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Minutes of the
 Whitley Bay Annual Members' Meeting
 Wednesday, February 17, 2016

Call to Order: Stan Bowers called the meeting together at 6:55 pm in the Whitley Bay Recreation Room.

Proof of Notice of Meeting: Manager Michelle Davis affirmed that the notice of the annual meeting was posted in the elevators and mailed to all owners on January 27, 2016, more than 14 days in advance of the annual meeting. 

Certification of Proxies & Establishment of a Quorum: Michelle reported that there were 14 owners present by proxy and 26 suites present in person for a total of 40 suites represented. Since thirty-three suites were needed to establish a quorum, the meeting was certified. 

Approval of Minutes from Previous Annual Meeting: Larry motioned to waive the reading of the minutes and approve the annual minutes from February 18, 2015 as written and posted on the website.  Terri seconded the motion, and all were in favor.

Reports of Officers: 

President:  Stan Bowers thanked the Social Committee for their outstanding work on the dinner prior to the annual meeting. He explained that Bright House will sponsor two events per year in regards to food purchases and supplies and the Annual cookout was assisted by Bright House, so he thanked them as well. Diane Verner stated that Bright House donated a gift basket as well and each person present was given a raffle ticket. Diane announced the winning ticket went to owner Joe Whitley from Suite 1205. Congratulations Joe for winning the gift basket. He then thanked all owners and Board members for a very successful past year. Stan closed by saying that it was a good year, and was all due to cooperation and input from volunteers and residents of Whitley Bay.

Vice President: Larry Ramsay quoted the following from an unknown author:  "Volunteers are seldom paid; not because they are worthless, but because they are priceless".  This quote is very true.  Our present Board members are all unpaid volunteers.  Stan, Bob and I, have been on the Board for 7 years.  Richard and Terry for four years.  We are a good team.  We all care about the building, the money being spent, and the residents. Larry stated that the crosswalks in front of Whitley Bay that cross over 520 had a rippled effect and so he contacted DOT and asked them to help level the crosswalk. They stated that they would be repaving in a short amount of time and he was happy to report that the paving was completed last week. Mark Clark with DOT contacted Larry and thanked him for staying on top of this situation. Larry also mentioned that the parking issues close to the doors are still a problem. He asked owners to be respectful to others, so if you are going to be gone for a long period of time, please don’t park your vehicle in one of these prime locations so others cannot utilize this spot. Lastly, Larry asked if everyone has received a copy of the latest Policies and Procedures Manuel and if anyone needed a copy to please contact RDI for a current copy. 

It is not only the Board members, but the many residents who volunteer on the many committees that we have at Whitley Bay.  You will be hearing from the chairperson of the committees during this meeting.

Treasurer's Report:  Bob Shrader reported that we ended the year slightly over budget, but at the end of January with no delinquencies the association is just slightly under budget by about half a percent. Bob thanked RDI for their continued help and support with the financials. Everyone applauded. It was mentioned that those that pay their fees online by their banks need to change the monthly amount from $611 to the new rate of $620. Michelle reported that there were five owners that needed to make this change. 

Committee Reports:

APPRAISAL: Larry reported that we have an insurance appraisal update from December of 2015, completed by appraiser Bonnie Worthy, who did a great job and was very through. The building replacement cost did increase to $22,167,966.00; a $556,228.00 increase. 

BUDGET: Bob stated that the fees were raised in 2016 to $620 per month, it will be a tight year, but feels things will be okay. 

CONTRACTS: Larry stated that we have various contracts with our vendors. The appraisal company was negotiated down to $1400 for the first year and $500 every year thereafter. An updated appraisal gets completed every 12-18 months. We have a Roof contract with CCI, Cape Coast Industries, and they inspect 4 times a year at a cost of $1750 yearly. The January 31st inspection results were submitted and have been given to RDI. Larry read the findings: Several thin foam blisters were found some were exposed several were not opened. The unopened are better left as is, per manufacturers’ recommendations, these will be monitored and if they do open/pop will be repaired at no cost. There were numerous areas where there was exposed foam, due to the pressure washing that needed to be done to the roof system and these were coated along with the blister repairs that were done.  Insurance is still with “A Professional Insurance Company” who we have been with for the last 9 years, but has since merged with Regency Insurance. Ottis Elevator is another contract that has been for 10 years and they were just contacted for a repair at $3400. Larry highly suggests that this contract be reviewed soon. 

DECORATING: Diane Verner reported we had a great time decorating the building for Christmas. I would like to thank Lindsay, Loretta, Lauren, Betty and Carol for helping decorate both lobbies and the recreation room this year. The lights on the hedges have to be replaced as they have all burned out. Roy and Scott helped us out again this year with stringing lights on the balconies. As our main lobby Christmas tree has been in service for 12 seasons and many of its lights have either burned out or gone dim, we retired it and was able to replace it with a comparable tree. We hope this will service us for another 12 great years. 

ENGINEERING STUDY: Tom Jensen was absent, so Stan reported that the last study was conducted in 2013 and is required every 5 years. Kathy Sillson-Perley reported that over 90% of the items were completed on the most recent list. 

EXERCISE ROOM: Frank Sullivan stated that Reno requested a Smith Bench with an original cost of $2700. However, Reno was able to find, purchase, and install a Smith Bench with the association only paying about $400, so he asked owners to thank Reno in passing for this great addition. 

FIRE DRILL: Tom Jensen was absent, but Stan reported that there will be another fire drill in the future and would let everyone know when it would occur. 

FLOOR CAPTAINS: Ann Diaz reported that they are recruiting new captains and thanked the past captains for all their hard work. Floor captains are there to assist with counting of owners on their floors during an emergency, but their initial purpose was to familiarize new owners/tenants with the building and what the rules and regulations are.    

INSURANCE: Larry reported that for the past 9 years we have been with A Professional Insurance in Melbourne and now they have merged with Regions Insurance, which has offices in 10 states. As of December 1, 2015, A Professional became Regions Insurance. They are still in Melbourne with the same employees. We have a new agent, Gillian Justice. We had dealt with Bill Freeman for 8 years, but he died in February 2015.  Premium Cost: For the policy year 1/15/16-1/15/17, total premiums come to $50,665.00. This is approximately $8600 under budget. The amount we insure the property for is based upon our latest appraisal. Larry met with new appraiser Bonnie Worthy in February and May of 2014 to do a full appraisal of the property. Insurance appraisal updates of the property are done every 12-18 months. Therefore, he met with the appraiser in December 2015. The appraisal figures are based on replacement cost. In October of each year, Larry mails a schedule of our current values to various insurance agencies for insurance quotes for the following year. 

Deductibles and how they will affect owners: Larry reported that Property insurance covers hurricanes, wind, and now tornados. These events come with a 3% deductible, which means with a building replacement cost of $21,612,000, our deductible for these three events would be $648,360.00. There are 64 suites, therefore each suite would have an assessment of $10,130. This is why the extra Loss Assessment coverage is so important for all owners to have. Check with your personal insurance agent. Many insurance companies can increase the standard $2K loss assessment coverage to $10K for approximately $15 more. Larry stated that if you update anything inside your suite, then you need to carry higher values for interior replacements also. He reminded owners that they are to tell their insurance agents that a key or code is required to enter the front doors, which should help with a savings on their policies. 

LANDSCAPE: Richard Isom stated that they placed ground covering under the palms, also stated that some of the Palms are nutrient deficient but they are hoping to get them taken care of. An owner complimented on how great the landscape was looking. 

MAINTENANCE: Stan reported that the maintenance staff of Roy and Scott are excellent and that this is a 24 hour/365 days a year job. They are very proactive. Bills have been able to decrease like the gas bills. Unfortunately, 2015 was the year for failures, there were 5 major systems that went down and one of them being fixed yesterday. The Jockey pumps that maintain the main water supply was repaired yesterday. The painting of the buildings will start February 23rd. The work hours of the crew will be 7:30 am to 3:30 pm. He reported that the painters will have an area in G1 garage for their materials to be stored. There will be a process of repairs, pressure wash, which they will start at the top southern exposure and work their way down. He asked owners to put their shutters down for 1-2 days maximum so that their balcony did not get a lot of dirty water on them. He will try and give everyone enough notice of when the painters will do their specific areas. The painters will not need access to the owner’s private areas on the back balconies. They will also paint the walkway going to the pool. An owner reminded Stan to give the painters a list of units or storage rooms that were leaking so that the painters could seal these specific areas. Stan reported that the 01 stack will have their exhaust vents from their bathrooms all replaced. The association is purchasing the vents and the painters will replace them. Stan reported that the paint committee Don, Mike, and Richard met with several companies and recommended Anchor for the job. Sherwin Williams’s representative will be onsite to inspect the work of the painters throughout the contract. Larry asked Stan to look into the entrance floors of the elevators in painting these areas a darker color due to foot traffic. Stan stated that he would look into this further. 

NEWSLETTER: Loretta Bowers & Lindsay Leinss are thankful for people who take photos and send them in. Their goal is to put out four newsletters per year. They always send out requests for suggestions, and they really hope that everyone reads them. Also, the committee is open to ALL volunteers who are interested! 

PARKING: Diane Verner reported that she would like to thank each and every one of our faithful and dedicated volunteers. Not only do they help with keeping us in compliance with the condo rules regarding parking, they are also another set of eyes in making sure all outside doors are shut and locked. The list of current regular volunteers are: Tom Jensen, Kathy and Dave Perley, Frank Sullivan, Mike Ouellette, Michael Broadmeadow and Ed Pont, along with a number of alternate volunteers who help in emergencies. Diane reminded new owners to give her their information or if owners got a new car or a new license tag that she needed that updated information. She also stated that bicycles need to be registered as well and a decal will be given for the bicycles. Diane stated that they are looking for more volunteers to help with this committee. It is not something that is done every day, but they do walk the property regularly and always in a pair, never alone. Diane can be reached in suite 805 if you are interested in volunteering. 

There is one request the committee would like to make at this time, even though our open parking spaces are used on a “1st come, 1st serve” basis. It would be greatly appreciated if everyone would show some common courtesy to fellow residents concerning the limited parking spaces close to the lobby doors on each of the parking floors. If your car is going to be parked in one spot for more than a day, please do not leave it in these prime parking spots. These are needed for use in loading and unloading vehicles and also for our residents who have health issues that prohibit them from walking long distances. Also, if you are loading or unloading a vehicle and need to temporarily block someone’s individual garage, please do not leave your vehicle unattended. That way you can move your vehicle if they need to get in or out of their garage. Just remember, common courtesy goes a long way in making our community the best it can be. 

POOL COMMITTEE: Larry reported that in 2015, 10 chaise lounges and 15 chairs were professional re-strapped. Maintenance cleans the chairs on a monthly basis. He also reported that two table umbrellas were purchased but has never seen them open. He asks that the umbrellas get opened at least once a week to prevent mold growth. Stan reported that they are continuing to investigate pool steps. He stated that he was just told about an alternative fiberglass steps, but doesn’t have much information at this time on this. Larry reminded everyone that the lease of the pool is $1 per year, however all the costs of the pool is shared with the marina and just last year’s costs was $7,322.86 that the association paid out. 

RESERVES: Larry stated that the last analysis was completed in October 2015, but that this company did not do a good job. However, due to painting this year, the reserves will take a hit for this. 

REVIEW COMMITTEE: Diane Verner, Chairman. She reported that all owners/residents who have submitted a request to place items at their front door have been within the guidelines and have been approved. None of the items are blocking the walkways or access to the individual suites. I would like to thank Joy Dickson for her help in reviewing the requests.

SECURITY: Wayne Sanders reported that no news is good news. There have been no repeat violations after a resident is warned of a problem. He did state that the outside doors are secured, however people are propping the front door open and this is putting all the residents at risk. He asked that if the front door had to be propped open, then it should be manned at all times. IF someone sees the front door propped open, please close it immediately. 

SOCIAL: Carole Jensen stated that the Social committee consists of eight members: Loretta Bowers, Cametta Isom, Sandy Jacobs, Carol Jensen, Lindsay Leinss, Becky Sanders, and Diane Verner. The committee was also assisted by their spouses with our events.  Last year the social committee hosted the following events: February 1st -Super bowl Party, February 18th-Annual meeting Barbecue, March 13th -Ladies Luncheon at Domenico, September 13th-Indian River Queen Cruise, and December 6th Holiday party at Rockledge Country Club and entertainment featuring Alfie Silva. 

For the 2016 year, they have planned: February 7th Super Bowl Party, February 17th Annual Meeting Barbecue. Planning meeting on February 12 at which time we welcomed several new members (Sara Donnelly, Jim Jacobs, Mike Ouellette, and Terry Yates). The following events are planned for this year: March-Cape Canaveral Light House Tour, April-Winter Park Boat tour and lunch, May Cinco de Mayo Party to include  a live Mariachi Band for entertainment, August-Olympics team and game activities, September-Road Rally teams, October Halloween Party, and December Holiday party at Rockledge Country Club with return of Alfie Silva. 

STORAGE: Don Verner is the chairman stated that there are only 3 spaces left on the 1st floor. If interested please contact him. All other spaces have been assigned. Everyone needs to make sure their stored items stay within the boundaries of their personal assigned space. Please continue to keep all items below the fire sprinkler pipes and do not store any flammable items. Also, make sure all lights are turned out and the door is completely closed when exiting the storage rooms. 

Open Forum:

An owner stated that contractors using the elevators for construction are not contacting maintenance to secure the elevators and put up the pads. They are damaging the elevators. The homeowner is responsible for contacting maintenance to properly pad the elevators. Please, if you are having work done in your suite, please contact maintenance and have the pads put up for safety reasons. Also it was mentioned that NO WORK on the units by contractors or homeowners should be done on the weekends and ONLY from 9 am to 4 pm during the week. Please adhere to this schedule for the peace and enjoyment of all residents. 

An owner mentioned that people need to wait until the garage doors are fully opened before proceeding through them. There are many times that this owner feels in danger because people are not waiting for the doors to completely open and one cannot see what is on the other side of that door until fully opened. Also, another owner complained about the speed inside the garages. They asked that residents please obey the speed limit and stop being in a rush. 

Unfinished Business: None

New Business: 

Special Assessment: Bob stated that the buildings needed to be painted and in order to do this, $64,000 would have to come from Building Painting reserves, $36,330 would come from Miscellaneous Building Components reserve account, and the remaining $38,400 would require a special assessment be levied against the owners in the amount of $600 each suite. Bob makes a motion to approve the special assessment of $600 per suite, due by March 17th, if not paid in full then there would be a late fee assessed of $25 each month not received. Richard seconded this motion, and all were in favor. An owner asked if those that were on automatic bank debit, would they debit this amount if permission was given via email. Michelle stated that she would get with the book keeper to verify this process could occur and let owners know by email within the next day or so. All others can place their payments into the garage drop box, but please put your suite number in the memo line and state Special assessment payment so that it was recorded correctly. 

Presentation of New Board for 2016:
Stan stated that four members have consented to remain on the board; Stan Bowers, Larry Ramsay, Robert Shrader, and Terry Yates. Richard Isom stated that he would serve again, so the Board will appoint him at the Organizational meeting. 

Adjournment: There being no more business to discuss, Bob motioned to adjourn at 8:15 pm. Larry seconded, all in favor.


Minutes of the Organizational Meeting 
Held immediately after the Annual Meeting 
On Wednesday February 17, 2016

The meeting was called to order at 8:24 pm.

Bob motioned to appoint Richard Isom to serve on the Board. Larry seconded this motion, all in favor. 

Bob motioned to have all directors stay in their same officer positions. Richard seconded this motion, all in favor.

Therefore Stan Bowers will stay as President, Larry Ramsay will stay on as Vice President, Bob Shrader will stay Treasurer, Terry Yates will be Secretary and Richard Isom will be Director at Large.

Adjournment:
Stan Bowers made a motion to adjourn at 8:26 p.m.  Bob seconded the motion, all in favor. 

Respectfully submitted,

Lynn Hiott, LCAM
Michelle Davis, CMCA, AMS, CAM
Community Association Managers  
Reconcilable Differences Team