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MINUTES OF THE BOARD
OF THE GARDENIA OCEANFRONT CONDOMINIUM ASSOCIATION 
held FRIDAY, JUNE 5, 2015 


CALL MEETING TO ORDER: The meeting was called to order at 10:04 am by conference call-in to 605-475-4000, code 457029#.

ESTABLISH QUORUM OF BOARD MEMBERS: Present on speakerphone were President Tina Compton, Secretary Tom Moran and Treasurer Betty Ballard.
Also on speakerphone were residents Alice Chaney and Larry Corbin, along with manager Michelle Davis.

APPROVAL OF PREVIOUS MINUTES: Tom motioned to approve the Organizational meeting minutes from April 6, 2015. Betty seconded, all in favor. 

FINANCIAL REPORT: Michelle stated that the unreconciled May 31st report shows $23,000 in the Operating account, and $62,000 in Reserves.  Year to date, the Association is about $3,000 over budget. 

MAINTENANCE REPORTS:

  • Elevator Update: Elevator consultant, Malcolm Daigle, supplied an overview spreadsheet showing the bids from the 5 companies who responded. Mowrey bid $95,500, Premier bid $104,941, Oracle bid $116,937, Skyline bid $130,700, ThyssenKrupp bid $146,764 and Otis & Coastal did not supply bids. Malcolm said Premier offered to meet the lowest price, and he highly recommended them as a company that uses the best materials and does accurate, timely work and he recommends them. There was discussion about ThyssenKrupp, since they were the highest bidder and the current maintenance company. Thyssen took over a Delta Contract that the developer signed, and their five year contract has rolled over three times, but the contract was with Delta, not T/K, so Malcolm will write a letter for management to send certified, terminating T/K with no ability to charge the condo the balance of the contract costs. Malcolm will send the revised bid from Premier, along with addresses the Board can inspect to see their work. There were questions about how long the work will take, during which people will have to take the stairs. Malcolm said once the contract is awarded, there is a 14 to 16 week lead time, and 30 days before they will start, they will give us a definitive schedule. Once equipment is confirmed, Malcolm will approve a 20% payment. Once all is delivered to the building, a second payment will be allowed. The contract schedule currently says the elevator will be out of service for 6 weeks. Malcolm said that is a tight schedule, because it normally takes 9 to 10 weeks. Malcolm left the meeting and the Board discussed the timeline and the inconvenience to the residents. Manager agreed to contact other managers who use Premier Elevators, to see how they service other condos.
  • Bird Issues: We are having problems with starlings and woodpeckers making holes in the Styrofoam pillars, pigeons sitting on the west side of the higher floors, and pigeons sitting on the east and south sides of the roof. Truly Nolen bid $1,876.20  to install 123 feet of 2” solar powered strips, which includes the solar power pack and installation. Tom motioned to approve this cost, Tina seconded, all in favor. Resident in attendance  said rubber snakes also seem to work to keep them away, and Terry installed an owl on the 9th floor to see if this helps the mess issue.
  • Door Bids: Lowe’s finally gave a final price of $4,300 for the removal of two old doors and frames, installation of 2 new doors and frames, along with the panic bar hardware for the interior exit from the south stairwell. The paperwork has been signed and it will be 6 to 8 weeks before the doors are received and then installed. Tina motioned to approve using Door Reserves to cover the cost of the doors. Betty seconded, all in favor.
  • Louver Bids: The louvers on the dumpster doors have rusted away to a larger degree than other louvres, so Terry is painting the interior door louvres to gain some time, but the outside door louvers must be replaced. Only commercial installers can replace those. We have bids of $1,560 from Elite and $1,992 from Alerion. Betty motioned to approve using Door Reserves to cover the cost of the louvres being installed. Tina seconded, all in favor.
  • Front Door keypad: The glass front doors are again working, and ATP did not charge for this since it took them so long to get it working again. There is old information in the keypad, but ATP does charge $95 each time we ask for a change. The next time we need repair, we will ask that old phone numbers and names be taken out at the same time.
OPEN FORUM – COMMENTS & DISCUSSION: 
The original “informational book” that was put together by the first Gardenia Board needs some updates. The Board is looking at the changes made by management and will get their suggestions in soon so that this can be added to the website and mailed to new owners. 

Betty Ballard is willing to donate her current working refrigerator to the Association clubhouse, since the current one leaks. Terry will be asked to find a new home for the old refrigerator and Betty’s construction crew will bring the replacement down next week.

ADJOURNMENT: There being no more business to conduct, the meeting adjourned at 11:27 pm

Respectfully submitted,
Michelle Davis
Michelle Davis, CAM, CMCA, AMS
Reconcilable Differences, Inc.