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MINUTES OF REGULAR MEETING OF BOARD OF DIRECTORS OF
SUMMERHOUSEBEACH & RACQUET CLUB
CONDOMINIUM ASSOCIATION, INC.
December 1, 2007
The Board of Directors of Summerhouse Beach & Racquet Club Condominium Association, Inc. held their regular meeting at 9:00 AM on Saturday December 1, 2007, at the offices of the Association. President Norm Breen called the meeting to order. General Manager, Keith Jones, took role call and declared a quorum.
Directors present were:
Phase I Don Trefry, Mike Langton, Marilyn Helman
Phase II Norm Breen, Bill Carlson, Don Coker
Phase III Steve Tate, Bob Ford
Phase IV Bob Mericle, Bob Wheeler
Directors Harry Ballance, Phase 2, and Carol Vaneman, Phase 4, were absent. A number of owners as well as the association’s attorney, John Geiger, were present at the meeting.
A motion by Bob Ford, seconded by Bob Mericle, to waive the reading of the October 20, 2007 minutes for the Board of Directors meeting and accept them as submitted passed unanimously.
Keith Jones introduced Dallas Shumaker, Fire Inspector from St. JohnsCounty, and Mr. Shumaker discussed the findings of the recent fire safety inspection at Summerhouse. Mr. Shumaker stated that all commercial enterprises on A1A were recently inspected and all had numerous violations. The mandated fire alarm system was discussed in detail and Mr. Shumaker entertained numerous questions from the Board and the audience. Mr. Shumaker stated that he would work with the General Manager and our attorney to pinpoint what buildings would be required to have an alarm system.
Mr. Shumaker reinforced the need for owners to remove all non-electric grills from townhouse balconies ASAP, and reiterated that gas or charcoal grills used on the ground level must be used 10 feet away from all buildings.
Mike Langton moved that a committee comprised of Don Coker, Mike Langton, Bob McCreery, and Keith Jones address the issues noted in the fire marshal inspection. Motion was seconded by Don Coker. Motion was approved.
President Breen made a motion to ratify the written motions made by the Board regarding the appointment of Thomas Orr to replace Nancy Detweiler on the Rental Board and the other Rental Board Directors appointed at the last meeting. Don Coker seconded the motion. The motion was approved.
General Manager/Rental Report. Keith Jones. See attached Manager’s report.
Mr. Jones reviewed the tasks and action items that were completed over the past 6 weeks.
Rental Report – No report
Officers’ Reports
President. NormBreen. No report
Vice President. Don Coker. No report
Treasurer. Bill Carlson. See attached Financial Reports. A motion by Bill Carlson to accept the financial reports as of October 31st, 2007 was seconded by Don Coker and passed unanimously.
Secretary. Carol Vaneman. No report
Committee Reports
Landscape. Marilyn Helman. See attached report.
Architectural/Structural. Mike Langton. Mr. Langton reported that sod was placed at the ends of the patios in Phase 1 that required it as a result of the rain eroding away the grass there. The idea of French Drains in the courtyards will be reevaluated in 6 months.
Bylaws/Documents. Bob Wheeler. No report.
Welcome. Garry and Carol Vaneman. No report.
Personnel. Don Coker. Mr. Coker brought up the fact that annual reviews are coming up. Mr. Coker solicited input from any Board member or owner in regard to our employees’ performance.
Ad Hoc Committees.
Improved Communications Committee. See attached report. Bob Ford reported that the committee recommended several changes to the Summerhouse website and owner’s page for more effective communications. The most recent and future newsletters will be added to the owner’s page. Mr. Ford also complimented Garry Vaneman’s website that is linked to our owner’s page. Mr. Vaneman’s site is updated regularly with new photos and contains a host of valuable information.
Old Business
Painting of buildings is progressing nicely. The painters are now in phase 4 and will soon be working on the office and racquetball courts. A thorough inspection of all buildings will be conducted before the project is completed.
Building 19 repairs are approximately 85% completed. Units 438 & 439 have been completed and contractors are working inside unit 437.
FitnessCenter renovations have been completed. Many owners have complimented on the new additions and layout.
FPL energy audit was discussed and Mr. Jones said that the majority of the suggestions were common sense items such as monitoring of thermostats, turning off the hot water heaters when not in use, and replacing light fixtures and bulbs with more efficient models.
Building steps holding water after a rain was discussed and Mr. Jones will contact companies to obtain a second opinion regarding the problem and have them look at several stairways in different buildings.
Painting of walkways, patios, and balconies is progressing, though slowly. Our maintenance men are working in phase 2 currently. The project will most likely continue into the next year.
New Business
Mr. Jones presented two bids for the replacement of all 9 pool heaters. One company carries Rudd heaters and the other carries AquaCal, the brand of heaters we currently have. Bob Ford made a motion that the Pelican Pool bid with AquaCal heaters be accepted and Mike Langton seconded the motion. Motion passed unanimously. The heaters will be installed this month and come with a 5 year warranty. Mr. Jones will look into an extended warranty opportunity.
Mr. Jones presented the cost of the employee’s health benefits to the Board and requested the current company contribution cap be revisited. After much discussion, Mr. Wheeler made a motion to increase the company contribution by approximately 10% capping the employer contribution at $350.00 and Mr. Coker seconded the motion. The motion passed.
Mr. Jones requested the Board raise the late fees on maintenance dues to $25.00 from the current $10.00. Mr. Jones reported that a significant number of owners are habitually late with their fees and this may act as an incentive to pay on time. Mr. Ford made the motion to increase the late fees on maintenance dues to $25.00 and Mrs. Helman seconded the motion. The motion was approved and passed unanimously. The increase will go into effect January 1 with the new coupon books.
Mr. Jones brought two bids before the Board regarding housing for our night manager and family. The request for bids was announced in the most recent newsletter. Mr. Langton made a motion to accept the lower housing bid and Bob Ford seconded the motion. The motion was approved and passed unanimously.
Continued Action Items for the General Manager.
- Work with attorney, John Geiger, and fire inspector to review recent inspection and negotiate work to be done.
- Paint walkways, patios and balconies project to continue until completed
- Mr. Jones to obtain 2nd opinion on stairs holding water.
- Have POD in front of unit 132 moved to the fenced-in storage area.
- Add current and future newsletters to the owner’s page on the website.
- Investigate extended warranty for new pool heaters.
- Bring details of the employee health benefits to the February meeting.
The next regular Board meeting will be held on February 16th at 9:00 AM in the clubhouse.
The meeting was adjourned at 12:30 PM.
Respectfully submitted,
Keith Jones, GM