Bainbridge Estates

Property Owners Association

 

Minutes of Meetings

11/30/09 Annual General Meeting

The Bainbridge Estates POA held their Annual General Meeting at Northwest Harris County MUD 36 Administration building (19903 Cypress Wood Glen Drive) beginning at 7:00 PM on 11/30/09. A brief summary of the meeting follows:

Registration of attendance:
Chase, Carl & Laurie

Gilbert, Rob
Panasik, Paul
Patron, Doug
Serres, Brad
Serres, Luann
Talk, Robert & Jill
Willms, David
Wong, Roy & Christine

Please click through to see the;

1. Notice of Annual Meeting of Members and
2. Annual General Meeting Agenda

Topics of Discussion:

• 7:00 PM  - Call to order
  The meeting was called to order at 7:00 PM by 2008-2009 President, Brad Serres.
  
•  Introduction of outgoing 2008-2009 board member
  Carl Chase's term had expired and the POA expressed their gratitude for the fine job Carl did for us these past six years on the Board
   
•  Election of New Board Member
  The Nominating Committee announced that they had received a nomination of Ron Payne for the open 2009-2010 Board of Directors position and sought other nominations from the floor. No other nominations were forthcoming. A verbal vote was taken, proxies were counted and Ron Payne was elected unanimously (including 6 mail-in proxies). Ron will serve a three-year term expiring in 2012. Congratulations and welcome to the Board of Directors Ron!
  
  Carl Chase, Brad Serres and Robert Talk will serve as the 2009-2010 Nominating Committee.
   
•  Financial Status of the BE POA
  Carl Chase (acting as designee for Ron Payne) presented a financial update for the POA. The 2009 - 2010 Board has set the 2010 Annual Maintenance Assessment at $900 (no change from the previous year's AMA).  Carl then handed out a spreadsheet showing actual 2009 YTD financials, forecast 2009 financials and projected 2010 financials. The POA plans to have approximately $47.563 in cash at the end of 2009 and plans to have approximately this same amount ($55,685) at the end of 2010. The POA funds are in an interest-bearing account and we also have two CDs. The Board believes it is necessary to retain a healthy reserve for emergency preparedness. Brad Serres explained that our POA is responsible for the maintenance of our streets, entrance lights, entrance gate and all of the common areas.
  
  The Board will be forced to proceed with foreclosure on one delinquent property. The Board has been successful in collecting delinquent fees from two property owners that have gone into foreclosure.
  
•  Beautification Projects
  In 2010, the Board plans to continue the landscaping and lighting along the front entrance. This will add a timer and 13-14 additional lights. In 2009, the Board did have the front gate and entrance lamps painted black and new signs affixed to the gates. In 2010, the Board is investigating the possibility of painting our streetlights the same black color.
  
•  POA Dues
  The Board requests that all members pay their dues on time and is seeking payment and penalties on delinquent accounts.
  
•  ACC and Deed Restriction Report
  Luann Serres reports that the ACC issued 14 letters and filed 6 liens (4 still outstanding).
  
•  Maintenance Committee
  Brad Serres announced that we have contracted with Caranhan's for another year for landscaping maintenance of our common areas.
  
•  Security Update
  Brad Serres announced that the card reader no longer works on the entrance gate. We now have a dedicated computer for maintaining gate security codes. If you see the Constable that performs security for our neighborhood via the Water District, please take the time to say a kind word. 532 is the walking gate code.
  
•  Adjournment
  The meeting adjourned at 7:51 pm.

11/10/08 Annual General Meeting

The Bainbridge Estates POA held their Annual General Meeting at Northwest Harris County MUD 36 Administration building (19903 Cypress Wood Glen Drive) beginning at 7:00 PM on 10/3/07. A brief summary of the meeting follows:

Registration of attendance:
Bullard, Leslie
Cargile, Maria
Chase, Carl & Laurie
Degeyter, Vickie
Kempa, Steve
Panasik, Paul
Serres, Brad
Serres, Luann
Skelton, Allyn
Talk, Robert & Jill
Wong, Christine

Topics of Discussion:

• 7:00 PM  - Call to order
  The meeting was called to order at 7:00 PM by 2007-2008 President, Brad Serres.
   
•  Introduction of outgoing 2007-2008 board member
  Luann Serres' term had expired but she was willing to serve another term.
   
•  Election of New Board Member
  The Nominating Committee (Carl Chase & Steve Kempa) announced that they had received a nomination of Luann Serres for the open 2008-2009 Board of Directors position and sought other nominations from the floor. No other nominations were forthcoming. A verbal vote was taken and Luann was elected unanimously (including 7 mail-in proxies). Luann will serve a three-year term expiring in 2011. Congratulations and welcome back to the Board of Directors Luann!
  
  Carl Chase and Steve Kempa will remain as the Nominating Committee.
   
•  7: 10 PM - Financial Status of the BE POA
  Carl Chase presented a financial update for the POA. The 2008 - 2009 Board has set the 2009 Annual Maintenance Assessment at $900 (no change from the previous year's AMA).  Carl then handed out a spreadsheet showing actual 2008 YTD financials and projected 2008 financials. Forecast 2009 financials were not presented at the meeting. The POA plans to have approximately $44.385 in cash at the end of 2008 and plans to have approximately this same amount at the end of 2009. The POA funds are in an interest-bearing account and we also have two CDs. The Board believes it is necessary to retain a healthy reserve for emergency preparedness. Brad Serres explained that our POA is responsible for the maintenance of our streets, entrance lights, entrance gate and all of the common areas.
  
  The Board will be forced to proceed with foreclosure on two delinquent properties.
  
•  Detention Pond Status
  The detention pond is now owned by M.U.D. 36 and they are responsible for its maintenance. To-date, the maintenance has been very good.
  
•  ACC Deed Restriction Report
  The ACC has issued several courtesy letters throughout the year. The areas of most concern are yard maintenance and a problem pool (unsafe and health hazard)
  
•  Maintenance/Landscape Update
  The Board have renewed with Carnahan's Landscaping for another year of service. Carnahan installed the 39 new low voltage lights along our Ella frontage and they will be maintained as part of our sprinkler system contract. The Board estimates an annual maintenance cost of $300-$400/year for the lights. The light's placement is still being "fine-tuned" but has already added a lot of beauty to the neighborhood's entrance.
  
•  Security Gate Update
  Steve Kempa informs us that we will now have a spare servo arm available at Iron Access once we repair the one damaged by a car. The Car owner's insurance paid for a new servo arm to replace the one damaged. The electric eyes have now been re-mounted in a more stable, vibration free location. Previously they were mounted to the gate and its vibration caused misalignment and failures. Some residents expressed that they are not able to hear the person calling from the entrance gate.
  
•  Other Business
  Some residents have noticed a strong smell of chlorine in their water.
  Leslie Bullard and Christine Wong will remain on the Christmas Decorating Committee and were approved to purchase some new decorations.
  The residents were unanimous in their opposition to a "neighborhood garage sale" if it were proposed to be held within the confines of our neighborhood.
  
•  Adjournment
  The meeting adjourned sometime after 8 pm.

10/3/07 Annual General Meeting

The Bainbridge Estates POA held their Annual General Meeting at Northwest Harris County MUD 36 Administration building (19903 Cypress Wood Glen Drive) beginning at 7:00 PM on 10/3/07. A brief summary of the meeting follows:

Registration of attendance:
Chase, Carl & Laurie
Degeyter, Vickie
James, Rory
Kempa, Steve
Panasik, Paul
Patron, Melanie
Serres, Brad
Serres, Luann
Talk, Robert & Jill
Wong, Roy & Christine


Topics of Discussion:

• 7:00 PM  - Call to order
  The meeting was called to order at 7:00 PM by 2006-2007 President, Brad Serres.
   
•  Introduction of outgoing 2006-2007 board member
  Brad Serres' term had expired but he was willing to serve another term.
   
•  Election of New Board Member
  The Nominating Committee ( Carl Chase & Steve Kempa) announced that they had received a nomination of Brad Serres for the open 2007-2008 Board of Directors position and sought other nominations from the floor. No other nominations were forthcoming. A verbal vote was taken and Brad was elected unanimously (+ 28 mail-in proxies). Brad will serve a three-year term expiring in 2010. Congratulations and welcome back to the Board of Directors Brad!
  
  Carl Chase and Steve Kempa will remain as the Nominating Committee.
   
•  7: 05 PM - Financial Status of the BE POA
  Carl Chase presented a financial update for the POA. The 2007 - 2008 Board has set the 2008 Annual Maintenance Assessment at $900 (no change from the previous year's AMA).  Carl then handed out a spreadsheet showing actual 2007 YTD financials, projected 2007 financials and forecast 2008 financials. The POA plans to have approximately $45.471 in cash at the end of 2007 and plans to increase this amount to $51,108 by the end of 2008. The POA funds are now in an interest-bearing account and we also have two $20,00 CDs (one bearing 4.54% interest and the other at 5.00%). The Board believes it is necessary to retain a healthy reserve for emergency preparedness. Brad Serres explained that our POA is responsible for the maintenance of our streets, entrance lights, perimeter fencing, entrance gate and all of the common areas.
   
•  7:15 PM - Management Update
  Brad Serres let us know that MUD 36 has verbally agreed to take ownership of the detention pond and the official announcement will be forthcoming shortly.
  
  The management process will remain as is with no plans to subcontract the POA administrative management.
  
  The POA will seek foreclosure judgments on two properties, each of which have existing liens.
   
•  7:25 PM - ACC Update
  Luann Serres informed us that 5 ACC approvals were given in 2007. 15 courtesy letters, 2 second letters and 1 final letter were delivered to deed restriction violators. 3 assessment letters were also delivered. The most common problems addressed were entry doors that needed refinishing and mildew remediation. Several homwowners have reported good service and value from The Door Refinishing Company, Inc. (www.hapydoors.com).
   
•  7:35 PM - Maintenance Committee Update
  Brad Serres informed us that the maintenance contract with Carnahan's Landscaping Inc. will continue through 2008.
   
•  7:40 PM - Webmaster Update
  Robert Talk asked that all Residents update their contact information for the POA website. The Board directed Robert to email all BE residents to determine which email addresses were incorrect or missing so that a face-to-face request for the information can be conducted.
  
  Robert reminded us that the website has active Forum pages where anyone can publish any material they desire. it's simple to do and requires no programming experience. The Webmaster will be happy to assist you if you so desire.
   
•  7:42 PM Security Committee Update
  Steve Kempa wished to thank Carl Serres and Roy Wong for the assistance they have provided in maintaining our entrance gate. The gate will now have new hours of operation:
  Saturday and Sunday = Closed all day
  Monday through Friday = Open 6:30AM, Close 9:00 AM, Open 2:30 PM. Close 6:00 PM. This schedule should allow for adequate school bus access.
  Code "5296" may be used for contract service personnel (yard services, paper deliveries, etc.). With the new gate hours, we might see some additional maintenance but we have budgeted $6,000 to cover these costs, if they are needed. The pedestrian gate has been repaired and its new code is______.
  
  Quotes were obtained for gate security cameras but the Board opted to forgo this expense at this time due to the high cost and the fact that we now have patrolling Constables. MUD 36 has contracted with Precinct 4 to provide patrolling Constables for our MUD. When you see the Constable in our neighborhood, flag then down and say "HI!". Let's make friends with them so we can increase BE's security.
   
•  7:48 PM - General Discussion
  Brad Serres informed us that Harris County is going to expand Ella to four lanes from Louetta to Spring Cypress. A new left turn lane (southbound) will be placed at our intersection (but no traffic light). It will lead into the new bank access entrance now under construction. The new entrance will also serve as part of the parking lot for a future 4 acre commercial site.
  
  MUD 36 voted down supplying utilities for a proposed apartment complex on the south side of Louetta and a condominium project on the north side of Louetta adjacent to Seal's Gully. MUD 36 voted not to increase the MUD tax rate for 2008.
  
  Jill Talk announced that the annual BE Progressive Dinner will be held on 12/15/07 this year. Please contact her if you would be willing to host one of the three functions (appetizers/cocktails, main course or desserts).
  
  Melanie Patron asked if the Board would write letters to BE residents who fail to curb their dogs. Melanie also stated that the Montgomery County Precinct 3 Citizen Collection Station for Recycling will allow us to drop off our eligible-for-recycle items.
  
  Brad Serres stated that the Board has studied the possibility of renewing the Hunter Green color of our entrance pavers but it is impractical to do so at this time.
   
•  Adjournment
  The meeting was adjourned at 8:08 pm.

10/17/06 Annual General Meeting

The Bainbridge Estates POA held their Annual General Meeting at Northwest Harris County MUD 36 Administration building (19903 Cypress Wood Glen Drive) beginning at 7:10 PM on 10/17/06. A brief summary of the meeting follows:

Registration of attendance:
Anderson, Ed
Bell, Ben
Bullard, John
Cargile, Maria
Chase, Carl
Degeyter, Rob
James, Rory
Kempa, Steve
Larson, Ray
Nurenberg, Jeff & Kim
Patron, Doug
Russell, Ian
Serres, Brad
Serres, Luann
Talk, Robert & Jill
Wong, Roy


Topics of Discussion:

• Call to order
  The meeting was called to order at 7:10 PM by 2005-2006 President, Brad Serres.
   
•  Introduction of outgoing 2005-2006 board member
  Carl Chase's term had expired but he was willing to serve another term.
   
•  Election of New Board Member
  The Nominating Committee ( Brad Serres, Steve Kempa, Robert Talk) announced that they had received a nomination of Carl Chase for the open 2006-2007 Board of Directors position and sought other nominations from the floor. No other nominations were forthcoming. A verbal vote was taken and Carl was elected unanimously. Carl will serve a three-year term expiring in 2009. Congratulations and welcome back to the Board of Directors Carl!
   
•  Financial Status of the BE POA
  Carl Chase presented a financial update for the POA. The 2006 - 2007 Board has set the 2006 Annual Maintenance Assessment at $900 (no change from the previous year's AMA).  Carl then handed out a spreadsheet showing actual 2006 YTD financials, projected 2006 financials and forecast 2007 financials. The POA plans to have approximately $33,571 in cash at the end of 2006 and plans to increase this amount to $45,273 by the end of 2007. The POA funds are now in an interest-bearing account and plans are being made to open a CD for amounts over the amount necessary for the operating reserve. The Board believes it is necessary to retain a healthy reserve for emergency preparedness. Brad Serres explained that our POA is responsible for the maintenance of our streets, entrance lights, perimeter fencing, entrance gate, detention pond and all of the common areas.
   
•  Question from Ed Anderson - Who provides the electricity for our POA?
  Brad Serres stated that Reliant Energy supplies the electricity for all of our lights and the entrance gate. The Board investigated alternative providers but found that Reliant's reduced night rate and service for our 6 entrance lamp bulbs justified remaining with Reliant Energy.
   
•  Neighborhood Beautification
   Brad explained that Phase 1 of the entrance beautification had been completed. Additional plants, trees, moss rock and a sprinkler system extension had been installed to landscape from the Church to our north all the way to the pumping station to our south.
   Phase 2 of the entrance beautification is planned for 2007 with additional trees to be planted in our Ella frontage common areas.
   The Board is also investigating the possibility of plantings in the Ella median and returning the entrance pavers to their original Hunter Green color (similar to the gate's color).
   The Board is considering planting trees/shrubs along the south fence (detention pond fence) in the remaining blank areas.
   The Board will have additional beautification done to the cul-de-sacs.
   
•  Question from Doug Patron - Has anyone given any consideration to petitioning the County for a right turn-only lane on Ella?
   The Board was not aware that this had been previously requested and thus had not taken this subject up with any county officials.
   
•  Detention Pond
  The Board has brought the detention pond up to original specifications. The Board spends about $6,000/year to have the pond (and two lots on Louetta just east of the strip center) mowed.  The Board will also spend an additional $500 annually to have the sediment removed from the central concrete channel. Brad Serres has been able to convince the NWHC MUD 36 Board to reconsider taking over maintenance of the pond with more forgiving legal terms in the contract. The Board would like to turn the pond into a green belt / walking area with park benches. It may be necessary to install irrigation in the detention pond area. MUD 36 may be able to supply grey water for this purpose or reduced rate potable water.
   
•  Christmas Decorations Committee
  All POA members in attendance voted to keep Leslie Bullard and Jan Miller in their current positions serving as the Christmas Decorations Committee. The Board announced that they would increase the Committee's funding.
   
•  Question from Jeff Nurenberg - Does the neighborhood have any social events?
  [Note: To protect the stellar reputations of certain POA members, most of the responses to this question have been redacted from the minutes.
   - the Webmaster]
  
  Jill Talk et al responded that the neighborhood has an annual December progressive dinner and that this year's would be on the first or second weekend of December. A formal announcement will be forthcoming on the web site along with invitations delivered to you door-to-door.
   
• Statement form Maria Cargile via Jill Talk - Please don't allow anyone to push trash down into the storm drains.
  Brad Serres reminded everyone that whatever goes into a storm drain ends up in our detention pond.
   
• ACC and Deed Restriction Enforcement Committee update
  ACC Chairperson Luann Serres explained about our POA's ACC process and that a form for submitting ACC approvals was on the documents page of the website. During 2006, the Board approved 8 ACC submittals, issued 14 deed restriction letters and issued 5 late fee assessments. The Board filed 5 liens on the POA's behalf (3 will soon be released, 1 has been released and 1 remains in effect).
   The process the Board follows regarding deed restrictions is to; a) send a first letter and then, if necessary a second letter, then, if necessary a courtesy letter, then, if necessary turn it over to the attorney.
   
• Maintenance Committee update
  The Board is pleased with the current maintenance contractor's work and will extend their contract.
   
• Web Site update
  Webmaster Robert Talk explained the features of the new web site in which you are now reading the minutes of this meeting.
   
• Security/Gate Committee update
  Security Chairman Steve Kempa explained that the extended hours for gate closing had been implemented with very few problems. Plans were in progress to extend the hours of gate closure even more during the weekdays. Steve is also seeking bids to have security monitoring cameras installed at our gate so that we may monitor the license plates of vehicles entering our neighborhood. Steve will investigate the possibility of making service provider codes only effective during daylight hours. NWHC MUD 36 is probably going to hire a contract constable to patrol the MUD (includes our neighborhood).
   
• Adjournment
  The meeting was adjourned at 8:35 pm.

10/03/05 Annual General Meeting

The Bainbridge Estates POA held their Annual General Meeting at Northwest Harris County MUD 36 Administration building (19903 Cypress Wood Glen Drive) beginning at 7:00 PM on 10/3/05. A brief summary of the meeting follows:

Registration of attendance:
Bell, Ben
Bullard, John & Lesley
Cargile, Maria
Chase, Carl & Laurie
Kempa, Steve
Miller, Jan
Panasik, Paul
Patron, Doug & Melanie
Serres, Brad
Serres, Luann
Skelton, Sandi
Talk, Robert & Jill
Wong, Christine

Topics of Discussion:

•  Call to order
  The meeting was called to order at 7:00 PM by 2004-2005 President, Brad Serres.
•  Introduction of outgoing 2004-2005 board member
  Luann Serres term had expired but she was willing to serve another term.
•  Election of New Board Member
  The Nominating Committee ( Brad Serres, Steve Kempa, Robert Talk) announced that they had received a nomination of Luann Serres for the open 2005-2006 Board of Directors position and sought other nominations from the floor. No other nominations were forthcoming. A verbal vote was taken and Luann was elected unanimously. Luann will serve a three-year term expiring in 2008. Congratulations and welcome back to the Board of Directors Luann!
•  Financial Status of the BE POA
  Carl Chase presented a financial update for the POA. The 2005 - 2006 Board has set the 2006 Annual Maintenance Assessment at $900 (no change from the previous year's AMA).  Carl then handed out a spreadsheet showing actual 2005 YTD financials, projected 2005 financials and forecast 2006 finacials. The POA plans to have approximately $24,674 in cash at the end of 2005 and plans to increase this amount to $35,417 by the end of 2006. The POA funds are now in an interest-bearing account and plans are being made to open a CD for amounts over the amount necessary for the operating reserve. The Board believes it is necessary to retain approximately $35,000 in cash for future capital repairs.
•  Detention Pond
  Brad Serres gave an update on the detention pond which has been brought back to original specifications. This was done at a considerable savings (nearly half!) compared to what had been quoted to the POA by vendors just after the previous Annual Meeting. Brad is working with the contractor to finish some more desired improvements and is attempting to get the pond into a state that the only maintenance needed will be mowing. Eventually, the Board plans to make the detention pond a nice maintained area.
•  POA Management Update
  The Board relieved  the previous management company of their responsibilities in order to save cost and improve your level of service. The Board members volunteered (for free) to take on all of the responsibilities that had previously been paid for to Chaparral Management Company. This has brought an improved level of service especially with regards to POA income management, ACC reviews and Deed Restriction enforcement.
•  ACC Update
  Luann Serres continues to chair the Architectural Control Committee and is responsible for Deed Restriction enforcement. This committee has been largely responsible for ensuring that the ACC approval process is more formal and is well documented. They have also had a much more focused approach to deed restriction enforcement which has not only protected the value of our properties but has also helped us to collect additional monies.
•  Entrance Gate Update
  Steve Kempa informed the POA that he now has the software and ability to update the entrance codes for the front gate. He has also installed  Knox Box so that Spring Volunteer Fire Department will be able to reliably enter the neighborhood. Steve is in the process of eliminating old entrance codes (for security purposes) and will be issuing a letter shortly requesting POA members to select new codes. Steve has saved the POA thousands of dollars by taking on this additional responsibility and getting us out of our maintenance contract we had with a previous vendor.
•  Speed Limits
  The Board posted 15 mph speed limit signs around the neighborhood to increase safety awareness with regards to vehicles on our streets. Let's all do our part to stay slow and safe. Remind those you observe speeding to slow down and possibly save a life!
•  Christmas Decorating Committee
  Lesley Bullard and Jan Miller were elected to serve as the BE Christmas Decorating Committee. If you would like to help, give one of them a call.
•  Trash on Whidbey Court
  It was requested that the Builder on Whidbey Court provide (and use) a dumpster to prevent trash from being blown around the neighborhood.
•  Adjournment
  The meeting was adjourned at 8 pm.

11/23/04 Board of Directors, ACC & Maintenance Committee Meeting

The ACC & Maintenance committees held a meeting at 3602 Vashon Lane beginning at 7:00 PM on 11/1/04. A brief summary of the meeting follows:

Attendees: Brad Serres, Luann Serres, Carl Chase, Steve Kempa, Robert Talk

Topics of Discussion:

•  Entrance Gate
  Iron Access is no longer our contractor for entrance gate services or repairs. Steve Kempa will be in charge of all entrance gate services and he has located a vendor that can perform repairs on an as-needed basis. Robert Talk will donate a modem to the POA for Steve's use in setting up gate security codes and hours of operation. Dustin Talk will install the modem for us.
•  New Maintenance Contractor
  Carnahan's Landscaping will take over landscaping maintenance for us beginning 12/1/04. They will supplement the current flowers with new ones.
•  New Speed Limit Signs
  The Board has ordered seven new speed limit signs. Six 12" x 18" "Speed Limit 15 mph" signs will be placed on street lamp poles strategically throughout the neighborhood. They cost $42 each. One 12" x 24" "Children at Play - Speed Limit 15 mph" sign will be placed on the main entrance gate. It cost $85. These signs are being posted in response to concerns voiced by several POA members about vehicles speeding through our neighborhood. Please follow our new speed limit - 15 mph.
•  Stop Sign Repair
  Brad Serres will repair the stop sign that is down on the corner of Bremerton and Adamwood.
•  Detention Pond
  The latest estimate for detention pond repair is approximately $30,000 (including hydromulching. However, due to the large amount of rain we received this week, it will probably be at least a month before repairs can commence (if it stays dry).
•  2005 AMA (Annual Maintenance Assessments)
  The Board will send an accompanying letter with the 2005 AMA invoices  explaining why the 2005 AMA will remain at $900. The AMA invoices will be mailed to POA members' addresses of record no later than 12/3/04.
•  New POA Address
  The POA has a new address:
  Bainbridge Estates Property Owners Association
  P.O. Box 511
  Spring, Texas 77383-0511
•  New Bank Account
  A new bank account will be opened for the POA. Signature authority will reside with the three Board members and all check s will require at least two signatures. The Board elected to have an audit done in 2005 since the Board will be taking over the financial responsibilities of the POA,
•  Resale Certificates
  Luann will provide Carl with copies of sample resale certificates as this service will now be handled by the Board.
•  New Owner Information Packets
  Carl will take the necessary steps to inform the required parties that he will now provide hard copies of the new owner information packets/documents.
•  Change of POA Management
  In order to save the POA some costs (approximately $6,000 per year), the Board has elected to take over the management of the POA. CMC will pay our bills through 12/17/04 and then write us a check for all of the monies in our various accounts. Management duties will be divided among the board members. CMC will provide all of the POA files during the week of 12/17/04. The Board wishes to thamk Pam BAiley and CMC for all of their service to the POA since 1999.
•  MUD #36 Administrative Building
  Robert gave Brad Serres the key to the MUD building and the alarm code. We use this building for our Annual General meetings. The POA also has a $50 deposit on the building with MUD 36.
•  D&O Insurance
  The Board will see if they can reduce the premium of the D&O insurance by reducing some of the coverage that may no longer be necessary. CMC will carry us under their umbrella for an extra 30 days.
•  Architectural Control
  Architectural approval and deed restriction violation management will now reside with the Architectural Control Committee. CMC will no longer be involved.
•  Collections
  The Board will work with counsel to collect all outstanding AMA amounts (including interest/penalties) owed.
•  Deed Restriction Amendments
  Brad will have the deed restriction amendments filed with the courts. 

The meeting adjourned at 8:30 PM.

11/1/04 Board of Directors, ACC & Maintenance Committee Meeting

The ACC & Maintenance committees held a meeting at 3602 Vashon Lane beginning at 6:00 PM on 11/1/04. A brief summary of the meeting follows:

Attendees: Brad Serres, Luann Serres, Carl Chase, Steve Kempa, Robert Talk

Topics of Discussion:

•  Electrical Junction Box
  A new combination lock has been installed on the electrical junction box for the gate.
•  Entrance Light
  Carl Serres repaired the entrance light that shines on the Bainbridge Estates monument.
•  Water Sprinkler
  The water sprinkler on Whidbey Court needs repaired as it is leaking at the valve.
•  Landscaping
  Effective 11/15/04, Carnahans will take over the landscaping contract for the common areas. The price will be $650/month and will include 2 grass fertilizations/yr, 42 mowings /year, 18 yards of mulch, 2 color changes of flowers (33 flats) twice per year. Carl will notify TNT.
•  Detention Pond
  After looking at many quotes, it appears that a bid of $45,000 is the lowest that will repair the pond (but will not be completely back to original specifications as the pilot channel will not be cleaned out) and hydro-mulch.
•  Management Duties
  Due to the high cost of the detention pond repair, the Board will take action to assume CMC's current duties. Some of the action items relating to this:
  • Arrange meeting with Pam Bailey to explain financial reasons for having to terminate contract.
  • Bookkeeping, asset management, accounts payable will be assumed by Carl  
  • Legal Counsel will have to be located (any POA members want to volunteer?)
  • Records from CMC (since POA inception) will have to be obtained
  • Deed Restrictions - a committee should be formed that would report their findings to the board (any POA members want to volunteer?)
  • The POA would now get the fees for refinancing/ home sales certificate packages
  • We will need to open a PO Box and complete a change of address from CMC's address to the PO Box address for official POA mail.
  • Robert will create a database for ACC approvals and deed restriction actions.
• Entrance Gate
  Meyer Smith has still not received the software to program the gate.
• Speed Limit Signs
  The board decided to buy 7 speed limit signs at $60 each plus a sign for the entrance gate.

The meeting adjourned at 7:45 PM.

10/11/04 Board of Directors, ACC & Maintenance Committee Meeting

The ACC & Maintenance committees held a meeting at 3602 Vashon Lane beginning at 5:30 PM on 10/11/04. A brief summary of the meeting follows:

Attendees: Brad Serres, Luann Serres, Carl Chase, Steve Kempa, Robert Talk
Guest: Kyle Grest

Topics of Discussion:

• Amendment of Covenants
  Carl Chase will compose the draft of the covenant amendments approved in the 2004 Annual General meeting so that they can be filed with the Harris County courts.
• Detention Pond
  The board is investigating bids to rectify the detention pond from several companies. The lowest bid received to return the pond to original specifications is $45,000 plus $6,700 for hydro-mulching. The board will entertain additional bids.
  
  The board would like to ask the MUD 36 water board to have silt and trash fences around all future construction projects on Louetta to avoid silt and trash intrusion into our detention pond.
• Speed Reduction
  The board is considering purchasing "Speed Limit 15 mph" on strategic light poles in the neighborhood and a "Caution Children at Play" sign on the entrance gate. Initial costs estimates are $23.50/sign (white sign with reflective letters) or $25.95/sign (green signs w/ white reflective letters). The signs would need brackets with stainless steel bands and be approximately 12" x 18". Luann will get additional quotes.
• Entrance Gate
  Meyer Smith is a new company being considered to take over gate maintenance. They have ordered the software to be used to communicate with the gate controller's modem. The gate contract with Iron Access will be terminated on 10/15/04.
• Landscaping
  The water has been adjusted to a 2 day/week schedule in all common areas. The scale on the shrubs in the cul-de-sacs will be sprayed. Carnahans is submitting a bid to take over the landscaping maintenance.
• Management Contract
  Due to the high cost of repairing the detention pond, the Board is considering the possibility of taking on some of the POA management duties. If this is to be done, it is targeted to be in place prior to mail out of 2005 AMA invoices.
• MUD 36 Water Board Update
  Robert updated the board on what took place during the October board meeting of MUD 36.
• BE POA Tax Status
  Carl will check on our POA tax-exempt status.

The meeting adjourned at 7:05 PM.

9/20/04 Annual General Meeting

The Bainbridge Estates POA will hold their Annual General Meeting at Northwest Harris County MUD 36 Administration building (19903 Cypress Wood Glen Drive) beginning at 6:30 PM on 9/20/04. A brief summary of the meeting follows:

Registration of attendance:
Chase, Carl & Laurie
Kempa, Steve
McCoy, Jim & Donnie
Miller, Jan
Molitor, Debbie
Moore, Freddie
Nelson, Mike & Sheri
Russell, Ian
Serres, Brad
Serres, Luann
Skelton, Sandi
Talk, Robert & Jill
White, Jeremy & Kristen
Wong, Christine
Zachary, Vickie

Topics of Discussion:

• Call to order
  The meeting was called to order at 6:35 PM by 2003-2004 President, Carl Chase.
• Introduction of outgoing 2003-2004 board member
  Robert Talk thanked everyone for his opportunity to serve on the POA board from 2001-2004. He has volunteered to keep minutes of all meetings and continue his duties as webmaster of the official POA web site (http://be_hoa.tripod.com).
• Election of new board member to the 2004-2005 Board of Directors.
  Nominations were requested from the floor but none were received. A call was made for all outstanding proxies. The votes were tallied and Brad Serres (42 FOR votes) was elected as the new board member. He was elected to serve a three-year term from this meeting until the Annual General meeting in 2007.
• Determination of Officers
  The board members decided that they would serve the following positions:
  Brad Serres - 2004-2005 President
  Luann Serres - 2004-2005 Vice President
  Carl Chase - 2004-2005 Secretary/Treasurer
• Determination of Adoption/Rejection of Amendments to Declaration of Covenants, Conditions and Restrictions.
  a. Proposed Amendment to Section 9.4 (To approve the increase of the minimum square footage of each dwelling constructed on any lot to a minimum of 3,000 square feet). The amendment passed with 43 FOR votes.
  b. Proposed amendment to section 9.16 (To approve a change to require all lots to have fencing on all four sides). The amendment passed with 43 FOR votes.
• Financial Status of the Bainbridge Estates POA
  Robert Talk distributed and discussed four documents:
  1) The Income Statement Trend through August 31, 2004
  2) The Income Statement from Actual 2003 through Forecast 2005
  3) The Balance Sheet Trend for Forecast 2004
  4) The Reserve Analysis forecast through 2005
  Each of these documents assumed a $25,000 2004 expense for detention pond repair. The documents may be seen by following this link.
• Planned actions for the detention pond
  Carl Chase outlined the need for improvements to our detention pond. The Board planned to repair the detention pond and to bring it back to as close to original specifications as financially practical. The board planned to do this as soon as they had received sufficiently detailed, affordable quotations and as soon as the weather allowed. The board does not plan to fence in the remaining portion of the pond. The board will attempt to get M.U.D. 36 to take over on-going maintenance of the pond once it is repaired.
• Proposed 2005 AMA
  Based on the forecast financials presented earlier, the board elected to keep the 2005 AMA at $900.
• ACC and Deed Restriction Enforcement
  Luann Serres heads the ACC. She has requested that CMC send us any approved ACC forms that were not already in the Board's possession. Luann also requested that homeowners send her a copy of the same if they had approved ACC forms in their possession. Blank ACC forms were made available for those who have not yet submitted ACC forms for items that must have ACC approval. Currently, CMC is doing a monthly inspection and sending letters to POA members that have deed restriction violations.
• Maintenance Committee Update
  Carl Chase (Maintenance Committee Chairman) reported that a beautification project of the cul-de-sacs and entrance had been completed in 2004 and that the annuals in these areas would be changed twice per year. A request was made from the floor to weed the cul-de-sac in Whidbey Court.
• Security Committee Update
  Steve Kempa (Security Committee Chairman) updated the POA on the many problems experienced with Iron Access and the fact that the board had cancelled the contract with them. Beginning 10/19/04 a new vendor will take over gate maintenance/repair issues on an as-needed basis. The POA will obtain the hardware/software necessary for Steve to be able to do the programming of the gate (opening hours/security codes).
• Safety in the Neighborhood
  The board will attempt to establish a culture for slower speed in our streets. This will involve the posting of "awareness" and speed limit signs to establish an expectation of what is assumed a safe speed. This will not involve the use of any speed humps/bumps at this time. It was suggested that any POA member call the Constables office anytime a trespasser (usually solicitors) is in the neighborhood. The constables will respond promptly, escort the individual(s) off the POA property and order them not to return under threat of arrest.
• Mosquito Spraying
  Mosquito spraying will be established in the neighborhood once per week. It will occur April through October usually on Thursday nights. Robert Talk requested that it occur later after sundown when all children are usually inside.

The meeting adjourned at 7:35 PM.

9/15/04 Board of Directors, ACC & Maintenance Committee Meeting

The ACC & Maintenance committees held a meeting at 19311 Puget beginning at 7:00 PM on 9/15/04. A brief summary of the meeting follows:

Attendees: Carl Chase, Luann Serres, Robert Talk, Steve Kempa, Brad Serres

Topics of Discussion:

• Previous Meeting Minutes
  The minutes of the Board meeting of 8/19/04 were approved.
• Financials for month ending 8/31/04
  The financial for August 2004 were reviewed. It was noted that one POA member is still delinquent in their 2004 AMA payment. Kirby Industries new invoice will be reviewed for new rate ($14/home) and number of lots (only 60). Carl will speak to CMC about what can be done to improve our interest on our reserves.
• Deed restriction violation report
  The ACC reviewed the list of letter that have been sent to BE residents during the month of June regarding deed restriction violations. This report is provided monthly to the ACC and shows which residents are in violation and which violations have been taken care of or remain outstanding.
• 2004 AMA late-payments
  Carl will check the status of the lien against the property owner that has not paid their 2004 AMA.
• ACC
  Luann will check the ACC approval files at CMC's to ensure the ACC has copies of all approvals.
• Entrance Sign
  Robert finished painting the "private streets" entrance sign and reinstalled it on the gate.
• 2004 AMA Proxies
  The board divided up the addresses who had not returned a proxy so that we could personally deliver a proxy and ask for the property owners' vote.
• Detention Pond
  Carl expects an updated quote for the detention pond repair before the annual general meeting. The board discussed the possibility of a fence around the pond and reaffirmed their opinion of leaving this out of the repair for now.
• Entrance Gate
  Steve is in the process of obtaining a quotation for a new service provider (Meyer Smith) for the entrance gate. The vendor is assessing our gate currently. This new contract would be for repair work on as-needed basis only. Steve was authorized by the board to cancel the contract (by letter) with Iron Access and arrange for a new service provider.
• Mosquito Control
  Luann is obtaining a quotation form Cypress Creek Pest Control for mosquito spraying services. Robert requested that the spraying be done at least after dark and preferably when all pets and children are inside away from the noxious fumes. CCCP charges $23 per application.
• 2004 Annual General Meeting
  The board agreed on a proposed agenda for the meeting.   

The meeting adjourned at 9:00 PM.

8/19/04 Board of Directors, ACC & Maintenance Committee Meeting

The ACC & Maintenance committees held a meeting at 19311 Puget beginning at 7:00 PM on 8/19/04. A brief summary of the meeting follows:

Attendees: Carl Chase, Luann Serres, Robert Talk, Steve Kempa

Topics of Discussion:

• Previous Meeting Minutes
  The minutes of the Board meeting of 7/22/04 were approved.
• Financials for month ending 7/31/04
  The financial for July 2004 were reviewed. It was noted that one POA member is still delinquent in their 2004 AMA payment. Kirby Industries refunded the overcharges that we had incurred during 2004 for trash collection.
• Missing illumination light for front entrance
  The light that used to illuminate our entryway stone Bainbridge Estates sign is missing. Carl Chase will obtain a quotation from our landscaping service to replace the light.
• Exit Planter
  The planter in the center inside the gate on Bainbridge Estates drive needs some attention from the landscaping service.
• ACC Approval
  The ACC approved the front yard landscaping proposal for 3607 Bainbridge Estates Drive.
• NW Harris County MUD 36 update
  Robert Talk attended the July meeting of our MUD's water board. The new water well on Ella is now supplying water to MUD 36 and it allowed MUD 36 to close the interconnect with the Klein PUD. It appears that the water board will not go forward with the developer's new plans for the 27 acres on the southwest corner of Ella and Spring Cypress as the developer has announced a change in his plans. Instead of 43 85 ft wide lots with $195,000 homes. He now wants to put in 56 homes on narrower lots that would only average $145,000. The board asked their attorney to send the developer a letter explaining that this will not meet with the MUD's approval. It appears that if the BE POA; 1) repairs our detention pond and 2) installs sprinklers for watering its slopes, MUD 36 would probably take over the maintenance duties for keeping the pond in shape (seeded and mowed).
• Detention Pond
  Carl Chase will obtain an updated quote from Champions Hydro-Lawn Inc. for the repair of the detention pond and from our landscaping service for installing a sprinkler system for the slopes. The board notes that this was one of the main reasons for the 2004 AMA increase.
• Mosquito Spraying
  Luann Serres will obtain a new quote for mosquito spraying services. Robert Talk asked that, if we contract these services, the spraying be done after sunset.
• 2004 Annual Meeting
  The Board set a date for the BE POA 2004 Annual Meeting (20 September 2004). Robert Talk will reserve the MUD 36 Water Board building for this meeting. Carl Chase will get the mailing list labels from CMC and mail out meeting notifications with proxies.
• Election of new Board Member
  Robert Talk will have served the end of his 3-year term. The Nominating Committee placed Brad Serres name on the ballot to take over the Board position being vacated. Robert Talk will continue to serve as Webmaster, post financials, perform financial analysis and record meeting minutes as a volunteer.
• Amendments to Deed Restrictions
  The Board will also ask the POA members to vote on two amendments to the Deed Restrictions:
  1. To increase the minimum square footage requirement for a dwelling from 2,500 ft² to 3,000 ft².
  2. To require that all four sides of every dwelling's backyard be fenced-in.
  The vote will occur at the 2004 Annual Meeting and a vote can be made there in person or by the mailed proxy. As our bylaws require an affirmative vote of 65% of all POA members to modify the covenants, the Board requests that all POA members vote their proxy and mail it back to the Board.
• Voting Rights of POA members
  The Board noted that Article III Paragraph 3.1 of the DECLARATION OF COVENANTS, CONDITIONS AND RESTRICTIONS FOR BAINBRIDGE ESTATES SUBDIVISION allows the board to suspend voting rights for POA members who have outstanding assessments. We have decided, however, to let all POA members vote in the 2004 Annual Meeting.
• Entrance Gate
  Steve Kempa is obtaining a quote for gate maintenance services from Fencemasters of Houston. They will quote as a monthly service charge or on an as-needed basis.
   

The meeting adjourned at 9:00 PM.

7/22/04 Board of Directors, ACC & Maintenance Committee Meeting

The ACC & Maintenance committees held a meeting at 19311 Puget beginning at 7:00 PM on 7/22/04. A brief summary of the meeting follows:

Attendees: Carl Chase, Luann Serres, Robert Talk, Steve Kempa

Topics of Discussion:

• Previous Meeting Minutes
  The minutes of the Board meeting of 6/3/04 were approved.
• Missing illumination light for front entrance
  It appears that the light that used to illuminate our entryway stone Bainbridge Estates sign is missing.
• Financials for month ending 6/30/04
  The financial for June 2004 were reviewed.
• Garbage collection fee
  Kirby Industries has been notified that they are overcharging us for garbage pick-up (62 homes when it should only be for 60 homes).
• 2004 AMA late-payments
  All but one property owner has made arrangements to pay their 2004 AMA+ late penalties. The non-paying property owner will be sent a letter informing them that the matter will be sent to our attorney for filing of a lien against the property.
• Deed restriction violation report
  The ACC reviewed the list of letter that have been sent to BE residents during the month of June regarding deed restriction violations. This report is provided monthly to the ACC and shows which residents are in violation and which violations have been taken care of or remain outstanding.
• ACC approval
  Reviewed ACC application of 3631 Orca Ct. for pool, grill, gazebo, swing set, shed and landscaping. The ACC approved the request.
• Directors & Officers Insurance
  The D&O insurance was increased to $2 million at an annual premium of $1,303.
• Tax for an N.P.O?
  The board will investigate whether the BEPOA should be paying sales tax as a non-profit organization.
• Detention Pond
  Robert Talk will attend the next Water Board meeting to determine where they stand with regards to the BE detention pond and update the board at the next meeting. Luann and Carl attended the June Water Board meeting and introduced themselves to the Board.
• Iron Access
  Steve Kempa is making inquiries to find another contractor to assume our gate maintenance duties as service from Iron Access has been deplorable.
• Amendment to Covenants
  The board will propose several amendments to the Covenants at the 2004 Annual POA General Meeting.

The meeting adjourned at 9:45 PM.

6/3/04 Board of Directors, ACC & Maintenance Committee Meeting

The ACC & Maintenance committees held a meeting at 19311 Puget beginning at 7:00 PM on 6/3/04. A brief summary of the meeting follows:

Attendees: Carl Chase, Luann Serres, Robert Talk

Topics of Discussion:

• Missing ACC Approvals
  R. Talk to locate approvals for the Roller's, the Skelton's and the Robertsons.
• ACC Approval Process
  Anything approved by the ACC needs to be copied to CMC so that it is not listed as unapproved. Carl will work out the process with CMC.
• ACC approval
  Reviewed ACC application of 3631 Orca Ct. for grill, gazebo, swing set and landscaping. The ACC requested more information including photos or pictures of the proposed equipment.
• Detention Pond
  The committee agreed that we need to have the detention pond dug out and re-contoured. We will take the necessary steps to get this done.
• Non-payment of POA annual fees
  The board decided to write POA members who have not paid their 2004 annual assessments and have CMC take the necessary action.
• Garbage collection fee
  Kirby Industries will be notified that they are overcharging us for garbage pick-up (62 homes when it should only be for 60 homes).
• Speeding in Bainbridge Estates
  The board asks all POA members to please slow down. We have decided not to install speed limit signs (ineffective and unenforceable) nor speed humps (costly and prevents school buses from entering the neighborhood).
• Front sign
  Robert Talk volunteered to repaint the green and white sign on the entrance gate.
• MUD 36
  Luann and Carl will contact MUD 36 to inquire about our detention pond and taxes.
• D&O insurance
  The board approved an increase in the total amount of D&O insurance.

5/6/04 ACC & Maintenance Committee Meeting

The ACC & Maintenance committees held a meeting at 19311 Puget beginning at 7:00 PM on 5/6/04. A brief summary of the meeting follows:

Attendees: Carl Chase, Luann Serres, Robert Talk & Steve Kempa

Topics of Discussion:

• Deed restriction violation report
  The ACC reviewed the list of letter that have been sent to BE residents during the months of February, March and April regarding deed restriction violations. This report is provided monthly to the ACC and shows which residents are in violation and which violations have been taken care of or remain outstanding. From the report, it can be seen that "having garbage cans visible form the street is the most common violation.
• Additional deed restrictions
  Luann Serres will forward a copy of the list of deed restrictions that was comprised by the previous Board of Directors and presented at the last general meeting. Only those violations that have not been rectified or submitted to the ACC for approval will be sent to CMC.
• ACC approval
  The ACC reviewed and approved one house plan.
• Island landscaping
  The maintenance committee voted to approve a proposal for improving the landscaping in our five islands.
• Entrance light
  Luann Serres will contact Reliant Energy to have the entrance light repaired.
• Detention pond
  Carl Serres is having 3 contractors out to look at our detention pond plans and bid on mowing and cleaning it up.

The meeting adjourned at 9:45 PM.

4/12/04 Board of Directors Meeting

The Board of Directors held a meeting at 19311 Puget beginning at 7:00 PM on 4/12/04. A brief summary of the meeting follows:

Attendees: Carl Chase, Luann Serres, & Robert Talk

Topics of Discussion:

• Management Company
  • The board requests that Chaparral Management Company (CMC) provide the board with a monthly listing of the deed restrictions.
  • The board requested that the monthly financials include a comparison to the approved budget.
  • The board would like my detail on how the POA's funds are invested. How is CMC making our money work for us?
• Detention Pond
  Luann Serres contacted Alexander Engineering and received a copy of our original detention pond plans. The Board will now review the plans and meet with a contractor to determine the next step.
• Architectural Control Committee
  The committee reviewed one plan for a home and it was not approved.
• Entrance Gate
  Steve Kempa was informed that the entrance gate had been broken by someone pushing it open with their car.
• Maintenance
  Carl Chase will meet with our contractor on 4/16/04. My Three Sons power washed the front entrance and did this for no charge to the POA.  For power washing and window washing, our residents should consider utilizing their services. 
  
   The meeting adjourned at 9:00 PM.
   

3/29/04 Board of Directors Meeting

The Board of Directors held a meeting at 19311 Puget beginning at 7:00 PM on 3/29/04. A brief summary of the meeting follows:

Attendees: Carl Chase, Luann Serres, Robert Talk & Steve Kempa - Security Committee Chairman

Topics of Discussion:

• Previous Meeting Minutes
  The minutes of the Board meeting of 2/18/04 were approved.
• Financials for month ending 2/29/04
  The financial for February 2004 were reviewed.
• 2004 Budget
  The budget submitted was approved. Carl Chase will forward the approved budget to CMC for input into their accounting system for budget comparisons.
• Management Company
  • The board requests that Chaparral Management Company (CMC) provide the board with a monthly listing of the deed restrictions.
  • The board requested that the monthly financials include a comparison to the approved budget.
  • The board would like my detail on how the POA's funds are invested. How is CMC making our money work for us?
• Detention Pond
  Luann Serres will contact Alexander Engineering to get a copy of our original detention pond plans.
• Architectural Control Committee
  The committee reviewed one plan for a swimming pool (approved) and one home (not approved). All ACC approvals should be sent to the Architectural Control Committee Chairperson, Luann Serres. Do not send to CMC.
• Speeding in the Neighborhood
  The board has decided not to pursue the purchase and installation of speed limit signs or speed humps at this time.
• Drainage from Country Lake Estates
  The board noted that Country Lake Estates will improve the drainage on the lots bordering our neighborhood's west side as they start to build on each lot.
• Entrance Gate
  Steve Kempa updated the board on the status of the gate.
• Maintenance
  Carl Chase will take over the maintenance responsibilities. He will meet with our current contractor to adjust our level of service. He will also obtain the water sprinkler programmer from Loretta Russell. The board is contemplating power washing the front entry.
• Web site
  The board discussed the web site's content. It was noted that the web site is the only archive of some of our POA's information.
  
  The meeting adjourned at 10:30 PM.
   

2/18/04 Board of Directors Meeting

The Board of Directors held a meeting at 19311 Puget beginning at 7:00 PM on 2/18/04. A brief summary of the meeting follows:

Attendees: Carl Chase, Luann Serres, Robert Talk & Steve Kempa - Security Committee Chairman

Topics of Discussion:

• Previous Meeting Minutes
  The minutes of the Board meeting of 12/15/03 were approved.
• Directors & Officers Insurance
  Robert Talk was asked to confirm that the current liability insurance also covers suits against the POA directors and officers. Robert will confirm with BCH Insurance.
• Financials for month ending 1/31/04
  The financial for January 2004 were reviewed. Carl Chase will investigate how our current funds are being invested by CMC. Robert Talk will submit a proposed budget for fiscal 2004 so that it may included in the monthly financials.
• Chaparral Management Company
  Pam Bailey sent a new contract that would include deed restriction enforcement (as of 2/1/04) in addition to CMC/s current duties for $500/month. Carl and Luann Serres will review the contract.
• Detention Pond
  Carl Chase will obtain a copy of the original construction plans for the detention pond from Alexander Engineering.
• Architectural Control
  The ACC discussed several submissions, approving two and sending one back for amendment.
• Speeding in Bainbridge Estates
  The board noted that a concerned resident had written a letter discussing the problem of speeding in the neighborhood. The board recognizes that this is a serious concern. Please drive slowly through our neighborhood and remind your visitors to do the same.
  It was noted that another resident had volunteered to pay for "speed limit" or "Slow, Children at Play" signs. The board is grateful for this kind gesture but feels that the signs would not solve the problem.
  The board notes that our streets are privately owned by the POA and we can not bring the Sheriff Office or Constables in for speed limit enforcement.
  A suggestion made by the concerned resident was to install "speed humps" on our private streets. It was noted that Klein ISD will halt bus service inside the neighborhood if these speed humps are installed. The board agreed to further investigate the possibility of speed humps, including the cost, how many are needed and where they would be located.
• Drainage from Country Lake Estates
  From the results of the last full week of rain, it appears that this problem has been resolved.
• Maintenance
  Carl Chase to verify watering schedule of sprinkler systems. Robert Talk to verify that the POA is not being overcharged for garbage by one or two homes.
  
  The meeting adjourned at 10:10 PM.
   

12/15/03 Board of Directors Meeting

The Board of Directors held a meeting at 3615 Adamwood beginning at 7:00 PM on 12/15/03. A brief summary of the meeting follows:

Attendees: Carl Chase, Luann Serres, Robert Talk & Steve Kempa - Security Committee Chairman

Topics of Discussion:

• Previous Meeting Minutes
  The minutes of the Board meeting of 11/18/03 were approved.
• Maintenance Issues
  The water sprinklers are running daily and need to be adjusted so as not to waste so much water during this time of the year.
• Deed Restriction Enforcement
  The board received a proposal from CMC to provide deed restriction enforcement for an additional $225/ month. The board approved this expenditure beginning 1/1/04. The board also will supply Pam with copies of those submittals that have already been approved and a list of those known issues that have failed to be addressed.
• Entrance Gate
  Iron Access recently repaired the exit gate as someone pushed open the gate with their vehicle and broke the actuator. Iron Access will provide the POA with a quote for installing  video surveillance cameras and video tape recording to monitor both gates. Steve will investigate obtaining quotations from other gate service providers. The board asks all residents to please keep their gate codes confidential and to not let them be known to anyone other than immediate family. Giving out your gate codes compromises the security of all residents. If hosting a function at your residence, please have your guests call you via the controller's directory and then "buzz them in" by pressing "9".
• Country Lakes Estates drainage
  Robert Talk has made two attempts to contact the developer (Village Builders) of Country Lake Estates. He will attempt a third try before requesting CMC's lawyer to send them a registered letter.
• D&O Insurance
  Robert Talk will get a copy of the D&O insurance certificate.
• Fiscal 2003 Forecast (as of 11/20/03)
  The total forecast surplus for 2003 is $10,160. The YTD average monthly expense is $3,140.
  
  The meeting adjourned at 8:05 PM.

11/18/03 Board of Directors Meeting

The Board of Directors held a meeting at 19411 Puget Lane beginning at 7:00 PM on 11/18/03. A brief summary of the meeting follows:

Attendees: Carl Chase, Luann Serres, Robert Talk & Steve Kempa - Security Committee Chairman

Topics of Discussion:

• Previous Meeting Minutes
  The minutes of the Board meeting of 10/15/03 were approved.
• Deed Restriction Enforcement
  Carl Chase is still waiting for CMC to give us a quote for assuming the duties of deed restriction enforcement. We hope to have the proposal soon for review by the Board.
• Meeting Frequency
  The Board agreed to attempt to have meetings on a monthly basis.
• 2004 Annual Maintenance Assessment (AMA)
  The Board completed a letter that will be mailed to each BE property owner of record informing them of the 2004 AMA.
  
  QUOTE
  To: All Bainbridge Estates Property Owners
  From: Bainbridge Estates Board of Directors
  Subject: 2004 Annual Maintenance Assessment
  Date: November 18, 2003
  
  At a regularly scheduled meeting of the Board of Directors of Bainbridge Estates POA, the Board approved unanimously an increase in the 2004 Annual Maintenance Assessment to $900 per year. This fee will be billed and collected by Chaparral Management and will be due no later than January 31, 2004.
  
  A lengthy discussion for the need of an increase was held at the annual meeting of property owners on September 13, 2003. The main reason for the increas3 was to obtain a surplus of funds for any major capital improvement or repair. Based upon current projections, the POA will have a capital reserve of $50,000 as of December 31, 2005. Even with the increase, we are projecting a budget deficit of approximately $3,300 for fiscal 2004, primarily due to that attention required for the detention pond. This is of high importance to this year's Board to resolve the many issues involved with the pond.
  
  We look forward to all property owners' support during the coming year and invite everyone to share with us their concerns so that we may effectively, as a Board and as committees, address those concerns.
  
  Sincerely,
  Carl Chase
  President
  UNQUOTE
   
• Architectural Control Committee
  Luann Serres was appointed Chairperson of the committee.  Action was taken on the following submittals:
  • 19406 Bremerton (front yard landscaping) - returned for ACC form completion.
  • 3615 Bainbridge Estates (seal cedar fence) - returned for ACC form completion.
  • 19303 Puget (in-ground gunite swimming pool) - approved
  • 19303 Puget (landscaping on side of house) - approved
  • 3618 Vashon (iron gate, brick columns, wood fence) - approved
  • 19411 Puget (portable basketball goal on side of driveway) - approved
  • 19311 Puget (front yard landscaping) - approved
  • 3606 Whidbey (Backyard pool and landscaping) - It was noted that the previous board approved this pool but does not have a written copy of the approval.

   Luann will contact the two owners concerning the two submissions missing the ACC forms. Luann will request the list of deed restriction violations that was presented by past president Ian Russell at the 2003 Annual Meeting.

• Contract Status
  The following is a list of our current contractors and their contract status:
  • Chaparral Management Company - $275/month
    Initial contract ran from 11/1/2000 - 10/31/2001. It automatically renewed for a one year period on 11/1/2001, 11/1/2002 an d 11/1/2003. It currently runs through 10/31/2004.
  • Iron Access - $278.75/month
    The initial contract ran from 10/19/1999 - 10/18/2002. It automatically renewed on 10/19/2002 and 10/19/2003. It currently runs through 10/18/2004.
  • Total Landscaping & Turf - 42 visits/year @ $175/visit
    The contract was initiated on 1/1/2002 and is still current.
  • Kirby Industries 2 - $13/home/month
    The current rate went into effect on 3/1/2003 and is still current.
  • BCH Insurance - $1,013
    The D&O insurance coverage is in effect for 4/16/2003 - 5/8/2004. Carl will request that CMC provide the Board with a copy of the D&O insurance coverage.
• Fiscal 2003 Forecast
  The total forecast surplus for 2003 is $10,047.92. The YTD average monthly expense is $3,149.31
  The Board would like to retain an amount equivalent to at least two month's expenses ($6,298.62) in the operating fund at all times.
  With this in mind, we should (by 12/31/2003) be able to add $3,749.30 to our capital reserve (which was $35,413 as of 1/1/2003) bringing our total capital reserve fund to $39,162.
  
  It was noted that the Harris County Tax Appraisal District lowered  the appraised value of our private streets from $9,300 to $100 for tax year 2003.
• Detention Pond
  Rick Tatum will be asked to seek quotes to have the pond dug out, re-graded, seeded and then mowed when needed.
• Country Lake Estates drainage
  Carl Chase and Robert Talk will visit Country Lake Estates and request that they take the necessary action to prevent run-off from their property draining into the backyards along the north and west side of our neighborhood.
• Entrance Gate
  Steve Kempa will contact Southwestern Bell to get them to repair the phone line to our gate controller. After this repair, Iron Access may still have to repair the modem inside the controller. It was suggested that Iron Access' invoices be delivered to Steve for approval prior to being delivered to CMC for payment. Steve will investigate obtaining quotations from other gate service providers. The Board and Steve request that you have patience while we attempt to sort out the entrance gate problems.
• Maintenance
  We need Loretta Russell to show Rick Tatum the location of all of the water sprinkler controllers and how to set them. Robert Talk volunteered to map their location for future reference. The watering schedule needs to be reduced now that it is in the fall.
• Solicitors
  It was noted that at least two door-to-door solicitors have made the rounds of our neighborhood lately. If you see one, remind them of our No Soliciting and No Trespassing signs on the entrance gate and ask them to leave. If they do not, please call the Precinct 4 Constable's office (281-376-3472) and they will promptly remove the trespasser from our neighborhood (as they did with at least one the recent solicitors. Remember, these "solicitors" are here without permission and could actually be "casing" our neighborhood homes! Of course, the "No Soliciting" policy is not meant to deter our neighborhood children that support various school, church or club activities for worthy causes.
   

The meeting adjourned at 8:40 PM.

10/15/03 Board of Directors Meeting

The Board of Directors held a meeting at 19311 Puget Lane  beginning at 6:30 PM on 10/15/03. A brief summary of the meeting follows:

Attendees: Carl Chase, Luann Serres, Robert Talk

Topics of Discussion:

• Dual Officer role
  Due to lack of volunteers, the Board voted to allow Carl Chase to serve two Officer positions simultaneously (President and Treasurer).
   
• Architectural Control / Deed Restrictions
  Carl Chase will meet with Pam Bailey to determine if CMC can take over most of the duties of deed restriction enforcement. The board would like to pay CMC the small additional monthly fee in order to aid in placing more emphasis in deed restriction compliance. The Board will continue have Architectural Control and make all decisions concerning the extent to which deed restriction violations are pursued.
   
• 2004 Annual Maintenance Assessment
  Your Board believes it is their fiscal responsibility to place a high priority on building an adequate capital reserve fund. The board increased the AMA for 2004 by $150 to $900. The 2004 $900 AMA is due 1/1/04. Carl Chase will meet with Pam Bailey to see that bills for the AMA are sent out in a timely manner.
   
• Committees
  The Board plans to hold a meeting with the two other active committees (Security/Gate - Steve Kempa, Chairman and Maintenance - Rick Tatum, Chairman) next week. Robert Talk will get with Loretta Russell to have the contract documents passed to the appropriate chairman.

The meeting adjourned at approximately 7:30 PM.

9/30/03 Annual POA Meeting

The 2003 Annual Meeting was held at the Water Board building located at 19903 Cypresswood Glenn Drive on 9/30/03.

Attendees: Ian Russell, Stephanie Wilkinson, Doug Patron, Judy Wilson-Wise, Philecia Moore, Robert & Jill Talk,  Allyn & Sandi Skelton, John & Lesley Bullard, Kevin Jenkins, Kris Easter, Steve Kempa, Tanya Lughermo, Cal & Laurie Chase, Cassandra Welton, Dave Walsh, Ben Bell, Kevin & Heather Hodges, Thomas & Rossie Rodriguez, Mohammed Anis, Jim & Donnie McCoy, Luann Serres,  Doug Miller, Mark Watts, Jeff McPherson, Alan Harris, Brad Serres, Jeremy White, Royce Molitor (if your name was inadvertently omitted - please notify the webmaster).

The meeting was called to order by President Ian Russell at 7:05 PM. A proposed agenda was distributed.

•  Financials
  1. Update on the reserves:
  
  Allyn Skelton distributed an analysis of Capital and Operating Reserves. It forecasts an capital reserve of $40,300 for year ending 12/31/03. It also forecasts an operating reserve of $3,821 for year ending 12/31/03. The operating reserve forecast is slightly more than one month's operating expense.
  
  The Board recommends that the POA attempt to build the capital reserve fund up to at least $50,000. We realize that one day we will need some street repairs and these repairs will consume most of the $50,000 very quickly. In addition, the Board recommends that we try to retain at least one month's operating expense in the operating reserve. In 2001, the POA almost had services terminated due to the lack of an operating reserve.
  
  2. Possible future expenditures:
  
  Allyn Skelton presented a review of the POA financials as of 8/31/03 and a recommended budget for the POA for fiscal 2004.
  
  One of the main new expenditures is the maintenance of the retention pond. This item was budgeted for $18,500 and is discussed below in more detail.
  
  Another new item that appeared in 2003 and will continue in 2004 is Directors and Officers Insurance for those serving the POA.
  
  Other possible expenditures for 2004 (but not appearing in the proposed budget):
  • Liability insurance for the POA.
  • Completing the stone border for the landscaping on Ella.
  • Improving the plantings in the circular islands in the cul-de-sacs.
  • Adding a security camera and video tape recorder to the entrance gate.
  • Increased management fees from CMC with additional responsibilities.

  Other The new Board will address these issues when it adopts the 2004 budget and 2004 AMA.
  
  3. Recommendations for annual maintenance assessment (AMA) increase:
  
  The Board recommended that the 2004 AMA (and 2005 AMA) be set to $900 (an increase of $150 or 20% over the 2003 AMA of $750). The reasons presented were to; 1) perform retention pond maintenance and 2) continue building the capital reserve fund to $50,000.
  
  Note: The Board sets the AMA by December 1^st of each year (per the By-Laws, Section2, Paragraphs c & d). The Board may increase the AMA by up to 25% over the previous year's AMA (per the Declaration of Covenants, Conditions and Restrictions, Section 5.4, paragraphs b & c).
  
  Tanya Lughermo asked if there were any opportunities for cost control. The Board responded that over 2/3^rds of the POA's expenses were devoted to; trash removal contract (22%), landscaping & ground's maintenance contract (33%) and street lights (13%). An additional 1/4^th of the POA's expenses were from the security gate contract (9%), Management company contract (9%) , water/sewer (4%) and D&O insurance (4%). The Board notes that all of these contracts have been negotiated to the minimum amount possible. Possible savings could arise if we had less gate repairs or if some Member would volunteer to take on the duties of the Management company. We can also save money by noting when any sprinkler needs repair (shooting water out of the ground) and immediately reporting it to the Maintenance Chairperson.
   

•  Other POA Issues
  1. Directors and Officers Insurance:
  
  The Board elected to obtain Directors and Officers Insurance in 2003. This insurance cost $1,013 in 2003.
  
  2. Neighborhood/Detention Pond liability insurance:
  
  The POA has no liability insurance. If a person were to get injured in a common area (street, cul-de-sac island, front gardens or the retention pond) we could be sued. The liability insurance has been quoted at $3,000 per year.
  
  3. Gate closing & maintenance:
  
  A new "No Soliciting" sign will be replaced on the entrance gate. This sign allows us to call the Authorities to have unwanted solicitors removed from our neighborhood.
  
  Note: If you see a solicitor in our neighborhood, please remind them of the No Soliciting sign and politely ask them to leave.
  
  It has been suggested that the POA install a security camera and video tape recorder in order to catch persons that break the gate. (Each repair costs about $600). This installation would also mean that we would have to find a secure way to mount the camera and VTR equipment (probably in a stainless enclosure in the inner gate island.
  
  As a compromise, the Board proposed (and the Members present adopted) an new gate opening schedule (6:30-9:00 AM & 2:30-6:30 PM on weekdays and closed 24 hours on weekends). Steve Kempa graciously volunteered to be the new Security Chairman (Gatekeeper). Steve will coordinate getting a "service code" out to all the service providers that will need it (e.g., Post Office, FedEx, UPS, Houston Chronicle, EMS, Sheriff, Constable, Lawn Maintenance providers, etc.).
  
  4. Landscaping:
  
  After construction work on Ella, the landscaping has been repaired and improved. The landscapers did not mow that area during the construction period which allowed us to save that money for the landscape repair.
  
  5. Management Company:
  
  The POA uses Chaparral Management Company as our management company. We pay the absolute minimum ($3,300/year) amount CMC will work for. They provide the following services for that amount:
  - Maintain a list of all current POA members and their addresses
  - Ensure that all AMA and CIF are paid on time and follow-up with delinquency notices
  - Prepare a tax return for the POA
  - Pay all bills of the POA on a monthly basis
  - Provide monthly financial statements
  - Obtain and maintain the bank accounts and investments of the POA
  - Provide a permanent address and document storage for the POA
  
  The Board members and Committee members provide all of the other services for our POA. It should be noted that these persons have regular jobs and commitments as do all other Members of the POA. They volunteer to do their part and receive no compensation for their efforts. Therefore there is a trade-off in the amount of effort devoted to some of these other duties and the costs involved. If the POA desired to have more effort put into these other areas, we could increase the amount of responsibility that CMC would have, albeit at a much higher fee rate.

6. Detention Pond:

The pond is owned by the POA. We approached the Water Board to see if they would take over the pond. They are not interested in doing so. The pond needs maintenance immediately. The inlets need to be unclogged. The outlet needs attention. The entire pond needs to be re-graded and re-seeded.

The board approached the county about taking over the pond. They will send a surveyor out to see if the pond can be made to the county's specifications. If they do take it over, they won't perform any maintenance on the pond. Those residents present during Allyson will remember why it is so important for the pond to be maintained. The county will not build a fence around the pond. A suggestion was made to contact an attorney to see if we could determine the liability (if any) that an unfenced pond would present.

There is also a question as to whether we need to fence in the remainder of the perimeter of the pond. A chain link fence would cost from $7,500 - $10,000 and a matching cedar fence would cost  form $15,000 - $20,000. Neither of these items were in the proposed 2004 budget or AMA increase. David Walsh asked if the developer to the west of BE would be fencing the west side of the retention pond. Cassandra Welton asked if the pond could be made into a functional item (park, jogging track, etc.).

It appears that a matching strip center will be built next to the existing one on Louetta. A two-story medical center will be built to the west of this new strip center. Either a bank or a convenience store will be built on the corner of Ella and Louetta.

7. Neighborhood speed limit:

Once again, the Board asked the members to watch their speed and to also remind their guests to do so. We have many young children at play in our streets and let's look out for their safety. The slow speed also applies to go-karts, bicycles and motorcycles.

8. Deed restriction enforcement:

On 12/2/02, the Board sent out a letter to all members asking them to abide by our deed restrictions and submit the items that have not been submitted heretofore. 85% of the houses in BE have some type (or types) of unapproved (i.e., not submitted) deed restriction. Ian Russell provided a list for the members to come view to see what they need to do.

The Board approved several submittals last year and sent out two letters for serious violations. One of the situations was brought into compliance in a timely basis. However, the other item is more serious and may only be resolved through legal action at this point.

The Board asks again that you please submit your deed restriction approvals so that we may have consistency and protect the value of our homes.

CMC could take on the responsibilities of deed restriction enforcement, but it will come at an additional (unbudgeted) cost.

Stephanie Wilkinson and Tanya Lughermo asked what could be done about water draining into their yards from the adjoining development.

• Election of Directors / Officer & Committee Appointments
  1. Robert Talk will serve his remaining year on the Board and continue his position as Secretary and Webmaster.
  
  2. John Bullard will resign from the Board and Luann Serres will serve the two years remaining on his term. Luann will be the new Vice President.
  
  3. Carl Chase was elected to a three-year term on the Board of Directors and will serve as President.
  
  4. Steve Kempa will serve as Security Committee Chairman.
  
  5. Rick Tatum will serve as Maintenance Committee Chairman.
   
•  Meeting adjourned at approximately 9:30 PM.

11/4/02 Board of Directors Meeting

The Board of Directors held a meeting at 19303 Puget Lane  beginning at 7:30 PM on 11/4/02. A brief summary of the meeting follows:

Attendees: Ian Russell, John Bullard, Robert Talk, Allyn Skelton, Loretta Russell

Topics of Discussion:

• Entrance Gate
  The Board will issue a letter to all residents asking whether they would like to have the gate closed at all times. The letter will include all of the consequences of such an action.
   
• Deed Restrictions
  The Board will issue a letter to all residents reminding them of the need for the ACC and themselves to have written approvals/variance grants of any items they may have that need ACC approval.
   
• Landscape Maintenance
  The contractors fee was reduced by $250/month now that he has less to mow (due to Ella road construction). However, we will pay this back to him in new landscaping once the Ella widening is completed.
   
• Retention Pond
  The pond needs mowing and the lowest estimate thus far is $3,000 for each time it is mowed.
   
• Directors & Officers Insurance
  We need to get quotes fro and obtain this insurance.
   
• Monthly Newsletter
  This topic was discussed again but t-date no volunteers want to champion this cause.
   
• Meeting Frequency
  The Board agreed to attempt to have a meeting every two months.

9/9/02 Annual POA Meeting

The 2002 Annual Meeting of the Bainbridge Estates Property Owners' Association was held at the Bainbridge Estates sales office at 7:00 PM on 9/9/01. A brief summary of the meeting follows:

Attendees: Judy Wilson-Wise, Ian Russell, Freddy & Philecia Moore, Robert & Jill Talk, Jon Harper, Allyn & Sandi Skelton, John & Lesley Bullard, Kevin & Lauren Jenkins, Roy & Christine Wong, Rusty & Kim Fisher, Kris & Kevin Easter, Steve & Tara Kempa (if your name was inadvertently omitted - please notify the webmaster).

Topics of Discussion:

• 2002 Financial Analysis
  Robert distributed and discussed the financial analysis through year-end.
   
• Detention Pond
  We will need to spend some money to mow and possibly grade the detention pond. Christine Wong noted that 4-wheelers had been driving through the pond area. This tears up the sides of the pond and presents the POA with an unacceptable liability. The pond is not meant to be a 4-wheeler track.
   
• Landscape Maintenance
  Ian Russell noted that Loretta had saved the POA a considerable sum of money in lawn maintenance through active management of our contractor throughout this year.
   
• Architectural Control Committee
  Kim Fisher volunteered to take Neil Humphrey's place on the Architectural Control Committee. Many discussions were held regarding possible deed restriction violations. Ian noted that we should all make certain that we have ACC approvals (or variances) for all items that fall under the deed restrictions. If we don't, then we should submit our plans to the ACC. A letter from the Board will be forthcoming.
   
• Entrance Gate
  Steve Kempa noted that some residents would like to have the entrance gate closed at all times. Robert noted that this should be put to a vote of the POA. A letter from the Board will be forthcoming.
   
• Meeting Frequency
  Rusty Fisher made a request that POA meetings be held more frequently.
   
• 3611 Whidbey Court
  Several residents wondered when a home would be built on this lot which has been vacant for quite some time. We need to investigate the rules concerning this situation, especially if the owners do not intend to build within the year.
   
• Parking in the street
  Perrin Roller noted that several cars are now parking daily in the street instead of in the driveway or garage. This presents an eyesore to the neighborhood and a safety hazard for children.
   
• Monthly Newsletter
  Lauren Jenkins suggested that perhaps we could have a monthly newsletter. A call was made for volunteers to publish and distribute such a newsletter.
   
• Cleaning of streets
  Steve Kempa asked if we could have the streets cleaned after all of the builders are through with home construction.
   
• Elections
  John Bullard was elected to the Board of Directors assuming Judy Wilson-Wise's seat. Officers are now:
  • Ian Russell - President
  • John Bullard - Vice President
  • Allyn Skelton - Treasurer
  • Robert Talk - Secretary

  Allyn Skelton made the motion to adjourn which was seconded by Sandi Skelton.
  
   

11/20/01 Special Meeting of the POA

The Board of Directors held a Special Meeting of the POA at the Sales Office  beginning at 6:30 PM on 11/20/01. A brief summary of the meeting follows:

Attendees: Judy Wilson-Wise, Ian Russell, Robert & Jill Talk, Jon Harper, Allyn & Sandi Skelton, John & Lesley Bullard, Kevin Jenkins, Roy & Christine Wong, Rusty Fisher, David & Annette Walsh, Neil & Paula Humphreys, Perrin & Brenda Roller, Rob & Vickie Degeyter, John & Marti Hosford, Vicki Zachary, Kris & Kevin Easter, Jim & Donnie McCoy, Steve Kempa, Jeff Allaway, Troy Bonin

Topics of Discussion: Please click here to see a copy of the agenda and the presentation hand-out.

• 2001 Annual Maintenance Assessment
  The 2001 AMA was increased by $150. POA members who moved in during 2001, may pay a prorated portion of the $150. Almost all attendees paid their $150 at the close of the meeting. THANK YOU! The remainder of the POA members should pay their $150 in November, 2001. POA members may give their $150 to the POA Treasurer, Judy Wilson-Wise. By giving your check to Judy, you can help to reduce your POA expenses as CMC will charge the POA for having to send you a bill.
   
• 2002 Annual Maintenance Assessment
  It was announced that the 2002 AMA will be $750. The AMA will only be $750 due to the generosity of the Builders. They will contribute not only their usual portion of the AMA but also a like amount so that, in effect, they will be giving the POA a full $750. They have offered to do this on a one-time-only basis for FY 2002. The POA says "THANK YOU!" to the builders and to Jon Harper as this contribution helped to hold down the amount of AMA necessary in 2002. Many attendees prepaid their $750 at the close of the meeting. THANK YOU! The 2002 AMA is due by January 1, 2002.  POA members may give their $750 to the POA Treasurer, Judy Wilson-Wise. By giving your check to Judy, you can help to reduce your POA expenses as CMC will charge the POA for having to send you a bill.
   
• Gate closure
  It was requested that the Security Committee look into changing the gate so that it remained shut at all times (once all of the homes have been sold).

The Board wishes to thank all who attended. We appreciate your support and understanding. A big thanks also goes to Jon Harper for; letting us use his sales office, supplying refreshments and, most importantly, getting consensus from the builders to pay the equivalent of a full 2002 AMA ($750). The Board wants to thank all POA members who paid their 2001 AMA increase at the meeting. Some members generously paid the entire $150 even though they didn't move in until some time in 2001. Thank you!  We also wish to say a BIG thanks to all POA members that prepaid their 2002 AMA.

11/7/01 Board of Directors Meeting with Management company

The Board of Directors held a meeting at CMC's office  beginning at 1 PM on 11/7/01. A brief summary of the meeting follows:

Attendees: Pam Bailey, Judy Wilson-Wise, Robert Talk

Topics of Discussion:

• In fiscal 2000. funds from the capital reserve were not set aside in a separate account as outlined in the deed restrictions. Instead they were commingled with the annual maintenance assessments and then partly used to cover 2000 operating expenses. The funds were not separated nor was the capital reserve fund replenished during fiscal 2000. Only repairs to the gate should have been drawn from the capital reserve fund during 2000. Although the 2000 annual maintenance assessment should have been increased to cover the 2000 operating deficit, it was not done by the previous Board.
• In fiscal 2001, a portion of the capital reserve fund was separated. However, it was only the amount necessary to cover the reserve amount that should have been in place based on fiscal 1999 and 2000 closings. The 2001 initial special capital assessments and annual maintenance assessments have remained commingled throughout this year and have been used for paying 2001 operating expenses.
• After paying October's bills, we do not have enough money in the commingled fund account to cover November and December's bills.
• Timing dictates that we will once again have to use funds from the capital reserve fund to pay our 2001 operating expenses.
• We will be increasing our 2001 annual maintenance assessment by $150 to help pay for the remaining 2001 operating expenses and partially replenish the funds that have been borrowed from the capital reserve fund in 2000 and 2001.
• CMC has generously agreed to delay billing us for November and December management fees until January 2002. (Webmaster's note: CMC did NOT live up to this promise. They charged us as usual.)
• CMC will write letters to our landscape service and MUD asking them to work with us and allow us to pay the last two months of 2001 in 2002. (It is highly probable that this may not be possible.) (Webmaster's note: We did NOT see any such letters from CMC.)
• The Board will mail out a notice of a Special POA Meeting to be held on 11/20/01 to:
  • announce the increase ($150) in 2001 annual maintenance assessment
  • the 2002 annual maintenance assessment,
  • answer any questions regarding the above,
  • accept checks to cover the 2001 annual maintenance assessment increase and
  • accept checks from any POA member that would like to help us out by paying their 2002 annual maintenance assessment early.

11/2/01 Board of Directors Meeting

The Board of Directors held a meeting at 19411 Puget Lane  beginning at 7 PM on 11/2/01. A brief summary of the meeting follows:

Attendees: Ian Russell, Judy Wilson-Wise, Robert Talk

Topics of Discussion:

• Committees
  The following committees were established:
  * Architectural Control Committee        
  Consisting of the following members: Allyn Skelton, Ian Russell, Judy Wilson-Wise, Neil Humphreys, Robert Talk
  * Security and Maintenance Committee
  Consisting of: Loretta Rusell (Chairperson)
• Action Taken
  A majority of the ACC Committee approved an application for a small storage shed that had been received from the Weltons.
• 2001 Deficit
  We had suspected and now have confirmed that our current cash balance will not cover our 2001 POA expenses. We will be sending out a letter with a proxy attached to each property owner asking them to attend a special meeting of the POA on 11/13/01. In this meeting we will be asking the POA for an increase in the 2001 annual maintenance assessment ($150) to cover our 2001 budget deficit.
• 2002 Budget
  In this same meeting, we will also present our proposed 2002 budget for adoption. It will propose an increased annual maintenance fee and show why the increase is necessary.

9/18/01 Board of Directors Meeting

The Board of Directors held a meeting at 19411 Puget Lane  beginning at 7 PM on 9/18/01. A brief summary of the meeting follows:

Attendees: Ian Russell, Judy Wilson-Wise, Robert Talk

Topics of Discussion:

• 2002 Budget
  The 2002 annual maintenance fee was discussed along with expected 2002 income and expenses. A POA meting will be held to discuss the 2002 Annual Maintenance Assessment.
• Management Company proposal
  It was decided to accept proposal one of Chaparral Management Company which provides for only accounting services at the current rate of $275/month for fiscal year 2002. In future years (when we have more POA income) we would prefer to have our management company provide additional services.
• Architectural Control Committee
  It was decided that this committee will consist of the three Board members and two other POA members. We are currently soliciting volunteers for consideration.
• Security & Maintenance Committee
  It was decided that we would form this committee and their primary responsibility would be interfacing with our landscaping and security gate contractors. We are currently soliciting volunteers for consideration.

8/23/01 Annual POA Meeting

The 2001 Annual Meeting of the Bainbridge Estates Property Owners' Association was held at the Bainbridge Estates sales office at 6:30 PM on 8/23/01. A brief summary of the meeting follows:

Attendees:

• Developers - Gavin Parrish
                  - Jon Harper (As usual, thanks for the "refreshments"!)
• Chaparral Management Company - Pam Bailey
• Property Owners - (not in any particular order, if your name was inadvertently omitted, feel free to flog the webmaster - his wife will thank you)
  • Tammy Bliss Allaway
  • John & Lesley Bullard
  • Ed & Opal Kane
  • Mike Field
  • John & Mary Friel
  • John Hosford
  • Neil Humphreys
  • Mark Hunstiger
  • Steve Kempa
  • Perrin Roller
  • Allyn & Sandi Skelton
  • Jill & Jill's husband Talk
  • David Walsh
  • Cassandra Welton
  • Judy Wilson-Wise
  • Roy & Christine Wong
• Topics of Discussion
  • Election of Board of Directors
    Ian Russell - Vice President, Judy Wilson-Wise - Secretary/Treasurer, Robert Talk - President
  • Solution for preventing detention pond flooding again.
    Ditch that drains property to the west now drains to Louetta instead of into the detention pond. Reducer has been removed from detention pond outlet. Detention pond has been mowed. Gavin Parrish donated $1000 to the BE POA Social Fund. Perrin Roller was able to have Wild Well Control donate their equipment and time for pumping out our streets. The residents and Board signed a "Thank You" letter which will be sent to Wild Well Control.
  • Grant of easement on 3626 Orca lot.
    The lot is owned by Monty Shauer. We will contact him to see if such an easement may be granted to the POA.
  • Repair to entrance gate.
    The developer will repair the gate where the post cap is missing and the loose bricks are found.
  • Destruction of property by builder's subcontractors and extremely late/early working on homes.
    The Board will meet with the builders to attempt to resolve these issues.
  • Excessive July water bill and mosquito spraying bill.
    Pam Bailey will investigate these bills.
  • Various proposals.
    Pam Bailey will provide proposals for:
    • enlarging her CMC's scope of responsibility
    • Directors and Officers insurance
    • CCTV for gate security
  • Pedestrian gate code.
    Pam Bailey will obtain the code for us.

• Election of Board of Directors
  Ian Russell - Vice President, Judy Wilson-Wise - Secretary/Treasurer, Robert Talk - President
• Solution for preventing detention pond flooding again.
  Ditch that drains property to the west now drains to Louetta instead of into the detention pond. Reducer has been removed from detention pond outlet. Detention pond has been mowed. Gavin Parrish donated $1000 to the BE POA Social Fund. Perrin Roller was able to have Wild Well Control donate their equipment and time for pumping out our streets. The residents and Board signed a "Thank You" letter which will be sent to Wild Well Control.
• Grant of easement on 3626 Orca lot.
  The lot is owned by Monty Shauer. We will contact him to see if such an easement may be granted to the POA.
• Repair to entrance gate.
  The developer will repair the gate where the post cap is missing and the loose bricks are found.
• Destruction of property by builder's subcontractors and extremely late/early working on homes.
  The Board will meet with the builders to attempt to resolve these issues.
• Excessive July water bill and mosquito spraying bill.
  Pam Bailey will investigate these bills.
• Various proposals.
  Pam Bailey will provide proposals for:
  • enlarging her CMC's scope of responsibility
  • Directors and Officers insurance
  • CCTV for gate security
• Pedestrian gate code.
  Pam Bailey will obtain the code for us.

4/17/01 - Property Owners Association Meeting

A meeting was held at the Bainbridge Estates sales office at 6 PM on 4/17/01. A brief summary of the meeting follows:

Attendees:

• Developers - Gavin Parrish
                  - Jon Harper (Thanks for the "refreshments"!)
• Chaparral Management Company - Pam Bailey
• Homeowners - (not in any particular order, if your name was inadvertently omitted, feel free to flog the webmaster - his wife will thank you)
  • Tammy Bliss Allaway
  • Jerry Buri
  • Kris Easter
  • Mary Friel
  • Tommy Gillis
  • Neil Humphreys
  • Perrin Roller
  • Jill & Jill's husband Talk
  • David Walsh
  • Mike Wise
  • Roy & Christine Wong
  • Vicki Zachary

Topics of discussion:

• Some time in June, all of the lots in our subdivision will probably have a contract on them. Now is the time to begin the process of electing Board of Director members. Neil Humphreys, Roy Wong and Robert Talk volunteered to serve as the nominating committee for finding candidates for board members. Nominations for the three positions are expected to be completed by the end of April. If you would like to be considered for a board position, please contact a member of the Nominating Committee. Elections will probably be held during the first week of June.
•  If streetlights are malfunctioning, please report this to Reliant Energy. Be prepared to let them know the number that is stenciled on the streetlight pole and the address of the lot nearest the streetlight.
• Pam Bailey will provide the webmaster with copies of our subdivision's by-laws, deed restrictions and forms for architectural review. The webmaster will post them on this site once received.
• A request was made for Pam Bailey to cancel the contract for mosquito spraying within our subdivision as virtually all of those present believed this to be not worth the money spent. (If you are new to Texas, the mockingbird and mosquito are our two state birds.)
• A request was made to Gavin Parrish to investigate the possibility of obtaining a small easement on the southernmost Orca lot for resident access into the detention pond.
• A request was made to Pam Bailey to investigate the cost of wiring a video camera in the gate security system that is already wired into each home in the neighborhood.
• Concern was expressed over the amount of water collecting in the land on the west and north sides of the subdivision. The residents wish to thank anyone who might be volunteering any funds and/or efforts to improve the situation. It appears that our neighbor to the north may have contributed to the problem but a new buyer of the property to the west may be bringing us a long-term solution. Let's keep our fingers crossed.
• A request was made for Gavin Parrish to speak to the builders about the trash on the new construction sites. Builders please provide an enclosed trash collection area as it is blowing all over our lots. The "concrete wash-out area" has been moved one lot to the north and is now a real eye-sore. Concrete and bricks are being dumped in this lot.
• The subdivision owns the detention pond and the Harris County Flood Control District maintains the pond area. The two main entrance gates into the pond (access from Wied road) remain unlocked so that maintenance may be performed by the Flood Control District.
• The homeowners have requested that they be given the first option to adopt the domain name bainbridgeestates.com after the builders have sold all of their lots.
• The Talks reported that two new bicycles were stolen from their front porch. We recommend that you lock your cars and put away your valuables while our neighborhood is still in the building process.

This page was last modified 01/05/10 07:13 PM

HOME