Board of Directors Quarterly Meeting

January 28, 2023

Agenda

  1. Call meeting to order
  2. Review minutes from last meeting
  3. Review financial statements
  4. Property Manager Report
  5. Old Business: a). Board review, approval and execution of the amended regulation document to accommodate the increased registration fee as approved by the board when the 2023 budget was approved in November, b). board discussion and decision concerning the viewing platform attached to the elevated walkover – the walkover is too low per the city/GLO regulations and it either needs to be removed or elevated, c). RFP’s for landscaping and security contracts d). Board review and approval of the Summary of Owner’s Rules (condensed) e). Board review of the initial builder regulation violations and enforcement.
  6. New Business: Board discussion and approval of fines to be levied against property owners for violations to deed restrictions (per the Summary of Owner’s Rules)
  7. Nomination and Election of Board Member – Note: This is a board action to replace a current member who is vacating the balance of his term. The annual elections for the expiring terms will be held at the annual HOA meeting (see date/location below)
  8. General Discussion: Please sign up at the meeting if you’d like to speak (3 minutes)
  9. Meeting Adjourned

Rosenberg Library – Worthen Room, 10am
2310 Sealy, Galveston, Texas 77550

Minutes

The meeting was called to order at 10:05. The meeting was held in the Wortham Auditorium at the Rosenberg Library. In attendance were board members Bob Aubrey, Al Browning, Rick Burke, Don Langston, Harvey Michaels, Kim Reuse, Fred Wagner and Ben Westcott. Bruce Bardwell was not in attendance but she gave her proxy to Ben Westcott. Also in attendance were Property Managers Debbie Reinhart, Bruce Reinhart and Austin Reinhart and Association Counsel, Weston Ray. In addition, twenty property owners signed in representing 15 properties.

Harvey Michaels made a motion to approve the Minutes of the November 21, 2022 meeting. Bob Aubrey seconded the motion. The motion passed unanimously.

Don made a motion to approved the financial reports. Rick seconded the motion. The motion passed unanimously. Don Langston asked Debbie to provide the entire bank statements and reconciliation reports in future financial report.

Debbie gave a brief report as property manager for the HOA. She reported:

  • She worked with Fred to create the Beachside Village Builder Regulations that went into effect on January 1, 2023. With the restricted construction hours, the neighborhood is much quieter on the weekends. Most builders are working hard to comply with the new regulations.
  • She worked with Craig Dickey to adjust the neighborhood security strategy so there would be coverage early in the morning on Saturdays and Sundays to catch any contractors who may be unaware of the new restricted construction hours. This security strategy will be in place for the first 6-8 weeks on 2023.
  • She contracted with a TREC certified home inspector to evaluate all construction projects for compliance with the construction fastener requirements. There are currently 24 construction projects in the neighborhood and the inspector conducted his inspections the previous week.
  • Debbie worked with Jim Hill and builders in the last quarter of 2022 to get builders to request their final inspections so Jim Hill could make his final evaluation of the projects and then the construction deposits could be returned to the builders. Most of the outstanding requests were fairly recent, a few were a couple of years old. All of the builders made their formal request and the deposits were returned to the builders.
  • She worked with graphic designers to create the content for the new HOA website. BeachsideVillageHOA.com is live and contains important governing documents, a calendar and prior meeting agendas and minutes.
  • She worked with Jim Hill to update the Beachside Village Pattern Book. The board will vote today to adopt the revisions. Jim Hill retired effectively December 31, 2022 and is transitioning to the new Town Architect who is very familiar with the Pattern Book.
  • In 2022 there were 58 sales transactions in Beachside Village.

Old Business:

  • The board was asked to review & approve the amended rental regulations that stated the revised language the board had already approved at the November meeting. Bob made a motion to approve, Harvey seconded the motion. Ben, Bob, Bruce (by proxy), Don, Harvey and Rick voted to approve the motion. Al, Fred and Kim voted no. The motion carried.
  • The board was asked to consider either removing or elevating the viewing platform that’s attached to the elevated dune walkover. Don made a motion to elevate it, Harvey seconded the motion. All board members except Kim voted to approve the motion. The motion carried.
  • Debbie reported that RFP’s had been sent to a landscape company and a security company – in addition to the companies currently performing that work in Beachside Village. Neither secondary company responded to the RFP. A property owner offered his services to handle the RFP’s going forward.
  • The board was asked to review and approve the Owner Rules that were compiled by Bob Aubrey and Don Langston. Al made a motion to approve them and Rick seconded the motion. The motion carried unanimously.
  • Debbie reported that she has been working on enforcement of the newly adopted BV Builder Regulations. She reported that since the first of the year there have been builder sign violations, restricted hour violations and construction site management violations. The board discussed an appeal process for builders to use if a builder believe he/she was improperly fined. Don made a motion to use the same appeal process that rental owners can use if they want to contest a fine – which is to ask to be placed on the agenda for the next board meeting, attend the next board meeting and explain why they should not be fined. Harvey seconded the motion and it passed unanimously.
  • The board was asked to review an approve the edits to the BV Pattern Book. Bob Aubrey moved to approve the edits and Fred seconded the motion. The motion passed unanimously.

New Business:

  • The board was asked to review and approve the Owner Rules that Bob and Don created and to consider whether or not to fine owners for bringing boats/trailers into the neighborhood and for not maintaining their landscaping. Don made a motion to approve the Owner Rules and the fine structure, Bob seconded the motion. The motion passed unanimously.

Nomination and Election of Board Member:

  • Ben reported that Bob had requested to replace Rick on the board as Rick was resigning because he no longer owned property in BV. Bob’s term was scheduled to end at the next annual meeting but he didn’t want to serve for 3 more years. He preferred to serve out Rick’s remaining two-year term. Harvey made a motion to approve Bob’s request and Kim seconded the motion. All board members approved except for Al. The motion carried.
  • Ben asked the board to consider whether or not they wanted to fill Bob’s now vacant position or wait until the annual meeting. Harvey made a motion to fill the spot, Al seconded the motion. The motion carried unanimously.
  • With there now being 8 board members, there were two names mentioned to fill Bob’s term and both votes were split 4/4.
  • Al made a motion to leave the position open until the annual meeting. Harvey seconded the motion. It passed unanimously.

There was general discussion. Don made a motion to adjourn the meeting, Al seconded the motion and the motion carried unanimously.

Future Events:

  • HOA Annual Meeting
    March 25, 2023 – 10am – Moody Garden’s Hotel, 9th Floor – Viewfinders Terrace
  • Quarterly Board Meetings
    April 22nd, August 5th, October 14th
  • Splash Day
    June 24, 2023