GULF DUNES CONDOMINIUM OWNERS ASSOCIATION, INC.

BOARD MEETING MINUTES

JANUARY 15, 2014

Board Members Present: Marty Burdick, Director

Charlie Hudson, Secretary

Jim Blaha, Treasurer

Jane Bengier, Vice President

Board Members

Via Teleconference: Dave Heath, President

Frank Garguilo, Director

Bob McAdam, Director

Owners’ Present: Chuck Bell, unit 102

Brooks and Shorey Representation: Dan Lee, Maintenance Supervisor

Stasia Pavlich, Executive Assistant

Emerald Coast CPA: Robert Anderson

CALL TO ORDER

President Dave Heath called the meeting to order at 9:30 a.m.

ESTABLISH QUORUM

A quorum was established with seven (7) Board members present or via teleconference.

PROOF OF NOTICE

President Dave Heath advised that the Notice of the meeting was posted in accordance with the By-Laws and Florida Statutes.

DISPOSITION OF MINUTES

Jom Blaha proposes we ues the meeting minutes from the previous meeting as a working document for the current meeting. Jim Blaha motioned to waive the reading and to approve the meeting minutes with changes of November 20, 2103. Marty Burdick seconded the motion. The motion passed unanimously.

FINANCIAL REPORT

December Financials: Not available

Foreclosure status: Were discussed.

Late payment status: Charlie Hudson asked that Ron Shorey email the Board the status of the late payments, since the current total is over $20,000.--.

MANAGER’S REPORT

Rental Income Rebate Program: The total 2% rental income is $14,131.00 as of December 31st, 2013. The budgeted amount through December was $13,954.00.

Project Status/Action Item Checklist:

  1. Replacement of corroded fire sprinkler pipes in the parking garage – COMPLETE Dan Lee stated Bill Treon had B&C come out and inspect the rest of the sprinkler pipes and the attached proposal from B&C is a result of that inspection. David Heath stated we need to know what the urgency is for this replacement. Dan Lee stated Bill Treon, himself and B&C looked at these and they do need to be replace at a cost o f$6,434.00. David Heath recommends getting another proposal for this repair. Charlie Hudson stated we have talked about this several times and the Board should insist there are at least 2 proposals for costly expenditures. Charlie Hudson stated this could be paid from reserves, Robert Anderson agreed. Marty Burdick recommends we go ahead and approved the amount to not exceed $6,500.00, so as not to have to wait until the next meeting to approve repairs. In the meantime, Dan Lee can obtain a second proposal. Marty Burdick motoned to approve expenditure not to exceed $6,500.00 for the fire sprinkler pip repairs. Charlie Hudson seconded the motion. The motion passed unanimously. David Heath motioned that in the future all projects that exceed $3,000.00 require two to three bids from Management. Jim Blaha seconded the motion. The motion passed unanimously.
  2. Routine property inspection check-list: Charlie Hudson stated a property check list is a role of management and more importantly than what is on the check list, is who doing the property inspection. Charlie Hudson stated Ron Shorey needs to tell the Board who is responsible for maintaining and supervising the property. Charlie Hudson stated the palm trees were trimmed in October, but three trees were left untrimmed and still have not been trimmed. The luggage carts are always dirty. For the first time in my experience with Brooks and Shorey, I’m beginning to think is Brooks and Shorey going to get this done for us? Dave Heath stated he has heard this from owners and other Board members that they feel we aren’t getting the level of attention to detail that we should be getting. Jim Blaha stated when I tell Dan Lee the lights are out on the property they get fixed. Currently in our building there are more lights that are not working including parking lot lights. Jim Blaha stated lighting should be checked more routinely. Dave Heath stated what he gathers from this discussion is nobody is looking. Someone needs to be walking the property on a regular basis. David Heath stated Brooks and Shorey is very responsive when request are made, but it shouldn’t take a Board member to point out when lights are out on the property. Charlie Hudson stated it doesn’t take long to walk the property twice per week.
  3. Elevator car ceiling egg crate replacement: Dan Lee stated the elevator car ceiling egg crate replacements are on order and should be here in the next week or so.
  4. Balcony railing inspection repairs: Dan Lee stated the balcony railing inspection has been completed. Dan Lee stated he is awaiting a proposal for the repairs. David Heath stated if the proposal is over $3,000.00, another proposal will be needed. David Heath stated this is important to get these railings repaired soon to avoid lawsuits and proposals can be emailed to the Board between meetings. Jo Bell, unit owner of 102 stated her balcony railing needs to be painted. Jim Blaha stated it was discussed at the Board level a couple of years ago to have the balcony railings painted by maintenance and billed to the Association. Jo Bell asked to be put on the list for balcony railing painting. David Heath stated let Brooks and Shorey check the balcony railings and determine if all the balcony railings need to be painted or replaced.

UNFINISHED BUSINESS

Window leaks: Stasia Pavlich stated the temporary repairs have been completed.

NEW BUSINESS

Roof maintenance program: Dan Lee stated Bel-Mac Roofing is starting a roof maintenance program at a cost of $1,200.00 per building, per year. Jim Blaha recommends trying to get the price reduced if other Associations agree to the roof maintenance program. Charlie Hudson stated over five years this would cost $12,000.00. and asked what kind of roof repairs have we had? Dan Lee stated there have been some roof drain repairs and other minor repairs. David Heath stated $2,400.00 per year seems like an incredible amount of money to look for roof repairs. Dan Lee stated we look at the roofs about once a year and if we see anything or obvious leaks we contact Bel-Mac Roofing. The Board agreed not to contract with Bel-Mac Roofing for roof inspections at this time. Dan Lee stated these proposals are for information only and discussion, no action required today.

Future replacement of 19 gate valves with ball valves (controls water to each stack): Dan Lee stated the valves off the main water lines are rusted and need to be replaced with ball valves. In an emergency these valves may be the only way to shut the water off. Sasser’s Plumbing proposes $7,200.00 to replace the valves. Dan Lee stated he would get another proposal for the valve replacement. David Heath stated this would b a reserve item. Robert Anderson agreed.

Future fire sprinkler pip replacement: See projects #1

Cox Communications contract: Stasia Pavlich stated she would have Ron Shorey email his recommendations to the Board.

Owner suggestions/request: Chuck Bell, unit owner of 102 would like to get a kayak and leave it in front of his car, possibly hang it over the wall with S hooks. The Board would have management review the condominium documents in reference to this request.

Chuck Bell suggested getting proposals to spray the first floor units, under the garage with an insulation, which will insulate the first floor units and will stop a lot of the corrosion of the sprinkler pipes, electrical boxes, etc in the garage. David Heath asked that Brooks and Shorey review this and have discussion at the next Board meeting.

NEXT BOARD MEETING:

March 19, 2014 at 9:30 a.m. at Brooks and Shorey.

ADJOURNMENT

Jim Blaha made a motion to adjourn the meeting. Charlie Hudson seconded the motion. The meeting was adjourned at 10:45 a.m.

Signature:______Date:______