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Minutes of the Board of Directors Meeting
Whitley Bay Condominium Association, Inc.
Members & Board BUDGET Meeting
WEDNESDAY, NOVEMBER 29, 2017


Members’ Meeting:
Call to Order:
Stan Bowers called the meeting to order at 7:00 pm. Agenda and draft budget were mailed to all owners more than 14 days in advance, November 13. Stan posted agendas in the elevator.

Establish Quorum of Owners: Manager stated that thirty-eight units were in attendance either in person or by proxy. A quorum was met.

Results of Owner Vote: Thirty-two units voted to partially fund reserves in 2018, and 6 voted to fully-fund reserves. Two owners asked why there were only 2 options. Manager said the board must provide a fully funded reserves budget, and then the board can choose to offer the owners an alternate. 50% has been the one offered for years, but the board can offer whatever percentage they desire.

Adjournment: The members’ meeting adjourned at 7:05 pm.

Board of Directors Meeting:
Call to Order:
Stan Bowers called the meeting to order at 7:06 pm.

Establish Quorum of Directors: Board members in attendance: President Stan Bowers, VP Margherita Ramsay, Treasurer Bob Schrader, Secretary Frank Sullivan and Director Richard Isom were all in attendance. Michelle Davis and Ted Manna from Reconcilable Differences were also present and 24 unit owners attended.

Approval of Minutes from November 6, 2017: Frank motioned to approve the minutes as written and posted on the website. Bob seconded, all in favor.

Financial Report: Bob reported that the association is under budget through October, but we just had $5K in fire safety issue repairs that were required by the fire marshal. The elevator is expected to also need expensive repairs soon.

Vote to Waive Full Funding: Bob motioned to approve partial funding of reserves in the 2018 budget, based on the majority vote of the ownership. Frank seconded, all in favor.

Final Approval of 2018 Budget: Bob motioned to approve the 2018 budget as mailed, with no increase in the $630 per month per suite assessment. Margherita seconded, all in favor.

New Business:
Set Annual Meeting Date:
The Annual Meeting will be held Wednesday, February 28th, 2018 at 7pm. The Social Committee will supply hot dogs and hamburgers as they have in the past. Notice will be mailed to owners 60 days in advance asking for volunteers to serve in 2018.

Maintenance Update: Stan stated that repairs were done today by ATP and they will come back next week to test alarms with the fire marshal, but will not need to enter units. All work on individual unit fire sprinklers has been completed, but the drywall repair will be handled by a subcontractor that Frank is overseeing, and then paint and texture are an owner expense.

Owner Forum: Elevator rust and oil on the door were discussed. Scott will work on this, because the elevator company states it is not their responsibility. The closer on the door to the pool is not working properly and needs repair or replacement. Ted believes the door needs to be replaced with a steel door, because the fiberglass is pulling apart, but there was discussion about trying to repair this and the people/dog walking door; both on the east side of the building. It was noted that new dog debris trash cans were purchased; one was installed, one will be soon, and both need covers.

Frank stated that the G1 garage door under the ramp needs to be kept closed, for security purposes. If your guest or vendor cannot park in the open lot, you can open the garage door for them to park inside, but some residents are afraid that while it is open, transients can walk in and hide until later.

Lindsey Leinss stated that the Annual Christmas Party deposits are due on 12/1, at $25 per person. They will have a “White Elephant” gift exchange, with one gift per person, not couple, but this is voluntary.

Mr. Mervis presented a pool committee request, to be brought up at the next meeting.

Frank asked that a meeting be scheduled with Spectrum to negotiate higher internet speed and other options, now that Spectrum’s price is lower than Brighthouse’s was.

Set Next Meeting: There is no current pending business, so unless a meeting is needed, the next meeting will be the Annual Meeting in February.

Adjournment: There being no further business, the meeting adjourned at 7:28 pm.

Respectfully Submitted,

Michelle Davis, CAM, CMCA, AMS