Bay Tree Board

Meeting Minutes

December 17th, 2009

The Board held an on-line GoToMeeting that lasted 2 ½ hours. All Board members were in attendance: Chris Casey, Donna Nelson, John Klee, Joe Mikeska, and Larry Fritz.

A-Building Issues & Repair

Chris explained all the water leaking, and rotting issues we are having with the A-Building walkway, and specifically A15/16. While the leaking in the rear sliding door in several condos in A were fixed, A15/16had severe leaking in the back caused by the covering on the deck, and severe leaking in the front due to flashing not being installed, and a leaking rain gutter that runs through the upper walkway. The Board approved expenditure for materials and extra labor to repair the walkway, install flashing, and to repair the interior of A15/15, as required. Jay Casey will be employed as needed to advise and assist. Chris gave a very rough estimate of ~$5000 to complete all repairs.

The board had further discussion on the issue that is being caused by the covering that was put on decks, especially in A-Building. Considering the deterioration and potential damage that may be caused in the future, the Board decided that the deck covering will be removed, over time, and before any more shutters are installed on top of the covering. Owners will be notified of this in the next newsletter and Diane should review this decision with each owner as they order their shutters.

Employee Christmas bonuses

The Board discussed Christmas Bonuses and agreed on a bonus of $500 for Diane, $200 for Jose, and $200 for Debbie. The Board agreed to discuss a potential assessment to owners next year to cover, and possibly increase, this amount.

Diane Casey Vacation payout request

In light of the rather large vacation bank accrued by Diane, the Board agreed to “cash out” 80 hours of vacation to Diane, thereby reducing the on-book liability. Diane will be encouraged to take her vacation now that we have a robust and fully qualified staff.

Wage Increase Proposal for Diane Casey

The Board discussed Diane’s current salary and working hours. The Board agreed to increase Diane’s base salary from $2,080 per month to $2,400 per month, effective January 1st.

Update on Ricky Smith lawsuit

Chris provided a short update on the lawsuit. More depositions may be required. Trey Book provided a letter which we hope will satisfy inquiries about the case from mortgage companies engaged by prospective buyers of condos now up for sale.

Miscellaneous Items

Phones required in rental units – the Board discussed the requirement for phones in all rental condos. Diane had confirmed that the city DID NOT require them for safety or 911. In light of the near universal use of cell phones, the Board agreed that phones in rental units would no longer be required. This will be communicated to owners in the next newsletter. In addition, the Board discussed the possibility of installing a pay phone on site. The Board unanimously dismissed this idea as unnecessary.

Additional DSL/wireless installation – the Board discussed the possibility of installing a second DSL line to provide wireless to A-Building. Larry volunteered to investigate running an underground conduit from the office to the back of B-Building in order to route an extension cable from our existing DSL router to another Wireless Access Point. The Board agreed to pursue this lower cost solution first.

Insurance renewal – Chris informed the Board that we are required to get another appraisal this year before we can renew our insurance policy. The last one we had was 3 years ago and cost $750. The Board agreed to do a new one in January.

Board Task Review

The Board reviewed and updated the Board Task document and all open and pending projects.
2010 Financial Forecast must be complete in the next month, and must include estimates for all planned projects.
Chris will complete updating and filing the Bay Tree Bylaws document by mid-February.
A-Building Painting project has been moved to Winter 2010 due to the issues in A-Building
The rebuilding of the 2ndstairway in A-Building is still tentatively planned for Spring 2010
Joe provided an update on the Shutter Project. All is moving ahead very well. We do anticipate several stragglers to deal with. Wealso need to make sure liens are placed on any condos not completed that are for sale next Sept 1st, the deadline for installation.
Larry will be down in Port A in January and will begin “The CAN Project”. John volunteered to help with this one.
Replacement of the electrical boxes remain a priority and must be started in 2010, one building at a time. Chris will work with the contractor to determine priority order of buildings.
Donna agreed to work with Diane to develop scope and estimates for the Office Interior Remodel project.
Chris will work with Jose and Chris Paris to replace the several jack stands in D-Building that are rusted out.
Joe agreed to take on the need to investigate the marina breakwater, extending from Clines. We sorely need that to be re-constructed and repaired if at all possible.

The Board agreed to meet in the 3rd week of January to review the 2010 Forecast and the preliminary plans for the “CAN”, among other things.

The Board Adjourned.