Minutes of the
Whitley Bay Condominium
NOVEMBER 16, 2016
The meeting was called to
order at 7 pm. The meeting was properly noticed at least 14 days in advance,
by mailing the details and posting the agendas. Forty-six suites were represented
in person or by proxy. Over 40 owners attended.
Whitley Bay has fire sprinklers in units and the rec room, but not in stairwells
and walkways. Just in case the fire laws change in the future, the association
attorney recommended having owners “opt-out” of any future retrofitting.
The ballot was mailed to owners in September, and the final vote is fifty-five
(55) yes votes and zero no votes, so the Fire Sprinkler Retrofitting Opt-Out
Vote passed by a majority. The attorney will write up the document, board
members will sign, and the attorney will record the vote. We will then
send a copy of that recorded document to each owner and post it on the
Owner Questions about
Budget: Forty-two (42) owners voted to partially fund reserves, and
four (4) voted to fully fund, meaning the owners prefer that the monthly
fee will increase $10, to $630 per suite per /month. Stan reminded the
audience that this means a lower fee each month, but there might have to
be a special assessment for future repairs or replacement.
Results on Financial Reporting
Vote: There was one vote to have an audit and forty-four votes to have
a CPA review of the 2016 financials. This majority vote will save several
thousand dollars in 2017.
Hurricane Damage Update:
Stan said a lot of tile was lost, a lot of broken pieces are still not
able to be removed, and therefore, some areas are dangerous, so are roped
off. Three professionals have looked at the roof, and all have said that
all tile must be removed and a complete re-roof done. Our maintenance people
patched over 75 holes in the foam roof from flying tiles. There was also
some stucco and landscaping lost. Also, power was off for about 30 hours
and boiler electronics on the roof were damaged.
Residents asked about the
pool area. Stan said the marina had some roof damage, and there were some
nicks and gouges in the deck, but our easement requires the condo to pay
a set amount and not all repairs on the building. Slip owners may use our
pool, which the association pays all costs to maintain, but we just pay
a percentage of their building maintenance.
Adjournment: The members’
meeting adjourned after the update.
Call to Order: Stan
Bowers called the meeting to order at 7:20 pm. Over forty owners attended.
Agenda was posted more 14 days in advance, and all owners were mailed a
copy of the proposed budget.
Establish Quorum of Directors:
Board members in attendance: President Stan Bowers, Treasurer Bob Schrader,
Secretary Terry Yates, and Directors Richard Isom and Margherita Ramsay.
Michelle Davis represented Reconcilable Differences.
Approval of Minutes from
September 21, 2016:
Bob motioned to approve
these minutes as written and posted on the website. Margarita seconded,
all in favor.
Bob reported that through October, the association is almost exactly on
budget. The building is getting older and we had $4K in elevator maintenance
and $3500 on garage door repairs. 2
Vote to Waive Full Funding
of Reserves: Bob motioned to accept the majority owner vote and waive
fully-funded reserves in 2017. Richard seconded, all in favor.
Vote on Financial Reporting:
Bob motioned to have a CPA Review of the 2016 financial records. Richard
seconded, all in favor.
Final Approval of 2017 Budget:
Margherita motioned to approve the $10 per month increase to $630 per suite
per month for 2017. Bob seconded, all in favor.
Final Approval to Opt
Out: Bob motioned to have the attorney record the final vote of 55
to zero to opt annual out of retrofitting the building for more fire sprinklers.
Richard seconded, all in favor.
Set Annual Meeting Date:
The Annual Meeting will be held February 16, 2017. The first notice will
go out in December, asking for volunteers to serve on the board.
Discussion and Wording
Approval for Policies and Procedures Manual: Electric vehicles are
now being housed at Whitley Bay. We asked that they purchase a “Kill-A-Watt”
meter to measure actual power used. Unfortunately, a resident purchased
the meter and it blew up because the meter did not support a 50-amp push.
We will need to find a meter that works better, and add those details to
the manual. Wording to be used: Owners with electric vehicles will be required
to purchase a meter to accurately record their vehicle’s electric usage.
This meter will be read by maintenance personnel on a quarterly basis,
or more often if necessary, so that the electric vehicle owner can reimburse
the association for the actual kilowatts used to charge their electric
Discussion of Possible
Material Alteration Regarding Damaged Tile: Stan had already mentioned
that the tile on the roofs must be removed and replaced. They have cracked,
broken, and the joints aren’t secure. There has been a lot of discussion
about replacing the terra cotta tile with stone-coated metal barrel tile,
to cut down on weight, be guaranteed in a 150MPH wind and last 50 years.
Price seems to be comparable, but it is a material alteration. Owners would
have to vote on this. Some asked to see a sample, so this will be brought
in, after more research is done and costs are received.
Discussion about Possible
Special Hurricane Assessment: As has been mentioned on more than one
occasion, the hurricane deductible on the building is approximately $640,000.
It has been verbally estimated that this is close to the cost to re-tile
and re-roof the building. Divided by the 64 residents, this means close
to $10,000 per suite. There are roof reserves available, but they are nowhere
near the amount needed to re-roof. There was discussion about hiring a
public adjuster, and manager recommended the board have a structural engineer
look at the roof. He can write up bidding specifications, oversee the needed
work and guarantee that it will work. The board was willing to meet with
an engineer to see what he recommends, as well as interview a couple public
Set Next Meeting:
When the board has more information on roofing costs and needs, a meeting
will be set.
being no further business, the meeting adjourned at 8:17 pm.
Michelle Davis, CMCA, AMS,
Community Association Manager,