DRAFT
MINUTES OF THE DBAC, INC (DOLPHIN BEACH)
BOARD OF DIRECTORS SPECIAL MEETING
Thursday, December 16, 2010
1. Call to Order:
The meeting was called to order by President Pam Morrison at 12:00 pm at the management office, Reconcilable Differences, at 109 Long Point Rd, Cape Canaveral.
2. Quorum of Directors Established:
President Pamela Morrison, Debbie Stanley and Sandy Hunter were present by conference call. Also present were Kathy Watts and Michelle Dugan from Reconcilable Differences.
3. Special Meeting Business:
Discussion and Approval of Contract for Refurbishing the Walkways: Management contacted 2 contractors regarding sanding, caulking and painting the walkways. J&M’s bid was $17,888 and Mike’s Masonry was $4800. Sandy Hunter motioned to accept the bid from Mike’s Masonry for $4800 with 5% for unexpected issues for the grinding, caulking and repainting of the walkways plus painting the laundry room floor. The expenditure will come from the Reserves. Pam Morrison seconded the motion and it passed by unanimous vote.
Discussion and Approval of Contract for Repainting the Buildings: Michelle reported that J&M Paint will honor the bid received 3 years ago and will pressure clean, prime, caulk and paint the exterior of both buildings and will have a foreman on site to coordinate the work. Sandy Hunter made a motion to accept the bid from J&M Painting for the amount of $19,756 with 5% for unexpected issues. The expenditure will come from the Painting Reserves. Pam Morrison seconded the motion and it passed by unanimous vote.
Discussion and Approval of Contract for Replacing the AC Covers: Kathy Watts presented a bid from Ed Osborne to replace the existing AC covers with smaller covers which will be installed after the building is painted. The few units with old large AC units will have the old covers reinstalled and when the AC unit is replaced, a smaller cover will be installed. The cost will be $50 per cover and 60 covers will be needed. Debbie Stanley made a motion to accept the bid from Ed Osborne for the amount of $3,000 with 5% for unexpected issues. The expenditure will come from the Deferred Maintenance Reserves. Pam Morrison seconded the motion and it passed by unanimous vote.
Discussion and Approval of Contract for Landscaping Upgrade: Jeff Barrett was contracted to remove all dead grass, level and prepare the ground for sod and add salt-tolerant plants at entrance, in center, and on south side, with river rock in front and mulch on south and in back for a cost of $4,800 with the expenditure to be paid from Deferred Maintenance. Debbie Stanley made a motion to accept the bid as proposed. Pam Morrison seconded the motion and it passed by unanimous vote.
Discussion & Gameplan for Unit #26: The Association was awarded title to the unit until the first mortgage forecloses on it. With this title, we were able to remove the non-paying owner. Unfortunately this resident left quite a mess. Realtors were contacted and the Board decided to interview Lisa Moore. She attended this meeting and stated that she could have someone clean out and disinfect the unit for $360, and she recommended placing a sales price of $59,900 on the unit, which is only $100 less than another unit is currently listed for. After discussion, the Board approved the cost of clean-up, tile repair, and basic appliances that must be in unit to sell or rent, and then agreed to list the unit for sale at $59,900 and to rent for $525 to $575 while waiting for a buyer.
4. Set Next Meeting Date:
To be determined at a later time.
5. Adjournment:
There being no further business, the meeting adjourned at 12:45 P.M.
Respectfully Submitted,
Kathy Watts, CMCA, LCAM #27668
Community Association Manager
MINUTES OF THE DBAC, INC (DOLPHIN BEACH)
BOARD OF DIRECTORS MEETING
Friday, October 22, 2010
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 was present and VP Sandy Hunter attended via the conference line. Treasurer/Secretary Debbie Stanley was not able to attend. Michelle Dugan and Kathy Watts represented Reconcilable Differences. No owners were present.
3. Approval of Minutes from last Board Meeting:
Pam Morrison made a motion to approve the minutes from June 25, 2010. Sandy Hunter seconded the motion and it passed by unanimous voice vote.
4. Treasurer’s Report:
Kathy Watts stated that as of September 30th, the Operating Account had a balance of $34,656.35 and the Reserve Account $110,872.80. Due to an error in the courts, the sale of unit 26 was rescheduled and the issue should be resolved by the end of December. Once the unit is empty, the Association will be able to rent the unit in order to recoup the unpaid balance on the account.
5. Status of Member Vote to Partially Fund:
A total of 19 units were represented in person or by proxy. Totals were, 2 voted for a fully funded reserve for a monthly assessment of $394.00 for a 1 bedroom and $515.00 for a 2 bedroom. And 17 preferred a funding of 50% for a monthly assessment of $365.00 for a 1 bedroom and $478.00 for a 2 bedroom unit. Coupons will be ordered and mailed to owners as soon as they’re received.
6. New Business:
Discussion and approval of budget for 2011: Pam Morrison made a motion to approve the 2011 Budget as presented with the Reserves funded at 50% for a monthly assessment of $365.00 for a 1 bedroom and $478.00 for a 2 bedroom unit. Sandy Hunter seconded the motion and it passed by unanimous voice vote.
7. Unfinished Business:
Re-plumbing: Kathy Watts reported that the replumbing project has been completed by All Florida Plumbing.
Painting: RDI is compiling bids to repaint the building and walkways. An option may be to touch up the walkways and building until additional funds are available in the painting reserves.
Landscaping: B&B Sprinkler will be on site again to confirm the sprinklers are all in working order. Once that is confirmed, it can be determined whether sod needs to be purchased for the west courtyard.
8. Owner/Management Input:
a.) Kathy stated there have been reports of an owner swearing and harassing the maintenance personnel. This behavior will not be tolerated by or to anyone. If there’s an issue with maintenance, vendors or the property manager then RDI needs to be called.
b.) We are again receiving complaints of one owner feeding the feral cats. Assistance from other owners is required to combat this problem. If an attorney needs to be contacted for more letters, this will be an additional expense the Association will have to cover.
9. Set Next Meeting:
The Annual Meeting is scheduled for Friday, March 4, 2011 at 3:00 pm. First notices of the meeting will be mailed the beginning of January 2011.
10. Adjournment:
There being no further business, the meeting adjourned at 3:10 P.M.
Respectfully Submitted,
Kathy Watts, CMCA, LCAM #27668
Community Association Manager
DOLPHIN BEACH APARTMENT CONDOMINIUM ASSOC., INC.
BOARD OF DIRECTORS MEETING
FRIDAY, JUNE 25, 2010
1. Call to Order:
Pam Morrison called the meeting to order at 3:00pm. Pam attended in person and Sandy Hunter attended via speakerphone. Debbie Stanley was not able to attend. Bill Brant and Jim Wiggins represented All Florida Fire Sprinkler & Plumbing. A total of 6 owners were in attendance, 1 owner attended via speakerphone. Kathy Watts and Michelle Dugan represented Reconcilable Differences.
2. President’s Message:
These repairs have been a bone of contention for so long and the Board has been agonizing over this decision. Pam stated that she does not need to be reminded of the economic situation as the Board members have been affected right along with everyone else. However, these repairs must be made as the small fixes are becoming too costly and replacing the sewer system will be the most cost-effective in the long run.
Bill Brant introduced himself and his partner, Jimmy Wiggins in attendance. He explained that this isn’t just a stoppage issue in the sewer system; this is also causing problems with the foundation and causing pest control issues as well. Originally he had been asked to bid only the north building, but he was asked to quote both buildings since the same issues are being seen throughout the property. He read the updated proposed contract aloud (a copy is attached with the minutes). This contract states that the drywall repairs will be done by a separate company.
He took bathroom questions before going into the kitchens part of the contract.
3. Owner Forum: (All owners were allowed to speak for 3 minutes each)
-Pam read Unit #8 Barbara McGovern’s letter for her 3 minutes of input (attached). She then read Unit #213 Cathy Leo’s letter as requested for her 3 minutes of input (attached).
-Thomas Jordan, Unit 4: I think that what these people wrote are valid questions, but it is unfortunate that the values of our property will not go up once the sewer has been redone. The point about waiting for the hurricane season to be over with is also a valid point but he understands that the material cost could go up if we wait. He asked what the average annual costs of plumbing repairs have been, since this has been a bone of contention. He asked if it was cheaper than the amount being proposed to completely rerun a new sewer system. Pam answered that we are trying to band-aid and you can’t use the figures for this year as there are not many owners on site right now and the small repairs have been delayed until this decision could be made. Bill Brant stated that the cast iron pipes are deteriorated and cannot be fixed. They must be replaced and in the meantime, these broken areas are allowing sand and debris into the system. It is a foundation issue because water leaking into the ground is causing the foundation to shift. In essence, with the pipes broken, raw sewage is also leaking out. The North building has already had to be repaired structurally to keep from losing the building. Anyone on the 1st floor is getting more issues than those on 2nd floor. Pam stated that the Board has a responsibility to all owners, not just 1 or 2; therefore, this long-term repair is imperative.
-Tom McGlinchey, Unit 9: He supported Barbara’s letter and has people coming down in September, so he feels that it should be done when the occupancy is at its minimum. He asked how long he would be without his unit. Bill Brant stated that everything will be done and ready to connect to the new system before actually connecting. Jim Wiggins said it would take 2 days per unit to connect to the new system. Tom asked who the “other” was on the tile replacement. Pam said that the owner is “other” because if the Association has to pay for tile repairs, we will use the same in every unit regardless of whether it matches or not. He said that his insurance has denied covering the tile because it is mandated by the association. He has terrazzo tile floors. Kathy Watts explained that because of the way this new system is being done, there will be a minimum area of floor torn up and not the entire floor. Bill Brant explained that the new sewer system actually runs under the courtyard rather than under the buildings. Therefore, this will never have to happen again. Tom asked if the floor being pulled up would only be in the bathroom, and Bill answered “probably”. Bill explained that depending on the amount of concrete patches in each unit, he may have to go into the hallway, but they are trying to minimize the amount of floor damage as much as possible and this is stated in the contract. Tom asked when the fire alarm issue will come up again. Kathy stated it shouldn’t be addressed again until 2014.
-Sally Ballew, Unit 21: She said Tom asked the questions she had, which is how long will they be without a livable unit as she has a really good tenant that she doesn’t want to lose over this. Pam stated that the tenant will be put up during the days of inside construction. She said she was also concerned about the amount of flooring that would be damaged. Bill reiterated that as far as staying in the bathrooms, it depends on how many patches have been done in the concrete. They further discussed how long each unit will be without the bathroom and while it takes 2 days to connect, the concrete and drywall work is going to take longer, so realistically the unit will not be livable for 1 week and the resident would be provided with housing during that period. She asked about how long it will take for the kitchen. Bill said that the kitchen should be done in 1 day.
-Barb Kyle, Unit 236: She is interested in the timing issue and wondered why the summer was better. Bill stated that he thought that the busiest time for condos were the winter months, so that is why he thought the summer was best. He also wants to get it completed before the rainy season so the concrete being poured in the parking lot will set properly. Pam said that waiting can cause more structural damage and the price of the materials will go up. Barb asked about Bill’s statement that doing this during higher use was better because the more water going through prevents the solids from building up causing stoppages. Bill explained that the more people using the system, the better the old system works, but it also causes more erosion to an already degenerating system. Barb asked why concrete was being used in the parking lot rather than asphalt as is there now. Bill answered that there will be a new concrete apron in the parking lot rather than asphalt because it will last longer and protect the sewer system better. Pam asked if this would cause parking issues. Residents will be able to park in the spots, but not as close to the building during the installation of the apron. Bill explained that he won’t be responsible for any damage to cars parked too close and explained that they need room to work. Kathy Watts stated she would be calling Comfort Inn to see if we can use their parking lot during the set up in order to prevent any damage to vehicles.
-Norman Wheaton, Unit 28: The bathrooms are only separated by a wall, so why is it double the price for 2 bathrooms. Bill said that the units he saw with 2 bathrooms were not back to back. One was by the kitchen and the other one was down the hall. Bill tried to explain it is still 2 “rough-outs” and it is twice the concrete, twice the fittings, etc; therefore, twice the price regardless of their positioning within the unit. Norman requested further clarification so Pam, Kathy, and Bill tried to explain that it isn’t going from 1 bathroom to the next bathroom. Each bathroom is connected directly to the sewer system separately. Bill Brant drew a diagram and again tried to explain it.
-Sandy Hunter, Unit 25: She stated that the Board is heartsick over this situation, but knowing the condition of the pipes and the danger to the building integrity, she knows it must be done. She also stated that there’s water intrusion in her bathroom anytime anyone takes a shower.
-Stuart Paster, Unit 23: He agreed with the letters. He explained that this is not just the bathroom being torn up, but the floor will also have to be torn up in the hallway. Bill agreed. Stuart wanted confirmation that owners will be responsible for replacing the floor covering and Pam confirmed. Stuart asked what happens if someone doesn’t pay. Michelle Dugan explained that the Association would try to work out a payment agreement, but anyone not able to pay as required would have to be charged late fees and interest in order to be fair to those who do pay on time. If anyone refuses to pay, it will go to collections as regular fee delinquencies do. Stuart asked if the Association will have to make up the difference for those who can’t or don’t pay, and Pam replied yes. Pam said that we will have to start the collections process, possibly file a lien, and the owner may lose their unit over not paying this assessment. Stuart asked about units in foreclosure not being included in this assessment. Kathy said that they will be billed, but foreclosures are taking up to 3 years, and once the foreclosure is finalized the bank only has to pay the fees (including any special assessments) for the past 12 months. Pam said that if by some miracle we get the special assessment from one of the foreclosed units, that amount would be divided and refunded back to the owners that did pay. Stuart asked who was paying for the relocation, and Kathy said it is coming out of Association funds. He then asked how many bids were received. Kathy said we called 6 companies and received 3 quotes. Most contractors wouldn’t touch this major job. Stuart asked that since the outside portion would be done first, then the inside work would be done, realistically, when would the 1st unit really not be livable. Bill stated it would take approximately 4 weeks to do the outside portion and then about 2 weeks to complete the parking lot repairs. Kathy confirmed that the north building would be done first and it would be approximately 6 weeks before the inside work of the 1st unit is started. Pam assured him that everyone will get advance notice of when their unit will be affected. Stuart asked: When Bill comes through the hallway, how much space will have to be dug up for a 1 bathroom, and are there any ramifications on the construction of the new doors? The doors won’t be affected and Bill said it would be about a 3-foot trench down the center of the hallway. Bill reiterated that he will try to stay in the bathroom, but if they crack a tile or there is an existing concrete patch, they may have to go into the hallway. Stuart’s main concern is they can’t get $80,000 for a unit now, so how much lower will it go? He doesn’t understand why the association can’t get a loan for this work instead of all of the owners putting out this amount of money. He also asked that these payments be spread out over a longer period of time. Pam said that during this economic climate, it would be very difficult if not impossible for the Association to qualify for a loan. While we know collection of this assessment is going to be difficult, it is the only realistic solution for the Association.
-Pam explained that property values are not the only issue for potential buyers. Saying a special assessment will be forthcoming will make buyers run, which is another reason we need to get this project underway and not extend the payment terms. Pam pointed out that if your unit stood alone on its own lot and the sewer was in the shape ours is, you would have no choice but to fix it. So, since these units are connected to the same deteriorated sewer system, the expense falls on all of the owners together.
-Kathy answered Thomas Jordan’s previous question by stating she went back 5 years and we have paid out approximately $80,000 in plumbing bills. We haven’t paid as much over the last year because we are minimizing the band-aid fixes in anticipation of the plumbing being redone.
-Stuart Paster, Unit 23: Stuart stated he just wanted to make sure that all options have been explored. Pam replied that she is really glad everyone is here and could share their thoughts, concerns and fears. Pam pointed out that if the Board gets soft-hearted and decides to not have the new system installed and the building becomes structurally unsound or falls down, not only will it cost more than $150,000 to repair, but the Board would be held responsible for allowing this to happen. It is cheaper and better to do this repair now than to wait until the building falls down. Bill stated that Tom Walker plumbing did major repairs 7 years ago when the building shifted, and we should look at that expense.
-Tom, Unit 9, stated that it was unfair to only give 1 month notice. Pam and another owner stated that this has been talked about in the meetings for months, and when owners do not participate in the meetings or read the minutes afterwards, then they can’t know what is going on. Everything the Board decides and/or discusses is posted on the website and owners need to stay involved. Pam also stated that if the owners would volunteer for the Board, then they would have had a vote on this issue. She encouraged the owners to volunteer to be on the Board and to stay involved and not just wait until a serious issue arises.
4. Discussion and Final Adoption of Special Assessment:
-The owners asked if they had a vote in this. Pam and Kathy said that according to the condo docs, this is a Board decision. Sandy agreed with Pam that this has to be done and cannot be put off any longer.
-Kathy stated that some people have not returned the “how many bathrooms” forms, so we are assuming they have two and they will be billed for two. If we find out that an owner was not truthful, which will be discovered when the work is being done, they will be charged for the 2nd bathroom.
-Stuart asked for a copy of the contract because he wanted more detail about how this is going to happen inside each unit. Michelle stated that RDI can place the contract and building permit on the website. Pam explained that this project is a lot like a present: we don’t know what is in there until we get it unwrapped.
-An owner stated that he didn’t understand the reason for this meeting if they didn’t get to vote on the matter. Pam explained that this meeting was to answer all of the owners’ questions to the best of their ability. Bill stated that he felt this meeting gave the best information that they could possibly give. Pam further explained that we really don’t know how extensive the inside work is going to be until we actually get into it, but owners have a right to ask questions before the work begins.
Pam Morrison made a motion to move forward with this repair as written in Bill’s contract, with owner payments to be billed as mailed out to the owners. Sandy Hunter seconded the motion and it passed by unanimous voice vote.
Therefore, the first payment of $800 for 1-bath units and $1600 for 2-bath units will be due on August 1, 2010, with the subsequent payments due monthly until the total assessment of $3,200 per 1-bath and $6,400 per 2-bath units are paid in full.
Special Assessment for Plumbing and Drywall: $154,000.00
First payment for 1 bathroom units due August 1st ----------------$ 800.00
Second payment for 1 bathroom units due September 1st--------$ 800.00
Third payment for 1 bathroom units due October 1st--------------$ 800.00
Fourth payment for 1 bathroom units due November 1st---------$ 800.00
First payment for 2 bathroom units due August 1st ----------------$ 1600.00
Second payment for 2 bathroom units due September 1st--------$ 1600.00
Third payment for 2 bathroom units due October 1st--------------$ 1600.00
Fourth payment for 2 bathroom units due November 1st---------$ 1600.00 TOTAL $153,600.00
5. Approval of Previous Minutes:
Pam Morrison made a motion to approve the minutes from the May 14, 2010 Board meeting. Sandy Hunter seconded the motion and it passed by unanimous voice vote.
6. Adjournment:
There being nothing further to discuss, Pam adjourned the meeting at 4:25pm.
Respectfully submitted,
Kathy Watts, CMCA, LCAM
Community Association Manager
Reconcilable Differences, Inc
MINUTES OF THE DBAC, INC (DOLPHIN BEACH)
BOARD OF DIRECTORS MEETING
Friday, May 14. 2010
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:
Debbi Stanley motioned to accept the minutes from March 19, 2010 Organizational/Board meeting as presented. Sandy Hunter seconded the motion and it passed by unanimous vote.
4. Financial Report:
As of April 30, 2010 the total in the Operating Account was $70,786.58 and the total in the Reserve Account was $170,370.97. There are two (2) units in foreclosure and all others are current.
5. Special Meeting Business:
Discussion and Approval of Contract for Re-plumbing: Management contacted 5 plumbing to bid on the project and 3 sent in bids. Those consisted of Travis Plumbing for $121,380.00 but it does not include the laundry room, permits or removing and reinstalling tubs and fixtures. All Florida was $65,000 for the North side and if we double, that's $130,900. Tom Walker Plumbing was $88,500 for the North side and double that is $177,000.
Debbie Stanley motioned to accept the bid from All Florida Fire Systems and Plumbing for $130, 900 plus 5% for unexpected issues for the replumbing of both the North and South buildings for a total of $137,445. The Special Assessment for each unit will be determined by the number of bathrooms in the unit and rounded up to the nearest 100. Statements for payment are to be mailed by Regular and Certified mail. Payment may be made all at once or in 3 payments. Sandy Hunter seconded the motion and it passed by unanimous vote.
6. Set Next Meeting Date:
To be determined at a later time.
Adjournment: There being no further business, the meeting adjourned at 3:25 P.M.
Respectfully Submitted,
Kathy Watts, CMCA, LCAM #27668
Community Association Manager
DBAC (DOLPHIN BEACH CONDOMINIUM ASSOCIATION, INC.)
ANNUAL MEETING MINUTES
Friday, March 19, 2010
1. Meeting Called to Order:
The meeting was called to order at 3:00 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. Ten (10) proxies were received and five (5) owners were present, totaling fifteen (15). A quorum was not established for the annual meeting.
3. Officer's Reports:
Pam Morrison thanked the owners present for taking the time to attend their annual meeting.
4. Results of Bike Rack Vote:
The results of the bike rack are 7 in favor of installing a bike rack and 5 against a bike rack. Since the vote was so close and less than half of the owners responded, it was decided to table the issue for the present time.
5. Unfinished Business:
None at this time.
6. New Business:
None at this time.
7. Open Forum – Comments & Discussion:
None at this time.
8. Presentation of 2010 Board:
Sandy Hunter
Pam Morrison
Deborah Stanley
9. Adjournment:
Pam Morrison closed this session at 3:02 pm.
Respectfully,
Kathy Watts, CMCA, LCAM #27668
Reconcilable Differences
Organizational Meeting
1. Call to Order:
The Organizational Meeting was called to order at 3:05 pm.
2. Directors Present:
Directors present were Pam Morrison and Deborah Stanley and Sandy Hunter were present via the conference line. Kathy Watts represented RDI.
3. Appointment of Officers:
Pam Morrison volunteered to continue as president. All in favor.
Sandy Hunter volunteered to fill the position of Vice President. All in favor.
Debbie Stanley volunteered to fill the position of Secretary/Treasurer. All in favor.
4. New Business:
The bids that have been received for the re-plumbing project were discussed. Four plumbing companies have been contacted but only 2 have presented bids. Management will continue to contact additional plumbing companies for bids. The Board instructed Management to notify the owners of the proposed Special Meeting in order to discuss and award the contract for the re-plumbing of both buildings due to the rapid deterioration of the sewer lines.
5. Owner Input:
-The owners present expressed their concern over other residents allowing their animals to defecate in the courtyard causing a health issue. They also felt one owners continued action of feeding feral cats was also becoming a health issue as well as a nuisance. The Board and Management requested they dispose of any food and/or containers that they see in relation to the feeding of these feral cats.
Kathy stated management is working on a newsletter for the association and will add the Rules & Regulation to the newsletter for all owners and renters.
6. Set Next Board Meeting:
The Special Meeting is scheduled for Friday, April 23, 2010 at 3pm in the RDI office.
7. Adjournment:
With no further business to discuss, the meeting was adjourned at 3:45 pm.
Respectfully,
Kathy Watts, CMCA, LCAM #27668
Reconcilable Differences