BAYVIEW VILLAGE ASSOCIATION
BOARD OF DIRECTORS MEETING, MAY 8, 2006
The President called the meeting to order at 9:00 AM.
Introduction of Board Members and Guests: President, Nancy Kragh; Vice President, Bob Azen; Secretary, Robert Retke; and Treasurer, Sherry Robinson
Present: Guests in attendance: Mary Clardy, Bill Clardy, Mary Retke, Alan Thompson, Carol Franznick, Harry Davis, Tony Loughran, Arlene Burns, Sandy Myers, Tom McCay, Loren Kragh, Raydean Patterson, Bob Skodis and Dee McConnell
Minutes of the April 10, 2006, Board of Directors meeting were approved as presented.
OFFICER'S REPORTS
President's Report
No report.
Bob Azen's Reports for the Architectural & Landscaping Committees include:
1. ARC Permits:
#06-031 Lot 37 Hatch, Syd & Richard 19 Apr 06 Flower Bed Replanting
#06-037 Lot 26 Thompson, Alan 24 Apr 06 Flower Bed Replanting
2. Martingale Driveway Repair: Started & completed on 12 April 2006
3. Bestscape will be conducting the backflow checks, setting the time clocks and starting the irrigation system this month. They will contract with Chester Decker. Done last week in April.
4. Fence Maintenance: Casey McKinney is back in town. [Casey previously made repairs to our fences.]
5. Tree Replacement: Between 127 & 171 Martingale Place. (This was an ornamental tree inappropriately removed by landscapers--the Association should consider replacement, possibly with reimbursement by landscaper.)
6. Damage repair at 71 Martingale (Hallock) $65.10. BV HOA to reimburse Norma Hallock. (This damage as a result of a landscaper accident should be reimbursed by landscaper.)
7. Fence Post removed at the Mariner cul d' sac. Rhody planting recommended.
8. Current Landscape Status:
Pending: Invoice for backflow tests plus $250.00 in necessary repairs to the valves.
Bestscape is running about a month behind on lawns, slopes and irrigation system. They have continued to show themselves to be ill-equipped and unprepared to meet the specifications of our contract with them. I recommend that they not be considered for future service to Bayview Village.
9. Alder Management Committee.................on hold.
10. TV/Computer Access/Tech Research Committee..........on hold.
11. Minor shrubbery damage repair required at 111 Mariner and at 93 Martingale.
12. [Landscaping Contract Bid Proposals: a summary of bid amounts is set forth.]
The Treasurer's Report is attached.
Sherry reported that our Operating Balance is $38,399. Our Reserve Fund Balance is $43,229. Millennium credited our account for time without service during the recent electrical storm in the amount of $208.49. The next quarterly statement will offer homeowners an opportunity to request their $3.79 per homeowner share if they wish to request it.
Secretary's Report
No report.
COMMITTEE REPORTS
Pond Committee
Alan Thompson reported that we are still seeking to have Leavitt Trucking visit the pond in order to provide us with exact figures for pond maintenance work. Sherry has been given suggested figures for Teal Lake's reference and for our own budget purposes. PLA, thru Dianne Smeland, has denied us permission to dump the waste product from pond clean up on PLA property. We may want to dump dredging waste on our own property near the pond or it may be possible to dump them into a local Port Ludlow landfill. We estimate $2400 for brush cutting and $3500 for dredging of the north side of the pond. This estimate is based on present fuel prices and could increase.
Hill Committee
No report was presented.
NEW BUSINESS
FY 2007 Budget Discussion and Approval:
There is likely to be a substantial increase in the cost of landscaping services during the 2007 fiscal year, which begins July 1st of 2006. We have received three bids for the new landscaping contract which will come into effect on November 1st, 2006. The lowest bid was from Bestscape, our current contractor, for the amount of $66,015.16. There has been general dissatisfaction with Bestscape's work and neither the Board, nor those homeowners who have expressed an opinion, wish to continue with Bestscape's services for another year. The next higher bid was for $85,419.20. Board members who had seen properties served by that bidder were very favorably impressed. Accordingly, it seems likely that the association will choose to sign with that contractor. The third bid was for $173,440.00. Not only was this bid considered to exceed an amount which our members would be willing to pay but, also, the work of that contractor, as evidenced by the properties the company currently serves in the area, seemed inferior to that of the $85,419.20 bidder.
Given then that the next landscaping contract will be at an annual cost of $85, 419.20 per year and that 8 months of that contract year will be included in fiscal year 2007, our landscaping expense will increase from the current year's $61,322.00 to $77, 247.00. Assuming also that other budgeted expenses remain relatively unchanged from our current budget, our FY2007 total operating expenses would increase from this year's $122,057.00 to $134,706.00.
Further, it was generally assumed that reserves should be maintained at current levels.
Leaving assessments at their current monthly rate of $525.00 per quarter would result in a substantial imbalance in our budget. To maintain a balanced budget we might propose either of two alternatives. We could raise the quarterly assessment a relatively small $25.00 and allow our liquid operating balance to drop to about $10,000.00. This would be below the current figure of $24,000.00, an amount roughly equal to three months of our expenditures. Or, we could raise the quarterly assessment $75.00 to $600.00,and thereby maintain operating accounts at current levels. After some discussion a motion was presented and adopted which stated that these two proposals would be offered to the association for decision by the members at the annual meeting.
Discussion of a possible transfer of responsibility for maintenance of private flower beds, shrubs and trees from the association to individual owners:
There has been a suggestion that it might be appropriate to amend the CC&R's to provide that homeowners, rather than the association, would have the responsibility for tending flower beds, shrubs and trees on private property. This should reduce the quarterly assessment for everyone and it would be more fair to those who do not use the services of the association's landscape contractor in their private yards. On the other hand, such a shift of responsibility might seriously inconvenience those homeowners who, because of travel or other reasons, find it difficult to manage their own landscaping. Discussion of the issue indicated that it is complex and might best be studied by a committee before being proposed to the members of the association.
Discussion of fence around pond and possible lack of security:
It was brought to the board's attention that some of the gates around the pond do not close securely. The most serious problem is a result of stones clogging the latch mechanism. This could present a hazard to trespassers and is a potential liability issue for the association. Bob Azen will get a workman to address this problem.
Potluck following the annual meeting:
There will be a salad and dessert potluck immediately after the annual meeting. It is being organized by Pat Lohrey. A message describing the preparations will be included in the annual meeting packet.
OLD BUSINESS
Village Unification:
Nancy stated that it would be appropriate for the board to meet with the association's attorney to review the status of the matter. A motion was presented and adopted which stated that the board would meet with counsel to review the case prior to the next board meeting.
Landscape contract status:
The landscape contract was discussed in the course of budget consideration.
Alder management committee:
This matter is on hold.
Cable TV/computer access committee:
This matter is on hold.
PLA workshop on homeowner board member training:
The board members who had earlier asked if the board would pay for their participation in the workshop withdrew their requests.
QUESTIONS OF GUESTS
The meeting was adjourned at 11:42 AM.
Next Board meeting: June 12, 2006, 9:00 AM at the Bay Club.
Respectfully submitted:
______________________________________ _______________________________
Bob Retke, Secretary Nancy Kragh, President