BAYVIEW VILLAGE ASSOCIATION

BOARD OF DIRECTORS MEETING, MARCH       13, 2006

The President called the meeting to order at 9:04 AM.

Introduction of Board Members and Guests: 

Present:  President, Nancy Kragh; Vice President, Bob Azen; Treasurer, Sherry Robinson Absent:  Secretary, Bob Retke

Guests in attendance: Mary Retke, Raydean Patterson, Rick Rozzell, Arlene Burns, Bob Burns, Beverly Clements, Loren Kragh, Alan Thompson.

Minutes of the February 13, 2006, Board of Directors meeting were approved as presented.  Minutes of the February 16, 2006 Special Meeting of the Board of Directors were approved as presented.

OFFICER'S REPORTS

Vice President Bob Azen's Reports are attached.

Bob's Report for the Landscaping Committee includes:   Monthly landscaping schedule spread sheet; Weekly and Yearly Task Lists from Bayview Landscaping to Bestscape, White Stake List and Instruction Sheets.

Pruning trees

In response to a homeowner request Bob indicated he would instruct the landscapers to keep trees at a level to prevent rodents accessing roof tops.

Irrigation system

Bob indicated he believed Bestscape would be able to handle routine maintenance. 

Windrose/Martingale Hill

It was noted that the current status of the planting on the hill are disappointing.  It was suggested that most or all of the plants be taken out and replaced with low flowering native vegetation.  It was suggested that a group work with the Hill Plant Committee to choose plants that would provide cover and stabilize the soil.   It was decided to try a few plants to determine their success. 

Alder Management Committee and Slope Planning Committee

Bob noted that there is renewed discussion of alder removal at the base of the Windrose slope.  There is concern about maintaining slope stability.  Nancy suggested a group of 2-4 residents be identified to address slope management.  The Committee members would assemble data on possible replacement plants and suggest budgeting for future alder removal.  Consideration was given to requesting a State Natural resources consult on alder management.

Architectural Review Committee

Driveway repairs

Bob indicated that he received a bid from Roy Hill to do driveway repairs at 171   Martingale for a minimum payment of $1200.  A motion to allocate $1200 for the repairs was made, seconded and passed.

Fence repairs at Mariner cul-de-sac

Two panels of the fence at the beginning of the trail were damaged during the recent storm.  The support posts broke off their foundation.  After inspection it was determined that the remainder of the damaged posts need to be removed.  Bob will arrange for the removal.  It appears that the damaged fencing does not need to be replaced.

Cable/Internet Access Research Committee

The Board discussed ways to improve internet service to the village. Nancy stated she had a discussion with our service provider, Millennium, and was told that service adjustments are dependent on user input.  Bob suggested that a group of about seven to eight individuals be identified to research ways to be effective advocates to improve our service.    Nancy requested Bob to identify committee members and submit a written charter for the committee identifying tasks and goals.  Formation of the Committee will be reviewed and considered for authorization at the next Board meeting.

The Treasurer's Report is attached

Sherry reported that our Operating Balance is $27,462.  Our Liquid Reserve Balance is $9,347.  Our Reserve Fund Balance is $41,229.

Secretary Report

COMMITTEE REPORTS

Pond Committee

Alan Thompson reported.  Cat tail cleanup was deferred for the last two years and needs to be done this year.  Alan will get an estimate for the budget.  We will need to inform Teal Lake's Pond Committee of the amount of their share of the cost.  The dredging and trimming of the brush should be done after the growing season in the fall.  Alan suggested the Board follow up with PLA about disposing of debris from the cleanup on PLA property adjacent to the Pond. 

Trail Committee

Mike Porter Trail, Committee Chairman, has requested that a 5 foot swath be cut ahead of the gates protecting the Pond to Ludlow Bay Road.  It was suggested that the Board check with the County to determine if there is a need to file for an easement.  It needs to be determined who owns this property.  The Board will continue discussion of this item at the April meeting.

OLD BUSINESS

Village Unification Status

Nancy reported that we are waiting for an update from our attorney. 

Fee schedule for late quarterly dues payment

The fee schedule voted on three months ago will remain in effect.  Sherry clarified that the 2% penalty is based on the total amount of the quarterly dues and is not in violation of either the State rules for late fee charges or our By-Laws.

Secure Mailboxes

Deferred to the June meeting.

NEW BUSINESS

2006 Christmas Party 

The Board agreed to reserve a room at the Bay Club for December 5, 2006 for a Christmas Party.  Further plans deferred.

RFP for Landscape Contract

The Board agreed to a time line for completion of bidding and selection of a contractor.

3/17           Mail RFP to possible contractors

3/24           Allow for questions and site visits;

4/14           RFPs answers due;

5/1              Select contractor;

5/8            Budget completed and reviewed at May Board                                                        meeting;

5/20           Send packet for annual meeting to home owners;

6/29           Annual meeting.

A copy of the RFP as approved by the Board is attached.

The meeting was adjourned at 10:40 AM. 

Next Board meeting:  March 13, 2006, 11:03 AM at the Bay Club.

Respectfully submitted:

______________________________________             _______________________________

Bob Retke, Secretary                                                      Nancy Kragh, President