Surf Club II Association Management Report
May 23, 2009
Maintenance Report
1. Inspections
Daily, M-F:
· Key sign out sheet
Weekly:
· Roof A/C units checked for leaks
· Roof A/C units rinsed
Monthly:
· Elevator Fire Test
· Units without power (103, 212, 512, 722)
a. Breakers off
b. refrigerator open
c. smoke detectors batteries removed
d. water off
2. New railing built by the steps going down to the pool area
3. Roof A/C oil leaks area patched by Hartford South
4. All water drains on front parking and north and south driveways to garage re-painted.
5. All scuppers on 1st floor south end re-sealed. Eight by Blanchard, 23 by Lewis Clark.
6. All light fixtures in stairwells replaced
7. Expansion joint in lobby has been re-done
8. Dumpster rooms in garage re-painted
9. Outside walls on both dies of north and south garage entrances patched and re-painted
10. Steps area coming out to the front parking from garage level south end painted
11. Gap on the floor at expansion joint 6th fl south filled with Dow 795 caulk
12. South and center stairwell light fixtures replaced
Management Report
1. All five insurance agents contacted to place bids have reported they are unable to place a competitive bid because the prices and companies currently in place are the most competitive out there.
2. Owner’s are requested to file a police report anytime an item is stolen.
3. Owner’s are requested to call 911 if they feel someone is trespassing on Surf Club Property.
4. Surf Club I Management has informed this office of a problem with renters attempting to use the Surf Club I pool. Management will be contacting the rental agents to remind them they need to advise renters which facilities are available to them. Management has provided this information to agentsas a part of their packet for renters, but it has not contained the words "Do Not Use the Pool at SCI", so the packet willbe updated and the information and resent to rental agencies and owners who are known to regularly rent their units.
5. Please advise your guests and renters they have access to three pools on property. One at the Pool and Spa between buildings 2 and 3, one at the Sports Club across A1A and one at Club House to the North East of the Gate house.
6. 5-8-09 a GPS system and phone charger were reported stolen from a locked vehicle parked in the garage.
7. To assist non-resident owners and visitors identify staff, temporary Photo ID name tags have been made for the staff. Permanent tags will be forthcoming shortly.
8. Per the officer responding to the trespass complaint, no trespassing signs need to be posted at each common entrance that states “Residents and Guests Only No Trespassing”, or “Private Property, No Trespassing”. Otherwise, the responding officer can only issue a warning to trespassers. If the signs are there, then the officer would be able to arrest the trespasser.
9. Seasonal Reminders:
Ø Change the batteries in your smoke detectors. If your detector is beeping and disturbing your neighbor, Management will make a single attempt to reach you. If Management is unable to reach you, staff will be instructed to change the batteries for you. The cost will be $15.00 per battery, or, if all need to be replaced, the cost will be $50.00.
Ø The cost of replacing a defective devise (detector) will be $40.00 (this does not include the $15.00 battery charge).
Ø Remove all items from your balcony when you are away from your unit during hurricane season.
v From your Rules and Regulations: “A unit owner or occupant who plans to be absent during the hurricane season (June 1 through November 30) must prepare his/her unit prior to his/her departure by removing all items from the balcony, patio and common elements. If the unit owner(s) designates a responsible firm or individual to care for his/her unit should a hurricane threaten the unit or should the unit suffer hurricane damage, they must furnish the Association with the name(s) of such firm or individual in writing. Such firm or individual shall be subject to the approval of the association. During the period of June 1st through November 30th unit owners are required to remove all items from the balcony or patio if unit will be unoccupied longer than 1 day if there is a named storm threatening. Year round all items must be removed from the balcony or patio if the unit will be unoccupied for 7 days or more. If the management or board of directors is compelled to remove items from a unit balcony or patio because of a storm threat, a penalty of $200.00 will be imposed upon the unit owner and will be billed with the next assessment.”
10. Owners who have renters or guests in their from June 1st to November 30th are requested to remind their renters of the rules for hurricane season.
11. The gate logs have been checked for “pet” notations. Several notations were noted on the logs, however, it appears only one of the gate personnel is making the notations.
12. The Haskell Company has sent an email declining to pay the additional cost associated with the removal of debris from the windows caused from the caulking of the windows and painting of the East side of the building.
13. Hartford South has informed Management that they will not be able to complete the Soprema required repairs this week. Gary Shannon will contact Ben Warren at Soprema to request an extension on the deadline date of May 30, 2009.
14. Two bids for Flood Insurance have been received and are attached to the Board packet.
15. The Approved Scupper repair by Lewis Clark that is to be ratified by the Board is attached to the Board packet.
16. Balcony inspection report attached to Board packet.
17. Meeting and minutes procedures update from Preferred Management Services attached to the Board packet.
18. A final Haskell report from John Barber is attached to the Board packet.
19. A reimbursement check from The Haskell Company in the amount of $658.50 for the repairs to the sprinkler system has been received. Copy attached to Board packet.
20. The Haskell Company has notified Management they have completed the repairs to the interior of the units and all Haskell personnel have left the premises.
21. Management has compiled a folder of emails from owners who have sent requests to have incomplete or additional work done. List attached to Board packet. This information has been provided to the Haskell Company via email.
22. On May 20, 2008 Maintenance staff began selectively checking unoccupied units on the 1st floor for water intrusion issues. Three units were found to have water intrusion issues apparently originating from the East Wall area of the Master Bedroom and gravitating to the living room area. Please see attached list.
23. Flooding was noted in the garage. The following areas were the most affected.
§ Paint room
§ Electrical Room # 2, South Side
§ Condo Association Rooms
§ Center area next to the elevator
§ Generator Room
24. 10-21-09, Lynn Frazey and David Sowers inspected the buildings with Doug Valenti and Esad Kurtonavic of the Haskell Company.
25. Doug Valenti advised Management he would be in touch through the Management office.
26. An addendum with any additional leak and flooding information will be supplied via email on Friday to the Board, if needed and to the owners for the meeting.
Financial
1. The April financials and lien report have been provided to the Board President and Treasurer
Respectfully provided to the Surf Club II Board of Administrators,
Lea A. Stokes CAM, Sharon C. Castellano CAM, Shelley Chapman, CAM