Members Present: Sally Eldon, Larry Hubler, Shelly Gerstner, Stephanie Russ, Richard Booth, Art Smart, Carolyn Hotchkiss and Candace Ryan
Excused: Shelly Gerstner
Others Present: Jay Adams, Michelle Alvaro, Fred Sarkis, Bernie Caprini, Bill Coleman, Dave Hewson, Gail Hewson, Don Titus, Lois Titus, Baird Couch, Marcia Couch, Rich Russ, Bob Symon, Alan Braun, Kristie Braun and Dave Eldon.
Call to Order: Meeting was called to order at 7:00 PM
Opening Remarks:
· Sally Eldon explained that Shelly Gerstner was excused because her father is very ill.
· Sally Eldon explained that she thought this was a good time to list some BHVA milestones to be recorded in the Board minutes. The following projects and issues in which the Board has been involved in during 2007-2008.
1. Completion of the Community Center on time and under budget. It continues to have its operation costs in the black. The Community Center has certainly enhanced our home values and overall beauty of our community.
2. The purchase of both a tractor and the trash compactor has increased the efficiency of BHVA maintenance.
3. Implementation of insurance for contractors. This is a safety and security benefit to all BHVA residents. This assists in reducing insurance costs.
4. Commenced through the Facilities Committee; a much needed road improvement and resurfacing project. This has been an ongoing planned project over the past years. Spyglass Hill is now complete. Golfside Circle is on the agenda for next year.
5. New lighting was installed on Andrews Way.
6. We hired a new BHVA attorney who specializes in Association Law.
Privilege of the floor: Privilege of the Floor will open for questions for 10 minutes. After the time allotted, the floor will close until ‘New Business’ at the end to the meeting. At this time, the Board will take questions that pertain to this meeting for approximately 10 minutes.
Bernie Caprini-5536 Vardon Drive: Inquired if the change can be made in the date of the Annual Meeting. Could it be moved from October to August. Was a possible date change addressed in the next draft? Discussion followed.
Bob Symon-33 Cliffside Drive: Had questions regarding fees for the meters and hook up charges. How is this assessed? Discussion followed.
Approval of the June 26, 2008 Board Meeting Minutes:
Motion for approval of the June 26, 2008 Board Meeting Minutes by Carolyn Hotchkiss, seconded by Leo Raab, motion carried.
Reports:
Bristol Harbour Resorts/Steering Committee: By Larry Hubler:
· The committee met on Monday, July 21, 2008.
· The marina parking decks were a major topic of discussion. Deterioration of many areas is under investigation.
· A new committee has been formed to identify, prioritize and act on beach and docks access and safety issues. The goal is to work towards resolutions of community concerns. Candace Ryan, Stephanie Russ and Sue Hostler are members of the committee. Resident input is welcomed.
Motion for approval of the Steering Committee Reports by Larry Hubler, seconded by Carolyn Hotchkiss, motion carried.
Property Managers Report: By Jay Adams:
· The previous reminders in e-mails and posted on the bulletin boards regarding the Declaration meeting were also for the by-laws. These were courtesy reminders only. The official notices were sent out in June 2008 for the meetings on June 28th, July 16th and August 9th.
· Due to many issues regarding the beach this season, it is recommended that the elevator should not be operational at night. It is the recommendation that the elevator be closed from 12:00 midnight until 5:00 am. Notices will be forwarded via e-mail, web site and bulletin boards.
Motion to officially close the elevator to the beach/marina from 12:00 midnight until 5:00 am and that signage be provided to inform the residents by Carolyn Hotchkiss, seconded by Larry Hubler, motion carried.
Standing Committee Reports:
Environmental Committee (EC) Report-By Carolyn Hotchkiss:
Carolyn Hotchkiss provided an overview of the following topics:
· 8 applications were approved.
· An appeal was made by a resident on Hagen Trail to increase the size of the driveway. The committee approved the extension.
· The draft of the EC Guidelines has been completed. The EC committee had to have revisions/additions in by August 1st. They will be presented to the Board for review and for approval in August. The residents will receive a copy once the guidelines are approved.
Motion for approval of the Environmental Committee Report by Carolyn Hotchkiss, seconded by Candace Ryan, motion carried.
Facilities Committee Report-By Leo Raab:
Leo Raab provided an overview of the following topics:
· The fence around the trash compactor has been installed.
· The SGH road project is almost complete. Minor repairs need to be completed. The engineer has been contacted. After the road is finished an inspection of the road work will be completed. A “hit” list is being compiled. These include the concerns/issues that have been raised.
· A meeting was held on June 30, 2008 and resident’s concerns/issues were dully noted and will be addressed by the engineer. Changes requested will be reviewed as well as the budget for such changes.
· Golfside Circle is the next road to be completed. The committee will seek Board approval for the engineer to complete a feasibility report for Golfside Circle.
Motion for approval of the Facilities Committee Report by Leo Raab, seconded by Carolyn Hotchkiss, motion carried.
Recreation Committee Report- By Shelly Gerstner:
Shelly Gerstner’s report was read in her absence.
· There will not be a Neighbor’s Night in August.
· On September 27th a 1 year anniversary Neighbor’s Night celebration will be held at the Community Center. Same format at Neighbor’s Night with John Beck playing from 5:30pm-8:30pm. There will be a $10.00 cover charge per person.
Motion for approval of the Recreation Report as presented, by Richard Booth, seconded by Stephanie Russ, motion carried.
Treasurer’s Report-By Stephanie Russ and Jay Adams
Stephanie Russ provided overview of the BHVA June 2008 financials and the BHVA reserve.
Motion for acceptance of the Treasurer’s Report by Stephanie Russ, seconded by Leo Raab, motion carried.
Special Committee Reports:
Town Board/Planning Board/Zoning Board-By Larry Hubler:
Larry provided an overview of the following:
· There were not any topics pertaining to BHVA at the Town Board meeting.
· The Zoning Board is going to hold a special meeting regarding the installation of the docks for the Ketmar project. The board voted to have the docks installed along the edges of the lake. 22 docks will be installed.
· Please contact Larry Hubler for any copies of the meetings.
Motion for approval of the Town Board/Planning Board/Zoning Board Reports by Larry Hubler, seconded by Art Smart, motion carried.
Community Center Update-By Dave Eldon:
Dave Eldon provided an overview of the following:
· Dave Eldon reported that Don Rimai, Condominium 3 President, complemented the committee on a great job they are doing.
· The committee met on July 15, 2008. At that meeting the committee agreed that no amplifiers for music could be used on Sundays.
· Jim McCarthy is developing s financial spread sheet.
· Dave Eldon wanted to report that the rumors have been dispelled that the Community Center is bankrupt. As a reminder, income earned from the Community Center rentals is taxable.
· The committee is working on various projects, such as finishing the senior room downstairs with furniture and lighting.
· Bricks are for $125.00. 2 mugs will be given to everyone who buys a brick.
· A serious violation of the Community Center has occurred. Two youth were caught sleeping in the recreation room. The resident has been notified in writing regarding this violation. Also, on a separate note, beer cans were found in the Library.
· Bob Belmont’s name will be put on a plaque for all his contributions.
· Bob Symon made a positive comment regarding the fitness center.
Motion for approval of the Community Center Report by Leo Raab, seconded by Candace Ryan, motion carried.
Declaration:
· Jay Adams stated that there was a change to article 10.3 in the Declaration. At the July 16, 2008 informational meeting a change was made to read that property owners will be notified of entrance upon their property to
make improvements to the easements. Because the utility companies are not obligated nor do they have to notify BHVA. The change states that homeowners will be notified for BHVA projects only.
· Ballots/proxy’s are being returned. The Board was asked to decide if ballots/proxy’s should be opened in advance to the August 9, 2008 meeting.
Motion to have ballots/proxy’s opened by Michelle Alvaro in advance to the August 9, 2008 meeting by Candace Ryan, seconded by Leo Raab, motion carried.
· Alan Braun-12 Harbour Lane: Expressed his concerns regarding the revision to the by-laws. As a point of reference, he felt he felt communication could be better. He was previously a member of the committee and was not invited to join the current committee.
Communication Committee-By Art Smart:
Art Smart provided an overview of the following:
· We will proceed on the new web site design.
· Many names for the flash report were submitted to Art Smart. The board will review and the winner will be announced. The winner will be notified.
· It is important that the EC agenda be posted on the web site. Michelle Alvaro will follow up with Wendy Blackstone.
· Michelle Alvaro will also follow up with Wendy Blackstone about posting the Board agenda on the web site.
Motion for approval of the Communications Committee Report by Art Smart, seconded by Candace Ryan, motion carried.
Nominating Committee-By Richard Booth:
There are three vacancies on the Board this year. Art Smart, Carolyn Hotchkiss and Shelly Gerstner’s terms are up this year. The committee has reached a decision on three candidates and these are recommended to the Board. Ellen Monagan, Spyglass Hill; Mark Moretti, Condominium 3; and Dick Scott, Condominium 1 have been nominated. The committee has followed a process for nominating Board candidates that has been previously utilized. Discussion followed.
Citizen of the Year Committee-By Richard Booth:
Richard Booth reported that the recipient of this year’s award has been decided by the committee. The winner will not be announced until the annual Meeting.
Motion for approval of the Nominating and Citizen of the Year Report by Richard Booth, seconded by Carolyn Hotchkiss, Art Smart opposed, motion carried.
Old Business:
No old business at this time.
New Business:
Bernie Caprini-5536 Vardon Drive: Inquired if residents will have the ability to review the amendments to the Declaration before they are changed.
Meeting was adjourned at 8:10 pm. The next Board of Directors meeting will be held on August 28, 2008.
Minutes Approved August 28, 2008
Michelle Alvaro; Recording Secretary-BHVA Board of Directors