2021JanuaryMinutes

BFCA teleconference meeting on Thursday, January 21, 2021

Mike McCrea, President; Llona Geiger, Vice President; Tracie Priest, Director; Margaret Stephens, Secretary. Association Members — Frank Roycraft, Mark & Jill Harper, Debora Taggart, Mari Harageones, Sue Dinges, Mario Lopez, Sandi Smith, Fred Willes, Karen Willes, Virginia Sasser, Audrey Johnson, Dawn & J Aguero, Maritza Mousa. Guests – BFCA Attorney; Patrick Frank, TPAM Representative; Cindy Hoogerheyde.

Meeting called to order at 7:34 PM via teleconference (and in person) on Thursday, January 21, 2021.

Roll call taken. Mike read the list of those calling in and in person attendees.

Agenda changes:

Mike read the agenda list and asked for any changes. No changes were requested, and the agenda was approved.

President’s Report – Mike McCrea

Does anyone remember the first thing I said to the Association after being named BFCA President?

Pray for me.

It was a desperate plea of someone realizing that he was likely signing up for way more than he expected, but also eager to see what potential a new year would bring. With that, Llona, Tracie and I began the year ready to take on the challenges that board membership would entail.

COVID-19 turned everything upside-down. Offices closed. Toilet Paper, facemasks and sanitizer became commodities. The Board was now faced with a dilemma – how do we hold meetings? How do we keep things running? How do we ensure that residents can attend, without putting them at risk?

After discussing the options available, we started conducting meetings by teleconference. To my recollection, this was something the Association had never done before. The meetings were successful, allowing residents to speak to issues, get information from the board, and for votes to be cast on actions needing approval. We are still not out of the pandemic, so the conference calls will likely continue into 2021.

Here is a summary of Association undertakings in 2020:

Repairs

5 trees on community property were removed and others trimmed as needed.
Our association manager (TPAM) replaced rotting boards, the gazebo steps and approach.
A new boardwalk section was completed along a low section of the pond path.
The short bridge on the long boardwalk was damaged by a fallen tree and replaced.
The ramp to the gazebo bridge behind 1701 Silverwood was rebuilt.
Street signs were installed to discourage speeding.

Environmental

Beavers continue to affect our pond area and trappers were periodically hired to limit their impact. In all, 6 beavers were trapped.
An alligator was reported in the pond throughout the year. The trapper attempted to capture it on several occasions and reported resident interference. Results of the trapping are uncertain.
Algae blooms occasionally affected our pond throughout the year. One resident, Ansel Bubel, took samples and diagnosed the growth. Our pond maintenance contractor took time to meet with the board and residents to explain the growth and treatment options.

Procedural/Legal

TPAM and our attorney pursued a large fine for unauthorized tree cutting.
TPAM administered notices to residents in violation of our covenants.
The Board confirmed that the pathway around the pond constituted a prescriptive easement when pathway overlaps private property.
The Board created a Resident Contact Letter, which was sent to all owners and residents. The letter is posted to the website and can continue to be used to provide new residents with important information regarding our neighborhood.

Treasurer’s Report – (Mike on behalf of Ben Clark/John McEachern)

A treasurer’s report was not submitted in time for the meeting, however, below was submitted afterwards.

Click here for the Treasurer’s Report.

Association Manager Report (Cindy Hoogerhyde)

Cindy reported that TPAM has worked on a lot of repair in 2020 with the boardwalk and fencing. She added that TPAM is working on getting a scope from the engineer on the island gazebo work.

ACC report (Mike on behalf of Bill Walter)

Former chairperson Fernando Senra stepped down in April, and William Walter was named the new ACC chair. The committee approved over 20 requests in 2020. Mike noted that if the committee is opposed to a request, that they do well to discuss with homeowners and find an alternative that can be approved.

Grounds Committee (Mike on behalf of Sylvia Ramos)

Mike shared that Sylvia has no actions to report but proposes a new deck near the pond where roots are bad. Sylvia also proposes planting more vegetation around the pond to help with erosion. Tracie asked about the status of path improvements. Mike recalled the push back in the summer and the decision to break the path improvement project into phases. Phase I was the boardwalk/bridge and is now completed. Then a city engineer inspected the area for more enhancement and suggested a boardwalk vs resurfacing. Tracie asked about the mulch resurfacing and Mike repeated that water runoff is an issue that needs to be examined. Jill Harper asked where Sylvia’s proposed deck would be located, and Mike said by the pump and the little pond. Mike emphasized this is not a board proposal yet, so may not happen.

Board Member Vacancy

From Mike:

In December, the board published a special update regarding this year’s board vacancy and election. The message outlined events that led the Association to have one candidate running for the vacant board seat. By law, no election is required in this situation. Similarly, the law states that if a public call for nomination is made in advance of the Annual Meeting, the board is not required to call for nominees from the floor.

Since no election was needed, ballots were not mailed. When the agenda for this meeting was finalized, it was distributed by email and publication to our website. A resident called to my attention that this notice should have been mailed in accordance with our bylaws. In the past, the agenda was included with the mailed ballots, and the unique situation this year led to a procedural oversight.

For this reason, I believe that we must delay the election until we can provide notice to all members.

This recent chain of events also gave me great clarity regarding something I have struggled with for quite some time. Trying to balance the responsibilities of family, career and this association have left me unable to give any the full attention they deserve. As a result, I have advised Llona and Tracie that I intend to resign from my seat on the Board of Directors.

I realize that this puts the Association in a precarious position. However, I cannot continue to neglect my family or my job in service to the Association. The stress has begun to affect my health, and I need to scale down the things that bring me anxiety.

So, what next? I propose the following:

We send a postal notice to members with a future meeting date scheduled where the board will vote on whether to affirm Ansel as the successor to Llona’s position on the Board and to call for nominations to replace me.

Mike opened the discussion for input and Fred Willes shared that he spoke to Ansel and has no objections personally; however, Ansel is not a property owner and objected to that and to the process of announcing the new board member without an extra meeting allowing input. Gary Smith said he was not aware that a renter is becoming a board member. Tracie added that there was ONLY one volunteer/candidate – only Ansel. Tracie also asked if a board member must live in our neighborhood. Mike said no. Llona reminded all residents that the By-Laws state that a non-property owner, and even someone that does not live here, can be a board member. Everyone is welcome at the Board of Directors meetings every 2 months and the sign at entrance is required to welcome all residents (per the By-Laws). The By Laws are reviewed but never changed. She recommends that the new board members undertake another study of the covenants and by-laws. Mike asked the board what they think about sending out a postal meeting announcement to approve Ansel and call for nominations. The vote would be subject to quorum at the next meeting. Fred wanting the meeting to include several nominations and Board appointments if no volunteers. Mike asked for input. Mark Harper opposed having a renter on the board but leaves the rest up to the board. Gary Smith suggested make another call for nominations in 60 days. Llona asked Patrick for recommendations and Patrick suggested that an extra 60 days might be the best way to proceed. Until nominations are requested again, Llona is an active board member, technically, and Llona volunteered to help Mike and TPAM with transition. Mike moved we issue postal letters asking for nominations. Llona seconded and vote was unanimous. Audrey input that she was new to the nominee process and Mike explained it briefly. Tracie asked if she could post the call for nominations on Nextdoor which was approved.

Town Hall

Karen Willes asked how long it takes to remove piles of insulation in the front yard. Mike said he will ask them again to move to the back yard. Karen thanked Mike. Tracie asked if everyone was ok with the Capital Lawn Service which came yesterday. Everyone was ok with it.

Meeting was adjourned at 8:40 pm.