Condominium Owners Association Board of Directors Meeting Thursday, November 20, 2008 Minutes

Transcription

1 Condominium Owners Association Board of Directors Meeting Thursday, November 20, 2008 Minutes The meeting was called to order by the President at 7:00pm. Present: Kathy Olliver, President Malcolm Sanderson, Vice President Ken D Andria, Treasurer Sandy Steele, Director Tom Sullivan, Director Kevin Burban, Director (by Phone) Dick Field, Community Manager Absent: Derek Rodgers, Secretary (excused) A quorum of Directors was established and proof of notice was presented. Director Steele moved to accept the changes to the September 25, 2008 Board of Directors Meeting Minutes. President Olliver seconded the motion and it was approved unanimously. Treasurer D Andria moved to accept the Minutes of the October 23, 2008 Board of Directors Meeting. Director Steele seconded the motion and it was approved unanimously. President s Report: President Olliver read her report. This report is attached and made a part of the Minutes. Treasurer s Report: The Chairman of the Finance Committee read the Treasurer s Report. The report is attached and made a part of the Minutes. Social Committee: No report given. The Dec. 7th Party has about 50 signed up. Management Report: Community Manager Dick Field read his report and the report is attached and made a part of the Minutes. Director Burban made a motion to accept the following resolution and seconded by Vice President Sanderson. This motion was approved unanimously. Resolution to earmark/set aside approximately $597,000 of association funds to be used as available cash to pay insurance premiums each year when the lump sum premium payments come due. The funds to be earmarked originally came from Capital Contributions and are now classified as Previous Year Surplus. The intent is to maintain sufficient liquid funds so that the association does not have to incur the interest cost to borrow money to pay lump sum insurance premiums. The earmarked funds are to be replenished each year from insurance line items in the operational budget. President Olliver made a motion and seconded by Director D Andria to use Brian Felter s Pool Service. This motion was approved unanimously.

2 Finance Committee Chair Olliver gave a report on the PMA Budget Meeting. PMA assessments have been reduced from $50 to $25 per unit per quarter. The PMA is not funding the Reserves. The PMA reduced their Mangrove line item by passing on the cost to each Association.The permit for the Mangrove and the Mitigation area is still in Mason s (Developer s) name due to failed inspections. The Sea Grass has not developed sufficiently so the permit will not be turned over to HIW until June 2009 at the earliest. Since the permit is still in Mason s name, we are questioning why the PMA has paid more then $80,000 for Mangrove trimming. Other PMA charges being looked into are mowing at the Sales Center, golf carts and office and maintenance expenses. Wreath on door 33/106- Owner took issue with receiving a violation notice for hanging a wreath on her door and having that notification put in Owner s file. Per Dick, a letter is sent to all owners within 24 hours of violation. President Olliver made a motion to adjourn and Vice President Sanderson seconded. Adjournment at 8:10pm. PRESIDENT'S REPORT My President's Report tonight will hopefully be as brief as the Board Meeting itself Budget Process - The 2009 Budget has passed and I want to thank the Finance Committee and our Property Manager for all of the hard work they have done in completing this process. 7. Insurance Resolution --- Tonight we will be discussing a proposal to set aside sufficient monies from our surplus to pay our annual insurance premium in one lump sum rather than incurring financing charges. 8. Collections --- We continue to work with our attorney on collection issues - right now we have about a 6% delinquency rate and monitor it closely. 9. Banking --- We've closed our account at Oculina and now maintain our Operating Account exclusively with Seacoast --we use other banks for laddering our investments.

3 10. Holiday Decorations --- Our Maintenance Staff has been busy decorating the Clubhouse and we hope everyone likes it --- next year we will look at decorating the individual buildings and the Gatehouse. 11. December Board Meeting --- There will not be a December Board Meeting, unless something comes up, but we will have a Board Workshop.

4 TREASURER'S REPORT November 20,2008 CASH POSITION $293, ,750 COA FUNDS Oculina Operating Checking Seacoast Operating Checking Seacoast CDARS Wachovia Securities Grand Bank & Trust MM Wachovia Operating MM Petty Cash Social Fund Petty Cash Wachovia MM Reserve Wachovia Reserve Securities TOTAL COA FUNDS R E S E R V E F U N D I N G Am ount to be fund ed for Fu nd ed Th ro ug h O pe rat io

5 Harbour Isle West Manager s Report November 20, 2008 POOL SERVICE: At last month's board meeting I discussed my dissatisfaction with the company providing pool service to Harbour Isle West (Affordable Pool Service). After Ozzie and I had repeated conferences with them, and they changed pool techs three (3) times, they continued to provide sub standard maintenance and often did not have the appropriate chemicals on the truck to do the service as it should be done. I acquired bids from three (3) pool service companies that have experience with large commercial pools. All three have good references and each one was recommended to me by various people who have personal experience with their service work. Pool service and maintenance is performed Monday, Wednesday and Friday. Ozzie and weekend staff monitor the pool equipment and pool heaters each day. Ozzie is National Swimming Pool Foundation certified. The pool service proposals were as follows: All proposals included service and all chemicals. Walker Pool Wizards, LLC., Fort Pierce - $900 per month Brian Felter's Pool Service and Repair, Inc., Port S1. Lucie - $700 per month A&M Pool Care, Port St Lucie - $700 per month I recommended Brian Felter's Pool Service to the board due to the fact he has a reputation for reliability, good work, and is very familiar with the operation and maintenance of the Stenner chemical injection systems we have on the pool and spa. POOL FURNITURE: 30 pieces of pool furniture are currently at the factory being re-slung along with any other repairs needed. The furniture will be delivered the first week of December. The other 30 pieces will then be picked up for repair. Turn around is about 3-4 weeks as new slings have to be made, then sent out for silk screening of the Harbour Isle logo and returned to the factory for assembly. AlC UNITS; As many of you know the board and I have been working to come up with a solution to water intrusion problems at AlC units. The developer, the builder, the AlC company and the AlC unit manufacturer have all been contacted multiple times. November 10 th. I went over to the east side and met with Dan Eagle from Fort Pierce Building Corp, Phil from Nis-Air, and an engineer from Lennox Corp. They completely removed an AlC unit and the sleeve which goes through the wall. Buzz De Vosta is going to set down with them and try to determine an appropriate fix... he wants to get it figured out and not do a bunch of trial and error fixes. ELEVATOR PITS: Ozzie, along with Jason from ThyssenKrupp, have been monitoring elevator pits for water intrusion. There are five pits that water seeps into. I am getting bids from waterproofing companies to determine the best way and cost to stop the water seepage. LANDSCAPE: Mulching is underway. The landscaper is attempting to get at least the buildings mulched prior to Thanksgiving. COLUMN CAPITOL CAULKING: My staff has started draining water from the tops of the building columns, removing the old caulking, putting in backer material to support the new 50

6 year flexible caulking and then re-caulking the column capitols (tops). After the caulking has cured the column capitols will be repainted. WALKWAYS: At the last board workshop I indicated that I felt more testing of walkway coatings was needed before a final product decision was made. In the interim one of the products already tested, which seems to do a good job and is holding up well, will be used to do touch ups of elevator lobbies and stairwells that are looking bad. 35A and 12A STORAGE AREA DRAINAGE: The contractor that Mason had lined up to do the drainage work between the storage buildings finally backed out of the job this week after stalling and putting Mason off for about a month. Mason has another contractor lined up who is supposed to start the job next week. My suspicion is that the work will not actually start until after Thanksgiving. PARKING AND STREET LIGHTING: Kathy and I met with two representatives from FPUA's street lighting division this week. We walked the property and pool area to come up with suggestions for improving overall lighting. We selected three existing light pole locations to use as a test for the lighting fixtures they recommended. FPUA is going to provide the association with an estimate of the labor cost to switch out the light fixtures. The monthly cost of operation of the new fixtures is essentially the same as the fixtures currently in place. No work will be done until we have the estimate from FPUA and the board of directors approves the testing to be done. HOLIDAY LIGHTING: Installation of holiday lighting for the clubhouse and the guard shack is almost complete and will be tested Friday and Monday. The lights will be set to come on Thanksgiving eve and will continue to be lit through the rest of the holiday season. MANGROVE TRIMMING: Jimmies Tree Service has completed the Mangrove trimming which can be done at this time. Weeding, trimming and clean up of the mitigation area will continue over the next several months. There are some Mangroves that have not been trimmed, and can not be, until Mason Simpson is signed off by the South Florida Water Management District. The areas that have not been trimmed are in an area that Mason agreed not to trim as part of the his agreement with the SFWMD. He does not want them trimmed until he is released from the permit by SFWMD. ASSOCIATION OFFICE: The association office will be closed Thanksgiving Day and Friday, November 27 and 28. Ron, Bob and Lori will be working Friday. Peggy will have out of town guests and will be off Ozzie has a new (3 day old) granddaughter and is taking a vacation day to spend time with his daughter and new baby. I will be on call for emergencies as usual. Elliott Merrill's after hours emergency phone line will also be staffed. Saturday and Sunday maintenance staffing will follow the normal schedule. Dick Field-CMCA Harbour Isle West Community Manager Elliott Merrill Community Management BOARD RESOLUTION Resolution to earmark/set aside approximately $597,000 of association funds to be used as available cash to pay insurance premiums each year when the lump sum premium payments come due. The funds to be earmarked originally came from Capital Contributions and are now classified as "Previous Year Surplus". The intent is to maintain sufficient liquid funds so that the association does not have to incur the interest cost to borrow money to pay lump sum insurance premiums. The earmarked funds are to be replenished each year from insurance line items in the operational budget.