Board of Directors Quarterly Meeting

Minutes

The meeting was called to order at 10:05am. The meeting was held in the Wortham Room at the Rosenberg Library. Board members in attendance were Bob Aubrey, Bruce Bardwell, Al Browning, Rick Burke, Don Langston, Fred Wagner and Ben Westcott. Harvey Michaels was not in attendance but he gave his proxy to Ben Westcott. Kim Reuse was not in attendance and did not give her proxy to another board member. Also in attendance were Debbie Reinhart and Bruce Reinhart. Weston Ray, HOA attorney was also in attendance. There were 17 property owners representing 15 properties at the meeting. There was a quorum.

The Board reviewed the minutes from the July and August meetings. Al Browning moved to approve the July minutes and Bob Aubrey seconded the motion. The July minutes were approved with Don Langston abstaining because he was not at the meeting. Don Langston moved to approve the August minutes and Bruce Bardwell seconded the motion. The August minutes were approved.

Financial Reports

The financial statements and cash accounts were reviewed. Debbie reported that the contract labor budget category was over budget – due to the additional time needed to keep the neighborhood clean due to the increased size of the neighborhood and the debris that blows from construction sites. Fred asked whether or not those checks to pay the day labor for this cleaning should be checks payable to Bruce and/or Austin. It was decided that this was being treated similarly to a ‘petty cash’ situation with a spreadsheet of the dates the man works and is paid. Debbie also reported that the postage budget category was over budget because of the extra costs to send violation letters certified, return receipt requested. Don Langston asked Debbie if she will send the financial information to the board members when she sends the agenda. Debbie agreed to do this. Bruce Bardwell moved to approve the financial statements and cash accounts and Don Langston seconded the motion. The financials were approved.

Board Follow-up

Ben reported that action was needed to ratify previous actions of the board. He stated that the board needed to ratify the election of officers and Ben’s actions as president. Rick Burke made a motion to ratify and Don Langston seconded the motion. The motion passed. Ben asked Debbie to give a history of the board composition. She reported that the board has grown over the years from the 3 members as originally stated in the Bylaws to the current level of 9 board members. The terms are for 3 years and the terms are staggered with 3 member terms ending each year.

Old Business:

Rental Registration and Compliance: Debbie shared a list of rental regulation violation notices that have been sent to owners this year. Two of the properties had a duplicate violation (one property had two duplicate violations) that prompted a fine and a fine letter has been sent to those owners.

New Business:

Proposed Builder Regulations & Owner Rules

Debbie and Fred have been working on creating a document that sets out regulations in Beachside Village for builders to abide by. With the sharp increase in construction projects in the neighborhood, oversight has been difficult. The new regulations state several tasks that must be complete prior to pilings being installed and imposes management requirements for construction sites. Fines were discussed for violations of these regulations and will be finalized at the board only meeting in November. Changes will also be made to the Statement of Understanding and the Statement of Intent to Comply with Design Standards that each builder signs for his/her construction projects. Al Browning brought up the fact that the board has gone to great lengths to establish rules for renters and now for builders and he suggested that the board establish rules for owners. Al and Don Langston will work on this topic. Bob Aubrey made a motion to approve the proposed regulations and Don Langston seconded the motion. After making some modifications, these new regulations will go into effect on January 1, 2023.

Viewing Platform

Debbie reported that she has been working with the City of Galveston and the Texas General Land Office concerning the viewing platform that was built attached to the elevated dune walkover. The dune has grown around it causing the land beneath the viewing platform to not get enough sunlight. Without the sunlight, vegetation won’t grow and the city and GLO dune management regulations require vegetation to grow/exist below dune structures. Debbie reported that the HOA will likely be required to remove the viewing platform.

Vendor Solicitations

Ben reported that the board will work with Weston to establish service solicitations for those budget categories that are in excess of $50,000, per state law.

Proposed Bylaw Changes

Al Browning requested several changes be made to the Beachside Village Bylaws – requiring all board members to be Members of the association, meaning all board members must be property owners in Beachside Village. He also wants to establish term limits for board members (3 terms). Bruce Bardwell made a motion to continue this conversation at a later date. Don Langston seconded the motion and the motion passed.

Future Meeting Dates

Debbie asked the board to consider the dates for future meetings of the board and of the annual meeting. The board agreed to the dates listed below.

The meeting was adjourned at 11:15.

Public comment period was held. No comments were recorded.

Future Events:

• 2023 Board Meetings
  January 14th, April 22nd, August 5th, October 14th
• Annual Meeting
  February 18, 2023
• Splash Day
  June 24, 2023