Hillsboro Imperial Condominium Association, Inc. Annual Members Meeting Minutes - March 19, 2009

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1 Hillsboro Imperial Condominium Association, Inc. Annual Members Meeting Minutes - March 19, 2009 The Hillsboro Imperial Condominium Association, Inc. held its annual members meeting on Thursday March 19, 2009 at 10:00 a.m. in the Town of Hillsboro Beach meeting room. Those in attendance established by the roll call were President, James Esposito; Vice-President, Stuart Orr; Treasurer, Diane Darling; Secretary, Richard Stefani and Directors James Esposito, Brian Belliveau, Blair Merola, and George Bonci. Also present was Cary Ratliff from Ratliff Management Services, Inc. and David Diaz from Campbell Property Management. A sign in sheet for the members in attendance was established at the entrance and voting ballots were collected for the election. Following a brief explanation of the voting and election procedure by Mr. David Diaz of Campbell Property Management, Mr. Esposito called the meeting to order. After it was determined that a quorum (43 in attendance and 26 proxies) for the meeting had been met, Mr. Diaz called for and received a motion from the floor and a second that the counting of the ballots take place in an adjoining room due to the capacity crowd in the meeting hall. Mr. Diaz certified by Affidavit of Mailing or Hand Delivering of Notice to Unit Owners that proper notifications per Florida law had been done for this meeting. At this time, the Board decided to continue with the officers and committee reports portion of the agenda while the counting of the ballots was taking place. There was a brief discussion regarding the status of the November and January regular meeting minutes which had not been approved due to corrections which were needed. It was decided that the approval of these minutes would be tabled until the April regular meeting. There was then a motion by Ms. Darling, seconded by Mr. Stefani, to approve the minutes of the February regular meeting as presented. The motion passed unanimously upon roll call. OFFICERS REPORTS: Mr. Brian Belliveau gave the treasurer s report for the west side noting cash balances in the operating, special assessment, and reserve accounts as of February 28, He also reported that the total delinquencies are currently approximately $45,000. He noted, however, that $25,000 of the total represents two unit owners that have both been referred to the attorney for collections. Mr. Derek McCleery reported on the finances of the east side. He alsos reported on the status of the negotiations going on with Chalaire Engineering and Daniello 1

2 Construction regarding liens both companies have placed on the Hillsboro Imperial Condominium Association, Inc. The west side grounds was reported on by Mr. George Bonci. He reported that courtyard landscaping was in poor condition primarily due to the concrete construction project which had been going on for most of the past year. Mr. Brian Belliveau reported on the status of the upcoming painting of the west building. A discussion ensued regarding the retaining of an engineer to oversee the project and Mr. Belliveau questioned whether it was needed. He stated that pressure tests on the west building had confirmed that there was less damage due to previous paint buildup than had been found on the east building. After further discussion, there was a motion by Mr. Belliveau and seconded by Mr. Stefani that there be no engineer retained to oversee the west side painting project. Roll call: Esposito, yes; Stefani, yes; Bonci, yes; Merola, yes; Darling, no; Orr, yes; Belliveau, yes; McCleery, yes. Motion passed by majority vote. Mr. Esposito then reported that the beach access stairs and the seawall cap work was nearly finished. He then discussed in more detail the liens which have been placed on the association. He stated that the poor workmanship and not abiding by the contract by Daniello Construction had required the association to incur additional engineering costs from Chalaire and Associates to rectify the problems. He also stated that the association had sent a check for $65,000 to Daniello as a settlement which they had not accepted. Ms. Darling questioned when it was anticipated that the settlement would be reached because the liens had caused a problem recently with the sale of a unit on the west side. Mr. Robert Ostrosky questioned if the Board had notified the members of the liens being placed on the association. He questioned how long the Board had known about the liens. Mr. McCleery stated that the liens had been placed approximately the end of January He acknowledged that the Board should have notified the unit owners but there had been ongoing negotiations and it was anticipated that the issue would be resolved before now. NEW BUSINESS: At this point (10:30 a.m.) there was a motion by Mr. Belliveau, seconded by Mr. Stefani that there be a short recess in order to finish the vote count on the election. All approved upon roll call. The meeting reconvened at 10:45 a.m. and Mr. Diaz then announced the new Board of Directors as follows: 2

3 East Henry Criscuolo Richard Stefani Fred Keats James Esposito West George Bonci Brian Belliveau James Knaup Eleanor MacDonald Mr. David Diaz then acknowledged the outgoing Board members and thanked them for their service over the past year. A further discussion then took place regarding the painting of the west building. Mr. Bonci reported that the paint committee had surveyed a number of west side members and it was unanimous that the front of the building mirror the color scheme used on the east side. It was reported by a member in the audience that there had been a petition signed by 36 unit owners that the fronts of both the east and west buildings be the same. The courtyard area would not necessarily have to match the east side, but the front needs to be the same as the east side. There was a motion by Mr. Belliveau, seconded by Mr. Stefani that the front of the west side building match the color scheme used on the east side. Roll call: Belliveau, yes; Stefani, yes; Bonci, yes; Merola, yes; Esposito, yes; Orr, no; McCleery, no; and Darling, no. The motion passed by majority vote. Being no further business, there was a motion by Mr. Stefani, seconded by Ms. Darling to adjourn the meeting at 10:55 a.m. The motion passed unanimously upon roll call. Respectfully submitted, Cary Ratliff, C.A.M. For Richard Stefani, Secretary Hillsboro Imperial Condominium Association, Inc. 3

4 Attachment to the Hillsboro Imperial Condominium Association, Inc. Annual Meeting: Immediately following the annual meeting of the Hillsboro Imperial Condominium Association, Inc. held Thursday March 19, 2009, the organizational meeting was conducted of the new Board of Directors. The meeting was called to order by Secretary Richard Stefani at 11:05 a.m. with the following present by roll call: Mr. Criscuolo, Mr. Esposito, Mr. Knaup, Ms. MacDonald, Mr. Belliveau, Mr. Stefani, and Mr. Bonci. Mr. Keats was absent and no attempt was made to contact him. The following business was conducted. 1. Election of Officers: The first position considered was President, and Mr. Stefani was nominated and agreed upon unanimously by the Board. There being no more nominations, Mr. Richard Stefani then accepted the position of President. Mr. Belliveau was then nominated for the position of Vice-President. Being no further nominations, the Board unanimously agreed that Mr. Brian Belliveau would be the Vice-President. For the position of Treasurer, Ms. Eleanor MacDonald was nominated and there were no further nominations. Ms. MacDonald was the unanimous choice to be Treasurer. For the position of Secretary, Mr. James Knaup was nominated and there were no further nominations. Mr. James Knaup was the unanimous choice to be Secretary. 2. Bank Approval: There was then a motion by Ms. MacDonald, seconded by Mr. Bonci to approve new signature cards with the four officers approved as signers on the accounts at Banco Popular, Smith Barney, and SunTrust Bank. Following a brief discussion, it was also decided that the signature cards should include a representative from the respective management companies in order to make it easier to conduct the association s business. All approved upon roll call 3. Corporate Counsel contact information: There was a motion by Mr. Stefani, seconded by Mr. Criscuolo that the Board members authorized to contact the association s legal counsel will be the President 4

5 and Vice-President. Also authorized is the association s property managers. Motion passed unanimously upon roll call. A discussion followed regarding the association s legal counsel and accountant. It was decided that two committees would be formed to research the possible hiring of replacements for these positions. The committees are: Attorney: Mr. Stefani, Mr. Belliveau, and Mr. Criscuolo Accountant: Ms. MacDonald, Mr. Stefani, and Mr. Belliveau 4. Regular Meeting schedule: After reviewing the upcoming scheduled meetings for , a motion was made by Ms. MacDonald, seconded by Mr. Stefani that the same meeting schedule will be maintained for the coming year as this current year. All approved upon roll call. There being no further business, a motion was made by Mr. Esposito, seconded by Ms. MacDonald to adjourn the meeting at 11:15 a.m. All approved, meeting adjourned. 5