Sandpiper Dunes Condominium Association c/o Rusty Management / Consultant, LLC P.O. Box 4154 Ocean City, Maryland 21843

Transcription

1 Sandpiper Dunes Condominium Association c/o Rusty Management / Consultant, LLC P.O. Box 4154 Ocean City, Maryland Board of Directors Meeting July 2, 2011 A meeting of the Board of Directors of the Sandpiper Dunes Condominium Association was convened at 10:10 AM on Saturday, July 2, The meeting was held at the Sea Bay Hotel Conference Room Ocean City, Maryland. The following attended the meeting: Board of Directors John Evans Paul Meier David Blough Bob Meyer Phone Conference Dr. Tom Frantz Phone Conference Donna Smith- Seeley Phone Conference Guests Attendance John Brillantes (Unit 610) Eileen Buchanan (Unit 409) Will Buchanan (Unit 409) - buchananlaw@comcast.net Carolyn Schlenger (Unit 102) Management Team Vernon Zweifel One Stop Property Watch (OSPW) Monica Whitehead Rusty Management (RM) President s Comments Mr. Evans welcomed everyone to the meeting and thanked everyone for their attendance and participation. Mr. Evans stated that Steve Hines has resigned from the Board of Directors due to the fact that they have decided to sell their unit at SPD. The Board accepts Steve s resignation, with regret, and wishes to thank Steve for his many years of valuable service to our Association. Bruce Molnia (Unit 710), Leland Beitel (Unit 808) and Will Buchanan (Unit 409) stated that they would like to fill the vacancy on the Board. Paul Meier moved to appoint Will Buchanan to fill

2 the vacancy on the Board until next year s annual meeting. Dr. Tom Frantz seconded the motion. All members voted in favor. David Blough was appointed Secretary / Treasurer for Will Buchanan will serve as the Chairman of the Rules and Regulations Committee for Meeting Minutes Approved Mr. Paul Meier moved to approve the minutes of the February 19, 2011 and May 7, 2011 Board of Directors meetings. Dr. Tom Frantz seconded the motion. All members voted in favor of the motion. Review of the Annual Meeting Minutes The Board of Directors will review the Annual Meeting Minutes over the next 30 days and will Ms. Whitehead with any changes or concerns. Once the changes have been completed the Annual Meeting Minutes will be posted to the SPD websites for the owners to view. Resident Agent Jim Almand is to be made the resident agent for SPD. Special Project Building Update Mr. Zweifel stated that TECTA America had hired Mid Coastal Siding & Construction to complete the 8 page punch out list. The punch out list will take 3 to 4 weeks to complete, working on a stack of the building at a time. Sandpiper Dunes Building Logo The Board of Directors reviewed the drawing from Selby Sign both options A & B. The Cost of Option A circle logo was quoted at $5, and Option B log logo was quoted at $5, Mr. Meier stated that $5, was a lot of money to spend on a logo and that most owners would not be concerned if the logo had not been there before. Other owners had asked members of the Board why the logo had not been replaced and would like to have it on the building. Mr. Blough made a motion to have the circle logo with an expenditure of $5, Mr. Buchanan seconded the motion. The voted passed with 4 in favor, 2 against. Eileen Buchanan will contact Selby Sign to see if the circle logo can be made smaller and what the saving will be; she will proceed with the procurement, if the savings are not significant (less than 10%, but the total is not to exceed $5,600). Management Report HVAC Grilles Mr. Meyer stated that the problem with the grilles is previous SPD management team painted the grilles and now they are rusting and becoming an eyesore. The solutions to the problem is 1) pull each unit and replace the sleeve cost $600 each, 2) cut existing grille off and replace with fiberglass cover w/grille or 3) place fiberglass grille cover w/grille over top of existing to hide the existing. At this time the Board decided not to replace the grilles and have owners replace their grilles when they replace their HVAC which will correct the problem over time. The Board may try getting a bulk price of replacing owners HVAC to let the owners sign up for

3 the replacement. Unit Dryer lint vents cleaning The dryer vents need to be cleaned at least every 3 to 4 years. The dryer vents were changed 3 years ago to meet the building code. Charlie s Handyman can clean each unit dryer vent from the inside out for $ Mr. Meier moved to approve the cleaning of the dryer vents for December 2011 at an Association expense of 130 units at $45.00 each. Mr. Blough seconded the motion. All members voted in favor. Unit Hot Water Tank Inspection Mr. Zweifel will try to determine the age of the hot water heater in each unit and report his finding to the Board. The inspection will take place during the first winter inspection of Once the Board is able to review the age of the tanks they will discuss how to inform the owners of the need of replacing their tanks with a bulk price. Landscaping Estimates are provided for the addition of a tall tree in landscaping at the elevator tower. Mr. Zweifel had 2 proposals for redoing the landscaping in front of the elevator tower. (Rowe Property Maintenance and K S DeLawder Services) Ms. Whitehead will send each proposal to the Board for their review and comments. The Board will make their decision at the September 2011 Board of Directors meeting, Palm trees out at pool have been saved from last year. Condensation Lines Still had 3 leaks this summer. (1 was handled by owner)- Mainly because units were not serviced properly. Maintenance staff checks each stack to make sure they are dripping each morning. If a blockage is on a high floor, the stack will still drip. Very hard to determine. On June 24, 2011 there was a water leak from unit 812 HVAC which had a clogged condensation line to the stack line. OSPW did snake the condensation line to remove major debris. The leak did some damage to laundry room ceiling of unit 712. It was also determined that the coupling in unit 812 had to be replaced. The cost of the repairs to unit 712 from Charlie s Handyman was $1, and the emergency call out service from OSPW cost is $ which is all unit 812 s responsibility to pay. Baggage Carts CARTS ARE ASSEMBLED and out for use, weep holes were drilled. 1 st floor elevator lobby lights- Installed (3) LED lighting fixtures- Lights were replaced under warranty by Seeley Electrical due to failure SPD Security Procedure- New Electronic reports will be sent Will Buchanan beginning with next Security Reports. The only real problem this year has been the noise complaints. New pool furniture will have to be looked into for next year- several people have asked if a table could be put out at pool. The pool furniture will be replaced as needed. Insurance Claim All incidents should be reported to IMG as if they were insurable. Reese and his staff can decide whether they are truly "insurable". The Board reviewed the authorization agreement so that it could to sent to the owners for them to voluntarily complete and return to Rusty Management so that OSPW could more thoroughly respond to an incident without first contacting the owners. Mr. Buchanan will review the memo that will go out with the agreement to see if there is anything legally that needs to be included.

4 The Board at this time does not feel that the SPD by-laws needs to be amended to include House Bill 679. The House Bill 679 is one that requires all owners to maintain a condominium unit owner insurance policy on the unit; requiring certain bylaws to require each unit owner to provide evidence of certain insurance coverage to the council of unit owners annually. The following financial reports were provided: Financial Reports Addendum A: Balance Sheet (June 30, 2011). Addendum B: Profit and Loss Budget vs. Actual (January 1, 2011 June 30, 2011). Addendum C: Open Invoices (June 30, 2011). Addendum D: Reserve Funds Cash Flow for Ms. Whitehead reviewed the June 30, 2011 financial statements: The Association s bank account balances were reported to be the following: PNC Bank Checking GE (Operating): $ PNC Bank - Checking (Operating): $ 1, PNC Bank Money Market (Operating): $ Reserve Funds T Rowe Price Money Market $19, Susquehanna Bank - $27, PNC Bank - $314, T Rowe Price Intermediate - $91, Total Reserve Funds June 30, $ 453, Accounts Receivable totaling $8, represented some owners owing late fees, unit 311 still owes the 2 nd quarter condominium fee and unit 1008 is in collection and the short sale has not been completed. The Board approved Jim Almand sending a Notice of Intent to Foreclose at the cost of $ The Association is operating within budget though June 2011, because of the season expenses for security guard, pool expense and building maintenance (because of the building project being completed now). Reserve Fund forecast for 2011 will be above $100, Sandpiper Dunes Annual Cookout Donna Smith-Seeley will chair a cookout for after next year s annual meeting May New / Old Business The new picture of the Building will be posted once the logo is installed and new pictures are taken. Ms. Whitehead will create a trash chute sign to be sent to each unit owner so rentals and owners guest will know where to dispose of their trash.

5 Mr. Meier suggested that anyone with an unpaid fine of late fee more than 60 days old as of December 31 shall be subject to an additional fine of $X. this is the only we can put teeth into our fining policy. Adjournment There being no further business, the meeting was adjourned at 11:45 PM. Respectfully Submitted, Monica Whitehead, Recorder David Blough, Secretary / Treasurer