|Minutes of the
Whitley Bay Condominium Association,
WEDNESDAY, JULY 24, 2012
Call to Order: President
Stan Bowers called the meeting to order at 7:00 pm in the Whitley Bay Recreation
Room. Nine owners attended.
Establish Quorum of Directors:
Board members in attendance: President Stan Bowers, VP Larry Ramsay, Secretary/Treasurer
Bob Shrader, and Director Richard Isom. Director Terry Yates was not in
Approval of Minutes from
November 28, 2012 meeting: Larry motioned to approve these minutes
as written. Bob seconded, all in favor. Stan clarified that our last meeting
was the Annual Meeting in February, but those minutes are approved once
per year at the next Annual Meeting.
Financial Report: Stan noted
that we had a lot of vandalism incidences and unauthorized people at the
pool over the last three months. Some were caught on video with our cameras
and some on the marina’s cameras. Part of the problem is the gate at the
base of the stairs. The original gate was jimmied, jumped and climbed over,
and basically mis-used. This gate also serves as access to the pool equipment,
so we obtained estimates to extend the height and make it sturdier. We
wanted to install a wing gate, but the marina did not want that, so the
new gate as approved by the marina should be installed tomorrow. Stan had
polled the Board individually on the need for this gate, and all agreed
to do the work, but tonight the Board needed to approve using Reserve funds
for this purchase. Larry motioned to use pool reserves for this purchase,
using Custom Fence, at a cost of $1700.00. Richard seconded. Discussion:
Bob felt we needed the “wings” to keep out those who should not be there.
Audience members agreed. Stan said it can be added if allowed later, but
the marina is afraid of an attractive nuisance lawsuit. This will be discussed
further with the marina.
Larry stated that people
are using the marina’s elevator to get up to the pool. He feels the keys
have been given to others, and our pool is not secure anymore. He further
said some of our residents are partying in the Jacuzzi, eating and drinking
at the pool, and although it is difficult to police the pool, we need to
be more diligent. It was agreed that there are signs, but they are ignored
Stan said once you are on
the third deck, which is the pool, you can go down on the elevator, as
an egress safety issue, but to get up to it, you need a key. Initially,
all Whitley Bay residents were given a key to that elevator. Some audience
members who were second and third buyers said they were not given a key,
so if an owner needs a key, contact Stan.
Audit: Bob said we met with
the CPA two weeks ago, and just received the final audit report. Michelle
noted that while the Board wanted to keep a “Bad Debt” account on the balance
sheet, the CPA removed that for 2012 because the Association had no accounts
receivable at year end. We can continue to fund for bad debts, but if at
the end of the year we have no overdue accounts, they will modify the funds
expended to that line item. Bob disagreed with this, but also noted that
we have many owners who pay ahead, and have a healthy balance. Michelle
noted that per FL Statute, all owners are entitled to a copy of the audit
at no charge. We can email it or make a hard copy for anyone who requests
1) Policy and Procedure
Manual 2013 Update: Terry, Larry, Stan and Michelle worked on the
final updates and 20 copies were made to hand to realtors and new owners.
Larry noted that some of the forms had an old management address, and these
were changed for the next re-print. Larry asked if all owners had
received a copy yet. Michelle said once the Board approves this final manual,
it will go on the website, and all new residents will receive a copy. Stan
offered to email it to all the residents. Two residents in attendance asked
for a hard copy. They will be provided.
2) Handicapped Parking Spaces:
Larry noted that at the Annual Meeting, someone asked for more handicapped
parking spaces. Larry felt that since all owners have a garage to park
in, and guests can use the outside spaces, it shouldn’t be an issue, but
wanted closure to the request at the Annual Meeting. Stan had looked up
the parking statutes after the meeting, and a handicapped parking space
needs 13 feet, so if we made another space on the first floor for this,
we would lose an additional space to modify it correctly. Parking chairperson
Diane Verner stated that we only have 60 spaces total, and that five are
actually more than we need for the building. It was noted that there seem
to be plenty of handicapped parking spaces; they are just not where some
people want them. Rarely are all 5 handicapped spaces even filled. Larry
motioned, based on the committee report, to keep things as they are. Bob
seconded. All in favor. Stan noted that G2 handicapped spot was empty for
many days. It is clear that there are enough spots, just not where some
people want them.
Parking Committee Permit
Recommendations: Diane Verner stated that present policies are 8 years
old and did well, until now. With more permanent residents, all units are
full, there are very few snowbirds, and therefore there is a lot more congestion.
We have used the same green tags for 8 years, so the committee wants to
change to a different color. They will be the same size, but red instead
of green, and instead of printed numbers, the tags will be blank and a
committee member will add a number that the committee members and maintenance
personnel can use to tell who owns the vehicle.
This would not be implemented
until November, when more owners are here. They will exchange their tags
and give updated car info as well. It would cost $212 for 100 tags. For
temporary passes, the committee would like to start using green tags, and
then Diane would keep the old yellow ones to issue as temporary passes
for guests staying more than a week. With only Diane issuing them, control
would be better. Floor Captains will be given the new passes and instructions
for use. All guests who stay more than a week MUST go to Diane for their
pass to avoid the confusion we have been having. The cost for 300 temporary
parking passes is $129.00.
Possible parking spaces.
Diane stated that the committee looked for places to use for compact car
parking. They would like to show the Board members and see what they would
like to do. We might be able to add 2 small spaces.
Diane asked Stan to speak
to the Mariner’s Square Board President about the possibility of renting
some spaces from them. If the marina is willing, we would like to know
what they would charge so the information can be given to those residents
who have more than 2 vehicles on a temporary or permanent basis.
Bicycles: Right now
there are 33 bikes in or near the 2 racks we have. Diane believes some
of these might not belong to any current residents or are just not used.
The committee would like to post notices that all bikes must be registered.
The notices would give plenty of time for the resident to get their tag,
and then at a given time in the future, all unregistered bikes would be
taken to the local police department to donate to the needy. The cost of
these tags would be $82 for 50. The total funds needed for all three types
of tags would be $423.00. Bob said there is money in the budget to cover
Larry stated that there is
a scooter that should be in a garage, not by the bikes. He said that the
declarations require scooters and motorcycles to be parked in garages.
Larry motioned to approve the funds for this, but not to implement the
procedures until the fall. Bob seconded, all in favor. Diane will keep
track of the new information and will contact those who do not have the
new tags by late fall.
Cracks and Caulking Issues
on Exposed Decks: Stan stated that the committee of Tom Jensen, Kathy &
David Stillson, Larry and Stan have spent considerable time inspecting
the building and met with two companies to obtain estimates for the cracks
on common walkways, caulking vertical joints, and repairing cracks underneath
the ramp at G1, the center of the ramp up to G2, and a vertical crack on
the corner of the building about 30 feet long. Both estimates are similar
in cost. Stan met with Roy on these issues. A lot of the small cracks are
going to come back within a year of being repaired. They are not structural.
But the big cracks need to be fixed, and the ramp is a priority. The ramp
consists of 2 slabs of 8 inch concrete. The builder poured one layer, it
dried, but then the second pour didn’t cure properly, and it cracked. That
second layer had nowhere for the heat to go when curing, and that is why
it happened. Roy’s opinion is that it is not a structural issue, just unsightly.
Bids were in the $22,000 range to pressure wash, caulk and coat. Roy said
he and Scott could do this work in house. There is another option being
discussed for the ramp, using a urethane rubber membrane. A product called
“Frimfrock” has a 10 year warranty if a certified company does the work.
It costs about $8.00 per square foot for that product. There was much discussion
about what product to use and how to do the work, so the Board agreed to
table this until another quote is obtained. Two bids will be requested.
The ramp as one bid and all the other little repairs will be a second bid.
Plumbing Issues – Repairs
to Risers: Stan stated that the plumbing leaks in the building have
been ongoing for years. A lot of repair is still needed. We thought we
had estimates until told that we need to use a certain type of pipe that
doesn’t seem to be in the bids from Dial Plumbing and Sawyer Plumbing.
PVC Schedule 80 was quoted and Florida Code requires CPVC to be used inside
buildings, which has a special coating and is lighter. We will obtain a
The bids are expected to
be about $20K, whether using copper or CVPC. From the 3rd to the 12th floor,
we asked for repair prices or replacement of the 4” copper pipe that supplies
water from the booster pumps. This feeds city water to all units. It also
runs to the hose bibs that our maintenance men use. All of these are leaking.
There are some compression fittings that could work, at about $200 each,
but it would entail cutting into the building. Alex talked about a clamp
that could be fastened to the pipe and will not leak. He said he has used
that in the past. More information will be obtained before the next meeting.
Revised Employee Forms: Larry
modified the personnel policies and forms, and then discussed those revisions
with the two maintenance men when their evaluations were performed. One
employee received a 5% increase, the highest available, and one received
4% this year. The revisions were made to the working hours, benefits, vacations,
and to how often evaluations will be done (at 3 months and annually) and
that they will be done by merit and a points total. A total of 100 points
are available and 10 point deductions will be made for any written warnings
during the year. If a person has a score of 64 points or less, they will
not receive an increase and can be terminated. Termination policies were
put into writing, which should help if needed in the future. Larry modified
the holiday policies, because he brought in Easter as a paid holiday in
2010. It took a lot of work to get this done, and Michelle was helpful
in completing it. Four books have all the forms. One is in the business
office, one in the maintenance office, one with RDI and one with Larry.
Diane Verner asked that
when there are special events in the Village, we ask all residents who
will have guests to park their vehicles downstairs so that their guests
will have a place to park either in their garage or to exchange places
once they arrive.
She also asked about the
Brighthouse Cable Notice that was posted. She contacted them for adapters
for the TV’s in the exercise room.
Larry asked that we revise
the pool rules to require footwear. He said many are going over barefoot
and it is not healthy. He asked that this be added to the newsletter.
Michelle was sent a request
from Wonderlink Communications asking Whitley Bay for permission to install
two antennas on the roof. They have a high desire for this high roof, and
are willing to pay about $200 per antenna. They are also willing to negotiate
a few more things like a Wi-Fi hotspot in the clubhouse for use during
parties or meetings. Michelle noted that there is a company that will look
at ALL our communication contracts to make sure we are getting the best
values we can, and he could help in negotiations, supposedly at no charge
to the association. Bob agreed to be the intermediary with that.
Michelle said Chase Bank
is requiring that the Association carry “law and ordnance” insurance before
they will finance a mortgage. Estimates for this coverage are in the $5K
per year range, and since it is not required by statute and only affects
those who want to refinance or obtain a new mortgage, the board did not
feel this was fiduciary needed.
Tom Jensen asked that the
manager makes copies of the most recent building analysis put together
by the committee, for the Board’s use. This was completed.
Bright House has given another
gift card, with a value of $200. These are given based on the number of
internet, phone and cable upgrades made by residents. Bob will give it
to Roy to use to offset maintenance expenses.
Set Next Meeting Date:
The next meeting will be held on the 4th Wednesday, August 28, 2013 at
7 pm in the rec room.
being no further business, the meeting adjourned at 8:22 pm.
Michelle Davis, CMCA,
Community Association Manager,
Reconcilable Differences, Inc.