Summit Owner s Association, Inc. Board of Director Meeting Minutes

Transcription

1 CALL TO ORDER: The meeting was called to order at 9:01 AM. ROLL CALL: Roll call was taken, and quorum was established with eight board members present. Five in Person, (Teri Towe, Rick Bacon, Bruce Adams, Kathy Pittman and Chree DeLoache); three attending by phone (Rick Bourgoise, Pat Latham and Patrick Conner); Donald McKinney was absent. PROOF OF NOTICE: Proof of Notice of the Meeting was confirmed by the manager as posted in accordance with the bylaws and statutes.. APPROVAL OF AGENDA: Bruce Adams motioned to approve agenda, Rick Bourgoise seconded the motion and agenda was approved by all in attendance. APPROVAL OF MINUTES: Bruce Adams motioned to approve the minutes of the September 16, 2017 Board of Directors Motion was seconded by Chree DeLoache. Eight board members approved with Rick Bacon abstaining from vote. Minutes were approved by all in attendance. Chree DeLoache motioned to approve the Organizational Meeting minutes of September 16, 2107 and Bruce Adams seconded. Motion approved by all in attendance.. MANAGER S REPORT: Carol Scicchitano, General Manager provided the Management Report, giving update as to finances of association, progress and projects that had occurred in the last quarter. COMMITTEE REPORTS: Building & Grounds Committee Chree DeLoache reported that a meeting had been held on December 1 st. She discussed the status of items Building and Grounds had identified as needing repair and/or improvement: Uneven walkways (to be repaired by staff), outdoor hot tubs (in process of repair), remodel of restrooms on east and west ends (halfway completed), indoor hot tub (to be repaired and discussed during meeting), lighting issues (being addressed), exercise room (carpet to be replaced), big chair (to be discussed), restroom signs (working on). Betterment Committee (sub-committee of Building & Grounds) Patrick Conner reported that no Betterment committee meeting had been held to date, but they are getting together a wish list of items they d like implemented and will go over list with Chree DeLoache, chairperson of Building & Grounds. List will be prioritized and sent to president and manager for input or implementation. President explained that items over specific amounts may require board approval and would need to be recommended to the board by the committee. Communications Committee Bruce Adams reported that a committee meeting had been held on November 10 th. The cable contract has been reviewed by committee members and alternative options sought for cable. Options considered were WOW, Comcast, Direct TV, and AT&T. Other alternative options for basic cable service for the association have been looked at by members, however the contract is not up for renewal until next year. One committee member stated that the re-cabling of the building may save money on a contract renewal for basic cable service. Other discussion was held regarding the AT&T repeater proposal that was previously considered by the board (up for discussion on agenda) and Firedog s computer technology services. Manager was requested to follow up with Firedog and the committee regarding Firedog s capability to provide more categories and features on the owner website. ATT Repeater was also discussed and will be addressed as agenda item with committee recommendation. Contracts Committee Rick Bourgoise reported that a meeting was held on November 10 th in which committee responsibilities were outlined and recommendations were made for establishing a new Contract Policy & Procedure. Committee

2 members were provided a contract book containing all association contracts. Brewer Amusement and Beach Services contracts need to be inserted/updated. Recent contracts added were: Howell, ADP, Hiller, Harris Business Machines and Canon. Contracts committee requested proposals for security contract, which will be brought before board for a vote at this No recommendations made at this time. Finance Committee Kathy Pittman reported that general manger had covered all the financial and delinquency information of the committee and that info regarding the budget had been addressed in the budget meeting held prior to this HR Committee Teri Towe reported on behalf of Joan Hudson, Chairperson for the committee. She reported that a meeting had been held on December 1 st and that employee files had been audited on that date. Committee chairperson will advise management of any items needing attention. Employee handbook was reviewed, with changes considered. Committee members will continue review and any recommendations for change will be submitted to the board for approval at a later date. Parking & Armband Committee Rick Bacon thanked committee members for attendance at two meetings held on November 10 th and 11 th. Some of items discussed during meetings included: Parking for owners, guests, vendors, employees, armbands for owners and guests, accounting of armbands and parking passes. Based on the review of items addressed at meetings, recommendations were made to the board, which will be addressed on the agenda at this OLD BUSINESS ATT Repeater Proposal received last year to install a cell phone repeater had been addressed to board previously and tabled. Board members could not agree upon the contract clauses requested by the vendor for the ATT repeater. Clauses of issue were 24-hour access and signage rights. Additional concerns were posed due to potential boring on property, length of contract proposed and compensation. Communications committee recommends dismissal of proposal. Bruce Adams motioned that the ATT Repeater proposal be dismissed. Motion was seconded by Rick Bourgoise with all those in attendance in favor (8). NEW BUSINESS Water Booster Pump Water booster pump was found leaking and requires repair. Cost to repair pump was $6628 and down payment was required to order parts for the job. Because cost exceeds $5K, approval required by board. President authorized payment and signed proposal to order parts/schedule work and board must ratify approval. Motion made by Pat Latham to ratify repair of the water booster pump. Motion seconded by Chree DeLoache with all in attendance in favor (8). Flood Insurance Renewal Flood policies for the exterior buildings (Student Breaks and Bikini Bob s) auto renewed on Cost for annual premium per building is $650. Rick Bourgoise/Bruce Adams motioned to approve ratification of both flood insurance policies. Chree DeLoache seconded motion. Motion passed with all in attendance favor (8).. Banking New signature cards, lines of credit and credit card New Signature Cards: Several bank accounts (Regions, Wells Fargo and Hancock Bank) need signer changes (removing old signers and adding current signers who are existing board members and employees). Motion was made by Chree DeLoache to designate Teri Towe, Kathy Pittman, Carol Scicchitano and Vernon Bryant as authorized signers on all the Summit Owner s Association accounts held at Centennial Bank, Wells Fargo Bank, Regions Bank and Hancock Bank, and that any other previous authorized signers shall be removed from said accounts. Motion was seconded by Patrick Conner. Motion passed with all in attendance in favor (8).

3 Lines of Credit: Association holds two lines of credit for $250K each. The lines of credit are up for renewal. President Teri Towe noted importance of retaining lines of credit should unforeseen events occur, and noted that closing costs for each line of credit would be $245 each. Chree DeLoache motioned to renew both lines of credit, Rick Bourgoise seconded the motion. Motion passed with all in attendance in favor (8). Credit Card Association currently has one credit card with Sam s Club, but card is in former managers name and staff is unable to change name on card. Credit card is used to purchase association supplies. Recommendation to open secondary card with Centennial Bank as a backup and try to apply for a new card for Sam s Club in Association name. Motion made by Rick Bourgoise to apply for a credit card account with Centennial Bank. Motion seconded by Kathy Pittman. Motion passed with all in attendance in favor (8). A second motion was made by Chree DeLoache to apply for a Sam s credit card in the name of the association. Kathy Pittman seconded the motion and all in attendance were in favor (8). Beach Services Contract Beach services contract will be up for renewal in Changes in the areas of chair costs including sales tax and signage language were necessary and were recommended by our accountant and sales tax auditor. Changes were made by management and sent to contract committee, treasurer and accountant for review. Rick Bourgoise motioned to accept the changes in verbiage that had been made to the Beach Services contract. Motion was seconded by Bruce Adams. Motion passed with all in attendance in favor (8). Outsourcing Security -Bruce Adams presented an overview of analysis and comparison of costs of vendors who had submitted proposal for outsourcing of security. He identified ASA (American Security Associates) as the company offering the best pricing, which was calculated as just under what our current in-house security costs. Further details were provided regarding the in-depth training ASA associates are given and the benefits to the association of outsourcing security. Bruce Adams moved that the Summit Owners Association approve outsourcing of security to American Security Associations pending contract review by contract committee and Summit lawyer, to be effective January 2, Motion was seconded by Rick Bourgoise. Motion did not pass. There were three (3) votes in favor of motion ( Bruce Adams, Rick Bacon and Patrick Conner) with five (5) votes opposed and one (1) absent. Opposed votes were: Rick Bourgoise, Chree DeLoache Pat Latham, Kathy Pittman and Teri Towe. SOA Delinquencies (includes intent to place liens) Treasurer informed members that Unit 511 has been on the books for a couple of years and that bank had recently bought the unit back, then resold it to a new homeowner. The unit delinquency was held pending the sale until the end of this year, so it could be written off. Chree DeLoache motioned to write off the bad debt of Unit 511 in the amount of $47, Motion was seconded by Rick Bourgouise. Motion passed with 7 board members in favor. Bruce Adams and Donald McKinney absent from Timeshare Delinquencies Kathy Pittman, Treasurer and Financial Committee Chairperson, recommended to members that 101 units be written off as bed debt. Reasons for write-offs were: Deeds weren t recorded timely when given back to the SOA; Some accounts had not been made inactive in QuickBooks, so the fees were still being charged to owners; Some units were given back to SOA from Meridian and the SOA had received either partial payment of delinquency or no payment at all (uncollectible). Kathy Pittman reported that the total amount to be written off is approximately $200,000 and that the accounts are to be reviewed individually with timeshare and general manager before final adjustments are made. Kathy Pittman motioned to approve a write off of 101 accounts of approximately $200,000 for Timeshares balances as of October 31, Motion was seconded by Chree DeLoache. Motion passed with 7 members in favor. Bruce Adams and Donald McKinney were absent from meeting and vote. Estoppel Fees Recently laws changed authorizing increases in estoppel fees charged when units were sold. The maximum base fee allowed now is $250, with no delinquency; Expedited estoppels requested within 3 business days may charge extra $100; if there is a delinquency, an additional $150 may be charged. Kathy Pittman motioned that the base fee allowed for estoppels of $250 be charged and that an additional $100 be charged if there is a delinquency. Motion was seconded by Patrick Conner. Motion passed with 8 members in favor and one absent member, Donald McKinney.

4 Parking & Armband Proposal Discussion was held regarding the need for changes with parking and armband policies. The Parking and Armband Committee Chairperson, Rick Bacon submitted a list of several recommendations to the board for review. A motion was made by Rick Bacon to initiate a process or standard procedure for issuing decals with accountability. Motion was seconded by Chree DeLoache and all in attendance were in favor. Rick Bacon motioned to institute a process for owners not displaying the correct decal by having their unit information documented at the front gate and directed to the SOA office for issuance of decal during business hours. Patrick Conner seconded motion and all in attendance were in favor. Recommendation was made to keep parking passes at two per unit and to institute a standard operating procedure, to codify current process SOA uses to issue passes to owners who do not have decals or have lost them. Discussion held on peak season parking passes issued. Recommendation mas made that one (1) guaranteed parking placard be issued to each unit regardless of bedroom size. Rick Bacon motioned that owners will be issued one (1) unique placard during weekends during peak season such as Memorial Day, July 4, Labor Day and other days at the discretion of the CAM. Rick Bourgoise seconded the motion. Motion passed and all in attendance were in favor. Donald McKinney absent from vote. Recommendation that renters can purchase an entry pass was tabled from discussion. Rick Bacon motioned to rescind the 1992 Board of Directors decision that parking be reserved for resident owners and that the Reserved signs will be taken down and spaces used on a first come first served basis. Bruce Adams seconded motion. Motion passed with all in attendance in favor, and Donald McKinney absent from vote. Rick Bacon motioned that one guaranteed parking placard be issued to each rental unit regardless of bedroom size. Bruce Adams called for the question stopping further debate. The motion was tabled with all in favor. Motion was passed with all in attendance in favor. Donald McKinney absent from vote. Rick Bacon motioned to create a standardized form for use by persons issuing parking passes. Motion was seconded by Rick Bourgoise. Motion passed with six directors in favor and two absent from the meeting (Bruce Adams and Donald McKinney). A motion was made by Rick Bacon to table recommendation #3 (Recommend BOD determine if there is a requirement accounting for all guest passes). Rick Bacon motioned that all guest parking passes be displayed year-round and that they be codified. Motion was seconded by Kathy Pittman. Motion passed, with all in attendance in favor. Rick Bacon motioned that during heavy holiday weekends and other dates where parking is an issue, that a special placard/pass be issued to guests, ensuring each guest is entitled to one parking spot and that only one placard (pass) will be issued per unit, regardless of bedroom size. Motion was seconded by Rick Bourgoise, motion passed with all in attendance in favor. Bruce Adams motioned to table the remainder of Parking and Armband committee recommendations until the February BOD Rick Bacon seconded the motion. The motion passed by all present. Rule prohibiting video and/or audio recording President addressed concerns regarding owner videotaping of employees and vendors without their consent. Per FL law, videotaping without consent of individuals is illegal. It was noted that videotaping of board and committee meetings was acceptable by law and would continue. Teri Towe asked for a motion for the Association to adopt a rule providing that video may be taken within common areas, however videotaping of employees and guests could only be done with their consent. Bruce Adams objected to consideration of the question. At 3:02 pm the meeting briefly recessed and was brought back into session at 3:07 pm. Teri Towe stated we must vote to stop consideration of the motion and it requires a 2/3 vote to stop it, that would be 6 votes since there are 8 persons present. Six voted Yes and two voted No (Rick Bourgoise and Pat Latham). One absent from vote (Donald McKinney). Motion was taken off the agenda for consideration. Rules Revision- Association rules were reviewed by Pat Latham and Rick Bacon, board directors. Changes were recommended to the board for consideration. A motion was made by Pat Latham that the revised Rules submitted for consideration by the Board be approved, substantially as submitted, to be the SOA Rules, in place of the

5 current Rules, effective January 1, Motion was seconded by Chree DeLoache and motion passed with 7 board members in favor. Bruce Adams and Donald McKinney were absent from Betterment Proposal to Accept Big Chair Donation from Owners Chree DeLoache presented information to members regarding owners who had donated $1800 in funds toward the purchase of a Big Chair to be displayed on the Association property. The chair would be blue in color, weight is 675 pounds, width 78, length 82, height 102. Discussion on area of placement was held and it was decided that the best area would be on west side of property near Student Breaks building. Rocks would be removed from the existing bed and replaced with sand, then chair could be placed in sand area. Footprint of chair would rest on concrete pad outside of bed area and a mat could be purchased for that area. Chree DeLoache motioned to accept the big chair donation from owners. Kathy Pittman seconded the motion. Rick Bacon motioned to have Betterment Committee pay for the big chair, not the owners. Motion was seconded by Patrick Conner. Discussion was held, and the motion was scratched. Original motion passed with 7 board members in favor. Bruce Adams and Donald McKinney were absent from Signs in Unit Windows - Discussion was held regarding signs in windows. One owner indicated that there was a rule established at one time which did not allow signs in unit windows. Teri Towe asked if there was a motion to reinforce the rule of no signs in windows. No motion was made, and no action was taken on the matter. Door Mats - The issue on whether or not to allow doormats in the corridors was addressed earlier in the year at a board Consideration at the that time was also given to see if all owners should have the same type of door mats, however the motion was not seconded, so no action was taken. It was expressed that the board can vote to allow or disallow door mats. Chree DeLoache motioned to disallow doormats and Kathy Pittman seconded the motion. The motion failed. Three votes to disallow (Chree DeLoache, Kathy Pittman, Teri Towe); Four votes not to disallow (Rick Bacon, Rick Bourgoise, Pat Latham, Patrick Conner); Two absent (Bruce Adams, Donald McKinney). Entry Door for Indoor Hot Tub Area - Owner, Caron Davis had proposed renovations to the indoor spa which included installation of new doorways in the spa/mailroom areas. Rick Bacon motioned to table the agenda item until the February meeting until the owner was present. Motion was seconded by Rick Bourgoise and all were in favor, item tabled. Storage Pods and Closets Discussion was held with directors and owners regarding storage pods and storage closets and whether owners or vendors using them should be charged a fee or not. Rick Bacon motioned to table the agenda item until the February meeting to give the board appropriate time to consider the matter. Motion was seconded by Chree DeLoache. Motion passed with all in attendance in favor. (Bruce Adams and Donald McKinney absent from vote). Dumpster Usage and Request for Modifications/Alterations Patrick Conner motioned to table the Dumpster Usage and Request for Modifications agenda items until the February Rick Bourgoise seconded the motion. Motion passed with all in attendance in favor. Bruce Adams and Donald McKinney were absent from the vote. GENERAL DISCUSSON General discussion was held with board members, in person attendees and attendees via Facebook live. An owner submitted a letter to the association and his request was recognized to be addressed at the next board of directors meeting in February. In addition, a request was made to reconsider posting board of director meeting packets online for owner viewing in advance of meetings. It was noted that the packets are for board member use and that topics are identified on the agendas for the owners. EXECUTIVE SESSION- Board members entered executive session at 4:15 pm to discuss personnel matters. Returned to regular session at 4:30 pm. ADJOURNMENT Teri Towe motioned to adjourn the meeting and it was seconded by Rick Bourgoise. Meeting adjourned at 4:37 pm by all board members in attendance. Submitted by Chree DeLoache, Secretary