The Travelers Club
Hialeah Condominium Association
6210 Ocean Avenue
Wildwood Crest, NJ
HCA Unit Owner Annual Meeting Minutes on May 25, 2013-
Draft
Date: May 25, 2013
Place: North Room Crest Pier, Wildwood Crest, NJ
Call to Order: 10:00 a.m. (by Phil Conroy, president)
Proof of Notice: 67 % representation
Unit Owners represented: 16 in person
Units
101 |102 |103 |104 |105 |106 |107 |108 | |201 |202 |203 |204 |205 |206 |207 |208 | |301 |302 |303 |304 |305 |306 |307 |308 | |
President’s remarks:
Phil welcomed Unit Owners, thanked them for their attendance, and recognized the work the Board had done over the past 6 months. He distributed a package of the following information: Additional comments noted with an ‘*’.
1. Hialeah Board. At this point in time the board is made up of Phil/103 (President), Glenn/201 (Vice President), Taylor/307 (Treasurer), Gail/102 (Recording Secretary), and Andrea/301 (Trustee). Gail, Phil and Andrea will finish their 3 years on the board this June. John Ianucci/208, Laura Sperber/105 and Steve Sweeney/106 have expressed interest in serving as a trustee. As was noted in the previous agenda, a formal nomination and voting process will occur at our Unit Owners meeting. We welcome any additional interest, whether for these opportunities or in the future. Once all trustees have been decided, they will meet separately, and formally decide Board positions.
2. Smoke Detectors. Stairwell detectors are the usual suspects for false alarms. A Crest official said we may not need these detectors due to the design of the stairwells. Do the large vents make the stairwells now open stairwells? An architect is investigating this with the Crest. If removing these detectors is not possible, then we will have these two detectors replaced with new detectors. We looked into temperature sensitive vice smoke sensitive detectors but gave up on this because reportedly the temperature sensors are not as reliable as the smoke sensors.
* There was a lengthy discussion with Unit Owners on solution options for smoke detector issue.
3. Engineering Study. Vista Mar has agreed to make many modifications noted in the Becht report and is currently making repairs. The enclosure has been promised to be completed by Memorial Day (??). The sprinkler mods required because of the enclosure were recently completed by Affordable Fire. Rich Marsden told us that he has the electrical mods scheduled for the enclosure and should complete his part of the project in the next week or two. They (Vista Mar) have promised other completion dates for the enclosure and have not come thru yet!!
*The engineering study is posted on the web site with the roof remediation completed and the sprinkler installed in the partially build elevator room. It was noted that the fire monitoring console should not be on exposed to the outside; Marsden, our electrician, was able to get a new console leveraging the warranty. Solution options discussed: enclose the console or move the console. Incoming Board to address.
Unit 106 indicated the front of the building is coming down, that there appears to be a structural issue (observed in Units 106 & 104) and that this is beyond normal settling. Unit 106 volunteered to have a letter written to serve notice to the Builder of this issue and the need to extend the warranty.
4. Becht Reserve Study. The Becht recommendations will be discussed at the All Owners' meeting, and its ramifications on the dues for next year. A big change is not expected.
*Reserve study is posted on HCA web site.
5. Building Maintenance. Garage ceiling repair/painting, rusty doors sand/paint, ocean side stairwell door repairs, garage support beams repair/protection, repairing/painting stairwells, storage room doors for each condo sanding/painting, ocean side stairwell door repairs. A contractor has been given the go ahead to do the stairwell repairs/painting. A contractor will attempt to repair the ocean side stairwell door in the next week or two.
* Starting next week building maintenance/painting begins on stairwells; Ocean side stairwell door issue was discussed & a suggestion was made to reset door (open in the other direction)?
6. Pool/Hot Tub. The pool/hot tub filters will be changed to sand filters before the season starts. This will be a cost savings in the long run, and also a performance increase over the existing pleated paper filters.
7. Rear Walkways. The rear walkways have recently been power washed. This got rid of dirt/grime but not deep stains assumed to be from sun tanning products. We had a team looking into a solution to the deck stain problem, but the team has not come up with something to get rid of the stains, short of sanding/recoating the decks.
* Unit 108 reported that there is not one good solution for all the types of stains. Gel coat (what they put on boats) can be complicated especially if stains fill the pores (what occurred at Hialeah) without wax being applied to prevent this situation. The cost to refinish all 3 floors would be ~$6000.
8. Elevator. We have received an estimate from Schindler to install key pad access at the garage level for the elevator. Current plan is to install the elevator keypad after the summer season. In the fall, we will lock the stairwell doors (everyone was given stairwell keys previously) and then to enter the building you would need to know the keypad access number to call the elevator to the garage level, or use the stairs using your stairwell door key. We will need to rely on everyone to keep the stairwell doors locked, if you opened it to enter the stairwell/building, then after you enter the building, you need to lock the door behind you.
9. Management Company. The board has decided to go with Cabrera this summer to provide pool/cleaning/security services. The specs we used last summer for these services were the basis for the Cabrera proposal, so we should not see a change in the services provided. We had a team of owners (Frank/205, Rakesh/107, Chuck/305, and Taylor/307) investigate using a management company and Cabrera was the unanimous recommendation to the board by this team.
* Phil & Board expressed appreciated to the subcommittee for their work in researching Property Manager options for the Hialeah. The subcommittee noted that three different companies were evaluated before unanimously recommending Cabrera and that the contract provides expanded coverage. The Board encouraged the Unit Owners to notify the Board with any service gap or deficiency observed to assure services provided by Cabrera met our expectations as defined by the contract.
10. WiFi for Building. In order to provide coverage for the whole building you will need to have more than one WIFI access point. Since our building is not hardwired for this we would need to use wireless range extenders. These are devices that pick up the signal from the primary WIFI hotspot and repeat (amplify) the signal to extend its range. The concern is the placement and maintenance of the primary router and the range extenders. Ideally the primary connection would be placed in unit 204 or 205 (the center of the building). Then put extenders into units 103,106,202,207,303 and 306 (these are guesses, we would have to see what works). This (range extenders) was tested and in 4 months it had to be unplugged and plugged back in 2 times. Here are the issues:
A. Are people willing to have the equipment in their units? It's not big, but it does take up an outlet and we are not sure where we would need to put them in their units for maximum coverage.
B. Who is going to do troubleshooting and maintenance when there are hardware issues? Given the number of power outages/surges we have this might be very often.
C. Are people going to let people come into their units to do work when they are not around, or if they have renters in their units?
* Unit 106 talked to Comcast of NJ and noted that WIFI extenders won’t work at the Hialeah. Unit 107 inquired about any other options between Verizon or Comcast; other motels are going to Dish.
11. Pool Furniture. We have collected info for a heavy duty table to replace the lightweight plastic round table we had that was damaged last summer. The existing table will be repaired before summer. The heavy duty table is similar to the picnic bench we have and should last a very long time. This will be up to the new board if they want to pursue this. We have purchased 8 of the blue chairs to replace the white chairs that broke last summer. We lose some white chairs every summer, and we have been replacing them with the blue chairs that so far have held up pretty well. The blue chairs are more expensive, but look nicer, are more comfortable, and last longer.
* The new pool furniture could not be delivered over the holiday weekend; Phil asked Taylor to schedule delivery. A replacement table, for the broken white round table, was discussed and there was interest in securing a heavy-duty table; Taylor, as Treasurer, to determine funding source for the more-expensive and stronger table.
12. Miscellaneous Building Mods. We have been looking at:
A. Shower in rear of building for sand rinse off.
B. Changing bright garage lights to fluorescent bulbs to save electricity.
C. Something to protect cement under pool shower.
Phil continued his remarks:
• Phil explained the history of the current numbering system with our pool tags. He indicated that he is in contact with a new vendor to see about getting pool tags numbered more appropriately with Unit #s.
• Sprinkler System Test/Inspection – inspection by Affordable Fire Protection was held on May 7th and Certificate of Inspection received on May 21.
Gail remarked at the extensive time and effort Phil has given to serving the Hialeah community and expressed appreciation for these first 3 years as our President. The Unit Owners gave a hearty round of applause to Phil.
HCA meeting minutes from the Oct 20, 2012 Unit Owner meeting were approved.
Treasurer’s Report: (attached)
Nelson distributed and reviewed a package of financial exhibits:
• Balance Sheet as of 4/30/13; retained earnings of $6000 noted
• Variance Analysis of Income statement (Jan-Apr 2013 vs 2012)
• Balance Sheet as of December 31, 2012
• Profit & Loss Previous year comparison (Jan-Dec 2012 vs 2011)
• Capital Reserve 4/30/13 + 12/31/13 (balance as of 4/30/13 and then a comparison view of 2 reserve options – component (results in shortage) or 5% (results in an excess); Treasurer supports and recommends the 5% option for reserving.
• Becht Engineering Capital Reserve report excerpts (the 3 options) were reviewed/discussed. Treasurer noted that he rejection of the 10% option as not viable for our association but that the others were with his support of the 5% option.
• Comparison of the 2012 and 2013 budgets (It was noted that the 2012 actuals had a $10 variance to the 2012 budget and complimented the previous Treasurer (Ken).
• Detailed budget comparison by expense category
Additional comments made:
• Nelson and the Board recommended having a reserve study every 5 years
• Taylor noted that the association accounting service noted the outstanding job Nelson did in cleaning up our association books. There was a round of applause from Unit Owners to Nelson.
New Business:
Elections:
• Phil opened the nomination process
• Three Unit Owners were nominated: Steve Sweeney (Unit 106), Laura Sperber (Unit 105), and John Iannuci (Unit 208)
• A motion was made/accepted to suspend with a written ballot and take a vote with a show-of-hands
• Phil called for a vote on all 3 nominees and they were unanimously accepted
Open Forum:
• Unit 303 inquired whether the Hialeah meets the new flood/rebuilding requirements and Steve Sweeney replied ‘yes’.
Meeting was adjourned at 11:06 am.
Respectfully
Gail Gretzmacher
HCA Recording Secretary
========================== Attachments =====================================
Agenda:
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Sign-in Sheet:
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Treasurer Report:
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