Board of Directors Meeting Minutes

Wednesday, April 04, 2012 at 6:30 PM

Notified Residents via website and Yahoo Groups email – Sunday April 01, 2012

Attendance: Justin Malnar, Justin Mangham, Shane Bush, Jack Gresset, Ivan Ballard and Kathryn Ballard

Meeting Minutes:

New Development

We discussed the potential new development of a 700 residential lot subdivision that the the developer has asked the City of Bryan to annex.  The development is to the property immediately to the north of Oak Meadow and is going to connect to West Villa Maria via Kingsgate, the main street of Oak Meadow. Detailed information on the development came be found on the City’s website at:

We will also include this information in our next newsletter/mail out, as we are not sure all the homeowners are aware of this development. How will this impact our HOA since this new neighborhood will connect to Kingsgate? What is the name of this new neighborhood?  Shane will send a email to the City to request additional information.  

1704 Summerwood Loop

House is vacant, Up for foreclosure auction on May 1st, HOA and Association Services has received a few complaints from homeowners.  The yard needs immediate attention.The HOA Board of Directors reported the overgrown yard to the City code enforcement on March 18h. The City was supposed to place the yard on the City’s mow list either Monday or Tuesday of this week (April 2-3).  However it could be up to 10 days before the City’s contractor comes out to cut the lawn. As of today (April 4th) nothing has been done yet.  Staff at Association Services has also contacted the City about this issue. Kathryn will contact Green Teams and ask for a quote with a separate invoice for this property to be mowed. If the cost is excessive, then the HOA will request a quote from someone else. If Green Teams does not respond immediately, the Board  voted to go with the person that could do this the quickest because of the long Easter weekend.  HOA board also wants to look into another resource to establish a relationship with a person to keep on hand for future cutting. The board voted unanimously to approve HOA covering the cost and billing 1704 Summerwood Loop realizing that because of the billing history and pending foreclosure auction the HOA might never be reimbursed for this expense.

Update – On Thursday April 5th, Mole’s Lawn Care Service edged and mowed the front and back yard and trimmed the bushes. Association Service will apply the invoice to this properties account. 

Associations Services

Jack with Association Services discussed the updates to the statues in the Texas Residential Property Owners Protection Act.  The HOA must meet with Attorney to bring our C&Rs/Bylaws into compliance and file a document with the county clerk’s office the that states our policies are in alignment with the new statutes. Jack has approached 3 attorneys for us to consider assisting in preparing documents for the filing so that the Oak Meadow HOA can adhere to new HOA rulings.

The Board reviewed the information and three attorney options and costs included in Jack Gressett’s email to Justin dated March 23, 2012. Based on the information presented, the Board voted to engage Attorney Marc Markel with Roberts Markel Weinberg PC Firm out of Houston, Texas at a flat rate of $1,000 plus filing charges.  This firm has provided community association and related representation for more than 30 years and is board certified in both residential and commercial real estate by the Texas Board of Legal Specialization. Jack will follow up with the attorney as to our next steps to update the bylaws, etc. and set new policies in order to match the new guidelines.

Update – On Monday, April 9th Roberts Markel Weinberg sent a letter of engagement, via Jack at Association Service, for the HOA to review and sign.

Update on HOA Financials – Account Balances, Past Due Assessments, etc.

We reviewed the Treasure’s report dated April 4, 2012.

Account Balances (as of 4/4/12):  Checking – $30,795.11, Savings – $601.94

Average Monthly HOA expenses:  Green Teams – $599.71 – for landscape maintenance; Association Services – $170-$200 per month; BTU – $32 (Feb, Mar, April), $215 (Dec, Jan), $500-600 (July, Aug, Sept, Oct) average per month. 

Annual Assessments (as of 3/30/12): 

5 properties have overdue annual assessments for 2010, 2011 and/or 2012, 13 with no payments made for 2012, and 10 have made partial payments.  Total outstanding assessments = $5,642.48. 

Board will request that Association Services send everyone that owes a balance a new account statement.

HOA Lawn issues — Erosion on Villa Maria, Dead Tree near entrance

There are a few dead trees in the front entryway that were discussed. Shane will talk to St. Luke’s church about the ones on their property and then the HOA Board will revisit this issue. We will consider sharing costs with the church on our part of the property. We also discussed the dead tree on Kingsgate Drive.  Kathryn shared email from July 2010 addressing this issue. The HOA Board and Architectural Control Committee had previously approved the homeowner’s request to remove the tree.  The Board will needed to verify if this was the same tree and same address and will follow up with the homeowner to see how they want to proceed. 

As far as erosion is concerned, the last email from Green Teams on possible solutions:

The slope along Villa Maria has not had good turf coverage for a long time.  There are several options but how it is approached is largely due to just how much you want to spend addressing the problem.  Ideally, to obtain the best possible results, it would probably involve cultivating the existing hard packed clay, adding topsoil, finish grading and then sodding with solid sod.  Moving downward from that option which would clearly be the most expensive, you could go a lot of directions.  Other options might include using some type of erosion control fabric or hydroseeding as part of the solution.  One thing to help recommend a course of action would be to determine what is the final look you desire.  If you are looking for a finished looking lawn, such as across the street at the Traditions entry area, it will require a more intensive solution.  If you area simply trying to stop erosion and keep it green, it could be something less.”

Before the Board takes further action, Shane will check with the City to see what can be done with the erosion or determine if this is HOA’s responsibility. 

Board approved Green Teams planting Spring/Summer flowers at the Oak Meadow entryway. 

Other HOA C&R violations — yards, xmas lights, etc.

We will ask the Attorney to consult with us about some compliance issues with violations. As part of the services they provide, Association Services can do a drive by and take photos of violations at a charge of 55 cents per house (112 properties in Oak Meadow).  They typically do this twice a month for the other associations they work with. The Board also reviewed one homeowner’s long list of yard concerns. At least two Board members will  walk the neighborhood once a week and email Association Services details of violations with photos. Association Services will follow up with reminder letter to homeowners.   

The Board also discussed establishing a Yard-of-the-Month award as positive reinforcement for those homeowner making extra effort to help keep our neighborhood beautiful.  We will create 2 Yard-of-the-Month signs and place the signs the first week of each month.  Yard-of-the-Month will also be posted on the Oak Meadow website.  A list of all the Yard-of-the-Month winners will be placed into a drawing for a gift certificate at our annual September HOA meeting.


HOA Board will draft, collect, and compile information for a Spring/Summer Newsletter.  The goal is to send out the newsletter by May 1st.  Board will send information/text for articles to Justin to pass along to the Association Services by Monday, April 16th. Association services will help us format and provide some content for the newsletter. We would like to have this mailed out by May 1st.

Article Ideas: Lawns and Landscaping, Yard of the Month, Participating in HOA, Joining the Yahoo Group, Website, Social with BBQ and sides and new construction with Kingsgate. If you have any specific issues you would like addressed in the Newsletter please let send a email to the Directors at

Discuss vacant director positions

Based on the advise of Association Services and considering the pending legal council on the recent revisions to the Texas Residential Property Owners Protection Act, the HOA board can’t formally fill vacant director positions.  Before the Board takes further action we will seek legal council to be sure we are in compliance with the new laws.  However, the Board will accept help from anyone willing to take on a specific task or opportunity.  Please let us know if you would like to volunteer.  The HOA will wait until our September meeting to formally get the votes needed to elect board members for all positions.

Meeting concluded at approximately 8:45pm. 

Please email the Board if you have any questions or concerns ( 


One thought on “Board of Directors Meeting Minutes

  1. This is Doug Harrison (1801 Kingsgate Drive). We may have missed something, but last meeting that we attended my wife Nadine was nominated for VP on the board. Since a quorum was not sufficient no vote was taken. That was October 2011. We now see minutes from subsequent board meetings and were just wondering what was the resolution of this issue.

    I would like to submit a 2nd, perhaps more troubling issue. We have confirmed via two entomologists (will get a THIRD opinion) that our home is infested with drywood termites. This would be the first known infestation in B/CS (that I’m aware of) of a little-known species that does not come into the home through the ground. I would like to propose an Oak Meadow HOA meeting to discuss the matter. If for no other reason, it seems wise that some ‘front side’ communication may be in order when residents return to their homes one day in the near future to see one of their neighbors’ houses completely covered in a fumigation tarp, which makes their eyes water because of the tear gas used as a warning signal. Please let me know of your thoughts on this matter.

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