MINUTES OF BUSINESS MEETING OF BOARD OF DIRECTORS OF
SUMMERHOUSE BEACH & RACQUET CLUB
CONDOMINIUM ASSOCIATION, INC.
August 17, 2013
The Board of Directors of Summerhouse Beach & Racquet Club Condominium Association, Inc., held its regular business meeting on Saturday, August 17, at the offices of the Association. President Norm Breen called the meeting to order at 9:02 a.m. Secretary Wendy Crothers took roll call and declared a quorum.
Directors present were: from Phase I, Beverly Abrams, Maurice Brown, and Laurie Mitchell; from Phase II, Norm Breen, Don Coker, and Anne Zickus; from Phase III, Wendy Crothers, Harry Ballance, and Bob Ford; and from Phase IV, Bob Wheeler, Jim Lilley, and Bakhos Zaiter.
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Beverly Abrams made a motion that from now on any reports should be attached to the minutes. Seconded by Bob Ford. Subject to adding the reports, the minutes from the June meeting were approved by all the Board.
President’s Report: Anyone interested in running for the Board should let Marie Moore know as soon as possible, but no later than September 9, 2013. A letter will go out to all owners to make sure they have designated a voting member. Voting authorization will be brought up to date.
Vice-President: No report.
Treasurer’s Report: Don Coker stated that we are over budget on our water expense. We have discovered 2 leaks on the property that have been repaired. There are no additional water credits available in 2013.
The SRI outlook is good and will be able to provide a dividend to the Association.
The CREST project is over budget and our monthly contribution to fund the CREST reserves will increase from it's current rate of $58.00 monthly to $100.00 a month per unit at the beginning of 2014. During the Budget cycle, we will validate the $100 plan based on actual costs. For the year 2016, after completion of CREST, the CREST Reserve funding will change to a normal reserve calculation and will be funded at a substantially lower rate..
Harry Ballance made a motion that puts our contract with CPS in abeyance until such time that the Board can do further study about cost overruns, ways of preventing future cost overruns and also methods of construction. Seconded by Bob Ford. Harry Ballance then amended the motion to continue work on the next building while this is in process.
Beverly Abrams, Maurice Brown, Laurie Mitchell, Norm Breen, Bob Ford, Harry Ballance, Don Coker and Jim Lilley voted for the motion. Wendy Crothers, Bob Wheeler, and Bakhos Zaiter voted against it. The motion passed. Norm Breen appointed a committee consisting of Maurice Brown, Mike Langton, and Barney Von Hermann to look at the work that was done and why we are so far over budget.
Bob Ford made a motion to fire Jude Kostage immediately. Seconded by Anne Zickus. Beverly Abrams, Bob Ford, and Anne Zickus voted for the motion. Maurice Brown, Laurie Mitchell, Norm Breen, Don Coker, Wendy Crothers, Harry Ballance, Bob Wheeler, Jim Lilley, and Bakhos Zaiter voted against it. The motion failed. Don Coker moved to cancel the contract. Seconded by Bob Ford. The motion passed nine to three. After much discussion, Don Coker moved to proceed with the contract as scheduled for this year. Seconded by Bob Wheeler. Bob Ford, Don Coker, Norm Breen, Wendy Crothers, Bakhos Zaiter, Harry Ballance, Bob Wheeler, and Jim Lilley voted for the motion. Beverly Abrams, Laurie Mitchell, Anne Zickus, and Maurice Brown voted against it. The motion passed. Jim Lilley made a motion to have a special meeting to get the results of the Committee. Seconded by Bob Ford. All approved.
Secretary: No report.
General Manager’s Report: Marie Moore reported that our summer has been going well, with no incidents reported on the fourth of July week-end. Four new reversible pool heaters have been installed. The Fire Department has given Summerhouse permission to remove our existing fire alarm system. The fire hydrant at the south end of the complex needs to be replaced. We have received three bids for the replacement of that hydrant. Bids range from $3,599 to $6,777. Bob Ford made a motion to replace the broken hydrant with the lowest bid. Seconded by Beverly Abrams. All approved.
A motion was made at the last meeting requesting professional opinions regarding possible drainage issues at Summerhouse. Two engineers, an architect, and our landscape account manager walked the property with Ms Moore and the general consensus was that we had good positive drainage and the integrity of our structures was not being compromised.
The tennis court fences are in dire need of repairs. Three contractors have submitted bids to do the repair work. Bob Ford made a motion for the General Manager to look at the two lowest bids and get details for comparable materials not to exceed $6762. Seconded by Beverly Abrams. Beverly Abrams, Laurie Mitchell, Maurice Brown, Don Coker, Norm Breen, Wendy Crothers, Bob Ford, Harry Ballance, Bob Wheeler, Bakhos Zaiter, and Jim Lilley voted for the motion. Anne Zickus voted against it.
At the last meeting the Board voted to remove the fire alarm boxes but leave the wiring. The subject was brought up again and Bob Ford moved to Table the discussion. Seconded by Jim Lilley. The motion failed by a unanimous vote. Bob Ford made another motion to call the Fire Department and ask how much it would cost to resuscitate the system. Seconded by Laurie Mitchell. All approved.
Laurie Mitchell made a motion to send to our Lawyer any contract over $10,000. Seconded by Bob Ford. All approved. Bob Ford made a motion to approve the contract with CPS. Seconded by Jim Lilley. All approved.
The contracts for both CPS and Atlantic Engineering have been signed and are in the office for review. Construction has started on Building 1 followed by Buildings 14 and 20. The work will conclude in December. Our new Manager’s Night Assistant has gone above and beyond in the performance of his duties, including post storm clean up and debris removal on multiple occasions. For these reasons, Joe has been awarded a bonus in the amount of $250.00.
Homeowner Charles Holland has suggested putting two additional flag poles at the entrance to display the state flag and a Summerhouse flag. He also suggested pavers at each entrance. The cost of installation of pavers would need to be put out for competitive bid. We will try to get some costs put together.
New Business: Bob Ford made a motion to investigate bulk rate for WIFI for all units. Seconded by Don Coker. All approved. Norm Breen dissolved the Compensation Committee as it stood before and reinstated it with three members: Bob Mericle, Maurice Brown, and Bakhos Zaiter.
We will revisit the bids for painting, which were submitted at the August meeting. The paint costs are for information only.
The next meeting is October 19, 2013.
The meeting ended at 12:50 p.m.
Respectfully submitted
Wendy Crothers, Secretary
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