DRAFT
MINUTES OF THE DBAC, INC (DOLPHIN BEACH)
BOARD OF DIRECTORS MEETING
Thursday, October 09, 20
1. Call to Order:
The meeting was called to order by President Pam Morrison at 3:35 pm at the management office, Reconcilable Differences, at 109 Long Point Rd, Cape Canaveral.
2. Quorum of Directors Established:
President Pamela Morrison, Vice-President Debra Stanley and Treasurer/Secretary Joe Walton were present. Also present were Michelle Dugan, Kathy Watts, and Melanie DeMott from Reconcilable Differences.
3. Approval of Minutes from Last Board Meeting:
Pam Morrison motioned to accept the minutes from the last regular meeting, November 9, 2007, as presented. Debbie. Stanley seconded. The motion passed by unanimous vote.
4. Treasurer’s Report:
As of September 30th, the Association has $31,907.53 in the Operating Account and $110,550.29 in the Reserve Account.
Foreclosure and collection update: Michelle Dugan reported that the Dale Hawk unit #26 is being foreclosed and a lien is in place to obtain all we can legally receive when the unit re-sells. Debra Stanley signed the “Right of Approval” on the sale of the Muench #8 unit. Kathy Doukas of unit #218 complained about being charged a late fee when she was out of town and did not pay on time. Her complaint was noted.
5. Old Business:
Door replacement update: Kathy stated she has ordered the last set of doors from Home Depot. Unanimous approval was given to take money from reserves for the doors. Everyone except #213 has been reimbursed for installing their own doors. We are awaiting proof of installation before writing the last check.
Fire alarm survey results: Kathy reported that 75% of owners responded. There were 29 votes “yes” to obtain a waiver via the attorney; four “no” votes and seven “no response” votes were also recorded. Kathy was instructed to contact the attorney to start the process of trying to obtain a waiver from the fire marshal’s required fire alarm upgrade.
Electrical panel replacement: Joe Walton is setting up a replacement schedule now that hurricane season is drawing to a close. Power will have to be turned off overnight for the replacement; costs to rent a generator are being researched. If a generator is not secured, residents will need to be housed in a local hotel overnight. The Board requested Kathy check into prices of local hotels for 20-25 rooms. It was also suggested that security, possibly from the sheriff’s department, be provided for each building that evening if residents have to spend the night at another location. A letter will be written to all residents to find out who will be on property during this timeframe, which will be in November.
Parking lot resurfacing bids: M. Dugan reported that three bids were received last November. Two were very inexpensive and it was felt they would not provide the quality the association was looking for. The third bid of $3434.00, from East Coast Asphalt & Sealcoating was deemed more accurate to obtain long lasting results. Pam Morrison motioned for Michelle Dugan to contact contractor to ensure bid is still valid. If current price is less than $3800, she is to secure. Debra Stanley seconded. Motion passed unanimously. There is currently $4700 in reserves for the parking lot project.
Cat/raccoon problem: This problem is becoming severe. Kathy reported she was working on a formal affidavit (complaint) to send to Animal Control. She is documenting this with pictures and all information she has been collecting. She will also get an affidavit from tenant David Duda, who has been actively reporting problems to Reconcilable Differences and Animal Control. Discussion of possible arbitration with Vivian Herdendorf, who is feeding the cats, determined that she does not have to agree to arbitration, which is a shared cost, but it is the next step before taking the issue to court. Use of a cat trapped was also discussed. Trapper would charge an initial set-up fee of $225-$250 and charge $20 per removal trip. To eliminate cats being released from the traps, he could hide them, trap only when someone could actively observe that no cats were released, or camp-out so he could watch that none were released. Pam Morrison motioned that the trapper be called and the affidavits be obtained and sent to Animal Control. Debra Stanley seconded. Passed unanimously.
6. New Business:
Ratify vote on additional cameras on South side: Pam Morrison made a motion to ratify the installation of four more cameras on the south building, due to vandalism that was outside the reach of the initial cameras; cost of $1725.00 to be taken from Reserves. Debra Stanley seconded. Passed unanimously.
Approval for another camera at North side gate: It was estimated that another camera will cost $300-350. Discussion ensued regarding the placement of said camera/s, noting it was important to see who is coming in and out. Debra Stanley motioned to install a camera to cover the Northeast corner, funding it from reserves. Pam Morrison seconded; passed unanimously.
Budget: Approval of Proposed 2009 Budget to be sent to owners: The increase in fees was discussed and ultimately Pam Morrison motioned to send out the 2009 Budget with fully-funded reserves as required by Florida Statute, which would be $375.00 per one bedroom unit per month, as well as an alternate option of funding reserves at 50% which would be $349.00 per one bedroom unit per month. Owners would have to vote in a majority for the alternate budget to pass. Joe Walton seconded and it passed by unanimous voice vote and will be mailed to owners at least 14 days before the next meeting.
Mediation results and water heater enclosure issues (Arbitration): Discussion of results of water heater enclosure ensued. Kathy stated that the letter from Attorney Olsen will be mailed out tomorrow. This letter will help to explain to all residents what was agreed to as a result of the mediation. Basically, mediation resulted in agreement to:
Install gates at either side of the limited common balcony with signs labeled “Private-Emergency Exit Only.”
Hot water heater on porch of unit #220 will be enclosed in permanent floor–to-ceiling structure with an access door.
Association will reimburse Carlson’s $8400 for windows and sliding glass doors previously installed at unit #220.
Association will cover and fill in the kitchen window at unit #220
Association will replace bedroom window at unit #5.
Association will replace sliding glass doors at unit #5 but Carlson’s will pay price difference between standard glass and hurricane panel.
Carlson’s will not install a washer or dryer.
Association and Carlsons will waive legal fees, costs, and damages, except those mentioned in this agreement.
Association won’t impose any special assessments on Carlson’s incurred to effectuate this agreement.
Both parties waive any prior claims.
Agreement can be part of a final judgment but court approval is not necessary for agreement.
Association will pay costs in numbers 1, 2, 4, 5, and 6 above, within 60 days.
Payment of $8400 will be made within 15 days.
Financial Movement of Funds: Board agreed to the following::
$8400 for sliders & windows in #220 will be paid with door reserves money.
$1000 for gates & signs at #220 ill be paid from Miscellaneous Building Components Reserve.
$750 for the window in #5 $ 2,500 for the sliding glass doors in #5 will be paid from door reserve.
$1000 for water heater enclosure & window covering at unit 220 will be paid from Miscellaneous Building Components Reserve.
Other: Sue Carlson requested that the background check fee be waived on Unit #5 tenant who returns every year. Board agreed to do a free background check yearly and then charge for the intensive check every three years or if a problem shows up with the yearly check. Board agreed to this as a standard for all long term or continuing tenants.
7. Owner Input:
None presented.
8. Set Next Meeting Date:
The next meeting will be a budget meeting on Friday, November 7, 2008, at 3:00 P.M. at the Management Office. It was noted that the budget, agenda and proxy, along with a cover letter discussing the power replacement issue will be mailed out to all owners and posted on site at least 14 days in advance of the next meeting.
9. Adjournment
There being no further business, the meeting adjourned at 4:40 P.M.
Respectfully Submitted,
Melanie DeMott, Administrative Assistant
Michelle Dugan, LCAM #17226, CMCA, AMS
Kathy Watts, CMCA, LCAM #27668
Community Association Manager
Reconcilable Differences, Inc.
DBAC (DOLPHIN BEACH CONDOMINIUM ASSOCIATION, INC.)
ANNUAL MEETING MINUTES
Friday, March 21, 2008
1. CALL TO ORDER:
The meeting was called to order at 6:35 pm by Pam Morrison, President.
2. CERTIFICATION OF PROXIES & ESTABLISHMENT OF A QUORUM:
With 40 total units, a total of 21 were needed either in person or by proxy. 16 proxies were received and 7 owners were present, totaling 23. A quorum was established for the annual meeting.
3. PRESENTATION OF 2008-9 BOARD MEMBERS:
As the number of volunteers was equal to the number of vacancies this year, those who submitted their names in a timely manner are automatically selected. Those automatically appointed are:
Pam Morrison Dale Stanley Joe Walton
Andy Morrison Deborah Stanley
4. READING & APPROVAL OF MINUTES from 2007 ANNUAL MEETING:
Copies of the past years’ Annual Meeting minutes were handed to all in attendance so reading was waived and a motion made by Joe Walton to accept the minutes as written. Debbie Stanley seconded the motion and it passed by unanimous voice vote.
5. PRESIDENT’S MESSAGE:
Pam thanked all the owners present who cooperated with the attempts to provide security on site. Pam also thanked the Board for all their hard work. She also thanked Reconcilable Differences for keeping the Board on track and for all the hours spent above and beyond what’s specified in the contract. Pam stated she is looking forward to another positive year.
6. FINANCIAL REPORT:
Joe Walton stated that as of the end of February the balances are: Operating - $36,389.00 and Reserves - $128,070.00, for a total of $164,459.00, with Prepaid Insurance of $10,000.00.
7. OPEN FORUM – COMMENTS & DISCUSSION:
An owner asked how promptly owners are paying their fees. As of earlier this month, all are paid in full except one, who has promised to pay by the end of the month, including his late fee.
One resident requested the annual meeting next year not be scheduled during Easter week. Pam stated every effort will be made to ensure this does not happen again.
8. UNFINISHED BUSINESS:
Dumpster Fence / Gates: Based on details that included the city’s refusal to allow the dumpster to be placed at the east end of the building, bids were obtained for a new dumpster fence and gate. This would be installed “kitty-corner” from the south front side of the property as Waste Management requires, and will include 4 concrete- filled bollards behind the fence as required by the city. It will be 20 feet wide and 10 feet deep. The gate will be a galvanized gate frame 2” by 4” P.T. pine which will be bolted to the gate frame with white PVC fence pickets mounted with stainless steel screws. The fence will be of white PVC.
These will only be opened and closed for Waste Management, with a side gate for residents to bring in their trash and recyclables. After discussion, Pam Morrison made a motion to accept the bid from Custom Fence for $3,500.00. Joe Walton seconded the motion with the contingency that the same gate and fence that is being installed by a neighboring Association looks acceptable. This passed by unanimous voice vote
Seal-coating parking lot bids: Three bids were presented but since there was quite a cost difference between them: $1505, $1995 and $3434, the Board requested RDI contact East Coast Asphalt for specs on the seal coat, and then use this specification to obtain “apples to apples” bids with the other two. The Board will revisit this issue as well as the number of parking spaces that need to be formed when re-painted.
9. NEW BUSINESS:
Vandalism: There was a new gate and lock installed on the south side. So far both locks have either been vandalized or disappeared completely. This has cost the association over $300 each time it was replaced. The gate since then has been tied open by the residents on the south side. Pam stated one weekend she found the gate removed completely, which the renter in unit 21 admitted to doing and leaning it against the wall. She moved the gate to her own unit to ensure it didn’t disappear or become damaged. The Board discussed installing a security camera and obtained bids. A resident stated the lock on the north east gate isn’t working either, but also stated he never called the Board or RDI to report it.
Security Camera bids: Two bids on security cameras were presented. One bid was for one camera and DVR at a cost of $1700 - $2100. Joe Walton presented a bid for 6 cameras and an 8 channel recorder for 21 days which will re-tape over itself. The recorder would be housed in the maintenance room. Bid of $5,558 received, fully installed. Pam Morrison made a motion to accept the bid for $5,558 with the funds coming from Building Components Reserves. Debbie Stanley seconded the motion and it passed by majority vote. Three residents present stated they would not have voted in favor of this. It was so registered.
Electrical: Joe Walton stated when the building was repaired approximately 5 years ago, the engineer has said reserves needed to be started to re-wire the whole building and the panels. At this time, four of the main switches are very corroded. The electrician from SunKraft bid $15,245 to replace them, but this would mean a 24-hour power outage. Joe stated the switches are so corroded that if the switch is ever turned off, it may not be able to be turned back on. A generator could be rented for use during the 24 hour period and the upgrade could be done during a slow time, usually in the summer. Another option would be to put the affected residents in a local hotel for the evening which may end up being more cost effective. Joe Walton made a motion to order the switch gears now so they can be ordered and ready to install when details are ready. Pam Morrison seconded the motion and it passed by unanimous voice vote.
Fire Alarm: The Fire Marshal cited the association for the lack of fire pull stations and interior audible alarms, and gave 18 months for these to be installed. The cost is expected to be between $19,000 - $22,000 and RDI will collect bids and present them to the Board. Joe suggested looking into the wireless alarm “Durafire” for the units. Management suggested working with the electrician to accomplish this at the same time the electric switches are changed out, to save down time and cost.
Doors: Kathy from RDI presented a report on the doors and requested the ok from the Board to collect quotes on fiberglass doors since the association does not want wood doors at all. A spreadsheet has been compiled of all door sizes and Kathy will contact Lowes for prices to present to the Board. One resident stated he had a good private installer for his door and will send RDI the installer’s name in order to call for a quote.
Michelle brought up a complaint we keep receiving regarding the abundance of cats. The residents present didn’t seem to have any problems with them and didn’t feel they were an issue.
10. ADJOURNMENT:
With no further business to discuss, the meeting was adjourned at 7:50pm.
Respectfully,
Kathy Watts, LCAM
Reconcilable Differences
ORGANIZATION MEETING
The Organizational Meeting was called to order at 7:50pm.
Directors Present:
Pam Morrison, Joe Walton, Debbie Stanley and Dale Stanley. Andy Morrison could not attend.
Appointment of Officers:
Joe Walton nominated Pam Morrison as president. All in favor.
Pam nominated Debbie Stanley as Vice President. All in favor.
Pam nominated Joe Walton as Secretary / Treasurer. All in favor.
Adjournment:
With no further business to discuss, the meeting was adjourned at 7:55pm.
Respectfully,
Kathy Watts, LCAM
Reconcilable Differences