Board Minutes and Meetings
DAYTONA BEACH OCEAN TOWERS
NOTICE TO ASSOCIATION MEMBERS OF
BOARD OF DIRECTORS MEETING
NOTICE IS HEREBY GIVEN that a meeting of the
Board of Directors of the Daytona Beach Ocean Towers Association
will be held at the following date, time, and place:
Date: Thursday, July 31, 2014
Time: 6:30 P.M.
Place: Clubhouse
2800 North Atlantic Ave
Daytona Beach, FL 32118
Agenda: The order of business for the regular meeting of the Board of Directors shall be
as follows:
1. Call to Order
2. Roll Call
3. Approval of Minutes – July 3, 2014
4. Treasurer Report
5. Old Business
Concrete Repair
South Canopy
Grill
6. New Business
Personnel
Recall Ballot
7. President’s Comments
8. Adjournment
BOARD OF DIRECTORS’ MEETING
DAYTONA BEACH OCEAN TOWERS
July 3, 2014
The Board of Directors’ Meeting was called to order by Edna Weeks, President at 6:30 PM. Board members present were Mrs. Weeks, Roger Verstay, 1st Vice-President; Joe Capano, 2nd Vice-President; Carol Ward, Secretary; Poonam Bhatla, Asst. Secretary, and Sherri McConnell, Asst. Treasurer (by phone). Allen Lampman was absent.There were approximately 30 owners present.
MOTION was made by Roger Verstay and seconded by Sherri McConnell to approve the minutes of the June 10, 2014 meeting as published. The motion was approved by Roger, Sherri, Edna, and Carol. Poonam Bhatla abstained. Joe voted no. The motion passed 4 to 2.
Edna advised that the cost for the concrete repairs on the north and east side is $125,593. We will need to pay $5,000 when the work begins, $5,000 to pull the permit, $10,000 when the swing staging takes place, and draws per week as the work is being done. The estimate is 10 to 12 weeks to complete the work. Mr. John Simco, the structural engineer, will be overseeing the project. The last time we had concrete restoration done we had many volunteers who spent many, many hours checking up on the work. This time we decided to use a structural engineer.There was discussion from the board and the owners on the project, cost, and how the cost should be paid.
MOTION was made by Roger and seconded by Carol to take the funds for the concrete repairs and restoration on the north and east side of the building from the reserve funds. The motion was approved by Roger, Carol, Edna, Sherri, and Poonam. Joe voted no. The motion passed 5 to 1.
Discussion followed that this would bring our reserves below $100,000. Edna reminded us that the reserves were being funded $7,041 every month so the reserves should remain above $100,000 as the whole cost will not be removed at one time. If the reserves should get below $100,000, we could see if the owners want to do a special assessment to bring them back to $100,000.
Discussion was held concerning the south canopy and how the cost should be paid. Consensus from the board was that we will need to have a special assessment. We have not gotten a final price since we decided to replace it at the original length. We expect it will cost under $100,000, but figuring at $100,000, a special assessment for a 2 bedroom unit would roughly be $600 for one year or $50 a month for one year.
MOTION was made by Sherri and seconded by Carol that we have a special assessment to pay for the south canopy project. The motion was approved by Carol, Sherri, Edna, and Roger. Poonam abstained. Joe voted no. The motion passed 4 to 2.
The Administration Handbook 2014 needed to have motions to approve updates.
MOTION ROMAN PAGE NUMBERS be added to the page “Condominium Concept” and the 3 following Index pages. Carol so moved, Roger seconded, motion passed unanimously.
MOTION PART 1 SECTION B-1 have two new items added for 1) suspension of owner’s rights to common elements for failure to comply with reasonable policies, rules, and regulations, and 2) to allow for levy of fines for non-compliance. Roger so moved. Poonam seconded. Roger, Poonam, Edna, Carol, and Sherri approved the motion. Joe abstained. The motion passed 5 to 1.
MOTION PART 1 SECTION D opening information be edited to allow use of a “portable device” to be used for owners to make copies of open records. Sherri so moved. Roger seconded. Sherri, Roger, Edna, Carol, and Poonam approved the motion. Joe abstained. The motion passed 5 to 1.
MOTION PART 1 SECTION E have the “Election Flow Chart” on old page 13 removed as redundant. Roger so moved. Sherri seconded. Roger, Sherri, Edna, Carol, and Poonam approved the motion. Joe abstained. The motion passed 5 to 1.
MOTION PART 1 SECTION E-3 be edited to add a new item to note that an owner delinquent in any monetary obligation may not be listed on the ballot as a candidate for the Board. Carol so moved. Roger seconded. Carol, Roger, Edna, Sherri, Poonam approved the motion. Joe abstained. The motion passed 5 to 1.
MOTION PART 1 SECTION E-3 should be edited to note that director’s signed Certification notice is to be retained for 5 years after a director’s election or for the duration of the director’s uninterrupted service. Roger so moved. Poonam seconded. Roger, Poonam, Edna, Carol, and Sherri approved the motion. Joe abstained. The motion passed 5 to 1.
MOTION PART 11 SECTION B to confirm earlier edit that RESERVE FUNDS are transferred from OPERATING within 30 days of INVOICE date. Carol so moved. Roger seconded. Carol, Roger, Edna, Poonam, and Sherri approved the motion. Joe abstained. The motion passed 5 to 1.
MOTION PART 111 SECTION A to confirm edit of last year to include a first printing omission noting “noise producing work is allowed only Monday through Saturday from 8 AM to 6 PM.” Roger so moved. Poonam seconded. Roger, Poonam, Edna, Carol, and Sherri approved the motion. Joe abstained. The motion passed 5 to 1.
MOTION PART 111 SECTION C-2 be edited to identify “regular sized vehicles” as “automobiles and pick- up trucks of no more than ¾ ton” be allowed in parking areas. Roger so moved. Carol seconded. Roger, Carol, Edna, Sherri, and Poonam approved the motion. Joe abstained. The motion passed 5 to 1.
MOTION PART 111 SERVICES be edited to delete all mention of specific TV Channel numbers since these may change from time to time and current operating numbers are readily available from the Front Desk and/or posting on bulletin boards. Poonam so moved. Roger seconded. The motion passed unanimously.
Discussion was held concerning a MOTION made 2/10/2012 that requires “all leases over 90 days have a clause to forbid smoking for both unit and balcony.” It was felt that it would be unenforceable as renters are considered to have the rights assigned to the owners when they are renting.
MOTION to rescind the motion of 2/10/2012 was made by Roger and seconded by Poonam. Roger, Poonam, Edna, Carol, and Sherri approved the motion. Joe abstained. The motion passed 5 to 1.
There was discussion concerning looking again into the installation of a grill on the property. Some of the requirements are: must be a commercial grill approved for use at a condo property, must be hard wired into a gas line, and must be at least 25’ from the building. We will try to get more information.
Edna advised Stan Clark resigned from the finance committee. She thanked him for his years of service in various roles on the board and on several committees.
Edna welcomed Poonam to the board. Since Poonam is now a board member she has resigned from the fining committee. We are looking for a volunteer to fill the vacancy.
There was discussion from the floor about several problems owners are concerned about. Edna reminded them to please advise the front desk of any problem or violation of the rules so we can address it. A form will be filled out, and the issue will be addressed. If there is a problem with personnel, please advise our office manager, Peggy, or contact a board member.
MOTION was made to adjourn at 8:44 PM by Roger and the motion was seconded by Sherri. The motion passed unanimously.
Roger Verstay, 1st Vice-Pres._______________Carol Ward,Sect.__________________
DAYTONA BEACH OCEAN TOWERS
BOARD OF DIRECTORS’ MEETING
JUNE 10, 2014
The Board of Directors’ Meeting was called to order at 2 P.M. by Edna Weeks, President. The board members present were Edna Weeks; Roger Verstay, 1st Vice-President; Joe Capano, 2nd Vice-President, Carol Ward, Secretary; Allen Lampman, Treasurer; and Sherri McConnell, Asst. Treasurer (by phone). There were approximately 25 owners present.
Edna introduced Neal McCulloh, lawyer for the association. He advised that owners elect board members and usually have to approve amending the association documents, but board members make 98% of the decisions of the association. Therefore, the owners need to elect well. The board has to be able to conduct business at board meetings. Comments can be made on any agenda topic, after being recognized by the chair, in the time allotted, usually 3 minutes. If the board cannot conduct the business on the agenda, the offending owner can be sued. This is an action no one wants to take.
He felt the canopy issue could have been handled better and more openly, but understood the urgency that made the board members act as they did. Preservation of property and/or protecting the safety of residents takes precedence. The board has a fiduciary duty to do what is in the best interest of the corporation.
There was much discussion from the floor about several topics. The suggestions ranged from scraping the canopy project to suggesting we move forward. Also, others questioned the notice time for posting meetings. Still others complained about having no manager.
OLD BUSINESS: Repairs need to be made on balconies on the north side of the building. Our engineer Mr. Simco got bids from three companies on the cost per cubic foot of concrete. The best bid was from GC Contractors. Their bid was the same amount per cubic foot as quotes from 2009/10. Mr. Simco is assessing the repairs needed to get a firm price from GC, but has not given us his estimate of cubic feet to be repaired.
MOTION was made by Allen and seconded by Roger that Mr. Simco oversees the concrete repair of the north balconies. Allen, Roger, Edna, Sherri, and Carol voted to accept the motion and Joe voted no. The motion passed 5 to 1.
MOTION was made by Roger and seconded by Carol to hire GC to do the concrete repairs of the north balconies. Roger, Carol, Edna, Allen and Sherri voted to accept the motion and Joe voted no. The motion passed 5 to 1.
MOTION was made by Allen and seconded by Roger to take the money out of reserves to repair the concrete on the north side balconies knowing that we do not have a firm price at this time. Discussion ensued among the board members. MOTION was made by Allen and seconded by Roger to cancel the previous motion.
Edna said that after much discussion the board decided to remove the south canopy and replace it with the same dimensions. This will alleviate some of the concerns of the owners, and the parking spaces and the drive lane will not be affected. There was discussion from Roger that we should possibly reconsider and repair the canopy after all. Carol and Sherri both agreed that we had engaged an engineer to give us his professional opinion which was the canopy was hazardous and should be removed. They both agreed that to ignore his advice could open the association up to possible lawsuits, if there was an injury from falling concrete. Also, they felt repairing the canopy would probably end up costing the association more money in the long run because it would probably entail repairs year after year. The reconstruction should last another 50 years.
MOTION was made by Roger and seconded by Carol to tear down the south canopy and replace it with a canopy with the same dimensions with the cost not to exceed $100,000. This motion would revoke the previous contract and decision to rebuild the canopy with a 30 foot reduction. Roger, Carol, Edna, Allen, and Sherri voted to accept the motion and Joe voted no. The motion passed 5 to 1.
Joan McGuire resigned from the board so there is an open position. Edna recommended that we nominate Poonan Bhatla to the board.
MOTION was made by Sherri and seconded by Carol to nominate Poonan Bhatla to fill the vacancy on the board. Sherri, Carol, Edna, Roger, and Joe approved the motion and Allen voted no. The motion passed 5 to 1.
MOTION was made by Allen and seconded by Roger to accept the minutes of the June 04 board meeting as published. Allen, Roger, Edna, Carol, and Sherri voted to approve the motion and Joe voted no. The motion passed 5 to 1.
Allen gave a treasurer’s report on the new flowers installed in the flower beds at the front of the building. The flowers cost $495 and labor was $197 = $692. Broken down the cost per unit was $3.60.
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