BOARD OF DIRECTORS MEETING BELMONT MASTER, BELMONT I, BELMONT II MARCH 15, 2010 CLUBHOUSE: 103 SW PEACOCK BLVD. PORT ST. LUCIE, FLORIDA, 34986 IT MAY, UPON THE DECISION OF THE THREE BOARDS TO HOLD A JOINT MEETING: BELMONT I BELMONT II MASTER 6:30 PM 6:45 PM 7:00 PM BELMONT I CALL TO ORDER: DETERMINATION OF QUORUM: APPROVAL OF PRIOR MEETING MINUTES: FINANCIAL REPORT: PRESIDENTS REPORT: Discussion of building painting project Discussion of Storm Water Issues ADJOURN: AGENDA: BELMONT II CALL TO ORDER: DETERMINATION OF QUORUM: APPROVAL OF PRIOR MEETING MINUTES: Approval of Unanimous Consent in Writing FINANCIAL REPORT: PRESIDENTS REPORT: Discussion of building painting project Discussion of Storm Water Issues ADJOURN: MASTER ASSOCIATION: CALL TO ORDER: DETERMINATION OF QUORUM: APPROVAL OF PRIOR MEETING MINUTES:
FINANCIAL REPORT: PRESIDENTS REPORT: COMMITTEE REPORTS: MANAGERS REPORT: Discussion of Mold issues Discussion of Reserve issues Discussion of painting project bids: OPEN FORUM: ADJOURN:
BOARD OF DIRECTORS MEETING MINUTES MARCH 15, 2010 The meeting was opened by the President Evans Sismanson at 7:10 PM Master Board members present were: Evans Sismanson Steven Levenherz Mike Weiss Carol Muir Paul LaNunziata Barbara Hauger Absent was: Joe Morello Belmont I Board member present were: Wink Pearce Steve Oland Evans Sismanson Belmont II Board members present were: Steven Levenherz Steve Satin Carol Muir BELMONT I NOTICE OF MEETING: The notice of meeting was posted according to State Statute #718: BELMONT II NOTICE OF MEETING: The notice of meeting was posted according to State Statute #718: MINUTES:
A motion to accept the minutes of the previous meeting was made by Steve Satin and seconded by Carol Muir. The motion was passed unanimously. FINANCIAL REPORT; Barbara Hauger reported that the association has enough funds in the reserves to go ahead and start the painting job. Pressure cleaning of the roof will get paid out of the operating account. Collections are improving. Due to the absence of the Treasurer Barbara Hauger, Bill Weber presented an overview of the financial report as of February 28, 2010. After some discussion Paul LaNunziata made a motion to accept the financial report. A second to the motions was made by Mike Weiss. The motion was passed unanimously. PRESIDENT S REPORT: The President did not have a report since he was away on vacation. COMMITTEE REPORTS: The committee looking into the request of Joe Morello for several items reported to the Board as follows: Vacation Pay: It was recommended that the Board approve payment of 4 vacation days. Bonus of $1,250.00 for the last quarter of 2009, not to be paid. Notice of termination of a Belmont Employee by Bayshore: After discussion a motion to pay Mr. Morello for four (4) days of vacation was made by Mike Weiss and seconded by Paul LaNunziata. The motion was passed unanimously with Joe Morello abstaining. After discussion the Board held to the previous motion at a prior meeting not to pay the quarterly bonus. After discussion a motion to table the question of Severance pay was made by Paul LaNunziata. The motion was seconded by Carol Muir. The motion was approve by a 3-2 majority. The recommendation by the committee to have Bayshore notify the Board when they intend to terminate any employee was agreed to and accepted by Bayshore Association Management. MANAGER S REPORT: Bill Weber presented a manager s report a copy of which is attached for the record. In his report, Mr. Weber covered several topics namely, financial, maintenance, office procedures and the painting project. After discussion, Paul LaNunziata made a motion to accept the manager s report. A second to the motion was made by Carol Muir. The motion was passed unanimously. Mold: The Board discussed the overall issue of Mold within units. It was generally agreed that the mold within the units is the result of water intrusion through openings around windows and from roof leaks. These problems should be mitigated once the painting and sealing of the windows is completed. The other problem causing the mold is units that do not leave the air conditioning on when no one is living in the unit.
It was agreed by the Board that management should send out a letter which states clearly the responsibility of all owners to keep their electric on so that the air conditioning can run to keep mold from forming. In addition all owners will be notified that the association must have a key to each unit for emergency use. Wink Pearce reported on the Reserve issue. A report by Wink Pearce was sent out to all Board members. Management will send out a follow up of this report to all Board members. Mike Weiss brought up the subject of needing to get information from Bayshore for sales. Bill Weber stated that Bayshore will attempt to have this information sent over to the Belmont office computer from the Bayshore office so that the information will be readily available. Painting bids: A motion was made by Paul LaNunziata to have the three Board Presidents open the bids for the painting project. A second to the motion was made by Carol Muir. The motion was passed unanimously. Wink Pearce spoke about the Storm water issues with St. Lucie West Services District. The District is willing to take over certain portions of the piping within each association as long as each association signs an agreement with the District to allow them access to the property and the piping from the property to the ponds. After some discussion, a motion to allow St. Lucie West Utilities access to the property for the purpose of performing cleaning and maintenance on the storm water drainage system was made by Mike Weiss and seconded by Paul LaNunziata. The motion was passed unanimously. The same motion was made by Steve Oland of Belmont I and seconded by Evans Sismanson. The motion was passed unanimously by the Board of Belmont I. The same motion was made by Steve Satin of Belmont II and seconded by Carol Muir. The motion was passed unanimously. Two other subjects were discussed under new business: The renting of the clubhouse and parking. Management will put together a form which will be used for the rental of the clubhouse which will make sure that any person renting the clubhouse will be required to show evidence of insurance. The parking issue will be looked at to see if the association can better monitor violations for persons parking illegally. Steve Satin offered to monitor and ticket violators while he is present on the property. Having no more business to discuss, the meeting was adjourned at 9 PM. Respectfully submitted, William L. Weber, LCAM Agent for the Association
MANAGEMENT REPORT: MARCH 15, 2010 PROPERTY MANAGER: I notified all Directors that Hal Stankard after indicating that he was coming on board as the manager of the Belmont sent me an e-mail that he had to decline the offer that was made. In speaking with him, he told me that he appreciated the offer but the firm that he was currently employed by made a counter offer that he just couldn t refuse. As per our earlier notification to all of the Board Members, we have hired Evelyn Sapriza to fill the position of Manager of the Belmont starting the 22 nd of March. In reviewing the events of the past several weeks, having to assume the every day duties of manager has giving both Anthony and I a good perspective of the problems facing the association. We have had a chance to really look hard at the property, review procedures, review all bills presented for payment and in general allowed us as managers to get to know the property. MAINTENANCE: At the request of FPL, we have had to transplant four Queen Palms that were interrupting electric service to area within and around the Belmont. There are still eight trees that will have to be removed but the first four were impacting a main power line and to avoid FPL from cutting down the trees we had them transplanted at a cost of $100.00 per tree. For this price, the trees were moved, staked, and fertilized. The trees are still in the same areas only they were moved away from the fence line and the power lines. Over the past few weeks we have been examining the issue of mold within units. I had Owen prepare a report on which he put together every unit that he examined for mold or other water intrusion problems. We also have had a report from Ron s Restoration on the status of work that is still open. After examination, it is apparent that most of the water intrusion problems are as the result of openings around windows where water can come in and the openings within the exterior siding where water can also enter. To this end, we have met with a painting contractor to further examine what can be done to mitigate the problem. On March 3 rd, Wink Pearce, Steven Levenherz, Anthony Purificato and I met with Bill Calvert of JB Painting and discussed the problem and what he recommended the associations remedy should be. In view of this, we have prepared a set of specification for the overall painting and sealing of the siding, and windows. We presented the specs to five contractors. Anthony Purificato and I also met with Danny Laisure of Porter Paints and he advised us that the original specs that were presented were based upon using a Porter product that required three coats of paint. He said that after some consideration and looking at the overall project and what the association needed to accomplish, he recommended that we rebid the project using an Porter product that requires only two coats and would not only save money, but accomplish the same result which was to make sure that the entire outer surface of the buildings were sealed against water intrusion. I do have all of the bids submitted on the original specs, but we of course can have the same companies present quotes based upon the latest set of specs.
We did have an irrigation line break at the Tower which was repaired. We also had a report of damage to a ceiling in unit 22-101 which was as the result of water intrusion into the downstairs unit as the result of an over flow of the bathtub of the second floor unit. Irrigation is and will always be a problem for any association, after looking at the property and noticing broken heads and valve covers, it is apparent that we need to have regular inspections done by a professional irrigation company. We have also received complaints from owners as to irrigation problems which in my opinion are as the result of a haphazard method of inspection of the system. This should be reviewed by the Board and the Board should consider using a professional contractor for the maintenance of the system. FINANCIAL: We have been reviewing all of the bills that are presented for payment. I will not comment on the status of payment or the questioning of some bills, this will be covered during the financial report of the Treasurer. Bonuses were paid to Owen, Cynthia and Leo. They wanted me to express to the Board their appreciation for thinking of them. OFFICE: We have and will continue to monitor the office operation. Changes must be made in internal procedures that will insure that the flow of all work orders, copier use, telephone use, the selling of gate clickers etc. We have made some progress over these past two weeks and will continue to look hard at all aspects of the office internal operation. GENERAL: We have noticed that the propane gas bills are very high, this is probably due to the cold weather that was in place throughout the past several weeks. Once the temperature goes below 45 0r 50 degrees, the heaters should be shut down. The heating system no matter how efficient will never be able to sustain a temperature for swimming or using of the spa. While there may be some owners or tenants that might want to still use the pool no matter what the outside temperature, the Board should consider setting a procedure that will mandate the shutting off of the heaters at a certain cold temperature. All in all, the maintenance staff, the office staff and the contractors are doing what they are supposed to be doing, we just want to make sure that we are operating as efficiently as we can. We look forward to working with our new manager to make improvements in the operation of the Belmont.