MINUTES OF THE MEMBERS’ MEETING
CALL MEETING TO ORDER: The meeting was called to order at 6:05 pm.
ESTABLISH QUORUM OF MEMBERS: There were twelve (12) units represented in person, four (4) members present on conference call (605-475-4000, code 457029#), and three (3) members present by proxy, for a total of 19 units represented.
1) Voting Results to Fully Fund or Partially Fund Reserves for Fiscal Year 2016: Eighteen (18) owners voted to partially fund reserves in 2016, and 1 owner voted to fully fund reserves.
2) Voting Results of Adding Security Cameras to Ground Floor / All Floors: Eight owners voted to add security cameras on the first floor, outside the front entrance door, one in the lobby, 1 in the garage main area, one in the recreation room and one facing the pool. Two owners voted to install cameras on all floors, and eight owners voted not to install cameras at all. There was discussion about requiring a super majority of positive votes to install these. Management felt that since it was a security issue, a lawyer would probably say the Board could make that decision, based on health and safety issues, but obtaining votes from a majority of owners helps the board make their decision.
3) Voting Results of Locking
All Doors into the Lobby: Ten owners voted to add a keypad on the garage
side of the two doors between the garage and the lobby. Four voted to change
all locks throughout the complex, six voted not to add a keypad, and 8
wanted no changes to the way keys and locks are currently working.
Tina synopsized that in August, books, food and prescriptions were stolen from both the mailbox area and from unit doors. It seems to have been a two week time frame in August and early September. There have been no actual thefts since then; only mailman delivery errors. All residents were asked have deliveries sent with a signature requirement for the future.
Dr. Clevens motioned to change all the locks to every door, and include all the stairwell doors. No second. He modified the motion to have all perimeter doors kept locked, requiring keys on the doors from the garage into the lobby. Nine units were in favor, one opposed. Locks will be added to those doors this week. It was noted that the north side people door does not automatically lock, so that will also be repaired this week.
Dr. Clevens then motioned to re-key all ground floor doors. Nine were in favor and 5 were not. Most who voted no wanted cameras. This was tabled.
Regarding cameras, Maria motioned to add cameras in the lobby only, a modification to the vote that was mailed out. The initial quote was for 5 cameras and DVR, at a cost of $4,300. An owner said one camera should cost under $400. Maria modified her motion to have at least one camera. Tina stated that the Board needs to ask legal counsel about the requirements to add cameras because it could cause privacy issues and may require 75% approval by owners. Dr. Clevens seconded. Another owner said we should wait and see if the lobby locks help before paying for more security. Vote: Seven in favor, five opposed. Since the vote is too close to prove a majority, this is tabled for legal advice. Manager said “dummy” cameras should not be used in case something does happen and this camera gives a false sense of security.
Rekeying all locks will be expensive, so Tina stated that this will be placed on hold to obtain costs and have another vote with less options. Betty asked that all garage doors be set to close in 20 seconds and to leave the doors closed when not in the area working. All agreed that this is a good first step. An owner also said the front lobby door has a part missing and someone could use a screwdriver and possibly get in. Vendor will be contacted to replace the metal part that is missing. Others said the sliding glass door from rec room to pool is unlocked too often. All were asked to check and lock when they see that it is needed. It was noted that 3 vendors could not repair the slider lock and it was repaired by Bill Compton.
A resident said that the entry door speakerphone doesn’t work. Manager will check on this and call for service. Then manager was asked how to allow people in when they do dial your number. The resident will press “9” on their phone and it will unlock the front door. All were reminded that if you have a new local phone number, even a cell phone, it can be programmed into the entry phone.
ADJOURNMENT: There being no further member business to address, this meeting adjourned at 6:47 pm.
MINUTES OF THE BOARD MEETING
CALL MEETING TO ORDER: The meeting was called to order at 6:26 pm.
ESTABLISH QUORUM OF BOARD MEMBERS: Present in person was President Tina Compton and Treasurer Betty Ballard. Secretary Tom Moran attended by speakerphone while able, due to cell coverage in the rec room. Manager Michelle Davis from Reconcilable Differences and thirteen residents were also present.
APPROVAL OF PREVIOUS MINUTES: Tom motioned to approve the minutes from the August 14, 2015 meeting. Betty seconded, all in favor.
FINANCIAL REPORT: Michelle stated that through September, the Association is only $100 over budget. Two owners are partially in arrears, but management believes all will pay eventually. The operating account has $21,716.00 and the Reserve account has a balance of $66,218.00.
OWNER DISCUSSION regarding
SPECIAL ASSESSMENT: All owners received a letter with details about
this need. The bulk of this special assessment is for the elevator modification.
The bids ranged from $95,500 to $146,764. The highest price was
from our current maintenance company, ThyssenKrupp, so we cannot, obviously
choose them. Mowrey and Premier Elevator were the lowest bidders, and ultimately
Premier was chosen, based on their experience with traction elevators.
It takes 14 to 16 weeks for all equipment to be received. They will have
it all put in a “pod” and the work should start on January 18th.
The $95,500 cost does not include the floor, but does include the
cab interior. There is $1500 in the assessment for flooring. The
consultant, Malcolm Daigle, has already saved us money in dealing with
ThyssenKrupp, and he has specified a controller that he knows will be the
best for us. He will be overseeing proper installation, and he works for
the condo, NOT for the elevator vendor. A resident asked that the fire
department be notified of this work so they know the elevators do not work
and they may be required to come and carry a resident down 9 floors. Manager
will call when the work starts. A resident asked how long the work would
take. Tina said it will take 5 to 6 weeks. It may be sooner, but the cost
is actually higher to cover overtime to make this schedule. The usual time
is 7 to 9 weeks. We have told them that if they want to start earlier or
work later, that is ok, so that we can get the work done as quickly as
possible. There will be chairs in the stairwells for those who must go
up and down during renovation.
OWNER DISCUSSION regarding 2016 BUDGET: It was established in the members’ meeting that the majority of owners want a partially funded reserve fund, to keep monthly fees at $625 per month instead of the $735 per month for fully funded reserves.
Discussion and Ratification
of Member Votes Above:
Board Vote on SPECIAL
Board APPROVAL of 2016 BUDGET: Based on owner majority vote, Betty motioned to approve the partially funded budget for 2016 fee at $625 per month per unit. Tina seconded, all in favor.
On the 5th floor, the door into the trash room needs to be fixed so it will close completely. Terry will look at that tomorrow.
Gate locks to the pool are another problem issue. Keys are getting stuck even though Terry sprays the locks every week. The locksmith will be asked for a cost to replace these with the same type that were on the old fence.
The owners of 201 and 301
asked that the Seagrapes on the west side of the dune line be cut
at least twice per year. Tina said they were trimmed in March. The cost
was shared with the owner of #201. Next year’s budget only includes trimming
once per year. The seagrapes seem to have grown even faster since being
trimmed. An owner said they can be trimmed to eight feet from the ground,
and she asked that they be trimmed 2 to 3 times per year.
Pest Control: The monthly dues cover quarterly roach and ant treatment, but they will only spray the outside unless resident calls the number on the bulletin board and requests interior service. You will have to be home to allow them entrance.
Maintenance Update: Michelle stated that:
1) The lock on the
bathroom door at the pool has been modified to have a lock from inside
that shows “Occupied” to people outside.
ADJOURNMENT: There being no further business to discuss, the meeting adjourned at 7:22 pm.