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MINUTES OF THE BOARD MEETING OF 
THE ASSOCIATION OF PELICAN POINT, INC
held
THURSDAY, October 23, 2014

Pledge of Allegiance: The pledge was recited by all present at the meeting held in the clubhouse at 2465 S. Washington Avenue, Titusville.

Establish Quorum of Board Members: President Randy Malecha, VP Glen Farnum, and Secretary Debbie Stanley were present. Treasurer Carole Burke and Director Jeanette Cullen were absent. Michelle Davis and Lynn Hiott represented Reconcilable Differences and 17 owners were present.

Call to Order:  Randy Malecha called the meeting to order at 1:01 pm. 

Approval of Minutes:
Glenn motioned to approve the minutes of the July 24, 2014 meeting as posted. Debbie seconded. All in favor.

Financial Report/Collection Update:  Michelle stated that through September 30, 2014, the Association has $68,087 in the operating account, with about $7,850 of that being prepaid assessments. There is a total of $372,111 in Reserves. The association is over budget by $864.  The total in receivables is $2985 due to one unit a month behind, a few unpaid late fees, and the majority being legal fees accumulated by one unit regarding sliding glass door repairs. We had to go to court for a judgment to enter the premises.    

Old Business: None

Group Reports:

  • Painting: Randy reported that C&J did a great job painting the buildings. Along with the walls of the buildings, they painted the walkways, stairwells, handrails, and the exterior sides of patio and balcony aluminum. They agreed to paint the pool deck for an additional $200. Randy stated that paint was purchased for Mike to paint the laundry and elevator machine room doors. If owners would like their individual doors painted, the association will supply the paint, but not the labor to do the work. 
  • Tennis Court: Randy will be working very closely with “CSI”, Court Surfacing Inc., who will be starting the repairs and overlay of the tennis courts in early November. They will be resurfacing the courts, painting them, adding new net and replacing the fencing around the court. This project was approved last month. Debbie made a motion to approve using $13,890 from deferred maintenance reserve funds. Glen seconded, all were in favor. 
  • Elevators: Randy reported that several owners and Board members requested that the interiors of the elevator cabs be upgraded. Jeanette was asked to get bids. Otis sent in a proposal at $19,687 for updates on the three inside cab, to include new ceilings, lighting, and wall panels. Traveler Elevator’s proposal was for $14,700 ($4,900 per cab) which included raised plastic laminate wall panels with black plastic laminate reveals on three cab walls, new cove lighting on each side of the cab with stainless steel face and white plastic laminate in the center of the ceiling with fluorescent bulbs. This also includes one flat bar handrail for the rear wall. Neither of these proposals included the floors. Randy stated that the Association had budgeted $30,000 to redo the elevator interior cabs two years ago when the modifications were made to the rest of the system. Glen made the motion to table this discussion until further information is obtained; one of which is the need for drawings or photos of that is being bid. Debbie seconded. Randy will obtain samples and photos of what Traveler is proposing. 
  • Washing Machines: Randy reported that Mike was assisting Randy with repairs to a washing machine and accidentally cut his arm. This was an accident, however Mike did need several stitches. Randy stated that it takes about 3 ½ hours to replace the bearings and he has done four already. Randy said he is always willing to help the Association, but he wanted the owners to know he had put in over 250 hours just last summer. He was paid for 180 of those hours, as approved in a prior meeting, for painting and tennis court work, and he was not asking for more, but wanted all to know that he puts in a lot of extra time. 
  • Social Group: Randy said that coffee on Mondays has started back, however they are still in need of a chairman. He asked for more volunteers if things were going to continue. Randy and Kathy will not supply the meat for Thanksgiving this year, however volunteers are needed to step forward to host the event. 
New Business: 
Discussion and Approval of 2015 Budget: The draft budget was mailed to all owners. Randy stated that a $6.00 per unit per month increase is needed to fully fund reserves while covering basic operating costs. The contract for “bulk cable” with Bright house was coming up for renewal in 2015, and they have offered a better deal to sign a new 5 year contract now. The current contract does not include any equipment. The new contract would supply one “set top” box, which can be HD or DVR usable, along with 2 digital adapters. The Association currently pays $40.24 per unit (including tax). If the Association doesn’t sign a new contract, the cost would go to $44.30 in 2015. If the new contract is signed, the monthly rate per unit will decrease to $41.59. This would be a 7 year contract with a 5% annual capped increase.  The individual residents who are paying Bright house for Premier TV will see a decrease in their individual bills. The amount they will save will depend on what other services they have bundled. Debbie made a motion to approve executing another contract with Bright house for 7 more years, Randy seconded, and all were in favor. The Board did request that Bright house come to a meeting to explain the conversion a little better and help them understand their individual billing discounts. Management will get a meeting planned. 

There were no questions from the audience, so Glen made the motion to accept the Budget for 2015 with the $6 increase, making the new assessment $246 per unit, per month. Debbie seconded. All in favor. 

Other Business: Michelle reported that the Association is over budget due to some items that could be paid from reserves. The pool heat pump cost $1086.89, 2 HP circulating pump repair cost $412.07, pool filters, which are not an annual expense cost $275, and the pool leak company charged $575. Michelle asked for approval to move $2,348.96 from Pool reserves to cover these expenses paid from the operating account. Randy made the motion to approve the use of pool reserves for these pool repairs. Glen seconded, and all were in favor. It was also noted that the elevator motherboard that was hit by lightning cost $9,900 and insurance only covered $4,900 with a $5,000 deductible, so that deductible was taken from elevator reserves.

Owner Input: An owner thanked Randy for all his volunteer time and effort, and said that they all appreciated him very much. 

Set Next Meeting Date: At this time, it was agreed that no meeting was foreseen before the Annual Meeting. The annual meeting was scheduled for January 8th or 15th, 2015 at 1:00 pm at the Titusville Library. Lynn will confirm a date with them.

Adjournment: There being no further business, the meeting adjourned at 1:46 pm.  

Respectfully Submitted,  
Lynn Hiott, LCAM and Michelle Davis, CMCA, AMS, CAM, Reconcilable Differences, Inc.