Board of Directors (2019 Term)

  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 2019

Entryway & Other Improvements for Spring 2019
(Board Approved on 14 January 2019):

1. Island Improvements:
   a. Remove/discard the multiple layers of mulch and debris.
   b. Add topsoil, if necessary, and St. Augustine sod (exclusive of the area near and around the subdivision sign and at the base of each Palm Tree, Lantana, and Bridal Brush Plant).
   c. 18"-24" from the base of the trees and plants, add a protective barrier, 10-10-10 fertilizer and fresh brown mulch.
   d. Along side of the protective barrier for the first Palm Tree, add a horizontal protective barrier to separate the new sod from the area near and around the sign and add fresh brown mulch.
   e. Expand the coverage contract with ENSEC to treat/fertilize the new sod, as appropriate.
   Benefit: Adding sod, the relevant protective barriers, and the ability for ENSEC to apply treatments/fertilizer will reduce future operating costs with the current annual requirement to replenish this area with fresh mulch and to provide weed/grass control maintenance.
   
   
2. Entrance-side of Entryway Improvements:
   a. Add topsoil, if necessary, and St. Augustine sod (exclusive of the base of each of the newly transplanted Fountain Grass plants and Rose bushes).
   b. 18"-24" from the base of the plants/bushes, add a protective barrier, 10-10-10 fertilizer and fresh brown mulch.
   c. Where appropriate, replenish paint on the fence.
   d. Expand the coverage contract with ENSEC to treat/fertilize the new sod, as appropriate
   Benefit: Adding sod, the relevant protective barriers, and the ability for ENSEC to apply treatments/fertilizer will reduce future operating costs with the current annual requirement to replenish this area with fresh mulch and to provide weed/grass control maintenance.
   
   
3. Corner Improvements:
   a. Add 10-10-10 fertilizer to all trees.
   b. Replenish this area with fresh brown mulch.
   c. Pressure wash and paint the fence that adjoins the property at 1704 to match the existing paint on the fence at the entryway.
   Benefit: Pressure washing and painting the fence to match other fencing at the entryway will provide a consistent view for Members, Residents, and Guests as they enter the subdivision and will also add a protective barrier to the existing fence to increase its longetivity.
   
   
4. Additional Signage:
   a. Purchase or solicit assistance from the Development Services and Public Works Departments of the Santa Rosa County Government and/or the Florida Department of Transportation for a new “No Thru Traffic, No Outlet” sign and three new "SLOW, Speed Limit Strictly Enforced" signs.
   b. Move the current “No Soliciting” sign further down its post and install the new “No Thru Traffic, No Outlet” sign above this current signage.
   c. Install the three new "SLOW, Speed Limit Strictly Enforced" signs below each of the three existing "Speed Limit 15 MPH" within the subdivision.
   Benefits:
   1. May reduce the volume of unnecessary thru traffic within the subdivision.
   2. May bring additional awareness to the maximum speed limit allowed within the subdivision especially with the continued support and efforts of the Santa Rosa County Sheriff's Office.
   
   
5. Reflective Barriers on the Entrance-side of the Entryway:
   Solicit the advice and potentially the approval (if required) of the appropriate department within the Santa Rosa County Government to purchase and install 3 to 4 reflective traffic diverters (preferred), barriers or posts (36"-48” in height) at the very beginning of the entrance-side of the entryway.
   Benefit: Add these devices should make drivers more self-aware upon entering the subdivision which may minimize further damage to the sprinkler system, bushes, new sod
   (to be installed), and the flower bed on the entrance-side of the entryway.

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

During the 2017 Term, the Board 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 continues to depict a major cost-saving event.

Managing our small community consists of tasks and duties that your Board does not take lightly. It will always 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 HOA 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)

For the 2018 Term, the Architectural Review Committee (ARC) consists of the following Member VOLUNTEERS: Charita Ellison (Chairperson), Natasha Gebhardt, and Jason Price.

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

HOA Secretary'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.
5. Reports on all ARC Forms received and processed during Board of Director Meetings.

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 August 2018 (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. Complete instructions are accessible via the following link: Architectural Review Committee Instructions

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/Treasurer 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.

ARC Pre-Approved Fence Color

Would you like to paint your fence to match the fencing at the entryway?

The ARC has pre-approved the following fence color which can be purchased at a Sherwin-Williams retail location or Lowe's Home Improvement Store (Either Weather Shield or Infinity SW Brands are the equivalent at Lowe's):

Sherwin-Williams, Exterior Duration SA Ultra, Color: SW 6089 Grounded (Satin finish).

Important Notes:
1. Though pre-approved, the HOA Secretary still needs to maintain accurate documentation for each property so simply send an email to the following email address and include your House # and start/completion dates: secretary.baypineshoa@gmail.com.

2. An equivalent paint color and type can be purchased at The Home Depot or your favorite retail or discount store and it is recommended that you confirm the color-match with either the HOA Secretary or a Member of the ARC before making your final selection and purchase.

3. The Florida climate and weather can be unforgiving when it comes to exposure to the elements along the Emerald Coast. Painting wooden surfaces has proven to be a more sustainable solution versus applying stain (even after adding a protective coating).