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Home Newsletter > Current Minutes >> Board Meeting May 9, 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 4:05 PM. Other Board members present were Bob Burwell, Vince Vincent and Terry Werner. MINUTESMinutes of the March 14, 2005 Board Meeting were approved as presented. FINANCIAL REPORTSecretary/Treasurer Bob Burwell reviewed the March 31, 2005 Financial Report. The Operating Account had a balance of $72,205.07; however $21,349.86 of that amount was in Prepaid Owners Fees. The Reserve Account has a balance of $354,665.11. Income for (3) three months exceeded Expenses and Reserve Funding by $892.25. One owner was delinquent a total of $477.25 in monthly maintenance fees. Section XIV Insurance of our Declaration requires insurance coverage at the maximum insurance replacement value. We have been receiving annual updates to our insurance appraisal. It was moved and seconded to authorize $200 for IPA Appraisal Services, Inc. to perform an annual update. Motion carried. Elizabeth Wadsworth, CPA has completed the 2004 “Review Audit” report. Notices have been posted on the bulletin boards that a copy of the report may be obtained from Resource Property Management. Elizabeth Wadsworth suggested that we have our 2002 Reserve Study updated since we had added the Geo-Thermo pool heating system and the fact that replacement cost have skyrocketed in the last couple of years. Bob Burwell was instructed to contact GAB Robins to inquire about the cost of an updated study. MANAGEMENT REPORTJill Ellis from Resource Property Management reviewed her May 3, 2005 report. Several items in her report will be addressed under Old and New Business. Jill stated that she has now received copies of all permits, plans and specifications for the Hurricane Shutter project approved by the Board at the January 20, 2005 meeting for owners in the 680 building. The state health department requires that children under 12 in a SPA must be under adult supervision. It was pointed out that Sunwatch Rules and Regulations do not allow children under 12 in the SPA. Otis Elevator recommends that the one rusty elevator door not be repaired because of the expense of dismounting the door to attend to the rust. The commode flush handle in rental unit 201 was repaired by Dan. Terry Werner was concerned about gasoline storage for the pressure cleaner. Jill Ellis was instructed to inquire with the Fire Marshall on the proper method to store the gasoline. CORRESPONDENCEThe following notes were received: Jo Edler #205 – She is concerned about the electric usage by dehumidifiers in two of the private garages and power tools in another private garage. This has been discussed several times by the Board and is still under study. Bruce Hill #208 – He objected to the letter sent by the management company to Second Floor Unit Owners concerning runoff of water and chemicals from the second floor balconies. Jill Ellis was instructed to write Bruce Hill to inform him that he may continue to hose off his balcony with plain water. SALE AND LEASE APPROVALSUnit 700 was sold with the proper approval; however the application will be presented to the Board at the next meeting for confirming approval. OLD BUSINESSThe Falcon Electric project to retrofit the alarm system will begin as soon as the Fire Marshall tests the DCB readings. Progress Energy was on site April 29 for the energy audit, we now are waiting for their written recommendations. The garage metal conduit straps are rusted and need to be repainted or replaced with plastic straps. Jill Ellis will discuss this item with Dan. It was moved and seconded to accept a proposal from Kerns-Whitehouse & Associates, Inc. (KWA) for a condition survey and Scope of Work limited to the caulking around the outside windows and doors of units #205 and #1002 for approximately $1,000. Motion carried. It was moved and seconded to accept a bid from Kerns-Whitehouse & Associates, Inc. (KWA) for a condition survey and Project Manual in the amount of $5,065 on the nine exterior walkways, stairway and elevator landing areas, sun decks and HVAC Corrals. Motion failed with Tom Adams and Vince Vincent voting against. It was moved and seconded to accept a bid in the amount of $3,923 from Clearwater Plumbing to install a water line and hose bibs on nine (9) floors for cleaning the outside walkways. Motion carried. Kotakis Towing has installed “No Parking” signs in order that automobiles may legally be towed at the owner’s expense from the Sunwatch parking lot and garage. NEW BUSINESSIt was moved and seconded to approve a proposal from Professional Landscape and Supply (Cut-Rite) to remove Hawthorne around the Geo-Therm pool heaters for $150 and to add top soil to the lawn damaged by installation of the new pool equipment. Motion carried. It was moved and seconded to approve a bid in the amount of $1,275.97 from CR Doors to replace an exterior door and frame to the roof. Motion carried. Several bids were received to pressure clean, repair and paint the exterior break away garage walls under the south second floor balconies. No action was taken on any of the bids. President Tom Adams suggested that the Board appoint an Assistant Treasurer. Treasurer Bob Burwell objected stating that he had been serving as Treasurer since the Sunwatch was turned over to the association from the developer. He stated that he has been able to review the monthly financial reports prepared by the management company, prepare the annual budget in conjunction with the management company for presentation to the Board by internet, fax and telephone without any problems. He reminded the Board that the Treasurer has no authority to sign checks or handle cash and the financial records are subject to a “Review Audit” by an independent CPA. He states that there is no need for a system of check and balance for the office of Treasurer as suggested by the President. He further indicated that having more that one person performing the duties of the Treasurer’s office would be confusing. No action was taken to appoint an Assistant Treasurer. Imposing a Maintenance Fee on the Private Garages was again discussed. Bob Burwell presented three letters of opinion from Sunwatch’s legal council, Nathan Hightower, dated March 17, 2004 , March 22, 2004 and April 13, 2005. Since the owners were charged a substantial fee by the developer for the exclusive right to use the private garages, the Board cannot now charge another fee. Mr. Hightower did outline the steps for the Association to amend the Declaration which could be voted upon by the entire Association at an annual or special called meeting. Jill Ellis recommended that an additional part time maintenance person be hired to assist Dan. It was moved and seconded to hire an additional maintenance person for up to 4 hours per day at no more than $9,00 per hour provided that the Resource Property Management on site additional hours not be cut. Motion failed with Tom Adams and Vince Vincent voting against. It was moved and seconded to hire an additional maintenance person for up to 4 hours per day at no more than $9.00 per hour provided that the Resource Property Management on site hours be eliminated. Motion failed with Bob Burwell and Terry Werner voting against. It was moved and seconded to set up a $100 petty cash fund for use by the maintenance department for miscellaneous items. Motion carried. Jill Ellis was instructed to obtain for metal scuppers for the drainage holes over the private garages. Terry Werner inquired about the lack of lines over the swimming pool to discourage the birds. Jill Ellis stated that Dan is going to restring them shortly. Jill Ellis was instructed to obtain bids for a security camera system. COMMITTEE REPORTSCovenants Committee member Merry June Burwell presented a proposal as requested by the Board at their last meeting concerning construction work by owners of Sunwatch. It was moved and seconded to adopt the following Rules and Regulations for Sunwatch: Maintenance Committee Chairperson Cliff Snedeker presented a report from Jodan Architectural Concepts concerning the ERCO windows and doors that failed during the summer storms. EFCO’s field service representative found no lock malfunction and suggested that new window vinyl and door weather stripping be installed by a qualified installer. This would have to be done by the unit owners as windows and doors are not the responsibility of the Association. Cliff Snedeker reviewed the Proposed Maintenance Project List dated May 9, 2005. The Board formed a new committee called the Welcome Committee for the purpose of meeting with new unit owners and tenants to give some insight to Sunwatch and be sure they understand our Rules and Regulations. Linda Adams and Sherry Vincent were appointed to the new committee. NEXT MEETINGThe next meeting will be determined by a majority of the Board. ADJOURNMENTThere being no further business, the meeting was adjourned. Robert A. Burwell, Secretary/Treasurer |