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Home Newsletter > Current Minutes >> Board Meeting February 17, 2005 Archive Who's Who What's New Forms Online Key Phone Numbers |
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SUNWATCH ON ISLAND ESTATES President Tom Adams called the meeting to order at 4 PM. Other Board members present were Bob Burwell, Joe Giacomini, Vince Vincent and Terry Werner. MINUTESMinutes of the January 20, 2005 Board Meeting were approved as presented. FINANCIAL REPORTSecretary/Treasurer Bob Burwell reviewed the January 31, 2005 Financial Report. The Operating Account had a balance of $72,203.06; however $23,381.91 of that amount was in Prepaid Owners Fees. The Reserve Account has a balance of $338,901.10. Expenses and reserve funding for (1) one month exceeded income by $6,484.52. One owner was delinquent $7.00 in monthly maintenance fees. MANAGEMENT REPORTJill Ellis from Resource Property Management reviewed her February 13, 2005 report. Falcon Electric will begin retrofitting the alarm system (7) seven days after they receive the signed contract. CORRESPONDENCEOur webmaster received the following notes: Mary Stock #607 – stated that the walkways needed to be cleaned. Ed Waterstradt #700 – stated that the walkways between #700 and #705 needed to be cleaned. Jill Ellis reported that the scrubbing machine had been in the repair shop and Dan will resume cleaning the floors now that the machine has been repaired. COMMITTEE REPORTS680 Lobby Committee – Vince Vincent reported that the redecorating will take place shortly and inquired what should be done with the furniture being replaced and the “MASK” on the wall. It was moved and seconded to hold a “Silent Auction” on the surplus items with the proceeds going to Sunwatch. Motion carried with (4) four votes for and Vince Vincent voting against. Pool Deck Committee – Linda Adams reported that they are still gathering data and bids for resurfacing the pool decks and walkways so they are not ready to make any recommendations at this time. Landscaping Committee – Jo Warn reported that some of the hedges were going to be replaced where plants had died and left gaps in the hedges. Maintenance Committee – Cliff Snedeker submitted a “Project List for Maintenance Personnel” and a “Proposed Maintenance Project List.” It was moved and seconded to accept the (9) nine recommendations listed on the “Project list for Maintenance Personnel” which Jill Ellis is to structure and implement. Motion carried. Discussion and action on the “Proposed Maintenance Project List” was tabled. Cliff Snedeker presented a memorandum concerning the roll up garage doors recommending a preventative maintenance program including semi annual maintenance by American Roll Up. The memo also stated that the manufacturer has agreed to rebuild the (2) two western doors at no cost, but will not pay for the labor to remove and reinstall the doors. It was moved and seconded to accept a bid dated February 14, 2005 in the amount of $800 from American Roll Up Door Co. to remove and reinstall (2) two overhead rolling grilles. Motion carried. Cliff Snedeker presented a memorandum concerning the water intrusion at some of the windows and patio doors during the summer storms. Mona Cleary and he together with representatives from Tab Glass inspected nine units. The Tab Glass representatives made several suggestions including weather-strip replacement, window sash and locks need to be properly adjusted, weep holes need to be cleaned out or new ones cut into the extrusions. The windows in the 680 building that blew open need to be fixed or replaced. The vulkem 116 caulking that was used when the windows and doors were installed has failed and/or will continue to fail, therefore needs to be replaced throughout the entire building. Bob Burwell informed the Board that the association’s attorney states that Article XXI (b)(1) of our Declaration provides that the unit owner maintain, repair and replace at his expense, all other portions of his unit, including all windows ... doors ... Therefore the unit owners are responsible to pay for the caulking of the outside windows and doors. SALE AND LEASE APPROVALS
The following sales were approved: The contract approved at the last Board meeting with Sunbelt Holding to slope and reseal the 2nd floor did not include the remainder of the 2nd floor; therefore it was not accepted. Tom Adams was also concerned about the discoloration of the test area over part of the garage on the 2nd floor. The Board approved at its last meeting hiring an in house cleaning person for 40 hours a week to clean on Saturdays and the guest apartments. Tom Adams stated that he changed the terms of the hiring engagement because the guest apartments will not be cleaned by this new hire. It was moved and seconded to confirm the hiring of an in house cleaning person for 30 hours per week at approximately $22,325 per year including $10 per hour, 31% burden and 50% of her health insurance. Motion carried. NEW BUSINESSThe Addendum to the Resource Property Management Contract for on site management was deferred to the next meeting. It was moved and seconded to adopt the following Hurricane Shutter standard in the Rules and Regulations: Hurricane Shutters installed by unit owners shall be uniform in color with the Upper Housing and Side Tracks in “Beige” color and the Slats and Storm Bars in “Bronze” color. Motion carried. Tom Adams suggested that a damage deposit be collected when renting our guest units. It was decided that no damage deposit would be implemented, but if an apartment is damaged, the unit owner renting the apartment will be responsible for paying for the damage. Bob Burwell stated that Vince Vincent has suggested a method of increasing our incomes on the reserve funds. It was moved and seconded to authorize the Treasurer to open a brokerage account allowing for investments in FDIC Insured bank Certificates of Deposit in (1) year maturities in (90) day cycles. Motion carried. Tom Adams asked for a clarification as to the Maintenance Committee’s responsibilities and authority. Bob Burwell stated that all committees serve at the pleasure of the Board and are appointed by the Board. Their responsibilities are to investigate problems and solutions and then make recommendations to the Board. Contracts with vendors must be approved by the Board. It was moved and seconded to confirm that the Maintenance Personnel and the Cleaning Personnel be given instructions by ONLY the Management company’s representative to Sunwatch and the President of Sunwatch. Motion carried. It was moved and seconded to increase Dan Gildea’s hourly rate by $0.50 beginning March 1, 2005. Motion carried. Jill Ellis stated that the cleaning person for the rental units is hired and directed by the Board and NOT the management company. Sharon Givens is cleaning the apartments and washing the linens after the unit is vacated. She charges the rate of $35 per cleaning. It was moved and seconded to give the Holiday Decorating Committee the First Prize $100 gift certificate to the Island Way Grill to be used by that Committee. Motion carried. Tom Adams was concerned that items were missing from the rental units and recommended that Sue Clark make inspections of the units before and after checkout for missing items. NEXT MEETINGThe next meeting is scheduled for 4 PM, Monday, March 14, 2005. ADJOURNMENTThere being no further business, the meeting was adjourned. Robert A. Burwell, Secretary/Treasurer |