GARDENIA OCEANFRONT CONDOMINIUM ASSOCIATION
Board of Directors Meeting
TUESDAY, MARCH 8, 2016
1. CALL MEETING TO ORDER:
The meeting was called to order at 6:04 pm in the on site rec room. Owners
Present: Carole & Richard Dujmovic, Jack Strange, Jack & Alice
Chaney, and Larry Corbin. Michelle Davis and Ted Manna from Reconcilable
Differences were also in attendance.
2. ESTABLISH QUORUM OF
DIRECTORS: In person: President Tina Compton and Treasurer Betty Ballard.
Secretary Tom Moran was present by speakerphone.
3. APPROVAL OF PREVIOUS
MINUTES: Betty made a motion to approve the minutes of the October
26, 2015 meeting as posted on the website. Tom seconded, all in favor.
4. FINANCIAL REPORT:
Michelle reported that as of February 29, 2016, the Association has $85,663
in the operating account, less the owner pre-paid accounts of $3,600 and
the Special Assessment money still unpaid of $61,461, for a net balance
of $20,612. The reserve fund has $74,991. The Association is $1,132 UNDER
budget year to date. Only 3 owners have small balances due (late fees and
unpaid sprinkler repairs from one year ago.)
5. OUTSTANDING ISSUES:
6. OWNER INPUT:
Elevator Update / Cab Upgrades:
Premier Elevator had their final inspection this morning. They were supposed
to be complete on 2/28, but there have been a number of glitches; the pressure
washing of stairwells and walkways has been done in the past, but the new
equipment is more sensitive and water got into the switches on floor 6
and ruined the motherboard. There was also a problem with someone hitting
the doors hard and knocking them off their track. The positive side is
that the new cab interior has received a number of compliments, and it
is very important that all residents adhere to the rules of hanging the
pads and placing wood over the tile before moving anything heavy. For now,
Betty will be in charge of coordinating pad installs. For the future, we
need to find a place that owners can access with their amenity key. Michelle
said another property has a move-in and out form and deposit required,
to ensure owners take responsibility when they have a delivery. Betty motioned
to have a $500 deposit and require the signed form for all moves or large
deliveries. Tina seconded, all in favor. New rules and the form will be
sent to all owners and this will start being implemented after the required
30 day notice and meeting.
Elevator Phone: A new type of
elevator phone had to be installed, at a cost of $300, with a slight monthly
increase, due to needing a “master” phone on the exterior of the elevator.
Wireless Fire Alarms vs. AT&T
Costs: AT&T is charging over $250 per month for 3 commercial phone
lines: One for the entry system, one for the elevator and second fire line,
and one for the main fire line. Management obtained costs to change from
wired to wireless fire alarm monitoring. Costs were $2,282 for installation
of the cellular wireless monitoring and $585 per year to monitor from United
Fire, and $314 for installation and $972 for the first year of radio-frequency
monitoring, with that going down to $864 the second year and then to $780
for the 3rd and subsequent years of monitoring, with no costs for repair
or replacement from DynaFire. With all the issues currently going on, this
was tabled for the next meeting or later.
Garage Door Replacements or
Painting: The brand new double doors have some rust starting to show, so
we have called the manufacturer, DAB Doors, to see if they can be replaced
under warranty, but have not had success in actually getting them to the
site. The installer, Rick, who has moved to the Keys, is trying to help
us work through this. The 6 single garage doors all have rust under the
rubber, and the painter said you can’t paint under the rubber unless you
can leave the doors in the up position for 24 hours to dry. That is not
safely possible here. We found that all seven single doors were replaced
by All Pro Doors in 2013. Ted has called the manufacturer, Clopay, to see
if we can get warranty replacements, but even if they give us free panels,
the door installer wants $450 per door to remove the old and install the
new. We do need to start washing and waxing the doors to lengthen their
life. There is another double garage door opener that must be replaced.
The new garage door owner, Todd, bid $450 for a commercial opener for the
south west door. Betty motioned to use Door Reserves to cover this cost.
Tina seconded, all in favor.
Pressure Washing: Was completed
today, but again was not without problems. Some owners said water came
under their front doors, and we neglected to tell everyone to lower their
shutters on the walkway so all could be washed down. There will also be
the issue with the elevator’s computerized parts. They must be covered.
He did, however, pressure wash the pool deck and walkway to beach also,
and washed the garage floor in preparation for painting to begin tomorrow.
Garage Floor Painting: We hope
the floors will be dry enough to paint on Friday. On Wednesday, the painter,
C&J Painting, will paint the columns and the electrical room, then
come back Friday to complete the floors. All owners have been notified
that they must park outside or at Millenium Park until Saturday morning,
to ensure all is dry.
Electrical Room Organization:
The electrical room has been used for filing old paperwork, storing tools,
supplies, cleaning supplies and bathroom supplies, as well as functioning
as a maintenance room for Terry. Bill Compton found good quality used furniture,
along with a 4 drawer file cabinet to replace the rusted old one, at a
cost of $500. These items will be installed as soon as the floor painting
dries, allowing us to have an organized place for everything, and able
to store warranties and as-builts safely on site.
Plumbing issues (Backflow device):
All Brevard Fire & Plumbing inspected and replaced rubber gaskets.
That did not stop the leak. Then we scheduled another water outage and
he re-tightened a spring. That did not stop the leak, so as he noted before
trying those things, he recommends two internal check valves on the existing
backflow preventer assembly, at a cost of $618.32. Board agreed to this.
Potable Water Pipes in Garage
Ceiling: The large three-inch copper pipes in the garage have corroded
and parts are not readily available. These pipes are under pressure and
if they burst, repairs will not be quick. All Brevard bid replacing all
with new copper for $5,460, or he recommends Sched 80 PVC at a cost of
$4,370. Both bids includes installing one 4” check valve with flanges and
replacing most of the pipe at the potable water booster pump. Board agreed
to emergency issues being repaired, with funds to come from Reserves.
Fire line repairs in Garage:
Many of the hangers holding up the fire lines in the garage have rusted,
and the pipes were falling down. Bill replaced all that were emergencies,
at a cost of $1100 and said the rest should last a few more years. He recommends
we have all fire lines and hangers/rods painted to extend their lives.
While installing new hangers, they saw a broken potable water pipe that
is dripping, so management gave the ok for them to repair this today, before
the floors are painted.
Fire alarm & fire sprinkler
inspections: Last year, the alarm and sprinkler inspections were done in
February. We had to wait until the elevator worked again, so this year
the inspection will be on Tuesday, March 25th, beginning at 9 am. Ted will
go with them and also inspect for water drips and leaks.
Roof Repairs and Personal A/C
Line Maintenance: Coastal Industries did a great job of cleaning the roof
and repairing holes in the roof. They also recommend an annual maintenance
contract of $1500 per year for quarterly inspections and repairs as needed,
all included in the price. He also said that the owners’ air conditioning
lines on the roof have been eaten by birds or disintegrated, and he offers
a service of installing PVC and a hard material over the lines to keep
them covered, saving energy and helping with the life of the unit. He charges
$50 per air conditioner, if anyone is interested. This was tabled for later.
Bill Compton was able to negotiate a deal with Bluebell Landscaping. They
only charged $450 to trim the seagrapes down, and now that they are under
12 feet, Bluebell will keep them trimmed at no additional charge. Other
bids we received to trim the seagrapes were almost $2,000.
Landscape Lighting: Because
the pest control company killed the grass at the north entrance with too
much fertilizer, Bill Compton negotiated a free year of service to compensate
for replacing the grass. Bill also wanted to replace old lighting at that
entrance and reserves have been saved to cover the costs.
Awning: The south stairwell
awning has ripped due to high winds and being 5 years old. ABC Awning was
the original and replacement company, and they bid $450 to use the current
aluminum frame and replace the fabric. Board approved.
Curbs: The curbs around the
trees in front of the building have been run over and backed into and possibly
lifted by tree roots. Terry tried to repair them, but was not successful.
Mike’s Masonry bid $800 to replace all 4 curbed areas, but not all need
it. Bill Compton recommended Liquid Nail and will work with Terry on this.
Tax Return / 2015 Financials
available to Owners: The tax return was prepared by CPA James Strickland
this year, and the “Income and Expenses” sheets are available to all owners
who request them. We can email them or mail a hard copy at no charge, per
Florida Statutes. The Board also asked that they be placed on the website.
Maintenance Employee Review:
Terry Willingham has been our maintenance man for one year now. We are
very happy with his work ethic and quality, and he uses his own tools.
Ted works closely with him to ensure we see and take care of issues as
they arise. The Board agreed to a $1.00 per hour raise starting February
16, 2016, to $16.00 per hour.
Board member moving: Tom Moran
has sold his unit and will no longer be able to be a Board member. The
Annual Meeting will be held in seven weeks, so the Board is not required
to fill the position now. Tom was thanked for six years of service.
Annual Meeting April 29, 2016:
First notices of Annual Meeting were emailed to all owners, mailed to two,
and posted on site. If anyone is interested in serving on the board, we
need written confirmation of that in less than 2 weeks.
It was requested that vehicles
not pull all the way into the bushes when they park. There was discussion
about putting parking stops in to protect the plants. Michelle has a vendor
who charges $125 per stop installed.
There being no further business
to conduct, the meeting adjourned at 6:52 pm.
Michelle Davis, CMCA, AMS,