BOARD OF DIRECTORS MEETING BELMONT MASTER, BELMONT I, BELMONT II DECEMBER 20, 2010 CLUBHOUSE BOARD ROOM 103 SW PEACOCK BLVD. PORT ST. LUCIE, FLORIDA, 34986 IT MAY, UPON THE DECISION OF THE THREE BOARDS TO HOLD A JOINT MEETING BELMONT II 6:00 PM BELMONT I 6:15 PM MASTER 6:30 PM AGENDA BELMONT II CALL TO ORDER: DETERMINATION OF QUORUM: APPROVAL OF PRIOR MEETING MINUTES: - October 18 th : - November 15 th : - November 19 th : PRESIDENTS REPORT: - Steve Satin: - Carol Muir/Barbara Hauger: o Present status of payments from Special Assessment funds: - Personnel Issues: ADJOURN:
BELMONT I CALL TO ORDER: DETERMINATION OF QUORUM: APPROVAL OF PRIOR MEETING MINUTES: - October 18 th : - November 15 th : - November 19 th : PRESIDENTS REPORT: - Jay Laskin: - Ann Smith/Barbara Hauger: o Present status of payments from Special Assessment funds: - Personnel Issues: ADJOURN: MASTER ASSOCIATION: CALL TO ORDER: DETERMINATION OF QUORUM: APPROVAL OF PRIOR MEETING MINUTES: - October 18 th : - November 15 th : - November 19 th : PRESIDENTS REPORT: - Steven Levenherz: - Barbara Hauger: MANAGERS REPORT: - Evelyn Sapriza, CAM:
OLD BUSINESS: - Landscape Contract: - Pest Control Contract: - Pool Heater Replacement: - Propane Gas Contract: - Pool Access Proposal: - Pest Control Contract: - NCM and DS Lease Agreements: - Personnel Issues: - Comcast Rebate Company: OPEN FORUM: ADJOURN:
BOARD OF DIRECTORS MEETING BELMONT I, BELMONT II & BELMONT MASTER MINUTES DECEMBER 20, 2010 Master Board members present were: Steven Levenherz, Barbara Hauger, Carol Muir, Paul LaNunziata, Michael Weiss, Ann Smith, Veronica D Alberto (Skype) Belmont I Board members present were: Jay Laskin, Ann Smith, Cecilia Hein Belmont II Board members present were: Steven Satin, Carol Muir, Michael Weiss Also present was: Evelyn Sapriza, CAM - Bayshore Association Management, Inc. BELMONT II The meeting was called to order by the President Steve Satin at 6:08 PM A quorum of the Board of Directors was present. Notice of meeting was posted according to F.S. 718. PREVIOUS MINUTES: A motion to approve the minutes of the October 18 th BOD Meeting was made by Steve Satin and seconded by Michael Weiss. All in favor. A motion to approve the minutes of the November 15 th BOD Budget Meeting was made by Steve Satin and seconded by Carol Muir. All in favor. A motion to approve the minutes of the November 19 th BOD Special Meeting was made by Steve Satin and seconded by Michael Weiss. All in favor. PRESIDENT S REPORT: President wished all members present at the meeting Happy Holidays and indicated being pleased with the use of e-mail communication through the Property Manager. Barbara Hauger reported totals of account payables and receivables (see attached) and gave updated numbers on collections of special assessment. A motion to adjust the Bad Debt amount quarterly was made by Steve Satin and seconded by Michael Weiss. All in favor. - Personnel Issues: Item to be discussed at the Master Board meeting.
A motion was made by Steve Satin to recess the meeting and reconvene the same during the Master Board Meeting; motion is seconded by Carol Muir. All in favor. Meeting was recessed at 6:43 PM BELMONT I The meeting was called to order by the President Jay Laskin at 6:43 PM A quorum of the Board of Directors was present. Notice of meeting was posted according to F.S. 718. PREVIOUS MINUTES: A motion to approve the minutes of the October 18 th BOD Meeting was made by Ann Smith and seconded by Cecilia Hein. All in favor. A motion to approve the minutes of the November 15 th BOD Budget Meeting was made by Jay Laskin and seconded by Ann Smith. All in favor. A motion to approve the minutes of the November 19 th BOD Special Meeting was made by Jay Laskin and seconded by Ann Smith. All in favor. PRESIDENT S REPORT: President reported on status of legal bills, Ron Restoration invoices and all building repairs. Barbara Hauger reported totals of account payables and receivables (see attached). A motion to adjust the Bad Debt amount quarterly was made by Ann Smith and seconded by Jay Laskin. All in favor. - Personnel Issues: Item to be discussed at the Master Board meeting. A motion was made by Jay Laskin to recess the meeting and reconvene the same during the Master Board Meeting; motion is seconded by Ann Smith. All in favor. Meeting was recessed at 6:48 PM BELMONT MASTER The Meeting was called to order by the president Steven Levenherz at 6:50 PM A quorum of the Board of Directors was present. The notice of meeting was posted according to F.S. 718. PREVIOUS MINUTES: A motion to approve the minutes of the October 18 th BOD Meeting was made by Steven Levenherz and seconded by Michael Weiss. All in favor.
A motion to approve the minutes of the November 15 th BOD Budget Meeting was made by Paul LaNunziata and seconded by Veronica D Alberto. All in favor. A motion to approve the minutes of the November 19 th BOD Special Meeting was made by Steven Levenherz and seconded by Ann Smith. All in favor. PRESIDENT S REPORT: President read his Message letter to all the members present at the meeting (see attached). Message was sent to all members who signed up for Tele-broadcast and will be posted on website. Barbara Hauger indicated that the Audits are progressing and commented on some points of recommendations from the CPA firm. Furthermore, she made a motion to close the Petty Cash Account at Gulfstream Business and transfer the funds to the operating account; the motion was seconded by Steven Levenherz. All in favor. MANAGER S REPORT: A motion to accept the Management Report (see attached) was made by Steven Levenherz and seconded by Barbara Hauger. All in favor. OLD BUSINESS: - Lawn Maintenance and Pest Control Contract: Contracts will be reviewed and signed by the board President. - Pool Heater Replacement: A motion to approve the estimate from AmeriGas to replace the Pool Heater was made by Steven Levenherz and seconded by Ann Smith. All in favor. - Propane Gas Contract: A motion to approve AmeriGas to be the propane gas provider was made by Barbara Hauger and seconded by Ann Smith. All in favor. - Comcast Rebate Company: After a presentation from Communication Consultants Group representatives, Steven Levenherz made a motion to sign a letter of representation and a contract with this company; the motion was seconded by Michael Weiss. All in favor. - Pool Access Proposal: The committee read the proposal of the use of wristbands. A motion was made by Steven Levenherz to accept the use of wristbands at the recreational facilities and seconded by Michael Weiss. All in favor. Board tabled the decision on when to start the monitoring of the wristbands to January s Meeting. - NCM and DS Lease Agreements:
A motion was made by Steven Levenherz to approve the lease agreements with New Century Management (under the license of a new broker New Century Realty ) and with Digital Slingshot. Paul LaNunziata seconds the motion. All in favor. - Personnel Issues: A motion was made by Barbara Hauger to approve purchase of gift cards for employees and seconded by Paul LaNunziata. All in favor. The Boards of Belmont I and Belmont II reconvened their meetings being 8:10 PM A motion was made by Barbara Hauger to approve an increase in the Property Manager s yearly salary in the amount of $8,400.00 and seconded by Veronica D Alberto. All in favor. The same motion was made by Steve Satin of the Belmont II Board and seconded by Michael Weiss. All in favor. The same motion was made by Jay Laskin of the Belmont I Board and seconded by Ann Smith. All in favor. The Property Manager expressed her gratitude to all members of the three Boards. With no other business to discuss, a motion to adjourn the meeting of the Belmont II Board was made by Steve Satin and seconded by Michael Weiss. All in favor. The same motion was made by Jay Laskin of the Belmont I Board and seconded by Ann Smith. All in favor. The same motion was made by Barbara Hauger of the Master Board and seconded by Michael Weiss. All in favor. Belmont II, Belmont I and Master Board Meetings adjourned at 8:38 PM Respectfully submitted, Evelyn Sapriza, CAM Agent for the Association
MANAGEMENT REPORT DECEMBER 20, 2010 OFFICE: - President s message has been sent via e-mail and will be posted in the website as well. - In order to help with the collection process, letters have been sent to owners in arrears and copies of their statements. Some owners have agreed to a payment plan to catch them up on their arrears. - Violation letters have been sent and follow up calls are helping stop these violations (please see attached Violation Report) - Lease Agreements for New Century Management Services and Digital Slingshot have been reviewed and negotiated with respective Clubhouse tenants. - Coupon books have been sent to all owners with new monthly assessment amounts for 2011. - Letters have been sent out to owners regarding the condition of their units after inspections. - Owners of 114 units have signed up for the new Tele-broadcast Alert System. Communication with these owners has improved with us being able to send e-mails to them from our office at no extra cost to the Association(s). - A report for Leases and Re-Sales has been added to the meeting packages and you will be receiving them monthly at the BOD meetings as well as a report of the work order handled by our maintenance staff or vendors working for The Belmont. GROUNDS: - JB finished waterproofing and painting the buildings in Belmont I and is now working on building 35 (only 6 buildings away from finishing the project). - Our maintenance staff continues inspections in all units in buildings that have been waterproofed and painted and started monthly inspections in all vacant units with a check list that will be sent to the owners and kept in our records. This will be a great way to find problems when they start and prevent major expenses in case any water damage develops. - Owners of units with dirty window tracks have been contacted. We requested that they clean these tracks to prevent water intrusions through the windows. - New leak in roof of a Belmont II building has been repaired. Roofing contractor has been contacted to repair leak in a building previously repaired by them and this was covered by warranty. - Pool pumps have been replaced by the contractor that the BOD selected in a previous meeting. - One of the two pool water heaters is out of order. Three contractors have placed a bid for the repairs and the Board is voting on this matter at today s meeting. - Propane Gas Vendors have been contacted in an effort to get a better price to heat the pool during winter. - Quotes for Spa cover have been requested and will be presented to the BOD when received. - Vendors have been contacted to upgrade the surveillance cameras and we are waiting for proposals. - Maintenance staff continues power washing sidewalks around buildings.
FINANCIAL: - New insurance appraisal at a cost of $975.00 was ordered and, with the help of the new Insurance Brokers, the results translated into a good amount of savings in new Property Insurance policies. - All bills are being reviewed and presented for payment. - All records have been made available to the CPA Firm working on the Audits; letters of confirmations have been sent by the same firm to Sachs, Sax, Caplan and Gulfstream Business Bank and have been returned as well. We are working hard to make the financial reports available to the members as soon as possible. Respectfully submitted, Evelyn Sapriza, CAM Agent for the Association