|Minutes of the
Whitley Bay Condominium
Board of Directors
Call to Order: President
Stan Bowers called the meeting to order at 7:00 pm in the Whitley Bay Recreation
Room. Ten owners attended and Lynn Hiott and Michelle Davis from
Reconcilable Differences were present.
Establish Quorum of Directors:
Board members in attendance: President Stan Bowers, VP Larry Ramsay, Treasurer
Bob Shrader, Secretary Terry Yates and Director Richard Isom. All were
Approval of Minutes from
November 13, 2013 and April 17, 2014 meetings: Larry motioned to approve
these minutes as written. Richard seconded, all in favor.
Bob stated that through July, the Association is within $200 of budget.
The CPA Review has been completed and copies can be requested from RDI.
However, next year he highly recommends that the association have a CPA
Audit completed. Michelle stated that only one owner has not paid to date
and Bob suggested that management knock on the door of this suite and ask
for payment. If this doesn’t work, then we should involve the family.
Stan reported that things are going well except for continuing power issues.
There is a meeting scheduled with FPL and several surrounding condos to
discuss these power glitches. Stan and Roy spent about $200 to put in controllers
to help with this and the uninterrupted power supply helps the cooling
towers from losing chilled water. Larry reminded the audience that we were
originally quoted $12,000 for a new controller and Stan and Roy did it
for $200. Stan noted that this cost was for newer technology, but at this
time, the repair is acceptable, but it does not notify us when the system
is down. For now, Stan or maintenance personnel must manually check on
Larry reported that the new appraiser recommended by RDI, Bonnie Worthy
met with him twice before completing her report, and seems to be very knowledgeable.
She stated that the replacement cost increased from $20,734 to $21,611
million dollars, which is a 4.2% increase, due to labor and material costs.
There is never a guarantee on material costs after a catastrophe. Larry
reminded the audience that every homeowner “H06” policy has the minimum
loss assessment coverage of $2,000. Whitley Bay has a 3% hurricane/winds
deductible and this could be costly for homeowners if the Board needs to
assess for it. Larry highly recommended increasing the loss assessment
coverage on each homeowner policy to $10,000 since it is a small increased
cost. He also recommended that all owners re-assess what their policy covers
inside their suites.
Larry said that some changes
that were included in this appraisal have not ever been included before
and are also now insured. These include the high pole lights, the
Whitley Bay address wall on the corner of Delony and 520, and the walkway
between the building and the pool. The fee for the appraisal was
$1,400 and all future appraisal updates will cost $500 as long as the contract
is active with Bonnie Worthy. Copies of this property appraisal can be
located on the RDI website.
Roof Inspection: Larry
reported that contractor Bobby has attempted several times to finish the
inspection, but due to all the rain lately, the inspection was finalized
today. The roof is in excellent condition. There were several blisters
and the coating was peeled away by the mechanical room, but those repairs
have been completed. The Roof inspection contract with Cape Coast Industries
is due to be renewed for a total of $1,750 per year, for one more year.
Stan made the motion to approve the renewal contract with Cape Coast Industries
for another year. Bob seconded, and all were in favor.
Cell Towers: Terry
reported that she had spoken with her contacts at AT&T to use the Whitley
Bay roof as a relay tower for the cell phone companies, but was not really
able to make any progress. Michelle reported that Converged Services Consulting
had given a proposal to start negotiations with cell providers, but their
fee is a 30% commission on any signed contract. For that fee, they will
start negotiations with all interested companies and bring details back
to the Board. If approved, CSC would oversee the installation and maintenance
of the equipment. Several Board members felt that commission was extremely
generous and would like to try to go directly to the companies to see if
they can negotiate without a middleman. The Board all agreed to table this
topic and have this consulting company meet with the Board at a later date.
Stan reported that there were some areas where people were concerned about
the concrete shifting. He reminded everyone that after about 10 years some
settling is normal. The concrete pads were pour filled at different times
and the weather also plays a big part in the expansion of the concrete.
To monitor the changes, plates were installed in the areas of concerns
and these are checked monthly. There have not been any changes noted and
the cracks do not seem to be getting any larger. However these will continue
to be monitored by Roy.
Painting of Walkways:
There has been a tremendous amount of rain lately and it is very difficult
to paint in the rain. The maintenance men came in late and worked until
about 3:00 in the morning painting in front of the clubhouse. So at this
time, the painting has been put on hold until the weather gets better.
It was noted that about $5,000 has been spent on paint and caulk for the
walkways, with the maintenance men doing all the labor. This project will
Other Items: An owner
stated that the new grocery carts already have gouges in them and really
need to be watched. Bob was asked to contact Brighthouse about the music
channels not being seen/heard in the exercise room anymore. He found out
that BHN made a mistake and that service was not supposed to be free, so
it was removed. If desired, that service would cost $35 per month. He said
that there is currently an internal debate at Brighthouse to include it
with the association package.
Larry stated that an owner
had visitors using the pool during the late hours. Owners need to be responsible
for their guests and making sure that they know the rules of Whitley Bay.
He suggested that this be re-stated in bold and underlined in the newsletters
and in the minutes. All suite owners need to make their family and guests
aware of the Rules and Regulations.
Purchase new tread mills
for gym: Frank Sullivan reported that he had done extensive research
on different makes and models for treadmills. The three current treadmills
in the gym were donated by owners and were not of commercial grade. They
served their purpose but are at the end of their life expectancies. Frank
stated that he researched 6 different models and brands. He recommended
Life Fitness Activate treadmills. He said the two treadmills should be
replaced at the same time. The total cost without the extended labor warranty
is $7,500. There is a 7-year motor and frame warranty and a 2 year warranty
on the electrical portions. This cost includes tax, delivery and setup.
The extended warranty would cost an extra $500 for 2 more years of labor
warranty. He stated that he would try to get the company to throw in the
floor mats at no additional cost. Larry made a motion to approve the money
from the reserves (line item Furniture-3060) to not exceed $7,500 without
the extended warranty and purchase the two treadmills per Frank’s recommendations.
Bob seconded, all were in favor.
Discussion on Acquiring
new Common keys/re-keying door locks: Stan stated that the governing
documents state that two keys per suite are given at no cost, a charge
of $25 can be levied for the 3rd key, and then an owner can be charged
$50 for the 4th and more keys if needed. Since 2007, there have been over
200 keys distributed. There are 29 locks throughout the property that require
this amenity key.
To re-key all those locks
and purchase another 200 keys would cost approximately $1,000. The Cocoa
Police Department came out and completed a formal security survey of the
property and stated very positive things. The positives were: the installation
of the 6th Garage door on G1, every door was locked and there were no unopened
doors during this inspection.
The officer did state, however,
that due to the length of time since the last key change, it would be a
wise security decision to re-key again. Larry felt that some of the
security issues were not due to lost keys being used by others, but rather
security doors being propped open by owners and people not taking security
concerns seriously. Larry motioned to table this topic for further
discussion, Bob seconded, and all were in favor.
Owner Input: An owner
commented that the delay in garage door closures has to be looked into.
She felt that there is too much delay and people could just walk in. Stan
reported that there had to be a 30 second delay as the lower option is
15 seconds which he felt was too quick.
Set Next Meeting Date:
A proposed budget for 2015 must be approved to mail to the owners in October,
so the next meeting will probably be held in early October.
being no further business, the meeting adjourned at 8:05 pm.
Lynn Hiott, LCAM
Michelle Davis, CMCA, AMS,
Community Association Managers,
Reconcilable Differences, Inc.