The Sandarac II Association, Inc.
Board of Directors Meeting
February 25, 2009, 10:00 AM
Held in the Sandarac II Social Room
Herb referenced the portion of the minutes pertaining to the elevator A-17.3 update bids. Specifically, the bid by Simplex Grinnell which was $9,598.00. He solicited and received a bid from Fyr Fyter for essentially the same work for approximately $2,000.00. He noted, “That based on that savings and the prior Board approval to proceed with the work, a contract was signed with Fyr Fyter and, the work has already begun”!
Correspondence:
1. An email from our insurance carrier, Brown & Brown. (Ref copy attached) Herb made summary comments regarding the essence of the email. Essentially, Sandarac II will experience a reduction of costs. Last years premium was $107,512.00, our budget was for $109,800 and the renewal premium will be $97,065.00, for a savings of $9,289.00.
Unfinished Business:
Existing Contracts:
A. Hotwire – Frank Caccamo stated that Hotwire has not responded to letters sent to them dated 1/20/09 and 2/09/09. Frank read his follow up letter to Hotwire which will be discussed in more detail at a future meeting.
B. Alliant Property Management, LLC- Herb Dechant briefly summarized our association with Alliant since early 2007, at an expense to the association of approximately $1,500 per month, plus 10% of salary expenses The general consensus of the Board was that we are not getting our money’s worth. A discussion took place and ended with each Board member in full accord with terminating the contractual agreement with Alliant. Larry Phillips read a letter which will be sent to Alliant (copy attached) notifying them of our intent to terminate the contract effective March 31, 2009.
New Business:
1. Herb led a discussion related to what management style would best suit our association’s needs at the present time. It was unanimous that our experience with management companies has not been satisfactory and that an on-site management style would be most desirable. Bill Luckfelt's name was mentioned as a candidate noting the commendable job he has done. The Board also expressed positive interest to offer the maintenance position to Clarence Reese.
2. Proposed Job Description – Herb noted the Job Description is essentially as used in the past with our previous on site managers.
3.
Proposed Employment Agreement – A discussion took place and was unanimous
to offer this Agreement to Bill Luckfelt.
4. Salary to be offered to Bill Luckfelt – Herb reviewed what is currently paid to Alliant and then explained what Bill had conveyed to him regarding his present pay structure. It was concluded that Bill Shannon will review the present pay to Bill then submit a proposal to the Board based on his new Job Description.
5.
Proposed contract from Gilman Ciocia – The accounting firm who will do
the accounting portion of the financial matters pertaining to Sandarac II. Fees
for their services will be $750.00 per month, not to exceed $9000.00 per year.
6.
Discussion re: Proposed walkway re-work
– Herb explained that upon review from the several contractors who have
submitted proposals, one proposal tends to stand out as a leading possibility
for further consideration. This conclusion is shared by other Board members.
Herb commented that in order to answer any questions regarding the project, the
materials used, installation practices, etc., later in the meeting, Jeff Berlew
of Northern Industrial Flooring, will be calling for an opportunity to answer
any questions. Additionally, and prior to the call from Jeff Berlew, Herb
invited Chip Deifel and Bill Watson, both owners, to discuss with the Board
their thoughts about the project and participate in the call and ask questions
of Jeff Berlew. Chip and Bill have extensive and balanced backgrounds in these
matters, thus, Herb asked for their participation in this review of product,
installation and more.
7. Social Room Window Treatments – Herb appointment a committee of Gail Chimenti and Larry Phillips to look into and report back to the Board recommendations for window treatments.
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Herb explained the need for another meeting to make a decision to continue forward with the walkway project and any resulting assessment. Once an assessment is determined, from that date forward, the owners must be notified two weeks before the Board has an assessment meeting. That would be the meeting which will allow input from the owners to the Board and the assessment would be announced along with payment options and terms of the proposed assessment. |
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Previous Updates
January 16th, 2009
The following is a summary of the minutes of the subject Board meeting.
Treasurer's Report:
a) Bill Shannon reported on 11 months of financials for the Association.
b) Bill Shannon reported that the Gator utility vehicle was purchased with operating funds and will be depreciated
c) Bill Shannon reported that $1,282.00, a 3% increase was adopted for the quarterly budget fee.
d) Bill Shannon reported that the Finance Committee has offered a seat to Jeff Schiemann to become and serving member.
Unfinished Business:
a) Herb Dechant reported that there have been no written responses from Hotwire received yet in regards to the demand letter sent by the Association.
b) A telephone call from a Hotwire Manager has been only communication in regards to the letter.
a) Frank reviewed the RFP sent to the Board previously and asked for changes or recommendations.
b) Upon the Boards discussion the RFP form will be sent out to the contractors that were notified earlier this year about the project.
c) This item will be reported on at the next meeting.
a) Frank Caccamo reviewed the Fort Myers Beach Condominium Associations meeting to review updates to the elevator regulations.
b) There is still legislation that is still pending.
c) They were advised that legwork on this project should begin in case the legal case fails to prevail.
d) Frank Caccamo will begin to work with different elevator vendors to gather numbers.
a) Herb Dechant reported that currently the Association and Sandarac 1 are seeking bids for the bottom of the pool resurfacing.
b) Herb Dechant will be meeting with Bud Mays, president of Sandarac I within the next few weeks to discuss.
New Business:
a) Herb reported that due to the lack of space in current storage space, he proposed a new bike rack be installed near Sandarac 2 dumpsters in parking lot.
b) Herb Dechant brought examples and the BOD reviewed these examples.
a) Herb Dechant reported on the possibility of moisture under the building becoming a problem.
b) The BOD will research different ventilation systems and look into a solution to resolve problem.
a) Herb Dechant reported that fire alarms were never monitored before.
b) The BOD reviewed proposal from Symplex Grinell.
HOLIDAY UPDATE
The Sandarac II Board of Directors would like to wish all our owners a Merry Christmas and Happy Hanukah and best wishes for the New Year.
The Annual Owners Meeting was held on Friday, December 5, 2008. It was preceded by an Owners Dinner held at 5:00 PM on December 4. A delicious dinner was served and a good time was had by all.
At the Annual Owners Meeting there were twenty Owners present in person and thirty-three present by Proxy. All issues on the Proxy passed by large margins. The Owners present as well as the Board were very dissatisfied with the performance of Mitch from Alliant Property Management. The dissatisfaction stemmed from mailing the wrong Budget to the Owners to approve, a letter that went to the owners in draft form instead of proper letter format and poor handling of the proxies and voting at the meeting. As to the wrong Budget mailed, the Board of Directors had approved the correct Budget at their meeting on November 12, 2008. Florida statute reads that the Board of Directors is responsible for approving the Annual Budget. It has been a president in the past to give the Owners an opportunity to approve the Budget, even though it is not required. A revote by the Owners will not be necessary. The correct amount of the quarterly fee is $1282.00 which is $42.56 less than the one mailed with the proxy. The correct Budget is enclosed with this letter.
After adjournment of the Annual Meeting, a meeting of the new Board of Directors was opened. There were 4 open seats for the Board and there were four applicants. Two of the former Members had elected not to run again. Bonnie Ball did not run again due to illness. Stan Hastings did not run again so he could spend more time with his wife, Elaine, who has been in a rest home for several years. We thank them for their services as Board Members. Two Members of the previous board applied as well as two new Members. Consequently no election was necessary. The two past Members are Don Ball and Larry Phillips. The two new Members are Gail Chimenti and Jerry Kohart. Election of officers was held and the new Board is made up as follows; Herb Dechant President, Frank Caccamo Vice President, Bill Shannon Treasurer, Larry Phillips Secretary, Don Ball Member, Gail Chimenti Member and Jerry Kohart Member. We welcome the old Members back and are happy to have the two new Members joining us. Gail’s and Jerry’s resumes, which should have been mailed with your packet, are also included.
The grounds are looking better than ever due to the efforts of Bill Luckfelt, our office and maintenance manager and Clarence Reese, our full time maintenance man. Both Bill and Clarence are doing excellent. We are fortunate to have them both.
All in all everything seems to be running along smoothly. We look foreword to seeing you all back this season.
Herb Dechant Pres.
For the Board of Directors