MINUTES OF THE DBAC, INC (DOLPHIN BEACH)
BOARD OF DIRECTORS MEETING
HELD FRIDAY, NOVEMBER 17th, 2006
Call to Order: The meeting was called to order at 5:30 pm.
Attain Quorum of Directors: President Corinne Roy and Vice President David Roy were present by speakerphone and Secretary / Treasurer Joe Walton was in person at the management office, Reconcilable Differences, at 109 Long Point Rd, Cape Canaveral. Also present were Brad Spath #234, Betty Dolan #236, Lois and George Schonger #212 & #3.
Accept Resignation: Corinne stated that Lance Bedwell had to resign for personal reasons in August. The Board formally accepted that resignation with understanding.
Approval of Last Minutes: Joe motioned to accept the minutes of the October 24th budget proposal meeting as written. Corinne seconded, all in favor.
Insurance Speaker: Josh Ranew attended to explain the increases in insurance. He stated that part of the increase was due to the value of the building increasing from $1,620,000 to $2,941,000. This is not a selling price, but a re-building price, which divides out to about $73,000 per unit for the shell of the building and drywall inside each unit. Owners’ personal insurance would cover appliances, cabinets, carpet, etc in the event of interior damage.
Josh stated that Citizen’s Insurance, the only available market this year, may give “mitigation credits” for good building practices, such as a new roof, shutters or impact glass. He stated that a general contractor must certify the forms sent to Citizen’s and they charge about $150 per building, but it has been well worth the cost in other condos. With no credits, the wind policy for Feb 2007-2008 will cost $50,000. Last year it was $16,000. It should drop to $39,000 with the credits. The credits only apply to the whole building. All windows would have to be shuttered to obtain that credit, but the new roof will help.
The deductible for any “named storm” is 3% of the value of the building, or about $44K per building. To take that deductible to 5% only saves $2,000 and gives $61,000 more liability. The deductible for all other perils (fire, plumbing, etc) is $1,000.00 per occurrence.
Josh went over all the costs for all insurance needed: Property, liability, fidelity bond, Directors and Officers insurance, DIC – Difference in Conditions insurance, and Worker’s Comp. He was asked why the Association would need Worker’s Comp with no employees. He stated that it is $829 per year and safeguards the Association in case a landscaper or contractor lets their insurance lapse and their employee gets hurt on the job. Without this coverage, the association could be sued for the maximum liability coverage - $2 million. With this coverage, they are limited by the state to $500,000 under the workers comp laws.
He said that DIC, “Difference in Conditions” insurance covers electrical wire shorts, plumbing leaks in the walls, lightening strikes, etc. This policy is $1100 per year.
Joe motioned to approve $300 for the general contractor to inspect the buildings and send in the mitigation forms. Corinne seconded, all in favor. It was also stated that this “credit” will be available to offset premiums for at least 5 more years, so is well worth the cost. Josh recommended that all affected owners write letters to their state representatives about these insurance increases.
Approval of 2007 Budget: As required by statute, Joe motioned to approve the fully-funded budget for 2007, at $414 and $543 per unit per month. Corinne seconded, all in favor.
Results of Owner Vote: Twenty-five of the 40 owners voted. There were 3 who wanted to keep the fully-funded budget and 22 who were willing to accept partially funded reserves and have a Special Assessment to cover the increases in insurance next year. Owner Brad Spath said that reality is that insurance costs will be much higher than the “partially-funded” budget shows. Joe stated that since we do not yet have a total insurance cost and since the Association will not have enough money in the operating account by February to pay this, the Board felt dealing with it by Special Assessment made sense. Corinne motioned, based on owner vote, to partially fund reserves and have Special Assessments in January and October to cover insurance increases in 2007. Joe seconded, all in favor. The monthly assessment will be $288 per one bedroom and $378 for 2 bedroom units. The Special Assessment in January will be approximately $750 per unit. The bill for this Special Assessment will go out in December.
New Business: Joe motioned to approve the use of Deferred Maintenance Reserves, if needed, to cover the cost of clearing out the drains and installing a pump to remove the sitting water after rains, along with electrician costs to hook it up. Corinne seconded. The work started today because the parking lot was again backed up. The pump will automatically turn on and is able to clear paper and most sand impediments. All in favor.
The walls and walkways will be pressure cleaned next Wednesday, November 22nd and then the stairs will be painted, as these are too damaged to just clean.
Owner Input: Betty Dolan asked about gating the front entrance. Corinne stated that before insurance costs became so high, security issues and beautification were at the top of the priorities list. Discussion ensued about how this could be done, but this would require owner vote and a Special Assessment to complete.
It was found in trying to clear a clog in the north building that some of the lines were never connected to the new main line installed in early 2000. Currently there is only a problem in the 3 and 4 stacks, so that repair will be done soon.
Driveway repairs were discussed. At this time we have a commercial truck and an owner’s car that both leak oil badly and have ruined the asphalt and the car stops. These must be removed before any thought of repairs. Letters have been written to one of the offenders. Once these issues are handled, re-paving and re-striping to attain spaces for 40 units will be discussed.
The dumpster wall will be repaired and lengthened by the company doing the wall for the builder next door. If the city allows it, at material costs only to DBAC.
A resident asked about cigarette butt cans for the bottom of each stairway. This will be investigated.
Railings and personal outside property were discussed. Since the governing documents of the Association do not allow anything on the walkways or balconies, an owner who wants to change this MUST send in their request with wording or rules they would like to see put in place. At that time, the Board could mail a proxy vote to all owners to see if this amendment would pass. It will take effort from an owner to get this started.
Set Next Meeting: The Annual Meeting will be held Saturday, March 31, 2007. Time will be announced later.
Adjournment: There being no further business, the meeting adjourned at 6:55 p.m.
Respectfully Submitted,
Michelle Dugan, CMCA, LCAM #17226
MINUTES OF THE
DBAC, INC (DOLPHIN BEACH)
BOARD OF DIRECTORS MEETING
HELD TUESDAY, OCTOBER 24, 2006
Call to Order: The meeting was called to order at 3:00 pm. The notice had been posted on site for more than 48 hours.
Attain Quorum of Directors: President Corinne Roy and Vice President David Roy were present on speakerphone and Secretary / Treasurer Joe Walton was in person.
Approval of Last Meeting Minutes: A change to those minutes: The fire marshal requires that the grills be 10 feet away from any overhang or building, not 15 feet. With that change, Joe motioned to approve the minutes of the April 8, 2006 meeting as mailed to owners. Corinne seconded, all in favor.
Treasurer's Report: There is one unit who has refused to remit payment or proof of payment for February’s assessment, but has paid all other months currently. The Association has $17,256 in Operating and $75,743 in reserves. Income is adequately meeting expenses as of September 30th.
Old Business:
None
New Business:
Discussion and Approval of Proposed Budget for 2007 to Mail to Owners:
Corinne wanted the minutes to show that she was very impressed with management’s budget spreadsheets and the written analysis. It made it very easy to understand. Discussion ensued about the huge increase in estimated insurance premiums due to the following facts:
1) There is no carrier willing to insure barrier island properties except the state-run Citizen’s Insurance
2) Citizen’s required an updated insurance appraisal before quoting a premium, and the value of the buildings went from $850,000 to $1.4 million dollars per building.
3) Therefore, based on value of buildings and the “insurer of last resort”, the premiums quadrupled.
Joe motioned to allow the owners to vote on an alternate budget that would leave insurance costs at this year’s rates with a small increase and then special assess for the policies. One, the wind policy with Citizen’s, comes due in February, and the flood policy will renew in November.
This alternate budget would also reduce reserves by 50% except in the paving and deferred maintenance areas.
If the members vote on this alternate option, the Special Assessment in January 2007 would be for approximately $29,000, which is $703 and $921 per unit respectively.
Then in October 2007, an additional special assessment will be due for the flood increase, a $7,000 assessment payable as $165 for one bedrooms and $215 for 2 bedroom units.
In doing this, the monthly assessment would stay relatively low, at $288 for one-bedrooms and $377 for 2-bedroom units. Dave seconded Joe’s motion, all in favor.
Owner Input:
Joe stated that the plumbing issue in the unit 3 & 4 stack has been fixed for now, but it was found that the north building is still hooked up to the old lines under the foundation, so as needed, stacks will have to be plumbed into the new line in the parking lot.
Adjournment:
There being no further business, the meeting adjourned at 3:40 p.m.
Respectfully submitted,
Michelle Dugan, CMCA, LCAM #17226
Community Association Manager
Reconcilable Differences, Inc.
10/28/06
MINUTES OF THE
DBAC, INC (DOLPHIN BEACH)
BOARD OF DIRECTORS MEETING
HELD APRIL 8, 2006
Call to Order: The meeting was called to order at 4:34 pm.
Attain Quorum of Directors: President Corinne Roy, Vice President David Roy, Secretary / Treasurer Joe Walton were in person and director Lance Bedwell was present by speakerphone. Also present were Pam Morrison #21, Debbie Stanley #211, Barbara McGovern #7 and renter Joe Cianchetti with written authority of owner #217.
Approval of Last Minutes: Corinne read the minutes of the Organizational Meeting of new Board, held March 25th. Joe motioned to approve them as read. David seconded, all in favor.
Corinne read the minutes of the March 4th meeting. David motioned to approve them as read. Lance seconded, all in favor.
Corinne read the minutes of the February 4th meeting. Joe motioned to approve as read. David seconded, all in favor.
Treasurer's Report: At this time, we are trying to obtain all information needed to produce an accurate financial report. BP Davis has been asked to produce an accounts receivable and prepaid accounts report as of March 31, 2006. With that information, we will be able to know where the Association stands.
President’s Message:
The Board of Directors intends to enforce the Rules and Regulations and DBAC’s By-Laws. You, as members of the Association, have an obligation to abide by them and we the Board of Directors have an obligation to you the members to enforce them.
When you purchased your Condo Units and became a member of the Association you AGREED to abide by the “Rules and Regulations” as indicated in the Association ByLaws. Those of you who disagree with the By-Laws as they exist, have a right to initiate a change to them. To initiate a change you must officially make a “motion” at a meeting, have it seconded and then achieve a majority vote by the membership to approve the change.
Old Business:
Gating: On July 23rd, 2005, minutes show that installing a North East gate and fence was approved. Previous management company did not follow through.
Corinne met with George from Custom Fence on Tuesday. The bid was not ready for this meeting. Keith Murphy will also bid this job. Both of these companies bid the job 3 years ago also.
Footwash: New levers are now in place. It is now an “off and on” lever, not a timed one, so we should not have water running when not needed.
Keith Murphy attended the posted walkthrough last Wednesday and he will bid a new drainage system for the footwash. The plan is to dig out the rocks and sand, put a “French drain” type pipe under the sidewalk and install the composite wood slats. We are waiting on the bid.
Plumbing:
Dolphin Beach is an old system and needs TLC. All Florida Plumbing has been called to repair or unplug numerous lines in both buildings. The system cannot handle modern conveniences such as garbage disposals, washing machines and dishwashers. These items should not be installed in any units. Washing machines are the most taxing and are also prohibited from being installed in the units. Adding to the system strain is what is being flushed. Nothing but bodily waste and toilet paper can be flushed without expensive consequences. Along with plumbing repairs, we have had to then call in drywall companies and the expenses are huge. There was discussion about charging owners who refuse to remove non-approved appliances, but that was tabled. The past Board approved a contract for preventive maintenance clean-outs with All Florida on a bi-annual basis.
Hot water tanks:
During the management transition, a leak in Unit #5 was mis-communicated. The tank and wall behind it are not currently accessible, so the owner will have to remove cabinets and countertop to make the Association repair in the wall, and then re-install these themselves. All owners are advised to make tanks easily accessible for any future plumbing repairs in the walls behind them.
Parking:
Passes are being issued. In May 2005, new hard plastic passes were purchased by the prior Board. In Jan 2006, volunteer owner Paul Knittel contacted Doug’s Towing. They are willing, with Board approval, to tow illegally-parked vehicles. There are not even enough parking spaces for all units, so only one parking space per unit can be used. Guests cannot park at Dolphin Beach. As the recent Welcome letter stated, towing will go into effect this month. All owners were advised to sign the form allowing their renters to pick up the passes, or pick them up themselves. With the holiday coming up, we expect problems with parking. Hiring a guard was discussed. This was tabled for later discussion.
PETS: This issue continues to be a problem. Many owners leash their pet and take it off property to walk. Others open their doors and let the pet do what they want, and do not clean up after them. In the Welcome letter, the Board referred back to the 1981 recorded rule that states, “New tenants and guests shall not have pets”. There was discussion among those present about the meaning of this – it was clear that new renters and guests cannot have pets, but the idea that no one after 1981 could have pets was discussed. A legal opinion will be sought for the definition of “new tenant”.
Regarding all the enforcement taking place, it was stated that we live in a society of rules and must enforce them on everyone. Corinne said she would contact the local realtors so they know that the rules are going to be enforced. She also reiterated that if owners do not like the wording of the rules in the governing documents, they can write up alternate wording, the Board can vote to send this to the owners and with a legal vote, changes can be made.
LEGAL Update on #220:
There are currently 5 issues to discuss: The removal of the hot water tank, the installation by the Board of a sliding glass door on their north side, a fire-rated window on the east side, a kitchen window on the north side, installation of a “Swing” door on the east side and a swinging gate on their “limited common property.
There was discussion about a letter from the fire marshal 3 or 4 years ago that required fire-rated window on the east side. David motioned to address the original citation with the Fire Marshal before putting any money into new windows. The Board will address this and try to reach an agreement with the Carlsons soon.
As for sliders, Lance motioned to allow the owners of #220 to install a standard sliding glass door on the north side of their unit, facing the public parking lot, at their expense. It must fit within the same opening as currently used and a copy of the permit must be received by the Association. Joe seconded all in favor.
NEW BUSINESS:
A walk-through last week showed many violations of the rules. There were MANY grills and numerous items on the balconies and walkways. In the recorded declaration of DBAC, Section 6, Article 19 states: Limited Common elements: All common passages must be left free for their intended use. Nothing can impede passage and no items can be stored.
A legal interpretation will be sought on “left free for their intended use” because the balconies were never intended to be walkways. The fire marshal confirmed that they are a secondary form of egress.
Many owners would like to have a plant and a chair or two, but you MUST legally change the governing documents before you can allow this to occur.
Regarding Grills, there is a 2005 fire marshal posting on the bulletin board that clearly states you cannot store or use a grill within 15 feet of the building. There is a rumor that a cement pad is buried in the undergrowth on the southeast side of the property. If discovered, this could be used as a grilling area, but cannot be used to store a grill. A community grill was discussed. More information is needed.
We are assuming that the developer will replace the plantings killed in the installation of the wall between the 2 properties after they stucco and paint it.
New bike racks are needed in the courtyard so that well-maintained bikes have a legal storage area. The storage room next to #10 in the NE corner of the building is needed for official records storage, so the locks will be changed but the car washing area will be modified so the water is always on but a padlock keyed to the laundry room will be used.
A sign for the laundry room will be made. Joe stated that other properties turn off the power to the machines after certain hours, so we will do that also. 10 pm to 7 am, the room will be locked and the power off. All residents are asked to keep the door closed and locked so transients do not use it.
JANITORIAL CONTRACT: On a 30 day trial basis, Kelly Carter started last Thursday and will be on site Monday and Thursday afternoons. She has been instructed NOT to clean the balconies until we resolve the storage issue, but she blows off and spot cleans walkways, laundry room, railings, picks up trash, and knocks down cobwebs. We will evaluate her services and then vote on a permanent contract at $90 per week. She is on site approximately 3 to 4 hours weekly, with 2 people.
MAINTENANCE / HANDYMAN: Keith Murphy, who installed the soffit and air conditioner boxes will be asked to give bids for all work at Dolphin Beach so we know ahead of time what the cost will be. The rust on the soffits and a/c box hardware will be repaired.
The railings are peeling. NAC was called because we have a 5 year warranty on them. We have a 10 year on the concrete work.
Set Date for Next Meeting: It will take place in the first part of June. We will post notice when known. The governing documents of the Association only require two meetings per year. In past years, there were monthly meetings and last year 5 meetings were held.
OWNER INPUT:
Owners requested clarification on the smoking issue. We are requesting that people not smoke in the common areas, near windows and doors.
Adjournment: There being no further business, the meeting adjourned at 6:45 p.m.
Respectfully submitted,
Michelle Dugan, CMCA, LCAM #17226
Community Association Manager
Reconcilable Differences, Inc.
4/17/06
===================================================================================
Dolphin Beach Apartment Condominium, Inc.
2006 Annual Meeting
March 25, 2006
Call to order – the meeting was called to order at 2:15 pm at the office of BP Davis Property Management.
Proof of notice of meeting or waiver of notice – the Proof of Notice Affidavit was read and placed on file.
Reading of Minutes of preceding meeting – reading of the minutes of the 2005 Annual meeting was waived.
Reports of Officers – none
Reports of Committees - none
Unfinished Business
§ Parking – owners will receive one hangtag. Tenants will be given a sticker that has a place on the bottom to write in the lease expiration date. The preliminary work to initiate the vehicle identification procedure has been done.
§ Status of Unit #220 – Pam has contacted attorney Jim Olson to let him know that the current Board was stepping down and that any further communication would have to come from the new Board of Directors. The Carlsons have not responded to the Board’s proposal to settle.
§ The gate for the northeast corner has been approved by the Board but has not been ordered.
New Business
§ Pam Morrison reported that on Feb 27th, BP Davis gave 30 days notice that they will no longer represent us. After discussion with incoming Board, the current Board signed a contract with Reconcilable Differences.
§ Leak in Unit #5 – there is a reported leak behind the wall in Unit #5. The plumber is scheduled to be there on Monday.
§ During the specified period prior to the Annual Meeting, the Association received notice from five owners desiring to run for the Board – Lance Bedwell, Elizabeth (Betty) Dolan, Corinne Roy, David Roy and Joe Walton. Because there are five candidates and five positions to fill, no election is required. Subsequent to submitting her name as a candidate, Betty Dolan withdrew her name. The new Board will appoint someone to fill the position.
§ It was announced that the Organizational Meeting of the new Board would follow adjournment of the Annual meeting.
Adjournment - the meeting was adjourned at 2:26 pm.
Dolphin Beach Apartment Condominium, Inc.
Organizational Meeting
March 25, 2006
Call to order - the meeting was called to order at 2:46 pm at the office of BP Davis Property Management. Board members present – Lance Bedwell, Corinne Roy, David Roy and Joe Walton via speaker phone.
Election of Officers
The following officers were elected:
President Corinne Roy
Vice President David Roy
Secretary/Treasurer Joe Walton
Director at Large Lance Bedwell
It was decided that Kelly Carter Janitorial would be hired immediately for a 30 day trial period since there has been no cleaning since February 27th.
The meeting was adjourned at 2:51 pm.
Petey Davis
Property Manager