September 16, 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 September 16, 2010 at theLeague 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, Greg Ellis, Todd Edwards and Tor Savidge. Absent with apologies was 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 6:35pm.

HOMEOWNER FORUM

4 households represented. An owner inquired on the Boards position on the CCISD decision to stop bus service in Brittany Lakes. The owner advised that there would be a CCISD meeting on September 27th and she would be speaking, providing a presentation demonstrating the cons of the bus removal and the apparent safety hazard that has ensued. The Board advised the membership that they were aware of the concern as there had been much discussion on the Association forum about this matter. The Board requested that the owner send over a copy of her presentation for their review and determination on if a drafted letter will be sent for the owners use or if a statement will be provided to be included in the presentation. An owner was present to discuss the final stages of his improvement project. Owner provided the Board with photos of the project as is for Board review and consideration. The Board advised they would review the matter during executive session.

MINUTES

The Board of Directors reviewed the previous meeting minutes for August 2010. Director Dunn motioned and was seconded by Director Edwards to unanimously approve the minutes as presented.

FINANCIAL REPORT

The Board of Directors was provided information the Association financial report as of August 31, 2010. Director Ellis advised the Board of all account balances as of August 31, 2010 and of the Associations current financial standing and projected status for the remainder of 2010. The Board was advised that the 2010 final reserve contribution might be more this year as compared to previous years however, a final number would not be known until closer to the end of the year and the final year-end budget was provided. Director Ellis requested clarification on the description of the line item Bad Debts. Spectrum advised that Bad Debts were classified as write-offs due to bankruptcies or foreclosures where the Association will not be able to collect the funds due to them. The Board reviewed the current budget for the Bad Debts line and noted that they may want to increase it for 2011 to ensure they do not run the risk of going over budget. The Board reviewed the Association’s aging report and noted that there were several accounts on the aging report with a $7 balance noted as a balance carried over from PCMI. The Board expressed concern that many of these might be in error as PCMI recorded late payments for owners who had sent in payment before the due date and had their payments not processed until later in February. In order to avoid any complications with 2011 billing, Director Edwards motioned and was seconded by Director Dunn, to unanimously approve the waiver of all accounts under $8.

COMMITTEE REPORTS

CAMSTAT – JOHN DUNN

Director Dunn advised the Board that he would be sending out the 2010-2011 survey from LCPD by next week for owners to vote and determine the priority issues for the neighborhood.

LAKE – TOR SAVIDGE

Director Savidge provided an update on the Boards’ recent approval to hire an engineering firm to survey Willow Pond.

ARCHITECTURAL – TODD EDWARDS

Director Edwards advised that the final ARC Guidelines meeting will be held next Tuesday and the document will be ready for legal review.

BEAUTIFICATION – TODD EDWARDS/LINDA LORCH

Director Edwards advised that he and Committee member Linda Lorch met with Lynn’s Landscaping last week to do the initial walk to plan the irrigation layout. Director Edwards noted that during their walkthrough, Lynn’s landscape had pointed out several areas that may be a code violation due to valve caps not being the appropriate color to indicate non-potable water. ECM has already been advised of this matter and has begun changing out the valve covers where needed. Director Edwards advised that as per the meeting with Lynn’s, the new irrigation system along landing would be solely for the newly planted areas and not for the entire common area along Landing. This would greatly help reduce the overall water expense for the area. Lynn’s Landscape will provide water estimation as requested by Director Edwards to help plan the water use for 2011.

COMMUNICATIONS

Director Ellis has provided a final copy of the Association newsletter for September 2010 and will be emailing the document to Spectrum for distribution. Spectrum advises that the newsletter will be sent to a 3rd party vendor who is supplied with the mailing labels. Final distribution, once file is received, will be within 3-4 business days.

NATIONAL NIGHT OUT

Committee member Ringueberg provided the Board with an update on the progress of the National Night Out event. Following the first volunteer meeting held last week, Committee member Ringueberg advised she has arranged for checks from Spectrum to cover the expense of moon bounces and the DJ while other supplies and items will be paid by reimbursement following the use of committee member Ellis’s Sam’s Club card. Committee member Ringueberg advised of projected savings due to recycling of event signs and also for reduced rental/vendor costs. Committee member Ringueberg advised that additional volunteers were needed to help coordinate and run the event. With the help of additional volunteers, the committee would be able to do more during the event. Additionally, committee member Ringueberg requested a copy of the tennis court key to access the needed outlets and a breakdown on the cost of the additional life-guarding service so it may be added to the NNO event budget. Director Dunn will check the available keys in the pool lockbox to see if a spare tennis court key is already available and if not, Spectrum will send out a new key to committee member Ringueberg.

OLD BUSINESS

VALVE SECURITY PROPOSAL (LBJ SERVICES)

A copy of the valve cage proposal was provided to the Board for final review. Director Edwards motioned and was seconded by Director Ellis, unanimously approving the valve cage proposal as presented. Director Edwards inquired on if the overall quality of work would be comparable to the other cages that ECM had installed and the Board was advised that all materials will be similar to ensure security of the valves.

IRRIGATION SUMMARY REPORT UPDATE

The Board was advised that as of 9.16.2010, ECM had advised that the final stage of irrigation repair would be completed by Friday, 9.17.2010. Upon visual review in the community, Spectrum did note that that evening, there were a few stations that were running around Willow Pond indicating that things are beginning to work appropriately. Spectrum also advised that ECM also confirmed that there was a pre-existing irrigation valve tie-in located at the front entrance pond to aid in a back fill system in substitution for a ground-water back-fill. Director Edwards requested confirmation on what the water source was for this, city water or Willow Pond. Spectrum will verify.

CENTERPOINT GAS LINE EXTENSION/HS CORRECTIONS

The Board was presented with the revised copy of the Centerpoint gas line extension easement request as presented by Hoover Slovacek. Hoover Slovacek has requested approval of the revisions prior to sending to Centerpoint for approval. Director Edwards notes that he would like to clarify some items with HS before approving as he notes that per HS communication, the Association does not legally need to convey the easement to Centerpoint as Centerpoint already has a right to egress regardless of an official approval from the Association.

NEW BUSINESS

COMMUNITY PROJECTS

PLAYGROUND IMPROVEMENTS/STAINING

The Board was presented with the proposal from LBJ Services for the power-washing and staining of the playground equipment at the recreation center. It was clarified that prior to this proposal, the playground equipment had been power-washed but did not include the wooden elements of the rec. center playground. Per the recommendation from LBJ Services, the equipment could be power-washed without causing additional damage to the structure and a sealant applied with the stain to try and prolong the life of the equipment. Spectrum advised the Board that in regards to Director Edward’s inquiry of powder-coating the play equipment, the work would be more in depth than initially thought requiring the breaking down of the play structure for off-site coating. The Board discussed and is of the opinion that it may be in their best interests to simply purchase new equipment once the need became too great rather than applying new powder-coat paint to the equipment to make it appear newer. Director Edwards inquired on the purchase of a new plexi-glass lookout piece for the play-set as the current plexi-glass piece is no longer transparent. Spectrum will ask for pricing on this piece to get it replaced.

2010 BUDGET LINE ITEM ADJUSTMENT

Director Ellis motioned to move $2500 from the General Maintenance/Repairs budget line to the Playground Repairs line item to help cover the cost of the newly approved playground improvements. Director Edwards seconded the motion and it was unanimously carried to move the funds for 2010.

PARKING SPOTS ON LOON

The Board has requested new proposals for the construction of a parking alcove along Loon and Longspur to help reduce the prevalence of fishers parking up on the common area grass. The parking area should be fashioned to match pre-existing parking areas along Brittany Lakes Dr. Spectrum will bid this project out.

NEW RECREATION COURTS

The Board was advised that the proposed projects of constructing a sand volley ball court and a basketball court have already been put out to bid. The Board discussed possibly having these items finalized in time for the Association annual meeting to see if they needed to be added to the 2011 budget for completion.

CARD READER FOR REC.CENTER AMENITIES

Director Savidge suggested obtaining new proposals for installing a card reading system for the rec. area amenities as a means to reducing the overall cost for purchasing new pool bracelets every year. The Board is in agreement of seeing what a system like this would cost. Spectrum will obtain proposals.

NEW PUMP STATION FOR WILLOW POND

Director Savidge also proposes obtaining bids for the installation of a new pump system for Willow Pond. As proposed, the new pump station would supply all irrigation demand for the back half of the community thereby reducing the work demand on the current pump station. The Board suggests waiting to obtain new proposals on a new pump station until after a new irrigation system auditing firm has been secured and has begun their work so they can recommend what new improvements are needed.

MISCELLANEOUS

The Board also requests to revisit new proposals for fixing the paving  in the pool area. The Board would like to revisit this during the current off season in order to try and have it repaired before the end of the year as current 2010 budget funds have been allocated for this repair. Spectrum will have this re-bid. The Board also discussed having a fence improvement audit completed in the same fashion as the recent storage shed audit Spectrum did. The Board wants to ensure that all fence improvements are enforced appropriately to ensure owners are not relocating their fences in violation of the Association documents. Spectrum will review the spreadsheet sent with ACC’s for fence work and conduct an audit during the next inspection.

EXECUTIVE SESSION

The Board went into executive session at 8:27 pm.

NEXT MEETING DATE

October 21st, 2010, 7:00pm @ Bauerschlage Elementary for Association Annual meeting.

ADJOURNMENT

With all business discussed and no other or new business presented to be discussed, the meeting was adjourned at 8:40pm.

___________________________   ___________________________

Authorized Signer                  Jennifer Roberson

Brittany Lakes Homeowners          Managing Agent
Association , Inc.