2022MarchMinutes

BFCA Board of Directors Meeting on Tuesday, March 8, 2022

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

Margaret Stephens, Secretary/Treasurer. Association Members – Tommy Briggs, Sherry Webb, Midori Okasako, Mark Okasako, Betsy Voorhies, Mario Lopez, Maritza Mousa, Sue Dinges, Audrey Johnson, Llona Geiger, Kiki Litchford, Kristen Crosby. TPAM Representative – Cindy Hoogerheyde.

Meeting was called to order at 7:04 pm.

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

Old Business

Tracie reported that there’s an update to the Board Director vacancy that we will address later tonight. The search for a lawn care replacement is ongoing. The hole under the gazebo is being studied and will be updated this meeting. No new items for the agenda were received from residents. Tracie said the main purpose of tonight’s meeting is to catch up on reports since we are a few months behind.

Board Vacancy

Tracie re-nominated Sherry Hamilton Webb as the new Board Director to replace Ansel. Frank seconded; motion passed. So, there is now a 3-member Board.

Grounds Maintenance Contract

Tracie reported that Frank and Tracie interviewed, and walked around with, two very qualified land management companies (not landscapers as that is not what we need). Company A has its own nursery and knowledge of native plants, as well as our pond erosion. Company A has the equipment to move the leaves and knowledgeable about invasives. Company B has the same land management skills and manages Centerville Conservancy. The HOA president there gave a good reference. Both companies were motivated to improve our common areas. The cost would be under our $5000 budget this year.

Island/Gazebo Update

Sue Dinges contributed information she got from Chuck Mitchell, who was the owner of Mad Dog Construction, who developed our neighborhood. She learned that the island was man made. Tracie updated everyone that the island is roped off because it may be unstable. The hole in the back of it will be further investigated. Tracie took a day off work to contact DEP, Florida Geological Survey people, etc. etc. A company called Alpha Geotech were the cheapest to get to come out and do tests and determine what the problem is and propose a remedy. Their test will cost $300. Tracie motioned to schedule the study. Frank seconded. Mario asked who put the rocks in the hole. Tracie said there were 2 tons of rocks put in the hole and it started disappearing which is why we need to investigate.

Tracie thanked Ute for keeping the decking clear in the back of the pond while we look for a new land management company.

New Business

Treasurer Report

Click here for the Treasurer Report

Margaret reported that the expenses on the report are as of the end of January, TPAM’s last statements. Starting with the balances at the bottom, the current balance as of yesterday in the operating account is $55,292. The emergency fund account ($30,062) and road savings account ($32,557) haven’t changed much. Expenses to note under the January column are Office Expenses at $621. Margaret is inquiring TPAM on a breakdown of this and would like to identify postage etc. Our budget for office expenses is only $1000 so maybe some of that costs belong somewhere else. Margaret also noted under February $1137 was materials for wood rot repair on the boardwalk and fences done back in November. The $800 on the bottom labeled “Corrections/Non-expenses” were a couple of bad checks on dues payments. They were deposited, then charged back. Margaret added that to reconcile to the bank statements. As of the end of January, 23 homeowners have not paid their dues. Some have paid since then. Cumulative money owed to BFCA is up to around $23,000 which includes past dues AND violation fines. Llona asked if we have assessed interest and placed liens. Margaret said she still doesn’t know about liens but the Board, TPAM, Pat and I will need to meet and get all this straightened out. Margaret said there are 5 that owe over $1000 that we need to place liens on. Llona pointed out that if we don’t place liens, and the property is sold, we lose the money. Cindy added that letters will go out soon to those who own money if they haven’t already. Frank agreed with Margaret in that we need to meet with TPAM and legal and include the new Board member, Sherry.

ACC Report (Llona Geiger)

Llona reported that she now has 4 or 5 people working with her in different areas of the neighborhood which helps with objectivity.

Two requests were acted on positively:

1716 Silverwood replaced a walkway in the back of the house with pavers (Owner insisted on review even though it was in the back of property invisible to anyone but property owner.)
1741 Silverwood replaced a garage door with a sturdier one of a lovely brown color.

Llona said the problem is the requests she has NOT gotten. Owners who move in and forget that a purchase contract in this neighborhood means you buy the Covenants.

So, for example we have someone who we erected a metal fence, and two homeowners’ yards are pure dirt with all vegetation removed. We have turned down at least 4 metal fence requests in the past.

Problem may be ignorance. If so, I would like Board to approve a one-page letter to be sent by Management Company to inform all BFCA homeowners of most important Covenants and refer them to web site for details and for incurring fines.

Important:

Timeliness
Uniformity
Consistency

Slapdash or unequal enforcement leaves us open to charges of discrimination and legal costs. ACC requests are public BFCA documents, so anyone can see what got approved and denied. We have the files. Cindy suggested the ACC letter be added to a letter already sent from TPAM that is sent out to new homeowners that just informs homeowners that yearend financial reports are available if requested. This notifications is required per Florida Statutes. Cindy said she generally adds some housekeeping information.

Grounds Report (Betsy Voorhies)

Betsy provided the following grounds report:

Thanks to the donation of 7 trees by Adopt-A-Tree Tallahassee and the work of several of our neighbors, 3 Black Gum (Tupelo) and 4 ten-gallon Winged Elms were planted around the pond. I’d like to thank everyone who donated trees and time to get the trees planted.
Leaf mulch was replaced on the walkway around the pond. Please make sure that leaf mulch is not removed from any common areas by mistake. Make sure that you tell your yard maintenance people, if you employ them, to leave the mulch in the common areas, especially around the pond. Also, please don’t mow in the common areas, especially around the pond.
Buckeye trees donated to the pond were planted around the bridge area and have been watered by neighbors. All 5 of the trees are doing well. Thanks to everyone who has watered them.
Eradicate Coral Ardesia: I would like to plan a day to cut and paint the Coral Ardesia around the pond. We’ll cut them off as low as possible and paint with the approved herbicide. Once the roots are dead, we can dig them up.
Plant Flowering Trees: Another thing I’d like to do is plant flowering trees around the pond. These will be native species like Native Azalea, Flowering Plum, Redbud, and possibly even some fruit trees like Mayhaw.

Audrey expressed concern about visibility and asked if the plan was to enclose the pond with trees. Betsy said she is a Master Gardner and carefully places the trees and goals are to minimize erosion by adding vegetation and add beautification. Midori suggested also planting milkweed. Tracie added that if anyone goes to Native Nurseries and buys a native plant to donate, the grounds committee will plant it. Kristen asked if there was anything we can plant or do about mosquitos. Tracie said one of the land management companies had suggestions for that. Kristen also reported 3 injured turtles in the last few weeks and there was agreement to monitor them. Kristen even took one to the vet. Ansel reminded everyone to drive slowly and watch for turtles crossing the road.

Pond Report (Ansel Bubel)

Ansel reported that the pond is doing pretty well with the algae blooms the last 5 or 6 months. It has been a little harder to keep the pond filled which might have something to do with the island. On Sunday Ansel trained Tracie and Midori how to operate the pump and provide regular treatment. Ansel will be transitioning away from doing the regular maintenance of the pond but available for assistance anytime.

The meeting was adjourned at 8:35 pm.