How to file a maintenance request.

You have the following options if you want to get maintenance work done:

1. Go to www.condominiumassociates.com: It takes a little while to register, but once completed this is the fastest way to file a maintenance request. Make sure you get the maintenance request number so you can use it as a reference to track any request you made.
2. Call Client Services, 727-573-9300: and ask them to file the request for you. This is the second fastest way, but you have to ask to get the maintenance request number and it probably won't be available until later.
3. Call Steve Carpenter, 727-573-9300: verbally give the request to him and he’ll have Client Services file the request. However, Steve has 6-8 Associations he is managing, and can be hard to reach.
4. Fill out a maintenance request form: They are located on the office door. Fill out the form and slip it under the door. Someone will find it and send it to Client Services or Steve, to file a maintenance request. This probably takes the longest time to get into the system. You have to wait for someone to be in the office, and then call Client Services to file the request.
5. Ask someone else to with a computer to file the request for you: This has mix results as far as speed is concerned because it relies on someone else to file the request in a timely fashion.

Of the five options, #1 is the fastest and you can get the maintenance request number at the same time. Also, when you file a request you have the option to have any or all the board members copied in on the request. (NOTE: All the Board is supposed to get a copy of all maintenance requests, but this makes sure that it happens.). Once a maintenance request is filed and in the system, you can track it by use of the maintenance request number.

Minutes Board Meeting, Apr 27, 10, 6:00 PM

To: Island Towers Association Board of Directors
From: Robert W. Beck, Association Secretary
Date: April 29, 2010
Re: Minutes of Tuesday, April 27, 2010, Board Meeting

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

Call to Order--President Kahanu at 6:00 PM

Waive reading minutes of March 23, 2010--Motion made by D. Kahanu, seconded by L. Bradlow. Motion carried.

Approve minutes of March 23, 2010--Motion made by D. Kahanu, seconded by L. Bradlow. Motion carried.

Financial Report--With the absence of Treasurer J. Metelski, President Kahanu presented the monthly financials. East and West Building and Association are all below budget. The high cost of water last month was determined to be a pool leak which was fixed. We are now below budget in that area too.

Property Management's Report--Steve Carpenter: (1) Pool fiber glass delamination project completed, (2) Sidewalk project completed, (3) The new clubhouse bar will be installed by Monday, (4) Lighting system behind buildings (waterside) and irrigation system have been repaired. (5) New pool fence installation is scheduled for May 10th subject to Dunedin approval. (6) G.A. Nichols Co. took out extra concrete from East Bldg. lobby ac room freeing up extra space and creating better accessibility. (7) Sewer pipe and dry wall repairs were done in 105W. (8) Contract has been signed with Pyramid Aluminum for the new handrail on the clubhouse stairs. (9) Repair of several heat detectors and pull stations--Fire Marshall (10) Repaired an electrical outlet which the East Building irrigation system plugs into. (11) Completed and painted the roof downspout enclosures at both buildings.(12) Pipe breakage caused by the installation of the new sidewalks has been repaired. (13) New sod was installed along the sides of the new sidewalks. (14) New plants have been placed in front of the East and West Buildings. (14) A number of calls have been received about the laundry equipment in both buildings. This might be something we want to deal with in the near future. (15) Comments on the handout summarizing maintenance requests since Nov. 2009. There were more maintenance issues than could be handled with Jose 2 having to use his time dealing mainly with issues related to the Fire Marshall's report(s). Hopefully Jose 2 will be able to now handle more of the maintenance issues. (16) Steve is dealing with the window screen replacement issue. They (PGT) will be replacing all screens with new ones which are measured to fit and suitable for this environment. From the meeting with PGT, CPS and Crowe Industries, Drago elaborated on the screen replacement issue. (17) On inspecting the property, Steve feels that mulching the beds will help the outside appearance. (18) There is an on-going problem with improper storage under the stairwells with units 101W and 106W. There seems to be conflicting information as to what type of materials (if any) can be stored under the stairwells. Steve has been instructed to get in writing from the Fire Marshall what kinds of material can be stored under the stairs. (19) Steve has received quite a few calls this past winter concerning the laundry equipment problems in both buildings; this is something we will probably need to address soon.

Unfinished Business: (1) Curbing Installation at carports. Change in bid (G.A. Nichols Co.) The new bid is $7,300 and includes steel posts. Motion to accept bid made by D. Kahanu, seconded by B. Beck. Motion carried. (2) Pool heater. Attorney Rabin determined that first the Board is legally obligated to heat the spa with a repaired or new gas heater even though spa configuration codes are due to change in 2012, possibly rendering our present design as not meeting code. After receiving the cost information from the Board, residents can vote yes/no to heating the spa (75%). Also, after receiving information from the Board on gas versus geothermal heating, residents can then vote on whether or not to heat the pool (75%) and if "yes" by what method. (3) West Building Drainage. Motion was made by D. Kahanu to accept bid from G.A. Nichols for West Building Drainage system at $12,000, seconded by L. Bradlow, motion carried.

New Business: (1) Fire Alarm Repairs--already completed at $528.58. (2) Fire Pump Repairs. West Bldg. fire pump panels must either be repaired or replaced. This will have to be determined in the near future. (3) Reserve Study. It is now required by condominium law. Drago will check and see if it is budgeted for this year and if not it will be an item in the 2011 budget. (4) The handicapped ramp in front of the clubhouse is included in an upcoming concrete project. (5) Elevator Maintenance Service. Our routine service person with General Elevator is retiring and we had a new person. General Elevator hasn't been able to determine particular reasons for our many service calls to both buildings. We will have to "face up" to the inevitable which will be replacing two 35 year old elevators. (6) Mailbox Names. Do not serve their original purpose with the U.S. Mail. They use another system. Name plates are hard to maintain. Do we really need them? Many apartment buildings do not have name displays in their lobbies as a security measure. Motion to remove name plates made by D. Kahanu, seconded by L. Bradlow. Motion carried. (7) Clubhouse Stove. Attorney Rabin determined that taking it out is an "alteration" and cannot be done. We have to replace the one which we had removed and make it code compliant. We will have Steve get us a price on a code-compliant range hood. We can go to the residents for a yes/no vote if we feel that making the stove code-compliant is too costly.

Unit Owner Letters and Concerns: (1) Trespassers and what to do about them--gating the condominium, etc. (2) Location of the on/off valve for the car washing hose (3) Warning letter about a problem renter. Drago has sent a warning letter to the unit owner, the sheriff, the attorney, the renter and the leasing agent. (3) Carmen Walsh stated a problem with our not having enough bike spaces for all the people who want one. Many unit owners signed up for two spaces and don't have a bike yet. There are 23 empty spaces at present. We will figure out a method where people are notified they have so many days to have a bike in their space(s). If they do not have a bike in the specified time, they forfeit their space(s). Motion made by Drago to send a letter to all residents who have a bike space(s) and no bike that they have 60 days to have a bike in their space or indicate their intention to do so on their return to Island Towers. Motion seconded by B. Beck. Motion carried. (4) Doreen Carson asked that reflectors be installed on the posts being installed in the curbing project as well as on the support poles of the carports. Suggestion was taken under advisement. (5) Leon Bradlow brought up the problem of UPS and FedEx not being able to have access to the lobbies. Rather than giving out a code to unlock the lobby doors, it was suggested that we issue UPS and FedEx door keys which cannot be duplicated. Suggestion was taken under advisement. (6) John Richardson asked about contacting Reuben Clarson, marine engineer, for a five-year inspection of the sea wall at $1200. Drago and Steve clarified that the inspection and cost had been approved. John will make the contact. (7) John Richardson also inquired about requiring the bank who has the foreclosure for 402W to have insurance. Drago responded that everything that can be done legally is being done. There just isn't a lot that a condominium association can do in a foreclosure as we are so far down the list of creditors.

Adjournment: Motion made by D. Kahanu, seconded by L. Bradlow. Motion carried. Meeting adjourned at 8:00 PM.

Respectfully submitted,
Robert W. Beck, IT Association Secretary

Board Meeting Minutes, Mar 23, 10

To: Island Towers Association Board of Directors
From: Robert W. Beck, secretary
Re: Minutes of March 23, 2010, Board Meeting
Date: April 15, 2010
Establish a Quorum/Roll Call. Members present: D Kahanu, president; Richard Muny, vice president; Joe Metelski, treasurer, Robert Beck, secretary, Millie Kelley, director; Leon Bradlow, director; Robert Klamo, director
Call to Order. D Kahanu at 6:00 PM.
Approval of the February 23, 2010, minutes. Motion to waiver reading the minutes: R. Muny, seconded by R. Klamo. Motion carried. Motion to approve minutes: D. Kahanu, seconded by Millie Kelley. Motion carried.
Financial Report. Joe Metelski. We are under budget in all three areas. However, we are 52% over budget in water consumption and consequently 24% over budget in sewage costs. We need to conserve.
Property Management's Report. Steve Carpenter.
(1) Coping around pool has been repaired.
(2) Balcony repair project has been completed.
(3) Walkway decks are repaired.
(4) Downspouts from roof have been completed but not painted yet.
(5) A contract has been signed for the pool delamination repair project.
(6) There was a reduction (rebate) of $4200 in insurance.
(7) The waterside sidewalk project will proceed.
(8) We are working on the Fire Marshall's current list of infractions. The Fire Marshall "backed off of requiring us to replace all pull stations and will allow us to replace only the small glass tubes in each one at a $1500 savings.
(9) There will be a meeting on Friday at 10:30 AM with representatives of CPS, PPG and Crowe Industries concerning improperly fitting window screens and water leaks.
Unfinished Business.
(1) Curbing project around ends of carports on east and west sides of property. There is a bid outstanding from G.A. Nichols Co. ($1,075) for both sides. Resident John Richardson passed out diagrams of a proposed curbing design. President Kahanu made the motion to have John head up the project. Dick Muny seconded. Motion carried. John and Steve will make a final proposal. Director Leon Bradlow reminded the Board that handicapped accessibility around the clubhouse (a ramp) needs to be included in one of these concrete-work proposals as it seems to have been forgotten.
(2) New fence for the Pool. After much discussion, Drago made the motion to contract Smith Fencing for a 5 ft. aluminum picket fence around the pool with two gates. The gates will have aluminum mesh and the proper code locking mechanisms. Pickets, gates and mesh will be powder coated. The cost will be approximately $7,000.
(3) Heating the pool. John Richardson summarized the last meeting of the pool heating committee. Specifics of John's presentation and the lengthy discussion afterwards are recorded on audio tape and currently on file in the Association office. One determination made was that we need a decision by the Association attorney, Ben Rabin, concerning whether the Board makes the decision on heating the pool or not or does the issue have to be decided by a resident vote. Drago will confer with attorney Rabin for this decision. Another concern brought up was the problem of realtors advertising to prospective buyers that the Island Towers pool and/or spa pool is heated when in reality it is not. What specifically is our obligation? This is also a Rabin determination.
New Business.
(1) Building Drainage. Steve Carpenter presented the quotation from G.A. Nichols Co. for a drainage system for the West Building which would either tie into existing drainage pipes through the sea wall or through a new penetration through the wall. The cost for the West Building is $12,000. (Should we decide to also install drainage for the East Building, it would be an additional $12,000). When asked by Steve, John Richardson felt that we should definitely not use the recently installed roof drains for various reasons. However, there is a water drain running from the street through the sea wall which might be tapped for West Building drainage. Also, there is a third drainage pipe running through the seawall which empties water collected from behind the clubhouse. This system was designed by Ted Graham of KWA for the recently completed project. These are two possibilities as alternate ways to tap existing drain pipes and avoid the roof drainage pipes. The Board asked Steve to confer with Ted Graham on these possibilities.
(2) Insurance Renewal. Steve stated that we renewed the insurance on March 12 in the amount of $75,103.56 without having to finance. We used funds left over from the construction.
(3) Door Closer Installation. Steve received two bids to install 32 closers ($100 ea. at Home Depot). Farrell Construction bid $40.00 installation for each door; Blue Chip Construction bid $28.50. Motion to accept Blue Chip Construction bid made by Drago Kahanu, seconded by Bob Beck. Motion carried.
(4) Kitchen Renovation. Kitchen cabinets to replace clubhouse range which Fire Marshall said had to be removed. Blue Chip Construction bid $785. Drago Kahanu made motion to accept Blue Chip's bid, seconded by Dick Muny. Motion carried.
(5) Clubhouse stair railing. Motion to go with a new railing ($4235) made by Drago, seconded by Bob Beck. Motion carried.
(6) Landscaping. Question from owner Joan Lind (505E) asking if something can be done about rejuvenating the landscaping in the driveway island of the East Building. Bob responded that Ms Lind had been invited to join the landscaping committee and accepted. They met with Frank of Summit Lawn Care and came up with a plan to add palm trees and shrubs to replace those killed by cold weather. (This work has been completed at the writing of these minutes.)
(7) Sea wall inspection. John Richardson was given Board permission to contact Reuben Clarson, our sea wall marine engineer, concerning a five-year inspection of the sea wall. John mentioned that this had been budgeted at $1200.
(8) Other Concerns. Bob Klamo brought up the concern of the number of residents, four, who are not paying their monthly maintenance. Drago and Joe Metelski commented that there are limited options concerning steps that can be taken. However, there are certain options which can be done, but they are not at liberty to discuss them at this time.
Adjournment. Drago Kahanu made the motion to adjourn, seconded by Joe Metelski. Meeting adjourned at 8:00 PM.
Respectfully submitted,
Robert W. Beck
Board meeting is recorded on audio cassette and available to residents in the Association office.

Monthly Board Meeting, Feb. 23, 10, 6:00 PM

February 23, 2010, meeting minutes
Date: February 25, 2010

1. Establish a Quorum/Roll Call—Present: Richard Muny (804W), Vice President; Joseph Metelski (701 E), Treasurer; Robert Beck (102W), Secretary, Robert Klamo (602E), Director; Millie Kelley (402E), Director; Leon Bradlow (403W), Director Absent: Drago Kahanu (501W), President
2. Call to Order—6:15 PM by Vice President Richard Muny
3. Approval of January 26, 2010, minutes—Motion to waive reading minutes made by Joe Metelski seconded by Leon Bradlow. Motion passed unanimously. Motion to accept minutes made by Richard Muny and seconded by Joe Metelski. Motion carried unanimously.
4. Financial Report—Treasurer Metelski stated that Island Towers is in pretty good shape financially. Specifically, with the purchase of the new TV in the clubhouse, the Master is slightly over budget. However, both East and West Tower expenditures are within limits. Treasurer Metelski also brought up a general concern with the seemingly growing number of large thefts of condominium associations’ funds. He stated that CA is bonded, and also there is an engagement letter in effect to begin our annual audit in late February or early March. Both of these factors serve as safeguards for IT Association funds.
5. Property Management’s Report—Steve reported that a pool plumbing repair and irrigation system repairs have been made. Further, the local Fire Marshall reported various infractions that will have to be addressed. These included the modification or removal of the stove in the clubhouse, installation of door closers on many doors, and improper pool gate(s). Steve will talk to the fire department and address specific questions. We have thirty days from the Feb. 8 date on the report to make the needed changes or communicate a plan as to how we will address the infractions.
6. Unfinished Business
-Curbing Installation—Steve wants to set up a meeting w/Board members to walk through the property and clarify exactly what we want before the March meeting. This item was tabled until the March meeting.
-Sidewalk Repairs near Seawall—Motion made by Joe Metelski to accept bid by G.A. Nichols Company at $24, 410.00. Motion seconded by Millie Kelley. Motion passed unanimously.
-Concrete Curbs near Walkways—Board agreed to abandon this project in lieu of the water drainage system mentioned below.
-East and West Tower Drainage—Steve suggested that the Board meet with the contractor/engineer (G.A. Nichols) to review his proposal for a drainage system.
-Canoe and kayak storage—tabled until March meeting.
-Clean and seal pool deck pavers also pavers in front of clubhouse—tabled until March meeting
-Pool coping problem—serious cracks have appeared. Steve has two repair proposals: Gemstone $2690.00 and Pool Works $650.00. Motion: We will go with Pool Works as long as they meet the specifications of the other bid (Gemstone) and do not exceed the bid amount of Gemstone ($2690.00). Motion was made by Joe Metelski and seconded by Bob Beck. Motion passed 6 to 1.
-Pool Fence—Tabled until we get more information to study. There are two issues: the fire department regulations and trespassers. Steve will get more information.
-Pool Heater—Bob Klamo organized several more field trips for IT residents to view the YMCA geothermally heated and cooled pool in Palm Harbor. Also, Bob will set up a meeting with the principals of Egg Geothermal and any interested IT residents. The meeting will probably be Wednesday, March 3 at 3:00 PM in the clubhouse.
7. Adjournment
Motion to adjourn was made by Bob Beck seconded by Joe Metelski. Motion passed unanimously
Meeting was adjourned at 7:46 PM.

NOTE: Audio recording of the February 23, 2010, IT Board Meeting is on file and available in the Association office.

Respectfully submitted,
Bob Beck, secretary
IT Association Board of Directors

Water Main Break

The repair work on the causeway may take several days.
PINELLAS COUNTY (Bay News 9) -- Water pressures in Dunedin have been reduced city-wide in response to a water main break.
The county was doing construction by the Causeway Bridge, (immediately off the drawbridge) when crews drilled into a water main located underwater.
Dunedin City Manager Rob DiSpirito said the water main is a challenge to fix because of its location. The repair work may take several days.
"You can't fix a line that underwater and that deep in the sediment," he said. "It has to be bypassed or replaced."
Repairs could cost up to $750,000. The public is being asked to conserve water. The county said the water is safe to drink and use.
Friday at 2 p.m., officials will meet with residents of Royal Stewart Arms, a condo complex at the end of the Causeway, to keep them updated as water interruptions may arise during repairs.

LOW WATER PRESURE AND FIRE PUMPS RUNNING CONTINUOUSLY

LOW WATER PRESURE AND FIRE PUMPS RUNNING CONTINUOUSLY: The city is working on a water line and have supposedly installed a by pass line while the work get done. However, the pressure is not as high as normal. The result are low water pressure, especially as in the higher floors, brown water, and the fire pumps running at an abnormally high rate. Piper has been contacted to work on the fire pumps; however, there is no solution for the low water pressure other than waiting for the City to finish their work.

Minutes of Board Meeting, Jan 26, 10.

1. Establish a Quorum/Roll Call—Drago Kahanu (501 W), President; Richard Muny (804W), Vice-President; Joseph Metelski (701 E), Treasurer; Robert Beck (102W), Secretary, Robert Klamo (602E), Director; Millie Kelley (402E), Director; Leon Bradlow (403W), Director
2. Call to Order—Immediately following the reconvened General Residents’ Meeting, the January Directors’ Meeting was called to order at 6:02 P.M.
3. Approval of the November 24, 2009, minutes. Motion to waive reading made by Millie Kelley and seconded by Joseph Melelski. Motion carried unanimously. Motion to approve minutes made by Richard Muny and seconded by Joseph Metelski. Motion carried unanimously.
4. Financial Report—Joseph Metelski We have the money to pay the insurance and will do it. We are about 3% under budget for the entire year of 2009. Joe stated that he and Drago had a meeting with Condominium Associates to review /update our financial situation and determined there were funds to complete the current project list.
5. Property Management’s Report:
New pool pump installed
Underwater pool lights repaired
Dock lights were repaired
Island Towers sign light repaired
Post lights in front of buildings repaired
Palm trees trimmed and one tree removed
6. Unfinished Business
$50,000 in projects was previously tabled. According to President Kahanu, we’ll start going through this “log jam.”
Curbing Installation: Tabled
Sidewalk Repairs near Seawall: Waiting for All Phase Paving estimate. However, Board approved up to $15,500 or less when bid comes in. Sidewalk will not be adjoining seawall. Motion made by D. Kahanu, seconded by B. Beck. Motion carried unanimously.

Pool Fence: All bids are in. Board approved the project with the following specifications: a 4 foot fence, 2 gates instead of 4, commercial aluminum fencing, picket style, powder-coated white with a second coat of paint if possible. Award to lowest adjusted bid. Motion made by D. Kahanu, seconded by Richard Muny. Motion carried unanimously.

Downspout Box: Option #3 ( Concrete Encasement Bench with one side), which was recommended by the Roof Committee was approved by the Board. Motion made by D. Kahanu and seconded by R. Klamo. Motion
was carried unanimously. ($8693.00)

Concrete Curbs near Walkways: Tabled until all bids are received.

Pool Heaters: The pool committee is composed of Bob Klamo, Jim Duffy, Geri Bixler, Bob Beck and John Richardson. Bob Klamo made a presentation on what the committee has determined to date. Our current heating system is out of date and may not work anymore. Also, the cost to use it is believed to be extremely high. In researching options to improve the heating system, the committee determined that a geothermal heating system would be the most cost effective over the long run. John Richardson reviewed the cost structure. The initial cost would be high ($123,000); however, the operational cost would be extremely low ($7,000/ year). He stated that this was a total cost that includes legal contingencies, etc. He further emphasized that our pool heating system is obsolete and that it is a Board decision to restore it. Someone else stated the realtors were advertising the pool as being heated which was deceptive. Bob Beck stated that because the heating system doesn’t work the pool is not used for around five to seven months out of the year. Dick Muny suggested that we get a legal opinion on who should make the decision, the Board or the Membership. The rest of the Board agreed. Drago Kahanu stated that he would contact the attorney and get a determination. He thanked the pool committee for their work and stated they had provided the Board with more information than it has ever had before. He stated that with the completion of the renovations, Island Towers was now one of the best places to live in the area and that fixing the heating problem would further enhance the value/desirability of the property. He further stated that the report was a starting point and the next step should be an opinion from the attorney on how to proceed.

Canoe/kayak rack: Tabled

Bar Cabinet: Bid awarded to Blue Chip Construction ($1695.00) Motion made by R. Muny and seconded by R. Klamo. Motion carried unanimously.

Water Pipe Cover: Bid awarded to Blue Chip Construction ($245.00). Motion made by D. Kahanu and seconded by R. Klamo. Motion carried unanimously.

East and West Tower Drainage: Tabled

Clean and Seal Pool Deck Pavers also Pavers
In Front of Clubhouse: Tabled

7. New Business:
Flood insurance renewal: We will be getting a 12% rebate. The total
rebate for both policies is $4200.36 (200-- $2114.28, 300--$2086.08)
Damage claim for 603W: No reimbursement to the owners of 603W will be made at this time since Class Appliance Service found the refrigerator in question did not start because two components in the compressor failed. Also, the owner of T. Mickey McGee Electric Service, Michael Duffy, has written a letter on file which states that the company proposed and completed the job without turning off breakers in the electrical panels. Steve has sent a letter to the unit owners advising them of his findings.
Jose 2’s Salary Review: Board voted unanimously to raise Jose 2’s
hourly rate to $12.00/ hr. He has not gotten a raise since he started
working for us two and a half years ago. Motion made by D. Muny,
seconded by B. Klamo. Motion carried unanimously.
Vehicle Parking: a unit owner in the East Building is purchasing vehicles for resale and storing them in our parking lot. If we can’t stop him, we have to start towing the vehicles out.
Purchase of flat screen TV for clubhouse: TV cost $1550. We still need to get a stand and HD DVD player.
Unit Owners’ Letters and Concerns: Jodie Canon (102 E) had a leak that damaged personal property in the unit. Steve said that our laws state that it is the unit owner’s responsibility to pay for the repairs and that the Association is prohibited from paying for the damages.
Adjournment: Motion made by B. Klamo and seconded by D. Muny.
Motion passed unanimously. Meeting adjourned at 8:27 PM.
Respectfully submitted,
Robert W. Beck, secretary
Island Towers Association