LANDMARK CONDOMINIUMS OWNERS ASSOCIATION, INC WEST BEACH DRIVE PANAMA CITY, FL 32401

Transcription

1 BOARD OF DIRECTORS MEETING MINUTES MEETING HELD ON APRIL 28, 2018 Call to Order - The meeting was called to order by Jay Seitz at 9:01 AM CST. Board Members present: Jay Seitz, Mike Gill, Ken Whittaker & Larry Lomax. Association Management present: Colen Hamilton. Board Member Mike Lewis was not available to be present for the meeting. A quorum was established with 4 of 5 Board Members present. Proof of Notice Colen Hamilton confirmed that Proof of Notice was properly provided according to Florida Statute. President s Report Jay Seitz discussed the Association Management transition. There was also a brief discussion regarding the Clubhouse renovations and pending furniture replacement. Manager s Report Colen Hamilton reviewed some of the current maintenance projects. Mr. Hamilton advised that the following projects were either under way or recently completed: The pool decks were recently pressure washed and painted, the sidewalk triphazards had been alleviated, the railing installation project was nearing completion with only D F buildings remaining, the building entrance landscaping renovations project was nearing completion and new LED street lighting installations are ongoing. Mr. Hamilton also advised that the building corridor pressure washing & painting project will begin in late May. Treasurer s Report Ken Whittaker advised of the current bank account balances: Insurance Reserve - $173, Plumbing Reserve $58, Primary Reserve - $262, Checking - $105, Approval of Organizational Meeting Minutes from 01/13/18 MOTION: Mike Gill made a motion to approve the Organizational Meeting Minutes from 01/13/18. SECOND: Larry Lomax seconded the motion.. Southwest Parking Lot Fence Installation Discussion Jay Seitz discussed the problems Landmark has experienced with trespassers. Mr. Seitz discussed the reasoning behind the recent fence installation in the southwest parking lot. Mr. Seitz explained the error made by the Board in the approval process of the fence installation. The Membership in attendance was polled to see if anyone objects to the current fence installation. There were no objections, but rather only compliments. Judith Scott, owner of Unit #K101, stated that she would rather see a vote for all entrances to be gated. Mike Gill discussed the current status of the closure of the corner of Beach Drive/Frankford Ave. and how emergency services would be

2 affected relating to same. Ms. Scott asked who services the street between the two sides of Landmark. Colen Hamilton stated that the City of Panama City is responsible for the upkeep of utilities along Beach Drive. Frank Schupp, owner of Unit #Y101, gave a compliment on the installation of the replacement fencing on the east side of the property. Ms. Scott asked when future entrance railings/gates could be installed. Jay Seitz and Mike Gill responded that future railings could not be decided or determined at this time, as the project is not funded, but areas of concern on the property could be walked and discussed where railings would be beneficial in deterring unwanted trespassers and securing our property. 2018/2019 Insurance Renewal There were 2 proposals for the 2018/2019 insurance renewal. The 1 st proposal was from Acentria, the current insurance carrier. Warren Middlemas gave a general overview of the Acentrial proposal. Mr. Middlemas stated that the total cost of the 2018/2019 proposal including the Mold Liablility Coverage is $55, Mr. Middlemas noted the reductions in cost from 2012 through Ken Whittaker noted that the proposal did not include Flood Insurance. Mr. Middlemas concurred and stated that the Flood renewal in September 2018 should not increase from the current rate. The Equipment Breakdown policy was discussed. The Backup of Sewers/Drains policy was discussed. The Hurricane policy was discussed. The 2 nd proposal was from Fisher Brown. Christopher Borden gave a general overview of the Fisher Brown proposal. Mr. Borden reviewed the highlights, including the 2% deductible for the Hurricane policy, the Equipment Breakdown policy and the Backup of Sewers/Drains policy. Mr. Borden stated that the total cost of the 2018/2019 proposal is $57, Frank Schupp, owner of Unit Y101, noted that there were differences in the total value depicted in each proposal. MOTION: Jay Seitz made a motion to accept Acentria s proposal for the renewal period of May 12, 2018 through May 11, SECOND: Larry Lomax seconded the motion. DISCUSSION: The Hurricane policy deductible was discussed and it was agreed that a 2% deductible should be pursued, vs. the current 3% deductible Bulk Cable Contract Renewal - Jay Seitz discussed the details of the WOW proposal for the bulk cable contract. Mr. Seitz polled the Membership in attendance regarding the rates that they each pay for internet and their general opinion of the current provider, Comcast. The Membership responded with varying amounts of $60 to $100 per unit and a uniform displeasure with the services provided by Comcast. The cost variances between the two cable provider s proposals was discussed. Judith Scott, owner of Unit # K101, asked if the Membership approves the cable contract or the Board of Directors. Colen Hamilton responded that the Board of Directors approves all contracts. Carolyn Miller, owner of Unit # Z202 asked what is provided with both cable proposals. Colen Hamilton reviewed the details for both contracts. Jeff Keenan, owner of Unit #P102, asked if the increases in pricing had been negotiated. Mr. Hamilton responded that they have been negotiated as low as possible. Ms. Scott asked if the existing wiring would be used if WOW was chosen. Colen Hamilton responded that the current wiring would be used. Monique Hodder, owner of Unit #F101 stated that it would be a hassle to have to return the Comcast equipment if WOW is chosen.

3 Penny Lyndsey, owner of Unit #T101, made a statement regarding the poor installation processes of Comcast. MOTION: Ken Whittaker made a motion to approve the Comcast Cable renewal proposal as presented. Establishment of Committees - Colen Hamilton reviewed the current status of the Committees required by the Landmark COA Bylaws established in Jay Seitz appointed the following Members and Board Members to the following Committees, effective immediately: 1) Nomination Committee: Chair Jay Seitz, Ken Whittaker Member, Larry Lomax Member 2) Maintenance Committee: Chair Larry Lomax, Jeff Keenan Member, Frank Schupp Member 3) Finance/Budget Committee: Chair Ken Whittaker, Judith Scott Member, Mike Gill Member 4) Marina Committee: Chair Jay Seitz, Randy Lyndsey (Owner T101) Member, Brent Hobach (Owner Q101) Member 5) Amenities Committee: Chair Larry Lomax, Penny Lyndsey Member, Marsha Schupp Member, Carolyn Miller Member, Chrissy Keenan (Owner P102) Member 6) Bylaws/Rules & Regulations/Policies Committee: Chair Mike Gill, Gay Chambers Member, Ken Whittaker Member, Jay Seitz Member 7) Hurricane Committee: Chair Larry Lomax, Frank Schupp Member, Jeff Keenan Member Judith Scott, owner of Unit # K101, asked what the purpose of a Committee is. Mr. Seitz responded that Committees are primarily for assisting and educating the Membership. Mr. Hamilton further stated that Committees are designed as advisory in nature only and reminded the newly appointed Committees of the notice requirements for Committee meetings and that no Committee has the authority to make decisions on behalf of the Board, but rather to advise the Board of Directors only. Clubhouse Renovations Update - Jay Seitz gave an overview of the current status of the renovations to the Clubhouse. Mr. Seitz stated that the furniture upgrades are yet to come. Mr. Seitz further stated that renovations to the cabinets and countertops are yet to come as well. Ken Whittaker discussed the details and reasoning of the future renovations. Carolyn Miller, owner of Unit #Z202, asked about a good tile cleaning vendor and ongoing general cleaning of the Clubhouse. Colen Hamilton stated that American Carpet was the best vendor to his knowledge for tile cleaning. Mr. Seitz discussed residual cleaning of the Clubhouse. Larry Lomax discussed the language regarding the usage/deposit process for the Clubhouse.

4 Website Renovations Discussion - Mike Gill discussed the advantages of being able to pay assessments via the website. Monique Hodder, owner of Unit #F101, stated that she would like to see a Calendar of Events and a Calendar of Projects. Larry Lomax noted the importance of Membership awareness of the website itself. Mr. Lomax also suggested to post current newsletters and that requirements for new owners. The discussion went off topic for the following few minutes. It was suggested that new renters should have to see the CAM to provide their contact info. Colen Hamilton stated that he would reach out to the prominent rental companies and the owners that rent their units themselves and make sure have the current Rules & Regulations to give their renters and that all new renters should be given a tutorial by him. Ken Whittaker gave many thanks to Michelle French, owner of Unit # s G102 & H102, for all of her hard work maintaining the website over the past years. Mr. Whittaker suggested that the website functions are not an owner responsibility, but more so a duty best delegated to the C.A.M. and Association Staff. It was decided that Colen Hamilton will maintain the website going forward. Establishment of Estoppel Letter Fee - Colen Hamilton explained the details of what is permitted in the State of Florida for an Association to charge for Estoppel Certificates. MOTION: Ken Whittaker made a motion to establish a $ fee per Estoppel Certificate, made payable to Landmark COA, Inc., effective April 28, DISCUSSION: Jay Seitz asked how much other Associations charge for Estoppel Certificates. Colen Hamilton stated that he has seen the fee range from $50.00 per Estoppel up to $ per Estoppel Certificate. Laundry Room Equipment Contract - Colen Hamilton explained the details of the proposed contract from Coin Route Operation, Inc. Mr. Hamilton explained that there has not been a valid contract in place for an undetermined amount of years. Jay Seitz explained the possibility of this area eventually becoming a larger Fitness Center. Mr. Hamilton recommended to the Board of Directors that the following changes be made to the proposed contract: 1) That all language referring to a 5-year term be reduced to a 1-year term. 2) That Coin Route Operation, Inc. should be responsible for keeping their equipment clean. 3) That money is not to be collected without Colen Hamilton being present to confirm the amount collected. 4) That Coin Route Operation, Inc. should have to contact Colen Hamilton for access to the Laundry Room and that the locks for this area should be changed accordingly. MOTION: Larry Lomax made a motion that Colen Hamilton pursue a revised contract with Coin Route Operation, Inc. with the aforementioned changes that Mr. Hamilton recommended. SECOND: Ken Whittaker seconded the motion.

5 Kenneth Gilmore Health Insurance Ratification - MOTION: Larry Lomax made a motion to ratify the previously approved decision to provide Kenneth Gilmore, Landmark COA Maintenance Superintendent, with health insurance with a split cost of 80% paid by the Association and 20% paid by Mr. Gilmore. SECOND: Ken Whittaker seconded the motion. Part-Time Accounting Position, Joyce Goetz - Ken Whittaker thanked Stan Wilson, the previous CAM, for his services and explained the history of the hiring of Joyce Goetz on a temporary basis. Mr. Whittaker further explained the decision process leading up to Joyce becoming a part-time employee of Landmark COA, Inc. Larry Lomax complimented Joyce for all she has done to date. Mike Gill commented on the difference between the past accounting processes and what is currently in place. MOTION: Ken Whittaker made a motion to hire Joyce Goetz as the Accounting Supervisor for Landmark COA, Inc. effective immediately, at the rate of $16.00 per hour for year 1, $17.00 per hour in year 2 & $18.00 per hour in year 3 and beyond. Open Discussion - Ken Whittaker complimented Colen Hamilton for his services and efforts to date. Frank Schupp, owner of Unit # Y101, suggested that a welcome party should be held for Mr. Hamilton. Mr. Schupp also suggested that new owners should be required to sign for items such as armbands etc. There was discussion regarding the LED street lighting and towing of vehicles. The presence of large dogs was discussed. MOTION: Mike Gill made a motion that all dogs must be registered with the Association Office, including a current photograph, and that all dogs be issued a numbered tag by June 30, SECOND: Larry Lomax seconded the motion.

6 Meeting Adjourned MOTION: Jay Seitz made a motion to adjourn the meeting. The meeting was adjourned at 12:37PM CST.