Lake Windcrest Property Owners Association Board of ... · 3/22/2016 · C. Reserve Components and Operating Repairs and Maintenance Plan (1603G-006) 1. Risk Analysis Process 2

Lake Windcrest Property Owners Association

Board of Directors Meeting

AGENDA La Quinta Inn Conference Room. 6930 FM 1488, Magnolia, Texas

March 22, 2016

Lake Windcrest POA Board of Directors meetings are subject to Chapter 209 of the Texas Property Code requiring no less than 72 hours advance meeting notice to include the items of business on the agenda for action at such meeting, and a general description of items of deliberation in Executive Session. Board meetings are to be open, except for certain topics for which the Board may convene into Executive Session. Decisions may not be made on items not posted on the Agenda.

6:00 pm I. Establish a Quorum II. Call to Order III. Executive Session

A. Legal Matters B. Deed Restriction Violations Report C. Collections – Delinquent Accounts Report -- Status

7:15 pm Adjourn Executive Session

7:30 pm IV. Report Actions Taken during Executive Session

V. Review and Approve Minutes of January 26, 2016

VI. Treasury Report A. December 2015 Year-End Financial Statement B. Status of Reserve Study

VII. Ratify Electronic Action

A. Approval of Settlement Agreement regarding Lake Permits (1603G-001) VIII. Reports

A. Neighborhood Patrol Report B. Drainage, Lakes and Dams Committee (1603G-002)

7:45 pm IX. New Business A. Consider Proposal from CPA for 2015 Financial Audit (1603G-003) B. Consider Proposals from Bleyl for Dam and Spillway Repairs (1603G-004) C. Reserve Components and Operating Repairs and Maintenance Plan (1603G-006)

1. Risk Analysis Process 2. Develop Policy and Procedure for Reserve Planning and Annual R&M Scheduling

D. Adopt 2016 Reserve Fund Budget (1603G-005) E. Consider Proposal for Entrance Landscaping Maintenance (1603G-007) F. Consider Proposed Removal of Melany Meadows Playground Equipment (1603G-008) G. Approve 2016 Community Garage Sale Dates (1603G-009)

8:45 pm X. Homeowner Comments Homeowners may comment on agenda items, items of concern, and provide their input on a particular issue. Please stand and step forward when recognized and speak loudly and clearly for all to hear. The Board will listen and make note; no action will be taken during this meeting.

9:00 pm Adjournment Director Election Ballots must be received no later than April 12 Annual Homeowner’s Meeting – April 26, 2016 Next Board Meeting – May 24, 2016

Lake Windcrest Property Owners Association Board of Directors Meeting

January 26, 2016 A meeting of the Board of Directors of Lake Windcrest Property Owners’ Association (the Association”) was called to order by Trish Peterson, President, at 6:03 p.m. a quorum was established by the attendance of the following Directors: Susan Thompson, Vice President; Clifford Parker, Secretary; Chad Beuershausen, Director; and Danny Keck, Director. David Foxworth, Director, was unable to attend. Janet Hampton, Community Manager with Associa Principal Management Group Houston (“PMGH”) was also in attendance.

III. Executive Session Trish Peterson stated various issues were discussed during executive session to include

legal issues with architectural control, deed restrictions, collections, water rights and lake permitting.

IV. Report Actions Taken during Executive Session

A. Legal Matters 371-2968 - Board agreed with attorney suggestion to settle matter and requested confidentiality agreement. 370-7957 - Board gave extended compliance to the end of January. Chad Beuershausen will take a picture on January 31 and send to the Board and Janet Hampton will turn over to attorney if not complete. 371-2832 - Board agreed for attorney to move forward. 370-6482 - Board agreed for attorney to send a 209 letter. 371-5127 - Board agreed for attorney to move forward. 371-2942 - Board agreed attorney to send demand letter to collect legal fees.

B. Deed Restriction Violations Report

Board reviewed various issues.

C. Collections - Delinquent Accounts Report – Status 388-3389 - Board agreed for attorney to monitor. 370-6518 - Board agreed for attorney to monitor. 370-7708 - Board agreed for attorney to monitor. 370-9285 - Board agreed for attorney to move forward. 370-9816 - Board agreed to close because new owner. 371-5745 - Board agreed for attorney to send final notice letter. 371-3381 - Board agreed for attorney to move forward.

V. Review and Approve Minutes of November 24, 2015 Upon a motion duly made by Trish Peterson and seconded by Susan Thompson, the following resolution was unanimously adopted. RESOLVED THAT, the Board approved the November 2015 Minutes as presented.

LWPOA Board Minutes January 26, 2016 Page 2 of 3

VI. Treasury Report

A. 2014 Financial Statements Final – Audit Review Complete (1601G-004) Trish Peterson will ask the CPA for a bid for the 2015 Audit.

B. Status of Reserve Study A reserve study was conducted for 2015, a continuation from 2012. Maintenance fees may need to be raised for 2017.

C. Close-out Wells Fargo Account (1601G-005) Upon a motion duly made by Trish Peterson and seconded by Susan Thompson, the following resolution was unanimously adopted. RESOLVED THAT, the Board approved PMG to write off .01 on the Wells Fargo account and remove off for the 2015 financials.

D. Review and Approve Financial Statements – November 2015 (1601G-006) Upon a motion duly made by Trish Peterson and seconded by Susan Thompson, the following resolution was unanimously adopted. RESOLVED THAT, the Board approve the November 2015 Financial report with a correction to Income Statement 9856 change to 9886.

VII. Ratify Electronic Action

A. Expenditure to Install Park Benches and Trashcans (1601G-007) Upon a motion duly made by Trish Peterson and seconded by Clifford Parker, the following resolution was unanimously adopted. RESOLVED THAT, the Board approved a vote by email on January 13, 2016 to re-install several existing park benches and trashcans at a cost of $1,978.

VIII. Reports

A. Neighborhood Patrol Report

November 2015

Area Patrols – 77 Building Checks – 80 Family Violence – 0 Suspicious Vehicles – 3 Suspicious Person – 0 Park Checks – 52 Miscellaneous Calls – 0 Welfare Checks – 7 Traffic - 22 December 2015

Area Patrols – 129 Building Checks – 120 Family Violence - 0 Suspicious Vehicles – 1 Suspicious Person – 72 Park Checks – 72 Miscellaneous Calls – 1 Welfare Checks – 14 Traffic – 27

B. Drainage, Lakes and Dams Committee (1601G-008)

Bleyl Engineering will provide proposals to address repairs needed to the skirt walls of Windcrest Dam and erosion at the Lower Serenity Dam spillway. Due to deterioration of the caulking in a portion of Upper Serenity Spillway, there is water flow seeping under the concrete and will wash out the underside of structure. Temporary repair has been made until a complete estimate for more permanent repair is submitted.

LWPOA Board Minutes January 26, 2016 Page 3 of 3

IX. Unfinished Business

A. Chair for Ad Hoc Committee for Master Plan Susan Thompson stated we need to have better communication before seeking an Ad Hoc Committee. Shawn Guidry volunteered to assist with media.

B. Job Order Contract Agreement Review Trish Peterson have been working with the attorney to finalize the agreement.

X. New Business

A. 2016 Budget Presentation (1601G-009) Trish Peterson presented a slideshow for the 2016 Budget Presentation. Upon a motion duly made by Trish Peterson and seconded by Chad Beuershausen, the following resolution was adopted by the majority. RESOLVED THAT, the Board approve the 2016 Budget as presented. Danny Keck, Director, left before the budget presentation was approved.

B. Consider Mail-in Balloting for Director Elections (1601G-010) Upon a motion duly made by Clifford Parker and seconded by Chad Beuershausen, the following resolution was unanimously adopted. RESOLVED THAT, the Board approve adoption of a mail ballot process for election of Directors to the Board effective with the 2016 election.

C. Adopt 2016 Board of Director Meeting Schedule (1601G-011) 2016 Board Meeting schedule was unanimously adopted: January 26 March 22 April 26(Annual) May 24 July 26 September 27 November 22

XI. Homeowner Comments

Homeowners commented on improvements in the west entrance suggesting that the area needs fill in order to improve rain runoff. Also, suggestion was made to use money in the budget for the park and to perhaps consider installation once again of bathroom facilities. It was suggested more amenities at the park to make it friendlier.

9:15 p.m. Adjournment

Next Board Meeting March 22, 2016

Annual Homeowners’ Meeting – April 26, 2016

Janet Hampton

Janet Hampton, CMCA, AMS

Dec 31, 2015Balance Balance

Nov 30, 2015 Change

Balance Sheet Report Lake Windcrest POAAs of December 31, 2015

AssetsOperating Funds

1000 - Pacific Premier Bank CK - 4469 242,332.50 139,050.31 103,282.19 1100 - Pacific Premier Bank MM - 5044 14,483.18 1.84 14,481.34 1101 - Pacific Premier Bank MM ICS #5044 311,007.71 52.81 310,954.90 1650 - Due to/From Reserves 71,548.70 75,766.20 (4,217.50)

Operating FundsTotal 639,372.09 424,500.93 214,871.16 Reserve Funds

1300 - PPB Res CK #4618 78,400.66 50,000.00 28,400.66 1325 - Pacific Premier MM Reserve - 5333 2,377.28 0.30 2,376.98 1326 - Pacific Premier MM Reserve ICS #5333 768,873.22 (49,865.33)818,738.55 1346 - Wells Fargo Reserve - 7378 0.00 (0.01)0.01 1651 - Due to/From Operating (71,548.70) (75,766.20)4,217.50

Reserve FundsTotal 778,102.46 853,733.70 (75,631.24)Accounts Receivable

1500 - Residential Assessments Receivable 35,315.80 1,898.87 33,416.93

Accounts ReceivableTotal 35,315.80 33,416.93 1,898.87 Other Current Assets

1600 - Prepaid Insurance 13,806.62 (2,030.64)15,837.26 1640 - Other Prepaid Expenses 2,100.00 (8,552.50)10,652.50 1799 - Clearing Account 1,800.00 0.00 1,800.00

Other Current AssetsTotal 17,706.62 28,289.76 (10,583.14)

AssetsTotal 1,470,496.97 1,339,941.32 130,555.65

LiabilitiesLiabilities

2000 - Accounts Payable 0.00 (10,972.50)10,972.50 Page 1 of 3Printed by Charis Diggs-AssociaHDQ on Fri Mar 11, 2016 07:48 am


Nov 30, 2015 Change


LiabilitiesLiabilities

2025 - Transfer Fee Payable 520.00 0.00 520.00 2036 - PMG Collections 2,325.00 10.00 2,315.00 2037 - Payment Plan Fees 180.00 0.00 180.00 2038 - CMC - ACC Fee 0.00 (1,960.00)1,960.00 2039 - CMC - Inspection 0.00 (5,400.00)5,400.00 2041 - Payment Plan Payable-Prior Mgmt (30.00) 0.00 (30.00)2050 - Resident Refunds (1,799.30) (36,299.60)34,500.30 2395 - Other Accrued Expenses 52,833.21 51,583.21 1,250.00 2525 - Architectural Review Fees Deposit 41,400.00 15,730.00 25,670.00 2550 - Prepaid Assessments 192,764.98 186,039.84 6,725.14 2595 - Deferred Revenue 0.00 (35,545.87)35,545.87

LiabilitiesTotal 288,193.89 125,008.81 163,185.08

LiabilitiesTotal 288,193.89 125,008.81 163,185.08

Owners' EquityOwners Equity - Prior Years

3000 - Operating Fund - Prior year 308,621.16 0.00 308,621.16 3005 - Equity Adjustments - Prior Periods 14,191.92 15,130.00 (938.08)

Owners Equity - Prior YearsTotal 322,813.08 307,683.08 15,130.00

Page 2 of 3Printed by Charis Diggs-AssociaHDQ on Fri Mar 11, 2016 07:48 am


Nov 30, 2015 Change


Owners' EquityCapital Reserves - Prior Years

3102 - Repair & Replacement Reserve - Prior Yrs 851,670.63 0.00 851,670.63

Capital Reserves - Prior YearsTotal 851,670.63 851,670.63 0.00

Owners' EquityTotal 1,174,483.71 1,159,353.71 15,130.00

Net Income / (Loss)

Total Liabilities and Equity

7,819.37

1,470,496.97

55,578.80

1,339,941.32

(47,759.43)

130,555.65

Page 3 of 3Printed by Charis Diggs-AssociaHDQ on Fri Mar 11, 2016 07:48 am

Lake Windcrest POAIncome Statement Report

OperatingDecember 01, 2015 thru December 31, 2015

Variance Actual Budget Current Period

Actual Budget Year to Date (12 months)

Variance Budget Annual

Remaining Budget

IncomeIncome4000 - Residential Assessments (0.13)35,546.00 35,545.87 426,193.90 426,550.00 (356.10) 426,550.00 356.10 4200 - User Fees 0.00 0.00 0.00 105.00 0.00 105.00 0.00 (105.00)4205 - Application Fees 200.00 270.00 470.00 (220.00) 3,240.00 (3,460.00) 3,240.00 3,460.00 4220 - Gate & Access Fees (73.00)83.00 10.00 560.00 1,000.00 (440.00) 1,000.00 440.00 4250 - Pool Fees 0.00 0.00 0.00 20.00 0.00 20.00 0.00 (20.00)4700 - Collection Processing Fees (167.00)167.00 0.00 0.00 2,000.00 (2,000.00) 2,000.00 2,000.00 4705 - NSF Service Fees (8.00)8.00 0.00 0.00 100.00 (100.00) 100.00 100.00 4710 - Late Fees & Interest (40.47)417.00 376.53 10,525.24 5,000.00 5,525.24 5,000.00 (5,525.24)4720 - Legal Reimbursements 1,161.09 417.00 1,578.09 13,283.53 5,000.00 8,283.53 5,000.00 (8,283.53)4805 - Compliance Fees 0.00 0.00 0.00 2,650.00 0.00 2,650.00 0.00 (2,650.00)4835 - Miscellaneous Income 3,600.00 0.00 3,600.00 3,600.00 0.00 3,600.00 0.00 (3,600.00)4900 - Interest Earned - Operating Accounts (28.35)83.00 54.65 750.93 1,000.00 (249.07) 1,000.00 249.07

41,635.14 36,991.00 4,644.14 457,468.60 443,890.00 13,578.60 Total Income 443,890.00 (13,578.60)

41,635.14 36,991.00 4,644.14 457,468.60 443,890.00 13,578.60 Total Operating Income 443,890.00 (13,578.60)

ExpenseAdministrative5000 - General Administrative (608.53)42.00 (566.53) (110.09) 500.00 (610.09) 500.00 610.09 5005 - Application/Processing (622.00)667.00 45.00 855.00 8,000.00 (7,145.00) 8,000.00 7,145.00 5010 - Bad Debt (83.00)83.00 0.00 4,318.37 1,000.00 3,318.37 1,000.00 (3,318.37)5015 - Bank Charges (7.99)8.00 0.01 30.01 100.00 (69.99) 100.00 69.99 5025 - Billing/Collections (1,237.00)1,292.00 55.00 3,522.18 15,500.00 (11,977.82) 15,500.00 11,977.82 5035 - Decorations (208.00)208.00 0.00 2,375.00 2,500.00 (125.00) 2,500.00 125.00 5045 - Dues & Subscriptions 238.00 62.00 300.00 913.00 750.00 163.00 750.00 (163.00)5075 - Meeting Expense (167.00)167.00 0.00 816.47 2,000.00 (1,183.53) 2,000.00 1,183.53 5090 - Office Supplies (28.56)42.00 13.44 1,271.18 500.00 771.18 500.00 (771.18)5100 - Records Storage 228.80 250.00 478.80 2,643.40 3,000.00 (356.60) 3,000.00 356.60

Printed by Charis Diggs-AssociaHDQ on Fri Mar 11, 2016 07:48 am Page 1 of 5






Remaining Budget

ExpenseAdministrative5115 - Web Site Maintenance (83.00)83.00 0.00 40.00 1,000.00 (960.00) 1,000.00 960.00 5200 - Community Events (1,265.00)1,265.00 0.00 2,940.37 15,180.00 (12,239.63) 15,180.00 12,239.63 5205 - Activity Charges (42.00)42.00 0.00 0.00 500.00 (500.00) 500.00 500.00 5210 - Printing & Copying (296.60)333.00 36.40 4,383.40 4,000.00 383.40 4,000.00 (383.40)5215 - Postage (45.27)100.00 54.73 3,525.44 1,200.00 2,325.44 1,200.00 (2,325.44)5220 - Courier Service (42.00)42.00 0.00 0.00 500.00 (500.00) 500.00 500.00 5225 - Newsletter Services (1,125.00)1,125.00 0.00 3,657.56 13,500.00 (9,842.44) 13,500.00 9,842.44

416.85 5,811.00 (5,394.15) 31,181.29 69,730.00 (38,548.71)Total Administrative 69,730.00 38,548.71 Insurance5400 - Insurance Premiums (219.36)2,250.00 2,030.64 24,452.16 27,000.00 (2,547.84) 27,000.00 2,547.84

2,030.64 2,250.00 (219.36) 24,452.16 27,000.00 (2,547.84)Total Insurance 27,000.00 2,547.84 Utilities6000 - Electric Service (1,755.45)1,875.00 119.55 15,705.07 22,500.00 (6,794.93) 22,500.00 6,794.93 6025 - Water Service (1,807.21)1,250.00 (557.21) 8,991.38 15,000.00 (6,008.62) 15,000.00 6,008.62

(437.66) 3,125.00 (3,562.66) 24,696.45 37,500.00 (12,803.55)Total Utilities 37,500.00 12,803.55 Landscaping6100 - Grounds & Landscaping - Contract 10,355.00 11,250.00 21,605.00 132,428.72 135,000.00 (2,571.28) 135,000.00 2,571.28 6140 - Force Mow (83.00)83.00 0.00 700.00 1,000.00 (300.00) 1,000.00 300.00 6165 - Tree Removal (1,250.00)1,250.00 0.00 7,380.00 15,000.00 (7,620.00) 15,000.00 7,620.00 6199 - Landscape Other 5,377.00 333.00 5,710.00 16,679.20 4,000.00 12,679.20 4,000.00 (12,679.20)6200 - Irrigation Repair & Maintenance (304.00)333.00 29.00 72.00 4,000.00 (3,928.00) 4,000.00 3,928.00

27,344.00 13,249.00 14,095.00 157,259.92 159,000.00 (1,740.08)Total Landscaping 159,000.00 1,740.08 Operations6300 - Permits & Licenses (250.00)250.00 0.00 3,000.00 3,000.00 0.00 3,000.00 0.00

0.00 250.00 (250.00) 3,000.00 3,000.00 0.00 Total Operations 3,000.00 0.00







Remaining Budget

ExpenseContracted Services6418 - Fountains/Ponds/Lakes Services 0.00 950.00 950.00 10,763.00 11,400.00 (637.00) 11,400.00 637.00 6422 - Gate Services (167.00)167.00 0.00 870.00 2,000.00 (1,130.00) 2,000.00 1,130.00 6434 - Pest Control 0.00 0.00 0.00 935.00 0.00 935.00 0.00 (935.00)6440 - Safety & Security (630.00)4,250.00 3,620.00 42,370.00 51,000.00 (8,630.00) 51,000.00 8,630.00 6444 - Water Treatment/Lake & Fish Services (750.00)750.00 0.00 0.00 9,000.00 (9,000.00) 9,000.00 9,000.00

4,570.00 6,117.00 (1,547.00) 54,938.00 73,400.00 (18,462.00)Total Contracted Services 73,400.00 18,462.00 Repair & Maintenance6505 - Boat Dock Repair & Maintenance (83.00)83.00 0.00 0.00 1,000.00 (1,000.00) 1,000.00 1,000.00 6530 - Common Areas Repair & Maintenance (333.00)333.00 0.00 1,850.00 4,000.00 (2,150.00) 4,000.00 2,150.00 6545 - Electrical Supplies/Repair & Maintenance (83.00)83.00 0.00 617.31 1,000.00 (382.69) 1,000.00 382.69 6560 - Fence Repair & Maintenance (458.00)458.00 0.00 3,469.02 5,500.00 (2,030.98) 5,500.00 2,030.98 6585 - Fountain/Pond/Lake/Dam Rprs & Maint. (1,000.00)1,000.00 0.00 327.49 12,000.00 (11,672.51) 12,000.00 11,672.51 6645 - Locks & Keys Repair & Maintenance (42.00)42.00 0.00 0.00 500.00 (500.00) 500.00 500.00 6670 - Drainage Repair & Maintenance (1,667.00)1,667.00 0.00 12,636.87 20,000.00 (7,363.13) 20,000.00 7,363.13 6685 - Playground Maintenance/Repairs (250.00)250.00 0.00 81.80 3,000.00 (2,918.20) 3,000.00 2,918.20 6745 - Signage Repair & Maintenance (42.00)42.00 0.00 0.00 500.00 (500.00) 500.00 500.00 6770 - Vandalism Repair & Maintenance (42.00)42.00 0.00 0.00 500.00 (500.00) 500.00 500.00 6795 - Other Supplies/Repair & Maintenance (42.00)42.00 0.00 0.00 500.00 (500.00) 500.00 500.00

0.00 4,042.00 (4,042.00) 18,982.49 48,500.00 (29,517.51)Total Repair & Maintenance 48,500.00 29,517.51 Professional Services7000 - Audit & Tax Services 3,742.00 625.00 4,367.00 4,367.00 7,500.00 (3,133.00) 7,500.00 3,133.00 7005 - Consulting Services (750.00)750.00 0.00 209.65 9,000.00 (8,790.35) 9,000.00 8,790.35 7020 - Legal Services 0.00 0.00 0.00 68.65 0.00 68.65 0.00 (68.65)7025 - Legal Services - Collections (417.00)417.00 0.00 3,321.57 5,000.00 (1,678.43) 5,000.00 1,678.43 7030 - Legal Services - General Counsel (2,083.00)2,083.00 0.00 5,946.57 25,000.00 (19,053.43) 25,000.00 19,053.43 7035 - Legal Services - Deed Restrictions (868.00)417.00 (451.00) 7,855.37 5,000.00 2,855.37 5,000.00 (2,855.37)







Remaining Budget

ExpenseProfessional Services7040 - Management Fees (139.00)3,250.00 3,111.00 37,332.00 39,000.00 (1,668.00) 39,000.00 1,668.00 7095 - Other Professional Services 112.50 0.00 112.50 2,425.00 0.00 2,425.00 0.00 (2,425.00)

7,139.50 7,542.00 (402.50) 61,525.81 90,500.00 (28,974.19)Total Professional Services 90,500.00 28,974.19 Taxes9015 - Property/Real Estate Tax (21.00)21.00 0.00 44.94 250.00 (205.06) 250.00 205.06

0.00 21.00 (21.00) 44.94 250.00 (205.06)Total Taxes 250.00 205.06 Reserve Expenses9856 - Fitness Room Expenses (27,300.00)0.00 (27,300.00) 0.00 0.00 0.00 0.00 0.00

(27,300.00) 0.00 (27,300.00) 0.00 0.00 0.00 Total Reserve Expenses 0.00 0.00

13,763.33 42,407.00 (28,643.67) 376,081.06 508,880.00 (132,798.94)Total Operating Expense 508,880.00 132,798.94

27,871.81 (5,416.00) 33,287.81 81,387.54 (64,990.00) 146,377.54 Total Operating Income / (Loss) (64,990.00) (146,377.54)



ReservesDecember 01, 2015 thru December 31, 2015




Remaining Budget

IncomeIncome4000 - Residential Assessments 0.00 0.00 0.00 148,170.00 148,170.00 0.00 148,170.00 0.00 4910 - Interest Earned - Reserve Accounts 134.97 0.00 134.97 1,545.88 0.00 1,545.88 0.00 (1,545.88)

134.97 0.00 134.97 149,715.88 148,170.00 1,545.88 Total Income 148,170.00 (1,545.88)

134.97 0.00 134.97 149,715.88 148,170.00 1,545.88 Total Reserves Income 148,170.00 (1,545.88)

ExpenseProfessional Services7010 - Engineering Services 0.00 0.00 0.00 1,000.00 0.00 1,000.00 0.00 (1,000.00)

0.00 0.00 0.00 1,000.00 0.00 1,000.00 Total Professional Services 0.00 (1,000.00)Reserve Expenses9800 - Drainage Reserves (104,541.07)104,541.07 0.00 49,800.00 104,541.07 (54,741.07) 104,541.07 54,741.07 9828 - Concrete Expenses (92,834.75)92,834.75 0.00 79,150.78 92,834.75 (13,683.97) 92,834.75 13,683.97 9852 - Fences, Gates & Walls Expenses 0.00 0.00 0.00 6,750.00 0.00 6,750.00 0.00 (6,750.00)9884 - Irrigation Expenses (15,000.00)15,000.00 0.00 0.00 15,000.00 (15,000.00) 15,000.00 15,000.00 9886 - Landscape Expenses 9,266.70 66,499.51 75,766.21 75,766.21 66,499.51 9,266.70 66,499.51 (9,266.70)9892 - Water Rights Reserves (360,984.88)360,984.88 0.00 8,217.06 360,984.88 (352,767.82) 360,984.88 352,767.82 9908 - Misc Expenses (2,600.00)2,600.00 0.00 2,600.00 2,600.00 0.00 2,600.00 0.00 9938 - Security Systems Expenses (35,000.00)35,000.00 0.00 0.00 35,000.00 (35,000.00) 35,000.00 35,000.00 9952 - Street Expenses (3,011.00)3,011.00 0.00 0.00 3,011.00 (3,011.00) 3,011.00 3,011.00

75,766.21 680,471.21 (604,705.00) 222,284.05 680,471.21 (458,187.16)Total Reserve Expenses 680,471.21 458,187.16

75,766.21 680,471.21 (604,705.00) 223,284.05 680,471.21 (457,187.16)Total Reserves Expense 680,471.21 457,187.16

(75,631.24) (680,471.21) 604,839.97 (73,568.17) (532,301.21) 458,733.04 Total Reserves Income / (Loss) (532,301.21) (458,733.04)

Total Association Net Income / (Loss) (47,759.43) (685,887.21) 638,127.78 7,819.37 (597,291.21) 605,110.58 (597,291.21) (605,110.58)


Lake Windcrest Property Owner’s Association

Board of Directors

Subject: Electronic Board Action – February 16, 2016

Reference: Lake Windcrest Settlement Agreement with Exhibits (00881028x7A30F)

Settlement Agreement between Lake Windcrest POA, San Jacinto River Authority (SJRA) and the City of Houston enabling the Association to pay for impounded water in Azure and Serenity Lakes. Houston and SJRA will withdraw the request for contested hearing with TCEQ regarding issuance of a permit for these lakes.

The draft agreement was presented and discussed in Executive Session at the January 26, 2016 Board of Directors meeting. The agreement was sent by the Association’s attorney to the Board President on February 16 for final approval following consensus agreement among all parties.

Motion to Approve:

From: Trish Peterson [mailto:[email protected]] Sent: Tuesday, February 16, 2016 10:41 AM To: Susan Thompson <[email protected]>; Clifford Parker <[email protected]>; David Foxworth <[email protected]>; Chad J. Beuershausen <[email protected]>; Danny Keck <[email protected]> Cc: Janet Hampton <[email protected]> Subject: Agreement - Final for LWPOA signature VOTE REQUIRED

Board,

Attached is the final lake permit agreement for signature. Please indicate by return email your acceptance of this agreement and my authorization to sign on behalf of the Board.

The agreement is the same as the one you reviewed last week. This email is a vote to formally approve. Please reply as soon as possible.

Thanks

Trish

Board Member Votes: (As of February 16, 2016 there are 6 members serving on the Board of Directors)

From: Chad J. Beuershausen [mailto:[email protected]] Sent: Tuesday, February 16, 2016 11:47 AM To: Trish Peterson <[email protected]> Cc: Susan Thompson <[email protected]>; Clifford Parker <[email protected]>; David Foxworth <[email protected]>; Danny Keck <[email protected]>; Janet Hampton <[email protected]> Subject: Re: Agreement - Final for LWPOA signature VOTE REQUIRED

Approve. Thanks, Chad

From: david foxworth [mailto:[email protected]] Sent: Tuesday, February 16, 2016 11:01 AM To: Trish Peterson <[email protected]> Cc: Susan Thompson <[email protected]>; Clifford Parker <[email protected]>; Chad J. Beuershausen <[email protected]>; Danny Keck <[email protected]>; Janet Hampton <[email protected]> Subject: Re: Agreement - Final for LWPOA signature VOTE REQUIRED

I vote Yes. David Foxworth From: keckdl [mailto:[email protected]] Sent: Tuesday, February 16, 2016 11:31 AM To: david foxworth <[email protected]>; Trish Peterson <[email protected]> Cc: Susan Thompson <[email protected]>; Clifford Parker <[email protected]>; Chad J. Beuershausen <[email protected]>; Janet Hampton <[email protected]> Subject: Re: Agreement - Final for LWPOA signature VOTE REQUIRED

I vote yes. Danny Keck From: [email protected] [mailto:[email protected]] Sent: Tuesday, February 16, 2016 9:23 PM To: Trish Peterson <[email protected]> Cc: Clifford Parker <[email protected]>; David Foxworth <[email protected]>; Chad J. Beuershausen <[email protected]>; Danny Keck <[email protected]>; Janet Hampton <[email protected]> Subject: Re: Agreement - Final for LWPOA signature VOTE REQUIRED

I vote to accept the agreement and authorize Trish Peterson to sign said agreement on behalf of the Lake Windcrest POA Board. Susan

From: Clifford Parker [mailto:[email protected]] Sent: Tuesday, February 16, 2016 1:14 PM To: Trish Peterson <[email protected]> Subject: FW: Agreement - Final for LWPOA signature VOTE REQUIRED

YES YES YES

Clifford D. Parker, GLA, CPIA

Board Authorization to make decisions between formal meetings is specifically allowed in the TEXAS PROPERTY CODE, TITLE 11.

RESTRICTIVE COVENANTS, CHAPTER 209. TEXAS RESIDENTIAL PROPERTY OWNERS PROTECTION ACT, Section 209.0051

Open Board Meeting Subsection (h):

(h) Except as provided by this subsection, a board may take action outside of a meeting, including voting by electronic or telephonic means, without prior notice to owners under Subsection (e), if each board member is given a reasonable opportunity to express the board member’s opinion to all other board members and to vote. Any action taken without notice to owners under Subsection (e) must be summarized orally, including an explanation of any known actual or estimated expenditures approved at the meeting, and documented in the minutes of the next regular or special board meeting. The board may not, unless done in an open meeting for which prior notice was given to owners under Subsection (e), consider or vote on: (1) fines; (2) damage assessments; (3) initiation of foreclosure actions; (4) initiation of enforcement actions, excluding temporary restraining orders or violations involving a threat to health or safety; (5) increases in assessments; (6) levying of special assessments; (7) appeals from a denial of architectural control approval; (8) a suspension of a right of a particular owner before the owner has an opportunity to attend a board meeting to present the owner's position, including any defense, on the issue; (9) lending or borrowing money; (10) the adoption or amendment of a dedicatory instrument; (11) the approval of an annual budget or the approval of an amendment of an annual budget that increases the budget more than 10 percent; (12) the sale or purchase of real property; (13) the filling of a vacancy on the board; (14) the construction of capital improvements other than the repair, replacement or enhancement of existing capital improvements; or (15) the election of an officer.

AGENDA ITEM 1603G-002

Board of Directors Standing Committee Report

Committee: Drainage, Lakes and Dams Committee Date: March 22, 2016 Submitted by: Bill Bradley, Chairperson Ditches

1. Weather conditions continue to impact work on Ditch 1Z. 2. The cost estimate for Land Tech to rehabilitate ditches 2J, 2E, 2D, and 4N is $20,065. He

anticipates being able to start in about 4 weeks; weather permitting and the impact on current jobs.

3. We have been working with the golf course on their section of ditch 5B. We shot some elevations for them. They are being pro-active on this drainage problem.

Dams

1. A Bleyl proposal to do the engineering on the LW Dam concrete skirt wall repair has been received.

2. A second Bleyl proposal for engineering work on the repair of the erosion at the Lower Serenity Dam spillway has also been received.

3. AT&T is laying conduit along the pipeline trail. We have let them know that the earthwork back filling of their digging is not satisfactory for an engineered earthen dam. We are in discussion with AT&T about the specifications that we use when working on our dams. Bleyl has been contacted for additional advice.

Lakes

1. We have begun looking at how to dredge/dig out our lakes when the time comes. We followed up on the initial contact by Susan of a lake bottom survey company.

2. Mike Prado has informed us that the bass in the Upper Serenity Lake are eating the Tilapia that we use to eat the vegetation in the lake and that we need to reduce the bass population there.

3. We have recommended to the board that buoys that mark the skiing area in LW be purchased to replace the old ones that have come to the end of their useful life.

Agenda Item: 1603G-003

Title: 2015 Financial Statement Audit Review and Preparation of IRS 990

Date: March 22, 2016

Purpose: Audit Review and preparation of IRS 990 Form.

Background:

Proposal: Conduct Audit for 2015 Financials. Cox and Associates prepared a full audit of 2012 Financials and a review of 2013 while under CMC, and a review for 2014 with PMG as manager from June 2014. Since 2015 is the first full year with PMG, the CPA recommends a complete Audit versus a review. It is anticipated that the Audit will require between 55 and 60 hours at an average hourly rate of $135/hour for an estimated total of between $7,425 and $8,100. Preparation of the 2014 IRS form 990 is anticipated to require approximately 10 hours at an average hourly rate of $125/hour for an estimated total of $1,250.

Cost: Approximately $8,675 upwards to $9,350.

Motion to Board:

1. Move to Approve proposal from Cox and Associates to prepare 2015 financial audit and prepare 2015 IRS 990 form at a cost anticipated to be less than $9,350.

March 1, 2016 Lake Windcrest Property Owners Association C/O Principal Management Group of Houston 11000 Corporate Centre Drive #150 Houston, Texas 77041 To Whom It May Concern: I would like to estimate the costs of performing an audit on the 2015 financial statements and to prepare the 2015 form 990. I estimate that an audit would take between 55 and 60 hours at an average hourly rate of $135/hour for an estimated total of between $7,425 and $8,100. I estimate that the preparation of the 2015 form 990 would take approximately 10 hours at an average hourly rate of $125/hour for an estimated total of $1,250 when done in conjunction with the review. You will be billed for out of pocket expenses such as postage, mileage, and software fee in addition to the hourly fee. These costs are usually minimal. We will work with your management company and officers to have them do as many of the engagement schedules as possible to keep your fee down. The Organization will only be billed for the actual time spent. If there are unforeseen circumstances or your management company does not provide the information we need, your fee can go up. Since this is our third year to work with Lake Windcrest POA, we do not anticipate any problems. Thank you again for the opportunity to bid on your work. We will provide quality service from experienced professionals. We are a firm committed to our clients, an experienced staff committed to excellent service. I hope we have the opportunity to serve you. Please feel free to ask any questions that may arise as you review this letter. Sincerely,

Cox and Associates CPAs LLC

Agenda Item 1603G-004

Title: Lower Serenity Spillway and Windcrest Dam Repairs


Purpose: To correct significant problems with erosion at spillway entrance and damage to skirt wall.

Background: Lower Serenity Dam Spillway -- significant erosion is undermining the concrete spillway at the upstream entry. An engineered evaluation and recommendations for repair is required.

Windcrest Dam -- Cracking was observed on the skirt wall of the spillway structure. The fence attached to the wall is leaning and not secure. No major signs of movement or loss of material beneath the structure were observed. Areas of cracking appear to have worsened from the previous inspection in 2014. The wall appears to be formed on top of the spillway slab and no major damage to the slab was observed. It is recommended that a structural engineer be consulted to develop a plan of action to repair the wall as needed.

Proposal:

1. Lower Serenity Dam Spillway – Site investigation, review of plans, preliminary report of findings, repair options and recommendation for the void. Preparation of final design and construction drawings for repair option. $7,000

2. Windcrest Dam – engage services of structural engineering firm to perform site investigation, review existing drawings, investigate cracking and distress of skirt wall at corners, and prepare report with findings and recommendations. $3,500.

These reports will provide the information necessary to determine the requirements necessary for the repairs. Results will be used to determine the priority of the projects and funds allocated in the Reserve Fund.

Cost: $10,500

Motion to Board:

Move for the approval of the Bleyl Engineering proposals to provide report of findings and recommendations for repairs to Lower Serenity Dam spillway and Windcrest Dam skirt wall at a cost of $10,500.


Title: Reserve Components and Operating Repairs and Maintenance Plan


Purpose: To develop a systematic, ongoing and permanent method to determine maintenance requirements of any Lake Windcrest commonly owned asset in a “current operating context,” and to “establish safe minimum levels of maintenance thus leading to an increase in cost effectiveness.”

To annually provide an assessment and ranking of issues related to Lake Windcrest commonly owned assets using Risk Matrix tools. The assessment document will be used to establish annual Operating and Repair budgets, assist Property Manager in identifying upcoming projects and in calculating Reserve Funding.

Background: Lake Windcrest commonly owned assets are always in a state of natural deterioration. It is necessary to plan for their ongoing maintenance and ultimate replacement. Our home ownership deed and covenant documents establish requirements for the care and maintenance of said assets within the neighborhood. We, as homeowners, provide funds for ongoing maintenance to our commonly owned assets through dues assessments. Maintenance is provided in both Operating & Maintenance and Reserve Accounts. Typically, Operating will fund routine repair projects that are limited in scope, while Reserve funds larger projects, above a minimum cost, having a limited useful life, over a period of years.

To fairly and adequately plan for current and ongoing maintenance to commonly owned assets, we must have information that describes the asset specifically, discusses asset failure and its consequences and steps necessary to avoid said failure. This information is obtained through requested studies, State governing agencies, asset literature, reference literature, Volunteers, and Property Managers. The information collected must be analyzed and reviewed routinely, across each year, to develop ongoing repair and maintenance programs.

Lake Windcrest POA participates in a variety of studies ranging from financial audits to physical reviews on an annual, bi-annual or sporadic basis. The information is gathered, reported, reviewed and preserved for future reference. Ideally, recommendations made by licensed, field experts in the aforementioned reports will end up as future budget requests, but there is much disparity in this area and explanations are generally not available. Unfortunately, some recommendations are never complied with until there is complete common asset failure and it must be removed and/or replaced at greater cost to the Association. Time is wasted by Volunteers and our Property Managers through effort duplication, lack of direction and/or expertise. Developing a “systematic process to determine maintenance requirements” for all commonly owned assets followed by routine risk ranking at defined intervals will allow the Association to better identify the funds necessary to manage a permanent maintenance program and to focus funds more effectively.

The Association is currently in an active Reserve Planning Phase. To assist that process, a preliminary Risk Matrix for commonly owned assets within Lake Windcrest was developed. The Component List was expanded to provide type, function and/or site specificity. Each Component was assigned to one of five Asset types, one of six Project types, one of 5 Severity rankings and finally, one of five levels of Frequency. The numbers were multiplied to obtain a Risk Rating. The Current Year Recommendation/Action was listed by each item along with projected fiscal year start and completion dates, projected and actual costs.

Proposal: Develop a systematic and permanent method of identifying common asset maintenance requirements and costs that can be anticipated and planned for. At designated intervals, provide an assessment and ranking of said common assets to better manage our resources in a cost-effective and proactive manner.

Cost: No direct cost associated with plan.

Motion to Board:

Move to approve the development of a plan, policy and procedure to identify common asset maintenance requirements and costs, and provide an assessment and ranking of said common assets at designated intervals to better manage our resources.

Submitted: Susan Thompson

Moved by: ____________________ Second by: _______________________

Action: _______________________ Date: ____________________________

Rank Severity

We have five asset types, ranked between 1 and 5. Rankings range from 1 to 5.

1 - most shared, seen and/or used asset in the subdivision. 1 - Loss of life or extensive damage to common area property and/or its values exists (Catastrophic)

2 - second most shared, seen and/or used asset in the subdivision 2 - Injury to individual or major damage to common area property and/or its value exists (Major)

3 - third most shared, seen and/or used asset in the subdivision 3 - Potential for personal injury exists or minimal damage to common property and/or its value exists or escallating damage situation is eminent (Medium)

4 - fourth most shared, seen and/or used asset in the subdivision 4 - Potential for property damage exists. (Minor)

5 - assest impacting only a few and/or an individual homeowner at any given time. 5 - No loss of life and/or property damage exists. (no impact)

Asset Type Frequency1 - Entrances (includes monuments, masonry walls and columns, landscaped beds, electrical wiring, lighting and flags)

1 - Non-functioning, broken or breaks daily (Very likely will need immediate attention)

2 - Fencing (includes all locations and types found within the interior, perimeter and Dam areas of Lake Windcrest.) 2 - Likely common area asset will require major attention to maintain its viability within two to three years

3 - Lakes (includes Dams, Spillways, Lakes, Docks, Seawall, Evaporator Pump, and Bathymetric and Sub-profile Studies)

3 - Common area asset will need routine maintenance at scheduled intervals

4 - Parks (includes park grounds, playground equipment and furniture, nature trails, reserves, parking lots, gate, operator, security reader, bridges and gazebo.)

4 - Unlikely common area asset will fail or require attention before at least 4 to 5 years.

5 - Ditches (includes drainage ditches indentified on the 2009 Bleyl Study and the Dry Detention Pond) 5 - Highly Unlikely common area asset will fail or require attention before at least six to ten years.

Project Type

There are six project types assigned to asset types depending on the issue at hand.

1 - Life Safety : injury and/or loss of life on common area assets is likely

2 - Erosion Control: on common owned assets

3 - Flood Control: common owned assets

4 - Security: related to common area owned assets only

5 - ADA: bring asset into ADA compliance

6 - Maintenance (Preventive or Repair): common area assets

Notes

1 - PEAR - People, Environment, Assets, and Reputation

2 - "The hazard potential classification for a dam is intended to rank dams in terms of potential losses to downstream interests if the dam should fail for any reason. It is based on potential adverse impacts/losses in 4 categories: environmental, life line, economic, and/or human life. FEMA Publication No. 333 has adopted 3 hazard classification categories for dams as

follows: LOW, SIGNIFICANT, and HIGH HAZARD POTENTIAL, listed in order of increaseing incremental adverse consequences...loss of life of one or more individuals is probable, a High Potential Hazard Classification is required...projects with several independent elements will be assigned to the highest rated project element...Size classifications are small, intermediate, or

large and relate to height and/or storage capacity whichever gives the higher classification...size classification is also used to define dams listed in the US Army Corps of Engineers National Inventory of Dams" from Association of State Dam Safety Officials

RISK MATRIX TERMS

Description Project Type Severity Frequency Risk Rating Current Year Recommendation/Action

Type Rank

Playground Equipment, Melany Meadows Park Parks 4 1 1 1 4 Remove playground equipment & grill, leave park furniture

Fences, Wood, Original Sections Fencing 2 6 1 1 12

Develop fence replacement specifications, obtain bid, replace

fence

Perimeter Walls, Masonry, Crestlake Blvd. Entrance Entrances 1 6 2 1 12 Obtain inspection and plan

Dam, Lower Serenity, Inspections and Repairs Lakes 3 3 2 1 18 Stop gap repair

Lakes, Shorelines, Near Term Rip-Rap Installation, Phased Entrances 3 2 3 1 18 1250 lin ft installed between 2016 and 2017

Perimeter Walls, Masonry, Lake Windcrest Dr. Entrance Entrances 1 6 2 2 24 Obtain inspection and plan for repairs

Dam, Lake Windcrest, Inspections and Repairs Lakes 3 3 1 3 27 Routine repair

Bridge, Edgewater Park Parks 4 1 3 3 36 Replace railings, planks, and upright pickets

Gate, Operator and Security Card Reader, Boat Launch Parks 4 4 3 1 48 Replace gate, operator and security feature

Perimeter Walls, Masonry, Windcrest Nat'l Entrance Entrances 1 6 3 3 54 Obtain inspection and plan for repairs

Seawalls, Wood, Boat Launch Lakes 3 3 2 3 54 Inspect, document and plan for future repairs/replacement

Seawalls, Wood, Edgewater Park Lakes 3 3 2 3 54 Inspect, document and plan for future repairs/replacement

Dam, Azure Lake, Inspections and Repairs Lakes 3 3 2 3 54 Review report, document trends, identify urgent needs

Contingency for Water Rights Legal Expenditure Lakes 3 6 3 1 54 Settled 2016, after 2016 fees moved to O & M

Nature Trail 1 Parks 4 1 5 3 60 Inspect, document and plan for future repairs/replacement

Nature Trail 2 Parks 4 1 5 3 60 Inspect, document and plan for future repairs/replacement

Masonry columns, fences Entrances 1 6 4 3 72

Identify & document numbers, locations and condition of

columns, plan for repair

Park Furniture, Edgewater Park Parks 4 6 3 1 72

Assess status of equipment, document & report, while waiting

on master plan development.

Park Furniture, Melanie Meadows Park Parks 4 6 3 1 72

Assess status of equipment, document & report, while waiting

on master plan development.

Chain Link Spillway Fencing 2 4 3 3 72

Repair damage during spillway, provided does not lead to other

damage

Flags Entrances 1 6 5 3 90 Inspect monthly for damage and/or other problems

Electrical Entrances 1 6 5 3 90 Inspect monthly for damage and/or other problems

Bathymetric Study, Sub-profile Mapping, Azure Lake Lakes 3 6 5 1 90 Obtain baseline bid for lake depth recovery program

Bathymetric Study, Sub-profile Mapping, Lake Windcrest Lakes 3 6 5 1 90 Obtain baseline bid for lake depth recovery program

Bathymetric Study, Sub-profile Mapping, Lower Serenity Lakes 3 6 5 1 90 Obtain baseline bid for lake depth recovery program

Bathymetric Study, Sub-profile Mapping, Upper Serenity Lakes 3 6 5 1 90 Obtain baseline bid for lake depth recovery program

Dam, Upper Serenity, Inspections and Repairs Lakes 3 6 3 2 108 Inspect, document and report monthly and annually

Dams, Spillways, Concrete, Inspections & Repairs, Upper Serenity Lakes 3 6 3 2 108 Inspect, document and report monthly and annually

Fences, Vinyl, Common Areas Fencing 2 6 4 3 144 Inspect monthly for damage and/or other problems

Fences, Wood, 2008 Additions Fencing 2 6 4 3 144 Inspect monthly for damage and/or other problems

Monuments, Lake Windcrest Dr. Entrance Entrances 1 6 5 5 150 Inspect monthly for damage and/or other problems

Monuments, Crestlake Blvd. Entrance Entrances 1 6 5 5 150 Inspect monthly for damage and/or other problems

Asset

Monuments, Windcrest Nat'l Entrance Entrances 1 6 5 5 150 Inspect monthly for damage and/or other problems

Lakes, Dredging, Azure Lake Lakes 3 2 4 5 180 Observe until reports returned

Lakes, Dredging, Lake Windcrest Lakes 3 2 4 5 180 Observe until reports returned

Lakes, Dredging, Lower Serenity Lakes 3 2 4 5 180 Observe until reports returned

Lakes, Dredging, Upper Serenity Lakes 3 2 4 5 180 Observe until reports returned

Park, Gazebo, Edgewater Park Parks 4 6 4 2 192 Inspect quarterly for structural integrety and plan accordingly

Lakes, Shorelines, Inspections and Repairs Lakes 3 6 4 3 216 Inspect, document and report monthly and annually

Dams, Spillways, Concrete, Inspections & Repairs, Lake Windcrest Lakes 3 6 4 3 216

Complete repairs, inspect, document and report monthly and

annually

Dams, Spillways, Concrete, Inspections & Repairs, Azure Lake Lakes 3 6 4 3 216 Inspect, document and report monthly and annually

Asphalt Pavement, Parking Areas, Overlay Parks 4 6 5 2 240 Inspect Pavement for damage, document & report

Ditches - (Requires re-design by engineer) Ditches 5 6 4 2 240 Inspect ditches for failure, document and report

Evaporator Pump Lakes 3 6 5 3 270 Turn on and inspect for usability annually

Docks and Pilings, Wood, Boat Launch Lakes 3 6 5 3 270 Inspect and Monitor for deterioration of docks and pilings

Dams, Spillways, Concrete, Inspections & Repairs, Lower Serenity Lakes 3 6 5 3 270

Complete repairs, inspect, document and report monthly and

annually

Playground Equipment, Edgewater Park Parks 4 6 5 3 360 Inspect, document and report annually, repairs in O & M

Signage, informational Parks 4 6 5 3 360 Inspect, document and report annually, repairs in O & M

Asphalt Pavement, Parking Areas, Crack Repair, Patch & Seal Coat Parks 4 6 5 5 600 Inspect pavement and develop plan of repair

Reserve Study * 6 1 1


Title: 2016 Reserve Fund Scheduled Projects


Purpose: Approve the reserve component projects scheduled for replacement or major repair this year.

Proposal:

Even though we have not completely finalized the Reserve Study report with Reserve Advisors, there are several reserve components in need of replacement or major repair this year. We need to approve the allocations for this work.

2016 Projects Playground Equipment, Melany Meadows Park – Removal $5,000. Gate, Operator & Card Reader/Camera, Boat Launch – Replace $15,000. Dams, Spillways, Concrete, Inspections & Repairs, Lake Windcrest – Skirt Wall, Structural Engineer Required $25,000. Dams, Spillways, Concrete, Inspections & Repairs, Lower Serenity – Erosion at spillway, upstream, Engineer Required $15,000. Dams, Spillways, Concrete, Inspections & Repairs, Upper Serenity – Re-chalk spillway $10,000.

Lakes, Shorelines, Near Term Rip-Rap Installation, Phased Partial Lower Serenity, Azure $75,000. Lakes, Bathymetric Study, Sub-profile Mapping, Azure Lake $11,500. Lakes, Bathymetric Study, Sub-profile Mapping, Lake Windcrest $45,900. Lakes, Bathymetric Study, Sub-profile Mapping, Lower Serenity $7,500. Lakes, Bathymetric Study, Sub-profile Mapping, Upper Serenity $7,500. Contingency for Water Rights Legal Expenditure – Anticipated Settlement $33,072. TOTAL $250,472.

Motion to Board:

Move to approve 2016 Reserve Component Allocations for projects slated for work or replacement this year.


Title: Entrance Landscape Maintenance


Purpose: To reduce entrance landscape maintenance to primarily one company’s responsibility.

Background: During the past four years a minimum of six companies have provided landscape services at the entrances. Only two of the three entrances were under direct control of the Association. The Golf Course provided grounds maintenance for the Golf Entrance until 2016. In 2016 the Association will be responsible for the landscape maintenance at the West, Middle and Golf entrances. Currently, we only have contracted services for the West and Middle entrances. In the last two years we have invested in additional beds and plan to replace shrubbery that is either dead or not appropriate to the site. This will require a landscape company that has broad expertise in commercial horticultural services and a proven track record.

Our current landscape contract was developed in 2008 and should be rebid to include all Lake Windcrest needs. It will take at least three to six months to go through a satisfactory bid process. The intent is to have a new landscape contract in force beginning 2017. We cannot allow the new beds or the Golf Entrance to go without attention during this time period. Brickman can provide immediate, appropriate and timely assistance with our landscape needs at the entrances. We will use the residual funds from the Summit contract to offset already planned mowing and landscape needs at the dams, spillways, parks and roadways. Summit will continue mowing the West and Middle entrances per the current contract.

Proposal: Approve the proposal from The Brickman Group, LTD to maintain all three entrances with the understanding that once our landscape contract is rebid and awarded, this service proposal will no longer be valid.

Cost: $2,528.42 per month or $30,341 annually

Motion to Board:

Move to approve The Brickman Group, LTD. Entrance Maintenance Service Proposal for $2,528.42 monthly or $30,341 annualized, with the understanding this will cease when a new landscape contract is awarded and implemented.

Submitted: Susan Thompson

Moved by: ____________________ Second by: _______________________

Action: _______________________ Date: ____________________________

The Brickman Group, Ltd.Enhancing the American Landscape Since 1939

Landscape Architects ▪ Horticultural Services ▪ Landscape Management

Landscape Maintenance Performance Schedule and Pricing

Lake Windcrest Entrance BidHouston Market2/15/16

Portfolio Scope of Services SCOPE OF WORK

FUNCTION JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC CYCLES

LAWNSSite Visits; Trash pick-up and removal 2 2 5 4 4 5 4 4 5 3 2 2 42Mowing/Edging/Line Trimming/ Hand weeding 2 2 5 4 4 5 4 4 5 3 2 2 42Herbicide Walkways/Gravel Areas/Beds 2 2 5 4 4 5 4 4 5 3 2 2 42Fertilization/ Insecticide 1 1 1 1 4Pre-emergent 1 1 2Post-emergent 1 1 1 1 1 5Fire Ant Control (broadcast application) 1 1 2Fire Ant Treatments ~ as needed ~

SHRUBS, BEDS, GROUNDCOVERSShrub Pruning 1 1 1 1 1 1 1 1 1 1 1 1 12Perennial Maintenance 1 1Pre-Emergent Weed Control 1 1 1 3Fertilization 1 1 1 3Mulch Beds 1 1

TREESPrune safety hazards to 8 ft 1 1

IRRIGATIONFull System Inspection 1 1 1 1 1 1 1 1 1 1 1 1 12

6% re-credit $1,820.46 at year end Total Annual Cost: $30,341.00

Monthly: $2,528.42

Schedule 1 Part A

Golf Course Entrance 2/8/2016 LW Dr/Crestlake Blvd Entrances 2/8/2016

Description Qty Unit Price Amount Description Qty Unit Price Amount

Mow and Trim Turf 42 138.00 5,796.00

Pre, Post 1 181.00 181.00

Fert, Post 1 193.00 193.00

Fert, Post, Other 1 196.00 196.00

Fert, Post, Other 1 215.00 215.00

Pre, Post, Fert 1 214.00 214.00

Edge Curbs and Walks 42 28.00 1,176.00 Edge Curbs and Walks 42 58.00 2436.00

Weed Mulched Beds 42 46.00 1,932.00 Weed Mulched Beds 42 43.00 1806.00

Prune Shrubs 3 381.00 1,143.00 Prune Shrubs 1 326.00 326.00

Shear Shrubs 10 206.00 2,060.00 Shear Shrubs 10 153.00 1530.00

Prune Groundcover 10 48.00 480.00

Pre-Emerge Beds 3 150.00 450.00 Pre-Emerge Beds 3 116.00 348.00

Fertilize Beds 3 137.00 411.00 Fertilize Beds 3 192.00 576.00

Perennial Flower Maintenance 1 7.00 7.00 Perennial Flower Maintenance 1 7.00 7.00

Irrigation-Inspect/Monitor 12 53.00 636.00 Irrigation-Inspect/Monitor 12 53.00 636.00

Mulch Application 1 1,296.00 1,296.00 Mulch Application 1 2124.00 2124.00

Spray Roundup/Herbicide 42 31.00 1,302.00 Spray Roundup/Herbicide 42 35.00 1470.00

Police Grounds 42 26.00 1,092.00 Police Grounds 42 31.00 1302.00

$18,780.00 $12,561.00

Total three areas $31,341.00

The Brickman Group, Ltd. Lake Windcrest Entrance Bid Breakdown


Title: Melany Meadows Playground Equipment


Purpose: Dismantle and Remove playground equipment due to overall safety

Background:

The playground equipment at the Melany Meadows Park has been inspected by a certified playground equipment specialist as well as a part of the inspection for the Reserve Study. The main play structure has rusted out areas and in particular the ground area around all of the equipment is not at the level required for a safe play environment. Rather than spend monies to make necessary repairs when the equipment is close to the end of useful life, it is recommended that the equipment be dismantled and removed. The picnic tables, benches and trash receptacles would remain.

Proposal: Property Services is a general repair and maintenance company that we have been using for various projects, such as, fence cleaning and repairs, and most recently to re-install park benches and trash receptacles as well as dispose of unusable benches.

Obtain bid proposal from Property Services for this project. If the bid is

greater than $2,000, at least two additional bids must be obtained and submitted to the Board for approval.

Cost: Not yet determined

Motion to Board:

Move to approve the dismantling and removal of the play structure and swing set in Melany Meadows Park for safety reasons and to seek bid proposal from Property Services not to exceed $2,000.


Title: 2016 Community Garage Sales


Purpose: Set the dates, funding and chairperson

Background:

The Board has approved Spring and Fall Garage Sales for many years. This year we had no volunteer to take the lead on getting them scheduled.

We recently have learned from Erika Moreau of her interest in planning the garage sales for 2016. Erika will be the chairperson, and she will enlist the assistance from several other homeowners.

Since other surrounding communities also have neighborhood garage sales, we have tried to stick with the same general dates each year. That is, the third or fourth weekend in April and the first weekend of October.

Proposal: Spring Community Garage Sale – Friday & Saturday, April 22 & 23 Rain date April 29 & 30 Fall Community Garage Sale -- Friday & Saturday, October 8 & 9 Rain date, October 13 & 14 The signs used for the past several years are not in the best of shape.

Replacement of the signs should not exceed $500. Cost: Not to exceed $500.

Motion to Board:

Move to approve Community Garage Sale Dates of April 22 & 23 and October 8 & 9 and authorize new signs, if deemed necessary, not to exceed $500.

Documents

Lake Windcrest Property Owners Association Board of ... · 3/22/2016 · C. Reserve Components and Operating Repairs and Maintenance Plan (1603G-006) 1. Risk Analysis Process 2