Bayberry Lakes Homeowners Association, Inc

Bayberry Lakes Homeowners’ Association, Inc.

Board of Directors’ Meeting Minutes

Thursday, August 25, 2016

Guest Speaker: M. Chitwood, Daytona Beach Police Chief, was introduced by President B. Kamer. Chief Chitwood has been the Chief of Police for Daytona Beach for 10 years. He has promoted the improvement of modern technology including, but not limited to, the use of body cameras and tag readers on main access roadways. Those present showed support for his current candidacy for Volusia County Sheriff. B.K. Williams, Caption of Bayberry zone, was introduced and contact information was distributed. Discussions occurred regarding car burglaries, light at Tournament, parking of roadways, hiring of a detail officer, and speeding.

Call To Order: The Bayberry Lakes Homeowners’ Association, Inc., was called to order by President B. Kamer, at 7:20PM, August 25, 2016, at the Bayberry Lakes Homeowners’ Clubhouse, Daytona Beach, Florida.

Roll Call and Determination of Quorum:

Bill Kamer President Present

Kevin M. Tucker Vice President Present

Thomas Zahnen Treasurer Present

Sabrina Zahnen Director Absent

Kathleen Ridell Director Present

Norm Stuart Director Present

Adam Tominsky Director Present

Motion made by T. Zahnen, seconded by K. Ridell, to appoint Adam Tominsky as Secretary.

Approval of Minutes: Motion made by K. Tucker, seconded by T. Zahnen, to waive the reading and approve the Minutes of June 23, 2016; motion carried.

Financial Report: T. Zahnen provided a written and verbal financial report including, but not limited to: August Balance Sheet, Profit and Loss Budget vs. Actual. Collections are improving with 9 units $1,000 over (June 12) and 26 units $400-$700 (June 35). Motion made by N. Stuart, seconded by K. Tucker, to approve the financial reports as presented; motion carried.

Committee Reports:

ARC: Motion made by A. Tominsky, seconded by T. Zahnen, to approve the current ARC Committee as Kathleen Ridell, Norm Stuart, Scott LeCates, Sabrina Zahnen, Jim Powers, Thomas Zahnen, and James Henderson; motion carried. Minutes for June, July and August 2016 were provided to Board for review. The on-line ARC application was edited to include that ARC applications are to be submitted no later than the 20th of the month. The ARC application was also edited to include a shortened time frame if the application is being completed per a violation. 152 Boysenberry completed an ARC request but work has not started. Management to request status. 417 Bayberry management to request actual paint choices as the color painted does not appear to the actual no. 4 option when applied.

Neighborhood Watch: B. Kamer reported 1 parking accident occurring within the week.

Block Happenings/Communication Committee: B. Kamer reported attendance of the August 13th community picnic being approximately 65 residents. Vendors were invited as well. A chairperson is needed for a community garage sale. Bears were discussed as not being seen recently perhaps due to bear hunting. Member present discouraged as owners still leaving trash out by roadway after hours.

Yard of the Month Committee: Bob and Kathy Medlin 541 Bayberry Lakes Blvd was yard of the month in July and Richard & Shelia Minor 544 Bayberry Lakes Blvd was yard of the month in August. Members were reminded to vote on-line between the 1st and 10th of each month.

Violation Committee: Clifton Management provided a written and verbal report that in July 85 violation letters/door hangers were sent/40 have since closed. In August 45 2nd Notices have been sent and 17 new violations have been sent. Motion made by T. Zahnen, seconded by K. Ridell, to appoint John Williams, Will Harvey, Rick Minor, Kelly Boring, and Chuck Kushlan as the Violation Committee; motion carried. A date/time to be scheduled for a violation hearing.

Unfinished Business:

(Note: Management provided Board a written management report for August 2016.)

Legal: Management provided a written outline of legal matters concerning 417 Bayberry, 432 Bayberry, Commercial Property Maintenance, and Rules and Regulations. B. Robertson was present and requested the board research further Article 11 (11.11.0) regarding the boards authority for the issuance of rules and regulations. Several board members volunteered to review the current rules and regulations for corrections. Owner of 432 Bayberry was present and while admitting to 5 residents at the home, stated it was not purchased as a business. An informal meeting was requested following the meeting.

Common Area Pressure Washing: 3 proposals were reviewed by board members. Motion made by T. Zahnen, seconded by A. Tominsky, to approve Pressure Clean USA in the amount of $745 for the clubhouse, basketball court, pool deck, and light cleaning of the guardhouse; motion carried.

Security Cameras: Motion made by A. Tominsky, seconded by K. Tucker, to table discussions; motion carried.

New Business:

Ponds: B. Kamer and management have been discussing the current lake conditions with vendor, Mallard. A community email was sent outlining some of those discussions. Board/Management will continue to work with Mallard in obtaining the final drainage map from St. Johns Water Management, proposals to clear/clean areas of overgrowth, the purchase of carp/tilapia, the front 2 lakes proper drainage, and the ponds/areas closest to Cinderberry/Playground and Briarberry/Hollyberry having an unusual sludge like debris. Correspondence was obtained from Vertex advising that fountains do not assist with aeration as well as a proposal in the amount of $4,055 to repair 1 of the fountains that is inoperable as well as $78 to investigate the second fountain. N. Borrows expressed his sincere concern regarding the current condition of the lakes and the lack of service provided by Mallard. Motion made by T. Zahnen, seconded by A. Tominsky, to approve the purchase of 50 carp not to exceed $500; motion carried. It was noted per the current carp permit, it will be capped out with 50 additional carp. Management will confirm the delivery of carp in the later part of the year and research the re-issuance of a new permit.

Failure to submit ARC application prior to project starting: Discussion occurred regarding the procedure for handling situations in which an ARC form was not completed prior to work beginning. They will continue to be handled on a case by case basis.

2017 Proposed Budget/Annual Meeting Schedule: T. Zahnen and A. Tominsky will schedule a time with Kathy c/o Clifton Management for 2017 budget review. The proposed budget is scheduled to be mailed to all owners on or about November 1st with the notice of its approval by the Board December 1st.

Bayberry Cove: B. Kamer and residents present discussed the City meetings regarding 2 new developments estimated to be building 950-1200 and 6500 new homes. Issues such as setbacks, buffers, traffic, no pool/clubhouse, water drainage are all concerns. B. Pittillo has agreed to act as chair for a proactive committee to attend City meetings (next is Oct. 5th), research the community becoming gated, corresponding with owners, maintenance of entryway, and more.

Open Floor/Resident Participation:

Next Board Meeting: October 27, 2016 at 7:00PM.

Adjournment: Motion made by A. Tominsky, seconded by K. Tucker, to adjourn the meeting at 8:40PM; motion carried.