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Minutes of the
ASSOCIATION of PELICAN POINT Condominium Association
ANNUAL MEETING
1:30 PM on THURSDAY, JANUARY 10, 2019

Board Meeting Call to Order
Randy called the meeting to order at 1:00 pm in the Clubhouse. The Allegiance was pledged.

Establish Quorum
Board President Randy Malecha, Vice President Glen Farnum, Secretary Jeanette Cullen, Treasurer Terri Knapp, and Director Jim Bakos were present. Michelle Davis from Reconcilable Differences attended, along with approximately 80 residents.

President’s Message
Randy stated that 2018 was a long and rough year for the Association. He thanked his wife for all of her hard work assisting with administrative tasks throughout the summer, and for all of the Board members and owners who helped with the process of the Seawall Project.

Approval of Past Annual Meeting Minutes
Joyce Hoxsey made a motion to approve the minutes of the January 18, 2018 annual meeting as posted. Kathy Mocko seconded, all were in favor.

Certification of Proxies & Establishment of a Quorum of Members
Michelle announced that the Quorum of Members was met. A total of 96 units were represented. 45 units attended in person, and 51 attended by proxy.

Financial Report
Michelle reported that there is $264,740 in the Operating Account and $402,809 in the various Reserve accounts. Michelle stated that the Association is very financially healthy and ended the year $13,320 under budget. Michelle recommended putting at least $10,000 back into Reserves, to replace some of the money used during the Special Assessments and Seawall Project. That would end the year at about $3,000 under budget. Randy made a motion to transfer $10,000 to the Roof Reserves. Jim Bakos seconded, all were in favor.

Group Reports (Work, Social, Landscape)

Work: Randy reported that the Roof and Seawall Projects were a huge undertaking but were successfully completed. Randy kept a daily log of the workers and noted that there was only one day when there was no work being done.

Landscape: Randy stated that some bushes need to be replaced near Buildings A and B. The plants are essentially being cooked by the rocks near them and aren’t getting enough water. Per the landscaper’s advice, mulch was placed around the plants to keep them hydrated, and some of the worst-looking plants will be replaced. Randy stated that he is working on getting the area behind the trailers cleared out, and there are some plants there that will also be replaced in the next month or so. Randy stated that he is happy with the results of the new sod placement next to the seawall.

Social: Terri stated that the potlucks have begun; the first one is scheduled for Friday, January 10th. There will be 2 potlucks every month. Bingo will also be twice a month in January, February, and March. There is movie night once a month at the Clubhouse and Cards every Thursday night at 6:30pm. All information is posted weekly at the big bulletin board by the Clubhouse and in the boards at all elevators.

Spectrum Representative Eedie Holliday to Answer new “BULK INTERNET” Questions,br> Eedie Holiday worked with Michelle and the Association to negotiate a new bulk service contract with Spectrum. The previous contract was for cable only; the new contract is for cable and internet. 70% of the community was already subscribed to internet services from Spectrum or Brighthouse. By blending the accounts into a bulk contract, Eedie was able to add internet to the pre-existing service agreement for less than $6/month for each unit. The internet speed was also increased from 65 mgbs to 100 mgbs.

Service Packages: Spectrum offers 3 levels of cable service. The Basic Level of cable service is the bare bones. The middle level is Bronze and the most popular with Spectrum’s bulk clientele. The Platinum level is the highest level and includes sports and MTV channels. This contract includes Bronze level cable service. Residents can contact Spectrum to upgrade their accounts to Platinum for $12/month. The additional channels can be easily added and removed from month to month at no charge.

Equipment: Everyone will receive 2 standard HD boxes. A DVR box can be added to the account for about $7.50/month, and $12.95 if residents want to subscribe to DVR services. There is no financial savings for only using one of the two boxes. Eedie pointed out that Channel 1123 is the On Demand channel, which is a great alternative to DVR service. High-speed internet service will include a modem and wireless router. Moving forward, Eedie recommended that all residents who have the old digital adapters switch them out for the new equipment when the new account is setup. Service for the digital adapters will be discontinued in 2019. All old equipment, including digital adapters, must be returned to Spectrum to avoid fees.

Upgrades: Eedie stressed that all residents, regardless of whether they are already subscribed to high-speed internet, should reach out to Spectrum’s Bulk Service call center to make sure they have updated equipment that supports the high-speed internet and full range of channels. Every resident needs to call and 1) transfer their services to the bulk account, and 2) make sure their equipment is updated to handle the higher speeds. Do not call until February 1st or after; the representatives will not be able to see the information until it goes active. Those members who are able to setup their own equipment may do so. There will a $49.95 owner charge to have a professional technician install the equipment. Eedie recommended that these owners allow the technician to install all equipment and not just pieces. Anyone who does not have an existing internet account with Spectrum, will not be permitted to do a self-installation. The owner will be responsible for the initial call, and the technician will be responsible for delivering the new equipment and returning the old equipment.

The current rate is $48/month. The previous rate without internet was $42/month. This saves a minimum of $50 for every resident who was already subscribed to internet services. The cost of the subscription is included in the monthly Association fee. The new services are going into effect on February 1st. Eedie provided a Bronze Level channel guide to everyone in the audience.

Any residents who are subscribed to Spectrum’s telephone service will also save $10.00 or more on their bill after the transition on February 1st. The current individual rate is between $19-25 per month and will be dropping to $9.95.

Important Information: All residents must call and opt in to the bulk account between February 1st and 14th. Eedie stated that a letter should have been sent to all residents on the 1st of January. The letter will contain all critical information regarding setup, effective dates, and service options. Eedie will provide Michelle with a copy of the letter to keep on file. The letters will be mailed to the name and mailing address on the service account, whether it is tenant or owner occupied. There is a designated call center that handles all Bulk Account services. Residents will call this number for all issues related to their service. The local store is on State Road 50 next to the bowling alley. Eedie stated that because Spectrum bills in advance for future service, anyone with existing accounts will also need to call and have their accounts prorated to reflect the bulk discount.

VOTING RESULTS for Smoking at Pool
Michelle reported that 25 members voted to continue allowing smoking everywhere around the pool area but the pavilion, but 64 members voted to prohibit smoking within the fenced pool area. Further rules on where residents may or may not smoke need to be discussed. Options to discuss include placing receptacles and signage, restricting smoking within 20 feet of the building, restricting walkways, creating a designated smoking area. Based on discussion, most members preferred restricting smoking to 20 feet away from the building. Jim made a motion to mail a vote to all owners. Terri seconded, all were in favor.

VOTING RESULTS for Trim Color Change
Michelle reported that 27 members voted to keep the trim color the same pink tone, but 62 members voted to update the trim color to something more modern.

Changes to Rules & Regulations
A Committee was formed to review the Rules & Regulations and they created a list of revisions and proposals. Randy went through the Rules line-by-line:

  • No outdoor mats will be allowed on walkways.
  • Bicycle racks have been placed in each building stairwell. They are to be used at the owner’s risk.
  • Acts of vandalism should be reported immediately to the Board in written form.
  • Doors and screen are to be maintained by owners. No alterations or changes can be made without prior approval from the Board. The main door must be painted the current approved color. The Association provides the paint.
  • Complaints regarding management should be submitted via writing to the Board. No owner or tenant may use loud, vulgar, or obscene language to the Board. Police will be called for violations and the offender will be fined $100 per incident by the Association’s Fining Committee.
  • Fishing equipment shall not be left unattended for more than a few moments. The Board will have the equipment removed if it is left.
  • Feeding of birds or any other wild animals is prohibited.
  • Change to minimum 80 degrees Fahrenheit when unit is unoccupied.
  • Grills are not allowed within 15 feet of any structure. No grills allowed in the pool area. There is a grill pad located outside the C Building.
  • Owners are responsible for the actions of any family member, guest, or visitor.
  • No rental lease shall be made for less than one month.
  • Owners or Tenants may not refuse scheduled interior. pest services.
  • Owners must provide a copy of the Rules & Regulations to all tenants and guests.
  • After hours use of the clubroom will no longer be considered trespassing. It is often used for cards and other games. It just needs to be properly locked up every night.
  • Children under age 14 must be accompanied by a physically capable adult at the pool.
  • Children under age 15 must be accompanied by an adult at the tennis/shuffleboard courts.
  • Regular non-HE causes the washers to malfunction. Detergent PODS are highly recommended.
  • No more than 2 pets, weighing less than 24 pounds each. No exotic birds, snakes, or other creature or animal are allowed.
  • The current pet relief area is around the retention area next to the tennis court. The parking lot can be used for exercising a pet. No pet on the grassy areas.
  • The pet owner is responsible for correcting problems with pets or must permanently remove the pet.
  • Long term storage of boats, recreational vehicles and trailers is not provided. Recreational vehicles longer than 14 feet may not be stored on the property for longer than 12 hours. Residents who intend on bringing a large vehicle onsite should obtain prior approval from the Board. It should not be parked on grass. Any residents who received prior authorization from Randy and is following the law regarding storage should be grandfathered.
  • Owners who leave their homes for longer than 5 days must park their vehicles in the ‘visitor’ parking area.
  • Vehicles parking in the front row by the sidewalk should not allow their vehicle to overhang the sidewalk.
  • No recreational drones are to be flown or used in any common areas.

Open Forum – Comments & Discussion
Terri stated that she supports all rule revisions that have been presented. She also stated that she supports grandfathering in anyone who received permission in the past to purchase and store a boat on the property, to be permitted to keep it onsite.

A resident expressed concern that 2 owners will be grandfathered in, and some residents want to know why all current owners cannot purchase a boat and be grandfathered into the new rule. Another resident explained that it is an approved kayak on trailer and a small camper being grandfathered-in, not the owners. When those vehicles are sold or disposed of, they cannot be replaced.

A resident expressed concern that without outdoor mats, she will slip and fall on the fourth floor after it rains. The Board is more concerned that the mats are flying around in the wind, and complaints have been made about tripping hazards. Another resident said the mat keeps the water from intruding in her front door.

Michelle recommended adding clarity to the rules about how long a large vehicle may be stored. A two-week stay is reasonable, but three months is too long. City code permits self-propelled mobile homes of any length when they are parked on private property. The Board can limit the number of days.

It was decided that trailers and boats over 14 feet should not be parked for longer than 12 hours, but Recreational Vehicles may be stored for 2 weeks four times per year, with Board approval.

An owner stated that he thinks the Fining Committee should be formed before the end of the meeting, and that they should reserve the right to determine fines, and how much to fine as appropriate for the situation. The Association does not intend on using the Committee unless absolutely necessary. Current volunteers are Bob Reed, Donna Viano, Jim Puzzuti, and Sharon El Behairy.

Presentation of 2019 Board Members
There were no new candidates for the 2019 Board of Directors, so the Board will remain the same.

Set Next Meeting/Annual Meeting
The next Board meeting will be on Thursday, March 7th in the clubhouse.

Adjournment
There being no further business to transact, Jim Bakos made a motion to adjourn the meeting at 3:47 pm. Dawn Wright seconded, all were in favor.

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Pelican Point
Board Organizational Meeting

Call to Order: The meeting was called to order at 4pm.

Officer Appointments: Terri made a motion to have all board members keep their same positions. Jim seconded that motion, all in favor.

Therefore, the board will be:

Randy Malecha President Glen Farnum VP Terri Knapp Treasurer Jeanette Cullen Secretary Jim Bakos Director at Large

With no further business to transact, the meeting adjourned at 4:05 pm.

Respectfully Submitted,
Michelle Davis
Michelle Davis, CMCA, AMS, LCAM #17226
Community Association Manager
Reconcilable Differences, Inc (4/18/18)