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BUILDING and GROUNDS COMMITTEE
February 17, 2009   
MINUTES

The meeting was called to order at 7:PM in the association clubhouse. Those in attendance included: Chairman Tom Roam, members Bill Badger, Christine Camp, Joe Capano, Ron Godlweski, Elaine Kelly, Rose Matheny, Ed McConnell, Fred McDaniel and Carol Ward. Also in attendance were approximately 40 owners.

First on the agenda was a discussion of The Association’s domestic potable water system.

This Two-pump system is currently working on only one pump. Discussion centered on the fact that if the remaining pump goes out The Association will be without water for at least several days, and possibly weeks since these 44 year old pumps are not readily available on the market. The manager is currently taking bids on this system and previous manager Joe Capano supplied the committee chair with bids he had taken during his tenure.

A motion was made by Joe Capano and seconded by Carol Ward to accept the first reliable bid to correct this situation. Motion carried unanimously.

Next was a discussion of the association Heating Boiler.

This system has not worked properly since its installation in 2003. Discussion of the boiler included the fact that in the winter of 03-04 the system failed on the three coldest day of the year, and parts were required to be flown in from Texas to effect repairs. Repairs to the system, according to manufacturer specifications are required to be made by certified technicians out of Orlando. These repairs have been slow and expensive. The system is currently out of service and estimates for repair are around $6,000 dollars.
The Association is currently providing limited heat to the units through water hoses running from the domestic hot water system. This is inefficient in that the limited heat this solution provides comes from hot water, which cannot be returned to the domestic system and is run down the drain. The Chairman thanked Sid Hansen owner of unit 1009, a certified engineer, who has been helping with evaluation of the system and has also helped with communicating The Association’s concerns to the boiler’s manufacturer.

No motion was forthcoming regarding this system as the system is being evaluated for the most prudent course to proceed upon.

Next was a discussion of The Association’s Heating and Air Conditioning Circulating Motor.

The current motor appears to be functioning at less than design specifications, and is contributing to The Association’s heating and cooling problems. The motor has not been serviced since some time in the early 90s and should be removed and serviced as soon as possible. The problem is no replacement motor is in stock. If the current motor fails The Association will be without heating or air conditioning for several weeks. It is crucial that we have a replacement motor and return this system to a regular service schedule as soon as possible. Joe Capano provided the chairmen with a bid taken during his tenure, for repair and a replacement for the system. In addition the manager is currently working with the chairmen and contractors on comprehensive bids for the system.

Joe Capano moved and Carol Ward seconded that this information be turned over to The Board for their evaluation and recommendations. The motion carried unanimously.

The next item of discussion was the general cleaning and maintenance of The Association Heating and Cooling Loop.

To heat and cool effectively the AC tower and loop must be serviced and cleaned a minimum of twice a year. Joe Capano took a bid for this service during his tenure, which ran around 20,000 dollars. The Chairman offered to help codify and train the staff in cleaning and service procedures for this system.

Christine Camp motioned and Joe Capano seconded. On the last week of March or the first week of April and the last week of October The Association Cooling Tower be cleaned. The motion carried unanimously.

After the cleaning of the tower it will be necessary to flush the system and service the individual AC units. A motion was made by Carol Ward and seconded by Ron Godlewski that this service be provided. The motion carried unanimously.

Next a discussion was held regarding the service of The Association’s Sewage Lines.
         
This service, which used to be carried out regularly, has not been done in several years. The lack of service is contributing to problems in the lower units, which the staff has been attempting to solve by providing Drano to unit owners.

Bill Badger motioned and Fred McDaniel seconded that bids be taken and the system returned to a regular service schedule as soon as possible. The motion carried unanimously.

Next the committee discussed The Association’s dryer venting system and the need for regular cleaning. A motion was made by Ron Godlewski and seconded by Ed McConnell that the dryer vent be serviced on a 4-month schedule. The motion carried unanimously.

The committee than discussed a questionnaire to be put together for the owners to gage their desires regarding the up-coming balcony repair and painting work, and any questions or expectations they might have regarding the association property. The chairman asked that anyone with suggestions for the questionnaire please write them down and get them to a committee member, the manager or leave them in the mail slot of the office door.

Ed McConnell, Bill Vanderveen, Joe Capano and Tom Roam will be working on a survey to help determine the extent of repairs required on the balconies. The owners should see notices regarding this shortly.

A motion was made by Christine Camp seconded by Joe Capano that the front desk service be returned to 24-7. The committee discussed the fact that this motion has already been recommended by the Finance and Security committees. The Chairmen asked if anyone in the audience was opposed to such a motion. No one was opposed. A vote was called and the motion passed unanimously.

The committee next discussed the un-serviceable garage sweeper currently stored by the association. A motion was made by Joe Capano seconded by Ron Godlewski and carried unanimously to dispose of the sweeper.

The committee next discussed the old swimming pool cover stored in the garage. Carol Ward moved and Joe Capano seconded that the cover be disposed of. The motion carried unanimously.

The committee next discussed the un-serviceable carpet-cleaning machine stored by the association. The committee agreed we should check into replacement costs and have them available for the next meeting. Ron Godlewski moved and Joe Capano seconded that the broken carpet-cleaning machine be disposed of. The motion carried unanimously.

The committee next discussed the pool umbrellas and addition to the check in rules list, requiring anyone using an umbrella to close the umbrella when leaving the pool area.
Joe Capano moved and Rose Matheny seconded that this be added to the check-in rules.
The motion carried unanimously.

The committee finally entered into discussion of several housekeeping issues brought up by individual members. The chairman asked that these issues be added to the next committee agenda and reminded the owners present that they could personally add any item to the agenda by written request to the manager or the chairman.

At 8:51 Ron Godlewski motioned and Fred McDaniel seconded that the meeting be adjourned. There being no objection the meeting was adjourned.        



BUILDING and GROUNDS COMMITTEE
April 30, 2009   
MINUTES

The meeting was called to order at 7:00 P.M. in the association clubhouse.
In attendance were committee members; Bill Badger, Joe Capano, Christine Camp, Ron Godlewski, Elaine Kelly, Carol Ward, Chairman Tom Roam and approximately 35 owners.

Item One – Balcony maintenance and waterproofing

Discussion- The Chair thanked the sub-committee of Joe Capano, Ed McConnell, Bill Vandervene, manager Tim Sanblom and Tom Roam for their work on the survey of the association’s balconies. (Note: There will be a separate report issued regarding the committee methods and findings issued when appropriate.) .
The presentation of some preliminary findings of the sub-committee followed. The committee found: 1220 square feet of deck spall, 600 ft of fractured hand rail, 262 fractured balustrades, 42 fractured knee wall caps and ends, various delaminated stucco areas and several fractured precast window sills. The sub-committee is compiling this information so we can begin talking with contractors regarding the up-coming work.

Item Two- Replacement of domestic water pumps.
Discussion- the pumps are scheduled for replacement on May 5 Th. The work is estimated to take 8 hours. All Residents have been urged to fill their bathtub with water the preceding night, for use incase of a long shutdown. The contract with Lucas Technologies is estimated at $18,500.00

Item Three- Replacement of A.C. cooling tower circulating pump.
Discussion- The contract with Hill and York for approximately $14,000.00 has been signed and we are awaiting delivery of pumps to H & Y.  Further information will be delivered to Residents when appropriate.

Item Four- Repairs to Heating loop.
Discussion- The heating loop will be repaired at the same time as the A.C. tower. The contract with H&Y is estimated at $4,500.00. The association is cautioned that there may be additional problems with the heating loop, which will not be obvious or solveable until next heating cycle. The contract is to assure the boiler will perform when called on. The Chair thanked Sid Hansen for his preliminary work on this project.

Item Five- Garage deck and grounds maintenance.
Discussion- The committee and chair discussed several housekeeping and maintenance issues around the building, which have been discussed at previous meetings, and appear to be going unaddressed. The committee felt that the housekeeper was spending too much time sweeping the garage and parking decks.

Motion Offered- Joe Capano motioned and Carol Ward seconded, that a part time employee be hired for weekends, with the suggested starting salary of $8.00 per hour.
Discussion from the audience and committee ensued, with the general consensus that the motion was a good idea. The Chair called for a vote and the motion was accepted unanimously and will be recommended to The Board for their consideration.

In addition of the discussion regarding more help the committee discussed the proper use of the front desk and log to help the association run more efficiently. Owners with concerns about property maintenance should report any problems to the front desk. For issues of serious import ask the personnel to log the issue so that a record of the issue will be maintained. This will allow management and the board to review the log and determine reoccurring problems, nuisances and areas of needed improvment. 

Item Six- Warranty repairs to Garage and Parking Deck.
Discussion- The Chair thanked Charles Blake, Charles Mohler and manager Tim Sandblom for their continuing efforts to solve some of the problems we have been having with the garage and parking area. R J coatings continues to service our leaking drains parking spots and failing deck coating at no charge to The Association.

Item Seven- Window Replacement
Discussion- The serious nature of the remaining windows in the building, which do not meet hurricane codes, was discussed.  The Chairman offered that he has been using a contractor to replace window up to current codes. . This contractor is replacing sliding glass doors at a cost of $3,520.00 and bedroom windows (complete opening) at a cost of $1,025.00. This is not an association endorsement of this contractor it is only the result of the chairmen and several committee members efforts to find a contractor at a reasonable cost. The contractor is Russ Harden of A&H Window Plus his phone # 386-615-9800. (NOTE: special report on windows will be issued and a sub-committee is currently being formed to help raise awareness of this issue with the owners.)

Item Eight- Beach Gate replacement
Discussion- The committee discussed several important security issues with the gate and property security in general. The committee also expressed the need for the gate to be replaced ASAP.    
Motion By Ron Godlewski seconded by Christine Camp that the gate and railing be replaced as quickly as possible. The motion carried unanimously.
   
Their being no further issues before the committee the meeting was adjourned.   


BUILDING and GROUNDS COMMITTEE
July 28, 2009
MINUTES

The B&G committee meeting was called to order at 700 pm. on Tuesday July 28th in the association clubhouse. The committee members in attendance were Joe Capano, Elaine Kelly, Fred McDaniel, Carol Ward and Chairman Tom Roam. Also attending were approximately 15 association members.

The first item of discussion was the up-coming balcony maintenance and building-waterproofing project. (See enclosed statement from the manager). The manager fielded questions regarding applications and his considerations for the bid he is recommending.
The contract will be for labor only, which will allow the association to cancel the contract on three days notice if we find any reason to be unhappy with job performance. The manager was asked to provide more detailed information on the materials costs for the up-coming board meeting. The manager has all bids and references for the contractors in the office and will gladly provide them for review by any owner who would like to see them.

Upon the manager’s recommendation Joe Capano motioned and Carol Ward seconded that the bid from Pioneer Painting for labor in the approximate amount of  $200,000.00 be recommended from B&G to The Board for acceptance. The motion passed unanimously.

The chairman turned the meeting over to Stan Clark for a presentation and discussion of the work of the ad-hoc Window and Door replacement committee. (Click for statement)Stan discussed the committee investigations and findings, of particular interest was the fact that several South Florida counties now require buildings of over forty years of age undergo inspection and certification to determine their windows meet current code requirements. The committee feels it will not be long before all counties adopt such recommendations. The ad-hoc committee recommends owners replace their windows and doors now, while labor and material costs are lower than we have seen in years. Once all counties adopt these standards of Dade and Broward counties, owners will be seeking services from contractors who know the owner is forced to comply. The chairman extends the association’s thanks to Bill Badger, Stan Clark and Carol Ward for their service on this vital committee. (Click for information sheet)

Next the committee discussed the use of unit 102. Owners should know the association owns this unit. The unit was used as a manager’s residence from the building’s inception in 1964 until 2002. In 2002 without any public discussion among the owners 102’s use as a manager’s residence was discontinued. The unit has subsequently been rented out with the most recent lease providing the association approximately $10,800 in rental revenue minus tax and up-keep. The chair and committee thanks The Board for the open discussion we are having and will have regarding unit 102. The general discussion favored the use of the unit as the manager’s residence. The amount of compensation for the additional responsibility and service this change will create, the amount of compensation, and whether the current manager should undertake these responsibilities is in debate. After the discussion Joe Capano motioned and Fred McDaniel seconded that the committee recommend to The Board that unit 102 be used as the manager’s residence. The motion passed unanimously.

The committee next discussed services, repairs and recommended projects for the up-coming 2009-10 budget.
   
The committee feels the current yard service contract should be extended through 2010 at a cost of $6500.
The committee recommends $1500 be allocated in next years budget for the salary of a pool attendant.
The committee recommends $2500 be allocated for pool and yard furnishings in next year’s budget.
The heating of the association swimming pool was discussed. The outcome of the discussion was that the association should return to heating the pool under the same procedures that were used in the past. Carol Ward motioned and Fred McDaniel seconded that a 400,000 Btu pool heater, a gas meter and pool covers be purchased and installed and the pool be heated under the procedures used in the past. The motion passed unanimously.
The committee recommends $1500 be allocated for ventilator and small motor replacement on the roof in next years budget.
The committee recommends that $1500 be allocated for maintenance replacement equipment in next year’s budget.
The committee recommends that $ 3500.00 be allocated for replacement of the wheelchair ramp planking.
The committee recommends that funds be allocated for replacement of the mirrors in the entry lobby.
The committee recommends funds be allocated to replace the sliding glass door in the lobby and any windows which are not up to code in unit 102.
The committee recommends funds be allocated for improvements to the lobby reception area.
The committee recommends funds be allocated to refurbish the lobby seating area.
Carol Ward suggested and the committee agrees that a picture directory of the association ownership should be compiled.
Fred McDaniel suggested and the committee agrees that the owners should be reeducated regarding carrying pets in the building and that new stickers be placed on the dryers asking users to clean the dust vent trap after use.
Elaine Kelly suggested and the committee agrees that the staff should clean the pavers around the clubhouse and lower lobby pool entrance regularly to improve appearance.

The meeting was adjourned at approximately 9:10 pm.