Special Board Meeting-Heating spa/pool, Jun 18, 10.

To: Island Towers Condominium Board of Directors

Re: Minutes of Special Board Meeting (6/18/10) concerning heating the pool and/or spa alcove

From: Bob Beck, secretary of the IT Association

Date: 6/20/10

Establish a Quorum /Roll Call: Present: D. Kahanu, R. Muny (by phone), J. Metelski (by phone), R. Beck, M. Kelley, B. Klamo, L. Bradlow

Call to Order: President Kahanu at 6:00 PM

1. Summaries of situations to date:
a. Historic perspective: ITC was constructed in 1973-74, and the spa/pool is still in its original configuration. The original heating system was designed to heat the spa only and NOT the pool. All of the plumbing for heating the water goes to the spa and none to the pool. The outflow of heated water from the spa doesn't change the overall temperature of the pool significantly. However, the original ITC sales brochure states, "...outside a hydro-message thermo pool.... Adjacent to the thermo-pool is Island Towers' crystal clear heated swimming pool." These are the only indications of a heated pool found in any of ITC documents. (Note 1: Bob Klamo stated that the original plans filed with the City of Dunedin state a heated spa, and there is no indication of a heated pool. The City representative who reviewed the plans with Bob stated that there was no way that the original heating system could heat the pool.) Conclusion: The original ITC sales brochure's statement that there is a "heated pool" is NOT true. ITC has never had a heated pool.
b. Problems with the spa heating/circulation equipment: The pool committee has reported that the heating equipment is obsolete and inoperable. The companies called to inspect the equipment stated that there is no guarantee that it can be repaired. Two additional problems are the slab for the heater, which has possibly been undermined by leaking water pipes, and one of the jets no longer functions.
c. The spa water-circulation system will not meet the new safety code and has to be shut down on 7/1/10. A change in the safety code pertaining to the water circulation of spas will require that we shut off the system until we can make the spa code compliant. In order to meet code, we'll have to convert the water circulation system from bottom suction drainage to top gravity drainage. This change will require a significant amount of excavation around the spa.
d. Cost to restore the spa and make it code compliant: Resident John Richardson stated, "We have a preliminary , or kind of basic estimate of $20,000-$25,000." That would replace the drainage , bring it up to code and update the heating element, install five jets, and cover the excavation/plumbing. However, this figure does not address the slab or additional problems that might be found during the project. Richardson also stated that it would not be a "quick fix or a cheap fix." But it would restore the system to its previous capabilities and make it code compliant. Bob Klamo stated that next Tuesday a number of potential contractors were scheduled to inspect the slab and advise the committee on its condition. Resident Richard Santoro stated that he thought it would be more like $30,0000-$35,000.
e. Operational cost for using a restored spa: John Richardson stated that the only way to estimate the cost was to go back to when the spa was last used in 2004-2005. Klamo stated that back then gas was $.70/therm., and now it is $1.50/therm. Two engineers told Klamo that it would cost $7,000-$10,000 a year to run the spa. Resident Bob Beck said that there was a time when the spa broke in the "on-position" and started running continuously for approximately three days. The spa was up to around ninety degrees, and the bill was around $800 for a three day period.
f. Decision Responsibility: The Board is required to maintain or restore all Association property and, therefore, must restore the spa. the Board does not need the approval of the ITC membership to do this. However, if the Board does not want to restore the spa, it must get permission of the membership by receiving a 75% vote not to restore the spa. Any other options pertaining to the pool would be considered alterations and must have the approval of 75% of the membership.

2. The Board voted unanimously to get three competitive quotes to restore the spa and make it code compliant. Motion made by Leon Bradlow and seconded by Millie Kelley. Motion carried.

3. Other Options to Consider. The Board agreed that before we make a decision on restoring the spa and bringing it up to code, the pool committee should provide the Board with all other viable options and related costs so that the Board can make comparisons and ultimately fully informed decisions

4. Pool Project Manager. The Board voted unanimously to have the committee submit three candidates for the job of Pool Project Manager. Engineering capability and recognition in the profession are two requirements for candidates. The Board would like to vote on these candidates at the next scheduled special Board meeting (July 20, 2010 at 6:00 PM). The Pool Project Manager will have the tasks of accessing the pool and spa situations and making recommendations based on guidance by the committee and Board. The Pool Project Manager will also oversee the project through to completion.

5. Guidance from the Board to the Project Manager. The Board must decide whether to restore the spa and make it code compliant. However, it is believed that this decision should be made only after the complete review of all other viable options for renovating the spa/pool area. Doing this review will assure the membership that the Board will make the most informed decision possible. Once the Board has reviewed all the options, it can decide to restore/improve the current spa system or submit an alternative plan to the membership for their approval. Other options that the Board should consider are:
a. Heating the spa and the pool: The committee recommends that the Board also consider renovations to heating the pool in addition to the spa. Most of the membership is in residence at IT during the winter months and can't use the pool because it isn't heated. The only two viable options for heating the pool and spa seem be gas and geothermal. Gas has less upfront cost but more operational cost. Geothermal has higher upfront cost but much lower operational cost. Gas would heat the pool to a higher temperature than geothermal would but at a significant cost.
b. Geothermal heating system: The committee is recommending that we switch to a geothermal heating system. The upfront cost would be higher than gas, but the operational cost savings (over gas) would pay for the system in a relatively short number of years.
c. A major remodeling of the pool: The Board should look at the cost of a major remodeling of the pool area in order to have a complete perspective of all possible options.
d. The Project Manager: The manager will take this guidance (and any other that is identified later) and develop recommendations and plans for the Board vote.

6. Chairmanship of the Pool Committee: Two IT Board Directors also serve on the Pool Committee: Bob Klamo who is current chairman and Bob Beck, a committee member. President Kahanu told Klamo and Beck that being on the committee is acceptable but to avoid conflict of interest neither can chair the committee. Kahanu directed the committee to select a new chairman who is not on the IT Board of Directors.

7. Next Meeting: The next meeting is scheduled for Tuesday, July 20, 2010, at 6:00 PM

8. Adjournment: Motion was made to adjourn the meeting by Board member Dick Muny at 7:25 PM, seconded by Joe Metelski. Motion carried unanimously.

Note: For more detail, the meeting in its entirety has been recorded on audio tape which is available to Island Towers residents in the Association office.

Respectfully submitted,
Robert W. Beck
Association Secretary