Category Archives: Policies

2017 Annual General Meeting

To: The shareholders of
Sandyport Homeowners Association Limited

Take Notice that the postponed Annual General Meeting of the Company will now take place at the Gazebo located in Phase 5 (adjacent to the pond) on Monday, July 31st, 2017 commencing at 5:30pm.

Please find accompanied herewith the List of Nominees for the position of Director.

Dated this June 30th, 2017

Robert Sands

Chairman


Agenda

  1. The Chairman will call the meeting to order.
  2. It will be determined whether the requirements for a quorum have been satisfied.
  3. To review and adopt the minutes of the last Annual General Meeting of the Company.
  4. To elect Four (4) Shareholders to serve as Directors of the Company for a period of  Two (2) years.
  5. To elect One (1) Shareholder to serve as a Director of the Company for a period of One (1) year.
  6. To review the audited Financial Statements for the financial year ending December 31st, 2016.
  7. To consider and approve the Budget for the financial year 2017.
  8. To receive, consider and adopt the report of the Directors.
  9. To approve of the appointment of auditors for the ensuing year and to authorize the Directors to fix the remuneration of the Auditors.

Nominees

  • Kosta Berdanis
  • Tony Miaoulis
  • Eddie Gardner
  • Robert Sands
  • Gilbert Ward

 

Subdivision of large lots

In response to requests to subdivide larger lots, the Board has given consideration with respect to the first Restrictive Covenant which states:

No lot or group of lots in Sandyport may be divided or sub-divided into smaller lot or lots.

There are a small number of large and undeveloped lots that could be subdivided without detriment to the community. The Board has determined that it is prepared to permit such lots to be subdivided in appropriate circumstances subject to the following criteria:

  1. That the subdivision is approved by the appropriate Government Ministry.
  2. An application is made by the owner for the lot to be subdivided and for new licenses to be issued, at the Owners’ expense.
  3. Draft conveyances with respect to any approved subdivision shall be submitted for the association’s prior approval.
  4. The resulting lots shall not be less than 5,000 sq ft in total area.

Important changes to construction guidelines

Effective January 1, 2017 amendments to the construction guidelines will become effective. The changes have been adopted to minimize the likelihood of disruption during construction activity.

The full guidelines are available here, the amendments affect two clauses and are highlighted below:

2.1.3                                       Construction activity is permitted only between 7:30 a.m. and 5:00 p.m. on Mondays through Friday save for excavation work which is permitted until 3:00pm. No construction is allowed on Saturdays, Sundays or Public Holidays. Any construction activity considered a nuisance can be stopped by Security and workers may be asked to leave.

2.1.5                                       The contractor is responsible for avoiding damage and making full repairs to any Common Areas, developed or undeveloped properties, streets, sidewalks, utilities, lighting, signage and/or landscaping in the vicinity of the construction site. Before heavy equipment is permitted on the property the owner shall agree to indemnify the Association, by way of written agreement, against loss or damage caused by such equipment. Heavy equipment will be denied access if no specific indemnity is in place from the owner in a written form held at the security gate.

The Indemnity Agreement is available for download at the Construction Guidelines page.

Car and boat registrations for 2017

2017 auto identification decals are now available for collection from Security Services located at the Sandyport main entrance.

Mandatory boat permits

Under the policy for watercraft moored in Sandyport, all existing permits will expire at midnight on December 31, 2016. Please complete the application form and submit to Security Services together with current documentation. Vessels without or within invalid permits will be denied access to the waterwaysFull details and the application form are available here.

Use of marina slips for 2017

The Board has agreed to extend the marina slip program (see original post here) until December 31, 2017 subject to the terms set out below:

  • Payment in full of an annual fee of $1,800 + VAT;
  • The right to use the slip does not automatically renew upon expiration;
  • You may use the slip for your own boat only for as long as you remain a resident or owner;
  • It shall not be rented nor used by others;
  • In the event of hurricane, the boat shall be stored elsewhere;
  • You shall be responsible for any loss or damage to marina property due to neglect;
  • The boat shall be registered with Sandyport security and if anybody other than the owners use it, you shall notify security at least 24 hours before the boat leaves and enters Sandyport;
  • You will need to arrange for a dedicated water supply to be installed by the Association in the event you require access to potable water, and
  • Your rights under the terms of the Licence Agreement and Conveyance are not affected by this agreement.
  • Slips will be allocated on a first paid basis subject to priority being given to non-waterfront lot owners, followed by existing slip users then all remaining residents / owners.

To reserve a slip, please make the reservation below and forward payment in the amount of $1,800 + VAT (Total $1,935) to the Association office. Reservations are not secured until we confirm in writing accordingly. The slips shall be allocated on a first paid, first served basis with preference being given to those that took advantage of the program in the previous year. Unauthorised vessels will be removed after December 31, 2016.

Your Name

Your Email (required)

Address (required)

Vessel number (required)

Use of carports for 2017

The Board has agreed to extend the carport usage program (see original post here) until December 31, 2017 subject to payment of a fee of $161.25 ($150 + VAT) per carport. The spaces shall be allocated on a first paid, first served basis with preference being given to those that took advantage of the program in the previous year.

The spaces are numbered in accordance with the sequence below starting from the West and heading East. Unauthorized vehicles parked in any of these locations after December 31, 2016 shall be subject to removal and storage charges.

To start the application process, please complete the form below and the office will contact you to finalise arrangements.

Your Name

Your Email (required)

Address (required)

Vehicle license number (required)

Changes to acceptable roof designs

unknown

In light of the extensive roof damage created by Hurricane Matthew, the Board has considered the possibility that owners may want to use alternative materials better suited to severe weather events. The Restrictive Covenants state the following:

The roof structure shall be designed to meet with the wind velocity requirements of The Bahamas Building Code. Roofs shall be shingled with wood or three (3) dimensional ragged cut asphalt.

The Architectural Guidelines (revision 3) also state:

Roof construction comprises timber trusses with wood or ragged cut architectural asphalt shingles on felted plywood sheathing to roof slopes with galvanized or copper flashings, timber dormer construction where applicable and insulation to roof spaces.

Cedar wood or Celotex Dimensional III or comparable fungus resistant shake shingles that are class ‘A’ fire rated in a shade of grey. Finishes with similar appearance are allowable. Apply rain gutters with down pipes to all roof edges.

The Directors have determined that if an owner wishes to install a roof that does not comply with the guidelines, consideration shall be given to only those that are both sympathetic to the Sandyport style and are designed to withstand extreme weather events such as a category 5 hurricane. We strongly recommend that Grace Ice & Water Shield (or equivalent) is used where the installation requires an underlayment to provide added protection against water damage.

All new construction is subject to an application and approval process. Reconstruction of existing features, provided there is no material change to the dimensions, appearance or materials used, do not usually require approval by the Association. If there are changes to the dimensions, appearance or materials used in any construction visible from the exterior then an application should be made to the Association and approval granted before any work commences.

If a construction application is filed for a roof that does not conform to the guidelines, the Association will, at its sole discretion, grant approval only if it believes it is of suitable aesthetic and structural design after considering the parameters set out above.

 

 

Community and policy updates – April 2016

Officer designations

At a Board meeting on April 25, 2016 the Directors resolved the following Officer designations:

  • Chairman – Robert Sands
  • Treasurer – Bruce Knowles
  • Secretary – Scott Farrington

Expired boat permits

Sandyport boat permits expire at the end of each year and less than 50% of community boaters are in possession of a current Association issued boat permit. Boat owners without a permit prefixed with number ’16’ should apply for a new one from Security Services at the main gate to avoid any inconvenience.

See requirements and download application form.

Construction applications

Any structural changes (other than to vegetation) visible from the outside requires approval by the Association in advance of starting the work. These include but are not limited to generators, fences, home extensions, docks, walls etc. If in doubt, contact customer services for guidance.

If an owner installs or constructs a feature that requires approval from the Association and does not file a construction application, a retroactive application will need to be made in order to regulate the construction.

The Board has determined that the fees for a construction application made after the work starts shall be double that of the standard rate, according to the nature of the application. The policy change is effective from June 1, 2016.

View the construction application fee schedule.

 

 

House numbering exercise completed

Following the house numbering exercise recently completed by the Ministry of Public Works, the Directors have determined that the following addressing convention will be adopted:

[SANDYPORT HOUSE NUMBER] [STREET NAME], HOME [GOVERNMENT ASSIGNED NUMBER]

For example assume 299 Sandyport Drive is assigned a government number of 301, the address will read as follows:

299 SANDYPORT DRIVE, HOME 301

We recognise there may be some reluctance to include the Ministry assigned number, however our legal advisors have referred us to the following excerpt from the the Public Works Act:

5. (1) It shall be lawful for the Minister, subject to any rules in that behalf, to assign a number to any house or building jutting on or adjacent to any road and to cause such number to be fixed at the public expense in a conspicuous place on the outer side of such house or building or at the entrance to the enclosure thereof.

(2) It shall be the duty of the owner or occupier of such house or building to protect such number and the expense of replacing and refixing the same in the event of its being destroyed, defaced, lost or concealed shall be paid by the owner or occupier and be recoverable from him summarily save where some other person is convicted under the provisions of subsection (3) of this section in respect of that number.

(3) Any person who destroys, pulls down, defaces or conceals any number placed on a house or building under the provisions of this section shall on summary conviction be liable to a penalty of forty dollars and, in addition, shall be ordered to pay the expenses of replacing and refixing the same.

The Association will suffix the home number to it’s records upon receipt of the final address list from the Ministry.

Use of marina slips from 2016

sand dollar marinaIn January 2013 the Board circulated a notice that slips at the Sand Dollar Marina shall be subject to an annual fee of $4,200. Owners were advised to produce proof of entitlement to the free use of a slip if they believed such right existed. It has been established that slips 1, 2 and 5 through 11 are available for use at the Association’s discretion.

At a Board meeting on December 14, 2015 the Directors determined that the aforementioned slips shall be made available for use from February 1, 2016 by residents or owners subject to the following terms:

  • Payment in full of an annual fee of $1,800 + VAT (prorated from February 1 to December 31, 2016);
  • The right to use the slip does not automatically renew upon expiration;
  • You may use the slip for your own boat only for as long as you remain a resident or owner;
  • It shall not be rented nor used by others;
  • In the event of hurricane, the boat shall be stored elsewhere;
  • You shall be responsible for any loss or damage to marina property due to neglect;
  • The boat shall be registered with Sandyport security and if anybody other than the owners use it, you shall notify security at least 24 hours before the boat leaves and enters Sandyport;
  • You will need to arrange for a dedicated water supply to be installed by the Association in the event you require access to potable water, and
  • Your rights under the terms of the Licence Agreement and Conveyance are not affected by this agreement.

Slips will be allocated on a first paid basis subject to priority being given to non-waterfront lot owners, followed by existing slip users then all remaining residents / owners.

To reserve a slip, please put the request in writing to this office detailing the address and boat registration information and include payment of $1,773.75. Reservations are not secured until we confirm in writing accordingly. Unauthorised boats will be removed after January 31, 2016.