Board of Directors (2017/2018)



Mission and Responsibilities of the Board of Directors

The mission of the Board of Directors is to protect the investment and to enhance the value of the Members’ properties by managing the following responsibilities:

• Enforcing Deed Restrictions and Architectural Control using reasonable and consistent guidelines that fit with the high standards of a first-class neighborhood as outlined in the Covenants, Conditions, and Restrictions (hereafter Covenants);
• Maintaining a tasteful appearance of the common areas (entrance off East Bay Blvd);
• Providing sound stewardship of Association funds; and,
• Addressing concerns expressed by Members including those related to the safety and the welfare of the neighborhood.

The Board of Directors' operating philosophy and policies are designed to ensure that the Members act in harmony as good neighbors and that any issues surrounding disputes or enforcement of Covenants are to be resolved in an amicable manner.

Directors serve on a voluntary basis and are elected at the Annual Meeting. Should you want to serve on the Board of Directors, please contact a current Member of the Board of Directors.

Project Considerations for 2017/2018

1. Entryway Improvements - Consists of four (4) phases of improvements/changes to be completed in 2015/2016. Phase I completed in August 2015. Phase II is projected to start and to be completed in January 2016. Phase III is scheduled for Spring 2016. Phase IV will require additional research to determine options and cost factors.
   
   
2. Purchase and Develop Land adjacent to the Entrance - Research, cost factors, and viable options are in progress and will be discussed at a future Board of Directors Meeting.
   
   
3. CC&R Enforcemnt 2017 - The Board is working to develop fair and effective enforcement procedures that apply when courtesy notices alone are not effective. During the next Board of Directors Meeting on June/July 2017, the Board will refine the processes and procedures of a new Rules Enforcement Committee and a Fines Committee and a fines schedule will be proposed.  

Covenant Violations

The Board of Directors prefers to work with Members rather than pursue legal remedies to resolve Covenant violations or disputes. However, in those extreme cases where a Member with serious and/or chronic Covenant violations is defiant, hostile, or repeatedly disrespectful of the rules, the Board will use the powers granted by the Covenants and Florida law to enforce the rules as described under Covenant Enforcement on the Covenants Summary page.

Self-Management

For 2017, the Board has transitioned to self-management to perform such tasks as the collection of dues, financial accounting, conducting meetings, record keeping, and enforcement of the Covenants.

The transition from the Realty Masters of Pensacola Team was completed in late March 2017 and has already proven to be a cost-saving event.

Managing our small community consists of tasks and duties that your Board does not take lightly. It will be managed with the highest of professionalism to protect your investment and with the intelligence of soliciting feedback from the membership with all matters outside of normal operations.

The Board will also consult with our attorney to ensure that its interpretation of the Covenants and its enforcement policies and procedures are not only legally sound but that they also conform with what is considered reasonable and customary for a deed restricted community in the area.

Meetings of Members

Pursuant to the HOA bylaws and as required by law, the Board conducts an Annual Meeting of Members in April of each year. A written announcement is mailed to each Member at least 15 days in advance of the Annual Meeting. You may also refer to the Calendar of Events to view the schedule of the Annual Meeting. A quorum of 30% of the Members, i.e. 21 of 67 Members, either in person or by proxy is needed for voting purposes when agenda items require voting activity from the Members. Should you want to see an item added to a meeting agenda, please contact the Board of Directors.

Special meetings of the Members may be called by the Board if important issues arise, particularly any issues which require a vote of the Members.

Meetings of the Board of Directors

Meetings of the Board of Directors are held throughout the year, as needed and generally on a monthly or a quarterly basis. Refer to the Calendar of Events to view the schedule and location of these meetings. Any Member may attend and has the right to speak but will have no vote. A notice is also posted on the Home page to advise Members of the meeting well in advance.

Architectural Review Committee (ARC)

The 2017/2018 Architectural Review Committee (ARC) consists of the following:
Charia Ellison (Chairperson), Rob Bodie, and {Volunteer pending}.

Charita Ellison is the mediator for all communication as it relates to the ARC process.

Charita's role includes the following:

1. Receives, records, and forwards the ARC Improvements/Changes Request Form to the ARC Members for review and consideration.
2. Receives, records, consolidates the responses from the ARC Members.
3. Forwards the overall decision to the HOA Member.
4. Provides assistance to HOA Members and the ARC Members during the entire process.

Important Reminders:
1. Remember to include the time required to complete the ARC process in your project timeline.
2. Work must not be started or performed prior to receiving an approval from the ARC.

Summary of Advance Approval Requirements

Members are required to obtain advance approval for changes and improvements to their properties that their neighbors will see or will be impacted by such as fences, storage buildings, driveway modifications, new color of paint, certain landscaping, etc.

For a complete list of items requiring advance approval, please refer to the Covenants Summary.

ARC Policies and Procedures

ARC Improvements/Changes Request Form

For your convenience, the ARC Improvements/Changes Request Form, Effective April 2017 (MS WORD Format) is available in a Microsoft Office^® Word™ format which can be downloaded onto your computer; modified and completed to fit your circumstances; saved for your reference; and then, submitted electronically to the ARC for review and consideration.

This form is also available in PDF within the Documents, Minutes & Forms section for printing, manual completion, and submission.

A substitute form, letter, or an email may be submitted, given all of the required information necessary for the ARC to consider the request is provided.

ARC Request Form Submission

Requests may be submitted by email to the HOA Secretary or by regular mail to the following:
Bay Pines HOA
P.O. Box 1461
Gulf Breeze, FL 32562-1461

For expedited needs or help with your submission, please call the Danny Linton, HOA Secretary at 1-334-363-9934.

ARC Responses

Requests will be reviewed and responded to within 48 hours from the date of submission, in most cases, depending on the complexity of your improvements or changes.

During the review process, the ARC may require modifications to your request before a final approval is provided. If changes are necessary, you will be required to update your original request and submit it for another review to confirm an accurate exchange of information related to any necessary modifications as well as for documentation purposes. Once the modifications are confirmed, you will receive a response from the ARC.

Important Reminders:
1. Remember to include the time required to complete the ARC process in your project timeline.
2. Work must not be started or performed prior to receiving an approval from the ARC.