Lawrence Pointe Condominium Association

Transcription

1 Lawrence Pointe Condominium Association BOARD OF DIRECTORS MEETING MINUTES April 21, 2016 MOMENT OF SILENCE Ed Baran requested a moment of silence for Ed Cross. Ed had been a long time resident of Lawrence Pointe and will missed. CALL TO ORDER The meeting was called to order by Ed Baran at 4:00 p.m. at the Club House at Lawrence Pointe Condominium Association, 150 Sunset Drive, Sarasota, Florida DETERMINATION OF QUORUM All Directors were present in person to certify a quorum. Carroll Henson (On-site Manager) and Bill Sutton (PCM) were also in attendance. NOTICE OF MEETING The notice of the meeting was posted in accordance with Florida Statutes. READING & DISPOSAL OF MINUTES Motion to approve the March 7, 2015 minutes as presented and second, motion passed unanimously. President s Report: None Treasurer's Report: Attached Secretary's Report: No report REPORTS OF COMMITTEES Building Maintenance: Joe Ennis reported that Manatee Air completed the six month inspection/preventative maintenance of the five commercial air conditioning systems. Joe Ennis and Carrol Henson met with Spectrum, the contractor selected to perform the painting and concrete repair project. Spectrum reported that they have filed for the required building permits and work should start in May. Mr. Ennis indicated that new pool signs have been installed noting that pool hours are dawn to dusk. Finally, the cleaning of the unit owner s dryer vents will be scheduled. Social: Pam Baran thanked everyone for making the 2015/2016 season a great success and reported that the End of Season party will be held April 23, MANAGEMENT AGENT'S REPORT Bill Sutton from PCM reported that the special assessment payment coupons had been mailed to unit owners. The first $50,000 payment is due May 15 th, second $50,000 payment due on June 15 th and the final payment due on August 15 th. ON-SITE MANAGER'S REPORT See attached OLD BUSINESS Ed Baran reported that he has been in contact with the City concerning the pilot parking program allowing cars to park on the west side of Sunset Drive during the day. He requested that if any owners has any concerns or encounters a problem to contact Mark Lyons, Parking Division Manager at to file a complaint. NEW BUSINESS On-Site Manager Job Description: Susan Brown lead a discussion of the new job description for the On-site Manager. A Motion to approve the job description was made and seconded, motion passed 4 in favor and 1 against. OWNER'S INPUT & COMMENTS Ed Baran reported that long time resident Jewell Emswiller had recently signed a contract to sell her unit and acknowledged that she will be missed. Jewell thank current and passed Board members for their work and indicated that she had enjoyed her time at Lawrence Pointe. It was recommended that the entrance and exit gates remained closed as much as possible except on trash pick up days. Also, it was recommended that the trash container for pet waste be moved from the left side of the vehicle exit gate to the

2 Lawrence Pointe Condominium Association BOD Meeting November 10, 2015 Page 2 of 2 right side of the gate. Finally, for safety reasons, it was suggested that yellow warning tape be added to the top and bottom steps on each stage of the stairwell steps. NET MEETING June 6, 2016 at 4:00 p.m. ADJOURNMENT With no further business to discuss, the meeting was adjourned at 5:00 p.m. Respectfully submitted, Ben Tucker, Lawrence Pointe Board of Directors Secretary

3 Lawrence Pointe Homeowners Association Inc. Treasurer's Report - 3/31/2016 Operations: For the first three months of 2016 we are showing a small operating profit of $ 4 K. We are on budget for administrative expenses, $ 3 K under budget for buildings expenses (due to delayed start of building repairs) $ 2 K under budget for alarm systems expenses, $ 1.5 K under budget for utilities,against which we are $ 0.5 K over budget for grounds maintenance (due to the repairs behind the pool at the seawall) and $ 2.3 K over budget for pool expenses (pump replacement). Treasury As of 3/31/16 we have $ 189 K in the bank, including all accounts, against which we have $ 14 K in current payables and liabilities and $ 27 K of prepaid assessments. We have at the same date $ 29 K of prepaid insurance premium The approved $ 150 K assessment for the Stucco repair project is scheduled to be collected $ 50 K on 5/15, $ 50 K on 6/30 and the balance on 8/15. Insurance We have had our first two policy renewals in 2016, with a 22 % increase for the flood coverage of the pool house, and a 13% increase for wind coverage for the complex. Both of these are within our budget estimates. Capital Improvement Fund: At 3/31/16 the fund balance stands at $ 83 K Legal reserve fund: The 3/31/156balance is $ 63 K. There remain no further assessments regarding this matter. Our court case is in a "quiet" phase but still accumulates some legal fees as our lawyer keeps monitoring the GKs' many other cases. Stucco Repair Project: The start of this project is scheduled for early May, assuming the necessary permits are procured as scheduled. The painting and caulking phase of the project should take 60 days, however the length of the project is subject to how much actual concrete work is found to be required, and of course to weather.

4 Lawrence Pointe Condominiums Manager s Report April 21, 2016 Prepared by - Carroll Henson THINGS DONE: Since last board meeting February 9, 2016 Manatee Air 6 mo. inspection/preventative maintenance on all 5 commercial A/c units completed. The club house a/c needs replacing soon. (Bid - $4,350) Slider Engineering selected Spectrum Contracting for necessary window/stucco repairs and painting of the buildings. Update at today s meeting with possible start date. A decision on the location of their portable outhouse will need to be made. Aloha Pools replaced pool heater 2/19/2016. Both existing pool signs now reflect the pool operating hours dawn to dusk. Terminix termite inspection of club house and storage bldg. no signs of termites. Lumical Technologies Four new entry/exit replacement lantern style LED light fixtures have been installed. Electrical trouble shooting located a short in the line at the entry area lighting problem eliminated. Paver Mac repaired storm damaged travertine tile along the pool seawall area. Gallo Plumbing replace cast iron to PVC - A302 in the ceiling renovation of A202. Brighter Touch - Landscape new lawn sod at areas near the bbq grille. Palm trees next to buildings trimmed in preparation for bldg. painting. North end grass area at seawall cap erosion issue addressed. Solution was removing a 2 ft strip of grass and dirt along the whole north lawn area next to the seawall and replacing it with shells. Shells can be easily added as needed in the future. IN PROCESS OR TO BE DONE SOON: Current condo renovation(s) : 97 Sunset #202, minor work 101 Sunset #202 The two window a/c units in the storage building need to be replaced soon or change back to de-humidifiers. Comments and/or suggestions? Dryer vent cleanouts to be coordinated with bldg repairs and painting? Seawall sidewalk sinking, causing potential tripping hazard in front of 99 bldg where the two areas of seawalls meet. It needs to be addressed. Possible solutions temp and permanent? Slider Engineering and Sepp Gmunder both to offer suggestions. Input needed on upgrading/replacing lighting on exterior of club house. Old fixtures on photo cell sensors no longer functioning properly. Update to LED fixtures? CONCERNS - SUGGESTIONS - MISCELLANEOUS: SMOKING NO LONGER ALLOWED ANYWHERE ON THE PROPERTY inside owners units is okay. Please remind all vendors, workers, cleaning people, anyone you see smoking, etc. of this new policy. PLEASE DO NOT PUT LIQUIDS DOWN THE GARBAGE CHUTES NOR PLACE IN THE DUMPSTERS/BINS. IT MAKES A BIG MESS AND ATTRACKS FLIES, ETC. That s it for now Carroll

5 JOB DESCRIPTION JOB TITLE: On site Manager REPORTS TO: The Director of Operations of the Lawrence Pointe Condominium Association for general maintenance issues related to the condominium property. For all other issues (including issues related to the Association s Rules & Regulations), to the President of the Board of Directors (or in his/her absence, the Vice President). JOB PURPOSE: The On site Manager s duties may vary from time to time as determined by the Board of Directors but basically are: (i) to maintain the common elements and limited common elements ; (ii) to monitor any security, safety or maintenance problems on or affecting the common elements or limited common elements (including those, such as water leaks, originating inside units with the potential to affect the common elements or other units); (iii) to assure, when appropriate, compliance the Association s Rules & Regulations; (iv) to oversee contractors performing services on the condominium property; and (iv) to work with the management company retained by the Association. HOURS: The On site Manager s normal working hours are Monday through Friday (except Federal holidays) generally between 7a.m. and 4p.m. with an hour off for lunch but with the understanding that flexibility is both expected and necessary for the optimal performance of his/her duties and responsibilities. The On site Manager will do his/her best to respond to emergency calls during off hours and on weekends. ( Emergencies mean security, safety or maintenance problems on or affecting the common elements or limited common elements or those originating inside units with the potential to affect the common elements or other units.) DUTIES AND RESPONSIBILITIES: Maintenance and Security: The On site Manager s primary responsibility is the maintenance and safety of the condominium property. This includes: 1. The On site Manager will inspect the condominium property on a continuing basis to insure that maintenance, appearance, security and safety are kept at a satisfactory level. The On site Manager will make routine repairs as needed. The On site Manager will be proactive on preventative maintenance. To this end: a. The On site Manager and the Board of Directors will prepare a Routine Maintenance Checklist. The purpose of this Checklist is to be an accounting of tasks and an ideal but not inflexible timetable. It is recognized that the On site Manager needs to be able to exercise a reasonable amount of his/her own judgment on what to do where and when. Attached hereto is the current Routine 1

6 Maintenance Checklist. The Checklist will be amended from time to time as needed by the On-site Manager and the Board of Directors. b. The On-site Manager and the Board of Directors will prepare and maintain a schedule of all items requiring periodic preventative maintenance. The On-site Manager will perform or oversee preventative maintenance activities, routine required maintenance, and testing and inspections of the common elements (such as the main water line backflow device, fire alarms and sprinklers, fire extinguishers and elevators). c. At regular meetings of the Board of Directors, the On-site Manager will provide an On-Site Manager s Report covering (i) the status of routine maintenance and annual inspections performed; (ii) any items involving maintenance (including preventative maintenance), security or safety problems requiring attention and (iii) incidences of noncompliance with the Association s Rules & Regulations requiring Board attention. 2. The On-site Manager will insure owners, lessees, guests and service personnel park in designated parking spaces. The On-site Manager will advise vehicle owners who are inappropriately parked and those whose vehicles are leaking oil or other fluids. If vehicles are not moved or repaired promptly, the On-site Manager will report continuing problems to the Board of Directors. 3. The On-site Manager will work with the Director of Operations to obtain three (3) bids on all projects costing more than three thousand dollars ($3,000) so that the Director of Operations can then make a recommendation to the Board of Directors for action. 4. The On-site Manager will perform such other duties as may be assigned from time to time by the Board of Directors. Construction Oversight: 1. The On-site Manager will provide oversight to all contractors and service personnel performing work on the premises. Among other things, the On-Site Manager will: a. make sure all contractors and other persons performing services at Lawrence Pointe have a copy of the Association s Unit Alterations/Renovations Guidelines; b. make sure that contractors know they are responsible to correct any damages they may cause and must clean up at the end of each day; and c. make sure workers on the roof wear soft sole shoes and are cautioned against damaging the membrane; inspect roof after each encounter. 2

7 2. Unit owners are responsible for, and must obtain, all necessary building permits for work to be performed in a unit. The On-site Manager shall not permit any work to go forward until he/she has received: a. a copy of the approved building permit and plan, along with the name, address, phone number and license number of the primary contractor and copies of his/her liability and Workers Comp. Insurance or Workers Comp. exemption certificate; b. any required security deposit; and c. the name of a person, other than the contractor, who will have the authority to assure that the Unit Alterations/Renovations Guidelines and the Association s Rules & Regulations are followed if a unit owner is going to be away while his/her unit is being renovated. 3. The On-site Manager will notify the Board of Directors if any Unit Owner proposes to retain a contractor who has previously caused unreasonable disturbances so that the Board of Directors may exercise its right under the Association s Rules & Regulations to refuse to allow the contractor access to Lawrence Pointe. 4. The On-Site Manager will notify the Board of Directors of any contractor that violates the Unit Alterations/Renovations Guidelines or the Association s Rules & Regulations and he/she has the authority to deny the contractor access to Lawrence Pointe. Rules & Regulations: 1. The On-site Manager is expected to be familiar with the Association s Rules & Regulations and to try to assure compliance. 2. In the event the On-site Manager observes an infraction of the Rules & Regulations or is asked by a Unit Owner to handle an observed infraction, he/she is authorized to give notice of the offence and request compliance. 3. If the offender refuses to comply, the On-site Manager shall promptly report to Board of Directors. Record Keeping: 1. The On-site Manager shall maintain on site, and shall provide upon request, the following Association Forms: a. Resident Shutdown Checklist; b. Application for Approval of Sale or Lease; c. Pet Registration Form; and d. Unit Alterations/Renovations Guidelines 3

8 2. The On-site Manager shall retain on site all records for which he/she is responsible in the list of ASSOCIATION FILES MAINTAINED BY ON-SITE MANAGER and shall assure the management company is provided copies of contracts executed by the Association. 3. The On-site Manager shall maintain and account for petty cash to be used for all the purchase of supplies, tools, etc. Purchases exceeding $ require approval of a Board member. PERSONAL SERVICES FOR RESIDENTS: The On-site Manager s duties DO NOT include the repair or maintenance of Unit Owners property or appliances, and the On-site Manager is NOT required to perform personal services for residents; provided, however: 1. The on-site Manager will assist residents in the event of an Emergency. (See HOURS for a definition.) 2. The On-site Manager will (a) upon request, assist Unit owners in completing the applicable actions listed on the Association s Resident Shutdown Checklist, (b) make weekly checks of unoccupied units, and (c) upon request, assist Unit owners in reopening units. 3. During normal working hours, the On-site Manager is encouraged to assist residents with packages, luggage and groceries and such other similar common courtesies as he/she deems appropriate so long as such services do not interfere with his/her official duties. Other special duties or personal errands for residents during normal working hours are not permitted unless approved by the President or Director of Operations. 4. Personal errands for residents MAY be performed outside of normal business hours by mutual agreement between the On-site Manager and the resident involved. Such arrangements are purely voluntary and DO NOT form part of the On-site Manager s duties. 5. The On-site Manager will assist Unit owners intending to sell to the extent provided in the Association s Rules & Regulations under SELLING. 6. The On-site Manager will use best efforts to coordinate any outside services with Unit Owners. 4

9 ROUTINE MAINTENANCE CHECKLIST [Routine maintenance includes but is not limited to the tasks listed ] Task Daily (M F) Suggested Schedule Weekly Monthly Inspect grounds for litter Manage trash disposal (including pet waste receptacle) & recycling; trash rooms should be washed on the days that trash is collected Maintain pool & pool area to local & county health standards Conduct an evening security check; make sure entry gates, mechanical rooms, generator building, storage buildings & clubhouse are locked Clean & mop lobbies & elevator floors; clean lobby mirrors & stainless steel in elevators; vacuum or mop hallways; dust all floor moldings Make sure that outside patios & mats are clean Clean clubhouse (including baths & kitchen); make sure that only the designated furniture is used in the clubhouse & that it is properly stowed Clean mechanical rooms, generator building & storage buildings, and make sure there are no hazardous materials present Wash down pool area chairs & tables Test generator; make sure that the oil tank for the generator is full Check lobby, hallway and exterior lighting & replace lamps as needed Maintain landscaping between lawn service visits Damp wipe the benches & pool fence Remove, clean and/or replace light shields Vacuum & dust stairwells 5

10 ASSOCIATION FILES MAINTAINED BY ON SITE MANAGER Files to be kept for each unit [1 year]: All records relating to construction within units required to be provided to the Association by Unit owners, including all approved building permits and plans, along with the name, address, phone number and license number of the primary contractor and copies of his/her liability and Workers Comp. Insurance, or Workers Comp. exemption certificate for all work performed. Owner s pet registration, including picture and inoculation history Unit owner s written consent to enter unit Completed Resident Shutdown Checklists Files relating to the Association s construction, maintenance and repair projects [3 years]: Any requests for proposals issued by the Association Copies of proposals received on construction, maintenance and repair projects projects Copies of all contracts for work for work done by Association contractors (the originals of which will be provided to the Association s management company), and all approved building permits and plans, along with the name, address, phone number and license number of the primary contractor and copies of his/her liability and Workers Comp. Insurance, or Workers Comp. exemption certificate for all work performed Temporary gate codes assigned to contractors and other service providers List of cast iron pipe replacements Operating manuals for systems the On-site Manager services and a readily accessible list of service providers for systems he/she doesn t service Misc. files to be kept for the Association: Emergency service phone numbers A current contact list of all owners and renters (i.e., names, telephone numbers and addresses) A current contact list (including names, telephone numbers and addresses) of all Vendors (i.e., individuals and entities regularly providing products or services to the Association) clearly identifying the service or product provided (e.g., will contain a section for all plumbers). 6