Board of Directors Quarterly Meeting

Minutes

The meeting was called to order at 10:05. The meeting was held at the Reinhart’s house in Beachside Village – 3815 Periwinkle. Board members in attendance were Bob Aubrey, Bruce Bardwell, Al Browning, Rick Burke, Don Langston, Harvey Michaels, Kim Reuse, Fred Wagner and Ben Westcott. Also in attendance were Debbie Reinhart, Bruce Reinhart and Austin Reinhart. The HOA attorney, Steve Schulz was also in attendance. In addition, there were 11 property owners representing 6 properties at the meeting. There was a quorum. Debbie asked the board members to introduce themselves and asked the owners in attendance to do the same. Debbie also reminded everyone in attendance that neither she, Bruce or Austin are board members. They are the paid property managers that are contracted to manage the day-to-day operations of the HOA.

The Board reviewed the minutes from the January meeting. Ben Westcott moved to approve the minutes and Rick Burke seconded the motion. The minutes were approved.

Marie Robb

Marie is the City Councilwoman for the west end. She was out of town for the Easter holiday weekend and was not able to attend the meeting. She provided the following report in her absence and asked Debbie to read it to the board and property owners in attendance:

“District 6 Update: Good morning, everyone and Happy Easter. I apologize for not attending today, this is my first weekend off in months. Beach Update: The design and engineering project of beach nourishment from 7 mile road to 13 mile road will be contracted out in the next 60 days and should be underway soon. We continue our work on getting the Beneficial Use of Dredge Materials to the West End. We met with some opposition from the operation side of the Corps of Engineers. I worked together with Brandon Hill our coastal manager, Tim Titjens, head of planning, David head of coastal at the GLO as well as the GLOs project manager Kevin Frenzel. The shareholders in the dredge project are the Ports who benefit from the ship channel dredging and we met with each of the Ports. Port of Houston, Texas City and Galveston have all committed to doing a letter of non-objection, with the caveat it will not cost additional funds which the GLO has committed to cover the additional cost to moving the project to the West End. I am in regular contact with the Corps Colonel, the port, the GLO, our city team to make the project happen in 2023 but it may get pushed to 2025. I will continue my diligence to see this project happen in 2023 as you know I do not take no for an answer. Thank you to Austin and Beachside Village for coming up with an attractive way to put out our beach signs. The city is now patterning all beach signs to the Beachside Village example. Utility hardening projects continue. I would like to invite you all to a campaign party we are having at the Tin Cup on April 24th from 2 to 4. Galveston’s favorite band, The Line Up, The Restaurant Group and friends of Re-elect Marie Robb are generously donating their time and food for a rocking with Marie Robb re-election party. So please join us for some great music, food, drinks and fun. My campaign is going well, although it’s time consuming when I put in 30-40 hours a week to serving you as your city council representative and then campaigning. Thank you and Happy Easter!”

After Debbie read Marie’s report, Ben Westcott asked Debbie to remind Marie that Beachside Village intends to apply for a geotube once the renourishment has been completed. Ben will send Debbie an email for her to share with Marie.

Financial Reports

The financial statements and cash accounts were reviewed. Harvey Michaels moved to approve the financial statements and cash accounts and Don Langston seconded the motion. The financials were approved. Debbie reviewed the Budget vs. 1st Quarter Expenses with the board. She noted that the 1st quarter revenue is on track and she pointed out that a couple of expense budgets were not quite in line:

• Debbie highlighted the fact that because the annual meeting was held at Cooper’s Landing and the owner did not charge the HOA to use the space, the annual meeting costs were minimal.
• The beach and dune expense category reflects a $9750 refund sent to the HOA from the Galveston Parks Board as a return of the retainer held by the Parks Board in the event of a major seaweed inundation. The Parks Board had decided to end the seaweed inundation program, hence the refund. Shortly after this was decided, there was much displeasure from west end neighborhoods so the Parks Board decided to reinstate the program and the HOA will now need to provide the Parks Board with a new retainer.
• The insurance category is over-budget. The company that provided the HOA general liability insurance coverage decided not to write this type of insurance any longer so the HOA needed to go to the general insurance market for coverage. During this time, there is an insurance claim in process so the premium assessed is higher than it would have otherwise been. It is anticipated that once the claim is resolved the premium will be reduced.

Election of Officers

The current slate of officers is as follows: Rick Burke – President, Fred Wagner – Vice-President, Bruce Bardwell – Secretary and Kim Reuse – Treasurer. These officers offered their positions to any other board member who would like to hold the position and when no one stepped up, all agreed to serve another term.

Security Report

Craig Dickey, the Ranger Guard security officer was not able to attend the board meeting. Debbie reported to the board that she is going to begin forwarding the weekly security reports to the board members for their review. She reported that she sent two rental regulation violation letters in the first quarter. The first was for a large party and the second was for a large party and excessive trash with insufficient trash bins. A property owner reported that they were awaken in the middle of the night by a person banging on their door and ringing their door bell. They called 911 and police came to the property. An off-duty Ranger Guard was working another post and heard the call and also responded. The Ranger officer recognized the stranger as a renter staying at a rental house around the corner and returned him to the correct house. The owner is getting additional information from the police department to see if there is a conflict between what was reported by the police department and what was reported in the Ranger Guard security report. Once the owner provides that information to the board, the board will evaluate any discrepancy in the reporting. Craig’s hours in the neighborhood are typically Friday from 2-10pm and Saturdays & Sundays from 10-10pm. Property owners are encouraged to contact him with any security issues/questions while he is on duty. His cell phone number is 713.865.0704.

Old Business:

Storm Damage

Debbie reported that there are still bundles of sand fence on back order. There had been damage to some of the new sand fence from high winds and some of the sand fence was stolen along the eastern end of the neighborhood. Once the sand fence is delivered the crews will finish the installation. The last bit of work to be performed is to hydro mulch and that will be completed in April or May. $52,750 of the Special Assessment has been paid by the property owners. Debbie will instruct the HOA accountant to send out “past due notices” to those owners who are delinquent in their payments.

Short Term Rentals

Debbie reported that as of 4/15/2022, she had received $3100 in rental registration fees. There are 42 rentals so this shows that 11 owners of rentals have not paid their rental registration fee. She suspects that 5 of these 11 will likely comply but suggests that 6 likely won’t. The board asked Steve Schulz what the board could do to seek compliance and he reported that owners who aren’t compliant should be sent a notice that they are not compliant, give them an opportunity to appear before the board within 30 days and if they do not appear and pay the fee the board should file a lien on the property. The board asked Debbie to set this up for the next board meeting.

New Business:

Proposal for Beachside Village Pool Club

Bruce, Debbie and Austin Reinhart are in the process of designing and proposing a pool club within Beachside Village. Debbie provided the board with information about what they were proposing to do, a draft Amenities Access Agreement and a draft amendment to the deed restrictions that would require mandatory membership of all owners in Beachside Village. Debbie also included artist renderings of the proposed pool club. The summary of the proposal and renderings are attached to these Minutes. Debbie explained that the purpose of the proposed information at this meeting was to get feedback from the board and property owners in attendance at the meeting. She was not seeking any board action at the meeting. The Reinhart’s would take the comments back and consider the feedback as they prepared the final proposal. She stated that the goal of this neighborhood amenity is to create a centralized, social space for property owners to meet their neighbors and cultivate a deeper sense of community within Beachside Village. The proposed pool club would contain a 75’ lap pool with tanning ledges that will be open 10 months out of the year with it being lightly heated during the cooler months. There will be 19 cabanas and weather-resistant pool furniture. There will be a kiddie pool and the entire area will be fenced and secured with access via a fobbed entry system. Membership will be open only to Beachside Village property owners, long term renters and their families. Membership will be mandatory. Please see the attached summary for further information on the pool club. There were quite a few questions from the board and from property owners that will be considered and answered in the future proposal. There was loud opposition from a few of the property owners who attended the meeting. There was confusion about whether or not the pool club would last into “perpetuity” and the draft documents state that it does NOT exist into perpetuity. There was displeasure at the membership being mandatory to those owners who wouldn’t want to join even though it was easily understood that the economics of such an amenity would not be feasible without mandatory membership. The proposed membership fee was stated at $1500/year.

The process going forward is for the Reinhart’s to consider all of the questions/comments/concerns and prepare a final proposal. At that time the board will decide whether or not to forward the proposal to the property owners for a vote on an amendment that would require the mandatory membership in the pool club. It would take 67% of the property owners to approve of this amendment in order for the pool club to be approved.

General Discussion:

• Debbie reported on the Annual Meeting which was held on March 5, 2022 at Cooper’s Landing. To achieve a quorum, 26 properties need to be represented in person or via proxy. Debbie received 25 proxies and owners representing 49 properties attended the meeting.
• Debbie reported that she filed the Amendment concerning the change of definition for commercial use in Beachside Village. The amendment was executed by owners representing 188 properties. This represented 73% of the properties in the neighborhood.
• The board received a letter from an owner in the neighborhood complaining about a builder near their home using a generator to build the house instead of having a temporary power pole installed. Generators are much louder and the owners reported that it was quite a nuisance. The board decided to have Debbie send a letter to all builders requiring them to have a t-pole installed on their construction projects within 30 days of setting pilings. Debbie will also remind all builders that they need to maintain the construction sign on their projects that provides the contact information for the builder so neighbors can reach the builder if any issues arise.
• Another owner reached out to the board asking about a possible email/discussion board and there was not solution offered. It was noted that NextDoor turned out to be a disappointment because it wasn’t exclusive to Beachside Village only.
• At the prior meeting, Al Browning said that he would research the possibility of providing meetings available to all owners via some sort of Zoom platform. He reported that he wasn’t able to find a platform that would work for this setting because it would be too difficult for information to be reasonably disseminated and very difficult for there to be any interaction with property owners. Harvey made a motion not to pursue a Zoom type meeting platform, Fred seconded that motion and it passed.
• The board asked for owners to reach out to them if they had any questions or concerns. The concerns should be expressed pre-meeting so they can be placed on an upcoming agenda.
• Debbie reported that Splash Day has been scheduled for June 11th.

There being no other business, the meeting was adjourned at 1pm.

• The next meeting will be July 30, 2022

Bob Aubrey	bobaubrey101@gmail.com
Bruce Bardwell	BruceB@greenwoodking.com
Al Browning	a.browning@gmail.com
Rick Burke	RickBurke@gmail.com
Don Langston	dlangston@alwaysinseason.com
Harvey Michaels	hnm4107@hotmail.com
Kim Reuse	kreusealoha@aol.com
Fred Wagner	fjwagner@gmail.com
Ben Westcott	Bwestcott@andrewsmyers.com