The Brookshire Subdivision

Nov 2021 – Monthly HOA Board meeting

Call to Order 

• Approval of Minutes 
• Financial Report 
  • Balance Sheet 
  • Income and Expense Report 
  • Collections Report 
• Management Report 
• Old Business 
  • POA Amendment update 
    • Voting slow
    • Post to ask for input on how to improve response
    • Use Feb meeting (tied off survey) for hot topics before Summer; encourage votes
  • Outstanding Items for Pool 
    • Install french Drain for the back pool to solve Pergola drainage – getting quotes
    • Need to budget back pool cover for 2022, including bolts (reserve)
    • Front pool cover to be delivered in next few weeks (delay)
    • Possible use of AstroTurf in place of mulched/rocked areas — investigating with landscapers
    • Replace built-in lifeguard chairs with mobile to resolve safety and repair issues – cost ranges 90-600$
    • Country regulations require updating of no-diving tiles in pool and on deck; getting quotes, seeing if we can tie to deck refreshing or not.
      Sam reaching out to other HOAs on AstroTurf, and decking
    • Pool hours – drafting new options
    • Update reminders on rules about glass (Phones, kindle, googles, glasses) etc.
  • Outstanding Items for Landscaping 
    • front beds – get feedback from Jason on path to take.
    • Dec 8 meeting see if Jason can attend to discuss overall landscaping plan for front
  • Outstanding Items for Tennis/Pickleball Courts 
    • Solving electrical issue with 3-6 courts
  • Card system/gate issues
    • 7/8 controller not responding, 3 -6 may be tied to electrical; repair the back pool gate latch (bolted)
  • Basketball courts – get estimates for basketball courts ( seeing quotes in $7k)
• New Business 
  • Neighborhood survey – release some time Nov – get responses through Mid-Jan
  • Solar Panels 
  • Social Events (2021-2022)
    • Cookies with Santa Sun 12/12 2-5
    • Email blast to go out; signs being posted
    • need volunteers for Easter
  • Holiday Lights 
    • Lights installed week before Xmas
  • 2021 Annual Meeting Prep 
    • 12/20 monday
    • Drafting presentation
    • Preping notification
  • Homeowner Requests
• Adjourn

August 2021 – Monthly HOA Board meeting

1. Call to Order
2. Approval of July Minutes
3. Financial Report
   1. Balance Sheet
   2. Income and Expense Report
   3. Collections Report
4. Management Report
5. Old Business
   1. Water Damage in Front Clubhouse
   2. Ceiling Repair in Back Clubhouse
   3. August Pool Schedule
6. New Business
   1. POA Amendment (Attorney will attend)
      1. Nothing changes, just gives the board additional tools with which to mange and enforce the covenants
      2. statutory lean (happens automaticallY) — costs.
   2. Leasing Amendment (Attorney will attend)
   3. Pickleball expansion – convert 7&8 to 6 courts
   4. Cornhole – get signature tennis input on chairs/benches
   5. 2022 Budget
   6. Board member changes
      1. Steve Klein resignation
      2. Demetria Lane resignation
         1. Michael Walls replaces
7. Adjourn

June 2021 – Monthly Board Meeting

1. Call to Order
   Attendees: Klein, Kashani, Healy, Lane, Blevins
   Rep: Nicky Chance
2. Public session
   1. City Council Zoning meeting – Board position misrepresented on apartments; Will send email to Mayor and City Council regarding Board’s positions.
   2. Facebook — Board’s official page is Facebook.com/BrookshireWdstk
   3. Pool
      1. many attendees voiced opposition to planned august pool hours and stated that board communications in this area were deficient.
      2. Board should catalog damage costs beyond operational costs as well as other related usage data to help the community understand input for decisions
      3. Poll – on pool hours
         1. Checking on costs and budget
      4. Board must work to improve pre-communication on pool hours in subsequent
   4. Cornhole group – board to review
   5. David Fige – will coordinate food trucks this summer again.
3. Approval of Minutes – May
4. Communications
   1. Newsletter scheduled to begin June 15.
5. Financial Report
   1. Balance Sheet
   2. Income and Expense Report
   3. Collections Report
6. Management Report
7. Old Business
   1. Attorney Engagement Letter – to be signed
   2. Recap of 2021 Pool Season Opening
   3. Pergolas/Fencing Update
      1. Repairs and staining completed
      2. Lights to be purchased
   4. Commercial Vehicles
      1. Legal decision sent to board
      2. Code enforcement issue on streets
8. New Business
   1. Water Damage Estimate-Front Clubhouse – $802; getting additional estimates
   2. Ceiling Repair Estimate-Back Clubhouse – $1,089 (includes painting), getting additional estimates
   3. Owner Concerns-Executive Session
   4. Front Pool
      1. front pool landline requires repair
      2. remove old pergola lights
      3. Streetlight requires new faceplate
   5. Back pool
      1. Lifeguard umbrella for lifeguards at back pool
      2. Purchasing additional garbage cans

May 2021 – Monthly Board Meeting

Attendance: Healy, Kashani, Blevins, Klein, Chase

Open Session

• Introduced Nicky Chance as new neighborhood rep.
  • Bi-Weekly visits to Inspect the neighborhood
• A resident noted that meetings have not been starting on time with quorum and could be more organized to facilitate discussion; the board agrees and will work to remediate
• Flags for neighborhood in before memorial day. Committee is planning on installing May 26.

Executive Session

• Demetria Lane has agreed to lead communications for the board to residents
• Newsletter
  • Include details on website, FaceBook, and new neighborhood manager
• Amenities
  • Pool:
    • Signed addendum for additional guard staffing for monitoring
    • Front Pool pergola repairs and staining o be completed this week.
    • Fence posts need washing and paint
    • Chairs to be pressure washed
    • Comms to go out on wristbands
    • Schedule board walk through
  • Front clubhouse
    • Patio railings need repair – getting estimates
    • Water test for interior wall to ID leaks.
  • Back Clubhouse
    • Fix flickering light at front
    • Check water stain by chimney
  • Landscaping
    • Refresh mulch around pools
  • Tennis
    • Replacement lights are working, but warmup time is nearly an hour

February 2021 – Monthly Board Meeting

1. Call to Order and Establishment of Quorum
2. Attending: Steve Klein, Sam Kashani, Tara Healy, Chuck Blevins
3. Approval of January 12 Meeting Minutes
4. Public business
   1. Klein discussed neighborhood manager changes and our new rep
   2. HOA Dues late mailing – due 2/15, will be late after 3/15
   3. Resident questioned rental caps – POA is still needed
   4. Resident questioned how do we get rentals to better comply with covenants – we are fining and working to address aggressively in cases where the rental firms (or any neighbor) is avoiding compliance.
   5. New pickleball committee (see committees below)
      1. LIghting problems — center lights work; perimeter lights don’t work.
5. Reports
   1. Treasurer’s Report
      1. Operating Balance as of December 31, 2020 – $78,210.33
      2. Reserves Balance as of December 31, 2020 – $228,379.53
   2. Communications
      1. Create 2 signs
         1. email and website
         2. Update your information
      2. Steve to write email on status
      3. Get newsletter back out by mid-march
   1. Committees
      1. Pool – discussing bids for tile repair and verifying no-diving signage
      2. Clubhouse – No update
      3. Landscaping
         1. Ant Hills
         2. Blow 7/8 courts during visit
      4. Tennis – remind teams to move clear trash from courts to main cans; remind that players are forbidden from jimmying the locks open
      5. Pickleball
         1. Based on resident requests this new committee has been created
         2. Members: Mike Walls and Linda Mumert head
         3. LInk: Brookshire pickelball fb to official
         4. generally sundays at 3
6. Old Business
   1. Need to discuss and make a decision regarding commercial vehicles. New guidelines will need to be sent out.
   2. Need to discuss and make a decision regarding playground.
      1. review upgrade options
   3. Volo Village
   4. Letter to United
   5. General Item Notes
      1. Paint porch rails at front (get estimates)
      2. Paint black fence on AP( get estimates)
      3. Mulch for playground (wait until update)
      4. Monuments pressure wash (May)
      5. Regularly clean dumpster area
      6. Check pest control traps
      7. Storm drain at front parking lot needs repair
      8. Storm drain on AP at front needs pressure washing
      9. Portico at F and B pools need paint
      10. Missing lifesaving tools
      11. Replace tennis court squeegees as needed.
      12. Electrical in island at entrance
      13. Too dark at entrance to parking lot at front (same side as dumpster but at curb.
      14. Fencing needs repairs-tennis courts and pool
      15. Screens need replacing
      16. Clean up back pump room. Too much stored.
      17. Need to check on shelving in pump rooms
      18. Key at closet Front pool
7. New Business
8. Questions/Concerns?
9. Adjournment