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PORT COVE CONDOMINIUM ASSOCIATION
Board Meeting Minutes
Location: 3573 Port Cove Dr.
Date: May 11, 2017
Call to Order: 6:38 p.m.
Establish Quorum: Quorum was established with 6 members attending
Present: Diana Lucas, Nick Pranis, Ron Fenton, Howard Silverman, Mike See, Shawn Fayne; Sasha Clark from Land Arc
Executive Session: This meeting was called since there are a number of outstanding issues that need to be reviewed and decisions made.
a) Landscaping issues: Bids to treat diseased and compromised plantings on the complex as identified by Dr. David Roberts of MSU were reviewed. A MOTION WAS MADE and seconded to approve the bids. Motion was approved unanimously.
b)Parking Resolution/Process & Procedures: Proposed solutions were reviewed and discussed. Registration protocols are yet to be established and will be further reviewed at the next monthly meeting. A MOTION WAS MADE and seconded to approve J.J. Towing to facilitate towing of unregistered vehicles on the property. J.J. Towing will install signs with verbiage presented at the meeting indicating Port Cove parking rules. Approved unanimously. Pranis is lead on this project.
c)Bird Feeder Resolution: tabled.
d)Asphalt Replacement/Sealing: This project is scheduled for June 2017; Hartwick is approved vendor. A notice to the co-owners will be drafted by Clark. Note: Clark provided co-owner notice document to Board for review; it was approved by the board 5/18/17. Notice will be mailed 5/19/17.
e)Garage Door Repairs: The bid from competitor U & S was higher than the bid from LCS. A MOTION WAS MADE and seconded to award the job to LCS, and it will be coordinated with the asphalt sealing project. Approved unanimously. Scheduled date will be confirmed at the next monthly meeting.
f)Power wash Garage Floor Bldg. 5: Vendor bid was reviewed and discussed; the board felt the bid was too high and requested other bids be obtained.
g)Beach Refurbishing: The project is ongoing with vendor Troy Clogg. Completion is anticipated by Memorial Day. Pranis is lead on this project.
h)Patio Furniture Replacement & 5 Pool Umbrellas: Fayne provided a display board indicating options and budget numbers. A MOTION WAS MADE to approve a budget of $3000 for this project. Fayne will lead this with Lucas assisting.
i)Dumpster Order: A dumpster is planned for spring cleaning; however, this needs to be co-ordinated with Hartwickso that the asphalt project is not hindered by the presence of the dumpster. Dumpster will be located near building 3.
j)Co-owner Survey Priority List: 1) High rise door replacement--Clark will obtain information and literature from door vendors indicating options and costs associated. 2) Power washing of siding—Lucas and Silverman will conduct a walk through to determine areas that need to be power washed. Vendor bids will then be obtained. 3) Treatments of plantings will be done in June; dead plantings/trees will be removed in June; a plan for replacement of plantings will be provided by Lucas for purposes of budgeting for 2018.
k)Painting of Garage Doors: Board approved U & S Painting to paint 22 garage doors this spring. A list of the 22 worst garages was provided to Clark by See to be painted this year. 20 garages will be budgeted this year to be completed on an annual basis until all garages have been repainted. Painting will begin after the asphalt project is completed. Co-owners whose garages will be painted will be notified one week prior.
l)Roof Replacement of Gazebo: U. S. Painting is the approved vendor for this project. Work will be co-ordinated with the beach project work.
m)Proposed Gutter Installation-Garages 17-24: Erick to obtain proposals for board review at the next monthly meeting.
n)Painting Projects: 1) wood directional signs; 2) Building 2 units 10 & 11 stairway and railings to be painted white. Tabled.
o)Fire Suppression Proposal: Two additional proposals needed. Pending.
p)Dumpster Request: Unit 2-3527—Board approved co-owner’s request for a dumpster, but it must be installed in the unit’s garage, not the on driveway.
q)Flowers/Annuals Installed in Common Areas: Pranis volunteered to secure a vendor proposal for design and installation. Board agreed that installation of annuals should be an Association expense and responsibility and not the responsibility of volunteers in the community.
r)Co-owner complaint re: unit 69: Co-owners report that a succession of temporary residents have been living at this unit without registration. A MOTION WAS MADE and seconded that a violation notice be sent to this co-owner stating that per the Port Cove By-laws, residents are to “refrain from housing temporary tenants within your unit and/or using your residence at a place of business”. Approved unanimously.
s)Co-owner Letter re: Additional Assessments and By-law Compliance: The relevant PC By-law language was reviewed, and it was determined that the board acted within the scope of its authority. A letter will be drafted in response to the co-owner’s concern.
Adjourned: 8:23 pm
Next scheduled meeting is at 6:30 p.m. May 23, 2017 at 300 Bowl.