President/Property Mgr's Meeting, Jul 15, 09

Discussed the following issues:

1. 2008 Changes to 718, especially changes regarding insurance requirements: Effective in 2009, all owners are required purchase homeowner insurance, and name the Association as co-insured. Each owner must provide the Association with proof of insurance. Condominium Associates (CA) sent out a Notification of Insurance letter, with last year’s Budget, They will send out the another letter with the 2010 Budget. There is an enforcement clause that says if an owner does not provide proof of insurance the Association should purchase the insurance and charge the cost back to the delinquent owner. Steve recommended that we confirm this with the attorney before taking any kind of action.

2. Protocol for new owners/renters:

a. Review the interview packet & update: Add Insurance form and the new state form on owner/association responsibilities..

b. Protocol for conducting new owner/renter interviews:

1) The prospective new owner/renter (NO/R), or their representative, contacts CA, and requests an interview packet. CA provides them with the interview packet.
2) The NO/R fills out packet, writes required checks and sends the packet/checks back to CA.
3) CA logs it in interview packet, initiates the background check (BC), and sends packet to the designated representative of the Association responsible for conducting the interview. (NOTE: The primary representative is Carmen Walsh. Her backup is Bob Beck.) Carmen then schedules the interview. (NOTE: The BC takes less than one day, and the result will be provided to Carmen before the interview is conducted.)
4) Carmen conducts the interview, clearing up any issues from the BC, and reviewing the packet with the NO/R. Once interview is completed, she informs the NO/R if they are approved, schedules a move in date, and files the packet. Then Carmen notifies CA, the BOD’s, Joan Panrell (phone & entry security lists), and Dorothy Kahanu (mail box tag & bike room waiting list), that the NO/R has been accepted. (NOTE: For new owners Carmen will send a copy of the voting certificate to CA.)
5) Once notified the President will send out welcome email or letter. Joan Panrell will amend the phone list and the entry code list. Dorothy Kahanu will post the new mail tag. (NOTE: For new owners, Dorothy will remove the previous owner from the bike room. And put the new owner on the bike waiting list.)

3. Agenda for Jul 28, 09 Board Meeting: Steve wants me to complete the Agenda for the meeting.

4. Entry code phone problem: Joan Panrell offered to reprogram all the security codes so that the defective keys aren’t used. Steve declined the offer. He felt we shouldn’t put Joan through that work when we will be replacing system as quickly as possible.

5. Notice-Cleaning of Patios, Jul 21, 22,09: will be posted today.

6. Bay area Sandblasting: will begin cleaning the sidewalks, curbs & patios on Monday. The work should take the rest of the week.

7. Lights in Pool: Rick’s Pool Service advised Steve that only one of the lights could be fixed. The other two lights need new cords, fixtures and light bulbs. Rick’s Service quoted $736.32, on Jul 13, 09. This will be added to Agenda for a vote.

8. 105W-Howard: The owner’s insurance company wants an elevation certificate. Steve told her that there wasn’t one. I told him to double check with our insurance broker & Joan Panrell.

9. Maintenance request:

a. Pool signs: CA has a standard “Dawn to Dusk” sign that he’ll get posted around the pool. That will cover us for any liability if someone attempts to swim in the pool after dark and is injured. We should still probably consider calling the sheriff.

b. Clubhouse security light, north-east side: the motion sensor isn’t working and will have to be replaced.

10. Posting the Board Package to the website: The Board Package is the a collection of documents that CA provides to every Director before each monthly meeting. It contains the agenda, and all the important documents accumulated since the last meeting. CA is ready to post the package on the website; however, they are concerned about information privacy. CA’s management would like me to check on potential privacy issues and associated liability implications. I agreed to ask our attorney for an opinion.

11. Door Entry system, Replace the entire system: Accurate Electronics (727-533-0295): quoted $1,954, on 7/7/09, for a new entry phone for the East Tower. Also, we should review system styles, such as receiver less systems. This issue will be place on the Agenda for a vote.

12. Protocol for acknowledgement of maintenance request: Told Steve to send acknowledgements to all Board Members.

13. 105WR-McKenzie: The warranty maintenance request was for leaks around the sliding glass door. Leak was fixed but the door wasn’t re-caulked. The contractor said it wasn’t his responsibility. Steve will contact Terry and get the job finished.

14. Warranty maintenance request: Steve doesn’t think they’re being handled properly. I told him that we should address all his concerns at the warranty meeting.


End of meeting.