After the social gathering, the meeting was called to order at 7:30 PM by Gloria Wilner, Board President. In attendance in addition to residents and Gloria, were BV HOA Board members Marilyn Steane, Bert Stanley, Warren Knapp and Fred Weber and our Managing Agent, Bill Tomlinson. 

 Minutes of the previous year's annual meeting were approved as written.

Gloria Wilner made introductory remarks and introduced new residents of our community.

Elections 
As no other candidates presented themselves for election by mail or nomination from the floor, Marilyn Steane was re-elected to 3-year term by voice vote.

Architecture Committee Report

Marilyn Steane noted that for any changes to the exterior of a home, residents are required to download a copy of the Exterior Improvement Request Form ( see http://www.bristolview.org/exterior-improvement-rqst.shtml ) from the community website, fill it out, and submit it to Marilyn, chairperson of the Architecture Committee, for Board approval.  She mentioned that when a home is sold, the Board is required to check the home for compliance. The closing on a home with changes made for which we do not have approved Exterior Improvement Forms can be held up as we await resolution of those issues.

Residents planning to re-paint or stain any part of their home should consult the community website for the approved paint and stain colors although it is simpler to just go to the Hadlock Paint Store in Victor where all of the Bristol View standard colors are all on file.  The community website also contains other approved items such as garage doors, exterior lamps, garage doors, etc.

If residents change their email address or phone number, they should contact Bill Tomlinson and Marilyn Steane so our records remain current and we can contact you if the need arises

On the social agenda, Marilyn reported that the annual Eyebrow Picnic was another success this year with over 60 people attending and that the St Josephs Neighborhood Center where Dr. and Mrs. Glazer volunteer will hold an open house and breakfast on 11/16/2011. Those wishing to attend should contact June Glazer. There will be no Holiday Party this year because it was not well attended last year and takes a lot of work to set up. Marilyn asked for volunteers to take up some of the work of organizing the picnic and other events like a holiday party. The committee would appreciate help by more volunteers.

Landscaping Committee.

Fred Weber reported that, after Fred and Bert Stanley walked the community last week, 22 of our 83 homes have downspouts that are not connected to the laterals which carry the runoff-to the street drains. The lack of a good connection frequently causes run-off erosion which ends up costing the Association money to repair stone walls and other common assets damaged by that run-off. The cost to the Association for of these restorations is significant. Fred suggested that we have a handyman repair all of the disconnected downspouts and then the  Association will simply bill the affected residents for the modest charge involved.

On many homes, the builder installed inadequate gutters to handle the amount of rain run-off. This results in overflows of the gutters adding to our runoff-caused erosion problems. Bill Tomlinson passed out a photo showing the much larger capacity of our recommended 6-inch replacement gutter and downspouts. The photo shown was of the larger gutter and downspouts on the rear of Bert Stanley's home who reported that the larger gutter cured a chronic overflow of his gutters. MIG (formerly Monroe Insulation and Gutter) does the work at a reasonable cost.  Those who notice their gutters overflowing need to ask MIG for an analysis and recommendation.  In addition, residents need to have their gutters cleaned, regardless of their size, at least twice a year due to the abundance of trees in and surrounding the community. Here again, failure of some residents to resolve their gutter overflow run-offs by upsizing and cleaning is costing the Association a lot of money to fix erosion problems. These costs should not have to be borne by the Association and therefore spread to all the residents who are taking proper care of their homes gutter systems . 

The stonework around the front porch of several homes, particularly in Phase I (Bristol View 1 through 33) are eroding presenting a hazard to people who may trip over the loose stones.  Bill Tomlinson can point residents to a competent masonry handyman who can make the grouting repairs. Fred also noted that professionals have reported that attempting to remove the dark mold stains from roofs causes more damage than benefit and should not be done.  When roofing needs to be replaced, the standard roofing material is listed on the community website. Residents can view a new roof at 33 Bristol View Drive which was recently re-roofed.

Fred also reviewed the results of his own testing of a new deer retardant product that will be available next Spring at garden stores.

Because when we replace shrubs in the Spring, many of them die for lack of watering during the warm months. As a result, in the future, except in unusual cases, dead or dying shrubs will be removed in the Spring and not replaced until the following Fall.

The replacement of the entrance sign on Bristol View Drive was reviewed and residents expressed pleasure in the result. In response to a resident question, Fred pointed out that we cannot replace the diseased trees removed from the Bristol View Drive entrance island.  The island is filled with the root systems of the removed trees and the only way to remove them so a smaller tree could be planted would be to dig out the entire area out which would destroy the existing underground sprinkler system and electricals which would then have to be replaced. The Board does not feel the expense is warranted.  If we were to make a major investment, the Board feels it would make more sense to remove the island because it causes problems for snow plows and big trucks such as moving vans trying to enter the street.  No other community in the area has an entrance island for just that reason. 

Gerry Severynse asked that the Board put on its agenda a resolution of the serious drainage problem behind his home. When the builder built the terrace homes on lower Woodcliff Terrace, he simply extended a drainage pipe carrying the rain run-off from behind all of the golf course facing townhomes under the emergency road, ending it behind Gerry's home at 59 Woodcliff Terrace.

Community Website

When polled as to how many had used the website in the past month about 20% of the attendees reported they had.  Bert Stanley then asked for suggestion for changes or improvements to the website. None were suggested although a resident pointed out that we are the only community in the area with such a website and that, in addition to its value to our own residents, it is useful to Realtors and real estate attorneys who need access to community documents.  Bert also reported that, while we're not sure how many will use it, he has initiated a FaceBook page for the community at www.facebook.com/bristolview-hoa.

Financials

Warren Knapp reviewed the Association financials for the first half, 2011 reporting that we were in good shape financially and are, in fact, slowly building up the reserve Fund balance so we can address some major expenses coming in the future, such as the repaving the portion of the Woodcliff Terrace private road and Emergency Road across the golf course which belong to our Association.

In response to a question, Bill Tomlinson reviewed what he does for the Association. He also passed out a spreadsheet of the extensive Reserves fund account he maintains for the Association so we can pre-plan future major expenses. Members of the Board pointed out that Bill gets us substantial discounts by bundling our needs for things like trash pickup, etc with those of the other communities he manages. He also has in hand a dossier of competent workmen, civil and landscape engineers, etc who we can call upon at reasonable cost, again because of the volume of business he brings them

Questions and Answer Period.

A number of residents commented in support of the work of the Board.

In a brief Board meeting following the Annual Meeting, the members of the Board agreed to remain in their current positions. The next HOA Board meeting was tentatively scheduled for November 7, 2011 at the home of Marilyn Steane

 

Respectfully submitted,

Bert Stanley, Secretary