Minutes of Board Meeting Aug 24, 2010, 6:00 PM

From: Bob Beck, IT Board Secretary

Re: Board mtg. minutes for August 24, 2010

Date: August 27, 2010

1. Establish a Quorum/Roll Call--Five of the seven board members were present establishing a quorum. President Kahanu, present; Vice President Muny, present by phone; Treasurer Metelski, absent; Secretary Beck, present; director Klamo, absent; director Bradlow, present; director Kelley, present

2. Call to Order--by President Kahanu at 6:02 PM
Waive reading of the July 27, 2010 minutes--Board voted unanimously to waive reading minutes of July 27, 2010.

3. Approval of the July 27, 2010 minutes--Board voted unanimously to approve minutes of July 27, 2010.

4. Financial Report--Kahanu reviewed the summary of the July financials that Metelski had prepared for the meeting. (Note: The July financials can be obtained by going to www.condominiumassociates.com and downloading them or by calling Client Services, (727) 753-9300 and asking them to mail you a copy. There is a small charge for mailing.)
Master (7)-- MTD was over budget $4,057 or 17.5%; YTD was under budget by $2,227, or 1.4%. The major unfavorable accounts were admin a/c by ($2,632) 8%, caused by unfavorable legal and professional fees by 11% ($1,352) and office and admin. by 62% (1,309). The utility a/c by ($5,666) 10.5% , caused by water expense unfavorable by 29% ($5,633) These unfavorable a/c's were offset by favorable results in the repairs and maintenance a/c by $3,175 8%, and the insurance a/c by $5735, 21%.
East (15)-- MTD was under budget $1,044, or 5.8%; YTD was under budget by $8, 571, or 7%. This was mainly from favorable results in repairs and maintenance of 27% at $2,864 and insurance by 21% at $5,655.
West (22)--MTD was over budget $437, or .2%; YTD was under budget by $2,593, or 2%. This was made up mainly by unfavorable results in repairs and maintenance of 26% at ($3,039), offset by favorable insurance expense of $5,476, 21%.

5. Property Management's Report--(1) Steve will retire as of Oct. 1, 2010. CA has selected a replacement. Kahanu stated that Steve has been instrumental in the transition of the property management company, Condominium Associates, assuming complete day-to-day operational control of the Association's properties and affairs. This transfer of responsibility has resulted in the association being run in a more professional and consistent manner. Kahanu stated that the IT Board is now out of the day-to-day operations and mainly provides guidance and consent. (2) New maintenance man. Luis Arroyo was hired and his hours are Monday-Friday, 8:00 AM-12:00 PM. Jose2 has a new work schedule that conflicts with working at ITC. This new schedule will last for about 6 months. It is possible that Jose2 will return at the end of this 6 month project. Luis was recommended by Jose2 and Raul of Complete Property Services (CPS). (3) Elevator upgrades/repairs required for certification. This project started last week. There will be some down time on each elevator to complete the repairs. (4) Found bike. Steve found a bike during one of his walks-through the property. B. Beck said it was left by a previous, now deceased, owner. The previous owner's daughter and owner of the property was notified and didn't want the bike. Consequently, it's "up for grabs." (5) Water in the clubhouse ladies' room. The problem was inspected by Ted Graham, KWA and Raul Cartagena, CPS, in order to determine if this was a warranty issue. After inspection, they concluded that it was not. The water was leaking into the A/C room through the outside wall and then flowing under the common wall into the ladies room. CPS provided a quote on the needed repairs. (6) 105E complaint of mold. Ted Graham and Raul Cartagena inspected the concrete behind the mold and didn't find any evidence of water intrusion. They concluded that the mold was the result of constant high humidity in 105E. Steve will send the owner a letter with the results of the inspection and the conclusion.

6. Unfinished Business--(1) Pool Heaters. The committee did not meet this month due to scheduling conflicts. The next meeting is scheduled for Tuesday, Oct 19, 2010, at 6:00 PM. (2) Pool Fence. This project was previously approved but is currently on hold for two reasons: first, the permit conflicts with the city over the height and fence wings at the seawall. Second, concerns over the impact on the pool fence with the anticipated construction needed to restore the pool/spa area. Until these issues are resolved the pool fence project is on hold. Kahanu will schedule a meeting with Mr. Rick Johnson, Director of the Dunedin Permit Department, to resolve the conflicts. The board originally approved a five foot fence, but Dunedin will only permit a four foot fence. Also, they won't allow the fence wings at the sea wall. Steve asked the contractor to quote a 4 foot fence. The contractor re-quoted $5,985 for installing a four foot fence. (3) Kitchen Renovations. At the last meeting the board had voted to ask the membership to eliminate the stove as a common element. The board also agreed to have the attorney write the letter. Kahanu will coordinate this with the attorney. (4) Kayak Storage Rack. Kahanu reviewed the quote from Blue Chip Construction to construct an expandable canoe/kayak rack for $625.00. He requested that the project be put on hold until some of the other projects are completed. (5) Perimeter Fence. Steve and Kahanu summarized the situation to date. We have a quote ($17,900) for a six foot high white aluminum perimeter fence that would run along the grass boundary north of the parking lots and connect into the sides of both towers and the grass boundary, north of the parking lots and connect into the sides of both towers and the club house. This would effectively fence off and secure the area from trespassers. Kahanu summarized the increasing incidents of trespassers this year to include trespassers being picked up by boats along the seawall. Two issues are still left to be resolved. First, can we get the permitting? Second, are there sufficient gates to permit large equipment (power mowers, backhoe) access to the fenced part of the property? Kahanu and Steve will resolve these issues. Kahanu is scheduling to resolve these last issues and will call for a vote during the next month's meeting.

7. New Business--(1) Building drainage for south side of West Tower. The drainage system for the south side of the Wet Tower is complete and seems to be working. (2) Landscape Improvements. Beck received a quote for additional plantings by the landscaping contractor. Summit Lawn Care quoted $1200.00, which is covered in the 2010 budget. The planting will be as follows: 15 Crepe Myrtle trees in red, pink and white which will be planted in front of both buildings, parking lot side between the front lots and the street. Also, plants, Variegated Ligustrums, which match the existing ones will be planted between the car spaces which directly face the water, growing with the existing plants to a height of five or six feet will help shield cars from sea spray. Kahanu asked Beck and Steve to coordinate the plans for the plantings and the perimeter fence to insure that the two projects are integrated properly. (3) Unit Owner Violations. Kahanu reviewed the options that can be taken when a resident violates the rules or bylaws. First, a letter is sent out and then the resident is taken to arbitration. The loser pays all court costs. If the Association wins, this would mean the resident would owe approximately $2,000. (4) Bike storage-reserved but unused bike spaces. We sent out 15 letters to owners who reserved bike spaces but are not using said spaces. Only six of the fifteen responded that they intend to use their reserved spaces. Carmen has requested that the board send out a follow-up letter stating that each owner has 60 days to start using the space, or it will be given to the owners on the waiting list. Carmen will provide Steve and the board with the names of all.

8. Unit Owner Letters and Concerns--(1) Carmen Walsh (705W) - Missing Screens. She reminded the board that her missing screens have not been re-installed. Steve will check into it with the window company.(2) Bob Beck (102W) Broken window west lobby. Reminded the Board that the broken window has not been resolved. (3) Leon Bradlow (404W) Gas gauge for the propane tanks. Asked if a gas gauge could be installed on the grill. Beck said that we had a gauge and it was stolen about one month after it was purchased. Kahanu told Steve to buy a new gauge for the grill. Steve said we now have three back-up tanks of propane available. (4) Carmen Walsh (705W)- Personal items are being put on the walkways. Carmen has found shoes and other items left on the walkways. She has told some residents when she sees them. Steve said he walks the buildings as much as possible and whenever he sees a problem he contacts the resident about it. Kahanu suggested sending everyone a letter. Steve recommended against it, questioning whether it was worth the cost of sending a letter to 86 residents/owners when only a couple are in violation. Steve said it was more cost effective to send the letters out to the specific residents who are in violation. Steve's recommendation was accepted.

9. Adjournment--7:15 PM




Respectfully Submitted,
Robert W. Beck
Secretary, Island Towers Condominium Board of Directors