BUENA VISTA ASSOCIATION, INC.
Minutes of the Board of Directors Meeting
Held on August 21, 2008, at the Management Office,
located at 109 Long Point Road, Cape Canaveral, FL 32920
1. Call to Order & Establishment of a Quorum of Directors:
Board President Art Berger called the meeting to order at 6:40p.m. Vice President Viktor Pejic, Treasurer Rita Stevens, Secretary Cindy Peterson and Director Valeria Pejic were in attendance establishing a quorum of Directors for the meeting. Kathy Watts represented Reconcilable Differences, Inc.
2. Approval of minutes from June 23, 2008 Board Meeting:
Viktor Pejic made a motion to approve the minutes of June 23, 2008. Cindy Peterson seconded the motion and it passed by unanimous voice vote.
3. Financial Report: As of the end of July, there is $24,192.95 in Operating and a total of $38,427.74 in Reserves. One owner is delinquent with their monthly assessments but it is felt the association is in good shape financially...
4. Unfinished Business:
Status of Fire System Proposal: Kathy Watts reported that a poll had been sent to the owners for their input and so far all except one owner has requested we proceed with attempting to obtain a waiver from the requirements to install a fire system at Buena Vista. We’re still short of the 2/3’s needed to proceed, so a second request will be mailed to those who haven’t sent in a response. Art Berger felt that if the waiver is successful, the association should inspect each unit and make sure all units have at least 2 smoke alarms, one of which should be “hard wired”.
Update on vending machines: Viktor reported he had contacted vending companies and there would not be a charge for the machines but the products, whether soda or water would cost $.75 each. There would be additional profit if the association stocked the machines themselves. Rita stated her vehicle has been disturbed and feels a vending machine would attract unwanted foot traffic and be an open invitation for break ins. The association would have to pour a slab and run the necessary utilities, whether for the vending machine or a shower. The mechanism for a shower would cost the association approximately $500. Many residents informally polled felt it would make the property look too much like a motel and not a condominium. Viktor stated he was only reporting his findings and felt the Board needs to think about it and if necessary poll the owners regarding this charge too. Kathy suggested the insurance company also be contacted before anything is decided to determine if the association would be liable for any incidents pertaining to vending machines and showers even though they would have signage stating they were for the condominium use only.
Towing signs: The check for the purchase for 4 signs has been signed and Kathy will purchase the required signage, determine where to place them.
Dumpster update: Kathy stated she has calls into the City of Cocoa Beach to request authorization to share the county dumpster at the east end of the property and share the cost of that one which would enable the association to remove their present dumpster completely and not lose any spaces by having to remove it to another area on the property. Cindy Peterson stated she might know of some people we can contact and would contact RDI with the phone numbers and names.
5. New Business:
Parking Issues: The Board discussed parking identification and possibly requiring parking decals. Kathy will research prices and report at the next meeting.
6. Additional Issues:
During the tropical storm, Buena Vista was relatively lucky except for issues in unit 24. Art and Kathy, with Fran and friend, inspected the damaged area and Art felt the leak was coming from unit 48 above or the roof. Art Berger made a motion for approval to hire a professional to inspect the windows, roof and gutters to determine where the water intrusion is originating. If the cost for repairs is $500 or less, the repairs will be done immediately. Over that amount will require Board authorization. Art will also be on hand for the inspections. Rita Stevens seconded the motion and it passed by unanimous voice vote.
7. Set Next Meeting Date:
The next meeting date was set for Thursday, October 30, 2008 at 6:30 p.m.
8. Adjournment:
With no further business to discuss, Art Berger motioned to adjourn the meeting. Viktor Pejic seconded the motion and it passed by unanimous voice vote. The meeting adjourned at 7:10 p.m.
Respectfully Submitted,
Kathy Watts, CMCA, LCAM #27668, Reconcilable Differences, Inc.
Cindy Peterson, Secretary, Buena Vista Association, Inc.
BUENA VISTA ASSOCIATION, INC.
Minutes of the Board of Directors Meeting
Held on June 23, 2008, at the Management Office,
located at 109 Long Point Road, Cape Canaveral, FL 32920
1. Call to Order & Establishment of a Quorum of Directors:
Board President Art Berger called the meeting to order at 6:40p.m. Vice President Viktor Pejic, Treasurer Rita Stevens and Director Valeria Pejic were in attendance establishing a quorum of Directors for the meeting. Secretary Cindy Peterson was not able to attend the meeting. Michelle Dugan and Kathy Watts represented Reconcilable Differences, Inc. Owner Francis Liggio was also present at the meeting.
2. Approval of minutes from March 27, 2008 Board Meeting:
Viktor Pejic made a motion to approve the minutes of March 27, 2008. Rita Stevens seconded the motion and it passed by unanimous voice vote.
3. Financial Report:
As of the end of May, there is $23,895.38 in Operating and a total of $35,999.70 in Reserves. The Board agreed to roll over the maturing CD to a 6 month term in order to receive a 4% return.
4. Unfinished Business:
Status of Fire System Proposal:
Management introduced Susan Saylor from Dyna Fire and she explained their system to the Board which included the use of wireless unit horns and wireless connections for monitoring. No dedicated phone lines will be required. After the presentation, the Board discussed other options. Kathy reported that Dolphin Beach is having the same issue with the alarms and has decided to poll their owners on whether to attempt a waiver on the alarm system. The Board requested more information from Attorney Paul Wean before they commit themselves to attempt a waiver also. Specifically: does the waiver need 100% owner approval, is there a possibility of speaking with one of the condos Paul Wean has been successful in obtaining the waiver for, would there be liability issues if a fire occurs after voting to be exempt, and what would the attorney’s fee be.
5. New Business
New cleaning service: Management reported that the residents appear to be very pleased with the new cleaning service. Rita Stevens made a motion to accept Clean Serve as the association cleaning service at a cost of $400 per month. Viktor Pejic seconded the motion and it passed by unanimous voice vote.
Maintenance service: Keith from KM Services has been contracted to complete any repairs deemed necessary by the Board and Management.
Parking Issues: Rita expressed her displeasure at visitors to the beach parking in Buena Vista spaces and stated she’s been verbally abused by more than one when she requests they move their vehicles. It’s felt the present towing company, Doug’s Towing, is too far away to get to the property in a timely fashion and the offending vehicle will be gone by the time the tow truck gets there. Space Port Amoco is located in Cape Canaveral and appears to have a quick response time. It was also questioned whether Space Port could be “put on alert” when cars are expected to have to be towed. Viktor Pejic made a motion to purchase 4 “no parking” signs for $20 each from Space Port Amoco and notify them when vehicles are in need of towing.
6. Additional Issues:
Windows were discussed. It appears units 22, 24 26 and 28 were never replaced by the owners. The Board recommended that to be fair, if someone needs their windows replaced, they need to fund the cost themselves. If the Board is pushed, the association will special assess everyone for the window replacements and refund only those owners who have already paid for their windows.
Dumpster: Kathy informed the Board that the dumpster will need to be relocated since it’s on the right of way. The city will be questioned as to whether Buena Vista would be able to share the city’s beach dumpster which is in close proximity and share the cost of the dumpster.
Soda Machines: Viktor suggested placing soda and water machines on Buena Vista property, sign them “resident use only” and deposit the funds received when beach goers see the machines and purchase drinks. Viktor also suggested pay showers and will report his findings at the next Board meeting.
7. Set Next Meeting Date:
The next meeting date was set for August 11, 2008, at 6:30 p.m.
8. Adjournment:
With no further business to discuss, Art Berger motioned to adjourn the meeting. Viktor Pejic seconded the motion and it passed by unanimous voice vote. The meeting adjourned at 8:15 p.m.
Respectfully Submitted,
Kathy Watts, CMCA, LCAM #27668, Reconcilable Differences, Inc.
Cindy Peterson, Secretary, Buena Vista Association, Inc.
BUENA VISTA ASSOCIATION, INC.
Minutes of the Board of Directors Meeting
Held on March 27, 2008, immediately following the Special Member’s Meeting,
at the Management Office,
located at 109 Long Point Road, Cape Canaveral, FL 32920
1. Call to Order & Establishment of a Quorum of Directors:
Board President Art Berger called the meeting to order at 8:35 p.m. Vice President Viktor Pejic, Secretary Cindy Peterson, Treasurer Rita Stevens and Director Valeria Pejic were in attendance establishing a quorum of Directors for the meeting. Karen Auth from Reconcilable Differences, Inc. was also in attendance. There were no owners present at the meeting.
2. Approval of minutes from February 7, 2008 Board Meeting:
Cindy Peterson motioned to approve the minutes. Art Berger seconded the motion. All were in favor.
3: Unfinished Business:
a.) Change in minimal rental period approve/disapprove:
Cindy Peterson motioned in favor of a change in the minimum rental period from 90 days to 30 days. Viktor Pejic seconded the motion. All were in favor. Management will send a revised copy of the rules of the Association, with this change, to all owners with a copy of the minutes to the special members meeting and subsequent Board meeting.
b.) Cleaning contract/Approval to Hire Maintenance Employee:
Viktor Pejic motioned in favor of hiring a maintenance employee to resume janitorial duties at no more than 4 to 5 hours per week, unless needed to perform other maintenance projects as deemed necessary by Management and/or the Board. Cindy Peterson seconded the motion. All were in favor.
c.) Status of Internet Access:
As previously announced to the Board by Management, the cost to add internet access to the existing cable contract with Brighthouse Networks would be $29.95 per unit. This issue was dropped by the Board of Directors and deemed cost prohibitive.
d.) Status of Windows/Door Replacement:
Management reported that only one contractor has submitted a proposal for door/window replacement. The cost estimate for replacing the existing doors with a fiberglass replacement, including a new PVC jamb, would be $590 per door but excluded new hardware, e.g. stainless hinges and new locksets for the door. The price for the removal and installation of new impact resistant windows would be $510 dollars each for the larger windows and $340 each for the smaller windows. Management reported that the owner of Contractor Doors has yet to respond to the proposal because he has been ill. Management would continue to pursue additional bids. Art Berger emphasized that the Board would identity a process for replacing Association owned windows and doors, as needed, once all bids were received. Management noted there was approximately $2,600 dollars in the reserve budget to date for door and window replacement and an additional $107 dollars per month is being added to this reserve account.
e.) Status of Fire System Proposal:
Management stated that a new contractor proposal is being sought by a company called LV Solutions, Inc. This company also installs the wireless horns in the units and the Fire Marshall had suggested we contact them to get a competitive price for the wireless solution. Management has met with the contractor onsite, provided a copy of the interior unit plans and a bid is forthcoming.
4. Set Next Meeting Date:
The next meeting date was set for June 19, 2008, at 6:30 p.m. At this meeting the Board will invite preferred contactors for the new fire alarm system and select a contractor of choice for the installation of the new system.
5. Adjournment:
Before adjourning the meeting, Art Berger remarked that the Board needs to consider making repairs to unit #6 as a future item to be addressed. He had the opportunity to inspect this unit during a recent property inspection and found this owner has to deal with a 6-7 inch rise to get into the unit and has uneven floors throughout the unit. Although the repairs when done, were the best that could be done at the time, he deemed it inadequate and the Board needs to consider making repairs to this unit that would return the unit to its originally developed state. He estimated the cost to do so would be somewhere between $15,000 - $22,000 dollars. A special assessment will be needed to accomplish this work.
With no further business to discuss, Art Berger motioned to adjourn the meeting. Valeria Pejic seconded the motion. All were in favor. The meeting adjourned at 8:45 p.m.
Respectfully Submitted,
Karen M. Auth, LCAM #28323, Reconcilable Differences, Inc.
Cindy Peterson, Secretary, Buena Vista Association, Inc.
BUENA VISTA CONDOMINIUM ASSOCIATION, INC.
MINUTES OF THE SPECIAL MEMBERS’ MEETING
held March 27, 2008
at the Management Office located at
109 Long Point Road, Cape Canaveral, FL 32920
1. MEETING CALLED TO ORDER:
President Art Berger called the meeting to order at 6:30 p.m.
2. CERTIFICATION OF PROXIES & ESTABLISHMENT OF QUORUM:
Manager, Karen Auth, reported there were 19 unit owners present; 8 in person and 11 by proxy.
As the requirement for a special members’ meeting is a quorum of units presented (12 units), the quorum was established and the meeting began.
3. FINANCIAL REPORT:
Management reported the combined operating and reserve account balances as of the end of February was $49,081.44. A four month Certificate of Deposit (CD) in the amount of $26,000 dollars, from the reserve funds, was opened in February. The Association ended the month $1,608.85 under budget primarily due to reduced insurance premiums at the time of renewal for the master policy. There were two accounts in arrears as of the end of February but both have since been brought current. Art Berger stated the CD was purchased to help accumulate extra funds toward the purchase of the fire alarm system.
4. NEW BUSINESS:
Results of proposed amendment allowing motorcycles to park on property;
Management reported that 10 represented units voted in favor of the amendment change and 9 represented units voted against the amendment change. According to the declaration documents a positive vote from 17 represented units is required to pass this amendment. The amendment did NOT pass. Art Berger did state that owners still desiring this change could solicit owners on their own, if they so choose, but the process according to the declaration documents was followed and there was insufficient positive votes received for this amendment to pass.
Comments regarding change to minimum rental period:
The city of Cocoa Beach Fire Marshall, Mark Armarl was present to bring everyone up to date on current city and state requirements with regard to renting of condominium units within the city of Cocoa Beach. A summary of his remarks are as follows:
- Any owner renting a unit for less than 6 months must apply to the city for an occupational license or if they use a real estate agent, said agent must also have a license.
- The application for a license will prompt an inspection from the fire department and review by the building code enforcement office to ensure the unit is safe.
- All units rented must meet all fire safety code requirements which would include smoke detectors which are hard wired in the unit and other ADA requirements, at a minimum.
- At the point in which the city confirms that 50% of the units at Buena Vista are being rented for less than a six month time period, the entire building will have to brought up to building and fire safety code requirements consistent with that of a hotel/motel.
- If a unit is rented for less than a 30 day rental period, there are also state licensing requirements.
- If an owner is caught renting their unit for less than six months without a license, they will be subjected to fines and a potential review by the IRS of past taxes.
- If the unit is listed as homestead property, the homestead status will be taken away.
Fire Marshall Armarl was thanked for his participation, once again, in a meeting with the owners of Buena Vista. He appreciated being invited and preferred to be addressing issues of this nature with the owners in advance of Associations making decisions that might cause unwanted consequences down the road.
There was general agreement amongst attendees that a less than 30 day rental period would not be in the best interest of the owners. It was also agreed that if at some point in time more than 50% of the owners are renting for less than a six month period, the Association would have to readdress this issue.
A summary of owner comments received in writing prior to the meeting regarding the change in the minimum rental period were shared with all owners present. In addition, owners present were asked for their opinion.
In conclusion, it was generally felt that owners opposed to a change in the minimum rental were opposed because a lesser rental period could potentially threaten the peaceful environment the full time residents of Buena Vista enjoy right now. It could also lead to increased costs in operating expenses should the Association be identified as having more than 50% of the units being rented for less than the six month time period. In addition, a higher percentage of rentals could increase insurance rates (liability insurance) for the Association.
Those generally in favor of a reduction in the minimum rental period believed that a lesser rental period would increase the market value of the property and could increase the potential revenue stream for unit owners who purchased the property for investment purposes. If the idea of a 14 day minimum rental period is aborted and a 30 minimum rental period was invoked, it was felt that a higher paying and more responsible tenant could be sought for the unit.
This topic concluded with the Board members stating they would abort the idea of a 14 day minimum rental period but would consider a 30 day minimum rental period. Those owners present at the meeting felt they could live with this change. Board members present also committed to reviewing this issue again should significant problems for full time residents result from a reduction in the minimum rental period.
5. UNFINISHED BUSINESS:
Internet Access: An owner remarked that they did not think it was fair to charge owners who do no prefer internet access for this service. Board members Art Berger and Viktor Pejic responded that if the cost for this service was not favorable for owners, the Board had no intentions of pursuing this item any further and this change would have to go to a vote before the owners.
Doors/Windows Replacement: Art Berger did advise owners that Management is seeking proposals on the cost to replace the windows and front doors to the units. The Board intends to develop a process and procedure for replacement of these items, on an as needed basis, in lieu of waiting until all the doors and windows are in need of replacement.
Installation of new Fire Alarm System: Management asked if owners present had any outstanding questions regarding the requirement from the city of Cocoa Beach Fire Department for the installation of a fire alarm system. Owners present were abreast of this requirement through prior meetings and meeting minutes. Art Berger stated that the Board will make a decision this summer on the contractor who will be hired to do this work. The Board is currently looking at using reserve funds to pay for fifty percent of the contract price. A special assessment to all unit owners will be needed to fund the remainder of this project. The absence of a fire alarm system is deemed a life safety concern that is not optional but must be addressed by the Association.
6. ADJOURNMENT:
With no further business to discuss, the meeting was adjourned at 8:30 p.m.
Respectfully Submitted,
Karen M, Auth, LCAM #28323, Community Association Manager
Cindy Peterson, Secretary, Buena Vista Association, Inc.
BUENA VISTA ASSOCIATION, INC.
Minutes of the Board of Directors Meeting
Held on February 7, 2008, at the 6:30 PM, at the Management Office,
located at 109 Long Point Road, Cape Canaveral, FL 32920
1. Call to Order & Establishment of a Quorum of Directors:
Board President Art Berger called the meeting to order at 6:30 p.m. Vice President Viktor Pejic, Secretary Cindy Peterson, Treasurer Rita Stevens and Director Valeria Pejic were in attendance establishing a quorum of Directors for the meeting. Karen Auth from Reconcilable Differences, Inc. was also in attendance. There were no owners present.
2. Approval of minutes from October 23, 2007 meeting.
Having affirmed that the minutes had been mailed to all owners; Viktor Pejic motioned to approve the minutes. Art Berger seconded the motion. All were in favor.
3. Financial Report:
All Board members had received a copy of the January Financial report. Management was asked for clarification with regard to accounts receivables and retained earnings. There were no further comments regarding the financial report. Management did state we have one account that is in arrears greater than 60 days and believed to be going into foreclosure. The owners were sent a letter requesting payment in full or the account would be turned over to the attorney to begin collections. The Board recommended no further action at this time.
a. Status of Certificate of Deposit (CD)
Management informed the Board that the certificate of deposit expired at the end of December and was transferred into the existing money market account. At this time, the options at RBC Ventura are to invest in a 4 month with an APY of 3.65 percent or a 6 month CD with an APY of 3.15 percent. Cindy Peterson motioned to transfer $26,000 from the money market into a 4 month CD. Viktor seconded the motion all were in favor.
4. Proposal Review for Fire Alarm System & Set Date for Contractor Selection:
All Board members had received copies of the Fire Alarm System proposals and a summary page noting the differences. Art Berger stated the letter from the Fire Marshall allows 18 months, from July 20, 2007, to implement this system. After some discussion, it was agreed by all Board members that the Association should defer the decision for at the most, 8 months, giving time to accumulate more funds to pay for the new system. The Board would revisit the issue in 4 months to determine whether there are any new contractors in the wireless market that might offer a comparable bid for the one wireless contractor currently bidding on the project. Management was asked to write a letter to this contractor; noting they were highest bidder, Association is leaning toward their wireless horn solution, etc. Art would review the letter for added comments. Management was also asked to prepare a letter to the owners advising them that a decision regarding the purchase of the fire alarm system will be made this year and thus a special assessment, approximate amount between $500 and $1000 dollars, should be anticipated before the end of the year.
5. New Business:
a. Window Door Replacement; Understanding of Problem and Procedure for Replacement
There was lots of discussion on this topic as in the past the Association did not have reserves for windows and doors and the replacement cost fell upon the unit owner. For the past two years the Association has been putting aside reserves for window/doors, although only at partial funding. The replacement windows being considered would only be those windows located at the front side of the unit and Art speculated it would cost $300 per window. It was recommended that Management obtain bids so the Board can determine the best direction to take. It was generally felt at the end of the discussion that the Association should take a replace as needed position. Art provided Management with a contractor name and telephone number for obtaining at least one bid.
b. Review of Existing Rules:
Viktor Pejic motioned to remove the restriction that excludes motorcycles from parking on Buena Vista Property. Cindy Peterson seconded the motion. Art Berger and Valeria Pejic were in favor. Rita Stevens opposed. As this is a restriction in the declaration documents Management noted it will have to go to the owners for a vote. A positive vote from 17 owners will be required for this amendment to pass. Management will prepare the proxy for mailing. Viktor also motioned that for any unit “the minimal rental period will be 14 days or greater” changing the current rule requirement of a 90 day minimum rental period. Art Berger seconded the motion. Cindy and Valeria were also in favor. Rita Stevens opposed. Management noted she will send the rule change out to owners with the proxy and give them approximately 30 days to provide the Board with input regarding this change. The Board aims to please, so owner input on this proposed rule change is encouraged.
c. Discussion on expanding Association’s existing cable service to include internet service:
Viktor Pejic reported he was unable to obtain any information on this topic from the cable company. He will keep trying. Management offered to see if she could get information from the contracts department and will report at the next meeting. Art mentioned he anticipates lots of competition from Satellite service providers in the future perhaps driving the costs for this type of service down.
d. Cancellation of existing Cleaning Contract; Review options:
Management reported giving the existing cleaning contractor 30 day notice of termination. Since initiating the contract with them last summer they have already received two letters from Management citing improvements that must be made. Management felt the contractor was given sufficient time to make those improvements and failed to do so. Viktor stated the company he had in mind as a possible replacement alternative was too expensive. The issue of hiring someone to work 8-9 hours per week on the property for cleaning and general maintenance was discussed. Management mentioned the possibility of leasing an employee through Reconcilable Differences, Inc. and would ask Michelle what the overhead, on top of salary, would be for this service. All Board members were in agreement that this might be a good solution. Art thought he might have someone who might be a fit for the job.
e. New Cracks in dining room/living Unit 6: Reassess presence of existing cracks in balcony walls found in 2007- Is new action required?:
Art Berger and Viktor Pejic agreed to perform onsite inspections of the units reporting interior cracks. The inspection date was set for February 13, 2008, at 3:30 p.m.
6. Set Next Meeting Date:
The next meeting was scheduled for March 27, 2008, at 6:30 p.m. This will be a members meeting where the results of the amendment for the inclusion of motorcycles and the feedback from owners on the rules amending the minimum rental period will be heard.
7. Adjournment:
With no further business to discuss, Art motioned to adjourn the meeting at 8:40 p.m. Viktor seconded the motion. All were in favor.
Respectfully Submitted,
Karen M. Auth, LCAM #28323, Reconcilable Differences, Inc.
Cindy Peterson, Secretary, Buena Vista Association, Inc.
BUENA VISTA CONDOMINIUM ASSOCIATION, INC.
MINUTES OF THE ANNUAL MEETING
held JANUARY 10, 2008
at the Management Office located at
109 Long Point Road, Cape Canaveral, FL 32920
1. MEETING CALLED TO ORDER:
Richard Blyth, Board President, called the meeting to order at 6:30 p.m. Treasurer Rita Stevens and Secretary Joyce John were present at the meeting. Karen Auth, from Reconcilable Differences, was also present.
2. CERTIFICATION OF PROXIES & ESTABLISHMENT OF QUORUM:
Manager, Karen Auth, reported there were 10 unit owners present by proxy and 6 unit owners present in person, establishing a quorum (a minimum of 13 owners present required) to conduct the meeting.
3. PROOF OF NOTICE OF MEETING OR WAIVER OF NOTICE:
Richard affirmed that the notice of the meeting was indeed mailed to all owners and the meeting notice was posted the same day as the mailing.
4. READING AND APPROVAL OF MINUTES FROM JANUARY 10, 2007 ANNUAL MEETING:
Richard stated that all owners were mailed a copy of the annual meeting minutes last year and did not feel it was necessary to read them aloud and called for a motion to approve the minutes. Rita motion to approve; Joyce seconded the motion. All were in favor. Richard remarked that at the last annual meeting there were two issues brought before the Board; amending the documents to add a $25 dollar late fee for unpaid assessments and the removal of the water spigot on the northeast side of the building. Both issues were dealt with in 2007.
5. FINANCIAL REPORT:
Owners in attendance were given copies of the end of year Balance Sheet and Profit/Loss statement. Richard referred owners to the balance sheet and remarked on the following; Operating account balance, $13,130.67 dollars, Reserve Money Market balance, $21,507.55 dollars and the CD account balance of $9,172 dollars. He also remarked on the $2,265.66 dollars in accounts receivables which reflects prepaid assessments received from owners. With regard to the profit and loss for the year, the Association ended the year under budget by $6,711.18 dollars. This under-run can be attributed to unanticipated decreases in the master policy insurance premium renewed in November 2007. Richard stated the Association has ended the year in a very healthy financial situation and he thanked Management for a very good presentation of the financial status of the business. He further indicated the new Board will need to make the decision on how to fund the purchase of the new fire alarm system.
6. UNFINISHED BUSINESS:
Richard stated that the only Association business left unfinished was the decision on the installation of the new fire alarm system. The previous Board was waiting on new information and wanted to make sure they were doing the correct thing for the Association. In light of this outstanding item, the City of Cocoa Beach Fire Marshall was invited to the meeting so he could address any concerns owners had regarding the fire alarm system requirement. Management introduced Fire Marshall Armaral to the owners present and a question and answer session occurred. The most significant items taken from this session were noted as follows:
Per the Fire Marshall; the two most expensive costs associated with the installation of a fire alarm system are the monthly monitoring fees and the dedicated phone lines required for the monitoring. He has researched the building code requirements and it is allowable to implement a fire alarm system without the requirement for monitoring as long as a sign is posted next to the pull station that requests the person pulling the fire alarm to call 911. If this action does not take place, the Association will have to implement a monitored system. Viktor recommended the new Board consider a rule requiring any owner who hears the alarm to call 911. The removal of the requirement for a monitored system will have cost savings benefits for Buena Vista.
Per the Fire Marshall; the reason the installation of the fire alarm system could not be grandfathered is because it is considered a life safety requirement and life safety code requirements have the capacity to over rule the grandfathering status.
The Fire Marshall remarked that he has reviewed the contract the Association has received from the fire alarm contractor offering the wireless solution. His only concern is that this contractor is new to Brevard County and uses a fire alarm panel that is only serviced by one other contractor in the area.
Management called for final questions for the Fire Marshall. Art Berger asked the Fire Marshall if he would be willing to be present at a “pre-construction meeting” with the contractor selected, to ensure mutual understanding of what is going to take place. The Fire Marshall was agreeable to attending such a meeting. Richard, Management and the owners present thanked the Fire Marshall for attending the meeting.
7. NEW BUSINESS:
Richard stated that he and Management took some time to examine the condition of the windows and doors of all units before the end of the year. The Association has responsibility for the replacement of the windows and doors located in the front of each unit. The Association has tried but has been unsuccessful in getting enough positive votes from owners to amend the documents and make windows and doors the owner’s responsibility. Richard suggested the new Board review the results of this examination and since there are reserve funds available, the new board might consider the gradual replacement of the windows and doors versus waiting until they all need replacement. Management will provide a copy of this condition survey to the new Board.
Rita Stevens mentioned she has found a crack along the hallway into her dining room. Richard mentioned that cracks are beginning to form between the main building and the enclosed balconies initiating in some of upstairs units and extending down into the downstairs units. A general contractor, who specializes in concrete restoration and was familiar with the history of Buena Vista, inspected several units last year. His recommendation was to caulk a few of the cracks with an inexpensive caulking material and monitor. If the crack is growing larger, the caulking will separate from the wall. The unit where the caulking was applied was inspected twice in 2007 and there was no separation evident. The new Board will need to decide if there is further action necessary based on Rita’s finding of a new crack in her unit.
8. PRESENTATION OF 2008 BOARD MEMBERS:
Richard declared that the individuals so named in the notice mailed to owners; Art Berger, Valeria Pejic, Viktor Pejic, Cindy Peterson and Rita Stevens will serve as the new Board for the year 2008. Owners thanked Richard for his years of service to the Association.
9. ADJOURNMENT:
The meeting was adjourned at 7:18PM. Attendees thanked Rita for the wonderful goodies she brought to the meeting.
Respectfully Submitted,
Karen M, Auth, LCAM #28323, Reconcilable Differences, Inc.
Cindy Peterson, Secretary
BUENA VISTA CONDOMINIUM ASSOCIATION, INC.
MINUTES OF THE ORGANIZATIONAL MEETING
HELD IMMEDIATELY FOLLOWING THE ANNUAL MEETING
ON JANUARY 10, 2008,
at the Management Office,
located at 109 Long Point Rd., Cape Canaveral, Florida 32920
1. MEETING CALLED TO ORDER:
Management called the meeting to order at 7:.25 p.m. and briefly described the nomination process. The President elected will have the responsibility for the day to day operations of the Association along with Management. Both will work within the existing budget in the handling of issues requiring attention.
2. ELECTION OF OFFICERS:
Viktor Pejic nominated Art Berger as President and Art Berger nominated Viktor Pejic as Vice President. Both accepted their nominations and Rita seconded both nominations. All were in favor. Art Berger nominated Rita Stevens as Treasurer. Rita accepted the nomination, Cindy Peterson seconded the nomination. All were in favor. Valeria Pejic nominated Cindy Peterson as Secretary for the Association. Cindy accepted the nomination and Victor Pejic seconded the nomination. All were in favor. Valeria Pejic will retain the position of Director.
3. SCHEDULE NEXT MEETING:
The first meeting of the new board will be held on Tuesday, February 7th, 2008, at 6:30 p.m. at the office of Reconcilable Differences, Inc. The proposed agenda will include but not be limited to the following topics; a review of the existing fire alarm system contracts and establishing a date for making a decision on a contractor, the replacement of windows and doors (understand the problem and procedure for replacement, a review of the existing rules and a discussion on expanding existing cable service for internet capabilities. It was agreed that email would be the preferred method of communication. Management stated that Board packets of information needed for upcoming meetings are usually prepared one week in advance of the meeting and asked how members would like those distributed. It was agreed that Management would make an email announcement that the material was ready and each member would decide the most convenient method for getting the material. Management stated that there is no problem delivering packets to those owners that live onsite.
4. ADJOURNMENT:
With no further business to discuss, the meeting was adjourned at 7:35 p.m.
Respectfully Submitted,
Karen M, Auth, LCAM #28323, Reconcilable Differences, Inc.
Cindy Peterson, Secretary