DRAFT
MINUTES OF THE DBAC, INC (DOLPHIN BEACH)
BOARD OF DIRECTORS MEETING
Friday, November 13, 2009
1. Call to Order:
The meeting was called to order by President Pam Morrison at 3:10 pm at the management office, Reconcilable Differences, at 109 Long Point Rd, Cape Canaveral.
2. Quorum of Directors Established:
President Pamela Morrison was present. Treasurer/Secretary Debbie Stanley and VP Sandy Hunter attended via the conference line. Michelle Dugan and Kathy Watts represented Reconcilable Differences. Owner Barbara Kyle from unit 236 was also present.
3. Approval of Minutes from last Board Meeting:
Sandy Hunter made a motion to approve the minutes from July 17, 2009. Deb Stanley seconded the motion and it passed by unanimous voice vote.
4. Treasurer’s Report:
Kathy Watts stated that as of October 31st, the Operating Account had a balance of $63,985.67 and the Reserve Account $102,382.10.
5. Status of Member Vote to Partially Fund:
A total of 25 units were represented in person or by proxy. Totals were, 0 voted for a fully funded reserve for a monthly assessment of $380.00 for a 1 bedroom and $499.00 for a 2 bedroom. And 25 preferred a funding of 50% for a monthly assessment of $348.00 for a 1 bedroom and $456.00 for a 2 bedroom unit.
6. New Business:
Discussion and approval of budget for 2010:
Pam Morrison made a motion to approve the 2010 Budget as presented with the Reserves funded at 50% for a monthly assessment of $348.00 for a 1 bedroom and $456.00 for a 2 bedroom unit. Deb Stanley seconded the motion and it passed by unanimous voice vote.
Re-plumbing for the North building:
Bill Brandt from All Florida Fire Safety and Plumbing was present to explain the options available concerning the extensive repairs needed for the sewer line in the North building. Sewer backups have been an issue for a long time and it was discovered during a recent camera inspection that the main sewer line under the foundation has collapsed. This particular line runs down the center of the north building and needs replacing. In order to inconvenience the first floor residents as little as possible and to alleviate future issues, All Florida gave the Board an option of running a new sewer line in the courtyard and then connecting the sewer lines coming from the first floor bathrooms. This would also include the laundry room and installing a sink and toilet in the storage room. The estimated cost of this extensive project is approximately $166,250 and more research will be done before any decisions are made.
7. Unfinished Business:
Cat/raccoon problem: Tabled until the next meeting.
Fire alarm waiver update: The issue is still with the attorney.
8. Set Next Meeting:
The Annual Meeting is scheduled for Friday, March 19, 2010 at 3:00 pm. First notices of the meeting will be mailed the beginning of January 2010.
9. Adjournment:
There being no further business, the meeting adjourned at 4:05 P.M.
Respectfully Submitted,
Kathy Watts, CMCA, LCAM #27668
Community Association Manager
MINUTES OF THE DBAC, INC (DOLPHIN BEACH)
BOARD OF DIRECTORS MEETING
Friday, July 17, 2009
1. Call to Order:
The meeting was called to order by President Pam Morrison at 3:10 pm at the management office, Reconcilable Differences, at 109 Long Point Rd, Cape Canaveral.
2. Quorum of Directors Established:
President Pamela Morrison was present. Debbie Stanley and Sandy Hunter were present by conference call. Also present was Kathy Watts from Reconcilable Differences.
3. Approval of Minutes from Last Board Meeting:
Deb Stanley motioned to accept the minutes from February 13, 2009, as presented. Sandy Hunter seconded the motion and it passed by unanimous vote.
4. Treasurer’s Report:
Kathy Watts stated that as of June 30th, the Operating Account had a balance of $47,027.58 and the Reserve Account $84,375.24.
5. Unfinished Business:
Cat/raccoon problem: The continuing problem of the feral cats and raccoons was discussed. The Board felt even though they would like to pursue the violation of the Condominium Documents by one of the owners, they don’t feel the other owners should have their assessments used in such a way. They urge all owners to police each other in rule following. To try and combat the growing health issues incurred when feral cats are allowed to urinate and defecate unfettered, the handyman will be instructed to purchase and distribute moth balls around the common property in the hopes that the smell will deter the animals from coming on association property.
Water heater enclosure: Kathy stated she visited Code Enforcement and was told we needed a permit for the water heater and enclosure. After contacting Jim Olsen and Jim making a call to Robin Reiland, the Code Enforcement Officer, it was determined we need to come in and apply for a plumbing permit for the installation of the water heater and they will put a notation on it that the inspection will include the enclosure. Robin indicated, through Jim, that the enclosure is non-structural and would ordinarily not require a permit. Code Enforcement will inspect both the water heater and enclosure and if the water heater passes inspection, then so will the enclosure and that will be the end of it. Pam Morrison made a motion to give Kathy the authorization to contact All Florida to apply for the permit. Deb Stanley seconded the motion and it passed by unanimous vote.
6. New Business:
Building repairs: Concrete Restoration will commence with the repairs on Monday July 20, 2009. Joe Walton stated to Kathy that he can be at his unit on Monday, Tuesday and Wednesday but Management would need to be present Thursday and Friday if a Board member was not available. The resident who hit the building had their insurance company work with management and we recently received a check for their estimated cost to make all the repairs, along with reimbursement for the engineer’s bill and the initial clean up costs. If there are any additional funds after all costs are paid, these will be used for operating expenses.
Board resignations: Joe Walton resigned from the Board and Pat Kerns was offered and accepted the position of Sec/Treas. In July 2009, Pat Kerns resigned due to not feeling she had time to devote to the association. Norman Wheaton also resigned stating he is not able to communicate with the Board since he’s in Canada and can rarely have access to the internet. Both owners were thanked for their service. Sandy Hunter was asked and agreed to take one of the open positions. The positions agreed upon for the rest of 2009 will be: Pam Morrison-President, Sandy Hunter-Vice President and Deb Stanley-Secretary/Treasurer.
Railings: Deb Stanley stated many of the railings are flaking and inquired if there was a warranty from the 2004 installation. Upon further research it was determined the warranty was only for one (1) year. Ross will be directed to power wash the railings to determine the extent of the repainting needed.
AC in maintenance room: Kathy reported the Cocoa Beach Police asked to view some of our camera tapes In connection with the parking meter robberies the past few weeks. The room being used to house the camera equipment is not air conditioned and as such may compromise the equipment. Pam Morrison made a motion to authorize the purchase of a window unit for the maintenance room. A licensed maintenance man will install the unit and build a housing to secure it. Sandy Hunter seconded the motion and it passed by unanimous vote.
Sprinklers: Kathy reported that Kit Carson from Sprinkler Pro has run the sprinkler system and corrected the issues except for the central courtyard. The courtyard needs to be reworked and heads possibly moved in order to prevent additional flooding and to keep the spray from the doors and walkways. Kathy has requested a bid from Sprinkler Pro for this project.
7. Owner Input:
Kathy stated that Steve from unit 3 specifically called the management office to thank Pam Morrison for all her hard work during the July 4th weekend in regards to the parking issues. Deb Stanley inquired if we’ve received bids to replace the gutters in the courtyard to prevent flooding. Kathy stated that she has requested bids, but none have been received yet.
8. Set Next Meeting Date:
The next meeting will be the Friday, September 18, 2009, at 3:00 P.M. at the Management Office, 109 Long Point Road, Cape Canaveral.
9. Adjournment:
There being no further business, the meeting adjourned at 3:40 P.M.
Respectfully Submitted,
Kathy Watts, CMCA, LCAM #27668
Community Association Manager
Reconcilable Differences, Inc.
DBAC (DOLPHIN BEACH CONDOMINIUM ASSOCIATION, INC.)
ANNUAL MEETING MINUTES
Friday, March 13, 2009
1. Call to Order:
The meeting was called to order at 3:00 pm by Pam Morrison, President.
2. Appointment of Committee to Count Ballots:
Since all except one unit represented was on the ballot, it was agreed by those present for everyone to count the ballots.
3. Collection of Ballots Not Yet Cast:
All ballots were collected either in advance or at sign in.
4. Certification of Proxies & Establishment of a Quorum:
With 40 total units, a total of 21 were needed either in person or by proxy. 15 proxies were received and 7 owners were present, totaling 22. A quorum was established for the annual meeting.
5. Counting of Ballots:
Kathy Watts opened the outer and ballot envelopes with the assistance of Debbie Stanley and Pam Morrison in the presence of all attending. Kathy passed out counting forms and proceeded to read the names from the ballot. The totals were then compared and all counters were requested to sign the master counting form.
6. Reading & Approval of Minutes from 2008 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 Irma Moss to accept the minutes as written. Debbie Stanley seconded the motion and it passed by unanimous voice vote.
7. Officers' Reports:
Pam Morrison discussed all the upgrades that have been accomplished this year. The parking lot has been resurfaced, the mediation has been completed, the doors were replaced and the electrical switch was replaced. Joe Walton stated that 2 of the 4 main switches were frozen making it impossible to turn off the power in the event of an emergency.
Joe gave the Treasurers report and stated there was $34,867 in Operating and $79,251 in Reserves.
8. Unfinished Business:
None at this time.
9. Open Forum – Comments & Discussion:
Irma Moss inquired why the water heater enclosure outside her unit was so big and stated it blocked her view. Pam explained this was required in order to complete the mediation and that if the City had allowed the rebuilding of the original structure, there wouldn’t be any view at all.
Irma also stated when she wrote a letter, not certified, to the Board it was never acknowledged. The Board and Management agreed that it should have been acknowledged as a courtesy and would do so in the future. Only certified letters are required to be acknowledged within 30 days.
Irma also felt daytime annual meetings prevented more owners from attending. The Board stated they would take this issue into account when planning the 2010 Annual Meeting.
10. Presentation of 2009 Board:
The final tallies were as follows:
11 - Vivian
HERDENDORF
21 - Pat KERNS
9 - Barbara MCGOVEN
13 - Pam MORRISON
21 - Deborah STANLEY
16 - Joe WALTON
12 - Norman WHEATON
The 2009 Board of Directors consists of: Pat Kerns, Pam Morrison, Deborah Stanley, Joe Walton and Norman Wheaton.
11. Adjournment:
With no further business to discuss, the meeting was adjourned at 3:45 pm.
Respectfully,
Kathy Watts, CMCA, LCAM #27668
Reconcilable Differences, Inc.
ORGANIZATION MEETING
1. Call to Order:
The Organizational Meeting was called to order at 3:50 pm.
2. Directors Present:
Directors present were Pat Kerns, Pam Morrison, Deborah Stanley, Joe Walton and Norman Wheaton. Kathy Watts represented RDI.
3. Appointment of Officers:
Joe Walton nominated Pam Morrison as president. All in favor.
Joe Walton nominated Debbie Stanley as Vice President. All in favor.
Debbie Stanley nominated Joe Walton as Secretary/Treasurer. All in favor.
Pat Kerns and Norman Wheaton will be Directors At Large.
4. New Business:
The Board felt the following items need attention: beach crossover needs repair and sealing and DBAC Private Property sign needs replacing. The Board also requested an estimate on making the center courtyard more eco-friendly. Kathy stated she would take care of these items.
Since there appeared to be a question on whether assessments could be lowered by $100 per month. Kathy offered to make a graph to be sent with the Annual Minutes to owners showing exactly what the assessments are used for.
5. Set Next Board Meeting:
The next Board Meeting is scheduled for Friday, July 17, 2009 at 3pm in the RDI office.
6. Adjournment:
With no further business to discuss, the meeting was adjourned at 4:00 pm.
Respectfully,
Kathy Watts, CMCA, LCAM #27668
Reconcilable Differences, Inc.
MINUTES OF THE DBAC, INC.
(DOLPHIN BEACH)
BOARD OF DIRECTORS MEETING
Friday, February 13, 2009
1. Call to Order:
The meeting was called to order by President Pam Morrison at 3:00 pm at the management office, Reconcilable Differences, at 109 Long Point Rd, Cape Canaveral.
2. Quorum of Directors Established:
President Pamela Morrison and Treasurer/Secretary Joe Walton were present. Debbie Stanley was present by conference call. Also present was Kathy Watts from Reconcilable Differences.
3. Approval of Minutes from Last Board Meeting:
Joe Walton motioned to accept the minutes from November 21, 2008, as presented. Debbie Stanley seconded the motion and it passed by unanimous vote.
4. Treasurer’s Report:
Joe Walton stated that as of January 30th, the Operating Account had a balance of $36, 625.48 and the Reserve Account $84,604.81.
5. Unfinished Business:
Camera update: Pam Morrison made a motion to install another camera on the southeast corner in order to cover the east side of the property. Debbie Stanley seconded the motion and it passed by unanimous vote. Joe stated he will advise the Board and Management when the camera is to be installed so all agree on the placement.
Cat/Raccoon problem: Kathy reported that the trapper, TJ from Wildlife Trapping, had his trap stolen. On February 1st and February 7th pictures were taken of what appeared to be the trap in the topper of a white pickup truck on the property. On February 8th, TJ and Kathy from Management met with the Cocoa Beach Police to speak with the owner of the truck, Glenn Herdendorf-Unit 10, and to retrieve the stolen trap. The police informed TJ and Management there was not enough proof to file charges at this time but a file would be opened. The trap was returned to the owner of the property. TJ stated he would be reporting the incident to the Major at Animal Control. The Board instructed Kathy to inform the association attorney of the incident also.
Carlson Mediation: Kathy was instructed to contact the attorney so he may produce documentation that the case is indeed closed.
6. Owner Input:
None presented.
7. Set Next Meeting Date:
The next meeting will be the Annual Meeting on Friday, March 13, 2009, at 3:00 P.M. at the Management Office, 109 Long Point Road, Cape Canaveral.
8. Adjournment:
There being no further business, the meeting adjourned at 3:10 P.M.
Respectfully Submitted,
Kathy Watts, CMCA, LCAM #27668
Community Association Manager