Hidden Harbor

Hidden Harbor Owners’ Association, Inc.

Minutes of the 2008 Budget/Board Meeting

held on November 24, 2008 at 7:00 P.M.

in the onsite Clubhouse

 

1. Call to Order & Establishment of Quorum:

The meeting was called to order by President Richard Marquis.  Treasurer/Secretary Sam Bovalino and Director Frank Carotenuto were also in attendance. Ken Lewis and Robert Philbrook were unable to attend. Six unit owners attended along with Michelle Dugan and Jan Doctofsky from Reconcilable Differences. With a quorum of Board members established, the meeting continued.

 

2. Proof of meeting notice mailed to all owners and properly posted:

Management affirmed that the agenda and proposed budget had been mailed to all owners. Management also confirmed having posted the notice of the meeting on all building bulletin boards. 

 

3. Approval of Minutes from October 27th Board Meeting:

Frank motioned to approve the minutes as written.  Sam seconded the motion.  All were in favor. 

 

4. Financial Report:

Sam reported that as of the end of October 2008, the Association is in excellent shape from a profit/loss perspective.  The Association is currently operating $21,000 under budget. Management stated that collections are an issue. Five units are either in foreclosure or bankruptcy, with over $15,000 in current receivables. Liens have been filed on these units.

 

5. Board approval of 2008 Budget:

With no outstanding questions regarding the proposed 2009 Budget, Frank motioned to approve the proposed budget as mailed to the owners.  Dick seconded the motion. The approved budget will reflect no change in the monthly assessment amounts.  The per unit/per month assessment for 3 bedroom units will remain at $394.00 dollars and the per unit/per month assessment for 2 bedroom units will remain at $350.00 dollars for the calendar year 2009. Manager stated that this is made possible by using proposed profits in 2008 to offset expenses in 2009. All in favor.

 

6.  Maintenance Update:

Ted is doing a fine job with follow-up on scheduled projects. Building #7 has been painted and Building #1 is scheduled to start next week. “Punch list” items need to be completed on Building #7 and Ted, along with Shawn from Richard’s Paint are holding the contractor to the requirements of prep work before painting starts. Sam motioned to approve signing a contract with Atlantic Coast Painting for the 6 uncompleted buildings and the clubhouse at a cost of $66,984. The A1A wall will be added as an addition to the contract, The contract will give a 35% payment once pressure washing is completed, with 55% paid upon completion, in a joint check to the contractor and paint manufacturer. The final 10% will be paid when all “punch list items” are completed to the satisfaction of Board, management and Richard’s Paint. Frank motioned to accept this contract. Richard seconded, all in favor.

 

7. Unfinished Business:

Maintenance Project Status:  Michelle Dugan of RDI reported:

Gutter & Downspout Bids:  Sam motioned to approve the bid from Gale Insulation, after an on site meeting with them to understand all that will be included. Dick seconded that motion, all in favor.

 

Electrical Junction Box Repairs: Dick reported that new panel boxes were required at buildings 3 & 6 and all buildings needed electrical box repairs. Last month, the Board approved SunKraft Electrical to do this work. The work is now completed.

 

Irrigation Bids: After meeting with Kit Carson of Sprinkler Pro, Board approved the contract for replacement of the hydraulic valves with electric valves. This work will be started soon.

 

Landscape Contractor Bids: A letter was sent to the current company, Space Coast Lawn, and the owner has stated that this contract is very important to him. He does not sharpen his blades before mowing the grass at Hidden Harbor and the grass shows stress from being cut with dull blades. Gary, the owner of the company, is willing to do some extra trimming, but there was discussion about his just using a chain saw to trim the hibiscus and this is not acceptable to the Landscape Committee. This contract issue is still tabled.

 

Car Wash:  The plumber was able to make the repair to the valve and allow the car wash to work again. This issue is closed.

 

8. Committee Reports: 

Landscaping: Marilyn Lewis, Chairperson: Marilyn could not attend, so no report was made.

 

9. New Business:

Pest control of all shrubs, along with fertilization and pest control of all grass areas is currently in place, but fertilization of palms and shrubs has not been done or contracted. Pearce Power Spray bid $1730 for two scheduled treatments per year or $3450 for 4 treatments per year, which includes 24 pounds of fertilizer. Frank motioned to contract with Pearce to have the shrubs and palms fertilized twice a year and Sam seconded the motion. All in favor.

 

Annual Meeting: As the governing documents state, the Annual Meeting shall be held the fourth Wednesday of January at 6:00 p.m. The First Notice of Annual Meeting will be mailed out this week, reminding all owners of this date and time as well as asking for volunteers to serve on the Board of Directors.

 

Address signage and logos: Manager reported that EMS/911 requested that the unit numbers be large enough to easily be seen as the ambulance is driving quickly by. The Board also discussed adding a logo of the sailboat at the ends of each building, along with the large number of each building. There was much discussion about size. Manager will obtain costs.

 

10. Approval of Christmas Bonus for Onsite Maintenance:

Sam motioned to approve a $500.00 Christmas bonus for onsite maintenance. He commented that Ted deserves this bonus as he provides good service for the Association and his loyalty and hard work have saved the Association much more than this. Dick seconded the motion.   All were in favor. Several owners present expressed their positive opinions on Ted’s performance thus far. 

 

11. Schedule date for next meeting:

The date of Wednesday, January 28, 2009 at 6:00 PM was set for the next meeting, which will be the Annual Meeting of the Association. 

 

12. Adjournment:

Prior to adjournment, the Board asked if there were specific concerns from the owners that needed to be addressed.  No concerns were expressed.

With no further business to discuss, the meeting was adjourned at 7:35 PM. 

 

Respectfully submitted,

 

 

Michelle Dugan, CMCA, AMS, LCAM

Reconcilable Differences, Inc.

                                   

 


 

Hidden Harbor Owners’ Association, Inc.

Minutes of the Board of Directors Meeting

October 27, 2008, at 7:00 P.M., in the onsite Clubhouse

 

1. Call to Order & Establishment of Quorum of Directors:

President Richard Marquis called the meeting to order at 7:00 P.M.  Treasurer/Secretary Sam Bovalino and Directors Ken Lewis and Frank Carotenuto were also in attendance.  Although Director Bob Philbrook was not in attendance, a quorum was established.  Michelle Dugan and Melanie DeMott from Reconcilable Differences, Inc., were also in attendance.  There were 19 unit owners present.

 

2.  Approval of Minutes from April 29, 2008, Board of Directors meeting:

Having affirmed that all board members had received and reviewed the minutes; Ken motioned to approve the minutes as written; Sam seconded the motion; all were in favor. 

 

3.  Financial Report:  Sam Bovalino reported:

Sam reported as of the end of September 2008, the Association was operating approximately $16,000  under budget.  He felt that both the operating and reserve accounts were in good condition and the surplus in the 2008 Operating Budget will be applied to next year’s budget in order to help alleviate any fee increase. 

Units in Foreclosure:  Units 505 and 105 are in bank foreclosure; between the two they are roughly $7,500 behind in maintenance fees.  On both foreclosures, once the bank re-sells the home, they are responsible for six months of fees before they foreclose, plus all fees after they foreclose, or 1% of the loan, whichever is less, We can do nothing more until the homes re-sell.

Collections Update:  We have 3 units with slow paying owners. They are assessed late fees and costs, and once we send the final letter before the account will be sent to collections, they usually pay.

Review Proposed 2009 Budget for Mailing to Owners: Sam and Michelle presented aproposed budget with no increase, but this is due to adding $16,000 in income overage from 2008. The Board felt that this was a safe amount to count on as of December 31, 2008 and keeps the monthly fees the same. Ken made a motion that the proposed budget be mailed to the owners.  Dick seconded this motion and it passed with all in favor.

 

4. Maintenance Project Status: 

Michelle Dugan of RDI reported:

Painting Bids:  Of the three bids received, Atlantic Coast is considerably cheaper.  The business owner has stated he will be willing to repaint anything the Board is not satisfied with.  The project can start as soon as November 1, 2008. Manager’s concern was that paint supplier would not be paid on time and Atlantic Coast agreed to joint checks with the vendors he uses so the Association will not end up paying twice.  The Board believes no permit is needed for this project but RDI will investigate this further.  Sam made the motion to hire Atlantic Coast to paint Building Seven first as a test; Frank seconded this motion and it passed with a unanimous vote.  It should be noted that breezeways, stairs and window caulking all appear to be included in the bid while balconies are not.  Paint will be available for those owners who would like to paint their balcony.  RDI, several Board members, and Atlantic Coast will conduct a walk-through of building seven before any work is begun to ensure all expectations are met.

Gutter & Downspout Bids:  There is a problem with the gutters and downspouts.  Some blew off in storms, some just don’t work, and others have been crushed.  Gale was contracted to work on the gutters several years ago and seemingly left some of the necessary work undone, but this may have been due to how their contract was written. Gale is the only current bid received and it appears to be a very reasonable price.  Michelle and Dick will meet with Gale to discuss the last contract and what Gale is willing to do to fix the current problems.  The gutters/downspouts need to be repaired after the painting is completed. 

Electrical Junction Box Repairs: The junction box on building seven has been repaired already by SunKraft Electric with a satisfactory result.  Therefore, Frank made the motion to accept the bid from SunKraft Electric to make the necessary repairs to the remaining boxes; Sam seconded this motion.  It passed with unanimous support.

Irrigation Bids:  Three bids were obtained to change the current irrigation system from hydraulic to electric.  Sprinkler Pro appeared to be the most reasonable bid but it does not specifically state that they will repair any breakage or problems they cause to the system while upgrading.  Frank motioned that the Board accept the Sprinkler Pro bid IF they are willing to stipulate to the condition of guaranteeing repairs to problems they might cause.  Ken seconded this motion and it passed unanimously.  It should be noted that this project does not include replacing the pipes or sprinklers; it refers to upgrading the valves to electric only. 

Landscape Contractor Bids:  Three companies bid for landscaping services: Sunshine Mowers, Commercial Mowers, and Space Coast Lawn.  Space Coast is the current provider and by far the least expensive bid but the service that is being provided has left much to be desired.  Maintenance and owners alike are constantly reminding Space Coast to weed, pick up their debris, trim, etc.  The Board decided to table this item for one month to observe the current service.  They requested that Michelle contact Space Coast and tell them that the Board will be voting on this contract next month and if the service does not improve the contract will be awarded to another provider. 

Car Wash Options:  The Board would like to restore the car wash to its original position and appearance.  Currently the car wash has been moved to a temporary location because the plumber who was working on the original wash noted there was not a backflow preventer in place and was therefore not up to code and he would not restore it to its original design.  Michelle will look into options and prices.

 

5. Committee Reports: 

Landscaping: Marilyn Lewis, Chairperson: Marilyn was ill and could not attend, but many of the plants have reached their life expectancy or were diseased and had to be removed, so replacement plants are a priority once the buildings are painted.

 

6. Unfinished Business:

            Review/Approve contractor for painting buildings:  see above.

            Review/Approve contractor for full lawn care:  see above.

            Status of porch beam replacement:  completed.

 

Status of Unit 703 Hurricane Shutters:  Per the attorney’s instructions, RDI requested and received a letter from the owner, authorizing the Board to remove the shutters at the Board’s expense. For the future, the Board will actively mediate any variance from the approved roll-down shutters and not allow unapproved installations to wait and be discussed.

 

7. New Business:

Owner Request at Unit #603:  The owner wants the Board to repair the screen enclosure.  She has been informed this is an owner responsibility but she feels it has rotted because the gutter does not do an adequate job.  After discussion the Board decided that many of the units have similar problems, but this is a building design flaw and the owner of #603 will be responsible for any work she would like done.

  

8. Set Date for next meeting:

The next Board meeting will be held on Monday, November 24, at 7:00 P.M., in the clubhouse.  It was noted that the proposed budget mailing will be mailed to all owners and posted on site  at least 14 days prior to this meeting.

 

9. Adjournment:

With no further business to discuss the meeting was adjourned at 8:10 p.m.

 

Respectfully submitted,

 

Michelle Dugan, CMCA, AMS, LCAM #17226

 

Melanie DeMott, Administrative Assistant

 

 


 

Hidden Harbor Owners’ Association, Inc.

Minutes of the Board of Directors Meeting

April 29, 2008, at 6:30 PM, in the Clubhouse

 

1. Meeting Called to Order and Establishment of Quorum of Directors:

President Richard Marquis called the meeting to order at 6:30 PM. Other Board Members present were:  Sam Bovalino, Treasurer/Secretary and Directors: Ken Lewis and Frank Carotenuto. Director Bob Philbrook was absent.  Karen Auth and Krista Baska from Reconcilable Differences, Inc. were also in attendance.

2. Approval of the Minutes from April 8, 2008, Board of Directors Meeting:

Sam Bovalino made a motion to approve the minutes as written. Ken Lewis seconded the motion, all were in favor.

3. Financial Report:

Sam Bovalino stated that the report was the same as the March report. He stated any owner can obtain a copy from the RDI office.

4. Unfinished Business:

Review/Approve contractor for painting buildings: Shawn Choron from Richard’s Paint was in attendance to explain and answer questions regarding the painting specifications. He explained that areas to be painted would be pressure cleaned, caulked, sealed and painted with an elastomeric coating on stucco walls. Shawn Choron stated that he would be inspecting all work on each stage of the project. The paint and labor has a (7) year warranty. Any issues that may arise would be addressed as the project was being completed. Frank Carotenuto made a motion to accept Maritime Painting’s bid for the buildings, stairwells and common area storage room doors. Ken Lewis seconded the motion, all in favor. Motion carried. There was discussion about painting the walkways and stairwells a slightly darker color for maintaining a cleaner look. Sam Bovalino made a motion to have the final contract reviewed by the association attorney. Richard Marquis seconded the motion, all in favor. Motion carried. It was noted that thirty-five (35) unit doors have nicks and scratches and the contractor will be asked for a price to touch up these doors.  Also noted was that owners needing to paint their balconies can ask the association to provide the paint for them to use. The timeframe for this project to begin is after October 15, 2008.

Review/ Approve contractor for full lawn care service:  There was discussion regarding the current landscaping contractor. Karen Auth had submitted a spreadsheet to the Board for review. It was noted that the current contractor, Space Coast Lawn & Landscaping, did not include all of the trimming and pruning as needed. After discussion by the Board, Sam Bovalino made a motion to keep Space Coast for one more year if they will include in the contract the trimming and pruning as the other contractors have in their proposals. Frank Corotenuto seconded the motion, all in favor. Motion carried. If an agreement with Space Coast can’t be made, it will be brought back to the Board for consideration.

Status of porch beam replacement:  Richard Marquis gave a summary report of the status.  At this time, no immediate structural problems exist.  

Status Unit 703 Hurricane Shutters:   It was decided to give the owner one more week to give the Board a copy of his specifications. A letter from another owner regarding the shutter specifications was turned in at this Board meeting. The Board will respond at a later date to this letter, after the Association attorney reviews this correspondence.

Status of soffit repair: Completed.

Status of grills on balcony concern:  It was stated that only electric grills are allowed. Anyone with the gas or charcoal grill will be fined by the Fire Marshal.

Status of south pool light repair: Karen Auth reported that the electrician will be out on Thursday or Friday to repair. It is now completed.

Status of pool deck repainting: The Board thanked the volunteers for their hard work. The other cracks will be repaired by Ted and then touched up.

 

Report from Landscaping Committee Chairperson  Marilyn Lewis: No report at this time.

 

5. New Business: 

Color change for buildings/walkways/trim. Etc.: Much discussion was made about changing the color schemes of the buildings. It was noted that a change of colors would require an official vote of the owners. It was decided by the Board to leave the colors the same.

New tables for pool deck area: Sam Bovalino made a motion to purchase (2) 42” Tables and (8) chairs and to place them on the west end of the pool area. Ken Lewis seconded the motion, all in favor. Motion carried.

 

6. Set Next Meeting Date: To be determined.

 

7. Adjournment: 

The meeting adjourned at 8:00 PM.

 

 

Respectfully submitted:

 

 

 

Krista L. Baska, LCAM #3414, Community Association Manager

for the Board of Directors, Hidden Harbor Owners Association, Inc.

               

 


 

Hidden Harbor Owners’ Association, Inc.

Minutes of the Board of Directors Meeting

Held on April 8, 2008, at 6:30 P.M., in the onsite Clubhouse

 

1. Call to Order & Establishment of Quorum of Directors:

President Richard Marquis called the meeting to order at 6:30 P.M.  Treasurer/Secretary Sam Bovalino and Directors Ken Lewis and Frank Carotenuto were also in attendance.  Director Bob Philbrook was present via telephone conference and Karen Auth from Reconcilable Differences, Inc. was also in attendance.  There were 9 unit owners in attendance at the meeting. 

 

2. Approval of Minutes from January 23, 2008, Board of Directors meeting:

Having affirmed that all board members had received and reviewed the minutes; Frank motioned to approve the minutes as mailed to all owners.  Ken Lewis seconded the motion; all were in favor. 

 

3. Financial Report:

Sam reported as of the end of March 2008, the Association was operating approximately $2,500 dollars under budget.  He felt that both the operating and reserve accounts were in good condition thus far for the year ahead and the anticipated projects the Board hopes to fund this year. 

 

4. Maintenance Project Status:

a. Status of balcony caulking project:

Management reported that with the assistance of the Board members and onsite maintenance the balcony sealing/caulking project was completed with the exception of one balcony.  This unit had a glass enclosure installed on the balcony which impeded access to the balcony perimeter. The owner has been asked to install a flashing around the enclosure that will allow water to drain away from the balcony instead of inside as was done on other glass enclosures. 

b. Status of a/c cleanout project:

Again, with the help of the Board members volunteering to assist in this effort, the a/c cleanout project was completed for all units. Onsite maintenance (Ted) reported the project went much smoother this year than last year.

c. Status of pool deck repainting:

Ken Lewis reported that the pressure washing has been completed on the entire pool deck and the north side of the pool deck will be repainted tomorrow by himself, Sam Bovalino, George Syrett and anyone else interested in volunteering. Frank volunteered to assist. Painting has been completed on the east side of the pool deck and on the walkways leading to the restrooms. Richard and Bob were instrumental in getting this project started. Onsite maintenance has been making needed concrete repairs to the pool deck prior to repainting and he has done an exceptional job. 

d. Status of flushing of the irrigation system:

Management reported that this effort is intended to flush all dirt, shells, etc. from the irrigation system to improve water flow. Work has been completed on 10 of the 18 irrigation zones and Ted is making repairs to any of the irrigation heads deemed necessary during the process. Ted was working extended hours each day to complete this task. Progress slowed during the past month as Ted has been hard at work with the other projects noted above.

 

5. Committee Reports:

a. Landscaping Report: (Report is attached to a file copy of the minutes)

Marilyn Lewis, Landscaping Chairperson, read aloud the landscaping report. She recognized George Syrett, Lena Mancusso, Mary Ann Bovalino, Bob Philbrook and Jim and Geraldine Parsons for their help on January 31, 2008, trimming and removing dead wood found in the oleanders and other trees along A1A.  She further acknowledged Mary Ann and Lena for their consistent help nearly every Thursday, cutting, trimming, raking and planting and for Ted always being available to lend a helping hand.  Ruth Montgomery also assisted on occasion. Marilyn also acknowledged the many owners who have donated plants to the Association. She indicated the pool area was a major focus for improvement this year, many new plants were purchased and the entire area was mulched. A couple of queen palms were planted (in front of buildings 2 and 3) as replacements for those lost some years back. The palms were planted by volunteers Ken Lewis and George Syrett. Marilyn stated she is experimenting with plants that would provide ground cover, as opposed to mulch, for filling in some of the large circles that have resulted from the severe trimming of the oleanders. Management estimated it would cost between $3,000 and $4000 dollars to have the lawn service contractor mulch the entire property annually.

b. Trimming/cleanout out of area along Publix plaza:

Management stated that the current lawn service contractor is willing to trim and clean out the area along the Publix Shopping Plaza, on April 11th, in lieu of mowing on that day.  She stated this area was reported to be too difficult a task for the current volunteers and wanted to make sure none of the Board members had objections to this work being done as it would cause more exposure of the plaza until the plants grew back.  No objections were heard by Board members or owners present.   

 

6. Unfinished Business:

a. Status of Porch Beam Replacement

Management reported that the General Contractor is pursuing the insurance requirements necessary to satisfy the City of Cape Canaveral’s permitting process. The contractor was hopeful all could be resolved within the next week. This is the only hold up for receiving the permit and contractor who will be replacing the beams, on the porches of units 607, 303, and 503, is ready to get started as soon as the permit is in hand.

b. Unit 703 Hurricane Shutters

Richard stated that the owner in unit 703 installed shutters that do not meet the specifications established by the Association.  This owner was notified in May of last year of the non compliant shutters and was asked to remove them. The owner responded that the installation of the shutters was not in defiance of the Association but when he attempted to purchase the shutters he found that the roll down shutters were much more expensive and had a longer wait time to receive than the type he chose. The owner felt property protection was more important than having the same type of shutters and indicated he was not aware, even as a former Board President, of the Associations specifications for shutters. As it was the start of hurricane season 2007, the Board allowed the owner to keep the existing shutters until the end of the season. 

 

Prior to this Board meeting, the Board asked this owner to install one of the shutters and to submit the specifications for the shutters for Board consideration. Although the owner obliged with the installation of the shutters, no specifications were received by Management from this owner.  Board members acknowledged having looked at the installed shutter which consisted of a top and bottom track and a shutter believed to be made of corrugated steel, perhaps with a protective coating.  The Board in majority felt that providing a more cost effective shutter solution to owners might encourage more owners to protect their units with hurricane shutters.  In addition, Board members observed that the tracks on the shutters installed on unit 703 were less noticeable than the large octagonal or cylinder type housings used in the roll down type shutters. Management stated that long term installation of the shutter type found on unit 703, if installed by many of the owners, would have a substantial impact on the outer appearance of the building, especially if used by seasonal owners who would most likely want to leave them up during the summer months when they are up north.  Richard believed that if the Board decided to add this type of shutter to the current specifications, it would require both the tracks and shutter to be painted a color to match the building if the owner was going to leave them up for an extended period of time. In addition, as this shutter type must be installed from the outside, it would not be a shutter recommended for use for the upstairs units. 

 

In conclusion, the Board was receptive to the new shutter type viewed in unit 703 but could not approve without assurances that this shutter type met building code requirements, especially for wind and impact resistance.  Sam motioned for conditional approval of unit 703’s shutters ONLY upon receipt of the specifications which reflect this shutter type meets current building code requirements. Bob seconded the motion. All were in favor. Management was asked to write a letter to the owner in unit 703 giving the owner 30 days to provide the specifications for further review by the Board. 

 

7. New Business:

a. Review of building painting proposals:  In advance of the meeting Board members had received a copy of six proposals for painting of the buildings and a management summary of the costs from each proposal. The costs varied dramatically, from $64,000 to $154,000 dollars. The Board in majority agreed to eliminate the low cost and higher cost contractors from the list and asked Management to set up a time and date when the Board President and Treasurer could meet with the remaining contractors. Both had met with Tech Systems today. It was the opinion of Tech Systems that the buildings needed a water proofing solution (use of an elastomeric product) versus  painting the buildings due to the amount of chalking, stress cracks and voids in prior painting that were visible upon inspection of the buildings. Management reported that the contractors chosen stated there would be no increase in costs for the application of an elastomeric solution. A brief discussion occurred regarding the need to paint the balconies because it was believed that many the owners had already done so. No decision was made at the meeting. Before closing this topic, Richard did mention that he believed gutter/down spout repairs will need to be made before they are painted with the building painting project. Ken asked that the Board consider painting the building a different but still neutral color and had several color samples available for viewing. He felt that the current color was out of style for the current times and a change in color could increase property values. He understood that a vote of the owners on the new colors would be required. It was unknown whether there would be an increased cost for the painting project if the colors were changed as the existing bids were written based on painting everything the same color with the exception of the walkways and stairways, which some had suggested should be painted just a shade darker to reduce maintenance hours required to keep them clean. Board members felt they needed more time to evaluate a decision on a change in color for the buildings but Management would look into any increased costs associated with changing the colors, especially those areas currently painted dark brown, being changed to a lighter color. 

b. Review of Landscaping Proposals:  The Board had received and reviewed copies of three lawn care proposals. Management stated the reason the proposals were sought was because the existing lawn service contract does not include any care for the abundance of flowering plants (oleanders, hibiscus, etc.) on the property. The Board in majority agreed that these plants should be attended to on a routine basis and that an outside contractor versus onsite maintenance should be chosen to do this type of work. The cost estimates received from the three contracts ranged from $1575 per month to $1660 per month, with the highest bid to include the trimming of the palms, annually. As the price for the palm trimming is competitive at $15.00 per tree for a licensed and insured contractor, Management would seek a revised proposal, from the highest bidding contractor, excluding the palm trimming. The Landscaping Chairperson also asked for references from the three contractors. 

c. Review of Soffit Repair Proposals:  This issue addresses the need for the replacement of the narrow piece of soffit that runs the length of the building above each balcony which is showing signs of wood rot and screen disintegration on some units.  Board members had received and reviewed two contractor proposals. Management mentioned having received a third verbal proposal from Florida Exteriors for the replacement of the existing material with a vinyl soffit material for $155 per balcony for a total cost of $6,510 dollars. A comparable proposal was received in writing from Wolf Roofing and Siding, for a cost of $250 dollars for the double balconies and $160 dollars for the single balconies or a total cost estimate of $5,810 dollars.  The proposal received from Woodington and Wineberger Roofing was deemed much too expensive and the solution would be custom made versus the simpler vinyl soffit substitute option proposed by the other two contractors. Richard motioned to accept the proposal from Wolf Roofing and Siding at a cost not to exceed $6,000 dollars. Frank seconded the motion. 

d. County code requirements for grills on balconies/porches:  Management stated there have been many questions from Board members who have observed the presence of propane and charcoal grills on balconies and porches and Director Bob Philbrook had requested a copy of the current code requirements pertaining to all cooking fires, from the Brevard County Fire Prevention Bureau be mailed to our office. Current National Fire Prevention Code, as of January 1, 2005, prohibits the use of anything other than listed electric ranges, grills or similar electrical apparatus under any overhanging portion of a building. Bob stated that he spoke to someone at the Bureau who also indicated that an owner could receive an initial fine of $250 dollars for non compliance and suggested that even though the Association’s insurance may cover damages from a fire loss, individual homeowners insurance polices may not. Richard remarked that the current rules of the Association also state that only electric grills are permitted on the balconies/porches. Having heard the opinions of all Board members regarding enforcement of fire code requirements, Frank motioned to notify owners that all grills (including charcoal and propone grills and propane tanks) and any cooking device that does not meet the current rules of the Association and NFPA code requirements must be removed from all units within 30 days. Bob seconded the motion. Richard and Ken were in favor. Sam was opposed. With a majority of the Board in favor, the motion carried. Management will send a notice to owners with the mailing of the meeting minutes. 

e. Salary increase for onsite maintenance:  Richard requested a .50 cent per hour increase in wages for Ted starting in June. As it has been less than 6 months since Ted’s last increase, Sam proposed the increase start July 1st instead of June 1st and that the Board should consider moving toward an annual performance increase as is customary within the industry. Frank motioned for an hourly increase of .50 cents for Ted, effective July 1, 2008, with future salary increases to be considered annually in January, each year. Ken Lewis seconded the motion; all were in favor. 

f. New tractor/mower for onsite maintenance:  Having been reported by onsite maintenance that the old tractor/mower was having compression problems and would not survive much longer, Sam motioned to approve the purchase of a new tractor/mower from Sears at a cost of $1,262,88 dollars.  Ken Lewis seconded the motion; all were in favor. 

g. South pool light repair:  Management reported having just received the proposals from Price Rite Pools and Sunkraft electric for the repairs needed to fix the south pool light and noted that these repairs are similar to what was needed to repair the north pool light approximately two years ago. Richard remarked that the electrical connector to the light corrodes over time and water intrudes into the electrical conduit causing corrosion. The repairs would include cutting through the existing pool deck to remove the old junction box for the light and installing a new junction box above ground and running new wiring and conduit from the existing transformer to the new junction box. The total cost for the repairs were estimated at $1,900 dollars. The electrician did offer to replace the existing transformer for an additional $245 dollars. Management remarked that the Association had to replace one of three transformers about a month ago and most likely the remaining transformers are original and in need of replacement. Ken motioned to approve the proposal from Price Rite Pools and Sunkraft Electric for a price not to exceed $2,400 to include the replacement of the two remaining transformers for the pool lights. Sam seconded the motion; all were in favor. 

           

8. Set Date for next meeting:

The next Board meeting will be held on April 29, 2008, at 6:30 p.m., at which time the Board hopes to choose a contractor for painting the buildings.  Based on current funding, it is not anticipated the painting project will start before October of this year. 

 

9. Adjournment:

With no further business to discuss the meeting was adjourned at 8:10 p.m.

 

Respectfully submitted,

 

 

Karen M. Auth, LCAM #28323, Community Association Manager

Board of Directors, Hidden Harbor Owners Assn., Inc.

 

 


 

Minutes of the Emergency Board of Directors Meeting of the

Hidden Harbor Owners’ Association, Inc.

held immediately following the Annual Meeting

on January 23, 2008, in the onsite clubhouse

 

 

1. Call to Order:

Richard Marquis called the meeting to order at 6:28 p.m.  Treasurer/Secretary Sam Bovalino and Directors Bob Philbrook, Frank Caratenuto and Ken Lewis were in attendance establishing a quorum for the meeting.  There were approximately 10 unit owners in attendance at the meeting and Manager, Karen Auth was also in attendance. 

 

2. Discussion and Approval Stucco and Concrete Repairs. 

There were two issues requiring the Board’s immediate attention.  The first issue to be addressed dealt with the need for the Board to approve additional funding for the stucco repairs. The Masonry contractor has presented the Association with change orders totaling $3,555 dollars needed to finish the balcony/porch repairs plus additional repairs recently identified in building 1 that are needed.  This amount is above the $10% budget overrun previously approved by the Board and takes the total project cost from slightly above $14,000 to over $20,000 dollars.    Board members were given copies of the change orders in advance of the meeting.  Richard Marquis has been providing oversight of this project.  Frank Caratenuto motioned to approve the additional stucco repairs with the funds to be taken from the deferred maintenance reserve account.   Ken Lewis seconded the motion.  All were in favor. 

 

Regarding the second issue, Richard referred Board members to the estimate from Mike’s Masonry for the removal and replacement of (3) side beams in the porches of Units 303, 503 and 607.  The contractor believes these beams have been completely compromised, as evidenced by substantial sized horizontal cracks across each of the beams.   The contractor also located a couple of small spall repairs needed on the porch of 605.  The total cost for these repairs is $5,120 dollars.   Each beam replacement and removal was priced at $1,640 each.  The replacement of the beam would also require the removal of a side portion of the screen enclosure.  There was some discussion amongst board members and owners present.  At the conclusion of the discussion, Bob Philbrook motioned to approve Mike’s Masonry’s contract for $5,120 dollars to make the spall repairs as noted in the contract.  He further motioned that the funds be taken from the deferred maintenance reserve account.  Sam Bovalino seconded the motion.  All were in favor. 

 

3. Adjournment

With no further business to discuss, Frank motioned to adjourn the meeting.  Bob Philbrook seconded the motion.  All were in favor.  The meeting adjourned at 6:45 p.m.  

 

Respectfully submitted,

 

Karen M. Auth, LCAM #28323, Reconcilable Differences, Inc.

Board of Directors, Hidden Harbor Owners Association, Inc.

 


 

Hidden Harbor Owners’ Assoc., Inc.

Minutes of the 2008 Annual Meeting

held Wednesday, January 23, 2008, at 6:00 p.m. in the onsite clubhouse.

 

1. Calling of Roll, certifying of Proxies and Establishment of Quorum:

The meeting was called to order by President, Richard Marquis at 6::00 P.M.  Treasurer/Secretary Sam Bovalino and Directors Frank Caratenuto, Ken Lewis and Bob Philbrook were in attendance at the meeting.  Manager, Karen Auth, from Reconcilable Differences, Inc., was also in attendance.  Management reported having 35 units represented in proxy and 15 units represented in person, establishing a quorum to begin the meeting. 

 

2. Proof of Notice of Meeting:

Richard Marquis certified that notice of the meeting had been mailed to all owners and posted on the Association bulletin board 30 days in advance of the meeting.

     

3. Reading and Approval of Minutes from September 9, 2006 Annual meeting:

Having acknowledged that the minutes were mailed to all owners; Bob Philbrook motioned to approve the minutes from the last annual meeting.  Frank Caratenuto seconded the motion.  All were in favor. 

    

4. Report of Officers:

a.   Report from the President

Richard read from a list of at least 16 accomplishments made by both the Board and Management in 2007.  Most significant in this listing included the cleaning out of the Association a/c condensate line in all units, the cleaning of the Association dryer vents, the installation of new gutters on all balconies, the purchase of a new maintenance shed, the purchase of a new a/c compressor for the clubhouse, the replacement of all the mailboxes and nearly 80% completion of the balcony/porch stucco repairs needed to get the buildings ready to be painted.  A complete listing of accomplishments has been filed with the file copy of the minutes.  An owner wanted it noted for consideration by the Board, that the 6:00 p.m. start time for the meeting is difficult for those who have to work to attend. 

Report from the Treasurer

      Treasurer Sam Bovalino reported the Association ended the year approximately $30,000 under budget.  The excess funds were used to support many of the projects completed last year; without a special assessment to owners and without having to use reserve funds.   He anticipated the Association would have enough funds to paint the buildings this year.  A copy of the end of year 2007 Balance Sheet and Profit/Loss statement were available for each owner in attendance at the meeting. 

      

5. Reports of Committees:

a.   Landscaping Report - (Report filed with the  file copy of the minutes)

Marilyn Lewis commented on some of the landscaping improvements made around buildings 1 and 2, around the pool area and also in front of the clubhouse.  Projects for 2008 will include replacement of a few shrubs that have not survived, finding a suitable size oleander to fill in the front along A1A with funds personally donated by Bob Philbrook and replacing some of the palms that have been lost over the years.  Marilyn mentioned that an owner had donated several fichus bushes to the association and had forwarded ideas for consideration with regard to planting them on the property.  She will contact this owner to see if they can agree on alternatives that would not impact the irrigation system.  In addition, Marilyn had noticed that many of the flowering foliage could use some trimming and cleaning out of dead wood.  She sought volunteers for this project.  Mary Ann Bovalino, Lena Mancusso, George Syrett and Ruth Montgomery volunteered to assist.  Marilyn acknowledged the passing of owner Eva Massanek and recognized her contributions to the Association over the years as Landscaping Chairperson, Vice President, and President.   She will be asking the new Board to consider a memorial garden to be placed on the south side of Building 4 dedicated to the memories of Eva Massanek.

 

 

6. Presentation of the 2008 Board Members:

As was noted in the mailing to all unit owners, Management introduced the 5 unit owners who volunteered to serve on the Board in 2008; Richard Marquis, Sam Bovalino, Frank Caratenuto, Ken Lewis and Bob Philbrook. Management noted that no other owners volunteered to serve and that this Board should be commended for their willingness to serve another year and the contributions of their time and talent given to the improvements made last year and in the year ahead.  Management was also recognized for their contributions toward the improvements that were made. 

           

7. Unfinished Business:

Richard commented that the stucco repairs to the balconies and porches is continuing but should be completed within the next week or so.  The Association will begin an effort to clean out the Association  a/c condensate lines cleaned out as well as continuing with the project to caulk and seal the perimeter of all porches and balconies.  Bob Philbrook announced the special Kabran Air Conditioning is offering to service owner air conditioning units.  The cost is $35 dollars and includes and an extensive list of service items including cleaning evaporator coils, the a/c condensate line, etc.  Thus far only nineteen owners have signed up for this service which is somewhat disappointing.  Bob reminded owners that they are responsible for the repair costs should their a/c malfunction and result in damage to other units.  Interested owners must contact Bob Philbrook before January 31, 2008, as that is the date he must turn in the list to Kabran.    Bob can be reached on (321) 783-6832. 

 

8. New Business:

Richard Marquis commented that there is a new issue of spalling beams that has been recently called to the attention of the Board and will be discussed in a Board meeting this evening, immediately following the organizational meeting. 

 

9. Adjournment:

With no further business to discuss; the meeting adjourned at 6:25 p.m.

 

Respectfully submitted,

Karen M. Auth, LCAM #28323, Reconcilable Differences, Inc.

Board of Directors, Hidden Harbor Owners Association, Inc.

 


 

Minutes of the Organizational Meeting of the

Hidden Harbor Board of Directors

Held Immediately After The Annual Meeting

 On January 23, 2008, in the onsite clubhouse

 

1. Call to Order: 

Richard Marquis called the meeting to order at 6:50 p.m.

 

2. Appointment of new Board Members:

Ken Lewis motioned for all Board members to retain their 2007 positions for the year 2008.  Bob Philbrook seconded the motion.  All were in favor.  Board positions will be as follows:  Richard Marquis, President, Sam Bovalino Treasurer/Secretary, all others will hold the position of Director.

 

3. Adjournment:

With no further business to discuss, the meeting adjourned at 6:51 p.m. 

 

Respectfully submitted,

 

Karen M. Auth, LCAM #28323, Reconcilable Differences, Inc.

Board of Directors, Hidden Harbor Owners Association, Inc.