CALL MEETING TO ORDER: The meeting was called to order in the clubhouse at 6:00 pm.
ESTABLISH QUORUM OF MEMBERS: 30 units were represented in person and seven were present by proxy, for a total of 37 units in attendance. Quorum was established.
Michelle Davis and Ted Manna represented Reconcilable Differences management.
AFFIDAVIT of MAILING: Michelle provided the proof of mailing of the first and second notices.
APPROVAL OF PREVIOUS BOARD MEETING MINUTES: The owners declined to have the minutes from the previous annual meeting read. Bill Bernard motioned to approve the minutes of the December 16, 2016 memberís meeting as written by Sentry Management and posted online. Dan Campbell seconded. With no further discussion, and with all in favor, the motion passed.
FINANCIAL REPORT: Manager reported that as of today, unreconciled records show $75,701 in the operating account, and $203,890 in the Reserve fund. There are ZERO accounts receivable, and year to date, the association is $751.00 UNDER budget.
REPORTS FROM OFFICERS: President Dottie Sauter read a brief report thanking the many members who helped the board throughout the year, and updating all on what was accomplished and what will be handled in 2018.
Maintenance Updates: The 1420 roof was cleaned, repaired and coated this year, stopping the leaking that was occurring. Some electric boxes were replaced, the mold, damage and roof leaks in the clubhouse were addressed this year, the roof had more repairs done since the hurricane, and several security issues (doors, locks and the fire sprinkler system in the clubhouse) were also handled this year, even though unplanned. Some pressure washing was done, more is planned in 2018, light fixtures are being replaced as funds are available, the tall parking lot lights were repaired, rust on doors and grates were handled and should give 3 to 5more years of life before replacement is needed. All of this was done without being budgeted, and the Association is still healthy financially.
Hurricane Irma: All of the garage roofs were affected and will have to be replaced. Insurance funds will help cover a lot of the cost and the Insurance Reserves will hopefully cover the balance. Since no active leaks are known, the roofs will be replaced in 2018 when roofers arenít so busy and costs arenít at a premium. Many light fixtures were also lost or damaged, and those are in the process of being replaced, as funds are found.
Elevator Issues: We still have an issue with the 1420 elevator going to ground floor and opening. A letter was mailed to ThyssenKrupp, asking for their help in figuring this out, or asking them to terminate our contract so we can go to another firm to get the help we need. No response was received, so the board agreed to sending a final, certified letter stating that if they cannot find an answer to this problem in 30 days, we are asking for a termination of their contract so we can look for a company able to fix the problem.
Fire Panel: ATP said the panel in 1420 is obsolete and needs replacing. Their recommended option is wireless, but this option is more expensive to install and to monitor, even though we would save one phone line per building. The board discussed this issue and chose to table it for the new board to address.
Fire Sprinkler Repairs in Clubhouse: The cost to repair the water lines in the attic of the north end of the kitchen was over $7,000. The other side is not leaking yet, but will also have to be replaced soon.
Dryer Vents: This was a line item on the 2017 budget, so funds will be moved to reserves and this work will hopefully be completed in 2018.
HVAC in Clubhouse/Kitchen: More bids and expert opinion will be obtained before the air conditioner is repaired or replaced.
REPORTS FROM COMMITTEES:
Social: Nadine Laser reported that the committee started with $1,121.89, spent $100.69, had income of $58.80, and ended the month with $1,080.00. The Christmas dinner will be held on Decembr 16th at 5:30 pm with the committee supplying meat and refreshments. The New Yearís Eve party on December 31st will beginat 6 pm. There will be no committee meeting in December.
Landscaping: Mary Hirst presented a written report and spoke at length. US Lawns was hired this year and seems to be doing well. Mary went into detail about what she has done this year, but said that she was disappointed in how she was treated this past year and was resigning from the committee.
Maintenance Report: Margie Roth stated that she worked well with Ted and Tony this past year and felt a lot got accomplished.
Architectural Review/Approval: One storm door replacement approval was requested this month.
UNFINISHED BUSINESS: None
New Board Members: The solicitation of candidates yielded 3 members submitting their names for the 5 positions available for the new term. As a result, the following members were duly elected in accordance with the provisions of the Florida Statutes: Bill Bernard, Denise Holihan and Dottie Sauter. They are automatically elected to serve on the 2018 Board of Directors. Dottie mentioned that the new board member, Denise, has a strong background in business and is a fairly new owner in 1420 building.
OWNER FORUM: There was discussion about the landscaping committee. It was noted that the lawn company, US Lawns, requires that we allow them to do their job and work with them on any future plant replacements. Weeding is allowed and all residents are welcome to do that.
There was discussion about the clubhouse air conditioner. The new board will make the final decision on how to proceed.
ADJOURNMENT: With no further business to conduct, a motion to adjourn was made and seconded from the audience, all were in favor, and the meeting adjourned at 6:45 pm.