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Minutes of the
 Whitley Bay Condominium Association, Inc.
 Members’ Budget Meeting
 WEDNESDAY, NOVEMBER 18, 2014
 

Call to Order: President Stan Bowers called the meeting to order at 7:00 pm in the Whitley Bay Recreation Room.

Establish Quorum of Owners: Manager Lynn Hiott stated that 41 proxies had been received and 8 units attended in person, for a total of 49 units represented. A quorum of units was established.

Proof of Meeting Notice Mailed and Posted: Michelle stated that the budget and agenda were mailed to all owners on October 30, 2014 and the agendas posted in the elevators on November 2nd. 

Results of Owner Votes to Partially Fund Reserves: Thirty-eight owners voted to partially fund reserves. Three owners voted to fully fund reserves.

Owner Input: None.  

Adjournment: With no further member business to handle, the meeting adjourned at 7:02 pm.


Minutes of the
 Whitley Bay Condominium Association, Inc.
 Board Budget Meeting
 WEDNESDAY, NOVEMBER 18, 2014

Call to Order: Stan Bowers called the meeting to order at 7:03 pm. Eight owners attended.

Establish Quorum of Directors: Board members in attendance: President Stan Bowers, VP Larry Ramsay, Treasurer Bob Schrader, and Director Richard Isom. Secretary Terry Yates was not in attendance. Michelle Davis and Lynn Hiott represented Reconcilable Differences. 

Approval of Minutes from August 20, 2014 meeting: Larry motioned to approve these minutes, Bob seconded, all in favor. 

Financial Report: Bob stated that as of October 31, we are 1% under budget. Bob explained that we are continuously trying to conserve electricity use in the garages, using motion-detected lights.  The electricity use is down about 60% from last year, and in the past month there has been a decrease in the gas use of about 25-30%. 

Discussion on Member Vote to Waive Full Funding of Reserves and Final Approval of 2015 Budget:
Larry motioned that with the large majority of owners voting to partially fund, the Board should honor that and partially fund reserves. Bob seconded, all in favor to fund reserves at 50% of need for 2015.

Final Approval of 2015 Budget/Monthly Fees: Bob motioned to approve the 2015 budget with a partially-funded reserves, for a monthly fee remaining at $611.00. Larry seconded, all in favor.

Set Annual Meeting Date: Manager requested that the date be set for the Annual Meeting so that the required 60 day notice of meeting can be mailed out. Board agreed on Wednesday, February 18, 2015, the 3rd Wednesday of February, as has been used in the past. 

Update on Painting and Maintenance. Larry reported that the buildings will be washed down next week in preparation of the holidays. The painting has been slow due to the amount of traffic in the walkway areas and due to rain. Larry spoke with Sherwin Williams and the painted areas cannot be walked over for 3-4 hours and carts cannot be rolled over newly painted areas for 48 hours. So this is the reasoning for the slow work, however it is in progress. An owner requested that the Board consider painting the elevator landings a darker color due to the high amount of traffic, maybe a color like our trim color. The Board will consider this. 

Discussion about “Communications” Equipment on Roof: The Board agreed to meet with John Wittick from Smart Communities (Converged Services Inc.) company to discuss what they would offer for their fee. Michelle reported that the company revised their contract to charge a consultant fee of 20% versus the original 30% quoted. The Board asked management to schedule a meeting with Smart Communities Company the first week of December. An owner asked the Board to be careful about anything new being installed on this foam roof. 

Set Next Meeting Date: Since they traditionally meet on the 4th Wednesday of the month and that falls on Christmas. Larry motioned not to hold a December Board meeting. All were in favor. The next meeting will be held on the 3rd Wednesday of January, January 21, 2015 at 7 pm in the rec room. Because of some requested changes to the Policy and Procedures Manual, regarding work hours and a few other modifications, management will email or mail these changes to the homeowners with the annual meeting notices.  

New Business: Since this will be the last meeting before Christmas, Larry motioned that annual gifts be given as have been done in the past: $500 to management company, to be shared equally by all employees, $400 to Roy, $300 to Scott, and $200 each to the Cocoa Fire and Police Departments. Bob seconded, all in favor. Bob will hand write these checks. 

Adjournment: There being no further business, the meeting adjourned at 8:00 pm. 

Respectfully submitted,

Lynn Hiott, LCAM and Michelle Davis, CMCA, AMS, CAM
Community Association Manager, Reconcilable Differences Team