Plaza de Flores Condominium Association, Inc



Plaza de Flores Condominium Association, Inc.

Meeting of the Board of Directors

Plaza de Flores Clubhouse, 4202 Central Sarasota Pkwy

February 19, 2019 7:00 p.m.

Call Meeting to Order: Robert Ingraham called the meeting to order at 7:00 p.m.

Determination of a Quorum: Brian Glabb, Mark Habermann, Robert Ingraham, & Frank Whitsura present in person.

Owner’s Present: Jim Atherton (Unit 422), Tony & Rosemarie D’Elia (Unit 511), Nick Demarinis (Unit 426), LeLand Fuller (Unit 1225), Arnold Galet (Unit 1424), Terri Gareau (Unit 916), Terri Habermann (Unit 1022), David & Terry Herman (Unit 912), Greta Ingraham (Unit 416) Larry Leone (Unit 1421), Bob & Carol Levanti (Unit 911), Joseph Petriello (Unit 421), Gerald Ratzer (Unit 1027), Shelia Sasselov (Unit 1416), John Stefanik (Unit 814) and Marilyn Wachter (Unit 1026).

Proof of Notice: Notice was posted per FL Statute and Bylaws.

Approval of the Agenda: Robert Ingraham made a motion to make the following changes to the agenda. The approval of Frank Whitsura to be an authorized signer on our accounts. The approval of the January 14, 2019 meeting minutes. Move the Comcast Cable Television discussion as the first item of business. Frank Whitsura seconded and the motion passed unanimously.

Approval of the Minutes from the January 14, 2019 Board Meeting

Robert Ingraham made a motion to waive the reading and approve the minutes of the January 14, 2019 meeting. Frank Whitsura seconded and the motion passed unanimously.

Approval of the Minutes from the January 15, 2019 Board Meeting

Robert Ingraham made a motion to waive the reading and approve the minutes of the January 15, 2019 meeting. Frank Whitsura seconded and the motion passed unanimously.

Approval of the Minutes from the January 22, 2019 Board Meeting

Robert Ingraham made a motion to waive the reading and approve the minutes of the January 22, 2019 meeting. Frank Whitsura seconded and the motion passed unanimously.

Comcast Cable TV Contract Offer

Robert Ingraham introduced Kim Aita, the Comcast Representative negotiating the Plaza de Flores contract renewal. Kim gave an overview of the service currently used at Plaza de Flores. 58% of the residents have upgraded to HD service, 69% have internet and 16% have home telephone.

Kim discussed the current bulk package and the 2 options being presented for contract renewal.

Option 1 - High definition television.

Option 2 - High definition television plus internet.

These two options are offered as a 5 year agreement with 4% annual increases. Kim offered a one-time renewal compensation of $20,000.00 or $100.00 per door.

Robert Ingraham explained that Option 1 is an additional $5.00 per unit. The $100.00 per unit rebate gives Plaza de Flores 20 months without an increase. In addition, The Comcast offer includes going back to 2018 rates for 2019, eliminating the 4% increase in 2019.

The board discussed the 2 Comcast offers. After listening to owner comments, Robert Ingraham made a motion for the board to approve Option #1, so the segment of the community that does not want internet would not be forced to pay for it. Frank Whitsura seconded.

The vote was split with Mark Habermann and Brian Glabb in favor of Option 2.

With no decision, the board continued with the agenda of the meeting and the agreement that they would reconvene when Constance Shaw would be available to vote.

Financial Report

Treasurer’s Report

Frank Whitsura gave the financial report for January 2019.

Total revenue was $57,883.00 and on budget. Total expenses were $50,309.00.

Operating cash available was $143,543.00.

Total Reserves are $716,512.00

Line of Credit Issue

Robert Ingraham explained that at the last meeting, someone asked if the Association should discontinue the line of credit. Robert said it is a 3 year line of credit with a $250.00 annual renewal fee.

Old Business

Authorization of Frank Whitsura as an authorized signer

Robert Ingraham made a motion to authorize Frank Whitsura as a signer on our financial institution accounts. Brian Glabb seconded and the motion passed unanimously.

Standards for the Approval and Disapproval of Lease Applications

Robert Ingraham presented our attorney’s set of standards for the approval and disapproval of lease applications. Robert made a motion to adopt the standards. Frank Whitsura seconded.

Brian Glabb suggested that the board wait and adopt the standards at the February 27, 2019 meeting, where all of the Rules will be discussed. All agreed to wait until the February 27th meeting.

Water Usage Status

Robert Ingraham explained that a lot of issues have arisen including a water meter which is not shown any usage. Robert Ingraham made a motion to suspend any further action, specifically sending letters to owners who are showing high usage, until these issues are resolved. Mark Habermann seconded and the motion passed unanimously.

New Business

Southwest Services Maintenance duties

A list of the duties of our maintenance person was prepared for the board.

Mark Habermann was told by some residents that the actual detailing of the buildings is not being done properly. After a brief discussion and favorable comments about the work being done, it was agreed that Southwest Services would continue handling our maintenance duties. The owner of Southwest Services will be contacted to remind him that coverage is needed when the maintenance person is absent.

Lakes Maintenance Contract

Quotes were received from our current vendor The Lake Doctor and a competitor, Aquagenix. The pricing was the same for both contracts which is price reduction from our current contract.

Brian Glabb made a motion to accept the contract from Aquagenix. There was no second to the motion.

Mark Habermann made a motion to accept the contract from The Lake Doctor. Frank Whitsura seconded and the motion passed unanimously.

Carport Roof Cleaning Request

A request was made from a Unit Owner to pressure wash the top of the carport roof because it was very dirty and visible from his lanai. After a brief discussion it was agreed to pressure wash the roof at the same time other pressure washing would be done.

Consideration of a fine for Owner’s Failure to Comply with Declaration 10.2 Requiring an Owner to Maintain Plumbing

Robert Ingraham explained that a unit was showing very high water usage. The Unit Owner was contacted and he reported to the office that a plumber made the necessary repairs. The unit continued to show high water usage. The Association hired The Leak Pros to inspect the unit and found the Unit Owner was not honest with the repairs he claimed were made. The Leak Pros found many plumbing issues and mold from wet wallboard.

Robert Ingraham made a motion to fine the Unit Owner $1,000.00 to cover the cost of the Leak Pro inspection and the cost of the water wasted from October 2018. Frank Whitsura seconded and the motion passed unanimously.

Consideration of a fine against Owner and/or Eviction of Tenant for Tenant’s Failure to Comply with Rent Demand Letter and Consideration of a Fine against same Owner and Tenant for Tenant’s Failure to Comply with Guest Rules.

Robert Ingraham explained a Unit Owner has a history of being delinquent in paying his maintenance fee. Florida Law allows the Association to request that his tenant pay their rent to the Association to pay the delinquent maintenance fee. The tenant was sent a Rental Demand letter and the tenant ignored the request.

Robert Ingraham recommended the Unit Owner be fined for advising the tenant to ignore the Rental Demand letter. Additionally, Robert recommended the tenant be fined for not complying with the Rental Demand letter. We may want to also evict the tenant.

The tenant also had a guest staying in the unit without Association approval and completion of the standard background check.

Frank Whitsura made a motion to give the tenant one last warning letter explaining that the Association would start the eviction process if the rent is not received by March 1, 2019. Robert Ingraham seconded and the motion passed unanimously.

Conference Call Equipment

Robert Ingraham asked for a volunteer to investigate the cost and options of new conference call equipment. Gerald Ratzer and Frank Whitsura volunteered and will make a recommendation to the board.

Manager’s Report

Insurance Appraisal – The onsite insurance appraisal was completed on January 11, 2019. Appraisal has not been released. Estimated cost $950.00.

Broken sidewalks – Looking for a concrete contractor to repair 2 broken sidewalks

Fire panel at buildings 4 and 12 – Fire Brigade will install 2 new fire panels and waterproof cases on February 20, 2019. Estimated cost $6,000.00.

Clubhouse card reader – Components of the electric panel had to be replaced. Estimated cost $887.00

SWFWMD – Our ponds need to be inspected every 5 years. DS Frank will inspect and get the permit. Estimated cost $887.00. Inspection is scheduled for March 19, 2019.

Maintenance building & trash area – Justin DeMint will pressure wash and paint the maintenance building and trash enclosure. Estimated cost $2,798.00. Justin is a handyman who can be an option to using Southwest Services for handyman work. The board approved the work at the meeting.

Spa heater – The repair of the spa heater has been completed. Estimated cost is $777.09

Tennis court sidewalk – The tennis court sidewalk will be pressure washed when other pressure washing is done by Justin DeMint.

Stationary bicycle – The old stationary bicycle is in need of repair and too old to fix. The bicycle will be thrown out.

Landscape lighting – The landscape lighting in the front island is in need of replacement. Request quotes for new lighting similar to buildings 12 & 15.

Building 5 roof leak – Inspection to the unit were made on January 11, 2019 and on January 16, 2019. Work will begin on the damage to the unit after completion of the asbestos survey on February 22, 2019.

Flooding Problem at Building 11 – We have been experiencing a flooding problem on the walkway at building 11. Requested a quote to lower the landscaping area and for Crown Roofing to inspect the roof for water penetration.

Clubhouse main entrance light – Complaints have been received that the light outside of the main entrance to the clubhouse does not work. This entrance is not used and the light has never worked.

Replace front door – Waiting for a quote from Denham’s Aluminum & Screens, to replace the front door of unit 916.

Service calls – The board agreed for the Manager to try and complete needed work during planned maintenance instead of calling for service.

Blue bins – We now have 9 blue bins for recycling instead of 7.

Committee Reports

Capital Projects – Karins Engineering Status – Mark Habermann said by the end of March, Karins Engineering should have the specifications and the manual for the carports. The roof review has started. Electronic copies of our building plans were made. Karins will give us the replacement cost and the estimated useful life.

Legal – Declaration Amendments Status – Robert Ingraham said the attorney drafted the amendments. He has some questions so the amendments will be on the March agenda.

Landscaping – A new contract was signed with Natural Designs. The contract price is under what was budgeted for 2019. It is a 2 year contract with no increase in the 2nd year.

Social – The International pot luck is scheduled for Saturday March 30, 2019.

Owner’s Comments

Terri Gareau (Unit 916) asked if the plastic bag container by the recycling barrels could be replaced with a larger can with a cover. Steve Wisniewski said the existing container is small so it does not block the entrance. He will ask the maintenance person to empty the plastic bags daily.

Next meeting dates

The next regular meeting is scheduled for March 19th, 2019 at 7:00 pm

There is a special meeting on Rules scheduled for February 27, 2019 at 9:00 am

Adjournment

Brian Glabb made a motion to adjourn the meeting at 9:06 pm. Mark Habermann seconded and the motion passed unanimously.

Prepared by Steve Wisniewski, Association Manager – Plaza de Flores

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