS

COMMON AREA WOOD FENCING ISSUE

The Board discussed the matter of the common area fencing and the idea of staining the fence to present a better aesthetic appeal of the community. 2 general proposals were provided to the Board to help them determine a ballpark cost associated with staining the community perimeter fencing. Since the Association does not own much common area fencing (i.e.: less than 1000 ln.ft.), the project would have to be undertaken after giving owners notice of the intent to stain to allow for proper removal of items from the area. The Board discussed completing a trial area to assess the general attitude of the community and to determine the proper approach to completing the project. It was discussed that the initial area should be in the newer sections down Landing. The Board determined that an official legal opinion should be obtained to advise them on what they can do as far as ordering force maintenance for those owners who need to be advised to complete repairs before the staining would occur and also requested a re-evaluation by the Attorney to indicate who is responsible for what areas of fencing.

RESERVE STUDY

The Board was presented with a proposal from RDA in regards to completing a reserve study for 2010. As per the previous recommendation from Reserve Advisors, the group that completed the reserve study before, a study should be completed in 2010 and Reserve Advisors proposed a fee of ~$3000 to complete the study. RDA’s proposal was $2100 and as such, the Board motioned and unanimously approved the proposal as presented.

BULK-HEAD ISSUE

Director Savidge provided the Board with an update on the status of the lake issue. The Board was advised that the next step, after completing numerous inspections and meetings with the City and Brown & Gay engineers, was to schedule a meeting at the Brown & Gay office requesting their assistance in resolving the issue amicably. Director Savidge advised he and two other Lake Sub-committee members would attend this meeting with Brown & Gay and would provide the Board with an update on the outcome.

IRRIGATION SYSTEM

Director Dunn inquired on if there was a map or layout of the irrigation system so that the company that installs the security cameras can know where they can dig. Director Ellis advised that he does have a general layout but does not have a specific map of where the heads are.

NEW BUSINESS

ASSOCIATION ACCOUNT CORPORATE RESOLUTIONS

The Board was advised that the signer authorizations needed to be updated on the current Association accounts and for the new Operating account. Director Ellis was provided all copies of the Resolutions and stated that he would have Director Edwards sign in the appropriate areas and provide them back to Spectrum.

PLAYGROUNDS OF PEARLAND

The Board was provided with the proposal from Playgrounds of Pearland in regards to their last inspection. An overview of all areas needing work was provided by Playgrounds of Pearland and the Board voted to approve the work proposal as submitted. It was noted that in the proposal there were some line items that would need to be attended to by the landscapers (i.e.: better maintenance of the kiddie cushion), the appropriate vendors will be notified of their role in the care of the playground.

ECM REPAIR PROPOSALS

The Board was provided with proposals from Earthcare Management for their noted need for work on the irrigation system valve and also for the replacement of the backflow. The Board approved the repair work as presented in the proposals and also requested that the backflow enclosure be properly landscape screened.

CHILDERS PUMP REPAIR PROPOSALS

The Board was advised that at the time of the meeting, Spectrum had not been provided with the work packet from Childers and was unable to provide a complete review of what all the proposal entailed. As per a discussion with Dennis from Childer’s, the repair of the water feature was not covered under warranty and the work would be an out-of-pocket expense. The Board was advised that a meeting between Childer’s the landscaping company and Hurricane is in order to ensure that all parties who may need to access the different valves or pumps are aware of how to properly operate them to reduce operator error.

NEXT MEETING DATE

June 3rd, 2010, 6:30pm.

ADJOURNMENT

With all business discussed and no other or new business presented to be discussed, the meeting was adjourned at 8:35pm.

___________________________   ___________________________

Authorized Signer                  Jennifer Roberson

Brittany Lakes Homeowners          Managing Agent
Association , Inc.