2023DecemberMinutes
BFCA Board of Directors Meeting on Tuesday, December 12, 2023
Tracie Priest, President; Betsy Voorhies, Vice President, Frank Roycraft, Director.
Margaret Stephens, Secretary/Treasurer. Association Members – Mark and Midori Okasako, Ben Clark, Adam Gillespie, Llona Geiger, Mary Brand, Kiki Litchford
The meeting was called to order at 7:04 pm.
Board Nominations Committee - Update (Llona for Betsy)
Llona reported only two nominations for two positions so probably no voting; however, the nominations committee is going to make sure the business at the annual meeting is handled correctly. The annual meeting date was set for January 17th until Tracie pointed out that our attorney, Pat, will be out of town at that time. The next available date for Pat is January 23rd, which TPAM will confirm.
Ben asked who was nominated. Llona reported that Frank is the only one in for the 3-year director position and Adam Gillespie is the only nomination for the 2-year position.
President’s Report (Tracie Priest)
Tracie shared that Blairstone Forest lost two more residents, Keith Tucker (of Brookside) and Rita Leftheris (of Silverwood). They will be sorely missed.
There are more complaints about trash, especially on Brookside. Adam suggested sending emails out about pick up days. Tracie said she will send an email to the neighborhood and try to get people to put out their debris at their curb right before pick up day.
Tracie asked Ben if there is any standing water behind his house (Harvest). There was a report of a possible blockage in the smaller brook that runs under Brookside. Ben said no.
AAA Tree Service (and now fence repair) is coming out Monday to finish the fence on Orange Ave. Blue Sky will be out Monday as well. Currently, Blue Sky is asked to keep the roads clear of leaves with their tasks changing as the seasons do. Margaret mentioned that the new Board or TPAM will need to manage this.
Grounds Report (Kiki)
Kiki reported that not much is happening in the cold weather season. She recommended not cutting back the cold damage to plants just yet. Use the leaves for mulching. USDA released a new hardiness map. Our area was previously zone 9 and now is zone 8. By identifying plants that thrive, we can now introduce more tropical plants (as native as possible, of course). Kiki said the city did not extend our “free trees” in 2024 so we will have to buy them if we plant more. She will verify this.
Pond Report (Midori Okasako)
Midori distributed her detailed pond report. She is continuing applications of beneficial bacteria. Leaves are falling and Midori and Mark are scooping leaves from the pond. She is also sweeping observation deck and small bridge. Midori reminded the attendees that is phosphate, not geese droppings, affects the health of the pond. We are 100 feet below the surrounding area so water runoff from Hilaman etc. is not helping our water quality.
ACC Report (Llona Geiger)
Mary (TPAM) announced that the results are in. By majority vote, Fred Willes won the 3-year term and Tracie Priest won the 2-year term. TPAM will keep the ballots and are available for inspection.
Llona reported that the good news is owners are asking permission and seeking approval for their exterior changes. Calls are coming in asking about new roofs. If the new roof is the same material and same color, no approval is required. There has been some issues with multi-family renting. These residents are on notice. TPAM also sent a violation notice out for another “dead” car. Llona noted a front yard that looks like a yard sale. She asked TPAM to handle it. Changes to the front of the house should be approved.
Llona said it’s still worthwhile to establish a welcome committee and pass along information.
Treasurer Report (Margaret Stephens)
Margaret detailed some notable expenses:
- October $3800 Tree Management was a combination of
- $1800 removal of trees in pond at the end of Brookside (Hurricane Idalia)
- $1500 pruning along roads up to 14 feet
- $500 trim hanging limbs at entrance.
- October $1200 under Gazebo Roof was for installment of gutter.
- October $1732.76 reimbursement to Midori for pond algae treatments
- October $1154.84 Liability Insurance Payment
- October $6,500 a transfer from checking to Road Savings Account
Current account balances:
- Checking: $14,488
- Road Savings: $45,593
- Emergency Fund: $30,092
Margaret mentioned that November is not reconciled to TPAM’s statement yet but there are no major expenditures in November.
Ben Clark suggested having our roads inspected for longevity because we may not be saving enough. Others noted some road edges are breaking off.
Margaret reported that she only saw 4 remaining homeowners that have not paid 2023 dues and will get clarification for the yearend report.
Dues notices have gone out through postal mail and TPAM’s email list. Margaret mentioned you can pay online, and people ARE paying online. You can pay directly from your checking account for free or credit card with a fee. Margaret’s Amex fee was $14. As always checks are accepted. Instructions are on your mailed invoice.
For newcomers and others that didn’t get an invoice Margaret’s recommendation is to email [email protected] This creates a help ticket with TPAM, our management company.
Open Discussion
Adam asked about the salmon house on Silverwood with the pond-erosion problem and if we are liable. Tracie said the HOA is not liable and is waiting on the legal team verification. Betsy said we can do a path without the owner’s permission, but the Board will not do this without the owner installing a gutter. The Board approved the project to complete the pond path but did not approve the money.
The next meeting will be the annual meeting January 17 or 23 (tba)