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Minutes of the
Whitley Bay Condominium Association, Inc.
Board Meeting
MONDAY, JULY 9, 2018

A Closed Legal Meeting was called to order at 9 am. The board discussed an oversized dog issue, a water leak that has remained unfound, and the annual employee evaluation. This meeting adjourned at 9:25 am.

Board of Directors Meeting:
Call to Order:
Stan Bowers called the meeting to order at 9:39 am in the recreation room, due to Alarm Testing noises prohibiting discussion until then.

Establish Quorum of Directors: Board members in attendance: President Stan Bowers, Treasurer Bob Shrader, Secretary Frank Sullivan, and Director Richard Isom. VP Margherita Ramsay could not attend. Michelle Davis from Reconcilable Differences, and 15 unit owners attended.

Approval of Minutes from November 29, 2017: Stan motioned to approve the minutes as written and posted on the website. Bob seconded, all in favor.

Approval of Minutes from February 28, 2018: Frank motioned to approve the minutes as written and posted on the website. Bob seconded, all in favor.

Financial Report: Bob reported that half way through the year, the Association is within $300.00 of budget, and end of year should be as good, barring unforeseen problems.

Update on Barfield Roofing’s Use of a Drone: Frank stated that a company was hired to do infrared studies of the roof to see where water might be hiding. There is still a leak. Possible entrance points are the eaves where caulk was removed and the two bump outs where vertical walls meet horizontal walls where there is minimal caulk because of the hard angle to service. The painter rappelled down last Friday and checked the caulking in that area, but they found that it was sealed adequately, so that probably wasn’t the issue. Over the penthouse balconies doesn’t seem to be the source of the leak. Dan from Barfield will fly a drone around the perimeter and will have two cuts in the roof repaired. This issue has gone on for wo years. The Association has had a leak detection company inspect, had the roofer add vents to try and dry out trapped water, re-did all the roof drains, and at the most, after an eight-day water stoppage, the drips started again. It would seem logical that this is due to rain getting in, because there are no water pipes near this area, but the roofer and painter have tried all they can think of. Manager recommended an engineer who specializes in roof leaks, so the board asked her to have Jim Emory from Keystone Engineering do an inspection as soon as possible.

Spa Heater: A new heater is on order and should be installed in one week. The original unit lasted 15 years, so the Association chose to purchase the same model, although more expensive. Stan also requested a brand-new factory unit, not one that was in warehouse storage, because some of those were found to have some issues. A resident asked about heating with solar power. Stan said there was nowhere to put solar panels. Bob motioned to approve $8,000 from pool reserves to cover this cost. Richard seconded, all in favor.

Pool Filters: These are very large filters that are needed to keep debris out of the pump and have not been changed in many years. Bob felt Sutton charged too much, because they are less expensive on line, but since these were already installed by Scott, Bob motioned to approve $1600 from reserves to cover the cost. Frank seconded, all in favor.

Promenade Painting: The same crack is showing on seven floors in the same place and the paint seems to be bubbling up, with water behind the paint. There are cracks in the slab, through and around the bolts in the wall. These areas were not a part of the original paint contract three years ago. Anchor Painting has bid $405 per balcony to seal, repair and paint all 11 floors, for a total of $5,655. Bob motioned to use Paint Reserves to cover this cost. Frank seconded, all in favor. A resident asked if personal balconies have been inspected, because hers has cracks. Stan asked that anyone with concerns complete the attention form and we will look at them on a base by case basis.

Exterior Door Replacements: 4 new “people” doors have been installed by a contractor. The door to the pool still needs to be primed and painted. Bob motioned to move $1900 from Miscellaneous Building Components Reserves to Operating to cover the cost of the doors. Frank seconded, all in favor.

Door Painting: With Scott’s other duties and current personal issues, the door painting is going slowly. Frank stated that it will take a year and a half to complete at the rate we are going. There are 130 doors plus the elevator doors in this building. There is some corrosion on the bottom of many doors due to standing water, and some frames may need to be replaced. This is a very large job. We have so far spent $800 on paint. Bob motioned to use up to $2K this year from Paint Reserves for this project. Richard seconded, all in favor.

Fire Safety – ATP Bids: Today, Cintas, formerly Space Coast Fire and Safety, is doing the annual fire sprinkler inspection, and ATP is doing the annual alarm and pull station inspection, along with adding barcodes to the equipment, which should help speed up finding issues in the future. ATP has offered a full contract to handle all life/safety issues. Overall, they are less expensive, but there is a loyalty to Space Coast Fire by the board, so management will ask Cintas for the same “apples to apples” bid and then the board will evaluate.

Owner Input: A resident was not happy that we keep the main garage door closed all the time. Others in the audience disagreed, and felt it is a safety issue, so this will not change.

A resident feels the policies/procedures manual needs to be updated and she is willing to help.

Adjournment: There being no further business, the meeting adjourned at 10:17 AM.

Respectfully Submitted,

Michelle Davis, CAM, CMCA, AMS