Minutes of the Board Meeting of the
Bayside Condominiums Association of Brevard, Inc.
Held Thursday, NOVEMBER 16, 2017

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, and Treasurer Bob Behling. Michelle Davis and Ted Manna from RDI were also present. Nine owners attended.

Proof of Notice of Meeting: Craig certified that the agendas were posted on the four bulletin boards more than 2 days before the meeting, and RDI emailed it to 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. Gail seconded, all in favor.

New Business:
Drainage Engineer:
Craig met with Joe Bussen from Bussen-Meyer Engineering on November 10th and they walked the property to discuss the flooding issues. Craig was impressed with the man, and feels he understands what the association needs. He will design a plan with swales and after completing the elevation drawings. Craig motioned to accept his proposal, Bob seconded, all in favor.

Discussion of Strategy for Hi-Rise Roof Repair / Replacement: Ron Peck, from Disaster Consulting Services (DCS), attended to discuss what his company could do for the association. They already sent out a licensed inspector, who looked at all the areas where management knew damages had occurred in Hurricane Irma. His inspector found water under the insulation on the roof, which caused water to intrude into a number of units and cause damage in electrical boxes as well as water damage. He also found missing soffit, insulation, cracked stucco on parapet walls, etc. His company is willing, at no cost, to do further inspections like core boring, to see if the roofs were damaged enough in Irma to need replacement. His company does have public adjusters on their team, if needed to help deal with the insurance companies who say there is no claim and close their cases. DCS will front all costs to prove the damages to the insurance companies, and if insurance still doesn’t pay after they help the association battle, none of their inspection costs will be billed to the association.

Their work is put on the “Xactimate” software that insurance companies use, and when/if insurance pays the claim, one of his company’s group of roofers would do the work at the cost insurance pays, and then they would pay DCS from the amount that insurance pays for their services. If they do all the investigative work and the board decides not to use their services and go with another roofer, they would have to charge for their PE and core boring costs.

At this point, Trevor Barone, the association’s insurance agent from Brown & Brown, joined the meeting to ask questions and listen to the pitch. Ron said that “assignment of benefits” is not needed. Claim money gets paid to the Association, who then writes the check jointly to DCS and the roofer.

A moisture and leak assessment bid was obtained by Ted from Delta Engineering right after the hurricane. Their cost is $4K to inspect all 3 roofs, then they charge $1500 per roof for an impedance moisture survey, for a total of $7500, which would have to paid up front by the association.

Ted met with the association’s insurance field adjuster last week, who said they will send out an engineer to check for failure and moisture. Management recommended allowing insurance to do this as part of their policy, at no charge, before going forward with anything else.

There was more discussion about the benefits of this company versus procuring engineer and roofing bids themselves. Trevor asked that the Association wait, about 3 weeks, until he obtains 2018’s premium, since the policy expires 12/31/17. With all the damages this year, he doesn’t want a PA claim to come in just before they offer their new policy. The board also felt it was prudent to wait until the insurance company’s adjuster examined the roofs before making any decisions on next steps.

Trevor also said he would help us find roofers to come out to bid the work and see if new roofs are needed. He said the roofers aren’t working through management companies as well as directly through board presidents right now, since the boards are who make the decisions.

Craig said that we have estimated putting on new roofs, beginning in 2020, one per year. At the end of 2019, the reserves will have $325,000, which would be $108K per roof, but this would take all the reserves and then painting in 2023 would not have enough funding.

If it is proven that the roofs were damaged enough to need replacement now, the unit owners’ personal insurance policy would pay $2000 to each owner towards their special assessment, which will help cover the costs of new roofs before their expected lifetime.

Comments from Owners: A resident asked who originally roofed the high rises. Some believed all 3 had different vendors. Then there was discussion on the 5 types of flat roofs available.

There was a reminder that Space Coast Condo Association meets this Saturday and insurance claims is the subject.

Set Next Meeting: Trevor should have the new policy by early December, so an Insurance Meeting will be scheduled for Monday, December 4th at 4:00 pm so that Craig can attend.

Adjournment: There being no further business to transact, the meeting adjourned at 5:40 pm.

Respectfully submitted,

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