Innerarity Island Homeowners Association Board of Directors Meeting November 6, 2011 Opening: A quorum being present, the quarterly meeting of the IIA, Inc. Board of Directors was called to order at 5:01pm on November 6, 2011, at the Innerarity Point Fire Station by James Buttram. The required notice was posted on the Community Bulletin Board with more than a 48-hour notice. Board members present: James Buttram, Peg Gilmore, Glenn Barbee, Joe Ward, Steve Crowdus and Ken Bolton. George Bush was absent. Others present: Vann Goodloe, Kip Tinker, and Dick Monish Approval of Minutes: After correction of a typographical, Glenn moved to approve the minutes of the previous meeting with Ken seconding. Motion passed unanimously. Committee Reports ACC Report attached. Glenn moved and Joe seconded that Ray write a letter requesting an explanation from Mr. Pauling, 5523 N. Shore Road, regarding why the trees were cut before receiving ACC approval and how the large cypresses were removed after having been cut down. Nominations Committee Ken reported that Crystall Gainey is a definite nominee for the Board at our annual meeting. Since we have three vacancies to fill, we need two more. Mike Grey is tentative. The Nominations Committee for next year was constituted with Ken being Chairperson and James Buttram and Dick Monish being members. To comply with our Bylaws, this committee will serve from the Annual Meeting in 2011 until the Annual Meeting in 2012.
Gate Committee No report from Joe. James advised that per Ray Etheridge we have a revised quote from All Tech to fix the gate. The first bid was for $838.75 but after closer inspection, they realized that the gate had to be replaced, not repaired, for a quote of $3285. The Board agreed to proceed on the basis of the revised quote. Joe moved and Peg seconded to replace gate lights with energy efficient ones. Motion carried unanimously. Glenn advised that he felt a camera is needed on the Gate. Joe will talk to Mike Jones for recommendations. Glenn moved and Steve seconded to approve budget line item of $5000 to buy and install camera system at gate. Motion carried with five for and with Peg abstaining. Beautification Committee: Report attached. Roads Committee: Report attached. James asked about flat curbs at intersections. Van said they were very expensive. He will check on price. He further stated that scraping asphalt would increase costs by 35% but would extend road life by double. James asked how much is saved in staging cost when we combine two years of resurfacing, to which Vann replied $1000. Development Committee: James Buttram reported for John Fennell. Upon checking with the Escambia County Development Review Committee, there have not been any applications filed for new developments on Innerarity Island. Joe advised that Fayette Dennison will be clearing property and develop the last phase on the island (Seascape area). He intends to remove the large pine trees. Since he is developing the lots, Joe expects some of our neighbors to ask questions, especially regarding the 5 rule. This will be clearing of the large pines by professional timber company which will allow Gulf Power to do their thing. Treasurer Report Report attached.
Glenn presented the proposed budget for next year for presentation at the Annual Meeting. Glenn moved and Steve seconded that it be approved as presented. Motion passed unanimously. OTHER BUSINESS: 1 & 2. BOD actions without meetings on August 5, 2011 and September 8, 2011: Report attached. 3. Unapproved outbuilding and fence at 16262 North Shore Drive: James reported that Ray told him our attorney filed a lawsuit last week to force removal. 4. Escambia Country Districts 1 & 2 Town Hall Meeting, 8-30-2011: James, Joe and Vann attended. New businesses on Bauer will include sports complex, fast food restaurants and hotel. Other items noted were: plans to make Bauer four lanes, sewer work to begin in December on Perdido Key, plans to make Perdido Key Drive four lanes with bike path, county looking at buying land for beach access, WCI to build hotel and convention center, Perdido Key Association wants no development, YMCA going in at Baars Field as soon as $6 million has been raised, new fire station is $10 million project to include Chamber of Commerce, meeting rooms and heliport on roof. 5. Proposed new Security Committee: James suggested that an Advisory Committee on Security be constituted due to the recent break-ins. 6. Reactivate website committee: James suggested that a website committee be activated to enhance the website with History, Picture, Covenants, etc. NEW BUSINESS: James presented the 2011 Letter to Members for review and approval by the Board. Ken asked that we consider a speed bump between Egret Circle and Blue Heron Circle to combat the continuing speeding. Joe will have his wife appeal to the most egregious offender. James reminded BOD members completing their term of service to pass their handbooks to their BOD replacements.
James encouraged BOD members to attend the 2012 BOD organizational meeting. ADJOURNMENT: There being no other business, Peg moved and Joe seconded that the meeting be adjourned. Motion carried unanimously and meeting was adjourned at 7:05pm. Submitted by: Peg Gilmore
ACC REPORT November 6, 2011 1. Jack Keal, 16264 N. Shore Drive Request to remove dead tree approved with no impact fee. 2. Eunice Martin, 16265 N. Shore Drive Request to remove deal tree approved with no impact fee. 3. Martha Deposito, 16359 N. Shore Drive Request for extension of screened pool area approved with $500 impact fee. 4. Kathy Goldsboro, 16268 N. Shore Drive Request to repaint stucco trim approved. 5. David and Rachel Rigdon, 16302 N. Shore Drive Request to remove trees and build pool pending 6. Kinsey Armstrong, 16262 N. Shore Drive I received a call in early November requesting the amount of the impact fee for the crane needed to remove the gazebo. I told him it is $500. I also advised him that he would be responsible for any road damage and that I needed advance notice of the date the move would take place. 6. Mr. Pauley, 5523 N. Shore Road Request to move several large trees within ten feet of his house. I told him his request was tentatively approved pending details on how the trees were to be removed. I told him if a large truck was required to haul them away, an impact fee of $500 might be assessed. He said he had not yet talked to a tree removal firm but would let me know the details after he had done so. I never heard from him again, but the trees have been removed.
November 2011 Board Meeting Gate Landscaping Beautification Committee Report o Phase 2 will include: Putting down sod on both sides of gate area, inside and outside the gate, to cover bare areas, thus providing a finished look to our entryway. Creating a planting area in front of existing shrubbery for annual flowers Designing an edging look (yet to be determined), utilizing the left-over brick from entryway column construction Extending irrigation system with sprinklers to cover sod and flower beds. o Planned completion date- April 2012 o Estimated Phase 2 cost- $1200 Electrical box servicing the irrigation timer needs to be taken off of the gate circuit. Tripping the gate breaker, when gate if damaged or inoperative, shuts down the irrigation. Bid from Hual Electric to accomplish this is $120. To be completed ASAP. MOWING CONTRACT PROPOSALS Right-of-way mowing contract proposals will be solicited and submitted to the Board by April 2012 meeting. GREENWAY CLEARING AND MOWING Three contractor bids required and not yet solicited Estimated cost between $1500 and $2300 Will include proper disposal of removed brush
RIGHT-OF-WAY VEGITATION PRUNING Bids to be submitted by April meeting Cost will be determined by the amount removed to clear 5 to 6 ROW clearance. Bid to include proper disposal of cut trees and brush. COMMUNITY LOT IMPROVEMENTS Split rail (two rail) fence covering the entire front of lot (measured at 90 ft.), including 12 bags of cement, at today s prices==-$705 + tax Volunteers to install the fence Removal and disposal of the rotted logs--? Original entry sign has been relocated to Community lot. BOD ISLAND PICNIC SUN, 1-3:30, SUN, NOV.13 Effective with the December membership meeting, I will resign as Beautification Committee Chairman. It has been my pleasure to serve my fellow islanders in this capacity for the past 51/2 years. Kip Tinker
ACTION WITHOUT MEETING AUTHORITY: IIA BY-LAWS,ARTICLE IV.,SEC 5 1. All-Tech bid for preventative maintenance of gate. Aug 5, 2011 Approval of actions without meeting and acceptance of bid. of e-mail Board Member Date & Time Stamp 1. Glenn Barbee 8/3/11 11:39 AM 2. Ken Bolton 8/3/11 2:01 PM 3. Joe Ward 8/3/11 5:50 PM 4. James Buttram 8/3/11 8:11 AM 5. Steve Crowdus 8/5/11 10:10 AM 6. Peg Gilmore 8/5/11 6:57 AM 7. George Bush 8/5/11 9:51 PM 2. Engage attorney in removal of unapproved building at 16262 N. Shore Dr. Sept 8, 2011 PM 1. James Buttram 9/6/11 11:13 AM 2. Ken Bolton 9/6/11 11:39 AM 3. Glenn Barbee 9/6/11 04:51 PM 4. Joe Ward 9/6/11 05:16 5. Steve Crowdus 9/6/11 06:55 PM 6. Peg Gilmore 9/7/11 06:21 AM 7. George Bush 9/8/11 08:31 PM
ROAD COMMITTEE REPORT - NOVEMBER 2011 MEETING In response to the BOD request, the Road Committee has revised the attached Master Road Plan to incorporate all Island roads as directed by the July BOD Meeting. According to the Treasurer, it appears this year's annual budget will carry forward approximately $65,000 into next year. If an emergency fund of $30,000 is maintained and the 2012 budget realizes $53,000 in income and $35,000 in expenses, the potential is to add $18,000 to the Road or infrastructure funds in 2012. As such, we have advanced all dates in the Plan to begin next year (2012 vs. 2013). The Plan would be to resurface both Red Cedar and North Shore Lane (first 132 feet) in 2012 at an estimated cost of $32,500. If the Developer does further develop the Seascape area, we could move their resurfacing ahead of other non-used roads/circles on the island. The addition of the resultant Seascape income would also benefit the Association in the outlying years. Of course we can always adjust the schedule for outlying years as more development occurs. After all, this is strictly "a plan" for the future and we will tweak it annually as may be required. Grass is growing up in the roadbeds of several unused roads. The Road Committee did apply "Roundup" and scraping to grass growing in portions of the asphalt roadbed on North Shore Court. While somewhat effective, this is a very time-consuming and labor intensive effort. Submitted for review & approval. Vann Goodloe, Chair November 1, 2011
MASTER ROAD PLAN for Innerarity Island Association, Inc. August 2011 REVISION PURPOSE: The following revised Master Road Plan is intended as a planning tool for the Board of Directors to maintain all Island roads, less the causeway, in a reasonable operating condition and within the Association budget. This revision will be submitted at the next regularly scheduled Board of Directors (BOD) meeting. The overall Plan was developed using the information and analysis provided by PSI and Kenneth Horne & Associates (2002) to the BOD, Innerarity Island Association. At the July 2011 BOD Meeting, the BOD voted to include ALL island roads in the Plan. This resulted in the addition of nine (9) additional roadways. OVERVIEW: Resurfacing for all roads on the island will consist of 1 ½ overlay of FDOT S-1 asphalt. Installation and replacement of curbing is not included in these estimates. Estimated costs include mobilization, cleaning of surface, leveling and patching, and Type S-1 resurfacing. The Board of Directors approved a repaving schedule that is based upon repaving projects every other year beginning in 2009 to include a revised priority listing shown below of roads to be resurfaced. Sixteen (16) projects are listed in priority order over a thirteen (13) year period with estimated costs (all shown in Year 2011 dollars) and approximate distances/square yards to be resurfaced. A conservative estimate of future year costs would be 10% per year inflation based on year 2011 dollar amounts (shown) and an increase in asphalt costs. Lengths are all approximate and will require Roads, Inc. final certification. Street Length Cost $ Date/Year Repave Red Cedar St. (West) 3500 SY $30,000 2012 North Shore Lane (1 st 132 ) 300 SY $2,500 2012 Egret Circle 500 SY $4,250 2014 Blue Heron Circle 650 SY $5,500 2014 North Shore Way (East) 3000 SY $20,000 2014 North Shore Rd. (East) 6000 SY $40,000 2016 Red Cedar St. (East) 3000 SY $20,000 2018 North Shore Court (East) 345 SY $2950 2018 North Shore Cove 1040 SY $8,850 2018 North Shore Lane (Phase 2) 1065 SY $9,050 2020 Seascape Drive (Phase 2) 2400 SY $20,400 2020 Seascape Street (Phase 2) 2000 SY $17,000 2022
Seascape Circle 1100 SY $9,350 2022 Seascape Court 920 SY $7,850 2022 Seascape Lane 1950 SY $16,600 2024 Shores Circle 500 SY $4,250 2024 Notes: (1) Road resurfacing completed in 2006 included North Shore Drive, west end of Innerarity Point Road, Innerarity Lane, Innerarity Circle, Innerarity Circle spur road and two patches on Seascape. Total cost expended was $109,469. (2) Road resurfacing completed in 2007 included North Shore Way (West), causeway reinforcement & rip rap, asphalt patching and new gate turn-around pad. Total cost expended was $57,569. (3) Due to budget constraints and delays on the causeway MSBU, no resurfacing projects occurred in 2008 or 2009. (4) Board approval for 2010 included resurfacing and widening the second phase of Innerarity Point Road, to include lane striping and installation of three (3) speed bumps with signage ($53,625); and resurfacing portions of Seascape ($17,500). Total cost expended was $71,125. (5) Road Committee recommended, and Board approved, the urgent resurfacing of North Shore Court due to rapidly deteriorating conditions and safety concerns. Resurfacing completed on March 23, 2011. Total cost expended was $9,950. Additionally, two Children at Play signs were erected adjacent to two of the speed bumps on Innerarity Point Road at a cost of $68.84. In accordance with the Innerarity Island Association Declaration of Covenants, Article 11, Section 14 and Article 5, Section 5 (Transfer of Rights & Assumption of Obligations) which was ratified and confirmed by Amendment number 2 dated December 8, 2000 and effective December 13, 1999, repair and maintenance of all island roads are the responsibility of the association and all property owners. RECOMMENDATIONS: 1. Based upon the annual budget and NO INCREASE IN ANNUAL ASSESSMENTS, this Plan Revision is recommended. 2. For any road segments that connect to Russell Bayou Development, their cost share percentage of 21% (2010 estimate) for road improvements should be applied. 3. Annually, inflation should be reviewed by the BOD and any recommended adjustment to the Plan, as appropriate, presented at the annual Innerarity Island Association Meeting in December for review and approval. Submitted by: Vann Goodloe, Chair, Roads Committee August 9, 2011