Hidden Harbor

Hidden Harbor Owners’ Association, Inc.

Minutes of the Board Meeting

held on November 16, 2010 at 6:00 P.M.

in the onsite Clubhouse

 

1. Call to Order & Establishment of Quorum:

The meeting was called to order by President Richard Kleinhans at 6:00 pm.  Vice President Richard Marquis, Treasurer/Secretary Sam Bovalino and Director Bill Allen were also in attendance. Directors Ken Lewis, Frank Carotenuto and Robert Philbrook were unable to attend.  Five (5) unit owners attended along with Kathy Watts 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:

Kathy reported the 2011 Proposed Budget was mailed to all owners on the 2nd of November and notices posted.

 

3. Approval of Minutes from the October 22, 2010 Board Meeting:

Sam Bovalino made a motion to approve the minutes of October 22, 2010 as written. Bill Allen seconded the motion and it passed by unanimous voice vote.

 

4. Financial Report:

Sam Bovalino stated that as of the end of September, Hidden Harbor is doing well and we show the association approximately $17,000 under budget which is why the Board was able to avoid an increase in monthly fees for 2011.

 

5. Discussion from Audience regarding 2011 Budget:

Barbara Ursin asked if the dryer vent cleaning was budgeted for 2011 and Sam replied they would be scheduled for 2011 and the funds would be available.  Barbara also thanked the Board and management for working to keep the fees the same as the last few years.

 

6. Board Approval of 2011 Budget:

With no outstanding questions regarding the proposed 2011 Budget, Bill Allen made a motion to approve the proposed budget as mailed to the owners.  Dick Marquis seconded the motion and it passed by unanimous voice vote. 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 2011 calendar year.

 

7. Unfinished Business:

a). Entrance sign:  The entrance sign, plants and lighting were damaged when an owner failed to make the turn and went over the entrance island.  Kathy presented the Board with copies of bids and pictures of what could be placed in the entranceway for their review. After discussing the options, Bill Allen made a motion to install the 9” letters on both sides of the entrance under the address numbers as proposed by Go Signs.  Dick Marquis seconded the motion and it passed by unanimous voice vote. Further improvements to the entrance will be agreed to at a later time. 

b). Condo Documents:  Richard Kleinhans explained that since we are already going to send a vote to owners to change the late fee procedure, that we also change the Docs regarding motorcycles.  The changes would state that vehicles with less than four (4) wheels would be prohibited.  This would encompass motorcycles and scooters.  Bill Allen made a motion for RDI to contact the attorney and to proceed with the Document changes as stated above in addition to the late fee procedure changes.  Sam Bovalino seconded the motion and it passed by unanimous voice vote.

c). Shutter/Slider/Window Specs:  The proposed specs were tabled for discussion at a later time.

d). Landscaping:  A proposal from Lor-Del Services was presented to the Board by Management.  The proposal included replanting the parking side flowerbeds of building 1, removing undesired plants and mulching the entire front of building 1, 2 pallets of red mulch for existing landscaping, 20 ligustrum hedges for areas with dead areas and 1 large queen palm for the front of building 3 for a total of $2,588.75.  Sam Bovalino made a motion to approve the proposal as stated above.  Bill Allen seconded the motion and it passed by unanimous voice vote.

e). Recreation Room Rental:  The Board reviewed the proposal application form for rec room rentals and felt $200 was required for a deposit in addition to the rental fee of $50 per occurrence to begin on January 1, 2011.  Fees collected will be used for upgrades, including but not limited to; chairs, tables, painting, etc.  Residents wanting to rent the rec room will be required to complete the revised form which will be placed on the rec room bulletin board in early December.  Bill Allen made a motion to approve the proposal as stated above.  Sam Bovalino seconded the motion and it passed by unanimous voice vote.

 

6. New Business:

a). Holiday Bonus:  The Board felt Ted is doing an excellent job and is a valued employee.  Sam Bovalino made a motion to approve a holiday bonus to Ted the same 2009 which was $500.  Dick Marquis seconded the motion and it passed by unanimous voice vote.

b). Greg Spann Unit #501:  Greg requested time to speak with the Board and gave the background of the issues involving unit 501 in regard to damages caused by the unit above. Greg presented the Board with copies of the invoices and expenses incurred and also gave the Board copies of a list of figures he felt would be a reasonable reimbursement which was $1,302.29 and stated he would settle for $1,000 in order to close this issue. Kathy Watts requested Greg agree to the stipulation that there would be no more invoices presented nor additional funds requested.  Sam Bovalino made a motion to approve the proposal as stated above.  Dick Marquis seconded the motion and it passed by unanimous voice vote.

 

7. Owner Input:

a). The resident in 610 still has a large dog even though they claim there isn’t a large dog there.  There have also been reports of the smaller dog still barking constantly.  Kathy stated she would send another letter to the owner and renter that the large dog had to be removed and the smaller dog kept quiet.

b). Bill Allen stated he’s had problems with someone letting the air out of his tires, damaging his vehicle by putting cigarettes out on the hood and ringing his doorbell at all hours.  Bill requested permission to install a camera outside his unit to document the vandalism and take appropriate action.  The Board stated they would discuss the request when Bill received bids and when the attorney gave an opinion on whether the camera usage would have to be posted.

 

8. Schedule Date for Next Meeting:

The next meeting of the Association is scheduled for Thursday, January 20, 2011 at 6:00 PM to hold the 2011 Annual Meeting unless a meeting is called in December to discuss camera bids.

 

9. Adjournment:

With no further business to discuss, Sam Bovalino made a motion to adjourn the meeting at 7:00 pm.  Bill Allen seconded the motion and it passed by unanimous voice vote.

 

Respectfully submitted,

 

Kathy Watts, CMCA, LCAM #27668

Reconcilable Differences, Inc.

 


 

Hidden Harbor Owners’ Association, Inc.

Minutes of the Board Meeting

held on October 28, 2010 at 6:00 P.M.

in the onsite Clubhouse

 

1. Call to Order & Establishment of Quorum:

The meeting was called to order by President Richard Kleinhans at 6:00 pm.  Vice President Richard Marquis, Treasurer/Secretary Sam Bovalino and Director Frank Carotenuto were also in attendance. Directors Ken Lewis, Bill Allen and Robert Philbrook were unable to attend.  Three (3) unit owners attended along with Kathy Watts from Reconcilable Differences. With a quorum of Board members established, the meeting continued.

 

2. Approval of Minutes from the April 22, 2010 Board Meeting:

Sam Bovalino made a motion to approve the minutes of April 22, 2010 as written. Richard Marquis seconded the motion and it passed by unanimous voice vote.

 

3. Financial Report:

Sam Bovalino stated that as of the end of September, Hidden Harbor is doing well and we show the association approximately $14,000 under budget.

 

A draft budget for 2011 was discussed. It shows no increase in monthly fees for the fourth year, but will require the use of retained earnings to cover expenses. Richard Marquis made a motion for RDI to mail the proposed 2011 budget to the owners.  A letter concerning changing from BB&T Bank to Sunrise Bank will also be included with the mailing, because Sunrise will not charge any fees for owners who choose the automatic fund transfer (AFT) method of payment. The form to authorize the bank to transfer the monthly assessments will also be included with the proposed budget.  Frank Carotenuto seconded the motion and it passed by unanimous voice vote.

 

5. Unfinished Business:

a). Entrance sign:  The entrance sign, plants and lighting were damaged when an owner failed to make the turn and went over the entrance island.  Kathy presented the Board with copies of bids and pictures of what could be placed in the entranceway for their review. Additional discussion will be held at the next Board meeting.  The resident’s insurance company did pay the Association for the damaged items.

 

6. New Business:

a). Condo Documents:  Richard Kleinhans explained that there are a number of issues with payments at Hidden Harbor and it is due to the monthly payment not being late until the 30th of each month. There are about 15 units that pay on the last day of the month and it was found that when one paid the first of the following month that they thought they were paying in advance. Therefore, when we send notices, some are confused and even though they are paying at the last minute, they think they are paying ahead and when it finally gets discussed, RDI has to go back years to determine where the payment(s) was missed. RDI recommend that the Board allow a vote to change the documents stating that payments are due on the first and late on the 10th, with a $25 fee for those owners who are late. Sam Bovalino made a motion for RDI to contact the attorney and to proceed with the Document changes that will be mailed out with the annual meeting packets.  Frank Carotenuto seconded the motion and it passed by unanimous voice vote. 

b). Bird Feeding Complaint: Frank Carotenuto presented a letter from the Board of Casa Del Sol stating a resident from Hidden Harbor, Building 1 is again feeding the birds and is throwing bird seed onto Casa Del Sol property.  They have requested we have this resident cease and desist immediately.  The Hidden Harbor Board requested that management mail another certified letter to the owner of unit 104 regarding this matter. If she does not stop, the attorney will be contacted.  The certified letter will also state that any legal charges incurred with be charged to her account.

c). Pool Heater Pump:  The Board was presented with two bids for the replacement of the pool heater pump doe the solar heater  All Florida Plumbing’s bid was $740 and Price Rite Pool Service’s bid was $851.  Sam Bovalino made a motion to accept the bid from Price Rite in the amount of $851 due to the fact we use them for other pool repairs.  Frank Carotenuto seconded the motion and it passed by unanimous voice vote.

 

7. Owner Input:

The owner of unit 507, Sally Kelly, was present because she recently installed new windows and shutters. The Board informed her that the shutters were not the approved “type” and would need to be removed or replaced. The Board stated that while they sympathized with her situation, they cannot allow the non-approved shutters to remain.  Kathy stressed that the screws in the building would also need to be removed and the holes patched. Kathy then asked the Board to look at approving written specifications for sliding glass doors, hurricane shutters and windows, which would also include an application form that must be approved before any project commences. The Board agreed to discuss this at the next meeting.

 

8. Schedule Date for Next Meeting:

The next meeting of the Association is scheduled for Tuesday, November 16, 2010 at 6:00 PM to approve the 2011 budget.

 

9. Adjournment:

With no further business to discuss, Frank Carotenuto made a motion to adjourn the meeting at 6:30 pm.  Dick Marquis seconded the motion and it passed by unanimous voice vote.

 

Respectfully submitted,

 

 

Kathy Watts, CMCA, LCAM #27668

Reconcilable Differences, Inc.

 


 

Hidden Harbor Owners’ Association, Inc.

Minutes of the Board Meeting

held on April 22, 2010 at 6:00 P.M.

in the onsite Clubhouse

 

1. Call to Order & Establishment of Quorum:

The meeting was called to order by President Richard Kleinhans at 6:00 pm.  Vice President Richard Marquis, Treasurer/Secretary Sam Bovalino and Directors Ken Lewis, Frank Carotenuto and Bill Allen were also in attendance. Robert Philbrook was unable to attend.  Four (4) unit owners attended along with Kathy Watts from Reconcilable Differences. With a quorum of Board members established, the meeting continued.

 

2. Approval of Minutes from the March 25, 2010 Board Meeting:

Bill Allen made a motion to approve the minutes of March 25, 2010 as written. Frank Carotenuto seconded the motion and it passed by unanimous voice vote.

 

3. Financial Report:

Sam Bovalino stated that as of the end of March, Hidden Harbor is doing well and we collected the past due fees from unit 607.  The first quarter shows the association approximately $9,000 under budget.

 

4. Committee Reports:

    a. Report from Landscaping Chairperson - Marilyn Lewis:  The entrance planting was completed on Good Friday but unfortunately was destroyed on Easter due to a resident’s accident.  Marilyn stated the next project is the North side of Building 1 and as soon as she gets the prices from the landscaper, she’ll contact the Board for their input and approval.  Lor-Del was on site over the weekend spraying for weeds.

 

5. Unfinished Business:

 

6. New Business:

    a. Entrance sign:  The entrance sign, plants and lighting were damaged when an owner failed to make the turn and went over the entrance island.  Kathy was been in contact with the insurance company and has sent pictures.  As soon as they receive all the bids for the repairs, they will send us a check.  Sam suggested the association look into a concrete sign when it’s rebuilt.

    b. Roofing bid:  Kathy distributed a copy of a roofing bid from Shaffer Roofing.  The consensus was they needed more detail on exactly which porch roofs needed repair and RDI will get additional bids if the repairs are needed.

    c. AC Drain Cleaning:  the cleaning is progressing on schedule with very few issues of residents not being home or refusing entry.  Kathy will work with Ted on a case by case basis as there will not be a formal “make up day” scheduled.

 

7. Owner Input:

-Ken Lewis stated the sprinklers for Building 1 are not going on.  Kathy stated she’d have Ted investigate it even though others present stated they come on during the night.

-Board members stated 2 unit owners in Building 1 are again feeding the birds and squirrels.  Unit numbers will be given after the meeting.

-The Board requested letters be sent to unit 601 regarding: 1) scooters MUST have 6" sq metal plate under the kickstands to prevent damage to the parking lot.  2) no repairs of cars and/or scooters and no gas spillage. 3) all scooters must be registered, one is not and will be removed if not registered within 5 days.

 

8. Schedule Date for Next Meeting:

The next meeting of the Association is scheduled for Thursday, June 24, 2010 at 6:00 PM.  

 

9. Adjournment:

With no further business to discuss, Frank Carotenuto made a motion to adjourn the meeting at 6:30 pm.  Dick Marquis seconded the motion and it passed by unanimous voice vote.

 

Respectfully submitted,

 

 

Kathy Watts, CMCA, LCAM #27668

Reconcilable Differences, Inc.

 


 

Hidden Harbor Owners’ Association, Inc.

Minutes of the Board Meeting

held on March 25, 2010 at 6:00 P.M.

in the onsite Clubhouse

 

1. Call to Order & Establishment of Quorum:

The meeting was called to order by President Richard Kleinhans at 6:00 pm.  Vice President Richard Marquis,  Treasurer/Secretary Sam Bovalino and Directors Ken Lewis and Bill Allen were also in attendance. Frank Carotenuto and Robert Philbrook were unable to attend. 

Two (2) unit owners attended along with Kathy Watts from Reconcilable Differences. With a quorum of Board members established, the meeting continued.

 

2. Approval of Minutes from the February 25, 2010 Board Meeting:

Bill Allen made a motion to approve the minutes of February 25, 2010 as written.  Sam Bovalino seconded the motion and it passed by unanimous voice vote.

 

3. Financial Report:

Sam Bovalino as of the end of February, Hidden Harbor is doing well and we expect to collect a substantial amount from the closing of unit 607.

 

4. Committee Reports:

    a.)  Report from Landscaping Chairperson - Marilyn Lewis:  The landscaper is approximately 75% completed with the entrance.  The parking lot side of Building 1 might be the next project in addition to planting around the corners of the buildings along A1A.

 

5. Unfinished Business:

    a.)  Kathy reported that FPL was contacted to turn on the electricity to unit 105 in order to prevent the possibility of mold.  Association will bill the unit for the expense.

    b.) Kathy also reported that Ted has almost completed replacing the damaged fencing around the work shed.

    c.) Bill Allen made a motion to replace the decals at the North and South side of the front entrance for a price of $130 plus tax.  Sam Bovalino seconded the motion and it passed by unanimous voice vote.

 

6. New Business:

None at this time

 

7. Owner Input:

Kathy made the announcement that Ted’s father had passed away and he would return to work on Monday.  All those present expressed their sympathy to Ted and his family.

 

8. Schedule Date for Next Meeting:

The next meeting of the Association is scheduled for Thursday, April 22, 2010 at 6:00 PM.

 

9. Adjournment:

With no further business to discuss, Dick Marquis made a motion to adjourn the meeting at 6:10 pm.  Ken Lewis seconded the motion and it passed by unanimous voice vote.

 

Respectfully submitted,

 

 

Kathy Watts, CMCA, LCAM #27668

Brandi Lowder, Administrative Assistant

Reconcilable Differences, Inc.

 


 

Hidden Harbor Owners’ Association, Inc.

Minutes of the Board Meeting

held on February 25, 2010 at 6:00 P.M.

in the onsite Clubhouse

 

1. Call to Order & Establishment of Quorum:

The meeting was called to order by Vice President Richard Marquis at 6:00 pm.   Treasurer/Secretary Sam Bovalino and Director Ken Lewis were also in attendance. Frank Carotenuto and Robert Philbrook were unable to attend. 

Seven (7) unit owners attended along with Kathy Watts and Brandi Lowder from Reconcilable Differences. With a quorum of Board members established, the meeting continued.

 

2. Approval of Minutes from the January 27, 2010 Organizational/Board Meeting:

Sam Bovalino made a motion to approve the minutes of January 27, 2010 as written.  Ken Lewis seconded the motion and it passed by unanimous voice vote.

 

3. Financial Report:

Sam Bovalino had nothing to report at this time.

 

4. Committee Reports:

Report from Landscaping Chairperson - Marilyn Lewis:  Marilyn submitted a plan to the Board that had been drawn up by Jim of Lor-Del Enterprises.  She stated that it was not really planting season, so nothing would be done for about 2 weeks.  However, in regards to the entranceway, the idea is to pull out everything that is in there now.  Then plant 35 green Lirope along the edge and then the other green in the middle is the Blueberry Flax.  The multi-color would be a grass that grows taller than the outside grass.  Mammy Croton would be planted in the corners.  She is told that the Mammy Croton is beautiful when it matures.  The other thing of color is called Red Sisters, which are a tall multi-colored, red and pink leafy plant, but would not obstruct the view.  Then on each side of the sign, there would be a Red Hibiscus.  Finally, of course, is the mulch.  He gave a quick estimate of between $500 and $600.  They would bring a crew of 4-5 people and probably have it all done in a day.  Labor is included in the contract, so we would be saving approximately $400. 

-Jim also said that the curb all around this area needs to be painted, and if Ted doesn't have time to do it, he will do it at no cost.  The only additional charge is that Jim stated he would appreciate $25 for gas to pick up the supplies.

-The southern side of the logo sign looks fine, but the northern side is bleached out and looks terrible.  Richard Marquis stated that this would make the second or third time the Association has replaced it.  Marilyn replied that it was optional.

-Marilyn asked for the Board's input or ideas.  She further stated that she would like to see something tropical instead of the Red Sisters, and had Jim looking for something.  She then requested that the Board email her any changes they would like to make to the entranceway landscape design.  Sam made a motion to put aside $600 for the landscaping at the front entranceway.  Ken Lewis seconded the motion and it passed by unanimous voice vote

-Marilyn and the Board discussed the landscaping around the pool and that there would be work being done to the pool fairly soon.  Therefore, the Board decided to hold off on any planting until the pool work was completed, and would keep in mind any ideas of what could be done in that area.  In the meantime, the Board would like to go ahead and get the entranceway done.

-The Board discussed Barbara Fulton's request for plants around buildings 1 and 4.  Kathy pointed out that there were plants around these buildings, but these had died.  Richard stated that we have been having a lot of problems with the plants around the buildings due to the high salt content; therefore, it might be worth the investment to remove the loam and put some better soil in there to give the new plants a chance.  Marilyn agreed that she would like to do the same landscaping around building 1 as has been done around building 2 as well as the area between the parking lot and building 4.  Marilyn pointed out these areas and her plans on the map with the entranceway design to the Board.  She further requested that when this is done, she wants to replace all of the plants rather than try to get newer plants to catch up with the growth of the older plants.  However, these areas will be done in stages after the entranceway has been completed.

 

5. Unfinished Business:

    a.) Kathy reported that she got some information today that would give the Board a rough idea of whether they want to move forward with a full study on heat pumps.  We would need at least 1 heat pump, which is $6,000.  The electric bill would be an extra $150-$200 per month.  You would also have to have an electrician come in and upgrade the panel because the existing system is not strong enough to handle even 1 heat pump.  Heat pumps do not work well under 40 degrees, so when it gets really cold, it isn't going to do anything at all.  To keep the pool at 80 degrees during the winter, you're going to need 2 heat pumps.  The heat pumps alone are $12,000, then there is the $300-$400 increase in electricity costs, the cost of the electrician coming in, and the cost of upgrading the electrical system.  It is a lot of money.  The Board agreed that this is beyond the Association's budget at this time; therefore this project will be tabled for a couple of years until the Association is in a better financial position to take on this type of expense.

    b.) Unit 105 - FPL has been contracted to turn on the electricity to the unit in order to prevent the possibility of mold.  FPL will charge the Association for this.  Kathy also reported that we cannot get into Unit 505, nor can we reach the realtor or the bank.  Kathy explained that on another property, a letter was sent to the owner notifying them that if any mold came up in any other unit, this owner would be held responsible.  She will continue working on Unit 505.

 

6. New Business:

    a.) Board Reorganization:  Richard Marquis reported that as of today, there were 2 resignations from the Board:  Michael Simkhin and Barbara Ursin.  Both resigned for reasons of their own.  Richard Kleinhans has expressed interest in coming back on the Board.  Richard Marquis made a motion to appoint Richard Kleinhans back on the Board.  Ken Lewis seconded the motion and it passed by unanimous voice vote.  The members present applauded this appointment.  Richard Marquis motioned to appoint Richard Kleinhans as President.  Ken Lewis seconded the motion and it passed by unanimous voice vote.  The members present applauded this appointment.

 

7. Owner Input:

-Bill Allen, owner of Unit 603, asked why only 1 of the 2 resigning members was replaced.  Ken stated it was because no one else had shown an interest.  Bill stated that he would be interested.  Sam Bovalino made a motion to appoint Bill Allen to the Board.  Ken Lewis seconded the motion and it passed by unanimous voice vote.

-Bill Allen then asked what was being done about the common property planting by Unit 603, and Ken answered that a letter had been sent to both the owner and the renter notifying them that all will be removed including the tiki lights and the flags, and that they will resod the area. 

-Richard Kleinhans asked what had been done about the parking area problems and the scooter riding issues regarding Unit 601 and Kathy answered that a letter has been sent to the owner and the renters.

-The board discussed if flags are permitted to be displayed.  Kathy answered that flags cannot be on common property, but can be displayed on the owner's property such as the porch.

-An owner asked if anything could be done about the resident of Unit 108 taking up 2 parking spaces, and Kathy stated that she would send a letter as this was a parking violation.  Richard Marquis commented that the renter of Unit 208 parks in the space by the island by driving his vehicle over the barriers.  In fact, he broke one of the parking stops.  Kathy will send a letter to the owner and renter of Unit 208.

 

8. Schedule Date for Next Meeting:

The next meeting of the Association is scheduled for Thursday, March 25, 2010 at 6:00 PM. 

 

9. Adjournment:

With no further business to discuss, Sam Bovalino made a motion to adjourn the meeting at 6:32 pm.  Ken Lewis seconded the motion and it passed by unanimous voice vote.

 

Respectfully submitted,

 

 

Kathy Watts, CMCA, LCAM #27668

Brandi Lowder, Administrative Assistant

Reconcilable Differences, Inc.

 


 

Hidden Harbor Owners’ Assoc., Inc.

Minutes of the 2010 Annual Meeting

held Wednesday, January 27, 2010,

at 6:30 p.m. in the onsite clubhouse.

 

1. Call to Order:

The meeting was called to order by President, Richard Kleinhans at 6:30 P.M. 

 

2. Calling of Roll, Certifying of Proxies and Establishment of Quorum:

Board members present were Richard Kleinhans-President, Richard Marquis-Vice President, Sam Bovalino-Treasurer/Secretary and Directors Frank Carotenuto, Ken Lewis and Bob Philbrook.  Michelle Dugan, Kathy Watts and Brandi Lowder represented Reconcilable Differences, Inc.  Management reported having 27 units represented by proxy and 17 units represented in person, establishing a quorum to begin the meeting.  The presence of forty-three units was required to hold this meeting.

 

3. Proof of Notice of Meeting:

Richard Kleinhans certified that notice of the meeting had been mailed to all owners at least 14 days in advance of the meeting.

    

4. Reading and Approval of Minutes from January 28, 2009 Annual Meeting:

Having acknowledged that the minutes were mailed to all owners, Sam Bovalino made a motion to approve the minutes from the January 28, 2009 annual meeting.  Bob Philbrook seconded the motion and it passed by unanimous voice vote.

 

5. Report of Officers:

Report from the President

Richard read from a list of accomplishments made by both the Board and Management in 2009:

-completed the painting of the outside of the buildings.

-installed new display cases at each entrance.

-installed a new logo on building 1.

-completed the landscaping for buildings 1, 2, & 3.

-repaired the sprinkler system.

-purchased and installed a trailer for storage of equipment.

 

Richard Kleinhans reported that as a part of the continuing operation, he, Sam Bovalino and Michelle Dugan attended a Space Coast Condominium Association (SCCA) meeting on Saturday.  One of the problems that condo and home owner associations are experiencing is that banks can start the foreclosure process on these properties, yet not close and not pay the maintenance fees. The legislature is looking at a bill to change this.  Richard did some research and made a list of websites where owners can go in to see what is going on, as well as how to protect their Association from fee increases.  He also listed our district Senator and State Representative address and email address.  Please get this list from Richard Kleinhans and write letters to protect yourself from paying the fees that the banks should be paying.

 

An owner asked what the percentage of arrears is for this complex.  We have only two units in arrears.  We are very lucky.  There is an association on the west side that went up by $375 per unit per month just to cover their losses from foreclosures.

 

Report from the Treasurer

Treasurer Sam Bovalino reported the Association ended the year 2009 at approximately $5,000 over budget, which means we spent $5,000 more than we should have.  However there is a $20,000 bad debt expense in the budget for units that were foreclosed earlier in the year, and an estimate of assessments that will be uncollectible when the bank finally forecloses.  We were under budget the previous year by about $16,000; so, we are still okay.  Our insurance expenses were $18,000 under our budget, which is good.  However, the flood insurance will go up about $10,000 this year, but this was included in the 2010 budget.  Utilities and payroll expenses were just what we budgeted (within a couple hundred dollars).  Maintenance expenses were $9,000 under budget.  Our reserves account hit $124,000 last January and we put $55,000 into reserves in 2009.  We spent $40,000 painting the buildings and putting in gutters and a new sprinkler pump motor.  Right now our reserve account has $139,000.  Therefore, reserves have gone up $14,000 over the last year, even with needed repairs made.  We will have to spend $40,000 to $50,000 on pool upgrades this year, but our reserves account will be fine.  The biggest expense is units in foreclosure and not paying their share.  We are not going to wait on the banks.  We are going after these units ourselves.  In fact, our first one goes to trial on March 1, 2010.  We will try to put our own renters into that unit to collect our fees until the bank forecloses.  The second unit is going to trial in March as well.  If anyone has any questions on the financials, they can see Sam after the meeting.

 

6. Reports of Committees:

Landscaping Report:

The Chairman of the landscaping committee, Marilyn Lewis, reported that she spoke with Jim from Lor-Del on Tuesday.  He would like to start the upgrade to the island at the entrance.  The property looks really nice.  Barbara Ursin did a great job of watching over the landscaping over the summer and the fall.

 

7. Open Forum:

An owner asked if we would be doing maintenance on the pool, and if so, when would it start.  Sam reported that this will be the biggest project for 2010, but we have not requested bids yet.  Another owner asked if there was any thought to heat pumps for the pool. We haven’t, and while we need to be careful due to finances, the Board will consider this option.  Kathy will get bids for heat pumps along with the pool service bids.

Owner, Barbara Ursin, stated that replacing the fencing around the shed and pump house was discussed in the last meeting.  This will be discussed during the Organizational Meeting as Ted got some figures, but it needs to be approved by the Board.

 

Several owners commented on an ongoing problem with children playing in the parking lot, hiding under vehicles, playing in the roadway, hanging in trees, etc. without any adult supervision.  These children are very small and difficult to see when driving, especially when they are on their tricycles and small bicycles.  After much discussion, it was suggested that owners call the Police or the Department of Children and Families.  The Board asked if anyone knew who these children were or where they lived.  After further discussion regarding the units the children live in, Kathy agreed to get the name of the renters of this unit and send a letter to them as well as the owners of the units.

 

8. Presentation of the 2010 Board Members:

As was noted in the mailing to all unit owners, Management introduced the 7 unit owners who volunteered to serve on the Board in 2010; Sam Bovalino, Frank Carotenuto, Ken Lewis, Richard Marquis, Bob Philbrook, Michael Simkhin and Barbra Ursin.

 

9. Unfinished Business:

Nothing to report.

 

10. New Business:

Richard Kleinhans stepped down from the Board and turned the meeting over to the new Board of Directors.  Sam Bovalino thanked Richard Kleinhans for the wonderful work he has done serving as the Board President over the past year.  The owners and Board agreed and applauded Richard Kleinhans.

 

11. Adjournment:

With no further business to discuss; Richard Marquis made a motion to adjourn the meeting.  Ken Lewis seconded the motion and it passed by unanimous voice vote.  The meeting adjourned at 6:45 p.m.

 

Respectfully submitted,

 

Kathy Watts, CMCA, LCAM #27668

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

KW/bll

 


 

Minutes of the Organizational Meeting of the

Hidden Harbor Board of Directors

Held Immediately After the Annual Meeting

On January 27, 2010, 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:

President: Barbara Ursin volunteered.  Therefore, Richard Marquis made a motion to appoint Barbara Ursin.  Frank Carotenuto seconded the motion and it passed by unanimous voice vote.

Vice President:  Sam Bovalino made a motion to appoint Richard Marquis.  Bob Philbrook seconded the motion and it passed by unanimous voice vote.

Sec/Treasurer:  Ken Lewis made a motion to retain Sam Bovalino.  Frank Carotenuto seconded the motion and it passed by unanimous voice vote.

Directors will consist of:  Frank Carotenuto, Ken Lewis, Bob Philbrook, and Michael Simkhin. Michael lives up North, but will be onsite in March.

 

3. Issues:

New Fence: Maintenance man Ted submitted the following bid to replace the fence: It will cost $448 plus 3 days of labor to replace the shed area fence and $200 plus 2 days of labor to replace the pump area fence.  Frank Carotenuto made a motion to have Ted replace both at the cost submitted by him.  Bob Philbrook seconded as stated and all were in favor.

Dryer Vents: An owner asked when the dryer vent cleaning was due. This is an owner responsibility and should be done every 18 to 24 month. Kathy will try to obtain volume pricing before the next meeting.

A/C Checkups: Kabran Air is again offering their A/C check between February and March for $49.  This company has been doing this for us for years.  You can sign up tonight, or call Richard Marquis 784-6672, or you can pick up a flyer in the club house, complete the form, and put it in the box to get your A/C checked at this price.

 

4. Set Next Board Meeting:

The next Board of Director's meeting will be Thursday, February 25, 2010 at 6:00 pm.

 

5. Adjournment:

With no further business to discuss, Frank Carotenuto made a motion to adjourn the meeting at 7:00 p.m.  Sam Bovalino seconded the motion and it passed by unanimous voice vote.

 

Respectfully submitted,

 

 

Kathy Watts, CMCA, LCAM #27668

Reconcilable Differences, Inc.

Board of Directors, Hidden Harbor Owners Association, Inc.