Members Present: Sally Eldon, Larry Hubler, Shelly Gerstner, Richard Booth, Art Smart, Carolyn Hotchkiss and Candace Ryan
Excused: Stephanie Russ and Leo Raab
Others Present: Jay Adams, Michelle Alvaro, Fred Sarkis, Bernie Caprini, John Constance, Patt Jones, Bill Ryan, Dave Hewson, Gail Hewson, Mattie Bicknell, Don Titus, Lois Titus, Baird Couch, Marcia Couch, Carol Endres, Ethel Charlton, Joe Charlton, Jan Starowitz and Dave Eldon.
Call to Order: Meeting was called to order at 7:04 PM
Opening Remarks:
· Sally Eldon reported that the file has been closed on the discrimination complaint made to HUD. The legal costs associated with the discrimination complaint were $15,000.00.
· Sally Eldon thanked Dan Stephens, the Pooler foreman and the Parrone engineer for all their hard work. The three entities have been working closely together.
· Sally reminded those present that the Declaration and By-laws meeting will be held on Saturday, June 28th.
Privilege of the floor: Privilege of the Floor will open for questions for 10 minutes. After the time allotted, the floor will close until ‘New Business’ at the end to the meeting. At this time, the Board will take questions that pertain to this meeting for approximately 10 minutes.
Bernie Caprini-5536 Vardon Drive: Had questions regarding the marina bathrooms. Larry Hubler responded. Discussion followed.
Mattie Bicknell-4 Spyglass Hill: Commented that she has noticed that there is some attention being made to the marina bathrooms.
Approval of the May 22, 2008 Board Meeting Minutes:
Motion for approval of the May 22, 2008 Board Meeting Minutes by Carolyn Hotchkiss, seconded by Larry Hubler, motion carried.
Reports:
Bristol Harbour Resorts/Steering Committee: By Larry Hubler:
· Re-planking of the docks began in the fall and was completed in the spring. As boards deteriorate and loosen they will be replaced/repaired.
· BHVA fixed the landing at the bottom of the stairs leading to the marina bathrooms.
· Michelle reported on the signage that has been installed in BHVA. She and Dan have worked closely with the Developer. A sign was placed on the sluiceway gate informing trespassers that they will be prosecuted.
· A new committee has been formed to identify, prioritize and act on beach and docks access and safety issues. The goal is to work towards resolutions of community concerns. Candace Ryan, Stephanie Russ and Sue Hostler are members of the committee. Resident input is welcomed.
· Action items will be brought to the Board.
Motion for approval of the Steering Committee Reports by Larry Hubler, seconded by Carolyn Hotchkiss, motion carried.
Property Managers Report: By Jay Adams:
No comments at this time. A report was forwarded to the Board.
Standing Committee Reports:
Environmental Committee (EC) Report-By Carolyn Hotchkiss:
Carolyn Hotchkiss provided an overview of the following topics:
· Carolyn Hotchkiss thanked Kenrick for forwarding demand letters. She also thanked Richard Booth for his follow-up with a resident on SGH.
· Richard Booth stated that bids were received for the driveways that need to be completed. This information will be forwarded to the residents.
· 10 applications were approved. 1 was denied. The application denied did not meet the Vardon Drive guidelines.
· The EC is now requiring builders to inform the committee when a lot has been staked out so that a member can review the site.
· The guidelines are being finalized. They are to be presented to the Board in July or August and input will be requested from the Board.
· Sally Eldon announced that Carolyn Hotchkiss is now the in-house gardener and thanked her for her services.
Motion for approval of the Environmental Committee Report by Carolyn Hotchkiss, seconded by Art Smart, motion carried.
Facilities Committee Report-By Leo Raab:
In Leo’s absence Michelle Alvaro and Richard Booth provided a brief update on the following:
· The trash compactor was repaired. The damage to the compactor was due to a power outage. Two residents also reported damage to personal equipment. Michelle Alvaro has followed up with RG & E. Michelle Alvaro will contact an electrician to investigate safety systems for the trash compactor.
· The SGH road project is moving along as scheduled. A meeting will be held on June 30, 2008 to listen to concerns/issues and answer any questions residents may have about the project.
· The fence for the trash compactor is scheduled to be installed.
· Richard reported that there are budgetary constraints to what BHVA can do. The committee would like to have a report completed by the engineer for Golfside Circle. Golfside Circle is the next road scheduled to be repaired/replaced. The committee will seek Board approval for the engineer to complete a feasibility report for Golfside Circle.
Motion for approval of the Facilities Committee Report as presented, by Richard Booth, seconded by Carolyn Hotchkiss, motion carried.
Recreation Committee Report- By Shelly Gerstner:
· The next Neighbor’s Night will be held at John and Ellen Beck’s-5561 Lakewood Trail this coming Saturday. This will be followed by a bonfire on the beach.
· A one year anniversary of the Community Center is being planned for September. The format for the event will be the same as that of a Neighbor’s Night.
· Betty and John Kisslinger- will host Neighbor’s Night in July.
Motion for approval of the Recreation Report by Shelly Gerstner, seconded by Richard Booth, motion carried.
Treasurer’s Report-By Stephanie Russ and Jay Adams
Jay Adams provided overview of the BHVA May 2008 financials and the BHVA reserve.
Motion to accept the Treasurer’s Report as presented by Jay Adams by Larry Hubler, seconded by Richard Booth, motion carried.
Special Committee Reports:
Town Board/Planning Board-By Larry Hubler:
Larry provided an overview of the following:
· Larry Hubler is now attending the Town Zoning Board meetings.
· The Town is going to sell excess equipment in order to recoup some of the funds that have spent on gasoline.
· Larry Hubler has minutes if anyone is interested in seeing them.
· A pump station for Bristol Mountain was reviewed at the last Planning board meeting.
· The Ketmar project is still a topic of discussion at the Zoning Board meetings. A meeting is scheduled for July 7, 2008. Citizens should attend this meeting to voice any concerns they may have with the project.
Motion for approval of the Town Board/Planning Board/Zoning Board Report by Larry Hubler, seconded by Candace Ryan, motion carried.
Community Center Update-By Dave Eldon:
Dave Eldon provided an overview of the following:
· The missing pavers are being taken care of.
· The walkway lights have been installed and are working.
· The Art class on Tuesday’s is being well attended.
· Members of the Community Center Committee were given one free rental.
· A 60th wedding anniversary was held at the center. The sheriff was contacted regarding the noise. The committee will meet discuss if bands should be allowed on Sundays.
· The Capital projects for the center have been completed.
· The monthly income from the $12.00 assessment is roughly $200.00 more than the monthly mortgage.
· Carolyn Hotchkiss thanked the associations that have donated funds for plantings/flowers for the Community Center.
· Sally Eldon reported that Danny Bears, who provided our playground equipment, lost his business in a fire.
She suggested that as a community we could do something for him and his family.
Motion for approval of the Community Center Report by Richard Booth, seconded by Larry Hubler, motion carried.
Declaration:
The meeting dates were announced. Residents are encouraged to submit any information in writing if they cannot attend the meetings.
Communication Committee-By Art Smart:
Art Smart provided an overview of the following:
· Wendy Blackstone’s Villager/Web Site report was reviewed.
· Art Smart presented Wendy Blackstone’s proposed new layout/design for the web site. Wendy is looking for direction on this. If the Board has any input, please contact Art by e-mail or by phone.
· Art is researching the possibility of conducting a survey of new residents to gain understanding of the new owner process, to identify improvements, and to understand the needs/wants of new residents.
· A flash report will be distributed in between Villager publications.
· A request to offer a contest to name was presented to the Board.
Motion to approve a contest to name the flash report and offer a $50.00 prize by Art Smart, seconded by Richard Booth, motion approved.
Motion for approval of the Communications Committee Report by Art Smart, seconded by Candace Ryan, motion carried.
Nominating Committee-By Richard Booth:
There are three vacancies on the Board this year. Two vacancies are for three year terms and one vacancy is for a two year term. As reminder, Stephanie Russ was appointed to fill a Board vacancy. The committee is meeting to review nominations.
Citizen of the Year Committee-By Richard Booth:
Richard Booth reported that there are still four applicants for Citizen of the Year. The winner will be announced at the annual meeting.
Motion for approval of the Nominating and Citizen of the Year Report by Richard Booth, seconded by Carolyn Hoichkiss, motion carried.
Old Business:
No old business at this time.
New Business:
Baird Couch-30 Andrews Way: Asked if BHVA has looked into the feasibility of having swipe cards for the tennis courts, beach and elevator. Discussion followed.
Carl Evanoff-146 Cliffside Drive: Reported that there was glass, branches and garbage that needed to be cleaned up on the beach/docks. Carl also inquired if there was a component for penalties in place if a builder does not follow through with the approved plans.
Marcia Couch-30 Andrews Way: Reported that there is a dead deer in the water near the canoe racks. Michelle Alvaro reported that she had contacted the head of the Watershed Task Force and he stated that there was not a concern for contamination to the beach because only a skeleton remained. Michelle has followed up with Paul Lamphier regarding the dead deer and the need to remove it.
Bernice Caprini-5536 Vardon Drive: She reported that Bristol Harbour Village pays 15% of the taxes for the entire town. Bristol Harbour pays $61,250,700.00 in taxes. The taxes for the entire town are $407,619,000. Bernie stated that the set backs for homes is the responsibility of the Town of South Bristol and they should review the site plans.
Fred Sarkis-28 Cliffside Drive: Informed the Board that he is going to write a letter to the residents regarding water and sewer issues he has raised. Art Smart responded that Don Titus and Dick Johnson met to discuss a plan to address the issues raised by Fred.
Mattie Bicknell-Spyglass Hill: Stated that if an EC member is going to review a staked out site plan that they should be qualified to do so and they should have the credentials to carry out such a task. Jan Starowitz and Carolyn Hotchkiss responded.
Michelle Alvaro-BHVA Site Manager: Forwarded a message from Mattie Bicknell that she forwarded earlier to Michelle for the maintenance staff. She wanted to thank them and praise them for a great job they did on cleaning the tennis courts.
Meeting was adjourned at 8:21 pm
The next Board of Directors meeting will be held on July 24, 2008.
Minutes Approved July 24, 2008
Michelle Alvaro; Recording Secretary-BHVA Board of Directors