The treasure will meet with the manager to review LOC and pay off options. The board asked the manager to start getting bids to replace the date palm by the commercial units. The Board agreed to wait until the hurricane season is over to do it. All Board member in favor.
52. Ground Level parking garage reassignment for Owners, Tenants, and Visitors. There was a discussion among board members in this matter. After discussion took place among board members. Jan Roelf Bult made a motion to notify the tenants of St. Tropez that as of November 15th, 2012 that renters will not be allowed to park second card in the ground level garage with the exception of Units 2603, 2604, and 2003. Orlando seconded. Board members in favor. Orlando added to Jan Roelf Bult motion the following: General Contractors working in the units cannot park in the ground level garage. Carol seconded. All board members agreed.
The Board discussed each one of the units in foreclosure and in violation. After discussion took place among board members. The Board agreed to continue with the eviction process in unit 2804.
Recommendation to post the Board minutes in the mailroom and on line only. All board members in favor.
68. Issues with some equipment’s in the gym. They are getting old and some must be replaced such as treadmill and bike. Pati recommended taking the drop ceiling down it is too low. Orlando will be working with the Manager to upgrade the gym. Board members in favor.
81. Patty made a motion to approve the order of $ 1500 for the manager to continue replacing the hangers in the garage. Orlando seconded. All in favor.
85. Adding new drains to the upper level garage. Large puddles of water when it rains. The water needs to be removed for our maintenance staff taking hours. Pati made a motion to do one drain with Worldwide construction for $1200. David seconded. All in favor. Orlando amended Pati’s motion and proposed to do two drains. Pati seconded. Board agreed to pay this out of the reserve from the garage-resurfacing item. All board members in favor.
Jan Roelf Bult asked the manager to add to the manager report the “theft” - incident with Unit 2003.
Discussion about replacing the owning and the end of this project among board members and if we have enough money in reserve for this. This issue will be discussed in a future meeting. Manager will start getting bits.
Orlando Amorin went over Special Assessment numbers and details and explained it to the membership.
Unit owner written request to the Board for Official Records of the Association and Budget questions for this meeting. Carol Housen went over the questions and explained them to the owner. Official Records of the Association will be ready at the manager office. Owner needs to coordinate with the manager to inspect the documents requested.
The Board created a Book Club at the initiative of Mrs. O’Brien from Unit 2101. Patti made a motion to make Mrs. O’Brien the Chairman of the St. Tropez Ocean Book Club. All board members were in favor. The Board added the St. Tropez Ocean as another Committee with Mrs. O’Brien as the chairman.
Board members had a discussion about all costs related to this project and Special Assessment final numbers such as Concrete repair and Painting of the Building contract price $311,921.00, oversee the project $20,000.00, 10% contingency $31,192.10, remaining funds in the Reserve item Painting of the Building and Concrete Repair $64,000.00 to be applied to this project.
After discussion took place among board members about Special Assessment numbers. The estimated number of the Special Assessment was $368,000.00 plus 6% Estimated amount $391,000.00 one year. Over two years $414,460.00
Discussion among board members in regards to the outside tree. No motion was made
Discussion about two OS&Y fire sprinkler system valves that needs to be replaced. This item is not a budget item to cover this project. Gerardo made a motion to take $8K out of line of credit to cover this project and add it to the Special Assessment. Orlando seconded. All board members agreed.
Jan Roelf recommended to the Board to make a motion - two board members should work with the Manager on the final Special Assessment estimate bring it to the Board within two weeks and make a vote on that. Board members agreed
Carol and Jan Roelf will be working with the Manager to set up the Special Assessment final numbers.
Discussion about Pool Deck Rules & Regulations. Manager will send a notice to residents and owners to remind them about to use towels when they use the lounge chairs.
People smoking on the pool deck can burn the cushions due to the wind. Board asked the Manager to look in the Condo Doc’s to see if the pool can be declared non-smoking area.
Patti asked Board’s approval to buy 3 cement tables and 7 window boxes in the amount of $1,923.50 as part of the picnic area project. All Board members in favor. Orlando abstained.
The number of “yes votes” needed for approval of the antenna on the roof was sufficient.
Adjournment: The meeting was adjourned at 7:24 PM
ST TROPEZ OCEAN CONDOMINIUM ASSOCIATION INC.,
BOARD OF DIRECTORS MEETING
TUESDAY, NOV 8, 2011 AT 7:00 PM
MULTI PURPOSE ROOM
MINUTES
- CALL TO ORDER – at 7:05 P:M
PRESENT
Carol Housen, President
Orlando Amorin, Vice-President
Gerardo Omeechevarria, Director
Patricia Santangelo, Director
Jan Roelf Bult, Secretary (on the phone)
- ADOPTION OF AGENDA - Adopted
- VACANCY OF TREASURER’S POSITION – Tabled for next meeting
- APPROVAL OF MINUTES: OCT 11 SPECIAL MEETING AND OCT 11 REGULAR MEETING - Approved
- Committee Updates
- Budget Committee: Proposed 2012 Budget discussion. After reviewing the proposed budget for 2012 Patricia Santangelo made a motion to approve with the proposed 2012 Budget and mail it out to unit owner for final approval on Nov 29th. Gerardo seconded. All Board members in favor.
b) R&R: 1. Handicap parking abuse. Carol recommended to add another handicap space on the ground level garage. Adding new signs to the handicap spaces PARKING LIMITED TO 72 HRS. DO NOT STORE YOUR VEHICLES. VIOLATORS WILL BE TOWED AT OWNERS EXPENSE.. Patti made a motion if we can do it legally not allowing renters to park second car on the ground level garage. Orlando seconded. Carol and Gerardo were in favor. Jan Roelf abstained. Motion passed
- Building & Grounds: 1. Pool Furniture.. Patti made a motion that the new umbrellas for the pool included in the 2012 Budget to order now (it takes from 4 to 6 weeks) and pay the umbrellas with the LOC now and pay it back to line of credit from 2012 budget. Gerardo seconded. Carol & JR in favor. Orlando voted no. 2. Pool Deck resurfacing (color and design) This project will be put off until the pool is done. Meantime the maintenance department will be touched up the pool deck. BBQ area project update by Patti.
- Board review & approval of Hold Harmless agreement for employees working after hours. Orlando made a motion to implement the Hold Harmless agreement for employees working after hours. Patti seconded. All Board members in favor.
- Foreclosures update. Sales, Rentals and Short Term rentals. Reported by Carol. Discussion took place among board members about the serious Bed & Breakfast issue in the building, a letter was sent to unit owners by our attorney.
- Holiday Party. Board members agreed to Dec 11.
- OPEN FLOOR TO UNIT OWNERS ON AGENDA ITEMS
- SCHEDULE NEXT BOARD MEETING
ST TROPEZ OCEAN CONDOMINIUM ASSOCIATION INC.,
BOARD OF DIRECTORS MEETING
TUESDAY, OCT 11, 2011 AT 7:00 PM.
MULTI PURPOSE ROOM
MINUTES
- CALL TO ORDER – by Carol at 7:28 PM
Carol Housen, Jan Roelf Bult, and Patricia Santangelo were present at the meeting.
Orlando Amorin and Gerardo Omeechevaria absent.
- ADOPTION OF AGENDA – Approved with the following changes by Jan Roelf Bult: Move #4 to the next meeting and #5a to the next Board meeting.
- APPROVAL OF MINUTES: AUGUST 23rd AND OCTOBER 1st . Minutes were approved with the following changes by Jan Roelf Bult. 6b from Aug 23rd add to up to 10K JR makes a motion to allocate 35K to improve and invest in patio furniture and take out of the funds (up around 10K) from the palm tree replacement budget to the pool furniture funds, and to make sure that there are day beds and the sectionals
- Second Change from Aug 23rd Board meeting by Jan Roelf Bult under Present write JR’s complete name like all Board members.
- PRESENT
- Carol Housen, President
- Orlando Amorin Vice-President
- Gerardo Omeechevarria Director
- JR, Treasurer (Change Jan Roelf Bult)
- Patricia Santangelo Director
- Ivan Abrantes-Prieto, Manager
- Cliff Ander, Guest Speaker
Minutes of October 1st. Change (all board members in favor) (new engineering company to do the scope of the work to be paid out of Line of Credit) and add Board members who were at the meeting. Carol Housen, Jan Roelf Bult, Gerardo Omeechevarria, and Patricia Santangelo. Orlando Amorin absent.
- FINANCIAL REPORT: AUG 2011: see below
- Budget Committee: see below.
- Rules & Regulations: Food and Eating only in the designated area: Carol made the following recommendations to the Board to change the rule: 1. Resident can eat at the pool deck not only in the designated areas and non-breakable containers are allowed in the pool and picnic area. 2. Change capacity of people who can be in the pool from 10 to 20 as per the code. 3. Proposed to change signs at the pool deck. Carol made a motion to change the signs to say NO GLASS OR BREAKABLE CONTAINERS ANYWERE ON POOL OR PICNIC DECK. Carol will work with the Property Manager on the wording of the new signs. Jan Roelf Bult seconded. All board members in Favor.
Building & Grounds: c1. Pool Furniture. Patty and Brand made the presentation of the pool project and explained the concept of the project to Board members and owners present at the meeting also made the presentation of the new improvements to the outside area of the main entrance of the building. At the end of the presentation Carol made a motion to approve and accept the concept and plan of the pool project and outside area of the main entrance of the building. Funds will be approved and discussed later on. Jan Roelf Bult seconded. All board members in favor.
Board agreed to sale old pool furniture. Ten dollars the chairs and 20 dollars lounge chairs.
c2. Garage storage unit specifications (This project does not meet fire department requirements)
Patti made the presentation about new umbrellas on the pool deck. There was a discussion among board members about this topic. This topic was tabled until further discussion.
c3. Dividers on picnic area: see bellow as part of the pool project.
c4. Garage Resurfacing: ongoing project not finish yet.
c5. Pool Deck resurfacing (color and design) Patti made a motion to use Anibal Arias (Super stone manufactured) to do the pool resurfacing. Jan Roelf Bult seconded. All board members in favor. There was a discussion about when this project will be done. Board members decided to POSTPONED THIS PROJECT UNTIL BOARD MEMBERS RESIVE NEW ENGINEER REPORT and take it from there.
- Board review & approval of Hold Harmless agreement for employees working after hours. Tabled Board members would like to review the document.
- OPEN FLOOR TO UNIT OWNERS ON AGENDA ITEMS
- SCHEDULE NEXT BOARD MEETING
- ADJOURN: Meeting was adjourned at 9:00 PM
ST TROPEZ OCEAN CONDOMINIUM ASSOCIATION INC.,
Minutes of BOD meeting MONDAY, AUG 1, 2011 AT 7:30 PM.
Carol Housen called the meeting to order at 7:35 PM
PRESENT
Carol Housen, President, Orlando Amorin Vice-President, Gerardo Omeechevarria Director
JR Bult, Treasurer & Secretary, Patricia Santangelo Director, Ivan Abrantes-Prieto, Manager, Alicia, Guest Speaker from MMI
- APPROVAL OF MINUTES
- MAY 5, MAY 9, JUNE 1: Approved, Unanimous vote
JR Bult moved to approve to withdraw 50K from the line of credit to pay for outstanding checks and use short sales and foreclosures to pay back the line of credit when they fund. Jerry seconded the motion. All in favor. Motion passed.
Ivan recommends that 2nd Maintenance guy be given a raise
JR moved to put a $2/hour hourly raise into escrow, and pay out on December 31 in full totaling $2800. The pay raise will be applied to the paycheck as of January 1st, 2012. Patty seconded the motion. Jerry, Carol and Orlando are against. Motion does not pass.
Jerry moved to give the promoted employee a $2/hour raise starting August 1, 2011 from the line of credit. Orlando seconded the motion. 4 votes in favor. JR votes against.
JR resigns as the Committee chair for the Survey committee. Committee no long exists.
Carol volunteered herself as the Chair of the Budget committee and appointed Orlando as co-chair.
Foreclosures & Liens: Updates (701, 1801, 2004, 2404, 2703)
Patty moves not to negotiate any more payment plans and to foreclose on the properties. JR seconded the motion. All in favor. Motion passed.
Patty makes a motion on 4 properties to foreclose ASAP. Orlando seconded the motion. JR & Jerry votes in favor; Carol abstained. Motion passed.
Concrete Repair
Jerry requests a project manager such as an architect or an engineer to oversees work when it begins. There are some balconies with tile damage
Patty moves to resurface the 4th floor and 2nd floor for 16K USD. JR seconded the motion. All in favor. Motion passed.
**Jerry was excused @ 11:00 PM Quorum still in place
Carol motion to go with Crate & Barrel patio furniture concept and go forward with the umbrellas to be replaced right away. Patty seconded the motion. JR & Orlando vote in favor. Motion passed.
JR moved to replace the tree that is missing in front of building (which was removed after a hurricane years ago) and be paid with the line of credit. Patty seconded the motion. All in favor. Motion passed.
Carol moved to accept the antenna offer, subject to 66% unit owner vote at public meeting. JR seconded the motion. Patty in favor. Orlando votes against. Motion passed.
JR moved not to offer Health Insurance to Concierge Department at this point. Patty seconded the motion. All in favor. Motion passed.
JR moved to accept the request from Burn Notice to film at our patio deck. Patty seconded. All in favor. Motion passed.
Orlando moved that maintenance must go through protocol and sign a waiver with the tenant and or owner and the building to do any after hour’s work. Furthermore, after hours, maintenance personnel cannot wear uniforms, are not allowed in the tool shed when not on duty with MMI. Carol amends the motion so that maintenance workers cannot wear their uniform whenever they are off-duty in building. Orlando seconded amendment. JR & Patty are against the motion. Motion does not pass.
- ADJOURN at 12: 00 Midnight
ST TROPEZ OCEAN CONDOMINIUM ASSOCIATION INC.,
BOD MEETING - WEDNESDAY, JUNE 1ST, 2011.
MINUTES
CALL TO ORDER: Carol Housen called the meeting to order at 9:10 PM
PRESENT: Carol Housen, President, JR Bult, Treasurer/Secretary, Orlando Amorin, and Vice-President
ABSENT: Patricia Santangelo, Director, and Gerardo Omeechevarria, Director
- ADOPTION OF AGENDA: Agenda was approved
Reserve Fund: Manager informed the Board that funds from Tiaa-Creff have been transfer to Banco Popular. Board asked that the Manager checks CDARS program with Banco Popular and send it to the board to be reviewed.
Foreclosures & Collections: The Board wants the attorney to be more aggressive with the five units in collection. The Board agreed to ask the attorney to start as soon as possible with the Foreclosure proceedings.
Improvements to pool deck area: The board wants to start working on this project, present three renderings. Orlando said that last year when the board had the discussion over this topic, this project was approved under the condition that renderings will be provided to the building so they can see how the pool deck will look and unit owners can give their opinion. Orlando will be working with Building and Grounds on this project.
Antenna on roof: Information was sent to the Board prior to the meeting about how to collect additional funding for the building. Topic was tabled for future meeting
Domestic Water Pump repairs: Manager presented two proposals to the Board to do the work. Board asked the manager to get another proposal and send the three proposals via email and then vote via email as well.
- ADJOURN: There being not further business, the meeting was adjourned at 9:42 PM
ST TROPEZ OCEAN CONDOMINIUM ASSOCIATION INC., - Minutes
BOARD OF DIRECTORS MEETING, MONDAY, MAY 9, 2011 AT 7:00 PM.
Minutes
CALL TO ORDER: Carol Housen called the meeting to order at 7:00 PM
PRESENT: Carol Housen President, Orlando Amorin Vice-President; Gerardo Omeechevarria Director (not presen); Jan Roelf Bult Treasurer/Secretary; Patricia Santangelo Director
Jose – MMI Concierge Department
- ADOPTION OF AGENDA: Agenda was approved
UNFINISHED BUSINESS:
Front Desk Protocol (items discussed with MMI Concierge Department)
- Concierge appearance and grooming
- Key protocol – Residents cannot leave keys with the front desk
- The concierge is not a guard, nor security, they control access management
- Sign in sheet for guests.
- When to call the police, property boundaries
- Contractor form for sign in and sign out. Timing - Dog walkers.
- Shift changes of the front desk
- Memo will encompass access policy – driver’s license, privacy of the sign in sheet, then channel 35, then the resident must come down to let the guest in.
- No hot food at the front desk, coffee and a sandwich is the maximum.
- Access management concierge greeting - Standing up and greet.
- If you leave the front desk, front door must be locked and a sign put in place in the lobby.
- ID all guests entering in all parties. One guest, one ID, five guests, 5 IDs.
- Front Desk will take name, unit #, license #, time of arrival. If there is no ID, then resident must check channel 35 and approve by phone or come down to escort the guest(s)
- If there is a party there should there be a list
- Contractors, dog walkers, cleaning lady – issue will be tabled for later meeting.
- Jose will report ID protocol to Ivan, Ivan will manage
Lobby Appearance (Storage of Package)
- Uniforms – for maintenance: everyone needs a nametag.
- Front desk uniform – nametag with magnet.
- Storage of packages. – Keep front desk clean.
- Patricia moves to accept the bid of $2500 for California Closets. JR seconded the motion, subject to color and the locking mechanism of the closet. All in favor, motion passed.
- Patricia moves to go with A&A for improvements on first floor, unless the forth company comes in with a lower price. JR seconded the motion.. All Board members in favor. Motion passed
- SCHEDULE NEXT BOARD MEETING
Ivan will send an email to the Board at the beginning of June to remind them about scheduling next board meeting on the second week of June.
Carol adjourned the meeting at 10pm.
ST TROPEZ OCEAN CONDOMINIUM ASSOCIATION INC., - Minutes
BOARD OF DIRECTORS MEETING, MONDAY, MAY 5, 2011 AT 7:00 PM.
- CALL TO ORDER: Carol Housen called the meeting to order at 7:00 PM
PRESENT: Carol Housen President, Orlando Amorin Vice-President, Gerardo Omeechevarria Director, Jan Roelf Bult Treasurer/Secretary, Patricia Santangelo Director
NOV 11, Mar 1 (Minutes were accepted by 3 members of the Board, Gerardo Omeechevarria & Patricia Santangelo abstained
APR 28 (Minutes were accepted by 5 members)
JR moved to pay from line of credit to cover funding due to reserve from SPA for 4 foreclosed units in the building. Motion seconded by Carol. All in Favor. Motion passed.
- UNFINISHED BUSINESS:
- Cleaning Service – Carol moved to get the cleaning service that the manager recommended for a 40-hour cleaning service. Patricia seconded.
JR moved to amend the motion with the notion that extra costs over budget will come out of the line of credit. Patricia seconded the amended. All members in favor. Amendment to motion passes.
Vote on the amended motion. All in favor. Motion passed.
- Foreclosures and Liens – Carol
- Foreclosures: Jerry moved to go forward with the attorney to go to the foreclosure court, petition to foreclose. Patricia seconds the motion. 4 votes in favor of motion. JR abstained. Motion passed.
- Suspension of rights: JR moved to remove cable service and voting rights in the upcoming election of all unit owners delinquent more than 90 days until they are in good standing. All common elements should remain as revoked (pool, gym, bathroom). Patricia seconds the motion. All in favor. Motion passed.
- Maintenance. JR moved to keep one of our current employees on junior maintenance under the condition that he works with the new janitor or the Head maintenance to cover lack of English. Patricia seconds the motion. All in favor. Motion passed.
- Latest Update of Rules and Regulations
- Concrete restoration – Carol moved that Gerardo becomes the new chair of the concrete restoration committee. Patricia seconds the motion. All in favor. Motion passed.
- NEW BUSINESS
- 10 Ton Carrier Unit on the Roof – Patricia moved to hire Universe to repair the unit. Geraldo seconded it. All in favor. Motion passed
- Diesel Fuel Costs for Generator. Patricia moved to approve Costa Oil Comp for the fuel loaded 250 Gallons. Orlando seconds motion. All members in favor. Motion passed.
- Uniform color – Patricia moves to accept uniform 5 polo shirts. Geraldo seconded motion. All in favor, Motion passed.
- SCHEDULE NEXT BOARD MEETING
Ivan announces next meeting for Tuesday at 7pm.
Carol adjourned the meeting at 10pm.
ST. TROPEZ OCEAN CONDOMINIUM ASSOCIATION, INC.
BOARD OF DIRECTORS ANNUAL AND ELECTION MEETING
MINUTES OF MEETING: APRIL 28, 2010
IN ATTENDANCE
Carol Housen, President
Jan Roelf Bult, Secretary/Treasurer
Gregory Thomas, Director
Bonnie Schwartzer, Director
ALSO PRESENT
Ivan Abrantes (Property Manager)
Joann Russo from Miami Management Hi-Rise Division
Robert Yaffe Association Attorney
CALL TO ORDER
Carol Housen called the meeting to order at 7:10 p.m.
DETERMINATION OF QUORUM OF MEMBERS
Four Board Members established quorum.
APPOINTMENT OF INSPECTORS OF ELECTION
Board asked for volunteers. Four volunteers were appointed.
Lyle Chung Apt # 1204
Albert Wright Apt # 1604
Maxine Cohn Apt # 2301
Gunner Mortensen Apt # 2401
INSPECTORS OF ELECTION TO COMMENCE THE COUNTING OF VOTES
Ballots Received 69
VOTES:
Orlando Amorin 47
Jan Roelf Bult 47
Charley Docter 24
Carol Housen 45
Gerardo Omeechevarria 48
Patricia Santangelo 38
Bonnie Schwartzer 21
Gregory Thomas 19
Mike Vazquez 24
ANNOUNCEMENT OF DIRECTORS ELECTED TO BOARD
Gerardo Omeechevarria 48
Jan Roelf Bult 47
Orlando Amorin 47
Carol Housen 45
Patricia Santangelo 38
ADJOURNED
Meeting was adjourned at 8:15 PM
ORGANIZATIONAL MEETING
CALL TO ORDER
New Board called to order at 8:16 PM
Robert Yaffe guided the new Board to do appointment.
ELECTION OF OFFICERS
Carol Housen (President)
Orlando Amorin (Vice-President)
Jan Roelf Bult (Treasurer/Secretary)
Patricia Santangelo (Director)
Gerardo Omeechevarria (Director)
ADJOURNMENT
Meeting was adjourned at 8:45 PM.
ST TROPEZ OCEAN CONDOMINIUM ASSOCIATION INC.,
BOD MEETING - TUESDAY, MARCH 1ST, 2011 AT 8:00 PM.
Minutes
- CALL TO ORDER: Carol Housen called the meeting to order at 8:00 PM
PRESENT: Carol Housen, President, JR Bult, Treasurer/Secretary, Bonnie Schwatzer, Director, Gregory Thomas, Director
Gregory recommended eliminating the appointment of the new Board member 7e. Carol recommended moving it to 8f. All board members agreed.
- APPROVAL OF MINUTES OF PREVIOUS BOARD MEETINGS:
- NOV 8: Approved by all Board members.
- NOV 11: Carol approved, others did not (carry over to next BOD meeting)
- JAN 11: Approved by all Board members.
- PRESIDENT REPORT: Carol read the report and asked to be part of the minutes.
- FINANCIAL REPORT – Dec 2010/Year end.
MOTION: JR moved not allowing unit owners over 90 days delinquent to participate in any voting rights. Bonnie seconded. All board members in favor. Motion passed.
MOTION: Bonnie moved that we accept the person recommended by Mr. Yaffe to serve a delinquent unite owner. JR seconded. All board members in favor. Motion passed.
MOTION: Gregory moved to approve the additional repairs to the wood panels in the cargo elevator for $500. JR seconded. All board members in favor. Motion passed.
- COMMITTEE REPORTS
- Building & Grounds: Patti will call a meeting soon to discuss outstanding projects. Also Patti will meet with manager to discuss new projects.
MOTION: JR moved to find out if we are allowed by City of State authorities to move handicap parking spots in the ground level garage in sequence. Carol seconded. JR, Carol, and Bonnie in favor. Gregory abstained. Motion passed
b) Rules and Regulations: Rules & Regulations committee will call a meeting soon to discuss Pool issues.
MOTION: JR moved to go with Universe Mechanical for replacing the A/C unit in trash room. Bonnie seconded. All board members in favor. Motion passed.
- Roles of the Property Manager and Board Members. Board agreed to move this point to the end of Unfinished Business.
- Late Fees: MOTION: Gregory moved for the Board to discuss Late Fee situation and adopt a process at this meeting. Bonnie seconded.
Amendment to MOTION: JR moved to amend the motion that late fees will be discussed in a future time given that we recently accepted a late fee procedure. Carol seconded. Bonnie, JR, Carol in favor. Gregory not in favor. Amendment to Motion passed.
Gregory and Bonnie in favor original Motion. Carol & JR against it. Motion failed.
MOTION: JR moved to request MMI to implement an easier system to pay maintenance on line. Carol seconded. JR and Carol in favor. Bonnie and Gregory against. Motion failed.
- Carol requested Hi Rise references before taking any decision on two companies New Look and DLG. Board agreed to send info via email to board members and then make the decision via email. All board members agreed.
NEW BUSINESS:
- Engineer Report: JR went over the report and informed that the board just received it. A meeting open to all unite owners will be scheduled soon with the Engineer Company to review and discuss the report. The report is available at the manager office for unit owners.
- MOTION: Carol moved that the manager will get the prices and colors on the t-shirts presented by the manager and get back to the Board for approval via email. JR seconded. All board members in favor. Motion passed.
- MOTION: JR moved that the Manager shop around for alternative Health Insurance options outside MMI and if they find better options they can bring it to the table for board discussion and approval. Bonnie seconded. All Board members in favor. Motion passed.
- MOTION: Bonnie moved that the BOD immediately give Marie (front desk) Health Insurance benefit. Gregory seconded. Carol said that MMI concierge contract does not include Health Insurance benefit. In addition, if the board gives Health Insurance to one, it should be offered to all concierge staff, therefore we are not liable for any discrimination law suit.
First Amendment to MOTION: Gregory made an amendment to postpone this issue until legal clarification. Bonnie seconded. JR & Carol voted against it. Amendment to MOTION failed.
Second Amendment to MOTION: JR moved to amend the Motion to include all front desk staff for future discussion. Carol seconded. All Board members agreed. Second Amendment to MOTION passed.
Motion is tabled.
- MOTION: Gregory moved to create and adopt a process for verification of candidates for the Board. No BOD seconded. Motion not discussed.
SCHEDULE NEXT BOARD MEETING
- ADJOURN Meeting was adjourned at 11:31 PM
ST TROPEZ OCEAN CONDOMINIUM ASSOCIATION INC.,
BOARD OF DIRECTORS MEETING
TUESDAY, JAN 11, 2011 AT 8:00 PM.
MULTI PURPOSE ROOM
MINUTES
Carol Housen called the meeting to order at 8:00 PM
PRESENT
Carol Housen, President
Jan Bult, Treasurer/Secretary
Bonnie Schwatzer, Director
Gregory Thomas, Director
Gregory recommended some changes to the Agenda:
- Strike the appointment of the new Board member (Revised the process/procedures for Board members eligibility) Bonnie agrees with Greg in this matter
Carol said that the Association is following Florida Statutes requirements in this regards, she does not believe that the board needs to make any changes in this matter. JR agrees with Carol.
Procedure: How the Board should appoint the fifth member.
Discussion took place among board members.
Board members could not get an agreement on this matter.
Gregory recommended deleting the Late Fees from the Agenda. Board members agreed to leave it on.
Agenda was approved by majority of the Board
- APPROVAL OF MINUTES OF PREVIOUS BOARD MEETINGS:
- OCT 20: Approved
- NOV 8: Pending for revision to be approved
- NOV 11: Pending for revision to be approved.
- DEC 7: previously approved by the board
The Treasurer went over the Nov 10 Financial Report.
Gregory made some questions about the Financial Report. The manager will ask MMI and then get back to the Board
MANAGER REPORT
The Manager previously sent the report to the board.
- BUILDING AND GROUNDS UPDATE: 2011 Building projects and estimates. Patty went over the projects and explained the Board potential prices to be considered in the 2011 budget approval.
- 2011 Budget Discussion and Vote: Board members reviewed the 2011 proposed budget and made new changes.
Motion: JR made a motion to adopt the 2011 proposed budget with the new changes. Carol seconded. Gregory made an amendment to the motion. He asked to itemize all projects under Building Maintenance and Replacements category in the amount of $27,000.00. Bonnie seconded. Discussion took place among board members and owners present at the meeting. After the discussion took place. JR made an amendment to Gregory’s amendment. JR asked to instead of putting all the project into the budget just add them as an attachment to the budget with all projects itemize under Building Maintenance and Replacement in the amount of $27,000.00. Carol seconded. Carol, JR, and Gregory voted in favor.
Bonnie made an amendment to the motion to the first amendment and to the second amendment. She proposed to reduce Building Maintenance and Replacement funds from $27,000.00 to $20,000.00 and not to do all the projects this year. Gregory seconded. There was not discussion. Vote: Carol and JR voted against it. Bonnie and Gregory voted in favor. Amendment did not pass.
Vote on the original motion made by JR. JR, Carol, and Gregory voted in favor. Bonnie voted against it. The proposed budget for 2011 was approved by the majority of the Board.
Bonnie left the meeting after the vote on the budget took place as she informed to the Board previously. Gregory left the meeting without explanation. The meeting needed to be canceled for lack of quorum.
- Replacing of the A/C unit in the trash room: There was not discussion. Postponed for next meeting
- New Utility Audit Contract: There was not discussion. Postponed for next meeting
- Foreclosure & Liens: Board asked the manager to get three estimates for Process Server to take a decision and move forward with this matter.
- Appointment of New Board Member : Tabled
- Roles of the Property Manager and Board Members: There was not discussion Postponed for next meeting
- Late Fees: There was not discussion.Postponed for next meeting
- SCHEDULE NEXT BOARD MEETING
ST. TROPEZ OCEAN CONDOMINIUM ASSOCIATION, INC.
SPECIAL BOARD OF DIRECTORS MEETING (budget)
MINUTES OF BOARD DIRECTORS MEETING DECEMBER 7TH, 2010
CALL TO ORDER:
Ms. Housen called the meeting to order at 7:35 PM
IN ATTENDANCE:
Carol Housen, President
Jan Roelf Bult, Secretary and Treasurer
Bonnie Schwartzer, Director
Gregory Thomas, Director
ESTABLISH QUORUM
Four board members were present at the meeting. The quorum was established.
ADOPTION OF AGENDA:
Gregory Thomas asked to add to the agenda:
- Appointment of the Fifth Director
- Acknowledgement that Ana Ortiz abandonment her board position
Bonnie Schwartzer asked to add::
- MMI stops waiving late fees penalties.
VOTE:
The entire Board agrees to recognize and make a statement that Ms. Ana Ortiz abandoned her position effective immediately. The Board acknowledges the statute and the violation being cited according to the State. A copy of the Ana Ortiz resignation letter was provided to the Board by the Manager to be included to the official records of the Association.
All board members agreed to approve the minutes by email before we were liable for penalties.
Gregory and Bonnie in favor to add the appointment of the fifth director to the agenda. Jan Roelf Bult and Carol Housen voted against. Item was not put on agenda.
All board members in agreement of adding the late fee item on the agenda.
REVIEW AND APPROVED THE BUDGET FOR THE CALENDAR YEAR 2011
After reviewing the budget in detail and recommendations for changes were made, Jan Roelf Bult made a motion to accept the budget with the changes discussed. Carol Housen seconded the motion.
Vote: Jan Roelf Bult and Carol Housen voted for the motion, Gregory Thomas and Bonnie Schwartzer voted against the budget. Until further notice, the maintenance fees for the initial months in 2011 will remain the same as in 2010.
The Management Comp will send a letter with two coupons for Jan and Feb 2011 until the new Budget is approved.
ADJOURN: There being no further business, the meeting was adjourned AT 9:35 PM.
ST. TROPEZ OCEAN CONDOMINIUM ASSOCIATION, INC.
SPECIAL BOARD OF DIRECTORS MEETING
MINUTES OF BOARD DIRECTORS MEETING NOVEMBER 8TH, 2010
CALL TO ORDER:
Ms. Housen called the meeting to order at 7:00 PM
IN ATTENDANCE:
Carol Housen, President
Bonnie Schwartzer, Vice-President
Jan Roelf Bult, Secretary
Gregory Thomas, Treasurer
Ana Ortiz, Director
ADOPTION OF AGENDA
Change to the Agenda before being adopted by the Board
JR Bult suggested to adopt the agenda and immediately go to new Business 4, B. as the Board received a hand delivered letter today from one of the Board of Director to the office re: delinquency of one of the Board members.
Bonnie Schwartzer suggested adding and discussing in public the legality of a Board member. She asked to add this issue to the first item on the agenda. She stated that she would not vote for the adoption of the Agenda as it was presented.
Carol Housen voted to go to new Business immediately put the new business on the table and settle it.
Gregory Thomas objected to this as he felt that one Board member should not vote or discuss any of items on the agenda.
JR Bult was in favor of first talking of the removal of Officer. Ana was in favor of talking of the removal of Officer. Carol Housen was in favor of all A and B under new Business and removal of a Director.
Bonnie Schwartzer suggested discussing whether or not we have 5 eligible board members to vote before the board vote on anything. She suggested discussing and voting on the eligibility of a board member before we adopted the agenda. All Board members were in favor to discuss.
Gregory Thomas informed the Board that one Board member Ana Ortiz is over 90 days delinquent in her association payments, and therefore not eligible to be on the board. .
After some discussion, Gregory Thomas recommended to postpone this meeting until the Board finds out the legality, as the board members could not agree on the adoption of the agenda.
The Board agreed to ask MMI to review the Board member’s payment history and determine whether she is eligible to be a board member. Also, The Board agreed to ask MMI the accuracy of the Aging Report.
Board members agreed to adjourn this meeting and wait for MMI conclusions and then schedule a new Board meeting.
ADJOURN: There being no further business, the meeting was adjourned AT 7:40 PM.
ST. TROPEZ OCEAN CONDOMINIUM ASSOCIATION, INC.
SPECIAL BOARD OF DIRECTORS MEETING
MINUTES OF BOARD DIRECTORS MEETING OCTOBER 20, 2010
CALL TO ORDER:
MS. Housen called the meeting to order at 6:36 PM
IN ATTENDANCE:
Carol Housen, President
Jan Roelf Bult, Secretary
Anna Ortiz, Director
ABSENTEES:
Bonnie Schwartzer, Vice-President
Gregory Thomas, Treasurer
ADOPTION OF AGENDA:
The Agenda was approved.
UNFINISHED BUISNESS:
- Building repairs and unfinished project list.
There was a discussion among board members and unit owners regarding future building repairs and unfinished project list. The manager presented 3 estimates to the board for the remaining 8 hallways that need to be painted.
MOTION:
Mr. Bult proposed that Cherokee Painting do the work for the remaining hallways, and for the job to be finished before Dec 31, 2010. Carol Housen 2nd it, Ana Ortiz agreed. Motion Passed.
- REVIEW OF 2011 BUDGET AND RESEARVES
Board members went over the proposed 2011 budget and reserve. There was a discussion among board members and unit owners about reserve study, budget items and how to go about it.Board members expressed that the spirit of the meeting was neither make decisions nor changes. It was only meant for making recommendations.
MOTION
Ana Ortiz made a motion to switch the current insurance agent from Brown and Brown to Wells Fargo. Carol Housen 2nd it and Mr. Bult accepted.
ADJOURN: There being no further business, the meeting was adjourned AT 8:20 PM.
MINUTES OF BOARD DIRECTORS MEETING OCTOBER 7, 2010
CALL TO ORDER:
MS. Housen called the meeting to order at 8:09 PM
IN ATTENDANCE:
Carol Housen, President
Bonnie Schwartzer, Vice-President – Left the meeting early for no apparent reason
Gregory Thomas, Treasurer– Left the meeting early for no apparent reason
Jan Roelf Bult, Secretary
Anna Ortiz, Director
ADOPTION OF AGENDA:
The Agenda was adopted as amended.
APPROVAL OF MINUTES OF PREVIOUS BOARD MEETINGS:
- August 3, 2010: Ms. Schwartzer moved that the minutes of the August 3 Board meeting be approved as amended. Ms. Housen seconded the motion. All members in favor minutes approved.
- September 7, 2010: Ms. Schwartzer moved that the minutes of the September 7 Board meeting be approved as corrected. There was a discussion among Board members. Mr. Housen agreed with the changes. JR abstains. There was not voting.
FINANCIAL REPORT:
- August 2010: Mr. Thomas reported that the income was still ahead of the expenses. There is a surplus in August. There is some confusion as to how the Special Assessment funds have been allocated to the reserves. Ivan will clarify this.
MANAGERS REPORT:
Ivan reported that there are still 8 floors to be painted. He is concerned that it will not be completed by December. Mr. Bult moved that a third party contractor be hired to paint the remainder of the floors. Ms. Housen seconded the motion. Ms. Housen, Ms. Schwartzer, Mr. Bult & Ms. Ortiz voted for the Motion. Mr. Thomas abstained. Motion passed.
Ivan also reported that the line of credit will be paid off by the end of the year. The Parapets have been repaired. The rolls up doors are on order.
There are issues on some floors with garbage being left on the floors. Ivan will look into this issue and also to make sure the garbage system is working properly.
The gates to the dumpster has been repaired. We still have to replace the lock.
PRESIDENTS REPORT:
Ms. Housen reported on several maintenance issues that need to be addressed in the budget.
STATUS REPORTS FOR COMMITTEES:
- Building and grounds- Chair Patricia Santangelo: There was no report.
- Rules and Regulations- Chair Carol Housen: Mr. Bult moved that the housekeeping items be accepted as submitted. Ms. Ortiz seconded the motion.
Mr. Thomas moved that the vote on the original motion be postponed until a later date after a written copy of the changes could be supplied. Ms. Schwartzer seconded the motion.
Ms. Schwartzer moved that the rule changes be approved then the new rules and regulations with the housekeeping changes be brought to the Board for a vote. This motion was not seconded.
The Amendment to the original motion was to postpone the vote until a clearly written copy of the new rules be brought to the Board for a vote.
The original motion was voted on and Ms. Housen, Ms. Schwartzer, Mr. Bult and Ms. Ortiz voted for the motion, Mr. Thomas abstained. Motion passed 4-1.
Mr. Bult moved that a bench be installed at a price of $50.00, to allow residents to change into their roller skates. Ms. Housen seconded the motion. All Board members in favor, motion passed.
Ms. Schwartzer moved that the Board discontinue charging moving in/out fees. Mr. Thomas seconded the motion. Ms. Schwartzer and Mr. Thomas voted for the motion. Ms. Ortiz voted against the motion. Ms. House and Mr. Bult abstained. Motion defeated 2-3.
Mr. Bult moved that unit owners be allowed to have a total of two pets, including dogs, cats and birds, with a limit of 20 lbs per pet. Ms. Housen seconded the motion. All in favor, motion passed 5-0.
- In-house Reserve Study- Chair Gregory Thomas: Mr. Thomas reported that the reserve study was continuing. The objectives are getting the replacement costs and useful lives up to date and finding how to pay for some projects that are due now. The current findings are that we have to increase the maintenance fees according to our Treasurer by about $60 a month.
- Concrete Restoration- Chair Carol Housen: Ms. Housen stated there was nothing to discuss until an engineering firm was selected.
- Budget Committee- Chair Gregory Thomas: The budget discussion is on hold pending more clarification on the reserve study.
UNFINISHED BUSINESS:
- Management of Meeting Minutes (Clarification of the Secretary’s responsibilities): This item was tabled until further notice.
- Final selection of engineering firms (after the committee submits its recommendation): Mr. Thomas moved that the Board hire Slider Engineering for the concrete restoration project. There was no second.
Ms. Schwartzer moved that the Board hire Spec Engineering for the concrete restoration project. Ms. Housen seconded the motion. Ms. Housen, Ms. Schwartzer, Mr. Bult & Ms. Ortiz voted for the motion. Mr. Thomas abstained. Motion passed 4-1.
- Parliamentarian: This item has been tabled indefinably.
- Enforcement process for BOD eligibility requirements: Ms. Schwartzer moved that this item be postponed at least until the February Board meeting. Mr. Bult seconded the motion. Ms. Housen, Mr. Bult, Ms. Schwartzer & Ms. Ortiz voted for the motion. Mr. Thomas voted against the motion. The motion passed 4-1.
- Rules and Regulations revisions and recommendations and vote: This item was voted on above.
- Building repairs and unfinished project list: This item was tabled until next month.
NEW BUSINESS:
- Review of 2011 Budget and Reserves/BOD discussion regarding concrete restoration and bldg painting to be inclusive with engineer report: This item was tabled until the next meeting.
- Insurance agent review: Mr. Thomas moved that the Association change insurance agents. Ms. Schwartzer seconded the motion.
Mr. Bult made an Amendment to the original motion that we postpone the vote for ten to fourteen days. Ms. Housen seconded the motion. Bonnie and Ana agreed. Gregory against it. Amendment passed 4-1
At 11:00 PM Bonnie Schwartzer and Gregory Thomas left the meeting for no apparent reason. None of them made a motion to postpone the rest of the meeting.
- Committees & Recommendations: These items have already been discussed.
- Guidelines for Attorney Consultation Calls (Discussion and decision on advice from attorneys): Mr. Bult moved that if any Board member wants to call an attorney, the President must be involved. Ms. Housen seconded the motion. All Board members agreed.
- Acquiring proposals for installing fob technology: Mr. Bult moved that whether or not we install fob technology, we do not eliminate the nighttime security. Ms. Housen seconded the motion. The motion passed unanimously.
- Acquiring proposals for different landscape and inside plant vendors: This item was removed from the agenda. It will be reconsidered at the next meeting.
- Foreclosures & Liens: The notice was included in the package.
SCHEDULE NEXT BOARD MEETING: The next meeting will be October 15, 2010 at 6PM for Budget and finance.
ADJOURN: There being no further business, the meeting was adjurned.
MINUTES OF BOARD DIRECTORS MEETING SEPTEMBER 7, 2010
CALL TO ORDER:
MS. Housen called the meeting to order at 8:07 PM
IN ATTENDANCE:
Carol Housen, President
Gregory Thomas, Treasurer
Anna Ortiz, Director
Bonnie Schwartzer, Vice-President
ABSENT:
Jan Roelf Bult, Secretary
Approval of Minutes of the May 14, May 24 & June 28 Board Meetings: Mr. Gregory asked that the minutes of June 28 be change to state only that Gregory Thomas, treasurer and Bonnie Schwartzer, Director were absent. Ms. Schwartzer moved to accept the minutes of the May 14 & May 24 minutes and to accept the June 28 minutes as revised. All Board Members in favor, motion passed.
Financial Report July 2010: Mr. Thomas reported that the finances of the building are in relative good health. The revenue is keeping up with expenses. At the half-year mark, all expenses are between 47% and 53% of the budget as of June. The vast majority of Owners are playing their assessments on time. However, handfuls are not and the amount is approximately $60,000.00. This includes the units in foreclosure. $14,000.00 to $17,000.00 is from this year.
There have been a couple of surprise expenses. Eight new sprinklers and the Pump room doors in the garage. We have also had a roof leak. These types of surprises may put a strain on the budget in the second half of the year.
Ms. Housen was concerned about the deficit and stated that due to the market the number of foreclosures may go up. Mr. Thomas stated that we do have an allowance for bad debts to cover assessments not paid.
Managers Report: Ivan stated that he had sent the report and stated that the hallway-painting project was continuing. He recommended using William on overtime to finish the project. There are 8 floors to finish. Ivan stated that there are places in the budget where we can take the money. He will put the amounts in writing along with where the money will come from and present it to the board. This would be less expensive than hiring a licensed contractor.
Ms. Housen asked about the wood in the elevator being carved with “MA”. Ivan suggested that we budget for more cameras and an upgraded DVR system in next year’s budget. Mr. Thomas moved that we research putting cameras in the elevators. Ms. Housen seconded the motion. All members for, motion passed.
Ms. Housen asked about the cost for the pump room doors. Mr. Thomas would like to see more information on the warranties. Ms. Housen agreed and stated she would also like to get more quotes on the roll up doors before voting.
Ms. Housen asked about the Parapet. Mr. Thomas stated that it is crumbling. It is decorative. One must be fixed immediately for safety reasons. We have bids for the one that must be done now. Mr. Thomas would like to do a quick fix and then have all the parapets removed when the concrete restoration work is done. There is money in the budget. After a brief discussion; Mr. Thomas moved that the 1 Parapet be repaired at a cost of $2,300.00. All board members in favor, motion passed.
Status Reports for Committees:
- Building and Grounds: Ms. Housen will request a meeting and suggest that all board members submit a wish list.
- Rules and Regulations: Ms. Housen submitted the sign in sheet from the meeting and submitted a copy of the draft. Ms. Housen and Mr. Thomas will get together to make adjustments before bringing the changes to the Board for a vote.
- In-House reserve study: Mr. Thomas reported that the previous Board discussed changing the line items on the reserves. There is about $290,000.00. Replacement costs have become obsolete. Some line items should be changed also.
- Concrete Restoration: There is a meeting scheduled tomorrow night at 8:00 PM. A committee chair will be selected.
Unfinished Business:
- Signage for CU-5: Ms. Schwartz moved that the sign be allowed to be posted subject to building code. Mr. Thomas seconded the motion. Ms. Housen, Mr. Thomas and Ms. Schwartzer for the motion. Ms. Ortiz against, motion passed 3-1.
- St. Tropez Web page: Ms. Housen would like to make sure that all handouts and memo’s to the owners and residents include the Web page and web address.
- Enforcement process for BOD eligibility requirements: This item has been tabled.
- Enhanced communication process: Ms. Schwartzer moved that all Association communication be posted specifically on the garage and mail room bulletin boards and posted on the website and e-mailed to all those with e-mail addresses, allowing those with e-mail addresses to opt out including all minutes agendas and notices. Mr. Thomas seconded the motion. Mr. Thomas, Ms. Schwartzer & Ms. Ortiz voted for the motion, Ms. Housen voted against, motion passed 3-1.
- Relocation of reserve accounts to different banks: After a brief discussion Mr. Thomas moved that the Board move that the Board move the TIAA account to a no penalty CD account at Allay Bank. Ms. Ortiz seconded the motion. All members for the motion, motion passed.
- Completion of hallways painting project: (See above)
- Mailroom project: Proposals will be gathered and the item will be considered on next year’s budget.
- Storage room for front desk packages: Proposals will be gathered and the item will be considered on next year’s budget.
New Business:
- Insurance claim: Mr. Thomas moved that the Board pay the remainder of the claim. ($1,224.00). Ms. Housen seconded the motion. All members in favor, motion passed.
- Parliamentarian: Ms. Housen moved that we have an appointed parliamentarian to attend future meetings at no cost to the Association. Ms. Ortiz seconded the motion. All members in favor, motion passed.
- Committees & recommendations: The new Rules and Regulations will be voted on at the next regular Board meeting.
- Budget Timelines: The preliminary draft will be available by September 30th. The first committee meeting will be on October 7th at 7:00 PM. Ms. Schwartzer moved that the budget timeline as laid out, with the exception of October 7th be accepted. Ms. Housen seconded the motion. All members in favor, motion passed.
- Upcoming Board of Directors meeting schedule: Ms. Housen moved that the distributed calendar of meeting dates be accepted by the Board. Ms. Ortiz seconded the motion. All members in favor, motion passed.
- Transcription service contract: Ms. Ortiz moved that we terminate Transcription service contract as it is duplicitous with the audio transcription cost the Association $60.00 per transcript and to periodically burn a CD of the recordings. Ms. Schwartzer seconded the motion. All members in favor, motion passed.
Mr. Thomas moved that the Secretary be responsible to produce the minutes from the transcripts or his notes. Ms. Ortiz seconded the motion. Mr. Thomas and Ms. Schwartzer in favor, Ms. Housen and Ms.Ortiz abstained, motion failed.
- Suspension of common area use rights and unit owner voting rights for unit owners’ delinquent for more than 90 days. This is per the new Distressed Condominium Relief Act Amendment. Need resolution from the BOD: Ms. Schwartzer moved to enforce the legislation from the state in the Distressed Condominium Relief Act that was effective July 1, 2010 that will suspend the common area use rights and Unit owner voting rights for unit owners delinquent more than 90 days Mr. Thomas seconded the motion, All Members in favor, motion passed.
- Communication via e-mail with the Board and the Manager to approve building business prior to BOD meetings: After much discussion, no action was taken on this item
- Repair of pump room doors: (See above)
- Holiday party: Ms. Housen suggested that the Association hold a Holiday Brunch this year on December 11, 2010.
- Repair of parapet (the “U” structure in the roof): (See above)
- Security Guards at night- This item was tabled.
- Miami Management Concierge Department is proposing a raise for all the Front Desk Personnel: Mr. Thomas moved to postpone this item until the budget discussions. Ms. Housen seconded the motion. All board members for, motion passed.
- Foreclosures & Liens: Units in Foreclosure four (4) Units that has been lien by the Association one (1)
Schedule next Board meeting:
Adjourn: There being no further business, the meeting was adjourned at 10:50.
ST TROPEZ OCEAN CONDOMINIUM ASSOCIATION INC.,
SPECIAL MEETING
TUESDAY, AUGUST 3, 2010 AT 7:00 PM.
MULTI PURPOSE ROOM
MINUTES
CALL TO ORDER
The President called the meeting to order at 7:15 PM
IN ATTENDANCE
Jan Roelf Bult (President)
Carol Housen (Vice-President) by phone
Ana Ortiz (Secretary)
Gregory Thomas (Treasurer) – not present during first part of the meeting.
Bonnie Schwartzer (Director) – partly on phone and partly in person
ADOPTION OF AGENDA
Board members agreed: Jan Roelf Bult, Carol Housen. Ana Ortiz
Board members abstained: Bonnie Schwartzer
The Agenda was adopted with 3 yes and 1 No.
NEW BUSINESS:
- Board of Director Officers (Organizational Meeting)
Ana Ortiz notified that she received a letter that the President resigned from his position in order to allow for better working relationship amongst the board.
President of the Board Open Position:
Nominations: Carol Housen and Gregory Thomas nominated themselves.
Voting: Carol for President: In favor: Jan Roelf Bult, Ana Ortiz. Carol Housen
Abstain: Bonnie Schwartez; Against: Gregory Thomas
Carol was accepted as president 3 in favor – 2 against
Gregory Thomas for President:
Not a single board member voted in favor.
Vice-President open position:
Gregory Thomas nominated Bonnie for Vice-President
Ana Ortiz and Jan Roelf Bult abstained. Carol, Gregory and Bonnie agreed.
Bonnie was accepted as vice president 3 in favor – 2 against
Jan Roelf Bult informed the Board that he received a resignation letter from the Secretary of the Board but will stay as a Board member.
Secretary open position:
Carol Housen nominated Jan Roelf Bult as a Secretary.
All Board members agreed.
Jan Roelf Bult informed Carol Housen as President of the Board that he is in receipt of a letter from the state Department Re: Complaint from Lyle Chung #1204 in regards to a meeting incident (Video Taping Board members meeting). Per Bonnie’s request, the Secretary read the letter.
SCHEDULE NEXT BOARD MEETING
Next Board meeting was scheduled for Tuesday, August 31, 2010 at 8:00 PM. All Board members agreed
ADJOURNMENT
They’re being no further business; the meeting was adjourned at 7:35 PM
ST. TROPEZ OCEAN CONDOMINIUM ASSOCIATION, INC.
BOARD OF DIRECTORS MEETING
MINUTES OF BOARD DIRECTORS MEETING JUNE 28, 2010
CALL TO ORDER:
Jan Roelf Bult called the meeting to order at 7:03 PM
IN ATTENDANCE:
Jan Roelf Bult, President, Carol Housen, Vice-President, Anna Ortiz, Secretary,
ABSENT
Gregory Thomas, Treasurer, Bonnie Schwartzer, Director
ALSO PRESENT FROM MIAMI MANAGEMENT
Eddie Gonzalez (Concierge Department Supervisor) Maritza Gonzalez (CAM Lincense) and Ivan Abrantes the Manager
ADOPTION OF AGENDA
Ana Ortiz asked the Board to take out the following item on the agenda:
- Incident of May 4th (Organizational Meeting)
Carol Housen Seconded. JR Bult was in favor. The president of the Board explained to the audients that According to Article VIII in the Bay-Laws of the Condominium Roberts Rules of Order (Latest Edition) shall govern the conduct of Association meetings. Responding to unit owners at the meeting that thought that the meeting was canceled by the Treasurer, the President informed that the Board Meeting was never cancelled. In addition. Also according to Roberts Rules it is the President that sets the agenda but to be binding it must be adopted by majority vote at the start of the session). The Agenda was adopted unanimously.
First Motion: The President gave the chair to Carol Housen. The President move to clarify that the BOD meetings of May 24th was properly adjourned according to Robert’s Rules. Ana Ortiz seconded. Carol Housen agreed. There was no discussion. Motion passed.
Second Motion: The president moved to make a public statement that during board meetings none of the Board of Directors, specially the chair, never denied or obstructed video taping from anybody, from any unit owners and no Board of Directors members harassed, verbal abused, make racist comments to anybody or physically abused to anybody. Ana Ortiz seconded. Carol Housen agreed. There was not discussion. Motion passed.
NEW BUSINESS:
Letter of Demand Unit #1204
The President gave the chair back to Carol in order to make a motion:
Third Motion: The president made a motion that The Association agrees with Unit 1204 demands that the current Board of Directors obey with the Florida State statues and the By-Laws of the St. Tropez Ocean Condominium Association and protect and defend the rights of unit owners to attend and videotape association meetings without harassment, verbal abuse, racist slander and physical abuse from other unit owners, quests of unit owners or members of the board of directors and he moved that The Board of directors will follow Robert’s Rules (which is and has been a reasonable operating plan to conduct meetings) to protect unit owners (within our ability) of harassment during the meetings, and particularly while video taping protect unit owners from being assaulted by the president, or other unit owners and other board members as well and insure that homeowner’s meeting are attended by qualified homeowners. Ana Ortiz seconded.
The President made an amendment to the motion that the motion will be putting in writing and send to Unit owner 1204 and Cc to all Board members. Ana Ortiz seconded. All Board members in favor, motion passed.
Communication between Board members in-between Board meetings
The President gave the chair back to Carol in order to make a motion:
Fourth Motion: The president moved that no Board matters that need to be decided and voted on during a Board meeting, will be discussed amongst Board members in-between Board meetings. Ana Ortiz seconded. All Board members in favor, motion passed.
Adjourn: They’re being no further business; the meeting was adjourned 7:20M
MINUTES OF BOARD DIRECTORS MEETING MAY 24, 2010
CALL TO ORDER:
Jan Roelf Bult called the meeting to order at 9:35 PM
IN ATTENDANCE:
Jan Roelf Bult, President
Carol Housen, Vice-President
Ana M. Ortiz- Secretary
Gregory Thomas, Treasurer
Bonnie Schwartzer- Director
Adoption of Agenda: Mr. Bult stated that he would like to add the discussion of the new lamps on the agenda. Mr. Bult, Ms. Housen, Ms. Ortiz, Ms. Schwartzer, for adoption of the agenda. Mr. Gregory opposed. Agenda adopted.
Unfinished Business:
- Engineer Report for Concrete Restoration: Mr. Bult stated that we are due to have the building painted and in order for this to be done, we need to do a concrete restoration. We must have an Engineer’s Report to determine how much work must be done. In addition pieces of cement are falling off the building. We have 3 quotes, for the inspection ranging from $10,000.00 to $18,000.00. This is something we will need to decide upon in the next few months. Ms. Housen wanted to know if we had quotes to paint. Ivan stated that it would run $100,000.00 to $150,000.00 to paint. Ivan reported that RAS Engineer Consultants Quoted $11,000.00. This company is recommended. Worldwide Construction gave a quote of $17,280.00. Waterproofing, painting and restoration are the items they will look for. The third quote was $13,500.00. This item will be added to next moth’s agenda for further discussion. Ms Schwartzer asked for the recommendation of Al Wright who is an architect. Mr. Wright’s recommendation was that we acquire quotes from licensed engineer’s and not painting contractors. The board then recommended that at least 2 estimates be obtained from licensed engineers.
- Corporation Credit Card with Banco Popular: Mr. Bult stated that the Association needs to have a credit card. Ms. Housen stated that they need to have a name on the card, and she would put her name on it. This will not be linked to her credit. This card would be only for St. Tropez. Mr. Thomas stated that if we are going to use a credit card, it should be strict and should be paid off monthly. Mr. Bult suggested getting a prepaid American Express card with a $1,500.00 to $2,000.00 balance. Mr. Thomas stated we don’t have the money to tie up on the pre paid card. Mr. Bult moved that we get a prepaid credit card with a balance of $1,500.00. Ms. Schwartzer seconded the motion. Ms. Schwartzer amended the motion to a credit card. With a $1,500.00 limit with no board member co-signer. Mr. Thomas seconded to amend the motion. All board members now in favor. Motion amended. All Board Members voted in favor of the amended motion. Motion to get a Credit card with a $1,500.00 limit passed.
- Utility Agreement with ICG: Ivan reported that ICG accepted the revised contract, which will be terminated if they do not provide a refund within 90 days and that they explain the process before starting. Mr. Thomas wanted to know how far back they look for each utility. Mr. Bult recommended that when the contract was completed that Ms. Schwartzer would sign the agreement.
- Lamps: Mr. Bult stated that one of the lamps on the 7th floor is broken. They don’t make those lamps any more. The board in order to save some money voted to put the new lamps on the 5th floor, which has fewer lamps. A unit owner on the 5th floor is upset, since she doesn’t like the new lamps. Mr. Bult wanted to make sure everyone knows the Board not the Building and grounds committee made the decision. Mr. Bult feels that the lights on the 7th floor be changed at this time. Mr. Thomas moved that the sconces be changed on the 7th floor Ms. Schwartzer seconded the motion, All Board members in favor Motion passed.
Adjournment: There being no further business the meeting was adjourned at 10:30 PM
MINUTES OF BOARD DIRECTORS MEETING MAY 14, 2010
CALL TO ORDER:
Jan Roelf Bult called the meeting to order at 7:03 PM
IN ATTENDANCE:
Jan Roelf Bult, President, Carol Housen, Vice-President, Gregory Thomas, Treasurer, Anna Ortiz, Secretary, Bonnie Schwartzer, Director (On Speaker Phone)
The Agenda was adopted unanimously.
Approval of Minutes of March 11, April 29 & May 4 Board Meetings: Mr. Bult asked that the Minutes of the March 11, April 29 meetings be approved. Mr. Bult asked that the Minutes of the May 4th meeting be amended to remove the names stated. Also, Mr. Bult asked to change last paragraph of the minutes of May 4th (At the end of the meeting the President of the Board asked the board to include in the minutes an incident that happened during the meeting between a unit owner and one of the Board members). All board members in favor.
Signage for CU-5: The owner of the restaurant in CU-5 presented a sign that he would like to put on the side facing the ocean over the window.
Financial Report February & March 2010: Mr. Thomas reported on the profit and loss statement for March. Legal fees were over by $3,163.00. Ivan will look at this. We are $2,458.00 over budget year to date. Mr. Bult stated the balance sheet showed that the interest on reserves is very low and suggested we look at other investments. Ms. Schwartzer asked about the charge for Business card payment. This was for the St. Tropez credit card created by Chuck Verdi.
Manager’ Status Reports:
- Fire Sprinkler System Repairs: After the inspection it was found that more work must be done totaling $5,600.00.
- Roofing Contract: We have a maintenance agreement with Best Roofing. As approved by three board members via email. Mr. Thomas thought that it would be better to decide this at Board meetings. Mr. Bult stated that as a new board we need to establish rules for emergencies between board meetings.
Status Reports for Committees: Invitation for unit owners to join committees
- Building and Grounds: Patty invited the board members and residents to join her and Brad on the committee. The 7th floor sconces need to be replaced. We will replace one floor and keep the other matching the older ones for spares. The new ones will go on the 5th floor. The large storage units will have to be anchored and the unit owners will pay the cost. We are waiting for the granite countertop for the mailroom.
- Rules and Regulations: Ms. Housen stated the committee meets at the request of the board. A notice will be put out for the next meeting.
- In-house Reserve Study & Analysis Project: Ms. Housen nominated Gregory to be the new chair of the reserve study committee since Al Wright declined to take the responsibility that was given to him in a previous meeting. All members approved and the motion was accepted.
Unfinished Business:
- Legal:
- Liens & Foreclosures: Ms. Schwartzer stated that we need to look into the new law allowing the Association to restrict people from using the limited common elements if their maintenance is behind. Ivan will get the details from the attorney. Ms. Housen stated that unit 702 closed today. We should get $12,078.00 back maintenance and $791.45 back special assessment. Some of this will go to the attorney. We should have the money by next week.
- Commitment Agreement Letter: We have a recommendation from our attorney to have board members sign this letter. It is not mandatory.
- Legal Updates: The revision to the Condo documents has been filed. The lawsuit will be updated at an executive meeting with the attorney. The developer is sending an updated settlement offer.
- Utility Audits: Ms. Schwartzer moved that we move forward with the utility bill audit with ICG pending a reference check. Mr. Thomas seconded the motion. All members in favor, motion passed.
New Business:
- Signage for CU-5: Ms. Schwartzer moved that we allow Giacomo to display his new sign. Mr. Thomas seconded the motion. Ms. Hausen moved to postpone the motion so until next month so that all members can review the city code. Mr. Thomas seconded the motion. Mr. Bult, Ms. Housen, Ms. Ortiz & Mr. Thomas for, Ms. Schwartzer against. (4-1) Motion of tabling accepted. Main motion will be discussed in upcoming board meeting
- St. Tropez Newsletter: Ms. Housen moved that the board discuss the St. Tropez Newsletter. Ms. Ortiz seconded the motion. Ms. Housen stated that she does not feel the newsletter should not have the St. Tropez newsletter unless approved by the board. Mr. Thomas agreed to take the name off and not state that it is from a director only an owner.
- Enforcement Process for BOD Eligibility Requirements: Mr. Thomas moved to open discussion for the BOD requirements. Ms. Schwartzer seconded the motion. Mr. Bult appointed Ms. Housen as the Chair. Mr. Bult move to postpone the motion till the next board meeting. Ms. Ortiz seconded the motion. Ms. Housen, Mr. Bult, Ms. Ortiz for the motion. Mr. Thomas opposed and Ms. Schwartzer abstained. Motion to postpone carries (3-2). Original motion tabled until upcoming meeting.
- Robert’s Rules: Guidelines or Rules? Ms. Schwartzer withdrew this item.
- Enhanced Communication Process: Ms. Schwartzer moved that all Association communications be in English and Spanish posted specifically on the garage and mail bulletin areas, posted on the website and e-mailed to all those with e-mail addresses allowing those with e-mail addresses to opt out, including all minutes, agendas & all notices. Mr. Thomas seconded the motion. Ms. Schwartzer moved to postpone this item until next month. The Board decided to wait for the vote in order to find out the cost of translating to Spanish. Ms. Housen seconded the motion. Motion tabled until next month. Board members agreed
- Format of Meeting Minutes: Ms. Schwartzer moved that we modify the meeting minutes to make them easier to read. There was no second. Item not discussed.
- Process for Developing Meeting Agendas and Communicating Schedules: Ms. Schwartzer moved that regular meetings be scheduled consistently on the same day of the week. That they be scheduled several Months in advanced and that they have a time line for development and distribution. The notification should go out two (2) weeks prior to the meeting. Mr. Thomas seconded the motion. There was then a discussion among the Board members. Board members agreed to schedule next regular board meeting on Monday, June 28th at 7:00 PM. No vote was taken.
Schedule Next Board Meeting: The next meeting will be held June 28, 2010 at 7:00PM. The notification will go out two weeks prior.
Adjourn: They’re being no further business; the meeting was adjourned 9:42PM
MINUTES OF MEETING: MAY 04, 2010
IN ATTENDANCE
Carol Housen,
Jan Roelf Bult,
Ana M Ortiz
Bonnie Schwartzer
Gregory Thomas
ALSO PRESENT
Ivan Abrantes (Property Manager)
CALL TO ORDER
Ivan Abrantes called the meeting to order at 7:3 p.m.
ELECTION OF OFFICERS BY THE BOARD OF DIRECTORS
Jan Roelf Bult and Bonnie Schwarter volunteered for President position. Voting for JR were JR, Carol Housen, and Ana Ortiz. New President Jan Roelf Bult
Carol Housen and Gregory Thomas volunteered for Vice President. Voting for Carol were JR, Ana Ortiz, and Carol. New Vice President Carol Housen
Ana Ortiz and Bonnie Schwarter volunteered for Secretary position. Voting Ana Ortiz were JR, Carol, and Ana. New Secretary Ana Ortiz
Gregory Thomas volunteered for Treasurer position, all board members voted in favor. New Treasurer Gregory Thomas.
Bonnie Schwarter new Director
At the end of the meeting the President of the Board asked the board to include in the minutes an incident that happened during the meeting between a unit owner and one of the Board members.
ADJOURNED
Meeting was adjourned at 7:35 PM
MINUTES OF MEETING: APRIL 29, 2010
IN ATTENDANCE
Carol Housen, Vice-President
Albert Wright, Treasurer
Patricia Santangelo, Director
ABSENT
Charles Verdi, President
Jan Roelf Bult, Secretary
ALSO PRESENT
Ivan Abrantes (Property Manager)
Joann Russo from Miami Management Hi-Rise Division
CALL TO ORDER
Carol Housen called the meeting to order at 7:10 p.m.
DETERMINATION OF QUORUM OF MEMBERS
Three Board Members established quorum.
APPOINTMENT OF INSPECTORS OF ELECTION
Board asked for volunteers. Two volunteers were appointed.
Mike Vazquez Apt # 601
Ronald Urness Apt # 2201
INSPECTORS OF ELECTION TO COMMENCE THE COUNTING OF VOTES
Ballots Received 52
VOTES:
Jan Roelf Bult 46
Lyle Cheung 29 *
Carol Housen 30
Ana Maria Ortiz 36
Patricia Santangelo 16
Bonnie Schwartzer 39
Gregory Thomas 29*
*Mr. Lyle Cheung and Mr. Gregory Thomas received the same numbers of votes 29. Mr. Lyle after a brief conversation with Mr. Thomas conceded his position to Mr. Thomas in order to avoid a runoff election and the related expense to the Association.
ANNOUNCEMENT OF DIRECTORS ELECTED TO BOARD
Jan Roelf Bult 46
Bonnie Schwartzer 39
Ana Maria Ortiz 36
Carol Housen 30
Gregory Thomas 29
ADJOURNED
Meeting was adjourned at 8:00 PM
ORGANIZATIONAL MEETING
CALL TO ORDER
New Board called to order at 8:02 PM
Joann Russo guided the new Board to do appointment.
ELECTION OF OFFICERS
Carol Housen made a motion to postpone the election of officers for the following week as Jan Roelf Bult requested in an e-mail to the new Board, because he was in Europe working. Joann Russo from Miami Management thought that JR’s email request was a tie-breaking vote. The motion passed 3-2. Three Board members agreed to postponed the meeting (Carol Housen, Ana M Ortiz, and Jan Roelf Bult) the other two board member were against it (Bonnie Schwartzer and Gregory Thomas)
The organizational meeting was rescheduled for May 4th, 10 at 7:00 PM
ADJOURNMENT
Meeting was adjourned at 8:15 PM.
MINUTES OF BOARD DIRECTORS MEETING MARCH 11, 2010
CALL TO ORDER:
Mr. Verdi called the meeting to order at 7:05 PM
IN ATTENDANCE:
Charles Verdi, President
Carol Housen, Vice-President
Albert Wright, Treasurer
Jan Roelf Bult, Secretary
Pati Santangelo, Director
Rolan Colon Presentation from ECS Business Services (Review our monthly fixed expenditures for prior billing errors, improvements and/or savings):
Mr. Colon stated that he was a utility auditor and he tries to find mistakes made by the utility companies. His company gets a shared savings of 50% of what they find. They also run simulations to optimize rates. They can go back 3 years to look for mistakes. This is a utility audit, not an energy audit. They are working out a deal with MMI for bulk rates. The Association is not obligated to accept the company’s recommendation.
A resident asked if the Board had received any other bids. At this point we have not.
Ivan will check the references and look for other bids. It will be brought to the board next month.
Approval of Minutes of Jan 28, 10 Board Meeting:
Ms. Housen moved that the minutes be approved. Mr. Wright seconded the motion. All Board Members in favor, motion passes.
Financial Report Jan 2010:
Mr. Wright reported that January’s income was $68.00 over budget and expenses were $5,458.00 under budget. This does not include the special assessment.
The Special Assessment collected in January was $8,131.00 and the total since the beginning is $92,649.00. $82,540 has been spent paying down the line of credit. There is a balance left of $7,148.00
No accounts over budget (expenses of $1,000.00 or more). Under budget their 5 items totaling $12,651.00. This yields a net income of #13,658.00.
701 & 702 are still delinquent. 6 units were delinquent over $1,000.00 and 12 under $1,000.00. for a total of $52,507.00.
Mr. Bult asked why unit 702 reduced by $7,499. This was money paid at the closing and has been received. We should get another $10,000 from this unit.
39 units have paid in advance for a total of $31,000.00. This is a typical amount.
Cash flow 23 checks in the amount of $9,474.00 were held in January.
Special Assessment income and payments have been added to the report.
Reserves transfers have been made. $41,904 is still due to the reserves from the special assessment.
Managers Report:
Expansion joint repairs, we have a lower bid. $15,193.00 to do the 5th floor and three drains in the third floor of the garage. Other proposals were $40,000.00 and $21,000.00. The drain seals need to be changed due to water seeping around them and flooding the commercial units. Ivan will make sure if the drains need to be replaced. The job should take 10 working days. The money will come out of reserves. Board members agreed. Albert Wright and the Manager will set up an appointment with the Contractor to review the wording and price on the drain seals.
Legal Updates (Liens & Foreclosures):
701 should close by the end of the month. We should get $20,000.00 plus March. 702 have been sold and no approval will be given till the closing statement shows we will get all our money. We have the right to collect the rent directly from the tenant if the owner isn’t paying the Maintenance.
Old Business:
- New Maintenance/Porter Position: This Item will be discussed later in a closed meeting.
- Fire Sprinkler Repair Update: This project is now under way. Ivan will check to see if the pipe has to be painted.
- Expansion Joints: As stated above, we will have a meeting to clarify the language about the drains.
New Business:
- Analysis of St. Tropez Reserves (In House): Ms. Hausen moved that regardless of the new board, Mr. Wright should chair this committee. Ms. Santangelo seconded the motion. All Board members in favor, motion passed.
- Hallways Painting Project: 12 floors still need to be painted. This issue will be discussed more at a later time.
- Flood Insurance Renewal: The insurance renewal is due April 1, 2010. We have money to pay for this.
- Carol Housen will look into getting a corporate credit card with Banco Popular.
Reports for Committees
- Building and Grounds Committee: Certain areas need to be stayed on top of regarding cleaning. Mr. Verdi suggested that someone go look at the building down the street that Coast to coast is working on. We need to start working on the mailroom. We can get cinder blocks to hold the larger storage units so the doors can open. All the units must be the same type.
- We have recommendations of what to do regarding the heat situation.
Adjourn: There being no other business, the meeting was adjourned at 9:10 PM.
MINUTES OF BOARD DIRECTORS MEETING JANUARY 28, 2010
CALL TO ORDER:
Mr. Verdi called the meeting to order at 7:40 PM
IN ATTENDANCE:
Charles Verdi, President
Carol Housen, Vice-President
Albert Wright, Treasurer
Jan Roelf Bult, Secretary
Pati Santangelo, Director
Approval of Minutes of Nov 23, 09 and Dec 19, 09 Board Meetings: Ms. Housen moved that the Minutes of the Nov. 23 & Dec. 19 09 meetings be approved. Mr. Bult seconded the Motion. All Members in Favor.
Financial Report Nov and Dec 09: Mr. Wright reported that the scorecard reflects that the Income Statement was $605 under budget for November and $1,282 under budget for the year. This is not surprising due to the Delinquencies we have been experiencing all year. Expenses we were ahead $6,972 for November and $10,908 for the year.
Ms. Housen requested that copies of the scorecard should be given to the owner who attends to the meetings. Ivan will do that.
Mr. Wright reported on the key items: 13 items were over budget for a total of $45,160 and 13 under budget for a total of $55,298. Net income for November $5,366 under budget and year to date $9,635 under budget.
Delinquencies for November 2 units over 90 days late, 6 Units over $1,000 late and 13 under $1,000 late. Total Delinquencies (21) units $51,284. Paid in advance (41) $19,971. We are about $30,000 in arrears in payments.
Cash Flow there were 15 checks outstanding for a total of $38,167, the total in our account was $19,909 for a negative cash flow of $18,258.
Reserves were paid up to date. Due to reserves $41,904. This has been paid back to the reserves. Mr. Bult asked about the November 09 financials adjustment. Ivan stated that the Statement was adjusted due to the Special Assessment. Ivan will check for further information.
For December: Income, we were $1,078 below budget for the month and year to date we were $2,361 below budget. This is due partially to bank interest rates being substantially lower. Bank interest was $9,202 below budget.
Mr. Bult stated that we should look into other types of investments with the money the Association has at Tiaa-Cref Mutual Funds
Expenses: Decembers budget was $72,807, we spent $111,212 putting us over budget $38,405. This is mainly due to Bad debt and legal costs. Year to date, we budgeted $873,680.04 and spent $901,177 so we were $27,497 over. The key expense items 17 account over budget totaling $77,617 and 13 accounts under budget totaling $47,606. Net income was $29,724 over budget and $29,858 for the year.
20 units delinquent for December totaling $54,182 and 42 paid in advance totaling $31,288. Ivan noted that 701 & 702 were $40,000 of this number.
Cash flow 59 checks not paid $47,089 and we had $33,936 in the bank so we were short $13,159.
Reserves are paid to date. Due to reserves $41,904. This has been paid back to the reserves. We are paying almost $10,000 towards the line of credit each month.
$9,750 has been paid toward the fire safety systems. 50% deposit.
Mr. Bult stated we lost $39,483 from November to December.
Mr. Bult asked about the bad debt. Mr. Wright stated that MMI determines the amount and him approves it. Mr. Bult thinks the board should approve it together. In the future items in these large amounts will be brought to the board.
Managers Report: Ms. Housen had a question on the Managers Report, regarding the hot water heaters. Was this worth the expense for two weeks every year or so. Ivan is still getting proposals and looking into alternatives.
Ms. Santangelo wants to know when we will start on the hallway painting.
Legal Update (Liens and Foreclosures): Ms. Housen stated that 702 since the title was assigned and did not go back to the bank, they must pay the total. 701 is in the process of a short sale, the Board has refused to take less than $20,000. If the buyer doesn’t pay, the will lose the unit and it will be foreclosed. The other two units in foreclosure one is priced aggressively as a short sale, the other is in negotiations with his bank.
Old Business:
- New Maintenance/Porter Position: This item will be discussed with the Attorney before any action is taken.
- Attorney: The Board will have a meeting with the attorney to get an update on the lawsuit. Mr. Bult moved that Mr. Yaffe be the attorney for all general building issues except the litigation with the Developer. Ms. Housen seconded the motion. All board members in favor, motion passes
- Fire Sprinkler System Repairs Update: Ivan said that the Company still does not have the permits from City of Miami Beach, the company has presented everything to the city but the city still want them to do some modification and add more information to the blue prints, as soon as the company obtains the permits they will start the repair. It will be paid for with the line of credit. It will be paid back in this year’s budget.
- Expansion Joints: We have two estimates for $52,000 & $54,000. We will get more estimates doing just the 5th floor. This should be paid for with the reserves.
- Concrete Restoration: We need an engineer report and the estimate is $10 to15, 000. Ivan will get 3 quotes.
New Business:
- Air Conditioning Company Billing Issues: Mr. Verdi stated that the company is over billing. Ms. Santangelo moved that the board switch A/C companies to Good Air. Mr. Bult seconded the motion. All Board members in favor, the motion passes.
- New A/C Company- Good Air:
- Heating System- Estimates to Install: This has been tabled.
- 2010 Pending Projects- Time Line & Approval: Ivan passed out a list of pending projects. Mr. Bult stated that the hallway project needed to be done as soon as possible. The Mailroom needs to be remodeled; this will be done by the in-house maintenance. Ms. Housen would like to get valet carts to replace the shopping carts. Ivan will get quotes. The board must approve storage units for the garage before they are installed. There are two options owners can choose from. They must pay for them themselves. Mr. Wright asked about estimated for upgrading the cooling tower plumbing and metering it separately. Ivan is working on this project. Ms. Santangelo would like an upgrade to the front desk area.
Reports for Committees:
- Building and Grounds Committees: The committee will meet soon to go over new projects.
- Rules And Regulations Committees: Ms. House would like all Board members to be informed of all violations. Ivan will include this on his Managers Report. All parking space changes should be registered with the office. The committee will meet to discuss other parking issues.
Adjourn: There being no further business, the meeting was adjourned at 10:00 PM
ST. TROPEZ OCEAN CONDOMINIUM ASSOCIATION, INC.
REGULAR BOARD MEETING
MINUTES OF BOARD DIRECTORS MEETING DECEMBER 10, 2009
CALL TO ORDER:
Mr. Verdi called the meeting to order at 6:30 PM
IN ATTENDANCE:
Charles Verdi, President
Carol Housen, Vice-President
Albert Wright, Treasurer
Jan Roelf Bult, Secretary
Pati Santangelo, Director
Review and approve the budget for the calendar year 2010:
A discussion took place about employees’ bonus/salary. The BOD never had an agreement or a meeting before about employees’ compensation and its disbursement. Manager Ivan Abrantes requested to be present at his salary negotiation with Board members. The President of the BOD recommended approving the Budget. He also mentioned that he wanted to call another BOD meeting in January 2010 to further discuss the bonus/salary disbursement issue. Mr. Bult disagreed, as the BOD will have no further information needed to decide on our manager’s compensation. If the BOD currently believes that our employees do deserve a bonus we should make that decision at this evening. Mrs. Santagelo, Mr. Verdi and Mr. Wright disagreed with that and were not willing to give clarity and make a decision that evening.
Patricia did not want to give the employees a bonus or salary increase. She recommended relocating those funds into “contingency”. She wanted to allocate that money for building improvements instead of employee salary. Mr. Verdi and Mr. Wright did not agree with that.
Mr. Wright was in agreement with the president’s recommendation about approving the budget but having another meeting in Jan 2010 to talk about how the Board will disperse the $7,500.00 allocated in the Budget for employees’ bonus/salary that was mailed to unit owners.
Carol Housen and Jan Bult disagreed on this issue. They stated that by approving the 2010 budget the Board at that moment approved the employees’ bonus/salary. They do not agree that another meeting is necessary. They asked the other three Board members to vote and make the decision tonight at this meeting about employees’ bonus/salary to finally approve the 2010 budget. Also there might be legal issues around setting aside budget money for one line item and willingly not using that money once the budget is approved. Mr. Bult also pointed out that the current BOD do not have an evaluation system for employees which makes awarding bonuses extremely arbitrarily.
Three Board members (Mrs. Santagelo, Mr. Wright and Mr. Verdi) declined to agree that $7,500.00 allocated for bonus/salary will be used for that despite the fact that unit owner’s maintenance fees will be collected for that.
Mr. Wright made a motion so that the budget is approved as submitted. Ms. Housen and Mr. Bult disagreed. They stated the employees should receive the money allocated for them in the budget as unit owners were notified and were asked to pay for on a monthly basis.
Mr. Verdi seconded the motion. Mr. Wright, Mr. Verdi and Ms. Santangelo were in favor.
Mrs. Housen & Mr. Bult voted against the motion to approve the 2010 Budge.
Mrs. Housen pointed out that our employees would be taking a cut in their income because that amount was allocated in 2009 and she said it was unfair to cut good honest employees income. She suggested we freeze the salary as we paid it in 2009. Mr. Bult agreed with Mrs. Housen.
The motion to approve the 2010 budget passed by 3-2.
Developer settlement update:
The Attorney will have a meeting with the developer. They will try to settle the issues of the money owed and parking spaces. These are the only issues that approved to discuss with them.
Foreclosures update:
Ms. Housen stated that unit 702 went to auction. The lender, Select Portfolio, will keep the property. They will pay 6 months back of maintenance fees and will be responsible for all future maintenance. Unit 701 is a short sale under contract. If it the unit closes, the Association will get all of the money owed to them. Unit 1801 is in foreclosure. Unit 602 is also in foreclosure but they are up to date with their maintenance fees. The Association attorney is going to place a lien on unit 2404, they are past due on their maintenance fees, but they are not in foreclosure. Everything else is up to date.
Our area National Register of Historic Places (North Shore Historic District):
Ms. Housen announced that we are now considered a historic area. This is good for the area and should bring business to it. Ms. Housen will put out notices at a later date.
Other Business:
Fire Sprinkler Project: Ivan stated that he had sent out the estimates.
Pool Temperature: There was some discussion as to what the pool temperature should be.
Adjournment
They’re being no further business; the meeting was adjourned at 7:00 PM
MINUTES OF REGULAR BOARD MEETING NOVEMBER 23, 2009
CALL TO ORDER:
Charles Verdi called the meeting to order at 7:30 PM
IN ATTENDANCE:
Charles Verdi, President
Carol Housen, Vice-President
Albert Wright, Treasurer
Jan Roelf Bult, Secretary
Pati Santangelo, Director
APPROVAL OF MINUTES OF OCTOBER 27, 2009 BOARD MEETING:
Carol Housen made a motion to approve the minutes. Mr. Bult moved that the minutes be approved with the following amendments: a) Delete the last sentence in the last paragraph under FINANCIAL REPORT JULY THRU SEPT 09 (This gives us a total of $5,931.00 under the Budget) b) Add current month as it relates to settlement fees right next to $450.00 and $475.00 under OLD BUSINESS second paragraph c) Delete (should not settle, the matter should go to the court) under OLD BUSINESS second paragraph d) change abstained for opposed under UPCOMING PROJECTS first paragraph at the end e) Change on POOL SERVICE IN HOUSE: It was discussed that Efrain should be sent to school to learn to manage the pool. Mr. Wright seconded the motion to approve the minutes. All Board Members in favor.
FINANCIAL REPORT OCT. 09:
Mr. Wright reported that our income for the month was $523.00 under budget and for the year $1065.00 over budget. The expenses for the month were $1,290.00 under budget and for the year they are $3,195.00 under budget. They key expense items over budget: Bank income is under budget, Head Maintenance, Legal Fees, Property Insurance, Interest & Fees, Water & Sewer, Janitorial Supplies, Landscaping, Spraying & Fertilizing, Life Safety Systems, Contingency, Cable and Printing & Postage are all over budget. The total of these is $45,000.00 over budget. This does not include other items that are less than $1,000.00 over budget.
The following items we are under budget: Legal Fees, Move in/Move Out income, Bonus Expense, Accountant Fees, General Liability Insurance, Boiler & Mechanical Insurance, Gas, A/C Repair, Roof Repair, Electrical Repair, Maintenance Supplies, Loan Interest, Reserve Income Interest. Bad Debt is under budget also, but this will change when we write it off at the end of the year. The total is $51,000.00. Making us $6,000.00 ahead.
The net Income for October is $767.00 YTD under budget $4259.00.
Delinquencies: We besides 701 & 702, we have three units behind over $1,000.00 and 13 total delinquent for a total of $43,068.00. There are no new ones to lien. 42 units have paid in advance for a total of $24,673.00.
Cash Flow: 20 checks outstanding for $43,800.00 Cash on hand is $22,405.00. Negative cash flow is $22,405. Reserves have all been cut thru Oct 09. The YTD total paid to reserves is $41,967.00. $60,444 is still due to the Reserves. We have received $31,332.00 for the special assessment.
Mr. Bult asked if we should let people who have a credit know about it. Mr. Verdi stated that we would look at that right away.
Mr. Bult asked about the cash escrow in Banco Popular $28,151.00. There is a check that was paid but we don't have back up for. Ivan will make sure we get a copy.
MANAGERS REPORT:
Mr. Wright asked about the Pigeon control service. Ivan stated this was for the garage.
FIRE SPRINKLER SYSTEM (REPAIR):
We have 4 bids from two companies. All American Fire. The Galvanized pipes are $24,600.00 Xl pipe would be $19,600.00.
General Fire would be $23,000.00. We will get 1 or 2 more bids.
Ms. Housen moved that the Board approve the repair of the sprinklers with the work starting as soon as possible as soon as a contractor is approved. The repair will be paid with a line of credit to be paid back next year and will be budgeted for in the 2010 Budget. Mr. Bult seconded the motion. All members in favor.
APPROVAL OF 2010 PROPOSED BUDGET DRAFT (MAILING OUT):
Mr. Wright gave a brief explanation of the budget for 2010. He explained that he and Ivan had tried to keep costs down, but there would be an increase.
Changes include:
- Maintenance- Mr.Bult moved that we increase maintenance by 16 hours per week/64 hours per month in order to keep our current standard of cleanliness. ($10,886.40) Ms. Housen seconded the motion. Mr. Verdi, Mr. Bult, Ms. Housen & Ms. Santangelo voted in favor of the motion, Mr. Wright opposed. Motion carried. Later on during the BOD meeting Mr. Verdi and Ms. Santangelo voted to undo this motion. Mr Verdi, Ms. Santangelo and Mr. Wright approved the motion to reduce our Janitorial support. Ms. Housen and Mr. Bult were against
- Legal Fees- The budget is $15,000.00 for legal fees including the lawsuit and foreclosure expenses. Mr. Bult was against allocating this much money for legal fees.
- Property Insurance- We are shopping around for quotes on insurance. The insurance renewal is in February. It should be about a 20% increase.
- Janitorial Supplies- This is being reduced by $996.00.
- Paint supplies- reduced by $2,000.00.
- Roof Repairs and Supplies- Reduced by$992.00
- Landscape Replacement- Reduced by $492.00. This is due to replacing the landscaping this year.
- Sprinkler repair- Reduced by $96.00.
- Building Repair- Reduced by $5,000.00. This will be done by minimizing projects.
- Life Safety Systems- Will is $20,000.00.
- Line of Credit- Interest will be $5,472.00.
- Pool Service- Reduced by $2,000.00.
- Window Washing- Reduced by $2,000.00.
- Copier/Fax/Computer- The budget is $240.00 since we have all new equipment.
- Office Supplies- Reduced by $240.00.
- Bad Debt- The budget is $10,000.00.
The total increase is $44.16 for 1 & 2 and $41.29 for 3 &4 per month. Commercials will increase $10.50 per month. Ms. Housen made a motion to approve the 2010 Budget draft to be sent out to the owners. Mr. Wright seconded. All BOD members agreed.
BILLING QUESTIONS (ATTORNEY): So far the Association has paid $3,681 for the Developer litigation.
HOLIDAY PARTY: is scheduled on Saturday, December 12, 09 at 7:00 PM.
Board members choose cool blue color for the new Diamond Brite.
SCHEDULE NEXT BOARD OF DIRECTORS MEETING: meeting was scheduled on Thursday, December 10, 09 at 6:30 PM.
ADJOURNMENT
Meeting was adjourned at 10:50 PM.
MINUTES OF REGULAR BOARD MEETING OCTOBER 27, 2009
CALL TO ORDER:
Carol Housen called the meeting to order at 7:40 PM
IN ATTENDANCE:
Charles Verdi, President
Carol Housen, Vice-President
Albert Wright, Treasurer (Via Telephone)
Jan Roelf Bult, Secretary
Pati Santangelo, Director
APPROVAL OF MINUTES OF AUG. 17 AND SEPT. 10, 09 BOARD MEETINGS: Mr. Wright moved that the minutes of the August 17 and September 10, 2009 Board meetings be approved. All members in favor.
FINANCIAL REPORT JULY THRU SEPT 09: Mr. Wright reported on the Three month period, July- Net income of -$751.83 Actual year to date –$501.19. There were 12 delinquencies, which was down 4 from June. The amount of the delinquencies was $36,438.69 an increase of $2,767.12 from June. 47 units paid in advance totaling $31,302.07, which was down $1,659.53.00 from June.
In August- Net income of $4,714.61 Year to date $5,215.80. Again there were 12 delinquencies for an amount of $34,468.29, which was down $1,970.40 from July. There were 46 Assessments paid in advance for a total of $25,620.67.
In September- Net income of –($1,723.70). Actual year to date $3,492.10. Cash flow has improved but there still is a negative flow of $7,059.00. Delinquencies grew to 19 for a total of $39,642.55 and 43 assessments in advance for a total of $27,219.97.
On the budget, there are 10 items over budget for a total of $38,438.00 and 12 under budget for a total of $44,369. This gives us a total of $5,931 under budget.
Mr. Bult stated that we need to make a decision on the bad debt.
OLD BUSINESS:
Ms. Housen stated that “Frank” was not aware that he was not handling the collections, just representing the Association in the lawsuit. She requested that Ivan clarify this issue in writing. Ms. Housen moved to make this official. All members in favor.
The Developer Settlement Status. Mr. Verdi stated that there was new information on this issue, and he needed to clarify the status so he wishes to table this item until the next meeting. At this point the Attorneys fees are between $450.00 and $475.00. The attorneys agree that $40,000.00 plus interest is owed to the Association. The parking spaces belong to the Association, not the developer. The Attorneys opinion is that the Association should not settle, the matter should go to the court. He will come in and discuss this with the board. The most the cost would be is $12-15,000.00. Ms. Santangelo moved that the Board get a second opinion on the parking issue. Mr. Bult seconded the motion. All directors in favor, motion carried.
NEW BUSINESS:
Upcoming projects:
- Pool Diamond Bright: After much discussion, Ms. Santangelo moved that $5,000.00 be used to have All Florida Pools redo the Diamond Bright finish on the pool, and handle the pool service on a monthly basis until further notice. Mr. Bult seconded the motion. Mr. Verdi, Ms. Housen, Mr. Bult and Ms. Santangelo in favor, Mr. Wright Abstained. The motion passed. This work will start November 30, 2009.
Ivan will have All Florida bring in samples of the different colors available.
Change Sand in the pool: After a brief discussion Ms. Santangelo moved that $500.00 be used to change the sand in the pool filters.
Buy and install a computerized chemical controller for the pool: After a brief discussion Ms. Santangelo moved that $2,500.00 from reserves, to buy and install a computerized chemical controller for the pool. Ms. Housen seconded the motion. All directors in favor, motion passed.
- Pool Service in House: It was agreed that Efrain should be sent to school to learn to manage the pool. No vote was taken.
Fire Sprinkler Repair, Fire Violation from Fire Department: There is a leak in one of the sprinkler pipes. A section of the pipe needs to be replaced. This will be done tomorrow. There were two reports to the Miami Beach Fire Inspector. A broken sprinkler and corroded heads were reported. These were not substantiated. We did not get any violations. The third floor pipes and sprinkler heads will have to be replaced. This will cost approximately $29,000.00 to fix all the deficiencies.
APPROVAL OF 2010 BUDGET MAILING OUT:
- Legal Fees: The budget for the Legal Fees will be set at $15,000.00
- Reserve Study: There will be no reserve study this year.
- Bad Debt Expense: Mr. Bult moved that $11,064.00 in bad debt be charged off before December 31, 2009. Ms. Santangelo seconded the motion. All members in favor, motion passed.
SCHEDULE NEXT BOARD OF DIRECTORS MEETING IN NOVEMBER FOR 2010 BUDGET FINAL APPROVAL:
ADJOURNMENT: There being no further business, the meeting was adjourned
ST. TROPEZ OCEAN CONDOMINIUM ASSOCIATION, INC. BOARD OF DIRECTORS MEETING
MINUTES OF SPECIAL BOARD MEETING: THURSDAY, SEPTEMBER 10, 2009
CALL TO ORDER: Charles Verdi called the meeting to order at 8:15 PM
IN ATTENDANCE: Charles Verdi, President; Carol Housen, Vice-President; Albert Wright, Treasurer (Via Telephone); Jan Roelf Bult, Secretary; Pati Santangelo, Director; Ivan Abrantes (Property Manger)
Explanation of Special Assessment to Membership:
Mr. Verdi explained that the Association was asking for a Special Assessment $166,275. There are two ways to pay, all at one or over twelve months. The monthly payment will include interest. MMI will print the coupons in time for the Special Assessment. Mr. Wright stated that he believes the monthly amount should be $158 per unit not $164. Mr. Verdi stated that this would be reviewed before the assessment coupons are printed.
Mr. Wright suggested another option of spreading the payment off over two years instead of one. A total of $172,644.00 over two years at $957.00 per year for two years or $81.00 per month for two years. This would be paid in addition to the monthly payment for October through December this year, and then included in the maintenance charge for each month. This option would be a line item on the next two years budgets. Mr. Bult stated that he believes the money should be in a special assessment not as part of the budget. He also likes the first option since it gives a discount to unit owners who pay up front. This will help with the cash flow. He doesn't feel the amount will be a large burden over 1 year. Ms. Housen does not believe it should go into the budget. She would also like to have this complete before any painting, concrete restoration or garage repairs need to be done. Ms. Santangelo stated that she agreed with Ms. Housen. She would consider spreading the Assessment over two years, as long as it doesn't go into the Monthly Maintenance.
Mr. Verdi would like to get the issue resolved this year. He would like to go with the first option. He believes there are two many projects coming and this should be paid off quickly.
Comments from Unit Owners:
Susan, Unit 2604, thinks that the two-year option should not be considered due to the cash flow problem. Walter, Unit 603, believes that the Assessment should not be included in with the maintenance. Mr. Thomas stated that the Special Assessment should be an extraordinary charge for an extraordinary event. Something that wasn't
budgeted for. He wants to know what the extraordinary event is and the time line for payment that necessitates a special assessment instead of putting it in next years budget.
Mr. Verdi responded that there is a time issue, as the CPA adjustment must be paid for by the end of the year. The settlement charges and legal fees were not budgeted items. Mr. Wright stated that the lawsuit was an extraordinary event.
Board of Directors Vote on the Special Assessment:
Mr. Bult moved that the Board accept the proposal that was mailed to the unit owners except that the interest be adjusted reducing the interest rate by only charging interest on the $100,000.00 line of credit and have it paid over 12 months at a rate of $158.29 for units A &B and $148 for units C & D, and $37.63 for commercial units. Ms. Housen seconded the motion. All board members were in favor of the motion.
Mr. Verdi thanked everyone for coming and stated that anyone who would like to see the documents could make an appointment with Ivan.
ADJOURNMENT
The President of the Board adjourned the meeting at 8:55 PM
MINUTES OF REGULAR BOARD MEETING: MONDAY, AUGUST 17, 2009
CALL TO ORDER: Charles Verdi called the meeting to order at 8:15 PM
IN ATTENDANCE: Charles Verdi, President; Carol Housen, Vice-President; Albert Wright, Treasurer (Via Telephone); Jan Roelf Bult, Secretary; Pati Santangelo, Director; Ivan Abrantes (Property Manger)
FINANCE: Cash Flow Issue
Mr. Verdi stated that the Association needs to have a Special Assessment to correct the negative cash flow and reserve shortfall. He feels that we need an Assessment of $175,000.00. This will cover the legal fees, the employee lawsuit settlement and reserve shortfall.
Mr. Wright wanted to know what the negative cash flow amount was. Mr. Verdi stated that it was $29,000.00. Mr. Wright questioned the amount of the short fall. Mr. Wright agreed with the need for an increase, however he believes the amount should be $153,000.00 but thinks we should build the numbers into the budget for the next three years. The interest rate would be 6% on the line of credit of $100,000.00. This would increase the maintenance about $53.00 per unit per month. The interest should be about $9,500.00.
Ms. Housen stated with other projects and emergencies that may arise, she thinks we should pay it off as soon as possible.
Mr. Wright stated for a unit owner that the makeup of the $175,000.00 is $100,000.00 is for the line of credit, $42,000.00 is reserves $14,000.00 legal fees, and 18,540.00 for the CPA adjustment short fall. Mr. Wright wants to meet again to prove the numbers are right and resolve this issue.
No motion was made regarding this issue.
Finance committee:
Mr. Bult stated that we will invite unit owners to join the budget committee. This will be toward the end of September. Interested parties will be instructed to e-mail Ivan.
OLD BUSINESS:
- Legal Status for Units 701 & 702: Mr. Verdi stated that we don't have the information to discuss yet. Ms. Housen stated that the attorneys have recommended not foreclosing ahead of the bank. We expected to see paperwork for these units, but haven't seen anything yet.
- Attorney for Collections: Mr. Verdi stated that we have another unit owner that has received his final notice and is ready for foreclosure. He would like to contract an Attorney to handle notices and foreclosures only. We have two estimates, but we need one or two more.
- Proposed Amendment Status: Mr. Verdi stated that he doesn't have an answer on the status yet.
- Reserve Study: Mr. Verdi stated we have two bids for a reserve study. The study costs about $3,500.00. This will be budgeted for next year.
NEW BUSINESS:
Upcoming projects:
- Pool Diamond Brite: Ivan has some estimates. This should cost $5,000.00-$8,000.00. Mr. Verdi would like this to be done in November. There is money in reserves to fund this project. It should take about 2 weeks to complete.
- Garage Project on 4th and 2nd levels: The floors need to be resurfaced. The estimate is between $20,000.00 & $30,000.00. There is $30,000.00 in reserves for resurfacing.
- Furnish & Install New Double Bike Door: The doors need to be replaced. Ivan is waiting on a price. Mr. Verdi estimates it should be about $2,400.00.
- New Sensor for Security for Side Door on Street Level: This gate needs an alarm so the guard will know when it’s opened. This work needs to be done now.
- Water Metering for Supply and Waste Water and Air Conditioning: Approximately 28% of the water coming in is lost to evaporation; we pay sewage charge on this. If we meter the cooling towers, we will get a credit on our bill. The savings could pay for the work in about 3 years. We will get estimates on this work.
RULES AND REGULATIONS:
- Occupancy: According to the condo documents, the occupancy is only 5 people per unit. Code Enforcement stated that we should call them and they will come and give them a violation/fine. Mr. Wright stated that a letter should be sent so that then next time this happens they can't claim ignorance.
ADJOURNMENT
The President of the Board adjourned the meeting at 9:55 PM
ST. TROPEZ OCEAN CONDOMINIUM ASSOCIATION, INC.
PROPOSED AMENDMENTS TO THE DECLARATION OF CONDOMINIUM (COMMON ELEMENTS AND COMMERCIAL UNITS) MEETING MINUTES
MINUTES OF MEETING: JULY 30, 2009
IN ATTENDANCE
Charles Verdi, President
Carol Housen, Vice-President
Albert Wright, Treasurer (via telephone)
Jan Roelf Bult, Secretary
Pati Santangelo, Director
ALSO PRESENT
Ivan Abrantes (Property Manager)
Frank Massabki (Property Attorney)
CALL TO ORDER BY PRESIDENT
Charles Verdi called the meeting to order at 6:45 PM.
DETERMINATION OF QUORUM OF MEMBERS
Five Board Members established quorum.
PROOF OF NOTICE OF THE MEETING
The Manager showed proof of notice of the meeting
COUNT OF VOTES
The Secretary of the BOD Jan Roelf Bult counted the proxies. After He finished counting he gave them to Mr. Massabki property attorney to certify them.
ANNOUNCEMENT
Proxies received: 78
77 owners voted YES for the Proposed Amendment to the Declaration of Condominium
1 owner voted NO for the Proposed Amendment to the Declaration of Condominium
Carol Housen made a motion to approve the Proposed Amendment to the Declaration of Condominium and to certify that 77 owners voted YES and were in agreement with the Proposed Amendment to the Declaration of Condominium. Charles Verdi seconded. All Board members were in favor. Mr. Massabki will record the Amendment with the State.
ADJOURNED
Charles Verdi adjourned the meeting at 7:00 PM
REGULAR BOARD OF DIRECTORS MEETING
CALL TO ORDER
Charles Verdi called the meeting to order at 7:00 PM.
IN ATTENDANCE
Charles Verdi, President
Carol Housen, Vice-President
Albert Wright, Treasurer (via telephone)
Jan Roelf Bult, Secretary
Pati Santangelo, Director
APPROVAL OF MINUTES OF APRIL 30 AND MAY 13, 09 BOD MEETINGS
Carol Housen made a motion to approve the minutes of April 30 and May 13, 09 BOD meetings. Al Wright seconded. All Board members agreed.
REVIEW FINANCIAL REPORT APRIL 09, MAY 09, AND JUNE 09
Albert Wright presented to the Board a report of the Association’s April 09, May 09, and June 09 Financial Report provided by Miami Management.
April 09: Total Income $72,280.43. Total Expenses and Reserve $65,124.94. Net Income $7,155.49. Total Reserve & Interest $117.12. Delinquency total $30,669.48. Assessments paid in advance $33,333.68. Budget Variance $2,445.11.
May 09: Total Income $72,282.07. Total Expenses and Reserve $74,174.90. Net Income $(1,892.83). Total Reserve & Interest $41.22. Delinquency total $33,583.73. Assessments paid in advance $34,043.62. Budget Variance $552.28.
June 09: Total Income $72,179.60. Total Expenses and Reserve $72,982.52. Net Income $(802.92). Total Reserve & Interest $168.73. Delinquency total $33,671.57. Assessment paid in advance $32,961.60. Budget Variance $(250.64).
Financial Statement and Cash Flow Reports are available in the Management’s office.
MANAGER’S REPORT: Previously sent to the Board members via e-mail. Board accepted the report.
OLD BUSINESS
- Line of Credit Final Documents from the Bank (Opinion Letter)
Our attorney shared with the board changes that were made in the official bank documents per his request as well as a small number of changes that the bank was unwilling to change. The board decided that the final documents will be send to our treasurer who will then review the documents and if agrees he will send back a signed copy. Once received by the management office our president will provide his signature to the document. After that, St. Tropez will be guaranteed a LOC of the amount of $500K.
NEW BUSINESS
Approval of Budget Timeline (2010). Board members approved it with some minor changes to some of the dates.
- Reserve Study. Discussion was postponed.
- Cable renewal agreement. Board members approved the cable contract given to us by Atlantic Broadband. The Association will get internet access on the ground floor and fifth floor.
- Association Official Records requested. Unit owner 1004 asked the property manager to send him a copy of all contact information of all unit owners (including email addresses if consent has been given) that is know to the association. Within the law, unit owner 1004 has every right to this private information.
The property manager will provide the information to unit owner 1004. Our attorney proposes to inform all unit owners that if consent is been given to receive information by email that their email information becomes common knowledge to all unit owners.
COMMITTEES’ REPORT
- Building & Grounds Committee: Agreed to purchase of two umbrellas for the pool deck
- Rules & Regulations:
SCHEDULE NEXT BOARD OF DIRECTORS MEETING
No meeting was scheduled as of yet.
ADJOURNMENT
Meeting was adjourned at 10:00 PM
Jan Roelf Bult, Secretary
FOR THE BOARD OF DIRECTORS
MINUTES OF MEETING: MAY 13, 2009
IN ATTENDANCE
Charles Verdi, President
Carol Housen, Vice-President
Albert Wright, Treasurer
Jan Roelt Bult, Secretary
Patricia Santangelo, Director
ALSO PRESENT
Ivan Abrantes (Property Manager)
CALL TO ORDER
Charles Verdi called the meeting to order at 7:35 PM.
APPROVAL OF MINUTES OF MARCH 19 & MARCH 26, 2009 BOARD MEETINGS
Carol Housen made a motion to approved the minutes of March 19 & March 26, 09 Board meetings. AL Wright seconded. Charles Verdi agreed. JR & Patti abstained since there were not on the Board on March 19 & March 26, 09.
FINANCIAL REPORT MARCH 09
Albert Wright presented to the Board a report of the Association’s March 09 Financial Report provided by Miami Management.
March 09: Total Income was $72,915.79. Total Expenses and Reserve was $69,627.29. Net Income was $3,288.50. Total Reserve & Interest $609.67. Delinquency total was $28,542.77. Assessments paid in advance were $36,320.95. Deficit was reduced to $4,710.38. Financial Statement and Cash Flow Report are available in the Management’s office.
- Line of Credit Discussion. Discussion among the Board members regarding get an Extension and an Increase up to $500.000.00 on Line of Credit with Banco Popular. The board is considering this since the association has a deductible of $500.000 in case a hurricane strikes us and St. Tropez has severe damages. AL Wright gave a full report on Line of Credit new terms and conditions with the Bank. AL Wright reported the following:
Current $100,000 Line of Credit is extended from 01/01/10 to 12/31/10 at the
interest rate of 6.0%
The Line of Credit may be renewed for another year two times, meaning we can extend
payment out to 12/31/11 or 12/31/12 at the 6% rate.
We need pay only the interest during these terms, but can pay any or all
off without a prepayment penalty as long as we use only Association moneys
(not another loan from some other source).
If we wish to convert to a term loan, the term would be for three years,
thus if we did this in 2012 the total term would be six years.
If we convert, the interest rate is a minimum 6.5%. Actual rate figured
at the time of conversion based upon the 3 Year US SWAP Index + 450 basis
points (could be higher than 6.5%).
Repayment of the converted loan is in equal monthly principal + interest
payments. The use of Credit Line will be for emergency only and it requires a majority of the Board approval.
There was then a discussion among Board members regarding how the Association would pay back $100,000.00 to Banco Popular from Line of Credit. The Board should decide if they want to add the $100,000.00 to the next year budget or pass a special assessment to pay down the line of credit. The Board will continue the discussion on it. Board members have been considering various options. After the discussion took place among Board members. JR made a motion to accept the proposal letter from Banco Popular on an extension and an increase up to $500,000.00 on Line of Credit for emergency purposes (e.g. hurricane situation). Carol Housen seconded the motion and added to the motion that in order to use money from Line of Credit it will require a majority of the Board members approval. All Board members were in favor.
Carol Housen made a motion to revise minutes of March 26, 09. It was a motion made in March 26, 09 by Charley Docter when he passed a motion to deposit the Association’s monthly reserve transfer into RBC Bank. Charley Docter recommended capping the association’s reserve at Banco Popular at $100.000.00 and no more funds should be there. The President of the Board said that the Board should talk to Banco Popular first before doing anything. He was concerned about it and how this change will affect the Association application for an extension on the Line of Credit with Banco Popular. The President of the Board recommended that the Board should have a meeting with Banco Popular and find out before going any further. The Board has already talked to Banco Popular trying to get an extension and an increase on Line of Credit. Carol Housen made a motion to reset previous motion and continues sending the Association’s monthly reserve transfer to Banco Popular and not opens a new account with a new Bank. AL Wright seconded. All Board members were in favor.
Discussion among board members regarding the following:
- Proposed Amendments to Governing Documents. Board members are ready for the Final Package from the attorney. Once the Board approves the proposed amendments, the board can move forward and send it out to the owners to vote. There was a concern that the residents might not receive it well. The Board would like to include a cover letter in simple English and Spanish with the Package discussing the general background of the amendments.
- CPA Adjustments. Discussion among Board members. There are three ways to handle it: Option A: A Special Assessment of $60,440.00 to fund the reserve. Option B: A reduction to various reserve accounts to cover the $60,440.00. This action will reduce the reserve total. Option C: Leave the current situation as is and make a more informed decision when we obtain more information. The Board will hire an engineering consultant this year to analyze our reserve accounts and use the results as a guide in developing the budget for next year.
MANAGER’S REPORT: Previously sent to the Board members via email.
OLD BUSINESS
a) Carpeted Building Common Areas has been completed. Project was completed in a week. The Board recommended buying sticky plastic to protect the new carpet when people move in and out. Board recommended buying 4 (four) big pieces of the new carpet to replace a floor if needed. JR made a motion to buy four big pieces of the new carpet to replace a floor if needed and a motion to buy sticky plastic to protect the floor when people move in and out. Patti seconded. All Board members agreed.
NEW BUSINESS
RESTAURANT’S PROJECT (ADDING NEW PLANTERS)
The Board of Directors of St. Tropez Ocean Condominium Association, Inc. Approved on Wednesday, May 13, 2009 at the Board of Directors meeting, after due discussion and consideration, IT approved to add five (5) Planters to the current number of 17 as shown in the submitted drawing (see attached) to the Board of Directors at the meeting. The Board approved the installation of two gates (color white) attached to the planters no to exceed more than 6” higher than the planters as shown in the submitted drawing (see attached)
St. Tropez Ocean Condominium Association Board Members approved five (5) planters per sample with the following stipulations:
- The five (5) new planters have to be identical of the existing planters in color and texture.
- Planters must be delivered and painted within seven working days.
- Immediately after planters have been installed the new shrubs must be delivered and installed. New shrubs have to be the same of the existing in the other 17 planters and shall be maintained in good condition.
- No additional signage installation at your location, unless approved by Board of Directors.
- As per Board members request at the meeting on Wednesday, May 13, 2009. The owner of the restaurant (Giacomo Famularo) must submit a drawing and a sample of the material he will use for Canvas’s project for Board’s consideration and approval.
REPORTS FOR COMMITTEES:
- Building & Grounds Committee: Patti read the list of recommendation to the Board members. The Manager will be working on Building & Grounds Committee recommendations. The Committee made a recommendation to buy a new BBQ. The existing BBQ is in bad conditions. The committee presented three estimates to the Board with all the information on each BBQ. JR made a motion to buy new BBQ stainless steel in the amount of $499.00. Carol Housen seconded. All Board members were in favor. Board agreed to purchase the new BBQ with the Association credit card.
- Rules & Regulations Committee: None
SCHEDULE NEXT BOARD OF DIRECTORS MEETING
Next BOD meeting was scheduled on Thursday, August 27, 2009 at 7:30 pm.
ADJOURNMENT
Meeting was adjourned at 10:15 PM.
Jan Roelf Bult, Secretary
FOR THE BOARD OF DIRECTORS
MINUTES OF MEETING: APRIL 30, 2009
IN ATTENDANCE
Charles Verdi, President
Carol Housen, Vice-President
Albert Wright, Treasurer
Barry McDaniel, Secretary
Charles Docter, Director (via telephone)
ALSO PRESENT
Ivan Abrantes (Property Manager)
Joann Russo from Miami Management Hi-Rise Division
CALL TO ORDER
Charles Verdi called the meeting to order at 7:20 p.m.
DETERMINATION OF QUORUM OF MEMBERS
Five Board Members established quorum.
APPOINTMENT OF INSPECTORS OF ELECTION
Board asked for volunteers. Two volunteers were appointed.
Dominique Cherqui Apt #803
Gunner Mortensen Apt #2401
INSPECTORS OF ELECTION TO COMMENCE THE COUNTING OF VOTES
Proxies received 16
Present 16
Ballots Received 55
VOTES:
Charles Verdi-46
Carol Housen-45
Jan Roelf Bult-45
Albert Wright-32
Patricia Santangelo-32
Mary Wanda Fadiño-20
Gregory Thomas-19
ANNOUNCEMENT OF DIRECTORS ELECTED TO BOARD
Charles Verdi-46
Carol Housen-45
Jan Roelf Bult-45
Albert Wright-32
Patricia Santangelo-32
ADJOURNED
Charles Verdi adjourned the meeting at 8:50 PM
NEW BOARD OF DIRECTORS MEETING
CALL TO ORDER
New Board called to order at 8:51 pm.
Joann Russo guided the new Board to do appointment.
ELECTION OF OFFICERS
Charles Verdi (President)
Carol Housen (Vice-President)
Albert Wright (Treasure)
Jan Roelf Bult (Secretary)
Patricia Santangelo (Director)
SCHEDULE NEXT BOARD OF DIRECTORS MEETING IN MAY
Next BOD meeting was scheduled on Wednesday, May 13, 2009 at 7:30 pm.
ADJOURNMENT
Meeting was adjourned at 9:10 p.m.
Jan Roelf Bult, Secretary
FOR THE BOARD OF DIRECTORS
St. Tropez Ocean Condominium
On April 30, 2009, the Association voted and chose the following unit owners as Board Members.
Your new Board of Directors:
Charles Verdi (President)
Carol Housen (Vice-President)
Albert Wright (Treasure)
Jan Roelf Bult (Secretary)
Patti Santangelo (Director)
MINUTES OF MEETING: MARCH 26, 2009
IN ATTENDANCE
Charles Verdi, President
Carol Housen, Vice-President
Albert Wright, Treasurer
Barry McDaniel, Secretary
Charley Docter, Director
Also present:
Ivan Abrantes (Property Manager)
CALL TO ORDER
Charles Verdi called the meeting to order at 7:35 PM.
APPROVAL OF THE MINUTES OF MARCH 02, 09 BOARD MEETING
Carol Housen made a motion to approve the minutes of March 02, 09 Board meeting. AL Wright seconded. All Board members were in favor.
REVIEW FINANCIAL REPORT FEB 09
Albert Wright presented to the Board a report of the Association’s Feb 09 Financial Report provided by Miami Management.
Feb 09: Total Income was $72,622.38. Total Expenses and Reserve was $77,742.35. Net Income was $(5,119.97). Total Reserve & Interest $114.74. Delinquency total was $25,652.67. Assessments paid in advance were $35,138.05.
Over Budget: Legal Fees $5,222.00, Building Repairs $3,503.00, Life Safety System $3,566.00 (New Maintenance Shop and Improvements of the Fire Sprinkler System, these two projects were budgeted for twelve months but paid in two months)
Charley Docter brought to the Board members attention that no money has been transferred into a different bank from the Association’s reserve account with Banco Popular since his recommendation in priors Board’s meetings. Nothing happened despites his complaints. He believes that a small bank is very dangerous because according to him, it is very obvious that many banks are going to fail.
Carol Housen explained that Banco Popular is not a small Bank. In addition, She explained that Banco Popular Condominium’s department is involved with almost twelve different banks. A Brochure containing this information was distributed to the Board members months ago.
Charley Docter said that he thought that the Board passed a resolution to transfer some money into a different Bank.
AL Wright said that the Board did not pass such as resolution. The resolution passed by the Board was that The Board was going to look into it. The Board has not made any decision yet regarding this matter. The Board has not decided which bank they would like to go to.
There was a discussion among Board members about transferring money from Banco Popular into a different bank, how much money, from what account, etc. After the discussion took place Charley Docter made a motion to deposit the Association’s monthly reserve transfer into RBC Bank. Charley Docter recommended capping the association’s reserve at Banco Popular at $100.000.00 and no more funds should be there. Carol Housen, AL Wright, Barry McDaniel agreed. Charles Verdi voted against it. The President of the Board said that the Board should talk to Banco Popular first before doing anything. He was concerned about it and how this change will affect the Association application for an extension on the Line of Credit with Banco Popular. The President of the Board recommended that the Board should have a meeting with Banco Popular and find out before going any further.
There was more discussion among board members regarding open a new account with a different bank and deposit the association’s monthly reserve transfers to a new bank. After the discussion took place. AL Wright made a motion to open an account with RBC Bank and deposit the Association’s future monthly reserve transfers each month into RBC Bank. Carol Housen seconded. Charley Docter and Barry McDaniel were in favor. Charles Verdi voted against it.
Albert Wright gave an update on the CPA Adjustments. The letter sent to the Board by the CPA was not satisfactory to the treasurer. AL reported that He and the Manager have talked to MMI accounting and the people who are doing the 08 Audit and they still have not been able to get the proper information to be able to explain them the CPA adjustments. AL and the Manager will set up a meeting with the CPA to get all of the information, put it together, and resolve this issue as soon as possible.
PAINTING’S PROJECT REPORT
The Manager gave an update of the hallways painting project as of this date. Only one floor is pending everything else is completed as was planned. Status on Labor and Paint expenditures: Labor $7,327.00 and Paint $953.00 Total=$8,280.00. The painting project will be completed in two weeks. The elevator door and the fire sprinklers pipes thru the stairwell are pending.
Carol Housen passed a motion to vote on painting all floors with the new scheme. She said that there was a pending motion on the table from March 02, 09 Board meeting when She made the motion but the Board was divided on both: one (1) paint only the floors needing it and two (2) paint all floors with the same paint scheme. Barry McDaniel who left the meeting early and the Board did not count his vote, was in favor to paint the entire floors with the new skin. Carol Housen said that she wants to settle this matter. Carol Housen made the motion once again to paint all floors with the same new scheme since all Board members were present at the meeting. She also agreed to do it based on funds availability in the budget. If the Board cannot do it this year, they will budget it for next year. There was a discussion among board members. After the discussion took place the motion passed to paint all floors the same new scheme as the Association can afford it. Charley Docter seconded. Barry McDaniel and Charles Verdi were in favor. AL Wright was against it.
REPORTS FOR COMMITTEES:
- Building & Grounds Committee: Patti reminded the Manager about the umbrella replacement for the pool deck and the new flowers by the Restaurant.
- Rules & Regulations Committee: None
Discussion among board members about gets an extension and an increase on Line of Credit with Banco Popular.
SCHEDULE NEXT BOARD OF DIRECTORS MEETING
Next BOD meeting is scheduled for Thursday, April 30, 2009 at 7:00 PM.
ADJOURN
Charles Verdi adjourned the meeting at 8:45 PM.
Carol House, Vice-President
FOR THE BOARD OF DIRECTORS
MINUTES OF MEETING: MARCH 19, 2009
IN ATTENDANCE
Charles Verdi, President
Carol Housen, Vice-President
Albert Wright, Treasurer
Barry McDaniel, Secretary
Charley Docter, Director
Also present:
Ivan Abrantes (Property Manager)
CALL TO ORDER
Charles Verdi called the meeting to order at 7:30 PM.
APPROVAL OF THE MINUTES OF FEB 26, 09 BOARD MEETING
Barry McDaniel made a motion to approve the minutes of February 26, 09 Board meeting. AL Wright seconded. All Board members were in favor. Carol wanted to bring something up to the Board members. After She went thru the minutes she found that there were two different times that the Board had a motion on the table, which ended up in a floor discussion. Subsequently, the Board never voted on the motions even though a board member had seconded the motion.
CONDO DOC’S REVISION
Frank Massabki (Association’s Attorney) gave the Board and the owners a detailed update on the Condo Doc’s revision. Mr. Massabki will be working on this matter and once he finishes it he will present a revision draft to the Board members with his legal advice and recommendations for review.
OLD BUSINESS
- CPA ADJUSTMENTS: The Treasurer reported that he was not ready to go over this matter. He has not received most of the information from the CPA Company. He will give a full report on it to the Board members as soon as he gets all the information from the CPA Comp.
- PAINTING: Hallways painting project is in the works. The Manager gave a complete summary of the hallways painting project status as of this date. Some unit owners expressed the opinion that all floors should be painted and they prefer the plain paint scheme. The Board said that they always welcome the owners’ comments and will try to accommodate the owners’ request. The Board agreed to do it based on funds availability in the budget. If they cannot do it this year, they will budget it for next year.
- CARPETING: The Manager went thru the estimates he obtained for carpeting and installation. The Manager shared the information with the Board members. The President of the Board got the best deal on the carpet and installation with Redmon Flooring for installation $10,500.00 and Beaulieu Company for the carpet $30,096.64. The new carpet will be ordered at the end of the month. Barry McDaniel made a motion to order the carpet from Beaulieu Company for $30,096.64 and do the installation with Redmon Flooring for $10,500.00. Carol Housen seconded. Board members were all in favor.
President of the Board reported that the Manager’s office contacted RAS Engineer and Consultants, Inc (Concrete & Waterproofing) to make a visual inspection of the concrete, waterproofing, and safeguards on the balcony with no cost. RAS will present a detailed report on the visual inspection of the balconies to the Building.
Carol Housen made a recommendation to have a BBQ before the Election of the new Board. Board members were in favor. The Board agreed to have the BBQ on Sunday, April 19, 09 in the afternoon.
REPORTS FOR COMMITTEES:
- Building & Grounds Committee: Recommendation to the Manager such as: Order an Umbrella for the pool deck, replace the flowers by the Restaurant and replace the plastic in the Pool and Jacuzzi pump room.
- Rules & Regulations Committee: Mail out copy of the current Rules and Regulation with the mailing of the CPA adjustments.
SCHEDULE NEXT BOARD OF DIRECTORS MEETING
Next BOD meeting was scheduled for Thursday, March 26, 2009 at 7:30 PM.
ADJOURN
Charles Verdi adjourned the meeting at 9:50 PM.
Barry McDaniel, Secretary
FOR THE BOARD OF DIRECTORS
MINUTES OF MEETING: MARCH 02, 2009
IN ATTENDANCE
Charles Verdi, President
Carol Housen, Vice-President
Albert Wright, Treasurer
Charley Docter, Director
Absent
Barry McDaniel, Secretary
Also present:
Ivan Abrantes (Property Manager)
CALL TO ORDER
Charles Verdi called the meeting to order at 4:00 PM.
OLD BUSINESS
- Painting of the Hallways: Emails inquiries, Hallways painting project, Lobby Improvements and reupholstering of the benches thru the building
There was a discussion among Board members regarding the following issues:
- Hallways painting project: Status on Labor and paint expenditures.
- Lobby improvements (Completed)
- Reupholstering of the benches throughout the building (update)
- Discussion to make sure all owners know our minutes are always posted on our web site STTROPEZ@ATLANTICBB.NET and we will put this notice on bulletin boards
- Estimate for carpeting installation $10,500.00
- Emails sent to the Board
The Board agreed that AL Wright responds to the e-mails sent to the Board by two owners. Al will draft a respond and will send it to the board members for final approval before he replies to the owners.
Carol Housen made a motion to paint all floors with the new scheme before the new carpet is installed. Barry McDaniel who was not at the meeting voted on it prior to the meeting in favor to paint all floors with the new skin. Charles Verdi voted to paint all hallways the same.
AL Wright and Charley Docter voted against painting all floors at this time. Charley Docter said He refused to accept Barry’s vote in his absence. At this time the BOD is divided with only four votes. The topic will need a new vote at next BOD meeting. Presently the plan to do only some floors will continue until BOD can agree with a majority of the votes from all Board members.
Board members determined to continue with AL’s recommendation on hallways painting until next Board meeting. The Board continues to discuss this issue.
ADJOURN
Charles Verdi adjourned the meeting at 5:05 PM.
Barry McDaniel, Secretary
FOR THE BOARD OF DIRECTORS
MINUTES OF MEETING: FEBRUARY 26, 2009
IN ATTENDANCE
Charles Verdi, President
Carol Housen, Vice-President
Albert Wright, Treasurer
Barry McDaniel, Secretary
Charley Docter, Director
Also present:
Ivan Abrantes (Property Manager)
CALL TO ORDER
Charles Verdi called the meeting to order at 7:35 PM.
APPROVAL OF MINUTES OF JAN 19, JAN 29, FEB 02, 2009 BOARD MEETING
AL Wright made a motion to approve the minutes of the Jan 19, Jan 29, and Feb 02, 09 Board meetings. Carol Housen seconded. All Board members were in favor.
DEVELOPER LITIGATION UPDATE
The President of the Board introduced Frank Massabki as the new Association Attorney for legal counsel in all matters that are currently open and pending. The Board has opted to explore new representation options. Mr. Massabki is working on the revision of the Condo Doc’s.
REVIEW FINANCIAL REPORT DEC 08 AND JAN 09
Albert Wright presented to the Board a report of the Association’s December 08 and January 09 Financial Report provided by Miami Management.
Dec 08: Total Income was $72,424.86. Total Expenses and Reserve was $85,402.02. Total Reserve & Interest Transfer was $(5,802.74). Net Income was $(12,977.16). Deficit at 2008-year end was $23,111.04. Delinquency total was $16,730.84. Assessments paid in advance were $30,412.81.
Over Budget: Employee Expenses $1,842.11, Contracts $3,495.38, Professional Fees $25,001.71, Utilities $15,776.38, Administrative Expenses $3,337.86. Total $49,453.44
Under Budget: Insurance $26,688.49, Operating Expenses $14,995.23, Supplies $596.35, Total $42,280.07.
Income $865,252.33 Budget $875,376.00 Budget Variance ($10,123.67)
Reserve Transfer ($5,802.74)
Year-end Net Income ($23,111.04).
There was a discussion among Board members regarding Delinquent and Foreclosure accounts.
Note on the Financial Report regarding Due to Reserve CPA Adjustments and Due to Reserve Monthly Reserve. The Property Manager and Treasurer Mr. Wright met with Miami Management Accounting and we had on the phone our CPA in charge of the 2008 Audit. The $18,540 due to reserve monthly reserve came about at the end of 08. MMI held monthly reserve checks for four (4) months of our reserve monthly transfer from Sep 08 thru Dec 08 due to cash flow problem. But, In Feb 09 this was cleared up. MMI made all of the required monthly reserve transfers as of Feb 09. In the February Financial Report it is gone and up to date.
Due to Reserve CPA Adjustments is a little bit more complicated. This came about during the Audit process where the Auditor discovered that certain accounts from our fourteen reserve accounts such as Roofing, Elevator, A/C Cooling Towers, etc. were overdrawn and may need adjustment. We have two options to clear that up. Option A: Do a Special Assessment and collect the money to pay the $36,409.85 due to reserve from the operating account. Option B: Reallocate the funds within the reserves. There are three items in the reserves that are paid up. What the Board would like to do is to reallocate funds from two or three reserve accounts and allocate it into the ones that were overdrawn.
The Treasurer proposed option B and the Board accepted treasurer’s proposal. To do option B we have to have a special meeting and get approval from the majority of the voting by proxy or present at the meeting.
The CPA is in the process of putting all the documentation together to send it to the owners.
The Board will send all this information out within fourteen days to vote on it. The meeting was scheduled on March 19 at 7:30 PM. Board has to hold a Special meeting before March 31st, because that is the date when the Audit for 08 should be completed. The Board will be working hard to get it done before March 31st.
Board members recommended doing a Reserve Analysis as soon as we are done with the CPA adjustment issues.
Jan 09: Total Income was $76,825.70. Total Expenses and Reserve was $79,704.61. Total Reserve & Interest Transfer was $148.63. Net Income was $(2,878.91). Delinquency total was $26,948.90. Assessments paid in advance were $33,611.91.
MANAGER’S REPORT: presented by the Property Manager (see copy of the report attached)
The Manager said that the most important thing that is going on right now is the painting project in the hallways. The Manager provided details about the painting project in the hallways. The Manager is repainting or touching up various hallways based on AL Wright’s recommendations. Al Wright walked the floors to generate a Paint Condition list of hall floors to be painted. It was determined that some floors could touched up band maintain the faux finish or paint it completely with the plain paint scheme. The list suggested that most floors were in excellent condition and perhaps as many as nine may not need to be painted at all. Some, but not all, of the hallways in the building are to be repainted. Carol Housen was concerned about it. She wanted all floors to be repainted with the new skin or scheme before the new carpet is installed.
The President said that the Association could save some money during these troubling financial times by only doing the floors that were in less than excellent condition. Some unit owners expressed the opinion that all floors should be painted and they prefer the plain paint scheme.
There was a discussion among some Board members and some owners from the audience regarding this issue.
The Board is divided on both issues: one (1) paint only the floors needing it and two (2) paint all floors with the same paint scheme. It may be prudent to touch up where possible. The Board continues to discuss this issue. The Board also said that they always welcome the owners’ comments.
AL Wright will figure out how much money the Association could save by doing the painting project the way he recommended. So far, the Association has spent $4,335.00 on labor to paint the hallways and $673.00on paint.
The president of the Board informed the Board that after we place the carpeting order, it would take about two months before it is ready. He recommended that we place the order at the end of March, that way the carpet will be ready by June 09.
REPORTS FOR COMMITTEES:
- Building and grounds committee: Patti informed that she is still looking for a mirror to be added to the lobby. She also made a recommendation to the board to replace the BBQ for a new one (bigger and better). Carol Housen made a motion to buy a new BBQ which matches better with the building. Barry McDaniel seconded. The Board recommended getting more information regarding the new BBQ and come back to the Board for approval. AL Wright disapproved the purchasing of the new BBQ as well as Charley Docter. The rest of the Board did not vote on it.
Carol Housen also made a recommendation to the Board to buy more pool lounge chairs. Patti said that the board could by her four lounge chairs. The Board did not decide.
- Rules and Regulations committee: Carol Housen made a suggestion that unit owners can reserve the area by the round tables in the BBQ area. The Board members agreed.
Mary Wanda cancelled her talk about neighborhood noise.
SCHEDULE NEXT BOARD OF DIRECTORS MEETING IN MARCH 09
Next BOD meeting will be scheduled for Thursday, March 19, 2009 at 7:30 PM.
ADJOURN
Barry McDaniel, Secretary
FOR THE BOARD OF DIRECTORS
MINUTES OF MEETING: FEBRUARY 02, 2009
IN ATTENDANCE
Charles Verdi, President
Barry McDaniel, Secretary
Albert Wright, Treasurer
Charley Docter, Director
Absent:
Carol Housen, Vice-President
Also present:
Ivan Abrantes (Property Manager)
CALL TO ORDER
Charles Verdi called the meeting to order at 11:10 AM
UNIT OWNERS PURCHASE HAZARD/LIABILITY INSURANCE FOR THEIR RESPECTIVE UNITS.
Board members were in agreement to send a second notice to all owners to inform that St. Tropez Ocean Condo Association will not buy Insurance and collect the premium as specified in Florida Statute 718.116 concerning unit owner insurance policies. Final notice will need the Board members approval before the manager’s office sends it out to the owners.
ATTORNEY ENGAGEMENT LETTER
The President of the Board will contact Mr. Frank Massabki to discuss the engagement letter.
SETTLEMENT AGREEMENT WITH THE DEVELOPER
No activity since last Board proposal agreement was sent to the developer.
PAINTER
The Manager will be working along with the Board members on this project. AL Wright will give a list of recommendation to the manager.
The First Notice of Annual Meeting and Election of Directors is going to be sent to owners by February 26, 09.
ADJOURN
Charles Verdi adjourned the meeting at 11:45 AM
Barry McDaniel, Secretary
FOR THE BOARD OF DIRECTORS
MINUTES OF MEETING: THURSDAY, JANUARY 29, 2009
CALL TO ORDER
Charles Verdi called the meeting to order at 7:31 PM.
ESTABLISH QUORUM
IN ATTENDANCE
Charles Verdi (President)
Carol Housen (Vice-President)
Albert Wright (Treasurer)
Barry McDaniel (Secretary)
Charley Docter, (Director)
ALSO PRESENT
Ivan Abrantes (Property Manager)
APPROVAL OF MINUTES OF NOVEMBER 20, 2008 BOARD MEETING
Charles Verdi made a motion to approve the minutes of the November 20, 2008 Board meeting. AL Wright seconded. All Board members were in favor.
UPDATE ON PENDING LITIGATION WITH THE DEVELOPER
No activity since last Board proposal agreement sent to the developer. The Board will not move any further on this. Status: Everything on hold.
REVIEW FINANCIAL REPORT NOV 08
Albert Wright presented to the Board a report of the Association’s November 08 Financial Report provided by Miami Management.
Nov 08: Total Income was $73,029.56. Total Expenses and Reserve was $69,278.78. Total Reserve & Interest Transfer was 4,816.08. Net Income was $3,750.78. The deficit has been reduced to $10,133.88. Delinquency total was $16,311.28. Assessments paid in advance were $16,114.13.
Board members agreed to reduce the principal on the line of credit with the money saved on interest every month. The interest rate went down to 2.75%. The monthly budget to pay the interests is $500.00.
Charley Docter brought to the board members attention a note that is on the MMI Financial Report. It stated that if an account has “Due to Reserve” appearing above, this an indication that the association reserves are not fully funded as required by Florida Statutes and per current approved budget. Management advises that the Board of Directors take the necessary corrective action. He was concerned about the note and wanted to know if the amount that we are talking about is the $36,409.85 that is shown on the Financial Report under “Due to Reserve CPA Adjustment”. AL Wright explained that he is not sure that the note applies to the $36,409.85. He believes that the note applies to the item below, which is “Due from Operating Monthly Reserve”. He also explained that the CPA adjustments are in question. He has gotten some data from MMI’s Accounting department but it does not answer his questions. Al and the manager are going to get together and continue to review this issue regarding the Reserves.
There was then a discussion among the Board members regarding the CPA adjustments in 06 & 07. After the discussion took place, Charley Docter made a recommendation to the Board to have a full explanation at the next Board meeting. All Board members agreed.
The Manager will contact MMI’s Accounting department and the CPA Company to obtain a full explanation to this matter.
INSURANCE RENEWAL
The building is ready for the insurance renewal, which is due on Feb 20th, 2009.
The Board will hold a meeting with Andrew Noye the insurance agent with Brown & Brown to discuss any questions the owners may have regarding our Property Master Insurance. This meeting will be extremely helpful and informative.
MANAGER’S REPORT
The Manager’s Report was sent to the Board members via e-mail prior to the meeting. Charley Docter raises a question to the Property Manager regarding the “Painting Projects” timeframe. The Manager said that it would take approximately three months to complete the projects.
OLD BUSINESS
Approval of Rules & Regulations Revision: Board members voted unanimously to approve the new revision of the Rules & Regulations.
- Report on Money Investment: Charley Docter recommended we put some monies in a different bank. Al Wright will be working on this project.
REPORTS FOR COMMITTEES:
- Building and grounds committee: No report.
SCHEDULE NEXT BOARD OF DIRECTORS MEETING
Next BOD meeting was scheduled for Thursday, February 26, 2009 at 7:30 pm.
ADJOURNMENT
Meeting was adjourned at 8:50 pm.
Barry McDaniel, Secretary
FOR THE BOARD OF DIRECTORS
MINUTES OF MEETING: JANUARY 19, 2009
IN ATTENDANCE
Charles Verdi, President
Carol Housen, Vice-President
Albert Wright, Treasurer
Charley Docter, Director
Absent:
Barry McDaniel, Secretary
Also present:
Ivan Abrantes (Property Manager)
CALL TO ORDER
Charles Verdi called the meeting to order at 7:05 p.m.
APPROVAL OF RULES AND REGULATIONS REVISION
Board members agreed that Albert Wright made final correction to the Rules & Regulations Revision for final approval by the board at the next meeting on the 29th.
LOBBY IMPROVEMENTS:
Building & Grounds Committee made recommendations to the Board to buy a new area rug and two lamps for the lobby.
Albert Wright made a motion to the Board members to buy the area rug and the lamps. Carol Housen seconded the motion. Charles Verdi and Charley Docter agreed.
BUILDING NEW CARPET
Board members agreed to postpone this project for a few months until the Painting of the hallways be completed.
ADJOURMENT
Charles Verdi adjourned the meeting at 8:50 p.m.
Barry McDaniel, Secretary
FOR THE BOARD OF DIRECTORS
MINUTES OF MEETING: NOVEMBER 20, 2008
IN ATTENDANCE
Charles Verdi, President
Carol Housen, Vice-President
Albert Wright, Treasurer
Barry McDaniel, Secretary
Charley Docter, Director
Also present:
Ivan Abrantes (Property Manager)
CALL TO ORDER
Charles Verdi called the meeting to order at 7:30 PM
REVIEW AND APPROVED THE BUDGET FOR THE CALENDAR YEAR 2009
Albert Wright (Treasurer) reviewed each item of 2009 proposed budget and provided detailed answers to all questions about budget items and reserve items. Discussion about approving the 2009 budget and establishment of the new monthly maintenance fee. Board members recommended conducting a Reserve Analysis Study to verify the current costs for replacement and anticipated remaining life on some items of the Reserve. Management Office will get the information to present it to the Board. All Board members agreed.
After the discussion took place Carol Housen made a motion to approve the 2009 proposed budget. Charley Docter seconded. All board members agreed.
New monthly maintenance fees for 2009 Calendar Year
Unit |
Monthly Maintenance |
01 & 02 Units |
$797.51 |
03 & 04 Units |
$745.69 |
Commercial Units |
$189.59 |
SUGGESTIONS
Charley Docter reminds the Board that it would be a good idea to transfer some money to different banks. He insists that with this economy the Board should have the Association’s funds in more than two banks. If something happens to the bank the Association’s funds will be more secure and available with the FDIC. The Property Manager will provide Charley Docter with a list of contacts at different banks. Charley Docter will be working on getting the information from the banks to have it ready for the next Board meeting. All Board members agreed.
SCHEDULE NEXT BOARD OF DIRECTORS MEETING
There will be no Regular Board meeting in December 2008. The Board will inform what date in January 2009.
ADJOURNMENT
Charles Verdi adjourned the meeting at 9:00 PM.
Barry McDaniel, Secretary
FOR THE BOARD OF DIRECTORS
MINUTES OF MEETING: OCTOBER 28, 2008
DETERMINATION OF A QUORUM
IN ATTENDANCE
Charles Verdi (President)
Carol Housen (Vice-President)
Albert Wright (Treasurer)
Barry McDaniel (Secretary)
Charley Docter (Director) via telephone
CALL TO ORDER
Charles Verdi called the meeting to order at 7:30 PM.
APPROVAL OF MINUTES OF AUGUST 21 & SEPTEMBER 16, 2008 BOARD MEETINGS.
Carol Housen made a motion to approve the Minutes of August 21 and September 16, 2008 BOD meeting. Albert Wright seconded. All Board members were in favor.
REPORTS FOR COMMITTEES
- Building and Grounds Committee: Brad made a presentation for about 15 minutes regarding Lobby Area Improvements. The committee got a proposal from Areas & Spaces, Inc in the amount of $6,047.80. The owner of Areas & Spaces, Inc was present at the meeting. When Brad was done with the presentation the Board members made a request to the committee to present two more bids in order to move forward with this project and approve it. There was a discussion between the Board members and the committee regarding the two more bids request. When the discussion was over the Board members asked the manager to get two more bids.
President of the BOD made a recommendation to the Board members regarding carpeting of the building. He suggested the committee and the manager to start working on this project now and have all the information ready such as samples, specification, company bids, etc by January 09 in order to start carpeting the building.
REVIEW OF PROPOSED BUDGET FOR THE CALENDAR YEAR 2009
The Manager went over the proposed budget for 2009. He said that there was a previous meeting with the Budget committee to review the proposed budget and make recommendations. There is an increase of 8% in the new budget as a result of the increase in the utilities, Peter Haugh settlement for $75,000.00 and lost income to the Association for two (2) units that are in foreclosure. There was a discussion between the audience and the Board regarding the budget increase for 2009. The Board should decide if they want to add the $75,000.00 to the next year budget or pass a special assessment to pay down the line of credit in 2009.
The Board agreed that the Treasurer and the Manager have a meeting in the following days to continue the discussion about the proposed budget for 2009 and have a final draft ready to be sent to the unit owners prior to the Budget meeting for final approval. All Board members were in favor.
FINANCIAL REPORT OF JULY, AUGUST, AND SEPTEMBER 08
Albert Wright presented to the Board a report of the Association’s July, August, and September Financial Report provided by Miami Management.
July 08 Total Income $71,833.71 Total Expenses and Reserve $73,485.33 Total Reserve & Interest Transfer $4,677.04 Net Income $-1,651.62. Deficit has been increased to $34,527.66. Delinquency report $9,558.59. Assessments paid in advance $31,934.05
Aug 08 Total Income $71,432.31 Total Expenses and Reserve $66,072.92 Total Reserve & Interest Transfer $4,669.80 Net Income $5,359.39. Deficit has been reduced to $29,168.27 Delinquency report $11,859.37. Assessments paid in advance $28,111.32.
Sept 08 Total Income $72,547.27 Total Expenses and Reserve $72,086.12 Total Reserve & Interest Transfer $5,823.40 Net Income $461.15. Deficit has been reduced to $28,707.12 Delinquency report $8,663.81. Assessment paid in advance $24,708.26.
OLD BUSINESS:
Mr. Levy settlement: The president of the Board has signed an agreement of settlement and release with Mr. Levy’s Law Firm. The Parties have agreed to the following payment in satisfaction. The Condo Association shall pay to Silver, Levy the lump sum of $5,000.00 in full satisfaction of any and all obligations of the Condo Association to Silver, Levy under the General Representation Agreement. Upon full execution to this Agreement, the Condo Association will have five business days to make such payment. Frank Massabki handled it and was able to get this settlement agreement with Mr. Levy’s Firm saving the assn. thousands of dollars. The president of the Board made a recommendation to the rest of the board to compensate Mr. Massabki for his excellent work on this matter with a gift certificate in the amount of $1,000.00. Barry McDaniel made a motion to the Board members to give Frank Massabke a gift certificate for $1,000.00. Al Wright seconded. All Board in favor.
- Developer update: Nothing new since last meeting. The president of the BOD will call the Attorney to get an update on Developer Litigation.
Board approved lease agreement for CU3 – CU4 with the following four (4) amendments:
- Lessee shall have the right to one (1) tandem parking space for CU-3 and CU-4.
- Lyda G. Solana (as guarantor) Bathroom Facilities in the lobby must be used with access by the security desk at all times.
- Unit CU-3 & CU-4 will not have any common element use rights with the exception of the use of the bathrooms in the lobby and a parking space inside the building.
- Lessee will not exhibit, inscribe, paint or affix any sign, advertisement or notice or other lettering on any part of the outside of the premises, on the building, or inside the premises if visible from the outside, without first obtaining St. Tropez Ocean Condo Association’s and the City of Miami Beach’s written approval thereof.
REPORTS FOR COMMITTEES:
Rules and Regulations Committee: Revised Rules & Regulation were sent to the Board on 09/01/08 for approval after the Committee meeting on 08/21/08. Charley Docter believes that the Committee still needs to make some corrections to the revised Rules and Regulations for Board final approval. The Committee will do so and will re-send it to the Board. Carol Housen made a proposal to include in the revised Rules & Regulations the following: Renters are not allowed to maintain pets in their unit. Board agreed to do this when Charley Docter returns.
Carol Housen made a recommendation to The Board to start with the revision of the Condo Docs. She already got a legal opinion on this and the Association can move forward with this project. She asked the Manager to call Frank Massabki to double check if he can do it.
Board approved the budget for the Building and Grounds holiday party and Christmas tree of $1,000.00. All Board in favor.
Christmas party will be Friday, November 12, 2008 at 7:00 PM.
SCHEDULE NEXT BOARD OF DIRECTORS MEETING
Next BOD meeting is scheduled for Thursday, November 20, 2008.
ADJOURN
Meeting was adjourned at 9:35 PM.
Barry McDaniel, Secretary
FOR THE BOARD OF DIRECTORS
MINUTES OF MEETING: SEPTEMBER 16, 2008
DETERMINATION OF A QUORUM
IN ATTENDANCE
Charles Verdi (President)
Carol Housen (Vice-President)
Albert Wright (Treasurer) via telephone
Barry McDaniel (Secretary)
Charley Docter (Director) not present. The BOD will call him up when they are done with the first item on the Agenda (Mr. Levy outstanding legal fees Payment Plan). The Board called him at 10:55 AM when they started to discuss the second item under agenda.
CALL TO ORDER
Charles Verdi called the meeting to order at 10:10 AM.
APPROVAL OF MINUTES OF JULY 26 AND JULY 29 2008 BOARD MEETING
Carol Housen made a motion to approve the Minutes of July 26 and July 29, 2008 BOD meeting.
All Board members were in favor.
MR. LEVY OUTSTANDING LEGAL FEES (PAYMENT PLAN)
The President of the Board gave an update on what was paid to Mr. Levy as of today which is $23,575.45. He reported that the Association still owes Mr. Levy $21,362.26. The President wanted remind the Board about a couple of emails that the Board had received from Mr. Levy. He wanted the Board to recall back in June when the Board had a conversation about Mr. Levy. In June the Board felt that Mr. Levy was not doing a good job and that he was not giving the Board proper legal representation. As a consequence the Board thought that they should get a second opinion on this case. When Mr. Levy realized it, he immediately replied to the Board that he intended to quit because he felt that the Board was questioning his ability and talent on how to handle the litigation. After he informed the Board via email that he was going to quit, the next day he changed his mind and asked the Board to meet with him. The Board met with Mr. Levy and let him know that they had the right to ask for a second opinion. Things settled down and the Board decided to stay with Mr. Levy.
After this incident with Mr. Levy, the Board went to the mediation on the Peter Haugh case and the same thing happened once again, the Board felt that Mr. Levy did not represent the Board correctly. Specifically, the board settled for $75,000.00 per Mr. Levy’s advice. The settlement was agreed due to Mr. Levy suggesting we most likely would get the money from the Insurance settlement. Two days later Mr. Levy changed his advice and asked the Board to drop the second case against the Insurance Company.
In addition to the above, the Board took the time to review part of Mr. Levy’s billing and they found errors such as double billing and incorrectly billing clerical services at full rate.
In the meantime, Mr. Levy has been calling and sending email to the Property Manager asking how and when the Association will contact him to discuss outstanding legal fees and a payment plan.
There was then a discussion among the Board members regarding what would be the figure to pay Mr. Levy and what were the payment options. The Board members also took into consideration all the facts regarding misrepresentation and inappropriate legal billing hours. After the discussion took place, the President of the Board made a recommendation to the Board to pay only one third of the outstanding balance in two payments and hire Frank Massabki, who happens to be an attorney and a resident of the building, to handle the Board payment options with Mr. Levy. Albert Wright made a motion to the Board to hire Frank Massabki to deal with Mr. Levy regarding St. Tropez Ocean payment options. Frank was going to be notified by the Board to contact Mr. Levy immediately to discuss Board payment options. Carol Housen seconded. All in favor.
BERMAN RENNERT VOGEL & MANDLER, P.A. 2008 Tax Appeal – St.Tropez Ocean Condo (91 Residential Units)
Albert Wright made a recommendation to the Board to contract Jeffrey Mandler, Esq. of the Firm of Berman Rennert Vogel & Mandler, and P.A. to appeal the 2008 property taxes for all of the units in the condominium. Mr. Mandler specializes in conducting property tax appeals and has over twenty-five years experience in this field. Al recommended signing a fee agreement with Mr. Mandler to represent the Unit owners on a contingency basis and there will be no charge unless he is successful in having taxes reduced. If the appeal is successful, each Unit owner will be billed for thirty five percent (35%) of the tax savings achieved for his or her particular Unit. If the Unit owner does not receive a tax savings, no fee will be due. The Association will pay the filing fees, which are $5.00 per unit. The Firm of Berman Rennert Vogel & Mandler P.A. will send a letter to the Property Manager to be distributed to all owners asking if they would like to participate in this appeal to contest the property taxes. Once the unit owners receive the letter they must notify the firm in writing 20 days from the date of the letter if they want to participate. If the firm does not receive written notification from the unit owner indicating that the unit owner would like to participate in the tax appeal, the unit owner will not be included in the appeal.
There was a discussion among Board members whether the Association should do it or just let the unit owners do it individually. After the discussion took place, Charley Docter made a motion to the Board to contract the Firm of Berman Rennert Vogel & Mandler to appeal the 2008 property taxes. Carol Housen was against it as well as Barry McDaniel. Charles Verdi was unsure how to vote. He asked the Board that in order to vote on this subject, he needed more information. He then called Robb Udell, the attorney in charge of the tax appeal, to obtain more details regarding the tax appeal. Robb Udell responded to all questions that were asked by Charles Verdi about the tax appeal and how his firm would handle it. Charles Verdi was able to clarify his concerns. After the phone conversation took place, Charles Verdi voted in favor.
UNIT 701 & 702
Board was in agreement to send unit 701 and 702 to Mr. Yaffe, our attorney, to file a Claim of Lien on both units. The Board agreed to evict the tenant of unit 701 if he does not move-out by October the 1st. Barry McDaniel made a motion to the Board not to renew the lease on Unit 701. All Board in favor.
Recommendation from Carol Housen to the board to give the unit owners the option to rent the floor machine for $100.00 a day and use Efrain on his days off, our head maintenance person, to use the machine only in the Building. Board members agreed that in order to use the floor machine the unit owners must sign a liability waiver releasing the Association.
SCHEDULE NEXT BOARD OF DIRECTORS MEETING
Next BOD meeting is scheduled for Tuesday, October 28, 2008.
ADJOURN
Meeting was adjourned at 12:20 PM.
Barry McDaniel, Secretary
FOR THE BOARD OF DIRECTORS
MINUTES OF MEETING: AUGUST 21, 2008
DETERMINATION OF A QUORUM
IN ATTENDANCE
Charles Verdi (President)
Carol Housen (Vice-President)
Albert Wright (Treasurer) via telephone
Charles Docter (Director) via telephone
Barry McDaniel (Secretary)
CALL TO ORDER
Charles Verdi called the meeting to order at 8:20 PM.
APPROVAL OF MINUTES OF JULY 14 AND JULY 23 2008 BOARD MEETING
Charles Verdi, President, approved the Minutes of July 14 and July 23, 2008 BOD meeting.
Carol Housen seconded, all in favor.
UPDATE ON PENDING LAWSUITS BY THE PRESIDENT OF THE BOD
Peter Haugh & Insurance Litigation (Mr. Levy attorney)
The President of the Board once again gave the Board and the audience an update on the Peter Haugh settlement and the litigation against Westport (Insurance Company). Peter Haugh case is over. The Board settled it for $75,000.00.
Litigation against Westport is over. The Board withdraws all the claims against Westport and avoids paying more legal fees.
APPROVAL OF THE SETTLEMENT AGREEMENT WITH THE DEVELOPER
The President of the Board informed the audience of what took place last Wednesday, August 13, 2008 at the meeting with the developer. The following board members (Charles Verdi, Carol Housen, Barry McDaniel, and Ivan Abrantes Property Manager) went to the meeting with the developer. The Board reached a tentative agreement with the Developer. The President gave a complete summary of the lawsuit with the Developer. He felt we should settle this litigation and sign an agreement. The Board feels that this litigation with the Developer has taken too long and should be finalized for the best interest of the St. Tropez owners. This issue has cost too much money to the Association. The Association already reviewed the draft settlement agreement from the Developer and made some changes and sent it back to the Association’s Attorney.
There was a discussion between the audience and the Board regarding whether the Association should allow the tenants and their respective occupants, invitees, customers and guests of the CU1 and CU4 access to the designated lobby bathroom. Some residents are really concerned about how the Association will control commercial units access to the lobby bathroom. The Board explained to the audience that they are weighing different options and security measures to control the access to the lobby bathroom by the commercial units tenants and customers as well as stopping tenants & customers from having access to the building common areas (Pool Deck, Gym, sauna etc) The Board informed the audience that the building’s security system would be improved and the building will be protected.
Al Wright made a suggestion to the board to make some changes to paragraph three. He suggested changing it to “…Lobby Access and Commercial Units allowing only tenants and customers use lobby bathroom facilities, no invitees or guests. Some Board members said that by doing this they will kill the tentative agreement with the Developer. The Board explained to the audience that they will make all necessary changes to the draft settlement agreement regarding access to the lobby bathroom only by tenants and customers of the CU1 and CU 4.
After the discussion took place the President recommended the Board make a motion to make the necessary changes to paragraph three as mentioned above and send it to the Association’s Attorney to be reviewed and then advise the Board. The President also said that if the Association’s Attorney advises that by making the changes to paragraph three the developer won’t sign the agreement then the Board should sign the agreement as is. Carol Housen made the motion. Barry McDaniel seconded. Board unanimously agreed.
SELECT BUDGET COMMITTEE
Unit 501 Patricia Santangelo
Unit 502 Judith Bishop
Unit 802 Dominique Cherqui
Charley Docter made a motion to the Board to open a new account with another bank and transfer $50,000.00 from the Money Market Account with Banco Popular. Barry McDaniel seconded. All Board in favor.
REPORT FOR COMMITTEES:
- Building and Grounds Committee: Patricia Santangelo read the recommendations to the Board.
- Rules and Regulations Committee: Carol Housen reported that the Committee just met prior to the Board meeting but they could not finish the revision of the Rules & Regulations. The Committee will have the revision done by next week and then they will be sent to the Board members by email to be reviewed.
JUNE 08 FINANCIAL REPORT BY THE TREASURER
Albert Wright presented to the Board a report of the Association’s June 08 Financial report provided by Miami Management, Inc. Total Income $72,656.49. Total Expenses and Reserve $64,196.02. Total Reserve and Interest Transfer $5,757.93. Net Income $8,460.47. Deficit has been reduced to $32,876.04. Delinquency account $10,808.71. Assessments Paid in Advance $27,106.49. If our Income continues to meet budget, it is expected that by the end of the year we will not have a deficit. Financial Statements are available in the Manager’s office.
SCHEDULE NEXT BOARD OF DIRECTORS MEETING
Next BOD meeting was scheduled for Tuesday, September 23, 2008.
ADJOURN
Meeting was adjourned at 9:45 PM.
Barry McDaniel, Secretary
FOR THE BOARD OF DIRECTORS
MINUTES OF MEETING: JULY 29, 2008
DETERMINATION OF A QUORUM
IN ATTENDANCE
Charles Verdi (President)
Albert Wright (Treasurer) via telephone
Charles Docter (Director) via telephone
ABSENT
Barry McDaniel (Secretary)
Carol Housen (Vice-President)
ALSO PRESENT
Frank Massabki unit 902
CALL TO ORDER
Charles Verdi called the meeting to order at 1:10 PM.
UPDATE ON PENDING LAWSUITS BY THE PRESIDENT OF THE BOD
SCHEDULE NEXT BOARD OF DIRECTORS MEETING
The Board members will inform what date.
ADJOURN
Meeting was adjourned at 2:50 PM.
Barry McDaniel, Secretary
FOR THE BOARD OF DIRECTORS
MINUTES OF MEETING: JULY 26, 2008
DETERMINATION OF A QUORUM
IN ATTENDANCE
Charles Verdi (President)
Carol Housen (Vice-President)
Albert Wright (Treasurer) via telephone
Charles Docter (Director) via telephone
Barry McDaniel (Secretary)
CALL TO ORDER
Charles Verdi called the meeting to order at 11:00 AM.
APPROVAL OF MINUTES OF JUNE 23, 2008 BOARD MEETING
Charles Verdi, President, approved the Minutes of June 23, 2008.
Carol Housen seconded, all in favor.
UPDATE ON PENDING LAWSUITS BY THE PRESIDENT OF THE BOD
SCHEDULE NEXT BOARD OF DIRECTORS MEETING
Next BOD meeting was scheduled for Tuesday, July 29, 2008 at 1:00 PM.
ADJOURN
Meeting was adjourned at 1:20 PM.
Barry McDaniel, Secretary
FOR THE BOARD OF DIRECTORS
MINUTES OF MEETING: JULY 23, 2008
DETERMINATION OF A QUORUM
IN ATTENDANCE
Charles Verdi (President)
Carol Housen (Vice-President)
Albert Wright (Treasurer) via telephone
Charles Docter (Director) via telephone
Barry McDaniel (Secretary)
ALSO PRESENT
Ivan Abrantes (Property Manager)
Charles Verdi called the meeting to order at 10:00 AM.
SCHEDULE NEXT BOARD OF DIRECTORS MEETING
Next BOD meeting was scheduled for Saturday, July 26, 2008 at 11:00 am.
ADJOURN
Meeting was adjourned at 12:05 PM.
Barry McDaniel, Secretary
FOR THE BOARD OF DIRECTORS
MINUTES OF MEETING: JULY 14, 2008
DETERMINATION OF A QUORUM
IN ATTENDANCE
Charles Verdi (President)
Carol Housen (Vice-President)
Albert Wright (Treasurer) via telephone
Charles Docter (Director) via telephone
ABSENT
Barry McDaniel (Secretary)
ALSO PRESENT
Ivan Abrantes (Property Manager)
Charles Verdi called the meeting to order at 10:00 AM.
ADJOURN
Meeting was adjourned at 12:00 PM.
Barry McDaniel, Secretary
FOR THE BOARD OF DIRECTORS
MINUTES OF MEETING: JUNE 23, 2008
IN ATTENDANCE
Charles Verdi (President) via telephone
Carol Housen (Vice-President)
Albert Wright (Treasurer) via telephone
Barry McDaniel (Secretary)
Charles Docter (Director) via telephone
ALSO PRESENT
Ivan Abrantes (Property Manager)
Charles Verdi called the meeting to order at 9:00 am.
2008 BUDGET OVERRALL
The Board discussed the Budget situation as of April 08. As a result, the Board decided to do the following to deal with the deficit.
The current budget situation is a deficit of $32,363 as of the last MMI Financial Report for April 30, 2008.
A strategy for dealing with the deficit is:
1 - hold the line on any not budgeted expenses
2 – Reimburse the Operating account for any expenses paid from the Operating account that should have been paid from Reserves.
3 - put off building the Maintenance Dept. room in the garage
4 - identify any savings accruing from contract expenses that are less than the budgeted amount
5 - temporarily stop paying additional $500 monthly to Reserves for prior mishandling of that account
The Board agreed for Ivan to transfer money from Reserves to the Operating account for any legitimate expenses already paid from Operating account to deal with the current cash flow problem. This action should be sufficient to take us through the end of the year without any further cash flow concerns so long as our income continues to meet budget.
ADJOURMENT
Meeting was adjourned at 10:30 am.
Barry McDaniel, Secretary
FOR THE BOARD OF DIRECTORS
MINUTES OF MEETING: MAY 29, 2008
IN ATTENDANCE
Charles Verdi (President) via telephone
Carol Housen (Vice-President)
Albert Wright (Treasurer)
Barry McDaniel (Secretary)
Charles Docter (Director) via telephone
ALSO PRESENT
Ivan Abrantes (Property Manager)
APPROVAL OF MINUTES OF APRIL 30, 2008 BOARD MEETING
Charles Verdi approved the minutes of the April 30, 2008 Board meeting. All Board members were in favor.
Costel Fotea and Peter Orosz litigation. Michelle M Krone Kubicki Draper this firm has been retained by CAN Insurance Company to represent St. Tropez Ocean in the above captioned matter.
Carol Housen was scheduled to be deposed on Tuesday, June 3, 2008 at 10:00 am on Costel Fotea and Peter Orosz litigation.
FINANCIAL REPORT APRIL 08
Albert Wright (Treasurer) gave the Board a report of the Association’s April 08 Financial Statement provided by Miami Management, Inc. Balance Sheet Financial reports still show certain item variances over budget such as Legal Fees, Operating Expenses, and Utilities. April Financial Statement monthly Over Budget ($2,324.56). The Monthly Income exceeded the Budget in the amount of $17,219.90. Expenses were higher than budgeted. The delinquency report has been reduced to $5,372.40. All of the reserve transfer was made from the operating account to reserve account for the month of April 08.
Financial Statements and Cash Flow Statement are available in the Manager’s office.
SCHEDULE NEXT BOARD OF DIRECTORS MEETING IN JULY
Next BOD meeting was scheduled in July. The Board members will inform what date.
ADJOURMENT
Meeting was adjourned at 8:35 p.m.
Barry McDaniel, Secretary
FOR THE BOARD OF DIRECTORS
MINUTES OF MEETING: APRIL 30, 2008
IN ATTENDANCE
Charles Verdi, President
Bonnie Schwartzer, Vice-President
Albert Wright, Treasurer
Barry McDaniel, Secretary
Charles Docter, Director (via telephone)
ALSO PRESENT
Ivan Abrantes (Property Manager)
Joann Russo (Supervisor, Hi-Rise Division, Miami Management)
CALL TO ORDER
Charles Verdi called the meeting to order at 7:05 p.m.
PROOF OF NOTICE OF MEETING
Management Company gave proof of Notice of the meeting.
READING OR WAIVER OF MINUTES OF PREVIOUS ANNUAL MEETING
All Board members agreed to waive the minutes of the previous Annual meeting because there were previously approved.
DETERMINATION OF QUORUM OF MEMBERS
Five Board Members established quorum. Four Board members present at the Meeting and one via telephone.
APPOINTMENT OF INSPECTORS OF ELECTION
Board asked for volunteers. Two volunteers were appointed.
Judy Bishop Apt #502
Peter Frankel Apt #2501
INSPECTORS OF ELECTION TO COMMENCE THE COUNTING OF VOTES
Proxies received 19
Present 13
Ballots Received 51
VOTES:
Charles Verdi-46
Bonnie Schwartzer-29
Albert Wright-35
Barry McDaniel-36
Charles Docter-42
Carol Housen – 32
ADJOURMENT
The meeting adjourned at 7:35 p.m.
NEW BOARD OF DIRECTORS MEETING
CALL TO ORDER
New Board called to order at 7:36 pm.
Joann Russo (Supervisor, Hi-Rise Division, Miami Management) guided the new Board to do appointment.
ESTABLISHMENT OF A QUORUM OF DIRECTORS
The new five Board Members established quorum
ELECTION OF OFFICERS
Charles Verdi (President)
Carol Housen (Vice-President)
Albert Wright (Treasurer)
Barry McDaniel (Secretary)
Charles Docter (Director)
MIAMI MANAGEMENT CONCIERGE DEPARTMENT CONTRACT
Carol Housen made a motion to the Board members to sign the contract with Miami Management Concierge department effective June 1st, 2008 and terminate the contract with Field Force Service by May 31st, 2008. All Board members agreed.
JOSHUA M. LEVY ATTORNEY AT LAW (PETER HAUGH LEGAL STATUS OF CLAIMANT) the entire Board desired to set up an executive Board meeting with Mr. Levy next week on Thursday, May 8 at 11:00 am to discuss the Legal Status of the claimant.
FINANCIAL REPORT FEB 08 & MARCH 08
Albert Wright (Treasurer) gave the Board a report of the Association’s Feb 08 & March 08 Financial Statement provided by Miami Management, Inc. Balance Sheet Financial reports still show certain item variances over budget and at the same time certain items show variance under budget, this should balance out at the year end. Expenses were higher than what was budgeted for Feb and March. The delinquency report has been reduced. All of the reserve transfers were made from the operating account to the reserve account for the month of Feb 08 & March 08. Miami Management will add to the Monthly Financial Statement a Cash Flow Report for better understanding of the financial situation.
Financial Statements are available in the Manager’s office.
SCHEDULE NEXT BOARD OF DIRECTORS MEETING IN MAY
Next BOD meeting was scheduled on Thursday, May 29, 2008 at 7:00 p.m.
From now on the new Board desired to have the monthly Board meeting on the fourth Thursday of each month.
ADJOURMENT
Meeting was adjourned at 8:35 p.m.
Barry McDaniel, Secretary
FOR THE BOARD OF DIRECTORS
On April 30, 2008, the Association voted and chose the following unit owners as Board Members.
Your new Board of Directors:
Charles Verdi (President)
Carol Housen (Vice-President)
Albert Wright (Treasure)
Barry McDaniel (Secretary)
Charles Docter (Director)
MINUTES OF MEETING: THURSDAY, MARCH 13, 2008
CALL TO ORDER
Charles Verdi called the meeting to order at 7:35 pm.
ESTABLISH QUORUM
IN ATTENDANCE
Charles Verdi (President)
Bonnie Schwartzer (Vice-President) via telephone
Albert Wright (Treasurer)
Barry McDaniel (Secretary)
Charley Docter, (Director)
ALSO PRESENT
Ivan Abrantes (Property Manager)
APPROVAL OF MINUTES OF FEBRUARY 21, 2008 BOARD MEETING
Charles Verdi approved the minutes of the February 21, 2008 Board meeting. All Board members were in favor.
Carol Housen, President of North Beach Development Corporation, spoke about issues concerning our local community and North Beach Renaissance upcoming events.
UPDATE ON PENDING LAWSUIT BY THE PRESIDENT OF THE B.O.D.
Nothing new on the pending lawsuit with the developer by the time of the meeting.
REVIEW FINANCIAL REPORT FEB 08
Albert Wright (Treasurer) presented to the BOD members a review of the Jan 08 Financial Statement. He received answers for his questions from MMI bookkeeper. The following are the questions and answers:
QUESTIONS:
1 UNDER CURRENT ASSETS Cash-Operating-Bank of America $-21,882.41
2 UNDER CURRENT ASSETS Prepaid Insurance $-20,807.28
3 UNDER CURRENT LIABILITIES Held/outstanding check Dec 2007 $-34,861.24
4 UNDER INCOME STATEMENT Interest Income under budget $43.71
5 UNDER INCOME STATEMENT Accumulated Surplus under budget $-1,667.00
6 UNDER INCOME STATEMENT Insurance over budget $3,071.67
7 UNDER INCOME STATEMENT Reserve - Interest $40.49
ANSWERS:
Question#1:
The $-21,882.41 represents the final result between December 31, 2007 and January 31, 2008. It doesn't mean that we spent $-21,882.41 as of January 31, 2008. In order words, we ended 12/31/07 with a balance of $14,207.28(including the held outstanding check entry). On January 31, 2008, we reversed the held outstanding check entry, added deposits for the month of January 31, 2008, and checks cut for this month giving us an ending balance for the amount of $-7,675.13.
Question #2-
The amount of $21,758.03 represents 1 month amortization left. Please be advised that the policy covered 1 year and the total policy was divided by 12 month, which means that we still have (old policy) two month to amortize for this year. It doesn't mean that we own $20,807.28.
Question #3-
The amount of $34,861.24 represents an entry that was booked at the end of the year for the following reason:
1. As a new accounting procedure we can't close the year for any property with a negative balance. We need to add all outstanding checks or held check as of 12/31/07 and reverse to obtain a positive balance on the account. Please be advised that this entry is only for the year-end and the following month the entry was reversed.
Question #4-
The reason we only have $43.71 as interest income (January 31, 2008) is because the TIAA bank statements is quarterly and this income will not be reflected until March 31, 2008. On March 2008 you will see January, February and March 2008 interest income.
Question #5-
The authorization to allocate the net income as of 12/31/07 for the following year (accumulated surplus) was received February 25, 2008. On February 29, 2008 financial you will see the accumulated surplus for the month of January and also February 2008.
Question #6-
As I mentioned on question # 2 we still have 1 month amortization for the old policy and that’s the reason of the negative balance (3,071.67).
Question #7-
The balance of $40.49 was only reserve transfer. This figure will not be the same as interest income (account 4025) because this account includes income for operating and reserve as well.
Al reported that the Balance Sheet Financial reports show certain item variances over budget and at the same time certain items show variance under budget, this should balance out at the years end. Al expects that the financial statement for February will look better.
Financial statements are available in the Manager’s office.
MANAGER’S REPORT
Ivan Abrantes read the Manager's Report.
OLD BUSINESS
Security Company
The President of the Board gave an update on security issues and all of the options the building has if it wants to make a change. Option # 1: Hire a new security company or Option # 2: Hire MMI Concierge department. No changes have been made yet. The President of the BOD, together with the Property Manager, is still working on all of the options. Once again, the President of the BOD is not satisfied that we are on the correct path with Field Force Company and changes will have to be made. All of the options were presented to the BOD to be reviewed and make the decision.
REPORTS FOR COMMITTEES:
- Building and grounds committee: Recommendation to the BOD to replace some of the pool deck umbrellas. Status on the landscaping maintenance service and landscaping replacement between apt 501,502, and 504. The property manager will discuss the landscape budget with Al (Treasurer) next Monday to see how much money is needed to finish with the landscape replacement project.
- Rules and regulations committee: no report
Charles Docter made a motion to the BOD to authorize the replacement of the carpet on the fifth floor by First Response Company for the amount of $637.78. The President of the BOD, the Treasurer, the Manager, and Brad from the Building and Grounds committee will pick out the color of the carpet. All Board members were in favor.
SCHEDULE NEXT BOARD OF DIRECTORS MEETING
Next BOD meeting will be scheduled for Wednesday, March 19, 2008 at 11:00 am.
ADJOURNMENT
Meeting was adjourned at 8:45 pm.
Barry McDaniel, Secretary
FOR THE BOARD OF DIRECTORS
MINUTES OF MEETING: THURSDAY, FEBRUARY 21, 2008
CALL TO ORDER
Charles Verdi called the meeting to order at 7:30 pm.
ESTABLISH QUORUM
IN ATTENDANCE
Charles Verdi (President)
Bonnie Schwartzer (Vice-President) via telephone
Albert Wright (Treasurer)
Barry McDaniel (Secretary)
Charley Docter, (Director)
ALSO PRESENT
Ivan Abrantes (Property Manager)
APPROVAL OF MINUTES OF JANUARY 26, 2008 BOARD MEETING
Charles Verdi approved the minutes of the January 26, 2008 Board meeting. All Board members were in favor.
UPDATE ON PENDING LAWSUIT BY THE PRESIDENT OF THE B.O.D.
The President of the Board informed that the Association is ready to present a counteroffer to the developer. If an agreement is not reached, the Association will take the developer to court. Further information should be available in the next board meeting.
PROPOSED LEASE FOR CU01 & CU02
The Board has decided to have the Association attorney deal with this matter. Mr. Yafee has been working with the agent of the Commercials units (Martha Waserstein) for the commercial units on the proposed lease representing the interest of the building. So far, the negotiation has been satisfactory to the Association. The manager’s office has been forwarded all the correspondence between the attorney and the developer’s agent.
FINANCIAL REPORT DEC 07 & JAN 08
Albert Wright presented to the Association the December 07 and January 08 financial statement. The Association ended the year with less net income than had been budgeted for 2007. We had a surplus of $14,323.37 instead of $20,000.00. The reason for this was that the December expenses exceeded the budget by almost $16,000.00.
All the reserve transfers were made at the end of the year. For January 08 expenses exceeded the budget by $8,500.00. Operating balance at the end of January was good. The delinquency accounts declined to $13,644.31 in the January 08 report. Al expects that the financial statement for February will look better. He received the January 08 report the day before the meeting so he was not able to raise any questions to the Manager or to the Accountant. The Treasurer and the Property Manager will have a meeting with the accountant to review January 08 budget and answer all of the questions.
Charles Docter made a recommendation to review the January 08 Financial report at the next Board meeting.
Financial statements are available in the Manager’s office.
MANAGER’S REPORT
No report was available at this meeting.
OLD BUSINESS
The manager’s office is working on three projects:
- New sprinkler system installation (completed)
- Landscape replacement (in progress)
- Light fixture replacement (in progress)
- Double door by the bike area. Installation of a new lock mechanism to the door and sensor alarm detector is in progress
NEW BUSINESS
The President of the Board gave an update on security issues. He, together with the Property Manager, is still working on issues with the condominium security company. He is not satisfied that we are in the correct path with this company and changes will have to be made. Options will be presented to the B.O.D.
REPORTS FOR COMMITTEES:
- Building and grounds committee: no report
- Rules and regulations committee: no report
SCHEDULE NEXT BOARD OF DIRECTORS MEETING
Next BOD meeting will be scheduled for the following week by the President of the Board.
Date to be announced.
ADJOURNMENT
Meeting was adjourned at 9:00 pm.
Barry McDaniel, Secretary
FOR THE BOARD OF DIRECTORS
MINUTES OF MEETING: SATURDAY, JANUARY 26, 2008
CALL TO ORDER
Charles Verdi called the meeting to order at 10:10 am.
ESTABLISH QUORUM
IN ATTENDANCE
Charles Verdi (President)
Bonnie Schwartzer (Vice-President)
Albert Wright (Treasurer)
Barry McDaniel (Secretary)
Charley Docter, (Director)
ALSO PRESENT
Ivan Abrantes (Property Manager)
APPROVAL OF MINUTES OF NOVEMBER 28, 2007 BOARD MEETING
Charles Verdi approved the minutes of the November 28, 2007 Board meeting. All Board members were in favor.
Carol Housen President of North Beach Development Corporation made her announcement regarding Band Shell Commercial District in North Beach and North Beach Renaissance upcoming events.
UPDATE ON PENDING LAWSUIT BY THE PRESIDENT OF THE BOD
The president of the Board Charles Verdi would like to have a closed meeting with all Board members to go over the status of the lawsuit with the developer. Board members need to decide how they would like to settle with the developer and what strategy should be taken.
Peter Haugh claimant ex employee (Joshua M. Levy Attorney at Law)
Board has been updated with the most current correspondence from Mr. Levy’s attorney in regards to the claimant.
Costel Fotea and Peter Orosz litigation (Plaintiff’s first of interrogatories to defendant) Michelle M. Krone from Kubicki Draper this firm has been retained by CAN Insurance Company to represent St. Tropez Ocean in the above captioned matter.
Nothing new at this time, no reports from the insurance company agent.
FINANCIAL REPORT NOV 07
Albert Wright presented a report of the Association’s November 07 Financial statement. In general, the building is in good financial shape. The Manager’s Office, covering the period of November 2007 to January 2008, has completed transfers from operating account to the reserve. The dollar amount of delinquencies moth over moth has been reduced. December 07 Financial Statement will be ready by the end of January 08.
MANAGER’S REPORT: 2007 ACCOMPLISED PROJECTS
Ivan Abrantes read the Report
NEW BUSINESS
- 2008 Projects spreadsheet: The Board reviewed and discussed all the items presented in the 2008 Projects spreadsheet. Bonnie Schwartzer made a motion to change the criticality (Must have/Nice to have) of some projects. Albert Wright seconded. Charley Docter and Barry McDaniel in favor. Charles Verdi abstained.
The following are the changes to the 2008 projects spreadsheet: Must have: Water leak from pool deck to the garage, Fix planter sprinklers, Exterior concrete restoration, Light fixture replacement, Jacuzzi foundation cracks, Fire sprinkler system repair, Fire extinguisher system repair, Bike rack door.
Nice to have: Maintenance Room, Optimize garage floor drainage, Replace landscaping, Exterior building painting, Interior building painting, Replace carpet, Pool shell, Storm shutters in lobby (closed),
The Board discussed and agreed to prioritize each item as listed below:
Bike Rack Door
Fire Extinguisher System Repair
Fire Sprinkler System Repair
Light Fixture Replacement
Fix Planter Sprinklers (in progress)
Replace Landscape
Water Leak from pool deck to the garage
Maintenance Room (Manager will call Elizabeth at Miami Beach City Code Enforcement to make sure that the building is following code compliance with the project)
Pool Shell
Replace Carpet
Exterior Concrete Restoration
- Optimize Garage Floor drainage
Exterior Building Painting
Interior Building Painting
Storm Shutters in Lobby (closed)
The Board agreed that Albert Wright, along with the Property Manager go over Slider Engineering report to review and see if any of the following items were reflected in the report:
- Garage Floor Drainage
- Water Leak from Pool Deck to the garage
- Concrete Restoration
- Pool Shell potential water leak
- Jacuzzi Settlement
The Board agreed to obtain three estimates on the following projects and approve the lowest estimate:
- Bike Rack Door
- Fire Extinguisher System Repair
- Fire Sprinkler System Repair
Bonnie Schwartzer made a motion to increase up to $500.00 the Manager’s right to approve estimates and proceed. All Board members were in favor.
- Security Company (billing increase for 2008): Charles Verdi president of the Board along with the Property Manager will be working on it. A report will be presented to the Board Members in the next Regular Board Meeting.
- Changing Condo Documents: Charles Verdi recommended to the Board that we obtain legal advice with regards to changing the Condo Docs. A special meeting should be called to discuss the Changing of the Condo Documents. All Board members were in favor.
REPORTS FOR COMMITTEES:
- Building and grounds committee: Patricia Santangelo made a recommendation to the Board to buy Custom Lounge Cushions for the pool deck furniture for the price of $5,700. The Board members did not approve it. There are no funds for this in the budget.
- Rules and regulations committee: Rules violations apt 701-702. No report. Carol Housen could not stay due to Band Shell Commercial District event.
SCHEDULE NEXT BOARD OF DIRECTORS MEETING
Next BOD meeting was scheduled for Thursday, February 21, 2008 at 7:30 pm.
ADJOURNMENT
Meeting was adjourned at 1:00 pm.
Barry McDaniel, Secretary
FOR THE BOARD OF DIRECTORS
MINUTES OF MEETING: WEDNESDAY, NOVEMBER 28, 2007
CALL TO ORDER
Charles Verdi called the meeting to order at 7:35 p.m.
ESTABLISH QUORUM
IN ATTENDANCE
Charles Verdi (President)
Bonnie Schwartzer (Vice-President)
Albert Wright (Treasurer)
Barry McDaniel (Secretary)
Charley Docter, (Director) via telephone
ALSO PRESENT
Ivan Abrantes (Property Manager)
REVIEW AND APPROVAL OF THE BUDGET FOR THE CALENDAR YEAR 2008
President of the Board opened the Budget meeting by stating that the Property Manager, who knows what has to be done in the building, prepared a draft budget and submitted it to Albert Wright for consideration with all Board members. The President believed that it was a good and realistic budget and would accomplish all that he felt has to be done in the building as well as any contingency that might occur in 2008. He was concerned, however, with the final budget for 2008 and the possibility that the building might not have enough money to accomplish repairs he felt are necessary. He was also concerned about the possibility that the board might need to assess the owners next year. Although, he was happy with the fact that the BOD was able, so far, to reduce the maintenance charges, he just wanted to be sure that records are being kept on future projects.
The Board raised the reserves by 20% to cover inflation over the last 6 years. A study to determine the current costs for replacement and anticipated remaining life of the various reserve items has not been done so far. The Board believes that this analysis should be done next year so that the association will have sufficient funds in reserve if and when a reserve item needs maintenance. A majority of the Board proposed a decrease of the maintenance fees because building insurance decreased significantly which was by far the biggest reason why maintenance went up last year. It was stated that the President of the Board as well as the property manager did a wonderful job this year in saving thousands of dollars to the building and, consequently, the building will have a surplus at the end of 2007.
Albert Wright reviewed each item of the 2008 proposed budget and provided detailed answers to all questions about these line items. His goal was to prepare a responsible budget covering every foreseeable expense the building may incur for 2008. He also commended the property manager for a great job with the preparation of the 2008 budget and year over year budget comparison as well. For 2008 the building will have a contingency item in the budget for any unexpected expenses which may occur in 2008.
The property manager read a list of items that he felt should be attended to next year and a discussion took place with regards to these items. Some of the Board members did not believe that all of these suggested items needed to be remedied within the next year and that until this meeting they were never made aware of these potential issues with the building. The Board will discuss, analyze and prioritize the projects before moving forward on each project. Property Manager recommended that the Board should maintain the same maintenance fee for next year in order to have enough funds for all the upcoming projects, instead of decreasing the maintenance in 2008.
Discussion about approval of 2008 budget took place.
Discussion took place about replacing the carpet of the building and interior painting of the corridors next year.
After the discussion Albert Wright made a motion to approve the 2008 proposed budget. Charles Docter seconded. Bonnie Schwartzer agreed. Charles Verdi voted against the 2008 proposed budget as well as Barry McDaniel.
2008 MAINTENANCE FEES |
|
|
|
PER UNIT |
PER UNIT |
PER UNIT |
PER UNIT |
|
% OF |
# OF |
MONTHLY |
MONTHLY |
MONTHLY |
TYPE |
TYPE |
OWNERSHIP |
UNITS |
RESERVE |
MAINTENANCE |
TOTAL FEE |
MONTHLY |
|
|
|
FEE |
FEE |
|
|
Type A |
0.01120264% |
23 |
51.92 |
722.77 |
$774.70 |
$17,818.01 |
Type B |
0.01120264% |
23 |
51.92 |
722.77 |
$774.70 |
$17,818.01 |
Type C |
0.01047473% |
22 |
48.55 |
675.81 |
$724.36 |
$15,935.90 |
Type D |
0.01047473% |
23 |
48.55 |
675.81 |
$724.36 |
$16,660.26 |
Unit CU 1 THRU 5 |
0.00266314% |
5 |
12.34 |
171.82 |
$184.16 |
$920.82 |
|
|
|
|
|
$3,182.27 |
|
TOTAL |
|
96 |
|
|
|
$69,153.00 |
|
|
|
|
|
|
|
RESERVES |
4,635.00 |
|
|
|
|
|
ASSESSMENT |
64,518.00 |
|
|
|
|
|
|
$69,153.00 |
|
|
|
|
|
Board members approved a budget of $500.00 for the Holiday Party to Building and Grounds Committee.
SCHEDULE OF THE HOLIDAY PARTY
Holiday Party will take place on Sunday, December 16, 2007 at 6:00 PM. It was re-scheduled after the meeting for Saturday, December 15, 2007 at 6:00 pm.
SCHEDULE NEXT BOARD OF DIRECTORS MEETING
Next BOD meeting was scheduled for Saturday, January 12, 2008 at 10:00 am. It was re-scheduled after the meeting for Thursday, January 24, 2008
ADJOURMENT
Meeting was adjourned at 10:15 p.m.
Barry McDaniel, Secretary
FOR THE BOARD OF DIRECTORS
MINUTES OF MEETING: THURSDAY, NOVEMBER 1, 2007
IN ATTENDANCE
Charles Verdi (President)
Bonnie Schwartzer (Vice-President) Albert Wright (Treasurer)
Barry McDaniel (Secretary)
Charley Docter, (Director) via telephone
ALSO PRESENT
Ivan Abrantes (Property Manager)
CALL TO ORDER
Charles Verdi called the meeting to order at 7:31 p.m.
APPROVAL OF MINUTES OF AUGUST 27, 2007 BOARD MEETING
Charles Verdi approved the minutes of the August 27, 2007 Board meeting. All Board members were in favor.
UPDATE ON PENDING LAWSUITS BY THE PRESIDENT OF THE BOD
Coster Fotea and Peter Orosz litigation (plaintiff's first interrogatories to defendant) Michelle M. Krone from Kubicki Draper. This firm has been retained by CAN Insurance Company to represent St. Tropez Ocean in the above captioned matter.
Nothing new at this time; no reports from the insurance company.
FINANCIAL REPORT AUGUST & SEPTEMBER 07
Albert Wright presented to the Board a report of the Association's August and September Financial report provided by Miami Management, Inc., status of Expenses and Income balances as well as the reserves. Al reported that the MMI Financial Report for August and September 07 shows the building is in good financial shape. Although, the Balance Sheet Financial reports show certain item variances over budget and at the same time certain items show variances under budget, this should balance out at the years end. The expenses were over budget in August and September. Reserve transfer was made and all is up to date. The delinquency report has been reduced in August and September. The Manager's Office has sent notices to the owners who owe more than two-months' maintenance fees. The office continues to pay down the insurance loan. Manager's office will continue trying to collect delinquency maintenance.
MANAGER REPORT
Bonnie Schwartzer read the Manager's Report.
OLD BUSINESS
- Apt 701 & 702 (Amendment to settlement agreement signed by the BOD in September 07): The president of the BOD signed an amendment to the settlement agreement for units 701 and 702 in October. Tenants will pay the rent to the association until the outstanding maintenance is paid (see the document attached for details)
- Cooling Towers: Replacement of fan's motor: Southeast Mechanical completed the repair in October.
- Apt# 1801 letter asking for an extension on maintenance payment: BOD believes that this matter should be discussed at the Manager's office not at an open meeting. Owner of unit # 180 1 will come by the manager's office to discuss this matter with two board members.
NEW BUSINESS
- Parking - Rules and Regulation: A memo was given to the Security Department by the Manager's Office in order to enforce Parking Rules and Regulations.
- Landscape improvement: Manager's office has obtained proposals for landscape improvement, new irrigation system, as well as monthly maintenance service. BOD will postpone this project for next year when the new budget takes effect. More estimates will be presented to the BOD to be reviewed.
- 2008 Budget preparation: Al said that the property manager has done a great job with the preparation of 2008 Budget draft. AI, Chuck and the property manager met to go over the proposed budget and they already have a draft which was presented to the rest of the board members at the meeting. Al will contact each board member to review and discuss the budget draft in order to have it ready to be published and approved by the BOD at the next board meeting. A copy of the proposed budget will be sent to all unit owners 14 days prior to the Budget meeting. Al proposed to have a board budget meeting closed to the public, due to the fact that the board will discuss personnel issues. A few days later the board found out that they couldn't have a board meeting closed to the public unless the meeting was set to discuss legal issues. Meeting was cancelled. There was a discussion about keeping the monthly maintenance as it is right now or lowering it next year. Board members will discuss and review all the possibilities and vote on it.
- New proposal for Trash removal (All Service): Manager's office is still waiting for Waste Management's current contract to see if the building can cancel it and use All Service.
- Hi-Rise trash chute contract: New information came to light in this matter: The developer made the contract with Hi-Rise Company, and the building paid a large amount of money upfront. However, Hi-Rise filed bankruptcy and defaulted on the agreement. The previous property manager and the board decided to stop paying Hi-Rise Company in October 2005. The board needs to gather additional information regarding this matter.
- Trash Chute system (Recycling): Recycling option in our trash chute system. Company in charge has recommended discontinuing the recycle option because the system is faulty, creating problems with the collection of the regular garbage most of the time and causing constant repairs. A lengthy discussion took place. Board will review all alternatives before moving forward on this matter. Manager's office will contact the company in charge to ask more questions.
REPORT FOR COMMITEES:
Building and grounds committee: Recommendation to the BOD: Brad read the recommendations to the board and to the manager's office. He informed the Board that an estimate for BBQ area furniture, and three benches for the Jacuzzi was previously given to the board to be approved. He asked the board to approve the estimate at the meeting. Charles Verdi made a motion to approve the estimate to buy three concrete table sets, three benches for the Jacuzzi area, and two more umbrellas. Albert Wright opposed {there is no budget for it); the rest of the Board members were in favor. Board needs to find the money in the budget for these expenses. Mary Wanda from unit 2203 wanted to be a volunteer for a welcoming committee. She recommended having a welcome snowbirds party. It will be a good idea for the residents to have a get-together. Bonnie Schwartzer made a motion to have a Party Committee. Charles Docter seconded the motion. The board members unanimously agreed. Ana Ortiz from unit 1202 wanted to be part of the Party committee. Party committee will be working together with the Building and Grounds committee. Mary Wanda will be working on a budget for the party to be presented to the board for their approval. Building and Grounds committee are planning to have a meeting soon, and all residents will be informed.
Mr. Verdi asked the manager to obtain three bids to paint the building hallways; a professional painter is required. (Although the building attempted to do the painting in-house, this did not work out.)
Rules and regulations committee: Recommendation to the BOD. Carol Housen wanted to bring to the Board members attention the fact that the Rules and Regulations need to be reviewed and errors corrected. Carol Hausen will meet with the property manager to review the Rules and Regulation and make the necessary changes.
SCHEDULE NEXT BOARD OF DIRECTORS MEETING IN NOVEMBER
Next BOD meeting was scheduled for Wednesday, November 28,2007 at 7:30 pm.
ADJOURMENT
gU;: 'E(J at 9:50 pm
Barry McDaniel, Secretary
FOR THE BOARD OF DIRECTORS
MINUTES OF MEETING: AUGUST 27, 2007
IN ATTENDANCE
Charles Verdi (President)
Bonnie Schwartzer (Vice-President) Albert Wright (via telephone)
Barry McDaniel (Secretary)
Charley Docter, Director (via telephone)
ALSO PRESENT
Ivan Abrantes (Property Manager)
CALL TO ORDER
Charles Verdi called the meeting to order at 7:35 p.m.
APPROVAL OF MINUTES OF JULY 30, 2007 BOARD MEETING
Charles Verdi approved the minutes of July 30, 2007 Board meeting. Albert Wright made a small correction to the previous minutes under FINANCIAL REPORT JUNE 07, the second line should read "covering the period of June 07", not July 07. Bonnie Schwartzer seconded the motion. All Board members were in favor
.
UPDATE ON PENDING LAWSUITS BY THE PRESIDENT OF THE BOD
Lawsuit with the developer (Robert Yaffee, Attorney at Law):
The Board met in August with Robert Yaffe (Attorney) to discuss the status of the lawsuit with the developer. The following Board members were present at the meeting: Charles Verdi, Bonnie Schwartzer, Barry McDaniel, and Charley Docter (via telephone). The meeting was only for Board members. The Board discussed with Mr.Yaffe how they would like to settle with the developer. Mr. Yaffe will contact the developer, have a conversation, and then he will inform the Board. However, after this meeting, the BOD was notified that the developer has a prospective renter for three of the commercial units. This could possibly change the discussion that the BOD and Mr. Yaffe already had regarding the lawsuit with the developer. Charles Verdi said that all Board members would be kept informed via email.
Peter Haugh claimant ex employee (Joshua M. Levy Attorney at Law):
Nothing new; no reports from the Workmen's Comp lawyer.
Coster Fotea and Peter Orosz litigation (plaintiff's first interrogatories to defendant) Michelle M. Krone from Kubicki Draper. This firm has been retained by CAN Insurance Company to represent St. Tropez Ocean in the above captioned matter.
Nothing new at this time; no reports from the insurance company.
FINANCIAL REPORT JULY 07
Albert Wright presented to the Board a report of the Association's July Financial report provided by Miami Management, Inc. Al reported that the MMI Financial Report for July 07 shows the building is in good financial shape. Although the Balance Sheet Financial reports show certain item variances over budget and at the same time certain items show variances under budget, this should balance out at the years end. Reserve transfer was made and all is up to date. The delinquency report remains almost the same. The Manager's Office has sent final notices to the owners who owe more than two-months' maintenance fees. Office continues to pay down insurance loan. The line of credit with Banco Popular was paid off in August 2007. Manager's office will continue trying to collect delinquency maintenance. Two units have not yet paid the special assessment and have been placed with the attorney.
Bonnie Schwartzer had some questions regarding the variance in the Financial Report of July 07 that was "over" in some items. The manager's office will provide her with an explanation.
MANAGER REPORT
Ivan Abrantes read the Manager's Report.
OLD BUSINESS
- Storage units option in the garage: Charles Verdi will give the board all the information next month.
- Security system upgrade proposals: The Board was in agreement to select CCTV of Florida to do the security system upgrade.
- Air conditioning system repairs recommended by Southeast Mechanical Company: The Board was in agreement to do the repairs recommended by Southeast Mechanical with Southeast Mechanical. The following are the recommendations:
- Condenser water pump #1 needs an HOA switch for the starter. Contactors need to be replaced at a cost of $3,040.00.
- The pressure regulator and the pressure relief valve will be $1,020.00.
- Condensation drain line for central station AHU needs to be re-routed to roof drainage. Take unit apart, raise unit up and install drain pan under entire unit. Run new condensation line from unit and new auxiliary drain. Galvanized steel will be used. Cost is $3,190.00.
REPORT FOR COMMITEES:
- Building and grounds committee: Recommendation to the BOD. Patricia Santangelo read the recommendation to the board and pending items from the list that need to be completed. The committee is still working on obtaining new furniture for the BBQ area. She recommended that the Property Manager send another letter to all residents in regards to the furniture and items on the balcony during hurricane season. If the residents plan not to be in the building during the Hurricane season, it is very important that they remove everything from their balcony or notify the manager's office to do so in the (:vent of a hurricane. Recommendation to the manager to call a roof company to obtain a proposal to repair the gazebo's air vents at the pool deck. Recommendation to the manager to call a company to obtain a proposal to polish the stainless steel wall inside the freight elevator.
- Rules and regulations committee: Recommendation to the BOD. Carol Housen informed the board about a prospective renter for commercial units. An application was given to the applicant to complete in August.
SCHEDULE NEXT BOARD OF DIRECTORS MEETING IN AUGUST
Next BOD meeting was scheduled for Thursday, September 27,2007 at 7:30 pm.
ADJOURMENT
Meeting was adjourned at 9:15 p.m.
Barry McDaniel, Secretary
FOR THE BOARD OF DIRECTORS
MINUTES OF MEETING: JULY 30, 2007
IN ATTENDANCE
Charles Verdi (President)
Bonnie Schwartzer (Vice-President) Albert Wright (via telephone)
Barry McDaniel (Secretary)
Charley Docter, Director (via telephone)
ALSO PRESENT
Ivan Abrantes (Property Manager)
CALL TO ORDER
Charles Verdi called the meeting to order at 7:35 p.m.
APPROVAL OF MINUTES OF JUNE 28, 2007 BOARD MEETING
Charles Verdi approved the minutes of the June 28th, 2007 Board meeting. Bonnie Schwartzer seconded the motion. All Board members were in favor.
UPDATE ON PENDING LAWSUITS BY THE PRESIDENT OF THE BOD
Lawsuit with the developer (Robert Yaffee, Attorney at Law):
Charles Verdi wants to discuss the lawsuit with Robert Yaffe (Attorney) and Charley Docter, board member in order to go over the lawsuit next month.
Peter Haugh claimant ex employee (Joshua M. Levy Attorney at Law):
Nothing new. No reports from the Workmen's Comp lawyer.
Coster Fotea and Peter Orosz litigation (Plaintiff's first interrogatories to defendant) Michelle M. Krone from Kubicki Draper. This firm has been retained by CAN Insurance Company to represent St. Tropez Ocean in the above captioned matter.
Nothing new at this time; no reports from the insurance company.
FINANCIAL REPORT JUNE 07
Albert Wright presented to the Board a report of the Association's June Financial report provided by Miami Management, Inc. In general, the building is in good financial shape. The Manager's Office, covering the period of July 2007, has completed transfer from the operating account to the reserve. The delinquency report has been reduced. The Manager's Office has sent final notices to the owners who owe more than two months maintenance fees. Office continues to pay down the line of credit and the insurance loan. The line of credit will be paid off by August 2007. Manager's office will continue trying to collect delinquency maintenance. Three units have not paid the special assessment, and two of them are already with the attorney.
MANAGER REPORT
Bonnie Schwartzer read the Manager's Report.
OLD BUSINESS
- Sign by the BOD of audit draft letter: Charley Docter will contact Sherry at Lancaster & Company to obtain answers to the questions he asked her regarding the representation letter and will cc to all Board members.
- New maintenance department room by the ground level garage: The Manager's office has already obtained two estimates and will get another bid. The Manager's office will check with the attorney to see if the association needs the 66 2/3% approval of the membership for this project.
- Barbecue grill on the pool deck: (Rules and Regulations) Charles Verdi made a motion. Barry McDaniel seconded the motion. All Board members were in favor.
Food and eating will be permitted only in the designated BBQ area. All trash associated with the food or eating must be removed from the pool deck and placed in trash containers on the first floor. Food that is being transported to and from the designated BBQ area must be in a covered container.
Use of the BBQ will be limited to those residents, 18 and older, who have contacted the management office to complete and sign a liability waiver, posted a $50.00 security/cleanliness deposit, signed up to use the BBQ during the hours that the management office is open and obtained the key from the security guard prior to using the BBQ. Use of the BBQ will be limited to 11 :00 am to 8:30 pm.
4.Storage units option in the garage: Charles Verdi will give the board all the information when he returns next month.
NEW BUSINESS
- Parking on the ground level garage (lottery): Barry McDaniel made a motion. Charles Verdi seconded the motion. All Board members were in favor.
Unit owners who own one parking space may obtain one permit for one month to park a second car on the first floor. Unit owners with two or more spaces may obtain a permit for one week for themselves or their guests. Permits are renewable after expiration.
2. Security system upgrade proposal (additional cameras): Manager's office has presented to the Board an estimate to upgrade security system by CCTV Company. The Board was in agreement to obtain two more bids and then make a decision.
3. Jacuzzi repairs (urgent): Manager's office has given an estimate to the Board to repair the Jacuzzi by Sunny Isles Pool Company. The Board was in agreement to obtain two more bids and then make a decision.
4. Air conditioning system maintenance inspection problems found by Southeast Mechanical: The Board was in agreement to obtain three bids and then make a decision.
Bonnie Schwartzer made a motion to obtain two more bids on the repairs and then select the best one and move forward. Barry McDaniel seconded the motion. All board members were in favor.
REPORT FOR COMMITEES:
- Building and grounds committee: Recommendation to the BOD. The Board decided to discuss the recommendation at the next board meeting. No member from the Building and Grounds committee was present at the meeting.
- Rules and regulations committee: Recommendation to the BOD. No member from this committee was present at the meeting.
The Board unanimously approved the following changes and additions to the rules and regulations:
Rules and Regulation Page 3 under COMMON ELEMENTS A. LOBBY, 1. Add at the end of the paragraph (be careful with your beach equipment once inside the building)
Page 4, B. MULTI-PURPOSE ROOM, 2. Change 12:00 midnight to 11:00 pm. 5. Add at the end of the paragraph (residents such as cards, games, etc)
Page 5, E. PARKING, 1. a) Unit owners who own one parking space may obtain one permit for one month to park a second car on the first floor. Unit owners with two or more spaces may obtain a permit for one week for themselves or their guests. Permits are renewable after expiration.
Page 6, F. POOL AND POOL DECK, 2. a) Water wings attached to the body and noodles will be permitted in the pool.
Page 7, 7. Food and eating will be permitted only in the designated BBQ area. All trash associated with the food or eating must be removed from the pool deck and placed in trash containers on the first floor. Food that is being transported to and from the designated BBQ area must be in a covered container.
8. Use of the BBQ will be limited to those residents, 18 and older, who have contacted the management office to complete and sign a liability waiver, posted a $50.00 security/cleanliness deposit, signed up to use the BBQ during the hours that the management office is open and obtained the key from the security guard prior to using the BBQ. Use of the BBQ will be limited to 11 :00 am to 8:30 pm.
Page 13, under SALES OR LEASE OF UNITS A. Change $50.00 to $75.00 (Copies of the Condominium documents) Change $150.00 to $200.00 (Corn ercial units ~pplication fee)
Page 13, under B. LEASE, 3. Add at the end of the paragraph (not more than ohce in a 12 month period)
Page 14, under D. Add at the end of the paragraph (must register i management office once) E. Add at the end of the paragraph (and the units that are sh wing)
Charles Verdi suggested that the manager obtain bids for landscap~ng maintenance. At this time the building does not have a company. All board membeb were in favor.
!
SCHEDULE NEXT BOARD OF DIRECTORS MEETING IN4UGUST Next BOD meeting was scheduled for Monday, August 27,2007 at ~:30 pm.
i
ADJOURMENT
Meeting was adjourned at 9:35 p.m.
Barry McDaniel, Secretary
FOR THE BOARD OF DIRECTORS
ST. TROPEZ OCEAN CONDOMINIUM ASSOCIATION, INC.
BOARD OF DIRECTORS MEETING
MINUTES OF MEETING: JUNE 28, 2007
IN ATTENDANCE
Charles Verdi, President (via telephone)Bonnie Schwartzer (Vice-President) Albert Wright, Treasurer (via telephone) Barry McDaniel (Secretary)
Charles Docter, Director (via telephone)
ALSO PRESENT
Ivan Abrantes (Property Manager)
CALL TO ORDER
Bonnie Schwartzer called the meeting to order at 7:40 p.m.
APPROVAL OF MINUTES OF MAY 31, 2007 BOARD
Charles Verdi approved the minutes of the May 31 st, 2097 Board meeting. Albert Wright
seconded the motion. All Board members were in favor
UPDATE ON PENDING LAWSUlTS
Nothing new on the lawsuits with the developer, the Pet~r Haugh claimant ex-employee or Coster Fotea and Peter Orosz litigation. Board of Diriectors will hold on this until next month.
FINANCIAL REPORT MAY 07
Albert Wright (Treasurer) gave the Board a report !of the Association's May 2007 financials, which were provided by Miami Managem~nt, Inc., status of Expenses and Income balances as well as the reserves. The building i~ in a good financial position. We continue to pay down the line of credit with Banco Po~ular. So far, $30.00.00 has been paid leaving a balance of $40,00.00. The Manager'sl Office, through June 2007, has completed the transfer from the operating account tq the reserves. First and second payments to Southeast Mechanical have been made out I of the reserves for cooling tower repairs. Delinquency list remains approximately th~ same amount as last month. Manager's office is continuing its efforts to collect the dr! linquent accounts.
Charles Docter suggested that the Property Manager c eck with others banks to see if they can offer us a better rate with respect to money I ft in the operating account. The
operating account should only have the necessary dmount of funds to pay the building expenses. The remainder should be transferred to an ~lternate interest bearing account.
MANAGER REPORT
Bonnie Schwartzer read the Manager's Report.
OLD BUSINESS
a. Sign by the BOD of audit draft letter:
Charles Verdi believes that Jim McKenna anb Henry Broeckhoff, both former members of the board, should sign the audit diraft letter. He does not think that Charles Docter and Albert Wright should sign id Bonnie Schwartzer recommended that the Property Manager contact Jim McKenQa and Henry Broeckhoff either by phone or email to see if they would be willing to $igntheauditdraftletter. Mr. Verdi believed that it is the responsibility of the form~r board members to sign the audit draft letter. The board was in agreement that· Charley Docter and the Property Manager should work together on this matter and that the Property Manager should contact Henry Broeckhoff and Jim McKenna to ask them to sign the audit draft letter.
NEW BUSINESS
- New maintenance department room in the first level garage: Board of Directors will hold on this until next month when Charles Verdi returns.
- Cooling tower repairs: Currently in progress, the repairs should be completed in approximately two weeks;
- Barbeque grill on the pool deck: Charles Vetdi gave his point of view regarding the BBQ grill on the pool deck after doing research of his own with regards to this matter. He contacted some property managers in New Jersey as well as along the Florida coast to ask them their point of view with regards to having a BBQ grill on the pool deck. According to Mr. Verdi, none of the property managers believe this is a good idea because of the potential problems it can create; noise problems, excess number of people, etc.. Bonnie Schwartzer gave her point of view saying that if the association creates rules and regulations concerning the BBQ grill usage, the association may prevent future problems related to having a BBQ grill on the pool deck. Enforcing rules already in place with respect to noise and cleanliness should occur. She believes that the building can try it and see what happens. Barry McDaniel already checked various sources for prices on BBQ grills and found that we could obtain a good used grill for about $100-$150. A unit owner suggested allowing people to cook on the BBQ grill but not to eat the food in that location, thereby avoiding excessive people on the pool deck. Another unit owner recommended that the board add more tables and chairs in the BBQ grill area. Charles Docter was opposed to the idea of allowing people to cook, but not allowing them to eat the food oni the pool deck. According to him, that is not the idea of a BBQ grill. Bonnie S4wartzer made a motion to contact the City of Miami Beach Fire Department to come to the building to see if it is ok to have a BBQ grill on the pool deck and dbsignate the location. Albert Wright seconded the motion. Charles Docter made b amendment to the motion to wait until the Fire Department gives an approval for the BBQ grill before the board purchases the grill. Bonnie Schwartzer said the first step should be wait for the Fire Department, second, pick a location by the board via emails. Barry McDaniel agreed with the motion. Charles V rdi was opposed to the motion.
- Storage units option in the garage: Charle Verdi would like to discuss this at the next board meeting. He already has all t e information and different options on storages units (color, dimension, prices, e c). The Board agreed to wait until next months board meeting.
- Elevator upgrade proposal: Charles Verdi ~ggested to the Property Manager to have the elevator company return and fix t e eyes on the elevators instead of paying for the upgrade proposal. If they cann t guarantee the upgrade will fix the problem with the east elevator door on the t ,ird floor, then the building will not move on this. The Board will hold on this udtil Charles Verdi comes back to the building. He and the Property Manager will b~ working together on this matter.
- Parking on the ground level garage (lottery): Barry McDaniel suggested canceling the lottery and setup a new more ~quitable lottery. He feels that the idea of a small group of people having excluslve use of common area indefinitely is not fair to all unit owners. He, therefore, re~ommended that the Board consider the option of leasing them annually or just leave it as guest parking use only. Barry feels that by leasing them all unit owners will benefit from the additional income generated for association. Barry McDaniel proposed terminating the lottery as of July 31, 2007 and there will be no exclusive use after July 31, 2007. Bonnie Schwartzer made a motion to pass Barry McDaniel's suggestions related to the parking lottery cancellation. She suggested to the board that assigned lottery owners should be notified on this. The board will determine what they are going to do with regards to a new lottery by the next board meeting. Barry McDaniel seconded the motion. All board members were in favor. Mr. Verdi asked the Property Manager to take down the unit numbers on the wall and put back "valet parking only" signs.
Barry McDaniel made a motion for the board to move owner of apt 2003 who has parking space 124 to a better spot on the ground level garage. The owner has a major problem with that parking spot due to the fact that it is in the comer right next to a large window and exhaust fan. This spot gets deluged with water when it rains. Bonnie Schwartzer seconded the motion. All Board members were in favor.
Barry McDaniel recommended that the building consider upgrading the security system in the garage as a result of his vehicles being broken into recently. This incident brought to light the fact that there are no cameras whatsoever on the fourth or second floor garage levels. He believes that a review of the current camera locations needs to be conducted to determine where the weaknesses in the system are. He felt we might need to relocate as well as add some cameras to the system. He also recommended blocking off the third floor elevators on both sides and install keyed or card access. This would enhance security as well as potentially negate the effects of wind pressure on the elevator operation. Mr. Verdi asked the property manager to g¢t a price on increasing the size of the monitor at the front desk in order to add more qameras. A unit owner suggested installing cameras inside the elevators. The board wjll be working on this to come up with options to be discussed at the next board meeting.
REPORT FOR COMMITEES:
a.
Building and grounds committee: None
b. Rules and regulations committee: None
Recommendation from owner of apt 502 to schedule the pool company to corne the day after July 4th in order to clean the pool andiJacuzzi. Two years age, due to the fireworks for the July 4th celebration, the pool an~ the Jacuzzi were dirty with a lot of ashes inside. The Property Manager will coordipate with the pool company on this. The owner of apt 502 is very concerned about tlie deterioration of the neighborhood. "It is going from bad to disgusting. Drug dealers, people sleeping in hallways, homeless, etc .. Owners, as well as the board, should do something to stop this and bring the city's attention to this matter." Barry McDaniel will find out when the monthly meeting is held at the community centerfor the owners and residents to meet with the police authorities and bring all their concerns, complaints and recommendations. Mr. Verdi recommended reporting to the city as well as the police any incidents on the streets around the building. By doing this, the building will have a record. The building needs to have incident reports with the police so that the city will pay attention to our requests. Again, it was stated that it is very important any time we see something unusual on the street that we can the police. The building needs to start complaining about neighborhood deterioration. Instruct security personnel to report to the police any incidents around the building.
SCHEDULE NEXT BOARD OF DIRECTORS MEETING IN JULY
Next BOD meeting was scheduled on Monday, July 30th, 2007 at 7:30 pm.
ADJOURMENT
Meeting was adjourned at 9:20 p.m.
Barry McDaniel, Secretary
FOR THE BOARD OF DIRECTORS
MINUTES OF MEETING: MAY 31, 2007
IN ATTENDANCE
Charles Verdi (President)
Bonnie Schwartzer (Vice-President)
Albert Wright (Treasure)
Barry McDaniel (Secretary)
Charles Docter, Director (via telephone)
ALSO PRESENT
Ivan Abrantes (Property Manager)
CALL TO ORDER
Charles Verdi called the meeting to order at 7:40 p.m.
APPROVAL OF MINUTES OF APRIL 30, 2007 BOARD MEETING
Charles Verdi approved the minutes of the April 30th, 2007 Board meeting. Mr. Verdi made a recommendation to the Board members that from now on the minutes of the meeting would be posted two weeks after the meeting on the bulletin board as well as on the web page. A hard copy will be available in the association office. Bonnie Schwartzer made a motion to approve the minutes. Albert Wright seconded the motion. All Board members were in favor.
UPDATE ON PENDING LAWSUITS BY THE PRESIDENT OF THE BOD
Lawsuit with the developer (Robert Yaffee, Attorney at Law):
Charles Verdi gave an explanation of the developer lawsuit. Mr. Verdi, President of the Board, has documented all of the necessary information about the lawsuit that was given to him since the lawsuit’s beginning up to the present day. Mr. Verdi suggested discussing the lawsuit with the board only then to discuss the lawsuit with Robert Yaffe (Property Attorney) and the Developer in order to go over the lawsuit, but he wants to skip this and do it for next month.
Charles Docter asked Mr. Verdi what, if any, was the resolution on the negotiation with the developer lawsuit and Mr. Verdi answered that there has been no discussion on the lawsuit with the developer. The reason why is because the Board wants to discuss it first among themselves before incurring any more legal fees.
Charles Verdi has not had the chance to review all of the documentation. He wants the opportunity this coming month to sit with any of the Board members and talk with them in person or by phone to reach a conclusion as to what the Board is going to do or how far they are going to go with it.
Charles Verdi said that they have been considering various options with the lobby bathroom in regards to the litigation with the developer. The issue with the lobby bathroom as part of the litigation with the developer was mentioned by the last Board and is not available for the owners yet. The Board will discuss it with the owners when at tentative agreement is reached with the developer.
Peter Haugh claimant ex employee (Joshua M. Levy Attorney at Law):
Mr. Verdi talked to Mr. Levy and Mr. Levy brought him up to date on everything in regards to the claimant. The Board came to the conclusion they are not going any further with it. The Board wants to see what Peter Haugh, attorney, wants to do. If they want to sue the building and take it to the court, the Board will go from there. The Board will not volunteer to give Peter Haugh any offer or money. The Board will wait until Mr. Levy gets back to the Board with any further discussion in regards to the claimant.
Coster Fotea and Peter Orosz litigation (Plaintiff’s first of interrogatories to defendant) Michelle M. Krone from Kubicki Draper. This firm has been retained by CAN Insurance Company to represent St. Tropez Ocean in the above captioned matter.
According to the President of the BOD, this matter should not be discussed at this meeting and, instead, should be handled by the attorneys or insurance company. Mr. Verdi thinks that the Board should not be involved at all at this point. The Board members were in agreement.
FINANCIAL REPORT APRIL 07
Albert Wright (Treasurer) gave the Board a report of the Association’s April Financial 07 provided by Miami Management, Inc. Expenses were a little less of what was projected. He said that the building was in good financial shape. The Treasurer made a recommendation to the Manager’s Office to try to keep paying down the line of credit with Banco Popular. He also suggested paying more money to the Banco Popular line of credit to pay it off faster. The Manager’s Office, covering the period from January 2007 through April 2007, has completed transfer from the operating account to the reserve. The delinquency report is still high. The Manager’s Office has been working hard on this problem, trying to collect the dues maintenance from delinquent owners. Units #701 and #702 are already involved with the attorney. A demand letter was sent to these two units and, if they do not reply to the attorney within 30 days, the attorney’s office will be starting the foreclosure process.
The Draft of the Audit Report has not been published yet. The Board is working on the Audit draft letter wording (CPA language) provided by Lancaster Company. Charles Docter suggested to the Board that we make some changes to Lancaster letter before it is signed by the Board for the audit to be released. Also, Albert Wright believes that one previous Board member and a new Board member should sign the Lancaster letter. Mr. Docter will sign the letter after the changes have been added to the letter by him as well as by Albert Wright. The Manager’s office is working on the letter in order to have it ready as soon as possible. The Draft audit report does not have any major problems.
MANAGER REPORT
Property Manager read the Manager’s Report.
OLD BUSINESS
- St. Tropez Ocean web page: the St. Tropez web page is now in service. Management office is working to get the web page updated. www.sttropezoceancondo.com
- St. Tropez Ocean newsletter: the Newsletter sample was given to the Board from Coastal Publisher. The Board has not decided anything yet. A letterhead will be use just for the bulletin board building info.
- Valentino’s Restaurant issues: Charles Verdi met with Giacomo to go over the restaurant issues. The President has a copy of the approval letter given to the restaurant by the previous Board. The new Board ratified the approval letter given to the restaurant by previous Board of Directors. The new Board wants the restaurant to succeed. The plants by the restaurant should be put by the columns in order to give the restaurant area a better appearance, and not spread out over the area. Both the new Board as well as the previous Board has not given the restaurant permission to have the plants spread out. Giacomo would like to arrange the plants the way the Board wants it to be done, but right now he does not have the funds. President asked Giacomo to take the torch in every night,
- Approve of Audit draft by the BOD (see above on Financial Report)
NEW BUSINESS
- Building preparation for hurricane season: the Manager’s office has already prepared a package with all the procedures to be followed by the building in the event of a hurricane. The Hurricane season 2007 form will be sent to all resident to fill it out and return it to the office.
The Manager’s office has already a list of things the building will need in the event of a hurricane.
b. New maintenance department room by the ground level garage: Charles Verdi reported to the Board the project of closing off one area in the ground level garage for maintenance department use. Doing that will enable the maintenance department to have a location to store everything related to the maintenance department and move all the maintenance stuff from the other areas in the building to the new area. Right now, the maintenance department has been using building areas like the generator room and the cable and telephone rooms to store maintenance materials. The Management office has called in an engineer for an opinion on this project.
c. The President of the Board suggested that, before any vehicle is towed, either Manager’s office or the security department should take four pictures of the location and conditions of the vehicle in the event of any further damage to vehicle.
REPORT FOR COMMITEES:
- Building and grounds committee:
The Board asked the audience for volunteers for building and grounds committee. Two volunteers were appointed: Patricia from apartment 501 and Brad from apartment 2702.
- Rules and regulations committee:
The Board asked the audience for volunteers for rules and regulations committee. One volunteer was appointed” Carol Housen from apartment 2001. A meeting will be scheduled next month to this effect.
A discussion took place about the parking spaces assignments and lottery on the ground level garage by the Board and audience; a special meeting needs to be scheduled for this matter. Members of the previous Board gave information to the new Board members the way the lottery was done five years ago by Board decision. The new Board wants to have all the information to determine in which direction they want to go. An opinion letter provided by Robert Yaffee was given to the Board providing the option to lease assigned parking spaces. The Board is debating on what to do with the parking spaces, either to lease them or to open them for the owners’ use.
The maximum amount of bicycles per unit allowed to have in the bicycle area: Charles Verdi made a motion to approve a maximum of three bicycles per apartment. Bonnie Schwartzer seconded the motion. All Board members were in favor.
Approve 5% as a late fee or continue charging $25.00: Bonnie Schwartzer made a motion to approve 5% as a late fee. Albert Wright seconded the motion. All Board members in favor.
SCHEDULE NEXT BOARD OF DIRECTORS MEETING IN JUNE
Next BOD meeting was scheduled on Thursday, June 28, 2007 at 7:30 pm.
ADJOURMENT
Meeting was adjourned at 9:00 p.m.
Barry McDaniel, Secretary
FOR THE BOARD OF DIRECTORS
ST. TROPEZ OCEAN CONDOMINIUM ASSOCIATION, INC.
BOARD OF DIRECTORS ANNUAL MEETING
MINUTES OF MEETING: APRIL 30, 2007
IN ATTENDANCE
Bonnie Schwartzer, Vice-President
Carol Housen, Secretary
Charles Docter, Director (via telephone)
ABSENT
James McKenna, President
Henry Broeckhoff, Treasurer
ALSO PRESENT
Ivan Abrantes (Property Manager)
Juliana Weintraub (Assistant Manager, Hi-Rise Division, Miami Management)
CALL TO ORDER
Bonnie Schwartzer called the meeting to order at 7:28 p.m.
DETERMINATION OF QUORUM OF MEMBERS
Three Board Members established quorum.
APPOINTMENT OF INSPECTORS OF ELECTION
Board asked for volunteers. Two volunteers were appointed.
Judy Bishop Apt #502
John Kim Apt #1002
Juliana Weintraub (Assistant Manager, Hi-Rise Division, Miami Management) and Ivan Abrantes (Property Manager) recounted all ballots.
Proxies received 34
Present 19
Ballots Received 55
VOTES:
Bonnie Schwartzer-46
Charles Verdi-45
Barry McDaniel-42
Albert Wright-39
Charles Docter-29
NEW BOARD OF DIRECTORS MEETING
CALL TO ORDER
New Board called to order at 8:20 pm.
Juliana Weintraub guided the new Board to do appointment.
ELECTION OF OFFICERS
Charles Verdi (President)
Bonnie Schwartzer (Vice-President)
Albert Wright (Treasure)
Barry McDaniel (Secretary)
Charles Docter (Director)
Charles Verdi said. We will see a lot of changes. Charles read nine items on his list that he wanted to focus on.
Open Discussion about:
Keep open communication between the Board and the owners.
Cooling Towers repair.
Roof Repair.
MANAGER REPORT
Property Manager read the Manager Report.
NOTES
The Property Manager for review gave letter from Giacomo’s Lawyer to each Board Member.
Owners Suggested the Board to do a newsletter.
Board wants Juliana from MMI to help set up newsletter.
Discussion about St. Tropez website. Right now the building do not have the administrator password to do changes or input new information. Some people volunteered to help on it. Property Manager will contact MMI IT department in order to fix this problem.
SCHEDULE NEXT BOARD OF DIRECTORS MEETING IN MAY
Next BOD meeting was scheduled on Thursday, May 31, 2007 at 7:30 pm.
ADJOURMENT
Meeting was adjourned at 9:00 p.m.
Barry McDaniel, Secretary
FOR THE BOARD OF DIRECTORS
St. Tropez Ocean Condominium Association
Revised Minutes of regular meeting of the Board of Directors
January 26, 2006
Quorum: Board Members: Pat Santangelo (President), Jim McKenna (Vice President),
Rick Sinclari , (Treasurer), Carol Housen , (Secretary), and Henry Broekoff , (asst treasurer via phone). Also attending: Ileana Lopez, Manager
1. Call to Order: The meeting was called to order at 7:44pm by Pat Santangelo
2. Approval of minutes from previous minutes December 15, 2005 .
3. Changes or additions to agenda: none
4. Manager's Report
4.1 Ileana reported that total of $2060.00 was collected for our 2005 Holiday Fund for our employees.
4.2 Plumbing problems: back up in sewer drain line leading to #501 having overflow problems. To prevent this problem in the future the manager, Ileana will be setting up a yearly flushing of the main drains in the building as a precaution. This task will be added to our yearly maintenance preventative program. All five board members approved via email and confirmed at the meeting OK-cost$1400.00 yearly.
4.3 Cooling Towers: scheduled for maintenance during cold weather in January. Maintenance will include draining and pressure cleaning inside of tanks to remove scaling and algae from walls. All drains will be flushed. The cooling towers will then be repainted with a special epoxy to prevent corrosion. Cooling towers will have to be turned off for the job for at least three days.
4.4 Pool Heater-located in pump room needs to be away from open windows.
The solution will be to place fiberglass on the window to a certain height to prevent wind from bringing in sand and water which cause corrosion.
4.5 In-house Security-will be placed on hold until mid year for a future meeting to discuss with the residents. Meeting had taken place between Field Force Director, guards and property manager to tighten up procedures in place and go over incidents with security guards. Night guard was going to be replaced and part time guard on weekends that had an incident with Jim Mckenna's parents.
4.6 Ileana discussed insurance renewal coming up in February. We are trying to avoid a new appraisal which would raise our premium even more. Prepared in Budget 2006 for 20% increase due to storms.
4.7 Unit #2303 sold for $825,000.00 and Unit #2203 rented for$2300 a month.
5. Financial Report: Rick reviewed and was ok with the report showing January-October 2005. Rick motioned to approve, Patty seconded motion all voted unanimously to approve. Ileana explained that we still have not paid Wilkerson for the last few months showing that we have about $7000.00 that has not been sent out. Ileana is trying to hold back money for being in default for not maintaining equipment. Instead, the association has had to hire a different company to do our yearly maintenance and repairs.
6. Reports from Commitees
6.1 Rules & Regulations-none
6.2 Building & Grounds-scheduled March 07, 2006 to go over hurricane procedures
6.3 Violations-Discussed residents breaking rules around building.
7. Old Business-In house security on hold all members in agreement.
8. New Business: Parking Spaces Ileana introduced updated parking waiting list showing Mike Vazquez from #601 next in line when a parking in the lottery becomes available. Waiting list is available and welcomed anyone interested to be added to list to come to the office.
9 Board of Directors: open floor- Jim asked about noise in elevators. Ileana explained that parts need to be replaced and they have been ordered thru Schindler. There had been a meeting between Schindler's supervisor and our property manager to try to resolve the problem. Henry suggested updating the website with meeting minutes for everyone to have access via email.
10 Unit residents: open floor-Unit owner wanted to know if we have procedure in place after storm for boarding up windows. Patty suggested having a building and grounds committee meeting to discuss hurricane procedures. Scheduled for March 07, 2006 .
11. Updates: Unit owners and board discussed construction that will start in April
on 63rd street flyover and new construction in area.
Scheduled next meeting February 23, 2006
11. Adjournment at 8:40pm
St. Tropez Ocean Condominium Association
Minutes of the regular meeting of the Board of Directors
December 15, 2005 Minutes
Board members Present: Pat Santangelo, Jim McKennaftick Scilari, Carol Housen . Henry Broekoff absent
7:58 meeting called to order: Pat Santangelo
Motion for approval of meeting minutes from Nov. 10,2005 by Rick Siclari Seconded: Jim McKenna Seven residents present, at beginning of meeting, more came during.
No Board Meeting for January was scheduled.
Rick spoke as outgoing treasurer at length to all present to explain and review 2006 budget as proposed.
Open discussion from residents with Board of Directors to discuss ongoing expense.
Topics discussed openly with residents were as follows: Explanation of dollar amount allotted on certain line items.
Some homeowner comments on unsure about the upcoming change in-house securi ty .
Manager Iliana said it is okay with Field Force that we are on a mo to mo. with no contract. Also a few comments were made that we are in search of a new accountant.
Much discussion as to whether or not to have movie $$$ be a line item or listed under a misc. income.
Only one revision to budget was adopted: Rick motioned to approve budget with one revision: that we change building repairs by adding $4500 (error in projected budget 2005to 2006 Bldg. repairs line item.)
All board approved
Meeting adjourned at 8:52 pm.
Holiday party immediately/followed with dinner served for all present.
Seretary of St. Tropez Condimium
St. Tropez Ocean Condominium Association
Minutes of the regular meeting of the Board of Directors
November 10, 2005
Quorum: Board Members: Pat Santangelo (President), Jim McKenna (Vice President), Rick Sinclari, (Treasurer), Carol Housen , (secretary), and Henry Broekoff, Asst Treasurer via phone. Also attending: Ileana Lopez, Manager.
1. Call to Order: The meeting was called to order at 7:45pm by Pat Santangelo
2. Approval of minutes from previous meeting of 09/29/05 .
3. Changes or additions to agenda: none
4. Manager's Report
4.1 Update on pool renovation
Nine weeks in progress Began tile and coping this week. So far a four week delay to our deadline for the pool. Two weeks because of rust spots and the other two weeks due to hurricanes.
• Lawsuit with developer
No answer from Hyman 12/22/05 doing depos with slider and December 15 with Waserstein. Hyman is not returning calls. Residents had many questions why five years of litigation. Residents say we have wrong attorney. What has happened? Yaffee was former city manager of Bay Harbor . Rick spoke at length about the update of lawsuit to residents. Newer residents asked a lot of questions concerning lawsuit. Ileana spoke to Yafee last she has been trying to email him more often as an alternative to phone calls which runs up are bill. Carol asked Karen to come down to the office and assist us pushing the lawsuit. Pat talked about updates of history of developer lawsuit and turnover. Residents asked why we have lights on all day? Reason-builder wired incorrectly. Rick suggested we give lawyers redepos what will it cost us. Patty recommended Rosa De La Camera from Becker & Poliakoff to take a look at our lawsuit and see if we are going in the right direction. Ileana said no-she's bad following up recommended David Rogel from the same firm. #1602 offered again to help us she knows Becker & Poliakoff personally and she would try to a possible attorney for us
• Hurricane Damages/repairs
Working on estimates for awning, Five security cameras have to be replaced, A few fire sprinkler heads need to be replaced. Irrigation pipes damaged in pool and garage area. #2701 has window damage we are fixing it. We lost panels that covered cooling tower but we created our own out of plywood.. Strobe lights are set off often which is due to deteriorating wires need to be replace cost is $4000.00 thru Chi Alarms. Ileana is trying to find parts so we can change ourselves. Water & corrosion is what has damaged them thru the years. Originally when building was built wiring for fire alarms in garage should have been run through plastic pipes to be protected from corrosion. Carol asked about water damage in 01 line. Ileana explained to residents that a lot of water that came in thru the tracks on sliding doors into the apts ended up running from floor to floor. Ileana recommended for unit owners to open outlets on floors by sliding doors to be checked for water. Recommended caulking those outlets on the floor.
future. Residents asked if we know of a product called “ Water Eaters” Sherri from 501 just ordered them and she explained they go in track of doors and they retain all the water that seeps in. “Water Eaters” are available at Brookstone on the internet. We are on the waiting list for roof repairs. No reserves for all repairs.
5. Financial Report
Rick discussed budget numbers ending in October 2006 everything seems under we are in pretty good condition. Pat said we are giving a hurricane bonus to Humberto. Note: over budget utilities $9000.00 and Insurance rates going up estimated 20%
• Reports from Commitees
• Rules & Regulations-new ones printed up already
• Building and Grounds-none
• Violations - Ileana wrote list of monthly violations and big discussion about if we can do fines-we are going to mail the suggestions to change bylaws to be allowed to fine for violations.
• Old Business -pending restaurant lease-Ileana mentioned that restaurant does not have water meter. Much discussion about it residents not happy about her usage of water compared to residents especially snowbirds.
• New Business
• In -house-security Ileana explained to residents and board the savings of $25000.00+ and advantages of having in-house such as better salaries and benefits down the road for our own employees. Explained our contract with Field Force which would probably hold us to the employee fee of $2500.00 for each Field Force employee which was brought aboard with us. Rick, Jim and Carol agreed to pay the $2500.00 if we needed to. Patty said she was worried about paying the $2500.00 for an employee that may not be here for a long time after paying this fee. Majority agreed that the fee of $2500 was minimal and could be paid. Open board discussion. Rick motioned we implement policies for in-house guards. Will become effective as soon as our contract with Field Force is terminated. This is subject to written personal job procedures in place. Rick noted that we must notify Field Force in writing.
• Finance Committee scheduled finance meeting November 30,2005 at 7:30pm
• Window washing is OK to schedule
• Holiday Party-December 15,2005 following our budget meeting at 7:00pm
Adjourment 9:40pm
St. Tropez Ocean Condominium Association
Minutes of the Regular Board Meeting
September 29, 2005
Quorum : Board Members: Jim Mckenna (VP), Carol Housen (secretary), Rick Siclari (treasurer), and Henry Broekhoff (Asst.
Treasurer) via telephone. Also attending Ileana Lopez (manager)
1. Call to Order : The meeting was called to order at 7:45pm by Jim McKenna
- Approval of minutes from previous meeting without change
- Changes or additions to agenda : there was a change in the order of the meeting.# 5 on the agenda which was the review of the
financials with Gale via phone conference was done prior to #4 Manager's report. Henry Broekoff (asst treasurer) was not able to be on the phone speaker for this portion of the meeting due to Gale being on the phone.
- Review of financials with the accountant, Gale via phone
Jim McKenna asked Gale to explain special assessments, Profit & Loss Budget vs Actual Report and the balance sheet. Gale also discussed the reports at length. Gale finished questions at 8:10pm and everything seems to be in order. Ileana hung up the phone with Gale and called back Henry and placed him on speaker phone to continue with the meeting.
- Manager's Report
4.1 update on pool renovation
Pool repair in process 31/2 weeks now. When removing the surface of pool a lot of rust spot and corrosion was discovered.
Which means an additional setback of 2 weeks in the schedule. If no other delays it should be done by mid November. Additional cost is $1.50 per square foot but we have a credit toward the keystone that was salvaged which is about $5000.00 that will be used.
4.2 lawsuit with developer (no update)other than we want to go to court. Michael Hyman is out of town.
4.3 a/c problem in hallways
Ileana will be meeting with Carrier tomorrow to go over ongoing problems in hallways. Henry mentioned that he feels that the problem is not so important compared to other issues in the building. Jim, Rick and Carol disagree with that. Besides the hallways being hot there is also a new concern which is condensation in certain floors which could cause mildew problems.
4.4 hurricane damages/insurance deductible
Discussed looses from hurricane Katrina-cameras$750.00 ,gate damage-$350.00, roof tiles fell off gazebo, awning, etc. Ileana proposed to be careful about watching our windstorm deductable-$400,000.00. Suggested assessment policy for individual unit owners to assist towards our building deductable . Ileana was concerned about future storm damage cost and not being covered. Rick suggested line item for future budget to cover these repairs. The manager was continously interrupted by a unit owner. Unit owner kept commenting that the building did not need insurance coverage. The only thing important was his apartment.
4.5 hurricane preparation
Board members reviewed procedure of the shutdown of the building in case of a storm
Securing gates-will be left disconnected and chained to prevent damage during a storm
Reports from committees
6.1 Rules & regulations -Change interest rate to 5% on late assessments. Greg Thomas unit owner-1004 will assist in proofreading and correcting any mistakes in reg. book.
6.2 building & grounds - same unit owner continously interrupted the meeting concerning pigeon poop on his balcony. Several times Jim asked him to indentify himself and he refused. Jim interrupted him again and requested that unit owner reserve his comments until 8.3 in agenda
which is open floor. Unit owner again raised his voice and interrupted Jim. Unit owner was later identified as Steven Frank unit #2604.
6.3 Reports of any violations of rules & regs to the board .
Jim reported three violations first violation- A letter sent from unit owner Greg Thomas to all the residents via mail for profit solicitation/advertising for 3mm window film company . Some unit owners disagreed and thought that it was not a violation because it was done thru the mail. Condo docs are not clear on if via mail would be considered a violation. Second violation was illegal dumping. Of wood crate debris in driveway and garbage area and third violation was not scheduling for moving of large objects in elevators and bringing them in at night.
- Old Business-
6.1 water meters
Robin, the supervisor from public works still researching original applications and permits to see how the service was requested ..
6.2 decorative arches-completed
7. New Business
7.1 approval of restaurant lease
approval pending finalization of our addendum to agree to condo specifications- Rick requested three months security, music cannot be heard above 5 th floor board Jim seconded the request. Voted no to restaurant owner's request for pots and a sign.
Open floor to board members
Carol announced memberships were being offered from a non-profit organization called North Beach Development.
Open floor to public
Steven Frank, unit owner #2604 started to ask questions about the budget and pigeon poop. He was informed by Ileana that any
request for information is available in the office just to put his request in writing.
The Affairs of the Association is managed by a Board of Directors
composed of the following members.
 |
William Vitale
President |
|
Orlando Amorin
Vice-President |
|
Orlando Amorin
Treasurer |
| |
Michael Amend
Secretary |
|
Jan Roelf Bult
Nicholas Mitchell
Directors |
