2022JuneMinutes

BFCA Board of Directors Meeting on Tuesday, June 21, 2022

Tracie Priest, President; Betsy Voorhies, Vice President, Frank Roycraft, Director.

Margaret Stephens, Secretary/Treasurer. Association Members – Midori Okasako, Mario Lopez, Mike McCrea, Maritza Mousa, Audrey Johnson, Kiki Litchford, Natalie Gillespie, Mary Brandt.

Meeting was called to order at 7:04 pm.

Roll call was done on those physically attending and calling in.

Old Business (Tracie Priest)

The minutes for the April 12, 2022, meeting were unanimously approved April 20, 2022.

Tracie apologized for last week’s miscommunication. Tracie reported that the concrete to fill the island hole was two truckloads. There is more information to be reported in New Business. Tracie welcomed Natalie Gillespie as the new secretary and Kiki Litchford as the new Grounds Chair. The pet waste stations have been removed and Tracie reminded pet owners to pick up their own waste and dispose in their own trash cans. Someone has been dropping their poop bags around the pond. The neighborhood yard sale is slated for October, and we will discuss closer to the date.

New Business

Treasurer Report (Margaret Stephens)

Click here for the Treasurer Report

Margaret reported the balances as of June 21.

Checking Acct: $47,027
Road Savings $32,561
Emergency Fund: $30,066

April Expenses to note:

$526 for Island Hole first attempt to fill (crushed rock)
$300 for Island Hole – Geological Survey
$359.33 for Persica landscaping contract monthly cost (will continue)

May Expenses to note:

$270.45 reimbursement to Tracie for pond landscaping supplies. I put this under Grounds Committee
$3176.64 for Island Hole concrete fill. $1918.63 was double charged to us in error but refunded in June.

Margaret asked the Board for a vote on continuing to transfer $6,500 from Checking to Road Savings. The annual transfer was done in June last year. Tracie motioned that we continue this transfer and the Board approved unanimously.

Margaret shared that we applied for a Community Credit Card after consultation with TPAM to help with the annual renewal payments (example Web/Google/Domain) and emergencies that can’t wait for TPAM (example pump replacement, concrete for Island Hole). Unfortunately, we were denied because it’s the wrong king of credit card for our organization. So, Margaret will try again with a Business Credit Card application. After some discussion with the pros and cons, Frank motioned to move forward with the credit card application on a trial basis with only Margaret having authorization to use it. Betsy seconded and vote was unanimous. Midori asked about the emergency water pump replacement and where was that money going to be coming from? Will it be under the emergency fund? Margaret said that there are two different emergency slots. One is a budget item of $3000, then the other is a whole separate account with $30,000ish. Currently TPAM applies all expenses to our operating checking account. The Board would have to direct TPAM to draft the $5000ish well pump replacement cost out of the Emergency Account if we go that route. Tracie said we won’t even get an invoice for the well pump replacement until December. It was decided that it’s best to ask for the invoice now and get that expense transaction in under this year.

Grounds Report (Kiki Litchford)

Kiki reported that he trees and vines overhanging the entrance have been cut back with help from the boys living on Silverwood. Kiki asked if anyone else has areas that need to be cut back, she can help. Betsy asked how the trees are doing around the pond. Kiki said the ones she has seen have been doing OK. Mike asked about the land management monthly cost of $359 and how many monthly visits that includes. Margaret said the number of visits varies and the $359 is pro-rated for the year. Betsy asked if they mow certain areas. Tracie said no, the work is as directed and today was removing popcorn trees. They were here almost all day. They trimmed the path a little. Mike expressed concern about paying Persica for lawn care while they are not clearing the walkways etc. for his kids. Mike added that some homeowners like himself are clearing the walkways themselves and shouldn’t have to while paying Persica to do that. Tracie expressed that the pond invasives are the priority right now because they are flowering.

TPAM Meeting (Betsy Voorhies)

Betsy reported on a TPAM meeting with the Board, Margaret, TPAM and attorney. The discussion was focused on collections and dues. Most homeowners with delinquent dues and violations were accounted for except for one who has an attorney and has been in deliberations. We talked about how the HOA has not been charging interest for overdue payments and TPAM is going to correct that starting back with 30 days over the due date. Margaret confirmed that after this meeting TPAM has applied interest on overdue dues payments. Betsy reported that on violations, Tracie will confirm and get a week to talk to the homeowners that are accused of covenant violations, then TPAM will send a letter notifying the homeowner of violations. Then the homeowners will have two weeks to respond or file an appeal. If unresolved TPAM will be made aware and will send out notifications of fines. Mike pointed out the risks involved with Tracie personally knocking on doors and going on people’s property to, for example, moving people’s trash cans. Mike suggested letting TPAM handle it. Audrey agrees with Mike in that there needs to be an order of process. She recommends a more structural process. Audrey suggested one attempt via phone call then defer to TPAM. Betsy suggested this: There’s a complaint, TPAM is notified, and while TPAM is processing Tracie can personally contact the homeowner. If Tracie can resolve, cancel the TPAM letter. Mike shared incidents in the past while he was on the Board. He tried interceding with personal contact and could not reach the neighbor before TPAM sent the letter. So, neighbors that are not accessible get different treatment and the process not being standardized is the problem. Betsy re-introduced the original motion for the Board to validate the complaint, pass on to appropriate committee and immediately send to TPAM. Meanwhile Tracie can personally appeal to homeowner. Frank seconded. Vote passed 2-1. Tracie voted against. Betsy had a question during this meeting about homeowners with delinquent dues and are they not able to vote? TPAM confirmed that yes, they are excluded from the election process.

Pond Report (Midori Okasako)

Click here for the pond report

Midori reported that one of the things that happened was the original well pond pump broke and had to be replaced. The people that came to assess and replace did a good job. Midori found out that our well is over 200 feet down. Now it’s running properly and will possible last another 35 years. Algae has started to be a problem, so a small group of volunteers have been skimming algae every weekend since April. Midori has learned that our algae is not toxic, contrary to popular belief, and is using the skimmed algae as fertilizer. In May, Midori contacted Leon County Mosquito Control for help with controlling mosquitos and has since received 10 gallons of something to release in the pond. Did not catch the name of this. Midori shared that she checks the pond almost daily and have noticed more aquatic action (fish). Midori added that the more we reduce fertilizers and pesticides the better.

Entrance Pavement Damage(Frank)

Frank addressed the damage to the road in the entrance way due to water line repairs. The city came out and did some patch work and apparently, that’s all they are going to do. If this deteriorates the city said they would come out and repair. Frank is still waiting on an estimate to fully repair and smooth out.

Island Gazebo (Tracie Priest)

Tracie reported that we put almost two truckload of concrete in the island hole and it’s still not full. It’s going to need another truckload. Betsy recommended this is done asap. Tracie was thinking about waiting until January and the new year budget, but the experts recommend doing this now because water coming in will erode the progress made. Tracie needed a vote because the prior limit set by the Board was $4000 which this will exceed. Betsy motioned we get this done. Tracie seconded. Vote was unanimous. Tracie brought up that we need gutters, roof on the gazebo. This was tabled under island hole is fixed.

ACC Report (Margaret for Llona Geiger)

Margaret read the ACC report provided by Llona.

Click here for the ACC Report.

Questions/Comments

Mike commented that he does not support a neighborhood garage sale. You will have traffic and safety concerns and it is more trouble than it is worth. Midori asked what we do if a tree falls across the road during a storm. The consensus was to call the Board. If the tree falls on your property, the recommendation was to call your insurance company.

The meeting was adjourned at 8:43 pm.