Bayside HOME RDI HOME  

Minutes of the Board Meeting of the
Bayside Condominiums Association of Brevard, Inc.
Held Wednesday, August 30, 2017

Call to Order: The meeting was called to order at 4:00 pm. Board members present: President Craig Ponsonby by phone, VP Denny Dettro by phone, Secretary Gail Burch, Treasurer Bob Behling and Director John Roberts in person. Michelle Davis and Ted Manna from RDI were also present. Eight owners were present.

Proof of Notice of Meeting: Bob certified that the agendas were posted on the bulletin boards more than 48 hours before the meeting and RDI emailed to owners.

Approval of Minutes: Bob motioned to approve the minutes of the July 26th board meeting as posted on the website. Gail seconded, all in favor. Craig motioned to approve the minutes of the August 9th board meeting as posted on the website. Denny seconded, all in favor.

New Business:
Treasurerís Report:
Bob reported that through July, the Association is about $2,000 under budget.

Infraction Practices Committee Expectations: Management drafted a Fine Committee checklist with sample letters and timelines. Committee members will be Susie Carter, Ron Friedman, and Judy Scism. The committee and board members agreed to a 2-letter management response; first a kind reminder of the rule being violated, the second letter firm and by certified mail. If infraction continues, committee will send letter with date of hearing. After this meeting, committee will assess and notify board of fine to be levied.

Landscaping: US Lawns is being overseen by Al Franks. Al has done an outstanding job and the board wanted to recognize and thank Al for all his work. He has added hanging plants at the entrance, and has overseen landscapers, obtaining plants under warranty when they die.

766 Screen Request: The new owner has requested permission for her gutter contractor to install panels in the screen that will divert water so she doesnít have to wade through water. Bob motioned to approve the request, with the assumption that she will be responsible for the cost and maintenance of this alternate option for gutters. Gail seconded, all in favor.

Lobby Bulletin Boards: A resident asked that, with the lobby renovation, the bulletin boards be moved for ease in reading notices. After discussion, it was agreed to leave them where they are.

Old Business:
Spectrum Contract Status:
The Associationís attorney made some changes to the new contract with Charter/Spectrum, for including 60 mb internet with 2 tiers of cable channels. Spectrum was willing to accept some of the changes, but not all. Craig will have both attorneys discuss this and come to reasonable changes both sides can live with.

B504 Leak Status: Our maintenance man, Mike Depalo, has found and repaired the leak on the roof and repaired it. There was a similar leak in ďAĒ building and Mike repaired that as well. As of now, with a lot of rain received, the repairs are holding. Denny motioned to pay Mike 5 hours extra for coming in on his day off and finding an answer to this reoccurring problem, which seems to be working very well. Gail seconded, all in favor.

Soffit Project Status: Existing Structures Engineering produced an RFP and drawings, and sent bids out to 6 companies. Yesterday, 3 of them met for a mandatory walk through. Three chose not to bid; the other 3 will submit their bids by September 12th.

Fountain Repair Decision: Ted stated that two bids were received, and the least expensive, from Lake Doctors, at $1,246, was awarded the work and installed the fountain and float this week.

Garage Exhaust Fans: Ted asked that a committee be appointed for this, because he has called the state, the city and the county building departments and no one can give an answer to how long the fans in the garages must run. Susie Carter said that a few years ago, the city told the association that the fans must run 24/7. We were told that a carbon monoxide sensor and timer might be allowed. Denny will ask the owner who requested this to research himself if he believes it can be done.

Hi Rise Elevator Floors Decision: All the contractors contacted by the committee backed out of bidding, but one that management spoke to in March is still interested, but has modified the bid, verbally, to add about $500 for a second employee and extra underlayment. Bob motioned to approve up to $3,100 for KJM to install tile in 3elevator floors, not including the tile. Denny seconded, all in favor. An 18x18Ē sample tile was presented, from Buffkin. The Board agreed to use this tile inside the elevators.

Finalize Lobby Painting Plan: The board approved a local artist choice for the murals at the last meeting. Karen Dettro will obtain the contract and have board members sign. Painting the walls to cover the old murals and past damage must be done by others. Management obtained 2 bids and Gail tried to obtain a third, but it wasnít received. Denny motioned to use Complete Painting, at $1,650 for all three lobbies, to repair and paint lobbies, baseboards and doors (1 side of garage door). Craig seconded, all in favor.

Bob motioned to approve using artist Robin Maus for the 3 lobby murals, at a cost of $6,600 total. The work should take 6 weeks. A drawing was passed to the audience. Gail seconded, all in favor. Robinís work can be seen on RobynsArt on Facebook.

Hurricane / Emergency Plan Committee: There was a large book with details that the past management company was supposed to have turned over but RDI never received this book. Gailís brother sent her a nice overview that his condo prepares. It will be modified to add that elevators will be locked down by technician and parked on a top floor, so if residents will be evacuating, they need to pack and leave early. We will also have maintenance remove and store entrance gates and pool furniture. A hurricane committee is still forming. John Piowaty has offered to serve.

Pool Heater Decision: Bob stated that the reserve analysis expected to use $17,000 for pool renovations this year. Pool resurfacing inside the pool will cost $7,200 and will be completed in January, but the deposit has been sent. The chemical delivery system cost $2400 and was just completed, and a new heater will cost $6,375 with electrical work. We will be removing the gas heater and exchanging it for an electric heat pump, because local companies could not find parts to maintain the old one. Ted stated that gas is more efficient, but not cheaper to run, so the board agreed to change, and Ted said it would cost about $200 per month to run it. We will be about $1300 over budget on pool reserves. Bob motioned to use Price Rite for the heater and Beach Electric for the hookups. Craig seconded, all in favor.

ATP Elevator Inspections: ATP handles the alarms and fire system at Bayside. They believe they have found and repaired or replaced the parts that caused the middle of the night alarms and the post inspection repairs. They must now do another alarm inspection, next Wednesday. Notices will be posted and emailed to midrise owners. AATP asked that the board approve and sign a new contract, because they have been working without one. Costs will be the same, but they would like a contract in place. This will be discussed at the September meeting.

Comments from Owners:† A grocery cart was pushed into a residentís car, and she asked that signs or a better space to store the cart be addressed.

Drainage was brought up by townhome owners. Ted met with a gutter company, and they said gutters wonít help, because the street is higher than the backyards. They recommended a second drain.

A resident asked if we had contacted Bussen-Meyer Engineers. Michelle had gone to their website and saw that they specialize in drainage and roads, so she sent an email but received no reply. The resident will get a phone number. Ted recommended a drainage committee be formed of townhome owners who can meet with vendors and an engineer and bring their options to the board.

Set Next Meeting: The next Board meeting will be held on the 4th Wednesday of September, September 27, at 4:30 p.m.

Adjournment: There being no further business to transact, Denny moved to adjourn the meeting at 5:05 pm. Gail seconded, all in favor.

Respectfully submitted,

Michelle Davis, CMCA, AMS, CAM #17226
Reconcilable Differences