Community Notice Board
Friday 21st November 2008
Friday's Weather
High 71F Low 44F
Sunny - 0% Precipitation
Winds to 20mph
_______________________________________________
REMEMBER WE NEED YOUR PROXY RETURNING URGENTLY
DO NOT FORGET YOUR PROXY VOTE
_______________________________________________
ANNUAL MEETING
The Annual Meeting was held in the Community Building at Bay Pointe as planned on 13th December.
The meeting was formally opened and then adjourned because we did not have the required quorum of 61 owner votes by proxy or attendance to conduct the business at hand.
The meeting has been adjourned until Tuesday 2nd December in order to allow Owners more time to complete and return their proxies or plan to attend in person.
The proxy vote that was mailed to you contains a very important proposition as Item 1 in respect of the Reserve funding and if we do not vote on this matter the State will require us to fully fund the Reserves, i.e. option 1A on your proxy form which will the result in access of $65,000, or circa $500 per unit being added to the 2009 budget.
In addition to the above the changes proposed to our Condominium Documents by way of propositions
2 and 3 on the proxy form require 61 of the 120 owners to be in favour before a change can be implemented.
You can see from the above that your vote is necessary and we urge you to complete the proxy form and return it if you have not already done so. Equally if you know or are friendly with a fellow Owner please give them a call or send them an email telling them how important it is that they vote.
Proxies need to be completed and signed and you have three choices on how your return them
1)Scan them and then attach to an email to Jeff Gorton at Sentry Management'
jgorton@sentrymgt.com
2)Fax them to Jeff at Sentry, the fax number is 941 361 1113
3)Mail them to Jeff at Sentry Management,
6901 Professional Parkway East, Suite 107, Sarasota, Fl34240-8473
If you attended last nights meeting and cannot attend the next meeting you can still register your vote by completing the proxy and returning it as above
Remember we need your votes by the 13th December in order to approve a budget that limits your Assessment fees for 2009.
_______________________________________________
VOTING STATUS
A question was raised following the adjournement of the Annual Meeting about the voting rights of Owners whose properties are in arrears with Associaion fees, have an intent to lien placed , have liens placed or are in the various phases of foreclosure.
The Board advised that the above still retained full voting rights and ths has now been confirmed by the Associations Lawyers.
This means that the voting membership of the Association is 120 and a quorom majority of 61 remains a requirement to vote on propositions at Annual Meetings.
The proposition is either carried or fails on the majority vote of the quorom present or by proxy.
________________________________________________
The first payment of the Special Assesssment is now over due. The second installment becomes due on 1st December
______________________________________________
ADDRESSES FOR PAYMENT
There appears to be some confusion as to where Owners send their payments in respect of Assessment Fees and Water/Sewage accounts and some owners are combining their payment on a single check both of which cause problems in the accounting system
Seperate Payments should be made and forward to the following addresses. Always put your name and Unit number on the back of your check.
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
ASSESSMENT FEES FEES
Checks for your Assessment fees should be mailed to
Sentry Management
PO Box 628203
Orlando,
FL, 32862-8203
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
WATER & SEWAGE
Checks for your Water/Sewage bills should be mailed to
Sentry Management
2180 SR 434, Suite 5000
Longwood,
FL, 32779
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
ALL checks should be payable to
'Bay Pointe at Cortez'
__________________________________________________
We are receiving via this website enquires regarding properties that may be available for rent.
If your Unit is available for rent please email
webmaster@baypointebradenton.com
with details and we will post your Unit on the
website free of charge.
_____________________________________________
ANNUAL FIRE PROTECTION SYSTEM INSPECTION
Gulf Coast Fire Protection Services attended Bay Pointe on Wednesday 1st October 2008 to carry out the mandatory annual inspection of the fire protection system. Once again the inspection was hampered by the Associations inability to access units.
It is important that all units are accessible by the Association at all times in order to ensure problems and inspections are dealt with.
PLEASE ENSURE YOU PROVIDE SENTRY MANAGEMENT WITH A KEY IF YOU HAVE NOT ALREADY DONE SO. THIS IS A REQUIREMENT OF FLORIDA STATUTE 718 IN RESPECT OF CONDOMINIUMS. KEYS ARE MAINTAINED IN A SECURE STORAGE AND ENTRY TO YOUR UNIT WILL ALWAYS INVOLVE A REPRESENTITIVE OF THE MANAGEMENT COMPANY BEING PRESENT.
IT WOULD ALSO BE BENEFICIAL IF YOU PROVIDE YOUR TELEPHONE CONTACT NUMBER OR EMAIL ADDRESS SO URGENT CONTACT CAN BE MADE WITH YOU IF REQUIRED
If your property is tenanted please advise your tenants names and contact numbers
_______________________________________________
WATER & SEWAGE ACCOUNTS
Any Owner who is $100 or more overdue with their water and sewage billing will be issued with a 30day 'cut off' notice. If the account is not brought current during this notice period it will be followed by a 7day notice beyond which the unit water will be shut off and lock box fitted.
Once a lockbox is fitted your water and sewage account will have to be brought current, plus a $100 admin fee before your water is supply is re-established.
Owners are reminded that they remain responsible for water and sewage charges not their tenants
_____________________________________________
SMOKE ALARMS.
Several unoccupied Units have their smoke alarms 'pinging' on low battery alert. This is causing a problem to adjacent occupied units and batteries need replacing .
In addition if Bay Pointe loses power for any reason your unit is not protected and other units in the building are put at risk - you could be liable for any damage resulting.
Please ensure your batteries are kept operational and once again if you do not reside on Bay Pointe then send Sentry a key or advise them of a local key holder.
Any properties that continue to be a problem will be forcably entered and replacement locks fitted, all costs to the Owners account.
_________________________________
WATER METER AUDIT
All water meters have now been physically read and reading passed to ISTA who are now cross checking these numbers with remote readings they have taken.
Some discrepancies have been noted and further checks are underway and once results are verified Owners will be notified if their meters/readings are faulty.
No notification means your meter is correct and both physical and remote readings were consistant
_______________________________________________
KEY FOBS
Key fobs have two buttons on. The lower button, ie the one nearest the key ring controls the Bay Pointe entrance gate the upper button controls the 51st Street and other gates we share with the 'Village'. Exit gates are automatically controlled.
__________________________________
IMPORTANT NOTICE:
Over a long period of time we have on occasions requested that all Owners provide the Association with a key to their property or advise a local key holder that can be contacted so that we can gain access if required.
On occasions the absence, eg. plumbing leak etc., of a key may lead to the Association having to force entry into the property and you should be aware that you as the Owner are responsible for all costs associated with a ‘forced entry’
Please help us help you by supplying a key or contact information to Sentry management c/o Jeff Gorton. Keys will be kept in a secure key safe at Sentry's offices.
______________________________________________
Water & Sewage Bills
Owners are reminded that they are and remain responsible for any unpaid water and sewage charges on their Units should their tenants fail to pay same under the lease agreement.
The lease remains a 'contract' between the Owner and the Tenant and the Association is not liable in any way for a breach of the contract, eg. failure to pay for utilities by the tenant.
Unpaid water and sewage bills are placed to the Owners account by the Association.
_________________________________________
TENANCY APPLICATIONS
Effective 1st May 2008 all tenancy leases will require to have the Association Lease Addendum signed and attached as part of same. This addendum serves to provide protection of assessment fees due the Association where a landlord/owner is receiving rental income but is not paying the assessment fees etc due on the property.
The Rules and Regulations have been revised, 1 May 2008, to reflect this requirement.
________________________________________
Problems:
If you encounter problems on the property, for example people trespassing etc then by all means please inform Sentry Management but in the first instance ring the Sherrif who will attend and will be most helpful.
An example of this was a group of children from the Village who came on to the property with skateboards last weekend, the Sherrif attended and ensured they left the property having warned them that they were trespassing.
________________________________________
Maintenance Requests
Maintenance requests should be submiited in writing and deposited in the Associations Mail Drop Box at the Mail Kiosk, alternatively an email can be sent direct to
jgorton@sentrymgt.com
All requests should indicate the nature of the problem requiring action and its location plus a contact name/telephone number or email address.
(display until further noice)
____________________________________________
Commercial Vehicles, Boats Trailers etc.
It is a violation of the Association Rules to park Commercial Vehicles, Boats, Jet Skis, Trailers etc on the Bay Pointe property.
Parking is restricted to Cars, Pick-ups, Light Vans and Motor Cycles
No vehicle whatsoever is allowed if it has commercial decals or signage, carrying racks or exposed tools and equipment. In such instances it is deemed to be a commercial vehicle.Bike racks are allowed on the rear of cars providing they do not protrude outside of the parking bay..
The only commercial vehicles allowed on the Bay Pointe property are delivery, contractors and utility company vehicles engaged in maintenance activities on the property. These vehicles must not be parked overnight and their drivers must be present on the property carrying out their work assignments.
Any infringement will result in a fine being issued and the vehicle towed without notice.
All vehicles on Bay Pointe property must have current tags and carry valid insurance. All drivers must be in possession of a valid driving licence.
( display until further notice)
_________________________
Air Conditioning
Improve the efficency of your aircon, reduce operating cost and minimise fire hazards by regularly replacing the filter, ideally every three months.
Owners should also ensure that the drain lines from the air conditioner 'drip trays' are connected and clear to ensure proper draining of condensation from the air handling unit. A suggestion is to pour a cupfull of white vinegar or bleach down the aircon drain every three or four months.
This is most important in second floor units as you are responsible for any damage to the first
floor unit below you if your drains do not function correctly.
(display until further notice)
_____________________
ITEMS FOR THE AGENDA
Should you wish any subject to be added to the Agenda for the next Board Meeting please email details to
jgorton@sentrymgt.com
....
|
