July 8, 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 July 8, 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, Todd Edwards, John Dunn and Greg Ellis. Absent with apologies were Tor Savidge and Ron Wright. Also in attendance representing Spectrum Association Management was Jennifer Roberson.

DETERMINATION OF QUORUM

A quorum of Board members was announced and the meeting was called to order at 6:52pm.

HOMEOWNER FORUM

1 household represented.

MINUTES

The Board of Directors reviewed the previous meeting minutes. Director Edwards adding in a note about absent members in the meeting minutes going forward. With no other changes suggested, Director Edwards motioned and was seconded by Director Dunn and carried, unanimously approving the minutes as presented.

FINANCIAL REPORT

The Board of Directors was provided information the Association financial report as of May 31, 2010. The Board was advised that the June financial packet would be ready and posted for their review online next week. The Board was advised they would be able to regularly review reserve account and MMA account balances on their monthly balance sheets as per their original inquiry into this at the June BOD meeting. The Board was advised of their current collection rate for the community. For the 2011 Association budget the Board advised that the proposed collection rate was acceptable at 95%.

COMMITTEE REPORTS

Architectural – TODD EDWARDS

Director Edwards advised that following their last meeting for the ARC guidelines, the Board has determined that they will need 2 more meetings in order to complete ARC process and present a final document to Spectrum for legal review by the Association’s attorney.

BEAUTIFICATION

No Report.

CAMSTAT – JOHN DUNN

Director Dunn reviewed the LCPD Security Assessment completed by LCPD. Based on the report completed, Director Dunn suggests the following as a method for addressing report items:

• The suggested sharp caps along the pool area fence was determined as being too expensive of a project to undertake and as an alternate measure, Director Dunn suggests relocating the bike rack next to the pool fence to remove the possibility of vandals using the rack as a method of climbing the fence.
• Installing new signs at the park parking lot area promoting park hours (i.e.: closed at dusk) to help reduce the prevalence of illegal or mischievous behavior by park visitors after-dark.
• Installing 3 new park area lights to help improve the illumination in certain areas for the cameras
• Installing 2 motion sensor lights by the pool house facing the lake and one facing the tennis court area
• Reviewing the possibility of keeping the center tennis court light running during the nighttime to help improve visibility for the cameras.

Director Dunn also noted that following the recent camera installation, there are a few sites where the pipe for the cameras will need to be painted to match the existing structures they are attached to. In addition, Director Dunn requested that the shelf that will be built to house the DVR and camera equipment should extend the span of the room wall to ensure stability. A resident inquired on the possibility of illuminating the park bench located by the lift station by the big lake on Brittany Lakes Dr. Director Dunn advised that he and the LCPD officer didn’t review that area but given the concerns for the dark area and suspicious activity noted, he would ask to have the area surveyed to review the possibility of putting in a light at the bench.

The Board inquired on how the current payment of for the camera installation was coded since there was no specific line item in the budget. The Board was advised that the installation had been paid under a General Maintenance/Repairs line item. The Board requested that the payment be re-coded to a capital improvement line.

Spectrum advises the Board that the final work (i.e.: installation of the A/C, burglar bars and shelf unit for the pool room will be completed on Monday while the pool was closed. The Board was provided a description of available DSL services in the area and the Board resolved to approve the ordering of the DSL/Telephone bundle through Verizon with the anticipation that in the next year, more service providers will be in the area and can provide a competitive market for service.  The Board was also advised that Spectrum would purchase the wireless router and drop the item off for installation. Director Dunn advised he would install the router.

COMMUNICATIONS

No Report.

LAKE – TOR SAVIDGE

No Report.

NATIONAL NIGHT OUT

Committee member Ringueberg requested to be added to the meeting agenda to discuss her needs for the 2010 National Night Out event. NNO is scheduled for October 12th per LCPD and as such, Committee member Ringueberg inquired on when she could send something in to be included in the Association newsletter asking for volunteers and also clarification on her budget for the event. The Board advised that the next newsletter was to go out for July and was still being finalized so a article could be posted announcing the need for assistance for this community event. Committee member Ringueberg will provide a brief write-up to the Board for posting. The Board also advised Committee Member Ringueberg that the NNO event had a budget of $2500. The Board proposes that the HOA have a booth or area where owners attending the NNO event would also complete a proxy form for the 2011 annual meeting if they did not plan to attend.

OLD BUSINESS

COMMUNITY SIGN REPLACEMENT

The Board was advised that the sign installation was scheduled for completion on Friday, July 9th through Property Services and that all signs had been fabricated and the newly proposed locations for the No Motorized Vehicles signs had been conveyed to Property Services.

IRRIGATION SUMMARY REPORT

The Board was advised that a second comparison bid had been completed and that the new proposal presented a decrease in overall expense as compared to ECM’s proposal. The Board expressed concern for the apparent length of the repair proposal sent by ECM and that its length represented negligence in the completion of regular irrigation system inspections. The Board requested Spectrum review the ECM contract to ensure that irrigation system inspections were provided at no extra charge prior to them approving a proposal or contacting ECM for negotiations. Director Edwards also inquired on if the Association contracts could be posted in the CINC system for Board member access. Spectrum will verify if this can be completed.

BRITTANY LAKES RESERVE STUDY REPORT

The Board was provided with the completed reserve study report from RDA, Inc. Based on the summary presented; the Board was advised that their current reserve contributions were in line with what was needed to cover capital improvements. Director Edwards requested that the members of the Board review the study in depth in order to determine if any changes should be made. Director Ellis inquired on if the updated figures for the lake items will be included. The Board was advised that the updated figures will be included and that the Board will have 30-days to make changes and updates to their reserve study data at no extra charge.

NEW BUSINESS

FORCE MAINTENANCE PROCEDURE

The Board was presented with information on the current force maintenance process in regards to unresolved deed restrictions. The Board was advised that the normal process includes the issuance of 1-10-day courtesy notice and then a force mow is done in the case of landscape maintenance and in situations of a general maintenance issue, a 2nd certified 30-day notice is sent out. After the expiration of the 30-day certified notice the Board can either approve force maintenance to resolve the issue or the matter will be escalated to the attorney with Board approval. The Board discussed their options and noted that, as in the case with force mows for backyards, force maintenance should only be done on vacant properties to avoid liability or personal injury issues. On occupied homes, the enforcement process will include the mailing of official notices and then progression to the attorney.

COMMUNITY GARAGE SALE

The Board noted that the First Annual Community Garage Sale will be held August 31st, 2010 and owners will have the option to hold their sale at their houses or they can come and set-up at the community park in a flea market fashion to promote more buyer foot traffic. The Board suggests having a tent/booth at the park for General Information which will provide resources on the Association, the management company and will also enable residents to sign-up for the email list and leave meeting proxies. Director Ellis requests that the Board approve a fund in the amount of $250 for advertising expenses and the purchase of signs to advertise the community event. The motion to approve these funds was carried and unanimously approved.

ANNUAL MEETING DATE & VENUE

The Board discussed the planning of the annual 2011 meeting. The Board proposed having the annual meeting in the stead of the October BOD meeting. The meeting will be tentatively scheduled for October 21st pending the availability of Bauerschlag Elementary.

2011 BUDGET

The Board was presented with a preliminary 2011 budget to begin the planning process prior to the annual meeting. The Board reviewed each line item and requested some modifications including the Community Events/Annual Meeting line item and the Website & Newsletter line item. Director Ellis will be emailed the preliminary budget and will make any necessary changes and will send out to the Board for their review and approval prior to the annual meeting.

MISCELLANEOUS ITEM(S)

Director Edwards discussed the future work of Playgrounds of Pearland for Brittany Lakes. The Board was advised that contact with this vendor has still not been achieved in order to obtain the required documents for vendor payment. Since no contract was found on file with this vendor, Spectrum recommends sending a notice to the vendor advising that their services will be requested if needed in the future to ensure no automatic services are completed without Association approval. A draft will be generated and presented to the Board prior to mailing out.

EXECUTIVE SESSION

The Board went into executive session at 6:52pm and adjourned to proceed through the normal meeting agenda.

NEXT MEETING DATE

August 19th, 2010, 6:30pm.

ADJOURNMENT

With all business discussed and no other or new business presented to be discussed, the meeting was adjourned at 9:00pm.

___________________________   ___________________________

Authorized Signer                  Jennifer Roberson

Brittany Lakes Homeowners          Managing Agent
Association , Inc.