|Minutes of the
Whitley Bay Annual Members' Meeting
Wednesday, February 18, 2015
Call to Order: Stan
Bowers called the meeting together at 7:00 pm in the Whitley Bay Recreation
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 February 3, 2015, more
than 14 days in advance of the annual meeting.
Certification of Proxies
& Establishment of a Quorum: Michelle reported that there were
23 owners present by proxy and 22 suites present in person for a total
of 45 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 19, 2014 as written
and posted on the website. Richard seconded the motion, and all were
Reports of Officers:
President: Stan Bowers
thanked the Social Committee for their outstanding work on the dinner prior
to the annual meeting. He asked each of them to stand as the audience gave
them a round of applause. He then thanked all owners and Board members
for a very successful past year. He said we managed to make it through
without calamities and there was cooperation in everything. Regarding parking,
it is difficult at times to find parking. The spaces are allocated at one
space per suite, and this is why if your suite has 2 or more vehicles,
then one vehicle must be parked in the garage, as there are just not enough
spots for everyone. This includes the disabled parking spaces. If you will
be gone for an extended amount of time, try to leave the spaces by the
lobby doors available. Treat others the way you would like to be treated.
Let others have the opportunity to use those spots as well. The building
is in good shape, based on the walk through recently conducted. 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 6 years.
Richard and Terry for three years. We are a good team. We all
care about the building, the money being spent, and the residents.
The condo has the reputation of being an outstanding building; one of the
top choices on the Space Coast.
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.
It must be remembered that
even if you are not on the Board or a member of a committee, you must still
take pride in Whitley Bay; it’s your home! If you see something that
needs to be repaired or cleaned, tell the management company or a Board
member. Do not assume that someone else will see it. It is
not a hotel; it is our home. Larry commented about dogs and reminded owners
to clean up after their dogs when they have an accident (especially walkways,
lobby, etc.) Larry closed by saying “Remember that this is your home. If
everyone takes responsibility, then this community will continue to be
Bob Shrader reported that there is over $315,000 in the reserves and with
a $450K budget in 2014, we came in at 1 percent under budget. A lot of
the homeowners pay their fees on time or even ahead, so this helps tremendously.
The Board has been able to maintain the building properly, and the volunteers
oversee that the money is spent correctly.
APPRAISAL: Larry reported
that we have a new insurance appraisal, dated February 12, 2014, completed
by appraiser Bonnie Worthy, who did a great job and was very through. The
building replacement cost did increase to $21,611,000.00; an $871,000.00
BUDGET: Bob stated
that the fees were raised in 2014 to $611 per month to cover the digital
cable, adaptor boxes, phone, and internet. The amount was unchanged for
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.
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 14th inspection results
were submitted and have been given to RDI. Insurance is still with “A Professional
Insurance Company” who we have been with for the last 7 years.
Verner was unable to attend, but Stan read her report. “As usual, we had
a great time decorating the building for Christmas. I would like to thank
Lindsay, Loretta and Carol for helping decorate both lobbies and the recreation
room this year. They also helped with the lights on the hedges leading
to the front door. 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 11 seasons and many of its lights have either burned out or gone dim,
it may be time to retire it and purchase a new one. Also, the table top
floral decorations on both the first and second floors are in desperate
need to be either refreshed or replaced. Respectfully submitted, Diane
Verner, Decorating Committee Chairman.”
Tom Jensen reported that this committee is made up himself as Chairman,
Dave Perley, Kathy Sillson-Perley, Alex Sinilnikoff, and Don Verner, along
with maintenance employee Roy Jones. Committee members identify areas that
might warrant additional review. These reports are located in a notebook
and are available for any owners to review. Tom stated that the only issue
at this time was that the buildings needed to be painted.
EXERCISE ROOM: Frank
Sullivan stated that during the last 12 months, several updates and improvements
have been made to the Whitley Bay Fitness Center: Replacement of the treadmills
at a cost of about $7500 for commercial grade treadmills; benches were
re-upholstered and Loretta replaced the clock. He has a report that he
will share with the Board with suggestions for the next year. Just a quick
reminder that our maintenance staff cleans the center each week, but we
ask users to clean up after their own use, and this includes wiping down
the equipment with the provided wipes. If anyone has any recommendations
as to improvements the committee could make to improve the functionality,
cleanliness, or appearance of the center, please let Frank know.
FIRE DRILL: Tom Jensen
reported that the committee consisted of himself, Ann Diaz, and Mike Ouellette.
They coordinate with the Fire Department to “flow water” and a lot of water
comes out of these pipes. Every time they flow the water, there are little
rocks that exit the pipes. Rocks are not a good thing to see in water pipes,
so it is helpful to have them come out and flow the pipes periodically.
It also is great training for owners to practice fire safety and what is
to occur in case of an emergency. The last inspection had a time of 15
minutes to evacuate the building, which was an improvement. When these
drills are done, everyone meets below the pool with their designated floor
captain to check in. They all have a red board and will check you in. In
a real emergency, the units that have not reported to the floor captains
will be entered by the Fire Department; they will break the suite door
down to enter and find you. As a reminder, if you go out of town, please
let your floor captain know so they are aware of this during an emergency.
Tom just wanted to remind everyone that it is great to have fire extinguishers,
but on a yearly basis they all need to be checked, and replaced if they
are in the red.
FLOOR CAPTAINS: Ann
Diaz could not attend, so no report was made. Stan reported that each floor
has a floor captain and currently there was not one assigned for the 11th
floor. If anyone would like to volunteer for this position, please contact
Ann Diaz in 302. 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
INSURANCE: Larry reminded
those present that he saved the Association money. He stated that he thought
for sure the insurance rates would increase due to the replacement value
increase, but it didn’t and the premium was decreased about $4,000 for
2015. He reported that the insurance agent he dealt with for the last 7-8
years, Bill Freeman, passed away yesterday.
Isom stated that they replaced the hedges on the east side of the building,
added decorative foliage in front of the building and replaced trees. We
lost a large palm in the front to disease. We will replace it, but don’t
know for sure when. Red lava rock will be filled in all the way down the
building. He asked anyone with suggestions or concerns to let him know.
An owner asked about “Wayne’s Beach”, and asked if there was something
the association could do about the smelly vegetation and debris. Stan replied
that due to the strict county guidelines, not a lot can be done by the
association. He stated that a lot of volunteers are needed to continue
the upkeep of this area. Richard stated that he would look into what is
possible for “Wayne’s Beach”.
reported that the maintenance staff of Roy and Scott are excellent. They
are very proactive. They were able to assist in helping us conserve energy
and reduce the gas consumption of the pool by installing timers. They assisted
in motion light installation. There were some concerns about the cracks
in the floors and we have been monitoring them for about 6 months and are
measured once a month, and there is no difference from 6 months ago to
today. It is not getting any worse. It doesn’t seem to be a major factor
at this time. The lockbox, previously at the front door, has been relocated.
A new lockbox is installed in G1 garage inside the lobby. No key is needed,
just a code. When the codes to the front door get updated, the new codes
will be placed into this lock box.
Recycle program: the
3 bins have now been upgraded to 7 bins. As a reminder, these bins are
not to have any trash placed in them, including the plastic bags that you
bring your recycling items down in. These must be put into the dumpster,
not included in the recycle bins. If garbage is put into the recycle bins,
Waste Management will not empty them out. Recyclables do not have to be
separated any longer, they can be placed in all the bins. Cardboard boxes
need to go to the dumpster on the west side of the building and not in
the recycle bins.
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!
The next newsletter should be out in March.
PARKING: Diane Verner
was unable to attend. Tom read her report. “I would like to take this time
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, Jeff Casterline, Bill Coleman, Mike
Ouellette, Michael Broadmeadow and Ed Pont, along with a number of alternate
volunteers who help in emergencies.
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.
Stan reported that last
year when the new hang tags were distributed, residents had to update their
vehicle information and this is used for emergencies. If your vehicle information
has changed within the last year, it is imperative that you update your
information with Diane Verner, who is in Suite 805.
POOL COMMITTEE: Larry
reported that the chaise lounges and chairs have been sent out for re-strapping,
so there will be no chairs at the pool for the next 2 weeks. They are looking
into steps for the pool. New lights were placed on the pool deck last week.
RESERVES: Larry stated
that the last analysis was completed April 14, 2011. This helps the Board
know how much they need to budget for repairs and replacements during budget
negotiations. We did discover that lending institutions require the reserves
has to be 10% of the income and so adjustments of about $2,200 were made
after the budget approval meeting. We removed the bad debt line, lowered
the water bill budget and added the $2,200 to the deferred maintenance
Diane Verner, Chairman. Her report was read in her absence: “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.
SOCIAL: Carole Jensen
stated that the Social committee consists of eight members: Loretta Bowers,
Cametta Isom, Sandy Jacobs, Carol Jensen, Lindsay Leinss, Becky Sanders,
Kathy Stillson, Diane Verner, and one honorary member, Dixie Reese, who
has begun her second year of service since moving to Oleander Pointe, because
she loves Whitley Bay so much. Last year the social committee hosted the
following events: February 2nd -Super bowl Party, February 26th-Annual
meeting Barbecue, March-Ladies Luncheon at Suntree Country Club, April-The
Venue off the Menu (A different Disney Experience), May-Kentucky Derby
Party, November-Impressions Unplugged with Alfie Silva. (over 80 people
attended that!) and December-Annual Holiday Party at Jack Baker’s Lobster
Shanty in Cocoa Beach.
For the 2015 year, they have
planned: February 1st Super Bowl Party, February 18th Annual Meeting Barbecue,
March 13th Ladies Luncheon at Domenica’s in Rockledge, April 16th Disney
with Dixie, September 13th Cruise on the Indian River Queen, and December
6th Annual Holiday Party at the Rockledge Country Club with impressionist
Alfie Silva and his Dean Martin or Elvis Presley Christmas Performance.
Carole said one last thing:
“The social events at Whitley Bay were originally organized by Jani Cox
in the year 2004 when we all first moved in. Diane Verner took over in
2005 and led the committee for five years through December of 2009. When
Diane stepped down, I agreed to be chair of the committee for one year.
Now, after serving as chair for five years (2010-2015), I am turning the
job over to Lindsay Leinss and Loretta Bowers, the same two eager beavers
who took over the newsletter when I stopped editing it. You’d think they
would have learned, but apparently not. I will continue to be a member
of the committee, just not the chair. I am sure Loretta and Lindsay can
use all the help they can get, so please do not hesitate to let them know
if you are interested in serving on the committee or have a great idea
for a party or event.”
STORAGE: Don Verner
is the chairman, but could not attend. Stan read his report: “There are
only a couple of 7’x5’ spaces left on the first floor. All other spaces
have been assigned. Just because an adjacent space does not have anything
in it, does not mean it has not been assigned to a resident. 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.” An owner asked if the assigned spaces are part of the ownership
in a suite, meaning it is tied to the deed on the unit. The answer to this
was no. Storage is just an amenity, not a unit‘s property. Once someone
moves out, that space is reassigned.
An owner reported that the
garage “people” door on the east side has been left open and she has closed
it many times. Stan reported that the high winds keep the doors ajar and
this is why we went to louvered doors to assist with that problem. She
just reminded owners to check that the doors are closed tightly when you
An owner asked what came
of the vote to allow the marina to share the pool with our residents. It
was noted that the marina decided they did not want the liability exposure,
so the issue was dropped.
An owner questioned the policy
about leashes and about barking pets. Stan reported that the policy and
procedures manual states that all dogs MUST be on a leash. If a resident
sees a violation, they would need to send documentation to management.
With proof of date, time, description and details of the nuisance, letters
can be sent out.
Michelle reported on the
“Sonic Egg”. If a dog is nuisance barking and within 50 feet of the egg,
when it is turned on, it sends out a sound wave that the dog doesn’t like
and they will stop barking.
The egg seems to work on
all sized pets. If you know your dog barks when you leave, turn it on as
you leave and the dog will usually settle down quickly.
These can be purchased for
$39.95 from Pet Smart on line. Management is willing to loan theirs for
up to 2 weeks so that residents can see if it really works before spending
the money. Pet Smart also has a smaller version to take on walks and click
when the barking starts.
There is one unit that seems
to have a continuous barking problem, so management will deliver the loaner
egg to them, explain the process and see if they are willing to try it.
Management also suggested that a pet committee be formed to meet with all
pet owners and find solutions to the problems. After management has written
two letters to no avail, the problem usually escalates to the level of
needing an attorney to write the final letter to remove the pet.
Another owner spoke about
the light at 520 and Delannoy. She said the crosswalk is dangerous and
all residents trying to cross there should be cautious of their surroundings.
The resident asked all who know how dangerous this is to contact the Cocoa
commissioners about making some changes to the length of time available
to cross and to not allow cars to turn into a pedestrian at the same time.
Policies and Procedures
Manual Updates: Revised manuals with all the changes underlined or crossed
through were sent out to the owners over 30 days ago. There were no comments
or suggestions made by the owners. Therefore, Bob made a motion to approve
the revised Policies and Procedures Manual as presented, Larry seconded,
and all were in favor. Management will send the new manual to be posted
to the website and will get copies bound for future needs.
Roof Cell Towers:
Stan and Terry reported that after a meeting with Smart Community Inc.,
a contract was signed with them to investigate whether any communication
companies would be interested in placing their equipment on the roof at
Whitley Bay. The cell towers could be 4-6 feet in height, but this consulting
company would ensure that it would be aesthetically pleasing while being
safe and not harming the building or the roof. At this time, everything
is still in the planning stages, but there is possible income to the association
of between $18,000 and $22,000 per year.
Presentation of New Board
Stan stated that five members
have consented to remain on the board; Stan Bowers, Richard Isom, Larry
Ramsay, Robert Shrader, and Terry Yates.
being no more business to discuss, Larry motioned to adjourn at 8:42 pm.
Bob Shrader seconded, all in favor.
Minutes of the Organizational Meeting
Held immediately after the Annual Meeting
On Wednesday February 18, 2015
The meeting was called to
order at 8:44 pm.
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.
Stan Bowers made a motion
to adjourn at 8:46 p.m. Larry Ramsay seconded the motion, all in
Lynn Hiott, LCAM
Michelle Davis, CMCA, AMS,
Community Association Managers