Teas Lakes POA Board Meeting Minutes
November 14th, 2017
I.Call to Order: 6:15 PM; JoAnn Caldwell was present, along with Bo Arguello via telephone, as well as Shelly Peterson with IMC.
II. Proof of Notice: Documentation showing notice was posted on the bulletin board, signs placed at entrance, Teas Lakes Neighbors Facebook Page, Teas Lakes POA Facebook Page,as well as the website.
III. Minutes: From previous meeting were read. Motion to approve minutes was made by Boand motion was second by JoAnnand approved unanimously.
IV. Treasure’s Report: October 2017 financials and bank reconciliations were reviewed. A motion to approve the financials was made by Bo and motion was second by JoAnn and approved unanimously.
V. Old Business:
A.Updates on Budget, Christmas Lights, Landscaping/Erosion, etc.: The Landscaping and Erosion was completed by Sam Washburn with Alamo Sprinklers & Lawn. His invoices showed we owed more than originally quoted, but it was brought to Sam’s attention and he will correct and send updated invoice with new balance showing owed $216.70. The Christmas Lights will be installed on November 20th by Light up Texas. The Board did have to revise the Beautification Budget to fit in the new Christmas Lights and additional contests/events. The new budget was approved for $5000.00 in October’s meeting. Shelly is still working on a complete budget for the Teas Lakes accounts. She will have a finalized copy for the Board to view in December’s meeting.
B. Deed Restriction Merger Letter: The Board decided it would be best to hold off on merging the deed restrictions until 2019 due to there needs to be changes and updates done at the same time as the merger. With the changes and updates that will need to be made, the Board will start up a Restriction Committee to help review the old restrictions and update accordingly. The Board will request for volunteers, hopefully one or two parties from each section, during their annual meeting in January. Once the Restriction Committee has reviewed and updated all the restrictions it will be sent to Bryan Fowler’s office for review.
VI. New Business:
A.Review Mail Outs/End of Year Documents: Shelly provided copies of the ballots that would be mailed out to each homeowner. She advised that there had to be two different ballots, one for the Board chairs that were open and the other for the ACC Committee chairs that were open. Both of those will have any volunteers that have already submitted their volunteer application to IMC along with write in spaces. They will be mailed out to the homeowners on December 1st notifying them that our annual meeting is scheduled for January 10th, 2018.
B. Options for Addressing Break-Ins/Thefts: The Board was discussing options of what our responsibility to the community was for such break ins and if there was any way of helping the homeowners. The Board was advised by Bryan Fowler’s office that the break ins are considered criminal and would be the responsibility of each individual homeowner. The Board did look into possibly having cameras installed through the neighborhood, but unfortunately the installation costs, along with the monthly monitoring fees and any upkeep costs were way more expensive than the Board felt comfortable with spending at this time. However, there has been communication on the facebook community page and POA page regarding the break ins and advising neighbors to keep their vehicles locked.
VII. Executive Session – 6:56 PM:
A. ACC Projects: The Board reviewed the report given by the ACC Committee. There were four applications for this month, one for the pergola installation at 2219 Valley View Crossing, one for 2318 Highlands Crossing for a roof replacement due to storm damage, another was 8011 N. Tarrytown Crossing for a covered patio installation, and the last one was for a fence relocation and modification for 2300 Perkins Crossing. All applications were approved except for 2300 Perkins Crossing. The fence relocation and restoring of old fencing at 2300 Perkins Crossing was approved, however the modification of the fence was not approved.
B. Deed Violations: There were no deed violations to review at this time due to the drive through is not scheduled until after our meeting date.
C. Collection Matters: The board did review all pending litigations and past due accounts and their status’.
VIII. Adjourned – 7:28 PM
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JoAnn Caldwell, Teas Lakes POA Secretary