2021OctoberMinutes

BFCA teleconference meeting on Tuesday, October 12, 2021

Frank Roycraft, President; Tracie Priest, Vice President; Ansel Bubel, Director.

Margaret Stephens, Secretary. Association Members — Mike McCrea, Mario Lopez, Maritza Mousa, Karen Willes, Fred Willes, Sue Dinges, Llona Geiger, Ben Clark, Betsy Voorhies, George Olin, Jaime Kimbrel, Audrey Johnson, Jill Harper. TPAM representatives – Tom Rowand, Cindy Hoogerhyde. Attorney – Patrick Frank.

Meeting was called to order at 6:05 pm.

President’s Report – Frank Roycraft

Frank welcomed attendees and would like to keep the meeting productive as there is a lot to cover. Tracie, Ansel and TPAM have been working hard on providing financial and budget information. Frank introduces Tom Rowand of TPAM to present TPAM’s new billing system, TOPS.

TOPS – Tom Rowand (TPAM)

Tom reported that there will be a new billing system implemented this month called “TOPS” that will replace Bill.com and Quickbooks. This new system is more integrated and cost saving. He suggested Googling TOPS for more information and to see the features. It will be time saving and easier. Ben Clark wanted to know the cost savings and Tom estimated about $25 per month. Ben shared his frustrations with Bill.com when he was treasurer and Tom added that users can log in and approve invoices in one place. With TOPS, there is less time needed to reconcile and you can get a quick look at what is going on. Sue Dinges asked if there is additional costs and Tom replied that no, it will save the association some money.

ACC Report – (Frank on behalf of Bill Walter)

Frank reported that not much is going on. He did not know that Bill wasn’t going to be at the meeting.

Grounds Report (Tracie Priest)

Tracie said there is not that much activity as she has been busy reconciling financials. There have been some trees cut down, one is behind Sue’s house and leaning into the pond. Tracie has been walking around mainly assessing trees partly in response to tree removal requests. Llona asked about a rumor she heard concerning plants being removed. These plants were placed around the pond to help with erosion and were then dug up. Tracie said, yes this is partially true, but it is because these plants were not native and replaced with native plants. The original plants were moved. This issue has been resolved in that everyone is on board with only planting native plants. Also, it is now understood that plant purchases must go through the Board. Betsy Voorheis contributed that she is a Master Gardener and agreed that only native plants should be planted in appropriate communal areas. Sue asked if the Board is going to remove the fallen trees in the pond. Ansel said the Board can discuss this, but the cost is very prohibitive. Ansel estimated 8 trees at around $10,000. We could get a quote and discuss at a special meeting. Audrey Johnson voiced a concern about a tree in her yard and wanted Sam Hand to check it. Tracie and the Board will follow up and assess. Audrey shared her contact info with Frank.

Pond Report (Ansel Bubel)

Ansel enrolled BFCA in a program called Lake Watch which provides free water testing. This could save us around $200 a test. Ansel has been trained on this process and will start this month. You collect water, freeze it then deliver to Maclay who sends it to Gainesville for testing. This process takes a few months so results may not be known until January. In a past study, it was noted that extra nutrients were coming in from the water pump and causing some of the algae. So the plan was to try to prevent that from happening with plants to soak up the nutrients.

Open Positions (Frank Roycraft)

We have two vacant positions. 1) Grounds Committee Chair 2) Treasurer

Tree Removal (Tracie/Frank)

There were four homes with trees removed since August. Tracie said all processed tree removal forms are available electronically and can be emailed to interested neighbors. There were two common area trees removed that were identified as hazardous and a liability.

Nuisance Animals (Tracie)

There has not been any beaver activity for the last few months but expect them to return.

New Business

Public Safety/Lights (Tracie)

Tracie surveyed on Nextdoor whether neighbors would want their nearby lights replaced from the old lights to brighter LED lights for safety. The City of TLH is only replacing bulbs with the new LED lights went they burn out. The results were 50/50. We currently have two LED lights (see white dots on this linked diagram). The cost is $400. After researching safety recommendations from other neighborhoods, and gathering input from neighbors, Tracie proposed that 4 lights be replaced in these areas where there have been incidents of car break ins etc.:

Each end of Red Maple
End of Brookside by Sue
Light by the boardwalk at Silverwood

A motion was made to spend $1600 to replace these 4 lights. Tracie and Ansel voted approval. Frank did not approve.

Karen Willes wanted to contribute that motion sensor flood lights are an effective deterrent. They cost around $20 at Home Depot. Sue Dinges agreed, and large dogs will help with potential break ins.

2021 Financial/Budget Report (Tracie/Ansel)

Click here for the 2021 Financial Report

Llona thanked the Board for the long-awaited financial report. It is invaluable. Ansel projected the report on the big screen for the physically present members. Tracie thanked TPAM for all their help. Tracie stated that she doesn’t want to be the Treasurer but wanted to get this report together, reconcile and provide it for the homeowners and next Treasurer. Tom Rowand added that this report is very granular and a lot of work. It has great details on expenses. Ben Clark asked about a possible large carry forward for 2022 as budgeted projects are not getting done. Ben suggested reallocating some of that carry forward. Llona warned that, as projects do not get done, our neighborhood can quickly become neglected and deteriorate. Mario agreed. Betsy asked about the slippery boardwalk and if that is budgeted. Ansel said yes this is part of the maintenance budget along with the fences. Tom noted that the front entry way is also continued maintenance. Karen asked why the Lake Doctors were no longer an expense and if that contract was terminated. Tracie and Ansel affirmed that the contract was not renewed. Karen asked how much money is in our accounts right now. Tracie said she just received the email today and Margaret offered to send them out when received. Karen stressed that you need to know the overage to calculate 2022 assessment dues. Ansel explained the estimate and that we are going into the next agenda item do discuss 2022.

2022 Proposed Budget (Ansel)

Click here for the 2022 Proposed Budget

Ansel presented the budget report on the big screen and explained that this is an assessment without knowing October-December actual expenses. This estimate total budget is $64,000 which is less than last year. Since prices are going up, however, some of the expenses may be estimated higher than last year’s equivalent. We will be getting TPAM to do the pond path improvement. $9,000 is budgeted for tree removal. Tom (TPAM) said he thought Ansel did a good job and this budget looks good. Frank opened the floor for discussion. Ben recommended reallocating the $3,000 for budgeted Emergency fund and $2,000 for Savings to other projects, specifically needed landscaping and gazebo repair (shingles falling off). Llona added that there is outstanding costs in 2021 for election processing. Karen stated the Board must vote on assessment dues tonight so that TPAM has time to get the mail notices out. Mike noted there was no line item for postage and printing. Ansel explained that there is $1500 allocated for these type of expenses rolled up into the management contract. Sue expressed her opinion of the dues being too high and not wanting to contribute to projects not getting done. She shared that her and others are living off social security and find it hard to meet expenses.

Frank made a motion to set the dues at $400 for 2022. The Board approved unanimously.

Frank made a motion to approve the 2022 Budget. The Board approved unanimously.

Open Discussion

Mike asked if the pond path improvement budget includes permits. Tom explained that the revised scope of the project does not require permits. Tracie added the grids just go down possible two inches and they will only be applied in isolated spots.

Frank motioned to adjourn; vote was unanimous.

Meeting was adjourned at 7:24 pm.