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.

Red fish grazing

After the dolphin left, the red fish went back to their grazing pattern. They move to an area, and start to swim in a circle, stirring up crabs/shrimp to eat. There is always something lower on the food chain.

Redfish being herded by dolphin.

Three dolphin working as a team herded 50 plus red fish up against our seawall, and had them for lunch. Fortunately for the red fish, once the dolphin had eaten their fill, they left the rest to live another day. My best guess is that the red fish school averaged about 2' +/-. It's always better to be at the top of the food chain.
(NOTE: The pictures were taken from our balcony.)

Warranty maintenance issues.

Listed below are the areas that have been identified with problems:
1. Windows that are hard to impossible to open.
2. Paint blister/water blisters.
3. Walkways/stairwells, poor cosmetic appearance.

If you have identified a problem please go to http://www.condominiumassociates.com/, and fill out a maintenance request. You can also notify them in writing (work request are available in office), or by phone call to Client Services (727-573-9300). However the best way is to go to the website, and fill out a maintenance request. If you don't have a computer find someone who does, and have them fill out a maintenance request for you.

A meeting will be held to formalize a protocol to process warranty maintenance isssues.

Storage Room Problem

Owners/Renters are leaving items outside their individual storage lockers. This is a potential fire hazard problem. Steve has posted notices, in all the storage room areas, that all loose item must be moved to individual storage lockers. Steve will also send this notice to all addresses of record for owners. At the end of the designated cut off date, any items found unsecured will be thrown out.

President/Property Mgr's Meeting

The following is list of key issues discussed at the Jul 8th meeting (NOTE: I am attempting to get the complete summary posted at www.condominiumassociates.com):
1. Clubhouse A/C not running properly: Steve scheduled Hale A/C to come in and do service.
2. Allen Plumbing/3" water main replacement: 2d revision of contract has been submitted to Allen for approval. Soon as we have a final contract, the project will be scheduled to start as soon as possible.
3. Storage Room Problem: some owner/residents have left items outside their allotted storage areas. This is a fire hazard and all items must be removed. Steve has posted notices to that effect in all storage room. He will also send out letters to all owners and renters. After a designated waiting period, any item still not in the individual storage lockers will be thrown out.
4. The following contracts have been signed and awarded:
a. Bay area Sandblasting & Painting, $4,100: to clean first floor sidewalks, curbs, and patios. Work will start after the roofing project is completed.
b. Bay Window Cleaning, $3,360: to clean the outside surfaces of windows/sliding glass doors & dry brush screens. (NOTE: screens can be removed from the outside so there shouldn't be any reason for the contractor to enter units.) Work to start when roof project is done.
c. Piper Fire, $3.600: to replace rusting water pipe in fire pump room. Work will start as soon as possible.
d. Felten Professional Adjustment Team LLC., for $650: to perform wind mitigation survey and provide us with forms MIT (for commercial usage) and OIR (for personnel usage). Survey to commence as soon as possible.
5. Wind mitigation survey: I had initially planned to have the project engineer do the survey at a significantly lower price. However, as we got into it further I quickly realized that other considerations made it more appropriate to have a professional company, knowledgeable with insurance requirements, handle the survey. I notified our insurance broker, BB&T (Jeff Busch), and he arranged to have Felten Prof. Adjustment Team, LLC. conduct the survey. (NOTE: When I had initially informed Jeff of my intent to use the project engineer, he tried to convince me not to do it. As it turned out, he was right and I was wrong.)
6. Restoration of shuffle board area, estimated at $10,000-15,000: this project is turning out to be extremely expensive. The lighting quote is $4,500, and the roof will cost even more. Steve is estimating that by the time all the quotes are in this restoration project will cost between $10-15,000. We will add this on the agenda to discuss a putting this project to a vote of the membership.
7. Pool security lights: the work was completed last week. We now have motion sensitive lights in the pool area.
8. Warranty Protocol Meeting: we will set up a meeting to formalize the protocol for handling maintenance request that pertain to the warranties covering the renovation projects.

Maint. Problem: Entry Phone East Tower

The East Tower entry phone has not been working properly. The service company advises that the problem is a worn out key pad. Unfortunately, our entry phone equipment is now obsolete, and no repair parts are available. Steve is getting quotes for a new entry phone system, but it will take some time (how much time is still unknown).

The service company says the key pad still works but we have to press the number "2" key real hard.