OCEAN HARBOR CONDO ASSOCIATION

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MEETING REPORT
OCEAN HARBOR CONDOMINIUM ASSOCIATION
MARCH 6, 2013 BOARD MEETING


QUESTION AND ANSWER FORUM 9:35 – 9:55 AM
AND 15 MINUTES AFTER ADJOURNMENT IF NEEDED
NO AGENDA – OPEN COMMUNICATION WITH THE BOARD OF DIRECTORS

•    Owner brought up problem with getting key after new locks were installed. Proper procedure had been followed by staff.

•    Owner brought up sound system in theater, manager explained the new Blue Ray was defective and has been returned; waiting for replacement so we do not have to purchase another one.

•    Owner brought up water damage to car from sprinklers.

•    Owner brought up the reduction of jets in driveway fountain; color for curb was also discussed. Manager will experiment with using more jets and adjusting water pressure.

•    Owner brought up dislike for driveway fountain redo.

•    Tim Galler, Manager introduced Continental representatives, Joseph Boldiga and Max Gudger who will be replacing Jennifer Palmer.

Board of Directors Meeting  
Date: Wednesday, March 6 2013
    
Location: Ocean Harbor Clubhouse 4141 Estero Blvd.
Time: 10:00 A.M.

Agenda

1.    Call to Order.  President Perreira called meeting to order at 10:00 AM.

2.    Proof of notice of meeting.  Meeting was posted on March 4, 2013 at 7:30 AM.

3.    Determination of quorum.  Board members present: Scott Baker, Rod Fike, Kay Fogelson, John George, Dave Perreira and Tim Galler - Property Manager.

4.    Approval of previous forum & board minutes from 2/18/2013 and 2/20/2013.  Kay Fogelson moved to approve February 18, 2013 and February 20, 2013 Board minutes, second John George - motion passed 5-0.

5.    Officers Report.

    5.1    President – Non-voting members.   Dave Perreira passed out a spreadsheet that Marilyn Quackenbush had prepared showing individual owner’s votes for annual meeting. Dave moved to survey owners who did not vote to see if they meant a NO, Scott Baker seconded - motion did not pass  2 yes, Dave Perreira and Scott Baker   3 nays, John George, Rod Fike and Kay Fogelson.  It was stressed that information and instructions needs to be more explicit.

    5.2    Vice President – Efficiency initiatives.  John George noted that the agenda is now streamlined and with the meeting structure and preparation of minutes more closely adhering to Roberts Rules of Order, the pace of the meetings should improve as well.

    5.3    Treasurer – Funds Allocation and Availability Worksheet.  Rod Fike shared a slide show of projected revenues and expenditures.

    5.4    Secretary – Rules & Regulations. Kay Fogelson presented new R and R’s she prepared last summer before attorney’s review and will provide to board with a workshop to follow.  Rod Fike asked that we wait at least two weeks for that workshop.

    5.5    Director – Minutes/Discussion approval.  Scott Baker discussed new form of board minutes.  Kay Fogelson said a Meeting Report containing details of the meeting will be posted on boards and web site after input from board.  “Official Minutes” following Robert’s Rules of Order will be approved by Board at next meeting.

6.    Committee Reports

    6.1    ARC - Recommendation on Driveway Fountain curb. Jack Burrell, ARC chairman said ARC will not be providing a recommendation.  The committee was left out of the planning and they feel the colors of fountain are not in keeping with Ocean Harbor’s color scheme; therefore, ARC has no recommendation for curb color.  He also expressed dissatisfaction with ARC being left out of other projects they should have been involved according to our documents.

    6.2    Fine – no report

    6.3    Fountain – no report

    6.4    Landscape – no report

7.    Unfinished Business

    7.1    Approval of payment of $55,754.00 to Lifestyle; remaining balance of $9,897.00 to be paid upon completion of punch list, release of lien and explanation of popping sound. – John George moved to pay Lifestyle $55,754.00 from Reserve Account and hold back $9,897.00 due upon a completion of punch list items, removal of lien, Kay Fogelson seconded -  motion passed 5-0.   Manager read letter from engineer that explained the noise that some of the owner’s are hearing due to expansion of railings.

    7.2    Root barrier project for the Black Olive Tree. John George moved to solicit at least two additional bids for installation of up to 10 root barriers for black olive trees on the property, Dave Perreira seconded - motion passed -5-0.

    7.3    The Continental Group contract renewal.  Kay Fogelson moved to accept and execute new contract with The Continental Group, John George seconded -  motion passed 5-0.  Joe Boldiga, Continental Regional Director, responded to questions regarding fixed costs, benefits, door charges and employee salaries. Jack Burrell said he felt Tim was doing a great job; Tim was given a round of applause from the owners.

    7.4    Grass removal and sprinkler removal and/or repositioning. Blue Heron and Angel Sprinkler Service proposals.  Dave Perreira moved to accept Blue Heron’s proposal for sod removal and irrigation installation with the inclusion of new pipes and low profile sprinklers (trial section only) in the amount of $3,154.69, Rod Fike seconded -  motion passed 5-0.

    7.5    Replacement of the 14 remaining indoor smoke detectors in the A building.  Board requested manager to find out how many times the fire station has come here due to this problem and what the cost would be if they charged for a false alarm.  Tim was also requested to pull all service charges related to this problem.  NO ACTION
 
    7.6    Color for Driveway Fountain curb.  Dave Perreira moved to paint the curb dark grey, Kay Fogelson seconded - motion passed 5-0.

    7.7    Attorney search.  Motion by John George to request proposals for services from the attorneys  Becker & Poliakoff, Richard DeBoest and Pavese Law Firm and conduct interviews,  second by Dave Perrier - motion passed 5-0.

    7.8    1003B lanai enclosure reimbursement request. Rod Fike moved to reimburse 1003B $1,070.00 for screen and railing installation, John George seconded - motion passed 5-0.

8.    New Business

    8.1    Defibrillator signage. Kay Fogelson moved to approve the installation of defibrillator signage in     all four elevators, Scott Baker seconded - motion passed 5-0.

    8.2     Renewal from Statewide Insurance for 2013. Dave Perreira moved to approve Statewide policies for 2013 and pay $47,572.02 immediately. We will pay the remaining balance of $150,328.00 on 10/15/13, second by John George – motion passed 5-0.

    8.3     Approval of $709.00 for 1B elevator repairs. Motion by Dave Perreira to accept proposal from     ThyssenKrupp Elevator for $709.00 for repairs, second by Rod Fike – motion passed 5-0.

9.  Adjournment.    Kay Fogelson made a motion to adjourn at 11:36 AM, second by Scott Baker – motion passed 5-0.

OPEN COMMUNICATION
11:37 AM

•    Owner commented on uneven pavers on the property.

 

 

***MEETING REPORT***
OCEAN HARBOR CONDOMINIUM ASSOCIATION
FEBRUARY 20, 2013 BOARD MEETING


QUESTION AND ANSWER FORUM 9:45 AM – 9:55 AM
NO AGENDA – OPEN COMMUNICATION WITH THE BOARD OF DIRECTORS

Owner asked board to look into uneven pavers between B building and pool.
Owner commented on condition of lobby mailboxes.
Manager announced that the stop sign in front was broken and will be replaced.
A request was made for speed bumps all across the drive way by clubhouse stop signs.

BOARD OF DIRECTOR’S MEETING
Date: Wednesday, February 20, 2013

Location: Ocean Harbor Clubhouse 4141 Estero Blvd.
Time: 10:00 A.M.

Agenda

1.  Call to Order.  President - Perreira called meeting to order at 10:04 AM.

2.  Proof of notice of meeting. – Meeting was posted at 9:18 AM on Monday, 2/18/13.

3.  Determination of quorum - Board members present: Scott Baker, Rod Fike, Kay Fogelson, John George, Dave Perreira and Tim Galler – Property Manager.

4.  Approval of previous forum & board minutes – Kay Fogelson moved to approve board minutes from February 18, 2013 second by Scott Baker, motion passed, 5-0.

5.  Officer’s Reports

    5.1 President – Dave Perreira announced Gary Wilson, President of Ocean Harbor Yacht Club was going to present information regarding installing canopies over boats, Gary was unable to attend and will present information at next meeting.

    5.2 Vice President – no report

    5.3 Treasurer – no report

    5.4 Secretary – no report

    5.5 Director – no report

6.  Managers Report

    6.1 Update on Lifestyle’s final invoice in the amount of $65,651.00. Check to Lifestyle was sent, however because of unresolved issue, Manager will put a stop payment on check and meet with Lifestyle.

    6.2 Update on door hardware – As of 2/19/13, 46 have been sanded, painted and new hardware – 12 have required hardware only – 2 owners have been reimbursed for hardware only.  107 units have signed up and work is scheduled through January 2014.

    6.3 Update plumbing (staff bathroom and bladder tank) Work will begin after quiet time, May 1, 2013.

    6.4 Update on sealing of Bocce Ball Court, Dock A and Fishing pier. – A coat of sealer will be applied once a year and will be included in the annual maintenance schedule.

    6.5 Update on Barrier Walls and Doors – Blueprints are here, interested owners should fill out application, ARC approval needed, work cannot start before May 1, 2013.

    6.6 Updated payroll increases for staff. – Staff increases will begin retroactive to individual’s employment date.

    6.7 Black Olive Tree status. – Landscaping committee will meet and report recommendations to board - TABLED.

    6.8 Update on finalizing and executing contract with Florida Fire Move Ahead, next quarterly inspection, July 2013.

    6.9 Update on finalizing and executing contract with The Continental Group – Motion by Dave Perreira to accept Continental contract with removal of estoppels clause and staff positions corrected in the contract, second by Rod Fike - motion passed 5-0.

    6.10 Discussion about broken tile in Elevator #2 in the B building. – John George moved to accept ARC recommendation to replace B Building floor tile in Elevator #2 with brown swirl color, second by Dave Perreira, motion passed 5-0.  Rod Fike moved to do both elevators in B Building not to exceed $1750.00, Scott Baker seconded – motion passed 5-0.

    6.11 Discussion on the color of the driveway fountain curb.  TABLED

    6.12 Update on pool heater problem and a proposal to remedy the issue. – John George moved to accept the proposal from Alex Pool Heating and Air Conditioning for $5,685.00 to install the new Build Right brand Geo Thermal Heater – Model BR06-3 for the spa and remove and re-install the existing spa heater to pool side, Kay Fogelson seconded.  Motion passed 5-0.

    6.13 Discussion about defibrillators being relocated to the 6th and 12th floors. Signage for residents and renters to know the locations. – John George moved to accept Rod’s suggestion to position defibrillators in lobby, 6th and 12th floors in both buildings for easier access, to install signage describing location and to purchase child pads for defibrillators. Rod Fike seconded, motion passed 5-0.

    6.14 Quarterly transfer of operating funds to the Reserve account $48,495.00. – completed

    6.15 Discussion on retaining B & P. John George moved to advertise for formal request for attorneys, second by Kay Fogelson motion withdrawn. It was determined that Kay Fogelson would survey CAFMB members and pass on recommendation to Manager; Continental has recommendations for attorneys as well.  The board will interview two or three chosen by Tim.

    6.16 Discussion of reimbursement to 1003B for railing replacement. – Motion by Rod Fike, second by John George to table.

7.  Committee Reports

    7.1 ARC - Appointment of Chair Person and members and possible report. Jack Burrell gave a report on current project ARC is studying:  Pool Fence, Clubhouse Carpet, Lobby mailboxes, Pavers in parking areas.  Kay Fogelson provided names of ARC: Jack Burrell, Chairman, Tom DeLisle, Richard Walter, Larry Bryar, Phil Soenke, Ken Silver and Bob Widlak.

    7.2 Landscape - Appointment of Chair Person and members and possible report. Jackie Simonian – Chairman, Ron Fogelson, Andy Hamilton.

    7.3 Fountain – TABLED

    7.4 Fine – Appointment of Chair Person and members TABLED

    7.5 Social – Appointment of Chair Person and possible report. Will continue as Ad Hoc Committee, Merrily Walter and Marilyn Quackenbush, co-chairman.

    7.6 Budget – Appointment of Chair Person and possible report. TABLED.

8.  Unfinished Business

    8.1 Update on Clubhouse and pump house building numbers. Sample was shown.

    8.2 Update on grass removal and sprinkler removal and/or repositioning. Blue Heron proposal. – TABLED.

    8.3 Update on smoke detectors for the remaining 14 floors in the A building. - TABLED.

    8.4 Annual Meeting update – Dave Perreira reported Articles and Bylaws did not pass.  Manager will be sending information to owners.  Rod Fike moved to not record or execute the redraft of the Articles and By Laws, since the Declaration did not pass. Second by John George - motion passed 5-0.

9.  New Business

    9.1 Transfer of $26,000.00 from Morgan Stanley to Bank United. – To cover Lifestyle payment, will be refunded after collection of maintenance fees.

    9.2 Renewal quotes from Statewide Insurance for 2013.  Motion by Dave Perreira to accept 2013 proposal from Statewide insurance, second by John George – motion passed 5-0.

    9.3 Annual elevator inspection and needed repairs - Scheduled

    9.4 Owners request for permission to play pickle ball. Motion by John George to deny request by owner to play pickle ball on tennis court, second by Kay Fogelson, motion passed 5-0.  Motion by Dave Perreira to ban playing pickle ball anywhere on the property and language added to Rules and Regulations, second by John George, motion passed 4-1 with Kay Fogelson, Scott Baker, John George, Dave Perreira - Aye, Rod Fike - no.

    9.5 Approval of A building lobby light box hardware replacement at $680.00. Motion by Kay Fogelson to replace lobby light box hardware in A building, second by John George, motion passed 5-0.

    9.6 Status of driveway light pole repairs. – completed

    9.7 Motion by John George to stop renovations in 1202A, second by Dave Perreira- motion passed 5-0. Work will be allowed after May 1, 2013.

10.  Adjournment – Kay Fogelson made a motion to adjourn at 12:44 PM, Scott Baker second, motion passed 5-0

Respectfully submitted,

Kay Fogelson – Board Secretary

 

***MEETING REPORT***
OCEAN HARBOR CONDOMINIUM ASSOCIATION
FEBRUARY 18, 2013 BOARD MEETING   10:00 AM


1.    Call to Order – President Perreira called to order 10:00 AM

2.    Proof of notice of meeting – Meeting was posted at 9:30, Feb. 15, 2013

3.    Determination of Quorum - Board members present, Scott Baker, Rod Fike, Kay Fogelson, John George, Dave Perreira and Tim Galler-Property Manager

4.    Approval of previous forum & board minutes – none

5.    Officer’s Reports – none

6.    Manager’s Report – none

7.    Committee Reports – none

8.    Unfinished Business – none

9.    New Business

    9.1 - Orientation – Mini Goal Setting Workshop

        9.1.1 - Organizational efficiency - John George presented a chart he had prepared entitled “PROPOSED OPERATIONAL GOALS FOR 2013” which included three areas: Effective Board Meetings, Effective Communication and Effective Committee Structure.  For maximum efficiency, our board should have clearly defined roles, responsibilities and lines of authority.

        9.1.2 - Intellectual Capital - John George gave two examples of owner’s participation in solving issues.  Owner’s expertise, resource, knowledge, background and intellect should always be tapped as well as Board members expertise, history and experience.

        9.1.3 - Board Communication procedures - Utilize video equipment to present information at board meetings. Rod Fike commented owners should express to board what they feel needs to be done on property, etc.

        9.1.4 – Office procedures – John George suggested the manager provide board packet by email or hard copy to board well before scheduled board meetings. This packet would address all agenda items in a capsulated form. John presented an example of 2/20/13 agenda item regarding Pool and Spa Heaters, Every agenda item that needs board approval should have a cover sheet containing background, owner/staff impact, budget impact and example of Action Requested/motion, followed by discussion.

        9.1.5 – Approval procedures - Architectural Review Committee is mandated in our documents. Two standing committees: Budget/Finance committee, (monitors association financing and assist in annual audit review process) and Landscaping Committee.  We should consider dropping Personnel and Security Committees; all other committees will be best served as Ad Hoc committees. If something needs to be address board will look to owners to address just that issue.

        9.1.6 - Minutes - Structure and procedures – John George suggested “official” minutes should follow Roberts Rules of Order criteria.  A more inclusive draft could be written, posted and made available to owners as well.  Kay Fogelson, secretary agreed.

        9.1.7 - Tracking of Pool & Fountain expenses – It was agreed, staff should begin a general ledger tracking all major expenses, repair, etc. including date and code.

10.  Adjournment – Kay Fogelson moved to adjourn, Scott Baker seconded, motion passed 5-0.

Respectfully submitted,
Kay Fogelson – Board Secretary

 

Ocean Harbor Condominium
of Fort Myers Beach Association, Inc.
January 28, 2013
Ocean Harbor Clubhouse

                
Board of Director’s Meeting

1.  Call to order – meeting was called to order at 9:00 AM

2.  Proof of Notice of Meeting
– Notice was posted on Friday, January 25th at 12:00 pm by Tim Galler.

3.  Determination of Quorum – Board Members present were Scott Baker, Rod Fike, Kay Fogelson, John George and David Perreira.  Tim Galler, Property Manager, and Janet Edwards, office administrator were also in attendance.

4.  Approval of Previous Forum and Board Meeting – Dave Perreira moved to approve the minutes from the January 17, 2013 Forum and Board meeting, second by John George. Motion passed 5-0.

9. New Business


9.1 Officer’s Report – director’s Operational meeting. – Dave Perreira called a motion to approve this meeting to vote in the new board members, John George seconded the motion and motion passed 5-0.

Scott Baker nominated Dave Perreira for President, Kay Fogelson seconded. The nomination passed 5-0.

Kay Fogelson nominated John George for Vice President, Scott Baker seconded. The nomination passed 5-0.

John George nominated Kay Fogelson for Secretary, Scott seconded. The nomination passed 5-0.

Kay Fogelson recommended Rod Fike for Treasurer, John George seconded. The nomination passed 5-0.

Dave Perreira nominated Scott Baker for Director, Kay Fogelson seconded. The nomination passed 5-0.

The following board members were appointed as committee liaisons:

Scott Baker, Security/Fines Committee
Rod Fike, Budget/Finance Committee
Kay Fogelson, Architectural Review Committee (ARC).
John George, Personnel Committee
Dave Perreira, Landscaping Committee

10.  Adjournment:  John George moved to adjourn, Scott Baker seconded the motion. Motion passed 5-0. Meeting adjourned at 9:13 AM.

Respectfully submitted,

Janet Edwards, Office Administrator
January 30, 2013

 

 

Organization Meeting Ocean Harbor Condominium
of Fort Myers Beach Association Inc.

January 25, 2013

Organizational Meeting

1.  Call to order – meeting was called to order by David Perreira at 11:50 AM.

2.  Proof of Notice of Meeting – Notice was posted on Monday, January 15, 2013 at 9:30 AM by Tim Galler.

3.  Determination of Quorum – Board members present were David Perreira, Scott Baker, Kay Fogelson, John George and Rod Fike.  Billy Coleman from Continental was also in attendance.

4 John George requested that the appointment of new officers be postponed as he did not have sufficient time to review. Rod Fike agreed with the delay. Dave Perreira suggested the meeting be held on Monday, January 28, 2013 as he has to leave town on Tuesday January 29th, 2013 at 9:00 AM.  John George made a motion to postpone until Monday, January 28th at 9:00 am, Kay seconded the motion. All were in favor.

5. Billy Coleman stated that the notice would have to be posted immediately to comply with the 48 hour notice rule. This meeting would only be for the appointment of officers but would be open to everyone.

6. Dave Perreira submitted a motion to adjourn, Scott Baker seconded and all were in favor.

Respectfully Submitted,

Janet Edwards, Office Administrator
January 25, 2013

 

 

Annual Meeting
Ocean Harbor Condominium
of Fort Myers Beach Association Inc.
January 25, 2013   Clubhouse


Ocean Harbor Condominium Annual Meeting

1.  Certifying Quorum
– Call to order - Billy Coleman from Continental opened the meeting and introduced himself.  The quorum was met, and the meeting was called to order by David Perreira at 10:05 AM.

2.  Proof of Notice of Meeting – Notice was posted on Wednesday, 12/26 by Tim Galler.

3.  Reading and disposal of unapproved minutes
- Marilyn Quackenbush made a motion to accept the minutes from the previous annual meeting on January 26th, 2012.  Kay Fogelson seconded the motion.  Motion passed 5-0.

4.  Reports of Officers – Marilyn Quackenbush went first, and thanked Dave Perreira for his leadership in 2011 and 2012.  The list of accomplishments that this Board made over the past two years was distributed at the meeting as well.  She also thanked the Board and the Continental staff for all of their efforts while many projects were going on at Ocean Harbor.  Kay Fogelson went next and thanked the committees.  Gary Townsend and Scott Baker echoed the thanks that had been made previously.  Dave Perreira also thanked everyone and Tim Galler specifically thanked the residents for their patience while all of the noisy projects were being completed.  Dave also thanked the election inspectors; Michael and Donna Hmura, Betty and Don Rahm, Mary Ann and Ron Krupa, Liz Christopher and Diane Wilson.   

5.  Reports of Committees -

ARC – Jack Burrell said the committee is waiting for the new Board to be seated.  They are working on the mailboxes, pavers, flooring replacement options for the clubhouse and the pool fence.  

Landscaping – Jackie Simonioan reported that the committee had landscaped the area between the tennis courts and the front gate.  She also thanked Ron and Andy for all of their efforts around the property.

Social – Marilyn Quackenbush thanked Carol DeLisle for the great Chinese Dinner Party held the previous night, as well as Merrily Walter and Mary Ann Krupa for hours of work cleaning out the clubhouse cabinets and closet.  She also reviewed the upcoming February activities which include a Superbowl Tailgating Party on 2/3 hosted by Margie Burrell, a Candlelight Dinner on 2/14 hosted by Merrily Walter and Sherry Arntsen, and the Artist’s Walk on 2/25.

Fountain Committee – Carol DeLisle said the Dolphins are now in place and they are working on some better lighting to highlight their beauty.  David Perreira said the driveway fountain is virtually completed and the water has been turned back on.  He mentioned that the only remaining task is to finish the bottom curbing by stripping the paint, sanding it down, and then painting it black to match the tire marks that it eventually will have!
 
6.  Unfinished Business

An owner asked about the defibrillator training which had been promised earlier.  Bev Jenkins had volunteered to do this, however, she has been attending to a family health issue and has been off the property for many weeks.  Her husband said she should be back soon and will then complete the training.  However, Dave Perreira said we had a training video he was planning to show at this meeting after the demo of the website.  There are also 8 of these videos in the office for owners to view in their condos at their leisure.

Billy Coleman from Continental gave the demo of the Ocean Harbor website that Continental has customized for our use.  He stated that communications is the key to effective condo associations.  Their website is private, meaning that each owner will need their unique passcode to enter the site.  Tim Galler will be sending out a postcard with your registration number.  Once you use that registration number to access the website, you will be asked to set up your unique passcode.  Then you will be able to view your specific account, and even pay your assessments on line if you prefer.  Billy also said another neat feature is that owners will be able to change their billing address online to identify where they are residing at any given time.  This will be important for annual meeting mail outs, in particular, as many owners were on the property when the mailing went out, however their billing address was somewhere else.  Fortunately, we were able to hand deliver many of these, but some did get sent away as owners were in transit. 

The video on how to use the defibrillator was then shown to all attendees.  As a review, there are 8 of these devices on the property and they are located inside the ladies restroom at the clubhouse, inside the maintenance shed, in the lobbies, and on the 8th and 16th floors, of both buildings. 

An owner questioned the status of the Black Olive trees.  Dave Perreira stated that this project would be up to the new board to move forward, or to cancel.

7.  New Business.

(a) Vote on Ballot/Proxy Question #1 regarding the Proposed Second Amended and Restated Declaration of Condominium.

            Needed 100 yes votes – received 98 yes votes – Not passed

(b)  Vote on Ballot/Proxy Question #2 regarding the Proposed Second Amended and Restated Articles of Incorporation.

            Needed 76 yes votes – received 98 yes votes - Passed

(c)  Vote on Ballot/Proxy Question #3 regarding the Proposed Second Amended and Restated Bylaws.

            Needed 76 yes votes – received 96 yes votes - Passed

(d) Vote on Ballot/Proxy Question #4 regarding Exchange of Parking Spaces Amendment

            Needed 100 yes votes – received 87 yes votes – Not passed

(e) Vote on Ballot/Proxy Question #5 regarding Carport Amendment.

            Needed 100 yes votes – received 83 yes votes – Not passed

(f) Vote on Ballot/Proxy Question #6 regarding Guest Occupying in the Absence of the Unit Owner or Tenant Amendment.

            Needed 100 yes votes – received 62 yes votes – Not passed

(g) Vote on Ballot/Proxy Question #7 regarding Amendatory Threshold of the Declaration Amendment.

            Needed 100 yes votes – received 65 yes votes – Not passed

(h) Vote on Ballot/Proxy Question #8 regarding Addition of Restroom in the Building B Janitorial Room Resolution.

            Needed a majority of the quorum - received 98 yes votes - Passed

(i)  Vote on Ballot/Proxy Question #9 regarding Replacement of Asphalt with Pavers; Use of Reserves for Non-Scheduled Purpose Resolution.

            Needed a majority of the quorum – received 61 yes votes – Passed

(j)  Vote on Ballot/Proxy Question #10 regarding Addition of Pickleball Court Resolution.

            Needed a majority of the quorum – received 16 yes votes – Not passed

(k)  Vote on Ballot/Proxy Question #11 regarding Rollover Resolution.

            Needed a majority of the quorum – received 105 yes votes - Passed


8.  Recessed the Meeting:  Since some items were so close to passing, Billy Coleman suggested we recess the meeting to see if we could get the votes needed to pass some of the items.  Marilyn Quackenbush made a motion to recess the meeting and Scott Baker seconded the motion.  Motion passed 5-0.

Respectfully submitted, 


Marilyn Quackenbush, Secretary

 

 

Question and Answer Forum
Ocean Harbor Condominium
of Fort Myers Beach Association Inc.
January 17, 2013   Clubhouse



Question and Answer Forum

1.  An owner wanted everyone to know that Habitat for Humanity will come out and pick up any unwanted furniture you may want to have removed from your condo.

2.  An owner mentioned that the fan and light in the men’s room is turning off on its own.  Tim will have James look at this problem.

3.  One owner commented that the property looks great!

Ocean Harbor Condominium
of Fort Myers Beach Association, Inc.
January 17, 2013
Ocean Harbor Clubhouse


Board of Director’s Meeting

1.  Call to order – Meeting was called to order by David Perreira at 10:00 AM.

2.  Proof of Notice of Meeting – Notice was posted on Tuesday, 1/15/13, at 9:30 AM by Tim Galler.

3.  Determination of Quorum – Board members present were David Perreira, Kay Fogelson, Scott Baker and Marilyn Quackenbush.  Gary Townsend attended via phone.  Tim Galler, the Property Manager, was also in attendance.

4.  Approval of Previous Forum and Board Meeting – Marilyn Quackenbush made a motion to accept the minutes from the previous meeting on December 7th, 2012.  Scott Baker seconded the motion.  Motion passed 5-0.

Dave Perreira said we were going to deviate from the agenda to cover the last two items since Gary Townsend was going to have to leave the meeting early.

9.7 – Approval of 2013 Ballot - Marilyn Quackenbush made a motion to approve the ballot that was sent to owners for the Annual Meeting.  Scott Baker seconded the motion.  Motion passed 5-0.

9.8 – Election of Inspectors – Marilyn Quackenbush said the following owners had agreed to be election inspectors:  Donna and Michael Hmura, Betty and Don Rahm, Mary Ann and Ron Krupa, Diane Wilson and Liz Christopher.  Marilyn Quackenbush made a motion to approve these owners as election inspectors.  Kay Fogelson seconded the motion.  Motion passed 5-0.

5.  Officer’s Reports

5.1 – President – Reserve Projects and yearly Improvements – Dave distributed a document that describes the 2011 – 2012 Board Accomplishments.  He would like to use this document as a handout at the annual meeting so owners can see what all has been done over the past two years with this current Board.  Marilyn Quackenbush made a motion to distribute this document at the Annual Meeting on 1/25/13 and Scott Baker seconded the motion.  Motion passed 5-0.

Dave Perreira also asked for approval to have the Reserve Study done within the next 90 days.  This is an annual study that projects contributions and expenses to high-cost items on the property.  There was not one done in 2012 for 2013 as the timing didn’t seem right to do it before the end of the year.  It really needs to be done before the budget is developed during the summer.  Dave Perreira made a motion to secure a new Reserve Study within the next 90 days and Marilyn Quackenbush seconded the motion.  Motion passed 5-0.

5.2 – Vice President – No report

5.3 – Treasurer – Account Balances - Gary Townsend gave a summary of our bank accounts as of the end of 2012.  This information is available in the office upon an owner’s request.

5.4 – Secretary – Web site update – Marilyn Quackenbush reported that the Continental Website is close to being ready for owners to use.  The going forward plan is to leave the current website up for public use, but use the link from this site to the Continental Site for private use.  The Continental website will be password protected and owners will have access to their account information and other more private documents related to Ocean Harbor.  Andi Escue from Continental will be at our Annual Meeting on 1/25 to show owners the functionality of this new website.

5.5 – Director – Kay Fogelson asked if the owners could receive some training on how to use the defibrillators that are now available on the property.  Tim Galler said there is a DVD that came with each one, so any owner can come to the office and check one out to learn how to use them.  He also said he could send a mass email out with the video attached.  So, with that plan, every owner should have the training they need to operate the defibrillators.  

6.  Manager’s Report

6.1 – Update on Lifestyles summary of work and review of invoices – Tim Galler reported that all units have now been completed!  The inspector was on the property this week and inspected 6 units in each building.  They all passed the inspection!  There are a few invoices that still need to be paid for the last few units, and we need to get the big trailer off of the parking lot.  But, otherwise, this project is completed!

6.2 – Update on door hardware – Tim Galler reported that Mike Grimes is continuing to work on this project.  He has completed 38 doors to date.  He has also installed door hardware only on 7 doors that just needed the new handles.  97 owners have signed up, and the project currently extends throughout 2013 and will eventually go into 2014 as well.  

6.3 – Update on plumbing (staff bathroom and bladder tank) - After much discussion, it was agreed to hold off on these two improvements until after quiet time.  One owner asked if the staff bathroom could be postponed until May due to the noise it will create.  The bladder tank is tricky as well, as Dave says the water will need to be turned off throughout the property for an estimated 6 hours.  It was agreed that both of these projects should wait until after the season is over in 2013.

6.4 – Sealing of the Bocce Ball Court, Dock A and the Fishing Pier – Tim Galler reported that the Bocce Ball Court had been sealed last week, and Dock A and the Fishing Pier were sealed on 1/14/13.  He also said Dock A and the Fishing Pier should have a second coat of sealer applied and then this project will be completed.

6.5 – Update on Barrier Walls and Doors – Tim Galler said the blueprints are now completed and he is trying to get some estimates on what contractors would charge to construct these walls.  He has notified three companies but has not received any bids to date.  10 owners have signed up for this enhancement, which is 5 barrier doors.

6.6 – Payroll Increases for the staff – Dave Perreira made a motion to formally approve the staff increases, which were included in the approved 2013 budget, for Continental staff salaries.  Marilyn Quackenbush seconded the motion.  Motion passed 5-0.

6.7 – Black Olive Tree status – we now have a drawing of the property with all 643 trees identified.  Tim Galler will walk the property with our landscaping contractor, and then with the city.  The Landscaping Committee will be invited to walk the property with him as well.  The city will have to approve the removal of any black olive trees.  (The Black Olive trees are the ones that are causing the most trouble by buckling our pavement.)  Once we know what the city will approve, the Landscaping Committee will be asked to review the possibilities and make their recommendation to the Board.  Ultimately, it will be the Board’s responsibility to take further action.  

6.8 – Transition to Statewide for Workman’s Comp Insurance – Tim Galler has moved our Workman’s Comp Insurance from FHM to Statewide, which is where all of our other insurance policies reside.  This transfer resulted in no change in our insurance expenses.

6.9 – Second notice mail out.  Cost of flash drives $774.50, which was a savings of $2000 versus printing and mailing – Dave Perreira made a motion to accept the expense of $744.50 for the flash drives and Kay Fogelson seconded the motion.  If the first three amendments are approved, each owner will have a current version of our documents on this flash drive.  PLEASE VOTE!!

7.  Committee Reports

7.1 – ARC – Kay Fogelson reported that the ARC Committee was working on their assigned tasks and would be presenting their findings to the new Board.

7.2 – Landscape – Approval of White Fly infestation treatment at a cost of $3000 – Dave Perreira explained that the White Flies continue to be a problem.  Apparently after we treated the palms, the white flies just moved to the Black Olive trees for their meals.  So, we have treated the trees twice to date, and our contract has a 1-year guarantee.  Dave Perreira said we need to add a budget line in 2013 for White Fly Infestation Treatments.  It was also noted at this point in the meeting that the fence around the pool is very dirty.  Dave said it had recently been power washed.  He suggested we add a line item for Power Washing as well, as we continue to have expenses in this area.

7.3 – Fountain – Driveway and Lobby – Dave Perreira reported that the lobby ‘fountains’ have been completed.  The Dolphins have been re-positioned in the A Building to prevent owners from running into the head of one dolphin that reached over the base.    

Granite has been installed on the driveway fountain as of 1/16/13.  The baseboard remains to be completed.  Junior will be power washing that section on Friday and replacing chipped portions.  Then it will be painted black.  Ron Fogelson also stated the flower pots were going to be painted black as well.  

7.4 – Fine- no report

7.5 – Social – Calendar update – Marilyn Quackenbush encouraged everyone to get a ticket from Carol DeLisle at the Hot Dog lunch this Saturday for the Chinese Dinner planned for 1/24/13.  She also hoped everyone would call Merrily or Carol to sign up for the Valentine’s Day catered Prime Rib dinner on 2/14/13!  We need 50 owners and renters to commit to attending before we can confirm the event with the caterer.  She also reviewed some of the events planned for February and said she would ask Scott Hansen to put the February calendar on the current website as well.  January is posted there already.

7.6 – Budget – no report

8.  Unfinished Business

8.1 – Update on Clubhouse and pump house building numbers
– Dave Perreira reported that the numbers are all ready to be picked up and then installed.

8.2 – Update on grass removal and sprinkler removal and/or repositioning.  Blue Heron Proposal – after much discussion, it was agreed to table this item for a future meeting.  The bids we have received so far are hard to interpret, and we need to better understand all of the options.  In the meantime, one owner recommended that owners use Turtle Wax Chrome Polish for water-spotted chrome.  Putting car wax on a car will also make it easier to remove the water spots, but won’t prevent them from recurring.

8.3 – Smoke Detectors in the A Building (5th floor issue) - Dave Perreira said that the smoke detector on the 5th floor has been replaced.  He also noted that all of the smoke detectors in the A Building are interior devices and will eventually all need to be replaced.  Tim Galler was asked to see if there might be a quantity discount if we replace the other 14 at once.

9.  New Business

9.1 – Fire pump repair at a cost of $4,250 – This cost was incurred because the fire pump needed to be re-coiled.  This took 11 days to get repaired.  We might be able to get some relief for this expense from FPL since it appears the entire problem started with their power outage.  Dave Perreira also asked Tim Galler to check with our insurance agent as we have a $1,500 deductible on the Boiler/Machinery Insurance policy.  Dave Perreira also asked Tim Galler if we could look into a surge protector device as we seem to have a lot of damage due to power outages every year.  Dave Perreira made a motion to accept this expense and Marilyn Quackenbush seconded the motion.  Motion passed 5-0.

9.2 – Insurance Deductible for 2013
– The Florida Statues tell condo boards that they need to tell all owners what the insurance deductibles are once a year.  Tim Galler said he would send a mass email to all owners with this information.

9.3 – Annual elevator inspection and needed repairs – Our annual elevator inspection on 12/3/12 came back with 6 violations.  Three of these Kone is required to do under our grease and oil maintenance contract.  The remaining three were bid on by ThyssenKrupp for $2,777.  Tim Galler has asked Kone to bid the last three as well, but to date he has not received their revised bid.  Previously they had bid $5533 for all 6 items.  Marilyn Quackenbush made a motion to accept the ThyssenKrupp bid unless we hear back from Kone in 24 hours.  Kay Fogelson seconded the motion.  Motion passed 5-0.

9.4 – Cintas termination and new proposals – Tim Galler reported that he had terminated the Cintas contract due to their poor performance most recently on our broken Fire Pump.  They told us it would take $16 – 20K to repair and would take 4 weeks.  By the time they came back with this bid, we had already had the fire pump fixed and it was operational for about $4K.  We have received a competitively priced contract from Florida Fire Service, which only differs by $20 from the Cintas pricing.  Dave Perreira made a motion to accept the FFS Contract and Marilyn Quackenbush seconded the motion.  Motion passed 5-0.

9.5 – Approval of B building lobby light box hardware replacement at $680
– Semmer has already made these repairs.  Dave Perreira made a motion to accept these charges of $680 and Kay Fogelson seconded the motion.  Motion passed 5-0.

9.6 – Status of 9 driveway light pole repairs – This project has been completed as well.  Dave Perreira made a motion to accept the $720 expense for these repairs and Marilyn Quackenbush seconded the motion.  Motion passed 5-0.

9.7 – Approval of 2013 Ballot Items - this item was addressed at the beginning of the meeting.

9.8 – Election of Inspectors – this item was also addressed at the beginning of the meeting.

10.  Adjournment:  Marilyn Quackenbush made a motion to adjourn the meeting at 11:42 AM and Kay Fogelson seconded the motion.  Motion passed 5-0.

Respectfully submitted,  


Marilyn Quackenbush, Secretary

 

Question and Answer Forum
Ocean Harbor Condominium
of Fort Myers Beach Association Inc.
December 7th, 2012   Clubhouse



Question and Answer Forum

1.  An owner asked if the trash cans could be moved back to the trash room when they are dry.  Tim Galler said he would have one of his staff do that first thing in the morning, after the trash has been removed.

2.  One owner asked if the electronic keypads could be put back on the gates to the property.  Dave Perreira said that would not be done again as they were always breaking down and didn’t wear well in the Florida sun.

3.  Holiday gift cards were passed out to Tim and his staff for their extra effort in 2012 with all the changes we’ve gone through.  Andy and Ron were also given a gift card for the work they do on the property.  Thanks to all of them from the Board!

4.  One owner commented that the property looks great!


Ocean Harbor Condominium
of Fort Myers Beach Association, Inc.
December 7th, 2012
Ocean Harbor Clubhouse

               
Board of Director’s Meeting

1.  Call to order – meeting was called to order by David Perreira at 10:00 AM

2.  Proof of Notice of Meeting – Notice was posted on Wednesday, 12/5/12 at 9:30 AM by David Perreira.

3.  Determination of Quorum – Board members present were David Perreira, Kay Fogelson and Marilyn Quackenbush.  Gary Townsend and Scott Baker were both absent.  Tim Galler, the Property Manager, and Sarah Spector, from Becker and Poliakoff, were also in attendance.

4.  Approval of Previous Forum and Board Meeting – Marilyn Quackenbush made a motion to accept the minutes from the previous meeting on November 30thth, 2012.  Kay Fogelson seconded the motion.  Motion passed 3-0.

5.  Officer’s Reports – there were no officer reports

6.  Manager’s Report – there were not any items from the Manager

7.  Committee Reports – there were no committee reports

8.  Unfinished Business

8.1 – Item #3, Section 8 in the Declarations – Recreational Facilities – the attorney had recommended that we remove all of the details regarding our recreational facilities to ease the addition of new, or the deletion of old, recreational items without requiring an amendment vote.  This is the way the documents for other condos are being written today, but the attendees wanted them put back.  The Board agreed to add all of the recreation facilities back into the document.  On the owner’s request, the Board also agreed to leave the specific sizes of the recreational items off of the new documents.  Kay Fogelson made a motion to leave the specific recreational items in the document.  Dave Perreira seconded the motion.  Motion passed 3-0.

8.2 – Item #4 – Section 8.6 in the Declarations – Reassignment of Parking Spaces – The Board agreed to remove references to this change from the documents, but add it to the ballot as a separate item on the ballot for the next annual meeting.  Owners felt many would vote NO for the entire document rewrite if this was left in.  This way, owners can vote for the Document rewrite, and then have a second item to ask if they want to allow reassignment of their parking space, provided there are two owners who wanted to exchange. 

8.3 – Item #7 – 9.4 – Balconies – An owner questioned whose responsibility it is to maintain shutters that some condos have on the exterior walls of the condos to protect their windows, not the hurricane shutters that are on the lanais.  This issue came up during the discussions in this section; however, the answer lies in section 9.1.1.  Here the issue of exterior maintenance is addressed, saying what the Association is responsible for maintaining, versus the owner.  It clearly states that Hurricane Shutters are the responsibility of the owners.  Since the owners felt this verbiage wasn’t clear, the Board agreed to have Sarah Spector add ‘wherever they are located’ when the hurricane shutters are referred to in this section. 

8.4 – Item #13, Section 11 – Administration and Management of Condominium – this item refers to the acquisition and transfer of real property, or buying a membership for the Association in an outside recreational facility, such as a golf course.  Owners felt this section was confusing.  Sarah Spector explained that the Condominium Act now says that these two items would trigger a unit owner vote, which is the same number of votes as required for an amendment change.

8.4 – Item #16 Section 11.10 – Disclaimer, Waiver, and Release of claims regarding Mold or Mildew – the owners at the previous meeting wanted to know what happens if a pipe the Association is responsible for breaks, causing mold and mildew damage.  Dave Perreira said that the association is only responsible up to the drywall.  Everything else is the owner’s responsibility.  That’s not to say your insurance company couldn’t come after the Association’s insurance company.  It was also stated that all homeowners should get insurance, if they don’t have it already.  Everyone should also purchase the Mold and Mildew riders that are available from your insurance companies.

8.5 – Item #20, Section 15.4.2 – Guest Occupancy – this item is about overnight guests in the absence of the Unit Owner or Tenant.  Kay Fogelson made a motion to move this item to a separate line item on the ballot for the annual meeting in January.  Dave seconded the motion.  Motion passed 3-0.

8.6 – Item #20, Section 15.5 – states the Board can ask for proof of familial relationship for guests.   The Board agreed to remove this verbiage from the Declaration and add it as a separate issue on the ballot as well.

8.7 – Item #23, Section 18 – this item reduces the number of votes required to change the Declarations.  This item will move the threshold for passing a vote from 2/3 of all owners (currently 101 owners), to 2/3 of those voting either by proxy or in person, provided there are at least 76 owners who approve the change.  The Board agreed to add this to the ballot in a separate item.

8.8 – Item #25, Section 2.5 – addresses quorum/voting – this section states that if a person is voting by proxy, and there is an error in the proxy, they can make the correction and vote after the meeting is over.  The Board agreed to remove this verbiage.

8.9 – Item A – refers to #6 on Page 9 of the Declarations -  an owner questioned the usage of the word ‘partition’ in this section as he thought it meant the Barrier Walls could not go in because they are a ‘partition’ of sorts.  Sarah Spector explained that this is a section of voter rights, not physical partitions.  This issue was closed.

8.10 – Item B – document maintenance - this item refers to an owner’s question from the last meeting.  They felt our attorney had an obligation to use the strikeout method when changing the documents.  Sarah Spector referred to the Florida Statute that says ideally, this method should be used.  However, the Statute also says that it’s not necessary if the changes are so extensive, which this one was.  This issue is closed.

8.11 – Item C – Separate the controversial items into separate voting items - this issue is asking if we can pull out specific items in the documents that are controversial, and at least get the bulk of the document approved.  The Board had already agreed to do this.

8.12 – Item D – page 8 of the declarations, Section 1.28 describes the definition of a ‘Limited Common Expense’.  Sarah Spector explained that this is a common term for condominiums; however we don’t have any references to it in the current docs.  It’s just a placeholder for any limited common expenses we might incur down the road.

8.13 – Item E – this item addresses a concern over 30-day leases that don’t extend through the full 30 days.  In other words, the tenant has complied with the 30 day lease with the office, but they only stay for 14 days.  If this happens, the owner will not be allowed to rent the same unit again until the full leased time expires.  Sarah Spector agreed to add verbiage to the Declarations specifying this procedure.

8.14 – Item F – Board Members - this item suggests we allow a 3-member Board if there are not enough owners who want to be on the Board.  It was agreed to wait until this actually happens.

9.  New Business - N/A

10.  Adjournment - Dave Perreira made a motion to adjourn the meeting at 12:27 PM and Marilyn Quackenbush seconded the motion.  Motion passed 3-0.

Respectfully submitted, 
         
Marilyn Quackenbush, Secretary

 

Question and Answer Forum
Ocean Harbor Condominium
of Fort Myers Beach Association Inc.
November 30th, 2012   Clubhouse



Question and Answer Forum

1.  One attendee asked why he could not launch his kayak from the Ocean Harbor docks.  Dave Perreira explained that this was a safety issue and the DEP has ruled that no kayaks can be launched from our docks. 

2.  Another owner said that the inside of the elevators are getting to be pretty shabby.  Dave Perreira said he would look into some alternatives that could spruce up the elevators for a reasonable cost.

3.  An owner asked about the barking dog in 102A.  Tim Galler reported that the renter had been moved out on 11/29/12.  Another owner questioned the big dogs on the property.  He was told we now have three therapy dogs at Ocean Harbor.  All of these dog owners have submitted the proper paper work for their dogs.

4.  One owner asked if the railings in the hallways could be enclosed with screens.  She said it would be easy for a small dog/cat or child to fall through them.  Dave Perreira said all children should be accompanied by an adult when they are in the walkways, and that dogs should always be leashed.  However, if there is a railing that seems to be loose, it should be identified and reported to the office.


Ocean Harbor Condominium
of Fort Myers Beach Association, Inc.
November 30th, 2012
Ocean Harbor Clubhouse

               
Board of Director’s Meeting

1.  Call to order – meeting was called to order by David Perreira at 10:05 AM

2.  Proof of Notice of Meeting – Notice was posted on Wednesday, 11/28/12 at 9:30 AM by David Perreira

3.  Determination of Quorum – Board members present were David Perreira, Scott Baker, Kay Fogelson and Marilyn Quackenbush.  Gary Townsend attended via phone.  Tim Galler, the Property Manager, and Jennifer Palmer, Continental’s Regional Manager, were also in attendance.

4.  Approval of Previous Forum and Board Meeting – Marilyn Quackenbush made a motion to accept the minutes from the previous meeting on November 9thth, 2012.  Kay Fogelson seconded the motion.  Motion passed 5-0.

5.  Officer’s Reports

5.1 – President – Dave Perreira provided an update on the reserves.  He said we need to take another $100,000 out of reserves to cover the final plumbing expenses and pay for the lanais that have been completed.  He said there are 21 more lanais to do in December, which will cost about $60,000.  He recommends transferring this money to the Bank United cash reserve account just in case it’s needed.  We will transfer any unused funds back in January.  Dave Perreira made this motion and Scott Baker seconded the motion.  Motion passed 5-0.

Dave Perreira also pointed out that we now have new signage on the clubhouse.  He said this is a trial, and he wanted to get feedback before ordering signs for the other buildings. 

5.2 – Vice President – No updates 

5.3 – Treasurer – No updates

5.4 – Secretary – No updates

5.5 – Director – Kay Fogelson reported that the Ocean Harbor Shutter Specs have been completed.  The only change that was made was to add that the stainless screws must be covered and painted to match.  Kay Fogelson made a motion to accept these specs and Marilyn Quackenbush seconded the motion.  Motion passed 5-0.

6.  Manager’s Report

6.1 – Update on Lifestyles summary of work and review of invoices – Tim Galler reported that 121 lanai screens and railings have been completed, 5 are currently in progress, 10 have been scheduled, 11 are not yet scheduled, 2 are on a punch list and 1 is being done by another company.  He also stated that this project may run over into January just a little; however, we don’t want them to stop until they have completed all lanais.

6.2 – Update on Door Hardware – Tim Galler reported that 25 doors have been completed, 4 of which were door hardware only.  In addition, 2 of the 25 were owners asking to be reimbursed for compliant hardware they had installed themselves.  88 owners have now signed up for this maintenance.  At 2 doors/week, this project will extend into November of 2013.

6.3 – Plumbing Update – The A Building plumbing has been completed with a cost of $55,856, which has been taken from the reserves.  We have also completed the 02 stack in the B Building, up to the 7th floor.  Since the B Building plumbing and drain pipes seem to be much better than the A Building, we will complete the remaining stacks in the B building after season in 2013.

6.4 – Bocce Ball key for equipment located in Janet’s office –Tim Galler said the keys for both of these amenities are now located in Janet’s office.  Owners and renters can check out these keys by signing them out in the office.  Please remember to get the keys during office hours, especially if you want to use this equipment over the weekend.  The office is closed over the weekend.

6.5 – Update on Barrier Walls and Doors – Tim Galler reported that we now have the revised blueprints from the architect.  He is trying to get an estimate for these walls from RL James, just to give an owner a ball park cost If they decided to construct them.  There are 10 units who have requested these walls, which means the construction of 5 walls.  It was noted that the tile specs also need to be included with the barrier walls and doors, since the installation cost must be borne by the owners.  Owners who want these walls do not need to wait for the RL James bid.  They can choose any contractor they want, provided they follow the specs.

6.6 - James Murphy’s vacation request
– Tim Galler said that James Murphy has requested vacation days from 12/20 – 12/27.  Dave Perreira said this was against the policy in the Employee Handbook, which states that no employee can take vacation during a holiday or during season.  Kay Fogelson made a motion to accept this vacation request and Marilyn Quackenbush seconded the motion.  Motion passed 5-0.

7.  Committee Reports

7.1 – ARC – No report

7.2 – Landscape – No report

7.3 – Fountain – Driveway and Lobby – Tim Galler reviewed with the Board the three bids he has received for the driveway fountain.  He recommended we approve the bid from Trassi International Services for $17,000, since we like the work Junior does on the property, and because his bid was in line with the others.  Marilyn Quackenbush made a motion to accept the recommended bid, and Scott Baker seconded the motion.  Motion passed 5-0.  Dave Perreira discussed the need to get a computer for that fountain to monitor the chlorine content of the water to lessen the wear and tear on the tile and the grout.  The Board agreed we should get bids for this enhancement.

Dave Perreira reported that the dolphin statue has now been placed in the B building.  He said we needed to add some rocks to the base, and then spray the rocks.  The A Building is waiting for the electrician to return and rerun the electric under this dolphin.  He thought this project could be completed within the next 1½ weeks.

Dave Perreira also mentioned at this point that we need to obtain a new debit card for the staff.  We received an American Express card from Lowe’s when we bought the door hardware, so it was suggested we continue to use that card for the staff, after reducing the limit to $1,000.  Jennifer Palmer said the card could be reconciled every two weeks to make sure the credit limit was not exceeded.  Marilyn Quackenbush made a motion to accept the proposal to use this card and Kay Fogelson seconded the motion.  Motion passed 5-0.

7.4 – Fine – No report

7.5 – Social – Calendar Update – Marilyn Quackenbush said that the next social activity will be the Christmas brunch.  This brunch will be coordinated by Margie Burrell when she returns on 12/10.  Everyone is encouraged to call her after 12/10 and let her know what they will bring.

7.6 – Budget – No report

8.  Unfinished Business

8.1 – Update on Clubhouse and pump house building numbers – update provided in 5.1 above.

8.2 – Update on grass removal and sprinkler removal and/or repositioning – Dave Perreira reported that we now have a final bid from Luke Brothers for $3800 to complete this job.  There was some discussion if 3 feet will be enough to prevent water from hitting cars.  To find out, Dave Perreira said we could have a trial of a few spots on the property and see how it works out.  Three areas were selected for this trial and Luke Brothers will be asked to bid on the three areas first.

8.3 – Discussion about Luke Brothers inconsistent wet checks throughout the property – we have given Luke Brothers 30 days notice that we plan to discontinue their services for wet checks because they were not performing a quality service for us.  We have a new bid from Blue Heron for the same price, and want to give them a try.  Kay Fogelson made a motion to accept this new proposal and Scott Baker seconded the motion.  Motion passed 5-0.

8.4 – Update on ARC – this topic was postponed since the ARC Committee is working on the projects given to them by the Board.  Kay Fogelson reported that members of the ARC Committee have selected specific projects to research. 

9.  New Business

9.1 - New Document workshop with owners – it was agreed that we would invite our attorney back on 12/7 to review owner’s concerns.  Items of concern were:

    9.1.1 – #6 on Page 9 of 53 in the Declarations says the Common Elements cannot be partitioned.  Aren’t the Barrier walls a partition of the Common Elements?

    9.1.2 – Our documents say any new revisions must use the strike-out method so owners can see the changes.  Why wasn’t this one done that way?  And could it be done that way?  If so, how much would that cost?

    9.1.3 - Is it possible to separate out those things that must be done, and then have a separate vote on some of the new items that are controversial?

    9.1.4 - #20 on the summary sheet is referencing 15.4.2 in the Declarations.  Owners felt this should be removed.  If they want to allow a guest/friend to stay in their unit overnight, that is their prerogative to do.  They also say their grandchildren might exceed the limit for the occupancy, but that should be OK as well.

    9.1.5 - #3 on the summary sheet refers to recreational facilities.  An owner claimed this means the Board could eliminate 2 tennis courts, as an example.  This was unacceptable.

    9.1.6 - #4 on the summary sheet references 8.6 in the Declaration and is regarding Parking Spaces.  Owners felt this should be a separate item because many owners would vote the entire document down because of this item.

    9.1.7 – Page 8 of 53 in 1.28 the Declarations describes a Limited Common Expense.  Some owners want that explained.  I believe they think this refers to the Barrier Walls.

    9.1.8 – There was a question regarding section 9.4 of the Declarations, on page 18 of 53.  The question really didn’t pertain to this issue, but the question was asked who is responsible for maintaining the shutters that hang on the outside of the building. 

    9.1.9 - Item # 13 on the summary sheet refers to 11.6 on page 26 of 53 in the Declarations.  Owners would like it explained because they say it’s confusing.

    9.1.10 - #16 on the summary document refers to page 28 of the Declarations.  Owners want to know what happens if the mold is created by a pipe the association is responsible for maintaining. 

    9.1.11 – Section 15.5 was questioned because the owners felt there were no teeth in it.  They claim this will happen after the fact and cannot be prevented.

    9.1.12 – Owners felt that there should be some verbiage in the document saying that renters can leave before the month is over, but the owner cannot rent this same unit for the remainder of the 30 days lease.  This came up when discussing #20 on the summary document.

    9.1.13 – Owners objected to #23 on the summary sheet, item 18.4 in the Declarations.  They say this gives the Board too much authority.  Unfortunately, the way this is written means that nothing gets done.

    9.1.14 - #25 on the summary sheet pertains to the By Laws and describes that invalid proxies can be voted after the meeting.  Owners felt this was not fair.

If I have misstated any owner comments, please let me know ASAP.

It was agreed that we would get the attorney back to Ocean Harbor on 12/7.  She has agreed to be here at 10 AM for this Board Meeting.  We also agreed that this would be the only item on the agenda.

Dave Perreira noted that the stand for the chlorine is now a wood pallet and it is a safety issue.  He asked the Board to approve $985 to have an aluminum, unpainted stand made for this chlorine rack.  Kay Fogelson made a motion to accept this proposal, not to exceed $1000, and Scott Baker seconded the motion.  Motion passed 5-0.

10.  Adjournment - Scott Baker made a motion to adjourn the meeting at 12:21 PM and Marilyn Quackenbush seconded the motion.  Motion passed 4-0.

Respectfully submitted, 
         
Marilyn Quackenbush, Secretary

 

Ocean Harbor Condominium of
Fort Myers Beach Association, Inc.
November 9th, 2012
Ocean Harbor Clubhouse

               
Board of Director’s Meeting

1.  Call to order – meeting was called to order by David Perreira at 9:00 AM

2.  Proof of Notice of Meeting – Notice was posted on Wednesday, 11/7 at 9:00 AM by David Perreira

3.  Determination of Quorum – Board members present were David Perreira, Scott Baker, Kay Fogelson and Marilyn Quackenbush.  Gary Townsend was unable to attend.  Jennifer Palmer, Continental’s Regional Manager, was also in attendance.

4.  Approval of Previous Board Meeting Minutes – Marilyn Quackenbush made a motion to accept the minutes from the previous meeting on November 7th, 2012.  Scott Baker seconded the motion.  Motion passed 4-0.

5.  New Business – Board discussion with counsel regarding document rewrite open issues.  There will be no owner input during this part of the Board Meeting.  

5.1 – Allow a 3-person Board if there are not enough owners who are willing to participate – this change was requested to avoid a problem down the road if there were not enough owners volunteering for the Board.  It was decided to remove this from the documents and discuss it with owners during the upcoming workshops.

5.2 – New Language on length of terms, if there are not enough owners who are willing to participate – actually, this change was recommended by the attorney in case a Board member would resign during their term.  If a replacement was appointed, then there might be only one year remaining on that term, when the elections came around again.  Therefore, the candidate with the lowest number of votes would be elected to the shorter term.  The Board agreed to leave this in the rewrite.

5.3 – Lowering the number of voters to change documents (Material alterations are already allowed for alterations over $5,000 with the approval of the majority of the quorum.  Current Declarations 9.2) – this is in the current documents as requiring 2/3 of the entire membership to approve an amendment change.  After much discussion, the Board agreed to allow 2/3 of the quorum, but the number cannot go below 75.  Therefore, if only 76 owners voted, 75 would need to agree to the change in the amendment.  If 100 voted, 75 would need to agree with the change to the amendment. 

5.4 – Reconstruction of Dock A after casualty – although this verbiage in 1.12 of the Declarations is only there to make the repairs a common element, the attorney agreed to remove the details from that item, since the entire subject is again revisited in Article 22, which has the right verbiage. 

5.5 – Association responsible for fishing dock railing – this should be an Association expense, since the pier is 100% owned by the Association.

5.6 – Changes to commercial vehicles is good – the new documents specifically define what a commercial vehicle is.  This was not included in the previous documents.

5.7 – Making owner responsible for damage caused by his contractor – the financial obligation was removed.  We still want the owner to make sure their contractor is licensed, has the required permits, insurance, etc. 

5.8 – Removing specific committees from the documents, including ARC – ARC is currently the only committee specifically defined in our current documents.  The Board agreed to leave the new verbiage as it is, which will require ALL committees to operate with the same rules as the Board.  This means all committees must post their agendas, publish minutes, and allow owners to attend.

5.9 – Other inaccuracies in Article 22 regarding Boat Docks – the attorney has made these requested changes.  Basically, the new documents had the fishing pier at the entrance of the docks, they included a comment on fishing cleaning debris, (it’s now illegal to clean fish over the water), etc.

5.10 - Do we want rentals to be for a month or 4 weeks – the Board agreed to leave the new verbiage as is.  Therefore, nothing less than 1 Month (30 days) will be allowed. 

5.11 – In the articles, 4.4 states ‘the Association shall make no distribution of income to its members’.  Isn’t it possible to distribute leftover Member’s Equity? – The attorney clarified that Member’s Equity is not income, therefore is excluded from this passage.

5.12 – We need to have Sarah make the changes to the Barrier Wall and Door Resolution – the attorney said she would do this.  The only change is that the resolution currently states that the Association will install the wall.  It should state that the owners will install the wall, using the specifications that have been developed and approved by the Board.

5.13 – Rule X – we need to decide if we really want to enforce this – the attorney recommended we use this addendum for every lease we approve.  This will allow the Association to evict a renter who is not abiding by our documents, and also collect rent from a renter if the owner falls behind in their assessment payments.  The Board agreed to leave this in the new documents.

6.  Other Board Member Document rewrite issues – there was additional discussion regarding the removal of the specific recreational facilities.  It was ultimately agreed by the Board to leave them out of the new documents.

7.  Owners questions/comments – one owner suggested we tell owners that we have Director & Officers insurance, so they are covered against any owner-initiated litigation.  He thought it might encourage more owners to run for the Board.  This owner also suggested we tell owners that the majority of the Board Meetings will be during the season, and they can attend via conference call if they can’t attend in person.  This owner also said this is the ‘Best Board’ he has run into in his 17 years of condo ownership.

Another attendee also said the agendas for all committee meetings should be posted on the website so remote owners know what’s being discussed in advance. 

Going forward plan - The attorney said she will try to get the last changes into the document, and back to us, by 11/21.  Then we will send a mass email to all owners on 11/23 telling owners they can contact the office for an electronic version of the documents, and also sending them the summary list of important changes.  Then we will schedule the first owner’s workshop for 11/27. 

We have been advised that all owner workshops should be Board Meetings, if there will be a quorum of Board Members in attendance, so this will actually be a Board Meeting with one agenda topic.

8.  Adjournment – Marilyn Quackenbush made a motion to adjourn the meeting at 11:25 AM.  Dave Perreira seconded the motion.  Motion passed 4-0.

Respectfully submitted,

Marilyn Quackenbush - Secretary

 

Question and Answer Forum
Ocean Harbor Condominium
of Fort Myers Beach Association Inc.
November 7th,  2012   Clubhouse



Question and Answer Forum

1.  One attendee asked if the office could send death notices out via a mass email to all owners.  Posting them in the lobbies won’t get the message to remote owners.

2.  An owner thanked Dave Perreira for his efforts in removing the sprinklers that are spraying water and damaging the finishing on our cars.  Dave reminded the owner that the project is still on the table and not totally approved.

3.  One owner demonstrated Pickle Ball, and how it could be used as another recreation item for Ocean Harbor.  Dave Perreira said the Board would look into possible locations for this game.

4.  An owner noticed that many cars and trucks do not stop at our internal stop signs.  It was suggested we place a LARGE speed bump before the stop sign so cars will be more likely to either slow down, and perhaps even stop!


Ocean Harbor Condominium
of Fort Myers Beach Association, Inc.
November 7th, 2012
Ocean Harbor Clubhouse

                
Board of Director’s Meeting

1.  Call to Order – meeting was called to order by David Perreira at 10:04 AM

2.  Proof of Notice of Meeting – Notice was posted on Monday, 11/5/12 at 9:30 AM by David Perreira

3.  Determination of Quorum – Board members present were David Perreira, Scott Baker, Kay Fogelson and Marilyn Quackenbush.  Gary Townsend was unable to attend.  Tim Galler, the Property Manager, and Jennifer Palmer, Continental’s Regional Manager, were also in attendance.

4.  Approval of Previous Forum and Board Meeting – Marilyn Quackenbush made a motion to accept the minutes from the previous meeting on October 18th, 2012.  Kay Fogelson seconded the motion.  Motion passed 4-0.

5.  Officer’s Reports

5.1 – President – Dave Perreira said that he had a meeting with Continental Accounting associates on Monday.  They were concerned that we are overspending our operating budget.  Dave explained that we are trying to use up the Member’s Equity that has been held over for many years.  We have been paying for the Lanai screens and railings through this account to reduce it to a zero balance by the end of the year.  Continental proposed that we move some of these invoices to the reserves, where most of the charges are already.  To facilitate this proposal, we will need to cash one of our CD’s in the reserves so we can have cash in the reserve accounts to cover these expenses.  Dave explained that we can cash a $200,000 CD that was supposed to be due next month, and actually make $2,000 on this transaction.  Dave made a motion that we cash this CD out, and move $80,000 to the cash reserves at Bank United to cover the remaining lanai expenses in 2012.  Scott Baker seconded the motion.  Motion passed 4-0.

Dave Perreira also said we are writing more checks than we should be writing with the account we have at Bank United for cash reserves.  The bank may force us to change to a new account where we will have more check writing flexibility.

5.2 – Vice President – Update on wire nut repairs and insulation replacement – Scott Baker said that this project has been completed and looks great!  He has ordered the materials to create some steps to protect the new insulation, which will be installed soon.  The Board also discussed the Drip Pan Resolution, and agreed it needs to be sent out again so all owners are aware of the requirement to add drip pans by 5/31/13.  Marilyn Quackenbush agreed to locate the current resolution for this change and send it to Tim so he can send another mass email to all owners. 

5.3 – Treasurer – No additional report.  Covered in 5.1 above.

5.4 – Secretary –

5.4.1 - Update on Document Rewrite and Owner workshops – Marilyn Quackenbush explained that she, Kay Fogelson and Dave Perreira had met with our attorney regarding this project on 10/9.  They went through the 131 pages of the new document and made a few changes.  The attorney made those changes and sent a second draft to the Board on 10/22.  From this second draft, Marilyn made a spreadsheet of the 48 most important changes to facilitate upcoming owner workshops.  Since there are still a few Board Member questions remaining, our attorney will be coming back to Ocean Harbor on 11/9/12 to review those open issues with the Board.  This meeting has been posted.

5.4.2 – Update on Theater Reservation Form - Marilyn Quackenbush has created a new reservation form for the Clubhouse and the Theater.  It’s possible for owners to reserve one, or both, of these facilities.  Each will require a $100 deposit, which will be returned to the owner after the event, assuming the facility is left in the same condition as when it was reserved.  There was one open issue, which was to determine if we want to post these reservations so owners know the facility is reserved.  It was agreed that the office would put signs up in the lobbies and on the clubhouse doors a week before the event.  If the reservation was requested in less than 7 days, the notice should be posted as soon as the reservation was made.  Kay Fogelson made this motion and Scott Baker seconded the motion.  Motion passed 4-0. 

5.5 – Director - Update on Shutter Specifications – Kay Fogelson said the ARC Committee had reviewed the current specification and only made the addition that the shutters must use stainless steel screws.  Dave Perreira thought there was some reason those were not used in the past and wanted to check a few of his sources before putting this new spec up for a vote.  This issue will be held open until the next Board Meeting.

6.  Manager’s Report

6.1 – Update on RL James A & B Building floor resurfacing work – Tim Galler reported that this project has a few punch list items to be completed, but otherwise, is done!  We were billed $43,473 for the B building.  RL James also fixed the cracks in both buildings in the stairwells for $1,563.  Both of these expenses were funded from the reserves.  The A ramp work has also been completed and we are waiting for that invoice.  Kay Fogelson thanked Dave Perreira for painting many of the floors that did not require resurfacing.  The rest will be painted once Lifestyle is off the property.  It seems they damage the floors after they have been painted and require touch ups here and there. 

6.2 – Update on the purchase of 2 new grills – Tim Galler reported that he has purchased one more grill for $230.  He is watching the sales and promised to have a third grill in place by 1/1/2013.

6.3 – Update on Lifestyles summary of work and review of invoices – Tim Galler reported that 118 units have been completed.  There are 15 residents who have not responded to this project, 12 have been scheduled and 4 have open punch list items for Lifestyle to complete.  The last unit is being completed by a different vendor.   Dave Perreira mentioned that Lifestyle has lost their fabricator, which has caused additional delays for this project.  They are now 7 weeks behind schedule.  The Board agreed to wait to see how many they can complete before quiet time, and perhaps extend their work into January.  Dave Perreira also mentioned we need to make sure our vendors are ready May 1st, 2013 to start any summer projects we have planned

6.4 – Update on Coastal Fire Sprinkler head replacements – Tim Galler reported that this project has been completed.  Coastal Fire returned last week to complete the sprinklers they missed under the B building.  They completed this work with no extra charge, since their estimate included these sprinklers.

6.5 – Update on Black Olive Trees – As previously reported, the Town of Fort Myers Beach has asked us to give them surveys of where the plantings were originally when the property was incorporated, before Charley, after Charley and where all the plantings are today.  Unfortunately, the County has not been able to locate the original drawings and says it was never filed with them.  So, the Town has now asked Tim Galler to at least have a drawing of where everything is now.  Tim contacted a surveyor for this task and he estimated $3,900 for this job.  Tim Galler is contacting AIM Engineering, the original engineer who drew the site plan, for a second opinion.  Dave Perreira mentioned that the reserve study has a repaving project scheduled for 2014, so we need to try to remove the Black Olive trees that are ruining the pavement before then

6.6 – Update on Door Hardware Project – 19 have now been completed.  44 units have signed up for this upgrade.  Mike Grimes is able to complete 2-3/week, so this will be a long project.

6.7 – Update on housekeeping – Tim Galler reported that we still have a Universal employee on the property on Monday, Wednesday and Friday.  Tim has received many compliments about the property looking great!  This housekeeper does a great job, however, we’re paying his company $699/week, which will not be acceptable for our 2013 budget.  Tim continues to search for cheaper alternatives.

6.8 – Status on elevator bid with Kone – Tim Galler confirmed that he now has Oil and Grease only contracts from Kone for the rest of the year, and another one for 2013 starting in January.  These need to be signed by the President.

6.9 – James Murphy’s raise on November 22nd, 2012 – The Board accepted the recommendations for increases for James Murphy.  Kay Fogelson made a motion to approve the increases and Marilyn Quackenbush seconded it.  Motion passed 4-0.

The Board also approved an increase for Mike Grimes.  Dave Perreira made the motion to accept the proposed increase for Mike Grimes and Scott Baker seconded the motion.  Motion passed 4-0.

6.10 – James Murphy’s remaining vacation time for 2012 – James Murphy has 3 days of 2012 vacation time pending.  Since he is needed right now on the property, the Board agreed to pay him for this time rather than have him take vacation.  Scott Baker made the motion to pay James Murphy for his remaining vacation time and Kay Fogelson seconded the motion.  Motion passed 4-0.

6.11 – Plumbing Update – Dave Perreira gave a summary of the water drain pipes that have been completed in the A building:  the 01 stack to the 5th floor; the 02 stack to the 6th floor; the 04 stack to the 10th floor; and the 05 stack to the 10th floor.  They are currently working on the 03 stack, and have run into some problems where plastic was found inside the drain pipe.  We are hopeful that they will finish by the end of the day on 11/8 as this is inconveniencing many owners in that stack.  Once they are done with the A building, Dave Perreira said he wants them to do the 02 stack in the B building so we can gauge how much of an expense we will incur in that building in 2013.  He said we are paying $7,500 for every 5 floors that are replaced. 

6.12 – Discussion regarding sewer charges for pool water – we have learned that the meter we installed to track pool water usage was not the right meter.  Tim Galler has received a new bid to replace that meter with the one we need for $3,000.  It is projected that this will give us an $800/year savings, however there’s also a maintenance fee of $605/year.  It’s not clear what this maintenance fee is for, so this item will be held over for our next meeting.

6.13 – Discussion about a bench in memory of Mrs. Delores Polizze – Tim Galler reported that he has received a request to buy a bench for Ocean Harbor in memory of Delores Polizze.  This will be donated by the Grice’s in 704B and the Hmura’s in 1503A.  This bench will be placed by the A dock.

6.14 – Update on Barrier Walls and Doors – Tim Galler said he has received the architect’s drawings for these additions and has sent them to the Board.  Dave Perreira said they should go to ARC, and if approved, then they should be sent to RL James for an estimate.  However, owners will not need to use RL James, as long as their contractor follows the specs.

7.  Committee Reports

7.1 – ARC – Jack Burrell reported that ARC will be looking at replacing the lobby mailboxes, repairing/replacing the pool fence, proposing floor coverings for the clubhouse, and placing pavers under the carports.  He said ARC wasn’t planning to do anything until after the election, since having the ARC committee specified in our docs is one of the proposed changes.  Dave Perreira assured Jack that ARC would be a functioning committee going forward.  Jack said ARC would do research and other investigative work to hopefully save the Board from doing this work. 

7.2 – Landscape – Dave Perreira said he will get with Jackie Simonian regarding plantings in the swales. 

7.3 – Fountain – Lobby and Driveway – Regarding the lobby fountain,  Dave Perreira said we are waiting for an electrician to install electricity to the statue area.  Once completed, he will ask the Fountain Committee to say how they want them placed.  Then the rocks will be added and the granite will be completed on the top of the base.  Marbleworks has given the Board an estimate to do this work for $2,475.  Dave Perreira made a motion and Scott Baker seconded the motion to accept this bid from Marbleworks.  Motion passed 4-0.

Regarding the driveway fountain, Dave Perreira reported that there is still some confusion from the various vendors who are bidding this project as to what will wear the best.  Some suggest gel coat and others say this is not the best.  Replacement tiles have been selected, and repairing this fountain will likely take 3-4 days with car traffic isolated to one side or the other.  As an FYI, this was done in 2004 and the lower part is falling apart already.

7.4 – Fine – No report

7.5 – Social – Marilyn Quackenbush reminded owners that the last Pot Luck of 2012 will be held on Thursday, 11/8 at 5:30 PM in the clubhouse.  Everyone is invited, and they are asked to bring an appetizer of their choice.

7.6 – Budget – No report  

8.  Review and Adoption of the Proposed 2013 Budget – There were no questions or comments from the owners in attendance.  Dave Perreira made a motion to accept the proposed 2013 budget, and Marilyn Quackenbush seconded the motion.  Motion passed 4-0.  Marilyn thanked Diane Wilson for her work, and that of the budget committee, on this project.  Diane Wilson thanked Tim Galler and Jennifer Palmer for their efforts.

9.  Unfinished Business

9.1 – Update on Clubhouse and pump house building numbers – Dave Perreira said he has been off of the property for the past few weeks, but these signs should be done.  He will follow-up.

9.2 – Update on grass removal and sprinkler removal and/or repositioning – Dave Perreira reported that the original bid received for this work was $450.  Since we suspected this was not right, Tim Galler had the bidding contractor come out again.  The new bid is $2,580 to remove the grass and $1,191 to move the sprinklers.  The Board tabled this item until this new bid can be confirmed.

9.3 – Discussion about Luke Brothers inconsistent wet checks throughout the property – There have been many complaints about this service from the Landscaping committee, James Murphy and Tim Galler.  Apparently the good technician quit, and his replacement is not good at all.  Dave Perreira said we should give them 30 days notice and find another provider. 

9.4 – Update on concrete repairs – Tim Galler reported that these repairs have been completed.  We have paid the bill out of the reserves, which was for $6,500.  This included concrete repairs for the A building, the B building and the maintenance building.

9.5 – Update on side gates and wall power washing – there was some discussion as to whether this had been completed or not.  Tim Galler was going to check.  It should be done.

9.6 – Update on 2013 projects sent to ARC – this item was covered under 7.1 above.

10.  New Business

10.1 – We need a resolution for the door hardware project – Kay Fogelson made a motion to accept the Door Hardware Resolution Marilyn Quackenbush created.  Scott Baker seconded the motion.  Motion passed 4-0.  It was suggested that Tim Galler send this resolution to all owners via a mass email when he sends the resolution for the Drip Pans. 

10.2 – We need to discuss the insurance deductible for 2013 – This item came out of our document rewrite project as the deductibles should be discussed every year at a Board Meeting so owners know what the deductibles are.  This item was tabled for the next meeting so Dave Perreira can get all of the deductibles from Statewide.

10.3 – Discussion on stopping future approved projects until after quiet time in 2013.  This would include the swale work, the driveway fountain, the main plumbing line, the bladder tank and the staff bathroom plumbing and electricity – the Board agreed that they want to press forward with all of these projects so hopefully they can be completed before the end of the year. 

10.4 – Formally close the CNL account – Tim Galler reported that four Board Members have signed this form now, and it will be faxed to Gary Townsend for his signature.  Then the account will be closed.

10.5 – Reimburse Door Hardware for 201B for $105.34 – Scott Baker made a motion to reimburse 201B and Kay Fogelson seconded the motion.  Motion passed 4-0.

10.6 – Approval of Screens and Railings for 302B for $1,911.66 – Scott Baker made a motion to accept this reimbursement request and Marilyn Quackenbush seconded the motion. 
Motion passed 4-0.

10.7 – Approval of Fishing Pier Decking and Benches.  Discussion on the Fishing Pier Railing – Kay Fogelson made a motion to accept the charges for the fishing pier decking and the benches.  Scott Baker seconded the motion.  Motion passed 4-0.  The Yacht Club will pay for the fishing pier railing, as it’s in the current documents as being their responsibility.  Dave Perreira said he will talk with Dave Trelease about where to place the old benches.  The Yacht Club asked for a breakdown of the labor and materials for the railings.  Dave Perreira and Tim Galler said the labor was 19 hours spread over two days. 

10.8 – Approve Fee Schedule – this is another item that came out of the document rewrite project.  The fees charged should be included in the Rules and Regs.  Tim Galler has created this schedule and the only concern from the Board was if we should pay for the first copy of the condo docs for every owner.  It was agreed that the fee of $50 should remain if any owner asked for a copy of the documents from the office.  However, when the new documents are approved, the Board agreed that one copy should be provided to all 150 owners free of charge.  Dave Perreira made this motion and Kay Fogelson seconded the motion.  Motion passed 4-0.

11.  Adjournment - Dave Perreira made a motion to adjourn the meeting at 11:38 AM and Scott Baker seconded the motion.  Motion passed 4-0.

Respectfully submitted,

Marilyn Quackenbush, Secretary

 

Question and Answer Forum
Ocean Harbor Condominium
of Fort Myers Beach Association Inc.
October 18th, 2012   Clubhouse



Question and Answer Forum

There were no owner issues brought up during the open forum.


Ocean Harbor Condominium
of Fort Myers Beach Association, Inc.
October 18th, 2012
Ocean Harbor Clubhouse

                
Board of Director’s Meeting

1.  Call to order – meeting was called to order by David Perreira at 10:00 AM

2.  Proof of Notice of Meeting – Notice was posted on Tuesday, 10/16/12 at 9:30 AM by David Perreira

3.  Determination of Quorum – Board members present were David Perreira, Scott Baker, Kay Fogelson and Marilyn Quackenbush.  Gary Townsend was in attendance via phone.  Tim Galler, the Property Manager, and Jennifer Palmer, Continental’s Regional Manager, were also in attendance.

4.  Approval of Previous Forum and Board Meeting – Marilyn Quackenbush made a motion to accept the minutes from the previous meeting on October 4th, 2012.  Scott Baker seconded the motion.  Motion passed 5-0.

5.  Officer’s Reports

5.1 – President – Dave Perreira explained that during the Document rewrite meeting, that was held on 10/9, it was noticed that the documents say that the Yacht Club is responsible for the railings on the fishing pier.  He feels this should be an association responsibility, not the Yacht Club’s responsibility.  He also noted that our docs all say there are 38 slips, when in reality, according to the latest Lease Agreement, there are only 34 slips.  Dave Perreira made a motion to accept these changes to our documents that are currently being rewritten. Marilyn Quackenbush seconded the motion.  Motion passed 5-0.

5.2 – Vice President – Update on wire nut repairs and insulation replacement – Scott Baker said that the B building has been completed and all of the insulation for the A building has been replaced.  He has also replaced some copper lines that were leaking.  The remainder of the wire nuts should be completed by 10/26/12.     

5.3 – Treasurer – Update on CD Renewal - Gary Townsend explained that we have now reinvested one of our CD’s into two separate CD’s.  These will come due in 5 years and 7 years.  Dave Perreira also mentioned that we will lose about $1,600 in interest revenue, based on the lower rates for these 2 CD’s. 

5.4 – Secretary – Update Clubhouse Wi-Fi - Marilyn Quackenbush reported that she had recently used the clubhouse wifi to download some books onto her Kindle.  She was outside of the clubhouse, but the link worked quickly and she didn’t encounter any problems.  If anyone wants to take advantage of this new Ocean Harbor amenity, please contact Tim Galler for the password. 

During this item, Dave Perreira wanted to mention that the Bocce Ball and Shuffleboard equipment are now stored in a cabinet behind the fence by the Bocce Ball Courts.  The key for the locker will be stored in the office, so if an owner wants to play over the weekend, they will need to sign the key out on Friday. 

5.5 – Director – There were no reports from the Director

6.  Manager’s Report

6.1 – Update on RL James A & B Building floor resurfacing work – Tim Galler reported that the B Building has been completed, although he saw some footprints on floors 5, 6, and 7 that will need to be touched up.  There are 8 more doors, stairwell and trash, that still need to be done in the B Building.  Tim Galler said these were targeted for completion by 10/26/12.  Tim Galler also thanked Dave for painting many of the floors at night.  He has done a great job, and his efforts will help complete the project earlier and with less owner angst.  Dave Perreira said there are still 8 more floors to paint. 

6.2 – Update on the purchase of 2 new grills – Tim Galler reported that he has been watching the pricing for 2 more grills, hoping to see another great sale.  The Board has already agreed to buy 2 more before the season.  Tim Galler reported that there are still 2 remaining grills at $299, which are the old models.  There are now new models priced at $399, which do not seem to have any more features.  The Board asked Tim Galler to purchase these remaining 2 grills for $299 as soon as possible. 

6.3 – Update on Lifestyles summary of work and review of invoices – Tim Galler reported that he had received another invoice for $21,000 for 7 more units.  Dave Perreira also mentioned that Lifestyles increased their prices by about 10% on September 17th, 2012.  Since we were still operating with costs from a year ago, the Board agreed to this increase.  Kay Fogelson made the motion and Scott Baker seconded it.  Motion passed 5-0.

6.4 – Update on Coastal Fire Sprinkler head replacements – Tim Galler reported that he had found some sprinklers under the garage in the B Building that they had missed when they replaced the others.  Coastal has agreed to return on 10/19/12 to finish the job.

6.5 – Update on Black Olive Trees – As previously reported, the Town of Fort Myers Beach had asked us to give them surveys of where the plantings were originally when the property was incorporated, before Charley, after Charley and where all the plantings are today.  Unfortunately, the County has not been able to locate the original drawings and says it was never filed with them.  So, the Town has now asked Tim Galler to at least have a drawing of where everything is now.  Tim Galler has contacted a surveyor for this task and he will be on the property on 10/19.  Marilyn Quackenbush had also received a mailing from the Town which includes many trees for half price.  Once we determine how many of the Black Olives the Town will let us remove, then we can determine how many other trees we will need for replacements.

6.6 – Update on Door Hardware Project – 13 have now been completed.

6.7 – Update on housekeeping – Dave Perreira reported that we have allowed only $16,583 in the 2013 budget for housekeeping, so we will need to be creative as to how we spend this money.  Right now, everyone is quite pleased with the service we are receiving from Universal. 

7.  Committee Reports


7.1 – ARC – no report

7.2 – Landscape – Dave Perreira reported that we have received a bid to remove a 4 foot strip of grass ($200) and move the irrigation systems in this area back 4 feet ($250).  This is an extremely low bid, so Tim Galler will go back to this vendor and make sure he is including all of the areas we want handled.  This will prevent the sprinklers from damaging owner’s cars.

7.3 – Fountain – Updated by Dave Perreira – Dave Perreira said that he and Carol DeLisle went to Absolute Granite and Marbleworks on 10/15/12 to look at alternatives for the driveway fountain.  With their selections, they will now need to return to the previous vendors who bid this project to see if their bids will change, and if so, by how much.  The Board has already approved $35,000 for this project.  Carol DeLisle mentioned that she thought there should be more blue on the fountain so it doesn’t look ‘like a battleship’.  Dave Perreira said they could get a few tiles for a demo so she could get a better feel for how it will look when it’s finished.  Dave Perreira mentioned that Phil Soenke had also recommended some blue on the ends, which Carol DeLisle said would really help.

7.4 – Fine – no report

7.5 – Social – no

7.6 – Budget – Update on 2013 Budget Committee recommendations – Dave Perreira spoke to this issue since Diane Wilson is out of town and Jay Zack and Jim Hansen could not attend this meeting.  If the Board accepts the Budget Committee’s recommendations, then the budget will be sent out to all owners and a Board Meeting will be scheduled to finally approve the budget.  The Budget Committee worked hard to keep the assessments in 2013 the same as were paid in 2012.  Kay Fogelson made a motion to accept the budget as presented and Scott Baker seconded the motion.  Motion passed 5-0.

Dave Perreira also mentioned that the Budget Committee had agreed to review the Comcast contract and see if there are any alternatives, especially for those who pay for this service all year and only are here for 6 months, or less.  Jay Zack agreed to chair this committee.  Dave Perreira made a motion to approve this committee and Scott Baker seconded the motion.  Motion passed 5-0.

Dave Perreira also said that we are going to move our Board Meetings from Thursday’s to Wednesday’s for the foreseeable future to avoid the artists who use the clubhouse on Thursdays.  Therefore, the next Board Meeting, which will include the adoption of the budget for 2013, will be on 11/7/12.

8.  Unfinished Business

8.1 – Status of elevator bid with Kone – Tim Galler said he has been in contact with Kone to make sure we have a 30 day termination clause.  He also has asked Kone to give us a prorated contract for the remainder of 2012, and then start the new annual contract on 1/1/13.  Dave Perreira made a motion to accept these two contracts as planned and Marilyn Quackenbush seconded the motion.  Motion passed 5-0.

8.2 – Status on Clubhouse and pump house building numbers – Dave Perreira has received some sign samples from Sabal Signs for these buildings.  The Board liked the fancy one in blue the best.  Since we are adding this new signage to 2 buildings, the Board agreed to add similar signage to the A and B buildings.  Dave Perreira made the motion to purchase 4 new signs at $404 and Marilyn Quackenbush seconded the motion.  Motion passed 5-0.

Dave Perreira has also received some samples for updating the No Mooring signs on the docks.  The Board liked the blue one the best, and Kay Fogelson suggested it be changed to black lettering so it could be seen from further out.  However, this is the Yacht Club’s decision.

8.3 – Update on swale grass removal and sprinkler removal and/or repositioning - Dave Perreira said that this project cannot proceed until we determine how to move the light posts that are in this area.  There is a bid on the table from Semmer to move the three poles and reposition them for $2,330.  Tim Galler said he is also trying to get a second bid for this work.  Scott Baker made a motion to accept the current proposal, not to exceed $2,330, contingent on also receiving a second bid.  Kay Fogelson seconded the motion.  Motion passed 5-0.

9.  New Business

9.1 – Update on Driveway fountain repairs – See item 7.3. 

9.2 – Update on side gates and wall power washing bids – Tim Galler is getting a bid for the power washing for the west and east side gates and 20 feet of walls.  Dave Perreira estimated that the cost should be around $200. 

9.3 – Update on concrete repairs - There are 8 areas that are in need of repairs – Dave Perreira reported that this project should be done by mid-week next week.  Then he will ask them to add a black sealer to the concrete.  He has also asked them to do an asphalt patch by the B Building. 

9.4 – Update on Stroemer and Company’s proposal for our 2012 audit and 2012 taxes – Dave Perreira reported that these agreements had been signed and forwarded to Stroemer.

9.5 – Discussion on Clubhouse and Theater deposits – Dave Perreira noticed when reviewing our current forms that we don’t have an application form for owners/renters who want to rent the theater.  The Board agreed that there should be two deposits if someone wants to rent the clubhouse and the theater.  One or the other would be $100.  Both should be $200.  Dave Perreira made a motion to charge two fees and Marilyn Quackenbush seconded the motion.  Motion passed 5-0.  Marilyn Quackenbush also agreed to review the clubhouse application form and see how it could be modified for the theater.  Tim Galler agreed to send her the current application form for the clubhouse. 

9.6 – Proposals to add electrical outlets on 9 poles lining the driveway from the gate to the clubhouse – Dave Perreira reported that Semmer Electric looked at our poles and said we could not do what we had planned and that it would be another $610 to add new outlets that could stand next to the poles.  Dave Perreira made a motion to accept this increase and Scott Baker seconded the motion.  Motion passed 5-0.

9.7 – Discussion in regards to the ARC Committee’s 2013 projects - pavers under the carports, mailboxes, pool fence, and clubhouse floorings (carpet or tile or ?) – Dave Perreira said we should give the two bids we have received for pavers to ARC, along with the rest of these projects for their recommendation.  Dave Perreira also said we will need to make the same repairs that were made in front of the B Building to the A Building in 2013, but this is not an ARC project as it is maintenance.  We will also need to replace the plumbing in the B Building in 2013, as we did in the A Building this year.  Kay Fogelson asked about the Seawall, and the Ramps that go into each building.  Dave Perreira said he had asked RL James for quotes on these two projects but had not received anything yet.  The Seawall is listed in the reserve study for renovation in 2022.  Dave Perreira made a motion to send the 4 original items listed above to ARC and Scott Baker seconded the motion.  Motion passed 5-0.

Kay Fogelson also asked for the minutes to reflect her desire to add more people to ARC.  If anyone is interested in being on this Committee, please contact her.

9.8 – Discussion on tile for Barrier (outer) door project – Dave Perreira has shown samples of the tile he is recommending to 3 of the Board Members.  Dave Perreira made a motion to accept Cappuccino Granite for the flooring and Scott seconded.  Motion passed 4-0 with Marilyn Quackenbush abstaining, since she has not seen the samples.

10.  Adjournment - Dave Perreira made a motion to adjourn the meeting at 11:38 AM and Scott Baker seconded the motion.  Motion passed 5-0.

Respectfully submitted,

Marilyn Quackenbush, Secretary

 

Question and Answer Forum
Ocean Harbor Condominium
of Fort Myers Beach Association Inc.
October 4th, 2012   Clubhouse



Question and Answer Forum

1.  The Ocean Harbor Budget Committee will be reviewing our options with Comcast and other service providers.

2.  There was a suggestion in the Ocean Harbor Suggestion box asking if we would consider lighting the tennis courts at night.  It’s not clear if this was from an owner, a renter, or a guest.

3.  It was suggested that we do something to honor Al Oerter.  Tim Galler was asked to speak to Cathy Oerter to see what she thinks might be appropriate.

4.  Pavers were brought up in this section, but since it’s on the agenda, it will be discussed in item 9.8 under New Business.   


Ocean Harbor Condominium
of Fort Myers Beach Association, Inc.
October 4th, 2012
Ocean Harbor Clubhouse

                
Board of Director’s Meeting

1.  Call to order – meeting was called to order by David Perreira at 10:00 AM

2.  Proof of Notice of Meeting – Notice was posted on Tuesday, 10/2/12 at 8:00 AM by David Perreira

3.  Determination of Quorum – Board members present were David Perreira, Scott Baker, and Kay Fogelson.  Marilyn Quackenbush and Gary Townsend were in attendance via phone.  Tim Galler, the Property Manager, Jennifer Palmer, Continental’s Regional Manager, and Kim Parker from Continental were also in attendance.

4.  Approval of Previous Forum and Board Meeting – Marilyn Quackenbush made a motion to accept the minutes from the previous meeting on August 10th, 2012.  Kay Fogelson seconded the motion.  Motion passed 5-0.

5.  Officer’s Reports

5.1 – President – Update on construction of Carports (final call) and document rewrite workshops – Dave Perreira explained that 44 owners have now signed up for new carports.  However, our current documents state that the Board can assign spots, but that they cannot re-assign parking spots.  B&P has added verbiage in the re-write of our documents to allow the Board to re-assign parking spots.  Dave also mentioned that we are planning to invite B&P to walk through the new documents with the Board in October.  Then we will hold workshops for all owners in late October, November and December. 
 
5.2 – Vice President – Update on wire nut repairs and insulation replacement – Scott Baker said that the B building has been completed and the A building is about 50% done.  

5.3 – Treasurer – There were no reports from the Treasurer.

5.4 – Secretary – Update on web site – Marilyn Quackenbush reported that she, Dave Perreira, Jennifer Palmer and Tim Galler had a conference call on 8/14/12 to review Continental’s website for Ocean Harbor, as well as the current web site.  It appears that the best alternative will be to retain the current website for public information, and use the Continental site for private information.  The Continental system is password protected, so confidential information can be stored there.  This is an ongoing project and owners will be kept up-to-date as we move forward.

5.5 – Director – There were no reports from the Director

6.  Manager’s Report

6.1 – Update on architect’s blueprints for outer doors – Tim Galler reported that the architect is doing final drawings.  They are waiting for more information on the wind load of the transoms, which should not affect the drawing.  Dave Perreira said that the Board would need to standardize the floor tile for these additions, since the association will be responsible for the ongoing maintenance.  He had some samples of various white tiles, but no decision was made.

6.2 – Update on theater renovation – Tim Galler said that the theater renovations have been completed.  They plan to laminate the directions for using the new equipment and will also train any owner who wants to use the room, as well as our Monday Night Movie coordinators.  The final cost for this renovation was $7,655.93.

6.3 – Update on cracks in the west and east stairwell of both buildings – See 6.4

6.4 – Update on water leaking out the east column from the rear ramp of the A building – 6.3 and 6.4 were discussed together as we have asked RL James to look at both of them, once the floor resurfacing is completed.  They are targeting 10/19 for the completion of the floors, and then they will look at both of these repairs.

6.5 – Update on RL James A & B building floor resurfacing – Tim Galler said the A building is now done and looks great!  The Board had approved the original estimate of $43,511; however there were 8 additional spots that needed to be repaired as well, bringing the final bill to $45,761.  This expense will be paid out of the reserves.  Marilyn Quackenbush made a motion to approve this additional expense and Scott Baker seconded the motion.  Motion passed 5-0.

6.6 – Update on the purchase of 1 new grill – Tim Galler reported that they have trashed all of the old grills and bought one new one for $210.  The Board agreed to purchase the other two, not to exceed $650, since it appears there are some good deals out there right now that might not still be there during the season.  Kay Fogelson     made the motion to purchase two more grills, not to exceed $650.  Marilyn Quackenbush seconded the motion.  Motion passed 5-0.

6.7 – Update on Lifestyles summary of work and review of invoice #4983 @ $16,699 and #4982 @ $21,162 from the reserves and #4893 @ $8,040 and #4892 @ $9,109 and #5004 @ $13,050 from the operating account – during this meeting, it was agreed to charge all of these invoices to the reserves, except #4893, which will be charged to the operating budget.  Tim Galler also reported that now 41 units have been completed in the A building and 60 in the B building.  That leaves 49 to be completed.  Lifestyles is currently completing 5/week, which should allow them to complete all of the units in the next 10 weeks. 

6.8 – Update on replacing 1 bladder tank for building water supple – The Board has already approved this expense, and it will be done once Southwest Creations completes their plumbing work in the A building.

6.9 – Update on plumbing repairs for the A building.  Approve purchase of additional pipe – Dave Perreira said that the 05 stack in the A building was the worst ever!  He said he could not imagine why we didn’t have more reports of kitchen drains backing up.  The plumbers had to go to the 10th floor before the pipe was usable.  This is more than we had anticipated.  Now the 01 stack has been replaced up to the 5th floor.  The 04 stack has been replaced to the 8th floor.  The 02 stack has replaced the first and second floors only, so three more need to be done to get all floors at least through the 5th floor.  The 03 stack has only been done for the first and second floors as well, so there are three floors remaining in this stack as well.  Dave Perreira recommended we buy 16 more pipes to complete the A building and also start the 02 stack in the B building, as there have been some complaints from that stack already.  The rest of the B building will be done in 2013.  Gary Townsend made a motion to buy 16 more pipes for $6,600 and charge this expense to the reserves.  Scott Baker seconded the motion.  Motion passed 5-0.

6.10 – Update on Coastal Fire Sprinkler head replacements – Coastal has completed this project for $12,725.  Some of the repairs required them to cut into the drywall in a few units.  The association is responsible for replacing drywall, but not painting.  One unit also had a sprinkler that leaked and sustained some damage.

6.11 – Update on Black Olive Trees – Tim Galler reported that the county has come back to us saying there was no landscaping plan filed with them when the property was developed.  This is something the Town has asked for, along with views of our property before and after Charley, and our current plantings.  Tim Galler will need to return to the Town to see what we can do next.  This original drawing was a requirement of the Town.

6.12 – Approval of two change orders from RL James for adding the 7th floor in each building at a cost of $2,773.  Scott made a motion to approve these change orders and Kay Fogelson seconded the motion.  Motion passed 5-0.

6.13 – Update on office renovation – Tim Galler reported that this renovation work has been completed.  This expense will come out of the operating budget.  He did not have a final total for this renovation during the meeting.

6.14 – Update on Door Hardware project – Tim Galler reported that 11 doors have been completed to date.  Mike Grimes is doing this work, and he’s able to do about 2/week.  This includes sanding, painting, and changing the door hardware.  Owners can also request matching peep holes at their expense.  The small ones will be $7 and the larger ones will be $14.  We will have all of the door hardware on site within the next few weeks.

6.15 – Update on Housekeeping – Tim Galler stated that Universal is now back on Monday, Wednesday and Friday.  The office has tried to use 7 other individuals from Labor Ready, and they were not satisfied with any of them!  During the season, Dave Perreira recommended returning to Universal to do all of our floors in both buildings on Fridays. 

7.  Committee Reports

7.1 – ARC – no report

7.2 – Landscape – no report

7.3 – Fountain – Updated by Dave Perreira – Dave Perreira talked with the company that we ordered the statues from, and in July, they said they had not been able to find anyone to make the statues we requested!  In September, they told him they had found someone and that they would be ready to ship in 2 weeks.  The third week of September, we paid the remaining expense for the statues of $4,600, but we have not seen the statues yet.  Carol DeLisle will be on the property on 10/7, so Dave Perreira plans to get with her on the remaining issues, specifically the tile that will need to go around the statues.

7.4 – Fine – no report

7.5 – Social – Update by Marilyn Quackenbush – Marilyn Quackenbush said there are three remaining activities planned by the Ocean Harbor Social Committee for 2012.  The first is a ‘Welcome Back Owners and New Owners Pot Luck’.  This will be held on 11/8 at 5:30 PM.  On Thanksgiving, we will again have a dinner starting at 4 PM.  We will want owners to sign up for this event so that we can make sure we have all of the special Thanksgiving trimmings!  Then on Christmas Day, we will have a brunch at 11 AM. 

7.6 – Budget – Update on 2013 Budget and workshop dates – Diane Wilson reported that she is planning to have a Budget Committee Meeting on Thursday, 10/11/12 at 11:00 AM in the clubhouse.   Much work has already been done, so it’s anticipated that the budget will be ready for the Board’s review the following week. 
 
8.  Unfinished Business

8.1 – Approve $4,975 for the plumbing and electrical work needed for the Staff Bathroom – Scott Baker made a motion to accept this proposal from Southwest Creations.  Marilyn Quackenbush seconded the motion.  Motion passed 5-0.

8.2 – Unit 502B requested screen and railing replacement reimbursement in the amount of $1,436.00.  Scott Baker made a motion to accept this request and Kay Fogelson seconded the motion.  Motion passed 5-0.

8.3 – 2 HD boxes with Internet for the Theater and Internet with Wi-Fi capabilities in the clubhouse.  Cost estimated at $1,800 a year plus tax.  Dave Perreira mentioned that we need to set up a new G/L code for this in the contract category.  Scott Baker made a motion to accept this new contract and Marilyn Quackenbush seconded the motion.  Motion passed 5-0.

8.4 – OH operating account has been moved to U.S. Bank.  Approve application for a debit card from U.S. Bank at a limit of $500 – since we have cancelled our old CNL account, the old debit card is no longer valid.  This proposal is to replace the card the office had before.  Scott Baker made a motion to grant this credit card and Kay Fogelson seconded the motion.  Motion passed 5-0.

8.5 – Approve painting of the front gate at a cost of $1,200 and $150 for the side fence and gate – Tim Galler reported that this work would be finished on 10/5.  Scott Baker made a motion to approve this expense from the operating account, and Kay Fogelson seconded the motion.  Motion passed 5-0.

8.6 – Status on elevator bids from Kone, Otis, and Thyssen Krupp – the Board reviewed the spreadsheet of the options that Diane Wilson had created.  We only want a 12 month ‘Oil and Grease’ contract.  It seems as though we paid over $2400/month over the length of our last contract with Kone, and always had to pay for anything they did extra anyway!  So, this limited contract will hopefully reduce our expenses for elevator maintenance.  Much discussion ensued over this item as our reserve study says we should be replacing these elevators in 2017 and 2018.  Between then and now, we need to have these elevator companies bid on our replacement.  Having one year contracts until then will give us an opportunity to buy some time.  We ultimately agreed to give Kone our business for another year.  Marilyn Quackenbush made this motion and Scott Baker seconded it.  Motion passed 5-0.

8.7 – Clubhouse and pump house building numbers – Dave Perreira has researched this issue and learned that both of these buildings are registered with the county with the numbers 4747.  They are officially listed as 4747 – Clubhouse, and 4747 – Pump House.  Dave Perreira recommended that we purchase signage for these buildings with their proper designation.  Scott Baker made a motion to approve this expense and Marilyn Quackenbush seconded the motion.  Motion passed 5-0.

8.8 – Tile quote for the staff bathroom @ a cost of $700 and the A and B building housekeeping closets at a cost of $250 each – since the money approved by the owners for the staff bathroom has already been earmarked for the plumbing and electrical work, the Board agreed to go back to the owners in the annual meeting ballot to request additional funds to finish the project.  It’s anticipated the remaining expense will be approximately $2500 more.  Dave Perreira made a motion to tile the housekeeping closets, and Marilyn Quackenbush seconded the motion.  Motion passed 4-1.

8.9 – Update on swale grass removal and increasing water retention – Dave Perreira had sent the Board pictures of these swales after a brief downpour, and they were filled to the brim!  This project has a bid from Bradanna to dig the swales down another 18 feet, remove/move some light poles, and also construct a concrete box with a metal lid to house a pump in the future.  The first phase of this project will be $22,450.  The Board agreed to give Bradanna the job to do the swale in front of the A building, and then asses the job this company has done.  Gary Townsend made a motion to accept this bid, contingent on the A building being done to our satisfaction.  Scott Baker seconded the motion.  Motion passed 5-0.

8.10 – Move Hallway repairs from reserves to operating account.  Review final invoice – Dave Perreira said he meant to remove this item from the agenda.  The hallway repairs will remain in the reserves.

8.11 – Approve installation of a 5 hp submersible pump for geo-thermal pool heating by Symbiont Corp @ a cost of $5,108.03 – this pump has already been installed.  Marilyn Quackenbush made a motion to accept this expense in the operating budget.  Scott Baker seconded the motion.  Motion passed 5-0.

9.  New Business

9.1 – Driveway fountain repairs – Dave Perreira said that the fountain was in dire need of repair.  It appears the contractor who did the tile last time did not use epoxy grout.  A brief discussion ensued pertaining to whether or not to Gel Coat the top cap of the fountains, or use Marcite.  It was decided to use a gel coat as the onsite maintenance team could maintain this finish and the cost savings would be attained by doing preventative maintenance work in house.  Dave Perreira made a motion not to exceed $35,000 spent out of the reserve account to renovate the driveway fountain. Scott Baker seconded the motion. Motion passed 3-1.  This item will also be sent to the ARC Committee for their recommendation.  

Please note, Marilyn Quackenbushes phone had problems from this point on and she could hear but not respond.  That’s why this item, and the rest of the items discussed, has only 4 Board members voting.

9.2 – Update on Pool fence power washing, repairs and/or replacement – we have received bids to repair and paint the current fence for $13,400, and a bid to replace it for $16,000.  The Board agreed that this could be a summer job in 2013, and that ARC should get involved during the season to determine the best approach.

9.3 – Concrete repairs.  There are 8 areas that are in need of repairs and/or replacement @ a cost of $6,500 – Some of these spots could be trip hazards.  With that in mind, Scott Baker made a motion to spend the $6,500 from the reserves to fix these 8 areas.  Gary Townsend seconded the motion.  Motion passed 4-0.

9.4 – William H Fischer’s request for a therapy/service dog accommodation – Scott Baker made a motion to approve this request and Kay Fogelson seconded the motion.  Motion passed 4-0.

9.5 – Brenda Terhune’s request for a therapy/service dog accommodation – Brenda Terhune will need to resubmit an application after one year since the disorder is checked as only temporary. Scott Baker made a motion to accept this request.  Kay Fogelson seconded the motion.  Motion passed 4-0.

9.6 – Stroemer and Company’s proposal for our 2012 audit and 2012 taxes – We have received bids from this company to do our audit and taxes again for 2012.  They did a nice job last year, so we agreed to use them again.  The audit will be $7,000 and the taxes will be another $500.  Kay Fogelson made a motion to accept this proposal.  Scott Baker seconded the motion.  Motion passed 4-0.

9.7 – 2010 tax refund in the amount of $1406.00 – This was information only.  We have already received this refund.

9.8 – Approval of Lance Wilcox’s proposal @ $11,402.00 to trim all the trees – This work has already been approved and completed.  Kay Fogelson made a motion to accept this expense.  Scott Baker seconded the motion.  Motion passed 4-0.

9.9 – Discussion on pavers being installed under the carports and walkways – The Board has received two bids for this work.  The first was for $91,000 and the second was for $136,000.  The Board agreed to pass this issue to ARC for their recommendation.

9.10 – Request from Lois Dugan for 2 additional dogs in their condo for two weeks – this request is for 2 dogs under 20 pounds to stay with the Dugan’s for a little less than two weeks in early November.  Scott made a motion to approve this request and Kay Fogelson seconded the motion.  Motion passed 4-0.

9.11 – Approval of Action Gate contract renewal – Dave Perreira has asked all of our contractors to move their dates to an annual renewal.  So, Action Gate will be on a monthly contract until 1/1/13.  Then their contract will be in play at $1,080 for 2013.  Scott Baker made a motion to accept this proposal and Kay Fogelson seconded the motion.  Motion passed 4-0.

9.12 – Employee overtime – Dave Perreira said that James Murphy was staying on the property for 1 – 1 ½ hours every night after the contractors all leave.  This results in approximately 5 – 7 hours of overtime each week.  Scott Baker made a motion to authorize this overtime until Lifestyle was off the property.  Gary Townsend seconded the motion.  Motion passed 4-0. 

9.13 – Proposals to replace water damaged electrical boxes.  One at the front fountain ($1,165), another at the driveway fountain ($1,020), nineteen light poles @ $80 each ($1,520), and nine poles with outlets for additional Christmas lights at $75/pole (not to exceed $2,500) – Dave Perreira made a motion to accept these bids and Scott Baker seconded the motion.
Motion passed 4-0.

9.14 – Approve Health department permits for computer controllers installed on each spa @ a cost of $750. – Scott Baker made a motion to accept this required expense and Kay Fogelson seconded the motion.  Motion passed 4-0.

9.15 – Discussion about keyless gate openers for pedestrian gates – the Board agreed to take no action on this issue at this time.

9.16 – Discussion on the opinion received from B&P in regards to the ARC committee’s responsibilities – B&P’s opinion to the Board explained that ARC is an advisory committee only.  They also said it’s unusual for a condo association to have an ARC committee.  Dave Perreira suggested we pick summer projects for 2013 and let ARC run with them when they all arrive on the property. 

9.17 – Approve request from John Rosania to hold a seminar on Estate Tax Planning November 14th at 2 PM – Dave Perreira made a motion to approve this request and Scott Baker seconded the motion.  Motion passed 4-0.

10.  Adjournment - Scott Baker made a motion to adjourn the meeting at 12:58 PM.  Kay Fogelson seconded the motion.  Motion passed 4-0.

Respectfully submitted,

Marilyn Quackenbush, Secretary