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Bristol View Homeowners Association, Inc. Minutes of the Meeting of the Board of Directors 13 October, 2004
Present: Gary Aron, President gary_m_aron@bausch.com John Flowers, VP/Chrmn Architecture johnaflowers@netscape.net Bert Stanley, VP/Landscape bert@berstan.com Gerry Severynse, Treasurer severynse@frontier.net Warren Glaser, Secretary wglaser1@rochester.rr.com Bill Tomlinson, Property Manager bill@northcoastcorp.com Pat Fasano, PJF Property Maintenance pfasano@rochester.rr.com
Guests: Gail Weinstein View Prior Minutes Back to Current Minutes
Meeting commenced at 7:05 PM
Minutes of 24 August 2004 approved
Gail Weinstein reported on the formation of “The Good Neighbor Committee” as an offshoot of the annual block party planning group. The objectives of the committee are to welcome new home owners, assist residents with personal needs, i.e. visits to a physician, or aid in shopping for those not able to do this for themselves , notify residents of personal events, such as offering bereavement and condolence calls, and to encourage general participation in BVHOA activities. In order to foster a sense of community, a member of the “committee” will be assigned to meet with new residents in conjunction with a Board member living in the same area as the new resident. Dissemination of information of interest to the community will be enhanced by increasing the frequency of the “newsletter” to be edited by Gail or members of her committee. All actions will be coordinated with the BVHOA Board. Members of the Good Neighbor group may be listed on the Web site.
Gary Aron reiterated that approved exterior stains/paints should be neutral or match the trim color of the house to which they are to be applied.
Bert Stanley reported on his review of the level of maintenance we currently provide on front yards versus back yards. The proposed 2005 budget will take into account cost of weeding and dead heading of front yards and islands on a more regular basis. Annual plantings will be replaced by perennials at the entrance of BVD to reduce cost. Bert will also see that the plantings at the BV entrance sign are worked on to resolve visibility issues. Pat Fasano will work with Bert to determine whether or not certain presently problem areas for mowing can be converted to require less care and/or better results, e.g. converting difficult mowing areas to mulch or ground cover, fixing deep swales, etc) to minimize the potential need for use of smaller mowers which will prove costly. The necessary increases in mowing may be incorporated into the 2005 budget. Deep root tree feeding will be discontinued because it fosters overgrowth hastening the need for replacement.
John Flowers surveyed the need for replacement of fences between houses in Phase 1 and reported that most residents with fences were not in favor of removing the fences or replacement with other landscaping. Structurally the fences seemed to be in good shape and required painting only and minor repair. All agreed that as replacement was not necessary this item would be removed from planned expenditure for next year. There are 24 sections of fences requiring painting at a cost of $2,500 to $3,500.
The cost of mailbox supports and painting is approximately $1,025 and is to be started this month.
John requested that a purchase order system be implemented. The merits of this will be discussed by Gerry Severynse and Bill Tomlinson.
The private section of Spruce Ridge will be sealed next year (along with all driveways on Spruce Ridge and all driveways and the road, Woodcliff Terrace), and there will be sand in the road sealer for Spruce Ridge and Woodcliff Terrace. Monroe Asphalt has recommended an asphalt repair prior to the sealing (part of driveway at 33 Spruce Ridge and part of adjacent road area).
The Board approved a policy recommended by Gerry: Re: Article 8.01 of the By-Laws of BVHOA – All checks in the name of the Association drawn by NorthCoast Corporation in amounts not to exceed $2,000 and checks not exceeding $10,000 for services covered by contracts with BVHOA do not require individual approval of the Treasurer or other Board member. All other checks require approval of the Treasurer.
Bert Stanley submitted a statement regarding “on street parking” which will be cited in the newsletter and on the web site. Voluntary compliance is to be hoped for.
Approval for a deck already in existence was given for 31 Spruce Ridge as there is no exterior violation.
Bill Tomlinson will revise the Board list included in the “welcome” package to reflect Bert’s Landscape role and John’s Architecture role. The proposed 2005 budget was discussed with respect to increased frequency of mowing and Backyard Secrets changes in activity. Bill also noted that there is likely to be a negative balance in the Reserve Fund at the end of 2004.
A discussion was held on the need to be mindful that we should work to minimize increases in the monthly assessment, given the only slight increase in inflation. At the same time, we must balance that desire against the need to maintain an adequate reserve fund.
The next meeting will be held on 16 November at Warren’s house when further discussion of the 2005 budget will be a major item. [It was subsequently decided that this meeting will be held at 1:30 PM and will be all executive session due to deadline for budgeting – notices to be mailed by the end of November.]
Meeting adjourned at 8:50 PM
Respectfully submitted
Warren Glaser, Secretary |