Board Meeting Summary - 03/30/19
In Executive Session

• No Executive Session was held 

In Open Session

• The meeting included returning Board members Steve Leigh, Lynda Burford, and Steve Gibson; newly elected Board members Tom Goff and Bobby Hebert; POA Treasurer Diana Denbo; and POA Secretary Ron Dickey
• Purpose of the meeting was to discuss and begin organizing the Board for the next year.
• Steve Leigh was nominated for and elected Board President.
• Tom Goff was nominated for and elected Board Vice President
• Diana Denbo agreed to remain as POA Treasurer until the next Board meeting
• Ron Dickey agreed to remain as POA Secretary until the next Board meeting.
• Bobby Hebert was appointed as Chairman of and liaison to the Nominating Committee. Gary Haag, Dee Dee Honea, Diana Denbo, and Ron Dickey were appointed members of the Nominating Committee until the 2020 Owners’ Meeting. Priority of the Nominating Committee is to find someone to serve as POA Treasurer.
• Other committee liaison assignments will be made at the next scheduled Board meeting.

Old Business 

• None 

New Business 

• The next scheduled BGR POA Board of Directors meeting is Friday, May 10 at 2:00pm and tentatively planned for the BGR Community Center (BCC).

Ron Dickey
Secretary, BGR POA

Board Meeting Summary - 02/09/19

In Executive Session

• Reviewed collection issues. No actions needed. Collection of 2019 assessment at almost 90%. Very good as deadline was January 31. Others payments are in the system for posting.
• Reviewed the status of violations. 229 violations closed in 2018 with 97% closed with just a note or a first letter. Excellent response from residents. Approved issuing four Last Chance Letters. No action on three will result in the matter going to the attorney, and lack of response on the fourth generating corrective contract action by the POA and billing of the owner.
• Reviewed and approved successful settlement of pending law suit by mediation. 

In Open Session

• Approved minutes from the November 9, 2018 Board meeting. (Meeting summary is on BGR’s CIA Services website.)
• Ratified decisions made between meetings - Approved Change Order 2 on remodeling the Plantation House. Approved salaries for 2019 for POA employees. Approved two increases on the roadwork contract to complete the shoulder work.
• Unannounced Meeting – The Board met on February 2 at the Plantation House to review Change Order 3 on remodeling work. Approved three small items associated with removing excess roofing discovered once work had begun. Disapproved the item to paint the exposed duct work. While the duct will look better painted, that aesthetic can be completed later.
• October Financial Statement – Cash flow is in line with the expected… no issues. 2018 assessment collection rate is 98 percent. Several 2018 line items were over budget. Of note, our legal fees were over four times more than budgeted. We still have about $100,000 in 2019 assessments outstanding, not bad since the due date just past
• Various maintenance projects have been completed and others on are going. Completions of note are the roadwork (filling potholes, raising the center of Martingale Trail, shoulder leveling, and grass removal; repair and functioning of the front gate; front entrance landscaping; and some wood repair at the Ranch House and barn. Texas No Slip still has several maintenance projects to complete at the Ranch House, Cabana, and Guest House. Winter projects such as maintenance around the Ranch House, tree trimming, and weed eating around fire hydrants have been accomplished. We will be spraying for grass on the road shoulders beginning in about two weeks.
• There have been 7 ownership changes in the last three months.

Committee Reports

• Architectural Control (ACC) – For 2018 there were 72 requests to the ACC with an average response of 15 days. ACC is preparing amended guidelines to state barn porches cannot be used as carports, temporary fence panels are not to exceed three months in place, and to warn that BGR water pressure is very high and a regulator is needed to protect appliances. Richard Honea was asked to develop a written procedure outlining what the Construction Deposit is, why the deposit is necessary, what the deposit would be required to pay for, how/when to make the deposit, and how/when they reclaim the deposit at the completion of construction. Something in writing will help POA members better understand the deposit procedures.
• Communications and Events –Approved several events. Completed the Plantation House naming survey and provided the results to the Board. Developed a flyer on tips for BGR to be distributed with closing packets. May need to relook how to get the flyer to new residents. Next week the Valentine social is scheduled for Tuesday, February 12. Ladies Luncheon is continuing.
• Elections – We need owners to step up and run for election to the Board or to the ACC. Two positions on the Board and two positions on the ACC are open for this election cycle in March.
• Finance – Developing lease agreements for renting the remodeled Plantation House for private events and for renting the tables and chairs purchased for the Plantation House. Auditing ACC procedures. Received feedback from owners on pros and cons of renting or providing gratis these resources.
• Parks and Recreation – Little rental activity since the holidays. Spring cleaning has been completed in all rental units. Working on getting pools ready for the coming season. Beginning the interior design of the renovated Plantation House. Working new, consistent facility signage.
• Roadway Project – Covered under maintenance above. Beginning to plan the next road maintenance.
• Safety – Checking the three community 911 call boxes. Assessing the community’s desire for another CPR class. Also investigating the possibility of offering a focused trauma response class.

Old Business 

• Plantation House renovation is moving forward.. slowly, very slowly. Drywalling will be completed this weekend. Painting of the exterior is next. Still must put in flooring, rock, and lighting. No projected date for completion.
• Fiber Optic Project – Have met with BEC to review the proposed contract. Lawyers are now reviewing. All parties agree in substance; only legalize changes expected. Work could start as early as two months after signing the contract which could be within days. The project could be completed as quickly as four months, but the contract will allow up to 12 months for completion. The installation will be by zones with service beginning as each zone is completed. After reviewing the three-year contract commitment of 100 BGR residents, the Board and BEC agreed to a payment to cover the excess charge for underground installation. Diana Denbo recommended that the POA pay this charge from the Reserve Fund. Therefore, owners at BGR will pay NO SPECIAL ASSESSMENT. Recommendation was approved unanimously.

New Business

• Tabled the consideration of updates to the enforcement policy.
• Reviewed preparations for the Annual Meeting. March 30, 2:00 PM, Bandera United Methodist Church Fellowship Hall. Steve Leigh asked the Nomination/Elections Committee to lead the organization and presentation of a “Meet the Candidates” event between the mailing of the ballots (a date to be determined before March 10) and the Annual Meeting (March 30). This event also will be supported by the Communications and Events Committee.
• Confirmed the next Board meeting as May 10, 2:00 PM at the Plantation House. There also will be a brief Board Meeting immediately after the Annual Meeting.
• One owner spoke during the open forum.

Ron Dickey
Secretary, BGR POA

Board Meeting Summary - 11/9/18

In Executive Session

• Reviewed the collection and legal actions underway. No additional collection actions were recommended.
• Reviewed the status of violations. The ACC/Board is now making the monthly inspections with CIA Services following up with violation letters. Having Board/ACC members do the bi-monthly inspections is working well. There are 39 active violations and 208 closed violations.
• Reviewed the wage ranges for local, state, and national positions similar to the positions of our two POA employees. No decision on raises was made. The Board will conduct performance reviews with the POA employees before year-end. Potential raises will be decided by email vote.
• Agreed to rework and replace the POA’s Enforcement Policy to bring that policy in line with the Board’s opinion that Amendment 1 to the DCCRs was formally approved by the Declarant (Southerland Communities) after it had the right to do so.

In Open Session

• Approved minutes from the September 14, 2018 Board meeting. (Meeting summary is on BGR’s CIA Services website.)
• Ratified decisions made between meetings - Approved the insurance company’s offer for the repair of the damage to the front gate caused by their client. Simultaneously agreed to pursue collection of the depreciation deduction ($1,106.82) from the driver by the County Attorney
• Unannounced Meeting – The Board (excluding Steve Gibson) met along with the Parks and Rec Committee representative on September 27 to plan the major furnishings (tables, chairs, refrigerator, oven, ceiling fans, water softener, and audio-visual system). After comparing models, sources, and costs, approximately $6000 remains uncommitted for any overruns from the Plantation House renovation project.
• October Financial Statement – Cash flow is in line with the expected… no issues. Collection rate remains at 97 percent. We did receive the insurance payment ($16,445.05) for the damage to the front gate.
• Various maintenance projects have been completed and others started, including road repairs, front gate repair, gate and fence painting, and front gate décor (pressure washing, landscape renewal). Thanks to Cecil Howard for refurbishing the fountain at the Ranch House.
• There have been 13 ownership changes in the last three months.

Committee Reports

1. Architectural Control (ACC) – Things are slowing a bit. Since August 1 there have been 17 applications resulting in 15 approvals, 1 conditionally approved, and one pending. Applications included playground material, barns, decks, swimming pool, driveway, fencing, and solar panels
2. Communications and Events – Terri Lippold is leaving the Committee with a hearty thanks for her years of service from the Committee members and the BGR owners… Thanks, Terri.   Ginger Leigh is the new Committee Chair.  The Committee has been busy with the Margarita Party, the Halloween Hayride and Trunk or Treat, ladies’ luncheon, and bow making class. In addition to the coming BGR Christmas Party on December 1, the Committee has a survey coming soon on what to name the “Plantation House” once renovation is completed.
3. Finance – Audit of the 2017 books has been completed and report received. There are only minor corrective actions.  Working to finalize the ACC audit by year-end.
4. Parks and Recreation – The committee has been focusing on the ascetics of the renovated Plantation House. They are reviewing the rental guidelines and are encouraging all renters to complete the comments cards (good and bad) in each room. These cards really do help improve customer service.
5. Roadway Project - Potholes have been filled and a four-foot wide layer has been added to 4000 feet of Martingale to help raise the centerline and reduce water pooling. Shoulder work in next, but requires several days of drying weather. Major road work will not be attempted until fiber optic cable has been installed.
6. Safety – Checking the three community 911 call boxes.

Old Business

• Plantation House renovation is moving forward… slowly due to all of the rain. Waiting for the roofer so the inside work can be dried in. Roofer is scheduled to begin November 15th. 
• The front gate has been repaired, database cleaned and mirrored for both gates, new codes mailed to all owners, gate closed on November 8, and a testing/confirmation period until November 20 established. Initial indications are that an extender is needed for the receiver… remotes work, but one must be very close to the gate for it to work.
• Community signage will be updated in time for the opening of the pool season in 2019.

New Business

• Approved the 2017 CPA audit.
• Approved an affidavit of correction to the DCCRs in reference to Amendment 1.
• Considered the vacancy on the ACC. Richard Howells, no longer a BGR owner, was replaced on the ACC by Jenny Gibson to serve the term until the 2020 election. Steve Gibson abstained from the vote. Diana Denbo was then approved as a replacement for Jenny on the Nomination/Election Committee.
• The next Board meeting is February 8, 2019. Tentatively, the 2019 meetings are scheduled for March 23 (later changed to March 30) (Owners’ Meeting), May 10, August 9, September 13, and November 8.
• One owner spoke during the open forum on an incomplete driveway that has been identified as a violation to the DCC&Rs.

Ron Dickey
Secretary, BGR POA

Board Meeting Summary - 9/14/18

In Executive Session

• Reviewed 2018 Assessment Fee collection. No decisions needed on demand nor collection letters. Four owners cannot be located.
• Reviewed the status of violations. The ACC/Board is now making the monthly inspections with CIA Services following up with violation letters. Still working the specifics. There are 46 active violations and 177 closed violations.
• Was updated on pending court actions. Waiting response/material from litigant’s lawyer.

In Open Session

• Approved minutes from the August 10, 2018 Board meeting. (Meeting summary is on BGR’s CIA Services website).
• Ratified decisions made between meetings.

1. Approval of a “last chance” letter to a resident to correct a construction violation.
2. Approval of a change order for extra work on the Plantation House foundation based on recommendation from the structural engineer.

• There were no unannounced meetings since the last Board meeting.
• Board was updated on the front gate damage and repair.

1. Front gate camera was helpful in documenting the accident/damage.
2. Received the DPS accident report September 14th. CIA Services will file claim with the driver’s insurance.
3. Have identified what is needed for repairs. We will take this opportunity to upgrade the entry and access control systems for both the main and back gates.
4. Will order repairs as soon as the insurance adjustor inspects the damage and begin repairs in advance of receiving the insurance proceeds. 
5. Will take this opportunity to flush and issue new gate codes to all owners and vendors. Will also take this opportunity to repair the exit gate support rail.
6. Estimated it will be November 1, 2018 before the main gate is operational. Exit gate will remain open during this period.
7. E-mail blast to all owners on the front gate damage to follow.

• Road repairs (repair potholes and scrap & roll road shoulders throughout the community; add 4000-foot chip and seal center strip down Martingale) have been contracted with Jim Chastain Excavation and will begin 1) when the weather dries, and 2) as soon as Chastain completes ongoing work at Flying A.
• Ralph Troiano, BGR Property Community Manager from CIA Services, supported by Diana Denbo, BGR POA Treasurer, presented their recommendations for the 2019 budget. Budget details will not be posted to a publicly available forum. Highlights of the budget includes:

1. Expanding upon the 2015 Reserve Study to incorporate it into the more inclusive Replacement Fund of the Super-Budget now being used for BGR POA planning.
2. Super-Budget deals with the Replacement Fund, the Operating Fund, and the Capital Fund.
3. Proposed allocation of the revenue to the three funds will allow us to cover all projected operating expenses and continue to grow the replacement fund (only being funded since 2015 after the developer turned over the POA). We will enter 2019 at 67 percent of the target levels despite spending on the Plantation House Renovation. At our present budget projections, we should be fully funded by the end of 2022 after spending almost $1,000,000 getting our facilities in good shape.
4. If the plan is executed as laid out, we have the potential of reducing assessment fees for 2023. 

• Mr. Troiano reiterated, the Board’s approval is limited to the 2019 assessment fee and expenditures. Everything beyond 2019 is subject to future circumstances and decisions.  There are no guarantees. Projections beyond 2019 are based on information available at this time and the numbers will change.
• Three budget related issues were unanimously approved by the Board.

1. Approved the 2019 budget as presented.
2. Approved the 2019 owners’ assessment fee at $600 per Lot (no change from 2018).
3. Approved a two-year contract extension at a slight fee increase for CIA Services (still well below the fee of the previous management company).

• Updated status of fiber optic installation at BGR. To date 99 BGR customers have applied to BEC for fiber optic service. There will be no special assessment for fiber optic in 2019. The contract with BEC is still being worked. BEC has put BGR on the schedule for micro-trenching. Timeframe to be determined.
• Some questions from the floor during the Budget presentation.
• Tentatively set the next regular Board meeting for Thursday, November 8, 2018.

Ron Dickey

Secretary, BGR POA

Board Meeting Summary - 8/10/18

In Executive Session

• Reviewed 2018 Assessment Fee collection. Collection rate is at 98%, a good rate
• Reviewed the status of violations. Approved initiation of four Attorney Collection Demand Letters and four Collections Lawsuits
• Reviewed corrective actions resulting from complaint from Disability Rights Texas of an alleged Violation of state and federal fair housing law. Corrective actions taken include training, donation to service animal training, and modification of POA rules and regulations.
• Received a legal opinion concerning final developer CCR amendment. 

In Open Session

• Approved minutes from the May 11, 2018 Board meeting as changed to note Steve Gibson (vice Ron Dickey) is Board liaison to the Utilities Committee.
• Ratified decisions made between meetings, including approving rules changes regarding assistance animals, awarding Plantation House Renovation contract to RAND Construction and road repair work to Chastain Construction, approved roof repairs at the Ranch House, and approved a new time and attendance policy (effects the POA’s two employees).
• Summarized four unannounced meetings: Fair Housing Training seminar, two on road repairs, and one with the ACC on potential changes to the Design Guidelines.
• Board looked at the cash flow analysis. Rentals have been good this summer. Audit of finances is underway.
• Maintenance items were updated. Approved a contract with Texas No Slip for several minor repairs at the Ranch House including the fence and barn and painting the both gates
• Committee Reports given.

1. Architecture and Control: Reported new work on plans for two driveways, four houses, and one barn since last meeting
2. Communications and Events: Social on August 29th; roster published for people who provided information; and kids Halloween hayride, trunk-or-treat, and cookout at Ranch House on October 27th.
3. Finance: Rental analysis - $4527 profit to date, 19% occupancy (40% on weekends).
4. Parks & Recreation: Please follow the pool rules: No glass and owners must be present with guests. New deadbolts installed in all rentals and storage areas.
5. Roadway Project; Working with Chastain Construction and CIA Services to get contract in place and work started. Repairs to Martingale are the priority.
6. Safety: Need to install “No Trespass” signs at the River Park (Originals washed away in high water last year.
7.  Plantation House Project: The demolition went well. Structural engineer was slow and put the project two months behind. Now have engineer drawings and recommendations.

• Fence damage along Bottle Springs Road repaired. The cost of repair was more than insurance paid. Filed a supplemental claim.
• Updated status of fiber optic installation at BGR. Board voted to pursue contracting with BEC for installation of fiber optic service in BGR. Over 65 owners had signed installation commitments as of the meeting. The need for an assessment is still an open issue, but the size of any assessment if needed shrinks each day.
•  The Board considered and approved updated Design and Construction Guidelines by a 4-1 vote. Board member Steve Gibson strenuously objected to 1) the unannounced meeting with the ACC on July 31 (he did not attend) and 2) the Guidelines. He maintains the Guidelines exceed the authority given the ACC under the CCRS.
• Approved the charters for the Finance Committee, Parks and Recreation Committee, and the Utilities Committee. Tabled consideration of the Communications and Events Committee charter.
• Approved change to rental rate structure. Tentatively approved changes to the POA Rules and Regulations pending the addition of addressing service animals in the Fitness Center and adding a Release and Hold Harmless form for special events. In conjunction with the new POA Rules and Regulations (R&R), the POA will rework the signage at POA common areas to bring the signs into agreement with the R&R and each other.
• Approved change to rental rate structure. Tentatively approved changes to the POA Rules and Regulations pending the addition of addressing service animals in the Fitness Center and adding a Release and Hold Harmless form for special events. In conjunction with the new POA Rules and Regulations (R&R), the POA will rework the signage at POA common areas to bring the signs into agreement with the R&R and each other.
• From the open forum, the Board provided some explanation of the HUD complaint, but privacy issues limit what can or should be said. One attendee objected to not seeing draft ACC Design Guidelines before the Board voted. This is not required. The Plantation House will have to shut power a couple of days forcing the pool to close. A request was made to approve “For Sale” signs on vacant lots. This is an ACC issue and has been repeatedly disapproved.
• Confirmed a Special Board meeting (consider FY2019 budget) for Friday, September 14, 2018.
• Tentatively scheduled the next regular Board meeting for Friday, November 9, 2018.

Ron Dickey Secretary, BGRPOA