MINUTES OF THE ANNUAL MEETING
CALL MEETING TO ORDER:
The meeting was called to order at 6:05 pm in the on-site Rec Room, located
ESTABLISH QUORUM OF MEMBERS BY CERTIFICATION OF PROXIES: Manager Michelle Davis stated that 5 owners were present by proxy and 11 owners attended in person. 13 were needed, so the quorum was established with 16 in attendance.
BOARD MEMBER REPORTS: Tina Compton stated that a year ago, the parking lot was seal coated, the roof was repaired and coated in February 2014, 6 swing doors were replaced, water pumps were replaced, we changed management companies last summer, hired an elevator consultant who has already saved us $25K in work recommended by Thyssen Krupp that was not really needed, and we are now awaiting vendor bids on elevator modernization based on his specifications. Fire Sprinkler stand pipes were repaired and painted, and repairs to the pool area are almost complete.
APPROVAL OF PAST ANNUAL MINUTES IF A QUORUM IS REACHED: The generic minutes supplied by the past management company were accepted.
FINANCIAL REPORT: A CPA supplied a financial “compilation” for 2014, showing that the Association ended the year with $5,700 in the operating account, $46,918 in special assessment funds that are being used as approved, and $60,646 in reserves. If any unit owner would like a copy of the CPA report for 2014, it is on the website www.RecDif.com.
Seagrapes on North side: A resident would like to see this lowered the legal 1/3rd per year, and would like to see it tapered more towards the ocean. Tina said the contractor climbed trees and had the lift out as far as it could go, but they will try again next year.
Resident Mrs. Pantano asked that a US flag be installed in front of the 2 palm trees. Manager noted it is about $2K to install the stainless pole, lighting and parts. All in attendance verbally agreed they would like to see this voted on at the next special assessment meeting.
Resident Carole Dujmovic asked how board decisions are made since she never heard about some of the work being done. Tom Moran stated that Board members are required to protect the investments of all owners. They are willing to take comments or concerns if the requestor brings in possible solutions, but the Board is not required to ask for input before making the decisions they make for the good of the community. Alice concurred that it is a thankless job to be a Board member, and Boards do the best they can, putting their own personal interests and feelings aside.
People asked for better communication. Board members stated that they must handle daily maintenance issues and cannot ask for permission from all owners before handling those issues. Tina said that communications have been much better since Reconcilable Differences took over as management, and Michelle confirmed that she will send out emails whenever all owners need to be made aware of upcoming maintenance or issues.
There was much discussion about the volunteer help many owners offer. All were thanked for their time and talents and it was stated that the owners may not all agree on certain subjects, but all need to be kind and professional to others.
PRESENTATION OF 2015-16 BOARD MEMBERS: As Tina stated earlier, only three owners offered to serve. Those are Betty BALLARD Unit #501, Tina COMPTON Unit #401, and Tom MORAN Unit #403. Tina did reiterate that if anyone else wants to serve, they need to send in their written interest and the Board will discuss appointing others at the next Board meeting.
RESULTS of VOTES TAKEN:
Attorneys and CPA’s are now recommending that Associations have a Reserve
Account for Insurance Deductibles and Policy Increases. It is a “slush
fund” with a purpose. If the owners vote in a majority to start funding
that line item in reserves, it cannot be used for anything else without
a membership vote, and can be used to pay a portion of the premium each
year, if needed. The Board was discussing only a small amount be started,
adding $10 to $15 per month to the monthly payment, starting in 2016, after
a budget is approved in October.
E-MAIL APPROVAL: Attorneys
recommend that the Association obtain owner approval in writing to email
information about the Association. Official mailings (members’ meetings
and budgets) will still be printed and mailed, but allowing the Association
to email updates and notices helps to save money. All e-mail addresses
would remain confidential unless owners vote yes to the next item:
ANY UNFINISHED OR NEW
BUSINESS TO COMPLETE: Michelle said the Board needs to make a decision
on the door bids received to replace the stairwell door to the south and
the atrium door.
ADJOURNMENT: There being no more business to conduct, the meeting adjourned at 8:15 pm
The meeting began at 10:00
am by speakerphone.
Because only the three members were willing to serve, Betty made the motion to keep the Board at 3 so that for voting purposes, a majority is 2. Tom seconded, all in favor. It was noted that if another two members are willing to serve and keep the Board at an odd number, this motion can be rescinded and a Board of five can serve.
Because of some issues at the Annual Meeting, Tom stated that the Board has the right to make the business decisions for the community without telling owners everything. The Board is entrusted to be fiscally responsible in handling the affairs of the community.
Doors: Manager obtained 2 written bids, from Elite Construction and Alerion Door. Lowe’s is willing to give a price for a cost of $35 to send out the estimator. The Board agreed to this cost, since the contractor quotes were over $5,000. Once the last bid is obtained, the Board will meet again to make a decision on these two doors.
Railing Noise: Curtis had started the initial conversation with the owner of Stiicks Welding. He met in Maria Lebron’s unit and recommended a “fix” for the railing noise in high winds. He was asked to put that in writing and deliver it to Maria to forward to the Board for approval. To date, we have not received the bid. Betty is willing to keep on top of this issue, since she hears that noise as well.
Birds: We have a problem with starlings making nests in large holes made in the Styrofoam columns. This is making a mess of the parking lot as well. Manager will contact Truly Nolen for a quote, and possibly a private “Animal Control” company. Michelle will obtain as much info as possible before the next meeting.
Locks at pool gates: There are now 3 new “pull-up” locks on the 3 pool gates, but they need to have “double-sided” locks and be keyed to the amenity key. Michelle will work with Billy on these issues.
The meeting adjourned at 10:40 am