Minutes of the Members & Board Meeting of the
Bayside Condominiums Association of Brevard, Inc.
Held Wednesday, NOVEMBER 8, 2017
Members’ Meeting Called to Order at 4:30 pm:
Establish Quorum of Members: There were 16 owners in attendance, but a total of 63 owners were represented by limited proxy.
1) Voting Results on CPA Audit vs. CPA Review for 2017 Financials: 61 owners voted to allow a review instead of an audit by the CPA in 2018. 2 voted for the full audit. A review will save at least $2,000 dollars.
Adjourn Members Meeting: The meeting adjourned at 4:40 pm
Board Meeting Called to Order at 4:40 pm:
Call to Order: The meeting was called to order at 4:30 pm. Board members present: President Craig Ponsonby, VP Denny Dettro, Secretary Gail Burch, Treasurer Bob Behling and Director John Roberts. Michelle Davis and Ted Manna from RDI were also present. Sixteen owners attended.
Proof of Notice of Meeting: Craig certified that the agendas were posted on the four bulletin boards more than 2 weeks before the meeting, RDI mailed the draft budget details to all owners, and emailed those owners we have addresses for.
Approval of Minutes: Denny motioned to approve the minutes of the September 27th board meeting as posted on the website. John seconded, all in favor.
Treasurer’s Report: Bob reported that through October, the association has $61,968.42 in the operating account and $191,300.46 in the various reserve accounts. The unit with a large balance has been sold and the association was paid the $21,500 balance due. It is still too early for October reports, so there is no more data on Hurricane Irma costs yet. Landscaping still has damage. We are waiting to see if some shrubs and trees will re-grow, so any needed replacements will be done in 2018. AT&T has given a proposal to wire the complex with fiber optic to offer alternatives when the Brighthouse contract expires, and this could generate some income for the association. More research is forthcoming.
Insurance Funding: The new policy will cost over $90,000 and it has to be financed. Craig would like the owners to vote to “borrow” from reserves to cover the full premium and save the $4,000 finance charge. We would then pay back the reserves within that year. There was discussion about the plans to start replacing high rise roofs in 2020, at $150K per building. This vote may be put on the Annual Meeting agenda.
AT&T options: Their contract requires termination with any other providers, so it would mean terminating Brighthouse. AT&T wants a 10-year contract. They cannot give us costs on future bulk billing, so Denny will contact the salesperson with more questions.
Spectrum Upgrade: Craig has spoken with rep Donna, and Spectrum contracts are now superseding Brighthouse contracts, so Craig is still dealing with details such as charging owners for service calls now.
Owner Discussion regarding 2018 Budget: No one had questions.
Discussion and Ratification of Member Vote Regarding Audit versus Review: Based on the large majority of owners voting for a lesser accounting option, Craig motioned to approve the budget as mailed to owners, with a $10 per month increase per unit. Gail seconded, all in favor.
Board Discussion/Decisions on:
- Hurricane Irma Damage: It has been very difficult to find roofers to bid the repair or replacement of the high-rise roofs, since roofers are still so busy with emergency repairs right now. Ted obtained bids from Delta Engineering for Condition Surveys ($4K) and $4,500 for core testing and replacement bids, a total of $8500. A public adjusting company has offered to meet with the board to show how they can help us get reputable vendors and his company will help make sure the insurance company fairly compensates the Association, at no charge to the Association; their fee comes from the vendor, who will be paid by insurance, less the hurricane deductible. The board agreed to a meeting next week.
- Soffit Bid & Repairs: Existing Structures Engineering wrote specs and obtained a bid of $17K to replace soffits on all 3 high-rise buildings. Craig motioned to approve this contract so the vendor can order materials and get the Notice of Commencement filed. Denny seconded. All in favor.
- Alarm Co Contract: Craig worked with ATP on the contract for alarm monitoring and inspections, fire sprinkler inspections and repairs, and fire extinguishers. They lowered their price by 10% of monitoring and 39% on fire sprinkler inspections. The price is locked for 3 years and we can terminate earlier if they do not perform. Craig motioned to approve this contract, Gail seconded, all in favor.
New Business Since Time of Mailout:
Lobby framed pictures: A & B Lobby painting is completed, and the committee purchased new framed pictures. Craig motioned to approve 2more for the C building. Denny seconded, Bob & John were not in favor, but 3approved, so motion passed.
Engineering / Drainage: Joe from Bussen-Meyer met with Craig, and has some ideas on the drainage issue. He has been asked to bid re-shooting the elevations, since we cannot find the original drawings. He will be proposing swales to move the water away from the townhomes.
Water Pressure: A resident has a pressure problem in the B building. While maintenance believes it is an appliance issue, we have asked the owner to bring in a plumber to confirm. If not the waterline in the fridge, the association will research more, but it is only a problem in one unit at this time.
Entry Gate: The telephone lines have been replaced, and the gate should be calling owners to allow their guests access now.
Cleaning Company: To help with cost cutting, Denny obtained a bid for 3 days instead of 5, with a cost of $875 per month.
Hurricane Preparedness Plan: Denny was asked to head this committee. He put together a proposal, which was a lot of work and he was thanked for this. The committee members who said they would help have not given any input yet. This is a work in progress.
Elevator Flooring: Purcell’s bid a vinyl press on flooring instead of ceramic tile, for a cost of $2500 installed, versus the $6K for ceramic. Craig motioned to do this instead. Gail seconded, all in favor.
Set Next Meeting: As long as the insurance agent can attend, the board would like to meet with Ron Peck from the public adjusting company on November 16th at 4:30 pm. The ANNUAL MEETING will be held Wednesday, FEBRUARY 21st at 6:00 pm at the Radisson. Management will reserve the room.
Adjournment: There being no further business to transact, the meeting adjourned at 5:20 pm.
Michelle Davis, CMCA, AMS, CAM #17226