2. Call to order. Mr. Furman called the meeting to order at 10:00 a.m. on the date and location noted above.

Transcription

1 FOUR WINDS CONDOMINIUM ASSOCIATION, INC. MEETING OF THE BOARD APPROVED MEETING MINUTES SATURDAY, SEPTEMBER 29, A1A SOUTH ST. AUGUSTINE BEACH, FLORIDA Determination of a Quorum. A quorum was announced with Mr. Furman, Mrs. Clark, Mrs. Travis, Mr. Moorhouse, Mr. Joseph and Mr. Cantliffe in attendance. - Absent- Mr. Paulk 2. Call to order. Mr. Furman called the meeting to order at 10:00 a.m. on the date and location noted above. 3. Confirmation of proper meeting notice. Mr. Furman confirmed that the meeting notice with agenda was posted by the association s manager at the mailbox bulletin board on September 26 th 2012 in accordance with the Florida Statutes and the Association Bylaws. 4. Approval of Minutes. August 18 th Approved as presented. 5. Officer Reports. - President. a) Mr. Furman discusses the ongoing sub slab leaks. Several repair options have been identified as outlined in Exhibit 1 (attached) Motion by Mrs. Travis to use plumbing option 2 as outlined in Exhibit 1 in the event of a sab leak. Association will pay for drywall and finish but not paint. Motion seconded by Mr. Joseph. Motion carries with a vote of 6 yes/ 0 no b) Financial obligations for future repairs/replacement Repipe Landscape plan Walk over repair Tennis court fence Bike rack Irrigation system Concrete repair Asphalt sealing Balcony repair Entry sign Security entry Sidewalk refinishing Office renovation Repainting of exterior Wireless Roofing

2 - Treasurer. a) Mrs. Clark presented Treasurer s report on behalf of Mr. Paulk (Attached as Exhibit 2) 6. Committee Reports. - Rental. a) Mrs. Clark presented rental report. (Attached as Exhibit 3) Mrs. Clark makes the motion to accept K2 renovations proposal for the rental office renovation. Rental program will contribute $8,500 but not to exceed $9,000 for renovations and repiping the unit. The association will pay for its obligations of the repipe. Motion seconded by Mr. Furman. Work will be completed before January 1 st Motion carries with a vote of 6 yes/0 no. b) Management will obtain quotes for new rental sign. - Building and Grounds. Committee report by JD Kinsley (Attached as Exhibit 4) 7. Unfinished Business. - E building flashing needs inspection and quote to re roof ocean side buildings Check E-12s roofing Shingles didn t match. - Comcast cable- Action Tabled while Mr. Cantliffe continues to investigate the association s options 8. New Business. 9. Adjourn. - With no further business to conduct Mr. Furman adjourned the meeting at 12:01PM.

3 Exhibit 1

4 Four Winds Condominiums 8130 A1A South St. Augustine, FL Sub-Slab Leak Repair Options Option #1 Association Pays Cost: $350.00* Work Items to include, but not be limited to: - Cut hole in slab at location identified by leak detect technician. - Excavate soil to point of leak in copper supply line. - Repair copper pipe. - Refill hole with soil. - Patch hole in slab. Owner responsible for replacing finish flooring (carpet, ceramic tile, wood, etc.). * Cost if work is performed during weekdays. Cost doubles if work is performed on weekends. Option #2 Association Pays Cost: $1, plumbing $ sheetrock Work Items to include, but not be limited to: - Abandon sub-slab 1 copper supply line. - Install 3 new ¾ CPVC supply lines to include separate shut-off valves on each line outside the unit at the point the supply lines connect to the main condo water supply piping. - Install appropriate insulation on each new CPVC supply line. - Remove entire ceiling in hallway outside bathroom and bedrooms. - Tie one new ¾ CPVC line into existing copper plumbing for serving the flat only. - Cut hole in slab where necessary (expected to be just inside rear bedroom door) and terminate the old 1 copper supply line. - Refill hole with soil and concrete. - Terminate copper supply lines to the townhouse units above the flat. - Route one new ¾ CPVC supply line to each townhouse and tie-in to existing townhouse plumbing. - Install a new shutoff valve in each townhouse where connection to existing townhouse plumbing is made and install a removable access cover.

5 This option will eliminate all sub-slab plumbing for which the Association is responsible. The flat owner would still have sub-slab copper piping and would be responsible for any future subslab leaks. The townhouse owners would also become responsible for any leaks in the townhouse piping. Since each unit would now have a separate and dedicated supply line from outside the building to their unit the Association should not have any responsibility for future plumbing leaks. Option #3 Flat Owner pays Cost: $2, plumbing $ XXX sheetrock This price is contingent upon the re-piping being done at the time the new ¾ CPVC supply lines are installed. The Association pays the cost associated with installing the 3 new ¾ CPVC supply lines (see Option #2 above). The flat owner pays the cost associated with re-piping the flat, including other sheetrock repair not covered by the installation of the new supply lines. The benefit of this work is that no slab penetrations will be necessary. It also eliminates any future sub-slab and above slab leaks in the degrading copper lines. Option #4 Townhouse Owner pays Cost: $2, plumbing $ XXX sheetrock This is the price to re-pipe the townhouse unit. The Association will pay (Option #2) to have the new ¾ CPVC supply line run into the townhouse and terminated with a new shutoff valve. The re-pipe will start at that point.

6 Exhibit 2

7 Treasurer s Report on 8/31/12 Financials 1. Association Operating (Insurance) Account: $ 57, Association Operating Cash Account: 89, Association Reserve Cash Accounts: 183, (Incl $2, interest this fiscal yr) Total Cash $ 330, Disbursements of $4,800 for pool heater were made from the reserve in August. 3. Association Maintenance Fees Receivable: $5,297.97; $4, are over 90 days past due. 4. The balance of the prepaid insurance account at the end of August was $65, We continue to transfer $8,000/mos. into the Insurance Operating cash account, and this account earns a small amount of interest each month. 5. An operating cash analysis (excluding the insurance operating account balance) for the Association as of 8/31/12 indicates operating cash on hand equivalent to 2.08 months operating budget, which is excellent. This analysis excludes cash in the insurance operating bank account because these amounts have been set aside to pay insurance expenses. 6. For the month of August, the Association had a deficit of $5, and a fiscal year-deficit of $8, a. Association Repairs (Account 05320) was over budget by $ due to leak detection/repairs. b. Water/Sewer (Account 07690) was over budget by $4, due to slab leaks. We continue to monitor this account monthly. c. Security (Account 07180) was over budget by $1,652.09; however, we annualize this expense for costs incurred during the summer months. This is a timing issue. d. Ground Maintenance Beautification (Account 06320) was over budget by $3,038 due to trimming of palm trees that typically occurs in August. Again, this is a timing issue. 7. Rental Operating Cash Account: $61, Rental Petty Cash: Total Cash $61,304.14

8 8. Rental program has contributed $2, (Contribution to Association & Rental Office Assessment) YTD to the Association. This doesn t include the amounts for summer security, summer garbage collection, and real estate taxes for which the rental program reimburses the association. Reimbursement for these items has totaled $3, YTD. In addition, the rental program has contributed $450 toward renovation of the 2 remaining rooms in the Association office (conference/back office), which we hope to have completed by 12/31/ An operating cash analysis for the Rental Program as of 8/31/12 indicates operating cash on hand equivalent to 4.14 months operating budget, which is excellent. The fall months tend to be much slower so the extra cash will see us through the fall without having to rely on the Association for any shortfall. 10. For the month of August, the Rental program had a surplus of $ and a fiscal year-to-date surplus of $23, a. YTD Actual Cleaning income of $27, compares favorably to the fiscal year balances in Cleaning Services and Unit Supplies expense accounts totaling $25, b. YTD total rental income ($82,339.83) represents 46.4% of budgeted annual revenues after only 3 months of fiscal year operations. c. Expenditures for maintenance personnel exceeded the monthly budget by $ and are over budget by $ for the fiscal year. 11. As of August 31, 2012 the Special Assessment account had a cash balance of $17, and a receivable balance of $1,

9 Exhibit 3

10 Rental Committee Report September 15, Rental Committee met on Saturday, September 15, 2012 at 9:00 a.m. at the Four Winds Conference Room. Those attending were Pat Jaeger, John and Sandra Moorhouse, Joe Joseph, Dana Clark, Cindy Longo, and Pam Manning. 2. Office staff discussed Summer 2012 results and Fall 2012 projections. Summer 2012 rentals were down by 6% or approximately $18,500. Staff noted that some people stayed only 3-4 days rather than an entire week. September 2012 rentals were only slightly higher than September 2011 rentals (+$127), while October 2012 rentals were already up $998 over October 2011 rentals. It s still early to determine how November/December rentals will compare with 2011 levels. We re already offering a 20% discount, but it may take another year before we recoup from construction hangover. January 2013 rentals are also lower than January 2012, so we will advertise a 20% discount to try and attract more rentals. Again, there may be a little construction hangover. Spring 2013 rentals look good, but Easter falls on 3/31/13 and many schools spring breaks begin the last week of March, when we still have March snowbirds here. 3. Office staff is constantly looking for new advertising websites to increase our exposure. Staff has dropped some that have not provided results and added others. Staff suggested that rental owners consider advertising on VRBO this also reduces the commission you re charged. 4. John Moorhouse gave the committee an update on the RNS software status. All pictures have been downloaded but he is still working on the page design. We have to make sure it is exactly the way we want it because any changes to the design will be costly. 5. The committee discussed Phase 2 of the office renovation work that needs to be done in the Conference room and the back office. Erin from A.B. Connor & Associates gave us quotes to complete the 2 rooms along with several different ideas for office furniture. The board had given prior approval at a previous board meeting for an expenditure of up to $2,000 for furniture/paintings for the front office. The committee looked at the ideas that Erin provided and decided upon chairs for the front office. Office staff suggested the need for a lamp and had ideas for artwork for which accounting cut a check so staff could pick up the furniture and accessories. The rental committee selected a complementary paint color to the front office wall color for the 2 rooms (from those provided by Erin). The committee discussed the estimate given for the remaining work and suggested it was high. Sandra Moorhouse provided staff with a handyman that could provide another bid, and Pat Jaeger suggested that we ask Matt Carlton another chance to lower his bid. It was noted that bids would need to be obtained in time for the September 29, 2012 board meeting so approval could be obtained to begin work in October. This should give us plenty of time to complete the project before January 1 st, 2013, so the Conference room is ready for the Winter 2013 activities planned. 6. Office staff has a number of new activities planned for the Winter 2013 guests/owners. Some of the new activities being considered are: Presentation by the Park Ranger at Fort Matanzas, a Day of Beauty, and a demonstration by a Guest Chef. Staff is always looking for additional ideas so feel free to contact them with any ideas you have. 7. Staff recommended the inclusion of a few items to improve the rental contract. These points included that if for some reason a particular unit wasn t available that had been booked staff reserved the right to place the renter

11 in a similar unit. (This gets around If unit requires unanticipated repairs.) Another item was that staff would provide advance notice to guest if any authorized service repairmen would be coming to the unit. 8. Staff noted that the Association front sign needed to be replaced. The birds on the sign have been taken off and the paint is dull. Rental committee noted that this was an Association item, but that topic would be presented to the board. 9. Staff suggested that a bigger sign for rentals be purchased. The small signs are okay, but they suggested a bigger sign would get noticed more. They noted that the sign would need to be brought in daily per county ordinances. Staff was going to check on the regulations but wanted board approval for expenditure on a larger rental sign. 10. No date was given for the next meeting, although John Moorhouse suggested that the rental committee meeting be held on the same day as the board meeting since most members of the committee are not residents of St. Augustine.

12 Exhibit 4

13 Building & Grounds Report Sept 28, 2012 Committee members Irene LaMont and J D Kinsley conducted a Building & Grounds walk around inspection on 9/27/2012. The following discrepancies were noted and recommendations made: 1.The flashing on the electrical lean-to (west end of the B Building) is rusting and deteriorated. Needs repair or removal and replacement. The door on this same lean-to needs repair. 2 Recommend the electrical lean-to at the south end of C Building be recovered in hardy board. This is the last electrical lean to on the property to be covered in wood siding. 3 Several association rental storage room doors are interior doors and are deteriorating. Recommend these doors be replaced with fiberglass doors and pvc trim. Many of the storage doors have deteriorating hardware and recommend replacing with stainless hardware. 4 Sidewalks at the bottom of stairwells (E & I Buildings) are stained/dirty. Need attention 5 Light on top of the EXIT sign on the South end of the 2 nd floor of E Building is loose..hanging by wire 6 The top of the railing in the parking area in front of unit F-3 needs additional securement. 7 An air conditioning electrical box on the North end of I Building is not secure and hanging from the wall 8 The telephone box behind (ocean side) unit I-2 needs repair 9 Owner s storage closet (ocean side) of unit I-2 in much need of repair 10 Much dollar weed noted in the grass at the North end of J Building. Possible cinch bugs or web worms noted behind (ocean side) of E Building. Need treatment. 11 Natural area (upper level) between H & F Buildings needs work 12 Shrubs behind Boat Parking Spot 7 need trimming so that the pole light is visible and operational 13 Some front doors are peeling or the wrong color. Owners should have them painted with Sherwin Williams color Sand Dollar. Ronnie & Steve have a supply of Sand Dollar in the shop

14 14 Pool pavers at both pools need replacing where pool fences were moved. Stained and cracked pool pavers need replacing. Recommend both pool decks be cleaned and sealed. Pool Lounge Chair count: North Pool - 25 South Pool - 24 Respectfully submitted, J D Kinsley - Building and Grounds Committee Member