DAYTONA BEACH OCEAN TOWERS
BOARD MEETING
February 25, 2009

A meeting of the Board of Directors of the Daytona Beach Ocean Towers, Inc., was called to order on February 25, 2009 at 7:30 p.m. by President Bob Wood.  Board members present were Mr. Wood, Tom Roam, Bea Atkins, Edna Weeks, Charles Mohler, Tom Moore, and Ron Godlewski.  There were also 34 owners in attendance.

Mr. Wood introduced the board and advised the owners not to hesitate to contact him with any questions or concerns.  One alternate way to communicate is to go to the new Towers web site, www.towersowners.com.  There is a link for questions or concerns contained therein, along with other information relating to the Towers.

Mr. Wood then advised the board has worked very hard during the past six weeks.  His goal is to make sure the Towers owners are kept informed and represented responsibly.  One primary agenda is to oversee the finances of the organization.  With concern over the present economic situation, there is much work being done in relation to budgets, projections, etc.  The Board is aware our income may decrease as there may be more bankruptcies or foreclosures in the next year.

Minutes of the Previous Meeting:  A motion to approve the minutes of the previous board meeting as published was made by Tom Roam and seconded by Ron Godlewski.  The motion carried unanimously.  A motion to approve the minutes of the Special Meeting on January 15, 2009 relating to the demand of monies by the attorneys regarding the hurricane settlement ($28,348) as published, was made by Rod Godlewski, seconded by Charles Mohler, and approved unanimously.

Manager’s Report:  Tim Sandblom reported on the following projects: (a) the dripping in the garage is fixed; the drainage systems were rerouted and the fans were reversed; someone is manipulating the fans and such behavior should be stopped immediately (b) the fire pump test was passed (c) painting of stairwells is still continuing and (d) we have a new clubhouse door.

Administrative Items:

1.  Discussion ensued regarding the Administrative and Owners Handbooks being revised and, when completed, the revised Owners Handbooks will be distributed to owners free of charge.
2.  Meetings are to be attended by owners or their legal representatives only.
3.  Formation of the Selection Committee is on hold; it is being determined what other condos are doing in this regard and what state and federal laws allow.
4.  Nothing further has been heard from the hurricane settlement attorneys, however, when/if communication is made, the Board feels we have significant evidence to protest their demands.
5.  There was an anonymous report made to the Fire Department regarding the hole installed in the double garage doors leading from the lower lobby, which was created to improve air flow, which hole has since been repaired.
6.  Someone is in possession of an elevator key and is using said key to hold the elevator on certain floors for no reason.  This person is not authorized to have an elevator key.  This action is jeopardizing the safety of all Towers residents and impeding emergency traffic as needed.  If anyone has information regarding this misuse, please contact the manager or any board member.  If need be, we will have to have the locks changed, which affects the condo, the fire department, and the police department.  This is a very grave offense and, as such, should be taken with utmost seriousness.
7.  We have a new bookkeeper (contract employee) named Barbara who works every Monday and sometimes on Sundays.  We also have a new housekeeper (payroll employee) named Faith.
8.  Our new phone system will be installed 2/26/09; we are back on the digital system, but need new digital phones.
9.  The hurricane insurance settlement ($500,000) was originally put into Bank of America, however, due to the apparent financial instability of BOA, those monies were transferred with half going to SunTrust and half to Wachovia in order to maintain FDIC coverage.
10.  The Towers budget reflects we are an $800,000 per year operation.
11.  Our water usage has been extremely heavy.  It costs one cent per gallon for sewer and water which doesn’t sound like a lot of money.  However, a dripping sink or running toilet can cause a huge waste of water and, therefore, money  If any owner has a plumbing problem which is causing an overage of water usage, please notify the manager so appropriate steps can be taken to alleviate the situation.
12.  Lastly, Mr. Wood advised, except in this immediate instance, he would like to make it a goal for each meeting not to exceed one hour.  It is understood that in the beginning of this board’s term, many items need to be addressed, however, meetings should be streamlined in the future.

Financial Report:  Ms. Weeks gave a line-by-line summary of her Profit & Loss Statement and also of her Balance Sheet, with the key points as follows:

Profit and Loss Statement - Due to irregularities in past accounting procedures, these sheets cover only a four-month period. Owner Charges – charge set rate for our employees fixing leaks, which is still cheaper than outside help; Finance Charges – overdue owners charges;  Reimbursable Expenses – our employees were making major repairs which they should not have been doing on Towers time – the owners should have hired outside people or hired our maintenance personnel on their own time; Owners Supplies - Keys, garage door openers, document preparation, etc.; (It is noted Maintenance should only be for supplies and outside vendors – our labor should be part of our overall payroll.)  Office Related – Liens Filed – Our lawyer used to file the liens for $250 each, however, Mr. Wood is presently handling the filing of the liens himself; to date, Mr. Wood has filed five liens at a total cost of $92.50, which is obviously a considerable savings to the Towers.  Insurance – we always pay insurance a year ahead of time; Accounting/Bookkeeping of $2,532.53 should have been included in payroll; Special Repair of $1,275 was for wall repair (leak) in dental lab for which the Towers is responsible.

Balance Sheet – Payroll and operating expenses should always be kept in separate accounts. It is noted the Towers is in the process of receiving money from the courts from two Mr. Aberman properties.  No more credits will be given to owners who are in arrears to the Towers. In fact, telephone calls will be made to delinquent owners; if this proves futile, statements will be sent to those who are in arrears with finance charges included.  Sales tax payable – the Towers is responsible for paying sales taxes on our commercial units.

The Towers bookkeeping system has been basically overhauled by Ms. Weeks.  Accepted accounting practices had not previously been utilized.  A motion was then generated to hire an Auditor/CPA to review our accounts and develop a handbook of standard operating procedures.  Mr. Mohler asked how much this would cost the Towers and it was decided this would cost between $4,000 and $6,000.  Discussion was held and it was decided that this is a much-needed expense so that the Towers finances are always in line with standard procedures.  This motion was made by Tom Roam, seconded by Tom Moore, and unanimously approved.

Mr. Wood then referred to the $111,000 plus in Accounts Receivable.  That reflects money that is owed to us by Towers owners.  Mr. Aberman owes about $56,000 of that amount.  Mr. Wood advised that the Board would do everything in their power to collect all monies owed to us by all delinquent owners.

Ms. Weeks then stated that in the past, our annual audit costs $5,400 for the CPA to take the figures given him and try to make an income tax return out of it.  The reason the charges were so high was because our bookkeeping system was so convoluted.

Mr. Wood stated he is presently working on hiring a new attorney for the Towers.  Once hired, Mr. Wood will ask for recommendations from the lawyer for an Auditor/CPA in regards to the above motion and also to calculate our income taxes.  He explained that when you retain an Auditor/CPA, they will electronically have access to our accounting system with our permission and with our new administrative password, which will be created for general journal access.  They will not physically be in the office.  They will go back about four years and analyze all of our accounts.  It takes quite some time. They will gradually bring our system up to date.  At that time, they will provide an accounting system for the bookkeeper. It is a one-time process to establish continuity and accuracy.  The owners will be advised of this progress.

Safety and Security:  Mr. Moore synopsized his committee meeting and then the following motions were addressed:  A motion was made by Tom Moore to have hallway lights on full-power from 7 a.m. to 11 p.m., seconded by Charles Mohler, and passed unanimously.  A motion was made by Edna Weeks to have the main lobby office staffed 24/7, seconded by Bea Atkins, and passed unanimously.

Laundry:  A motion was made by Mrs. Atkins to study costs of the washers/dryers to determine if the present costs are appropriate, seconded by Charles Mohler, and passed unanimously.

There will also be attention given to a location in the Towers for a commercial washer/dryer.

Building & Grounds:  Mr. Roam synopsized his meeting minutes.  The following topics were then discussed:

A motion was made by Tom Moore to repair the domestic water pumps, seconded by Charles Mohler, and passed unanimously.
The fire pump will be serviced quarterly.
Bids are not yet available for heating system boiler repair or cooling-heating tower pump.
A motion was made by Ron Godlewski to repair fire emergency door on trash chute, seconded by Edna Weeks, and passed unanimously.
A motion was made by Charles Mohler to have Tom Roam train our employees and schedule cooling-heating tower cleaning, seconded by Ron Godlewski, and passed unanimously.
A motion was made by Tom Moore to set a schedule for the staff to blow and flush individual units’ air conditioning units, seconded by Charles Mohler, and passed unanimously.  (**It should be noted this service does not take the place of periodic maintenance performed by an outside company which is the responsibility of the individual unit’s owner.)
A motion was made by Ron Godlewski to secure bids for a parking garage sweeper, seconded by Charles Mohler, and passed unanimously.
A motion  was made by Ron Godlewski to discard the old pool covers, seconded by Edna Weeks, and passed unanimously.
A motion was made by Ron Godlewski to discard our carpet cleaner, seconded by Edna Weeks, and passed unanimously.
Discussion ensued regarding having a company service our carpets for cleaning.  This will be addressed in the near future.
A motion was made by Edna Weeks to purchase a commercial grade vacuum cleaner for $800, seconded by Charles Mohler, and passed unanimously.

Open Discussion:

1.  Balcony repairs were addressed.  A survey/questionnaire will be provided to owners at a later date.
2.  Solar panels were addressed.  Re-installation of panels to heat the pool will be considered at a later date.  It was also mentioned that solar panels could also be utilized to reduce energy usage.
3.  Mr. Wood stated that Karen Tweedie has spent many hours creating the Towers web site (www.towersowner.com or www.towersowners.com).  It is an excellent site and has many links; It can be used to ask questions, see notices of meetings, read minutes, etc.  All owners are encouraged to check it out.

Adjournment:

At this time, a motion to adjourn was made by Edna Weeks, seconded by Ron Godlewski, and passed unanimously.  The meeting adjourned at 9:17 p.m.



S/S_____________________________                      S/S______________________________
      Bob Wood, President                      Tom Moore, Secretary



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DAYTONA BEACH OCEAN TOWERS
BOARD OF DIRECTORS MEETING
MARCH 31, 2009


A meeting of the Board of Directors of the Daytona Beach Ocean Towers, Inc., was called to order on March 31, 2009 at 7:30 p.m. by President Bob Wood.  Board members present were Mr. Wood, Tom Roam, Bea Atkins, Tom Moore, and Ron Godlewski.  Absent from the meeting were Edna Weeks and Charles Mohler.  There were also 30 owners in attendance.

Bob Wood advised the front desk and maintenance employees have been added to the Towers web site.  He also encourages owners to check out the web site.

Minutes of the Previous Meeting:  A motion to approve the minutes of the previous board meeting as published was made by Bea Atkins, seconded by Tom Roam, and approved unanimously.

Manager’s Report:  Manager Tim Sandblom reported on the following projects: 
(1)  Lighting of the hallways has been extended to 11 p.m. 
(2)  Fire-smoke suppression clips for the trash chute have been purchased for $12.50. 
(3)  We have hired a carpet-cleaning company which was the highest bidder, but which does an excellent job; every 3-4 months, they will clean the elevator landings and will also come in for emergencies. 
(4)  The Towers office has been cleaned and reorganized. 
(5)  Per Florida law, anti-suction devices have been installed in the kiddy pool and will be installed in the main pool next year. 
(6)  The main Towers sewer line has been cleaned and enzymes added. 
(7)  Contact is being made with the State Fire Marshal regarding mandatory sprinkler systems; further information forthcoming. 
(8)  Stairwells are still being painted. 
(9)  Water will be shut down in 2-3 weeks for one day for pump replacement; owners will be given notice; owners will need about 5 gallons of water and will also need to clean their water spigot screens upon completion. 
(10)  Garage drain leaks have occurred; R&J have been contacted to resolve this matter; they may have to dig up the drains. 
(11)  Employees have cut doorways in the roof tower for replacement of a new air conditioning pump.

Administrative Items:
Towers Official Recorded Condo Documents – Every owner must be in possession of said document; this document must also change hands at time of sale of unit.  It is ready for distribution and will contain a cover sheet for each owner to sign to confirm receipt.  These may be picked up at the front desk.
Revision of Towers Administrative Handbook will be ready soon with updates and available in Towers Office.
Revision of Towers Owners Handbook, which contains Towers rules and regulations, will be ready soon with updates; it will be available for downloading; or, if you contact the office, you can request a hard copy.
Owner Information Sheet – all need to be on file in Towers office before the next election; they will be available on the web site and will also be mailed out to others.
We still have not heard anything from the hurricane settlement attorneys.
We now have 24/7 coverage at the front desk; we need to improve employees’ salaries to keep up with cost-of-living, etc.
Regarding arrearages, we have collected another $20,000.  We are maintaining updates on 30/60/90 day arrearages on units.  After 30 days, a letter is sent to the owners regarding their arrears.  After 45 days, a lien is filed.  We will put pressure on those who are behind in payments.  Nine liens have been filed to date.  Letters have been sent to state and Federal representatives regarding payment to condos in reference to foreclosures.  Once foreclosed, we can get up to six months’ back maintenance fees from the bank and then the bank is responsible for future fees until sale.  Therefore, we do suffer losses every time a foreclosure occurs.  Our current arrearage rate is almost 10 %, which is extremely unacceptable.
Our new attorney, Skip Foster, is being retained for state law and foreclosure advice.  He feels he can speed up the foreclosure process.
Our new CPA, Dave Batten, will, after 4/15/09, begin reviewing our past accounts in order to verify the accuracy of the accounts as of 11/1/08.  He also will work on a Standard Operation Procedure Handbook to improve our accounting system.
Unit #110 will not be purchased by the Towers.
There have been changes to the Volusia County recycling laws, which list of changes can be picked up at the Towers office.  It should be noted plastic bags are to be maintained in a separate bin in the recycling area.
Florida state law requires each condo unit owner to maintain a homeowners insurance policy.  Also mandated by the state is a Loss Assessment Coverage provision, which protects the owner for special assessments due to fire, wind, and hurricane damage.  There are court challenges being addressed, but, to date, said coverage is mandatory.

Financial Report:  Bob Wood synopsized the financial meeting and balance sheet.  In addition, $88,271 is to be moved from the general operating account to a reserve insurance account as a collection point for future insurance payments. Monies in the reserve account will be used to pay for the fresh water pumps, tower, and boiler.  We pay 6 ½ % tax on our commercial units.  The lease has expired on unit 5A.  The list of itemized checks issued seems to be a better means to reflect our financial status, in addition to financial statements.

Building & Grounds Report:
In mid-May, the cooling tower will be cleaned and serviced.
A motion was made by Tom Moore to approve a $14,257 bid from York Hill Company to replace the potable water pumps, seconded by Bea Atkins, and approved unanimously.
A motion was made by Tom Moore to approve the repairing of the heating boiler and service for the air conditioning tower by York Hill for $5,148.80, seconded by Ron Godlewski, and approved unanimously.
(**After the cleaning of the cooling tower, owners need to keep their units accessible so maintenance personnel can restart their air conditioning units.)
A study is being conducted to determine extent of damage to individual patios, which study, to date, has determined our building is in overall good shape.  We will know more in a few weeks, however, this study will probably save approximately $50,000 due to the fact the results of this study will reflect accurate charting of damages.  Bids may be initiated in approximately two months.

Safety & Security Report:
Tom Moore related (1) re-keying of the office has been completed with keys that cannot be duplicated; other essential keys to the office and reception area have been secured.  (2) 24-hour coverage of the front desk is now in place, which is essential to smoke alarm and elevator alarm systems.  (3)  hallway lighting has been extended to 11 p.m. for the safety of residents.  (4)  relocation of surveillance cameras is 2/3 complete; cameras will cover main entrances to the building and garage, as well as camera system covering clubhouse and south parking lot; this work was done in-house at low cost.

There was a discussion regarding the security of emergency exit doors at the east and west stairwells.  It was determined further security needed to be addressed at those locations and assessments made as to whether alarms are needed.

Laundry:
A motion to replace four floors with front-loaded washers and accompanying dryers was made by Rod Godlewski, seconded by Bea Atkins, and approved unanimously.

A motion to buy a coin changer for quarters to be maintained at the front desk was made by Tom Roam, seconded by Ron Godlewski, and approved unanimously.

A motion to decrease cost of laundry to $1.50 from $2.00 was made by Bea Atkins, seconded by Tom Roam, and approved unanimously.

Miscellaneous:  Some owners “leased” common areas of the Towers for their own personal storage areas.  Common elements cannot be leased to specific owners and, therefore, letters were sent to said owners to relinquish their “leased” areas as of 6/1/09.  A motion to vacate “leased” storage areas in common elements by 6/1/09 was made by Tom Moore, seconded by Tom Roam, and approved unanimously.

Adjournment:
At this time, a motion to adjourn was made by Bea Atkins, seconded by Bob Wood, and passed unanimously.  The meeting adjourned at 9:05 p.m.


/S/____________________________                         /S/_________________________
Bob Wood, President                    Tom Moore, Secretary
Click this link to open the list of checks paid out in March 2009.
DAYTONA BEACH OCEAN TOWERS
BOARD OF DIRECTOR MEETING MINUTES
MAY 13, 2009

President Bob Wood called the meeting to order at 7:30pm. in the association clubhouse. In attendance were Chairman Wood, board members Bea Atkins, Ron Godlewski, Tom Roam, Edna Weeks, manager Tim Sandblom and approximately 25 owners.

Chairman Wood gave a brief statement of praise for the employees, the committees, and owners thanking all for how well things are progressing.
The Chair then called for a motion regarding the minutes of the previous meeting.

Tom Roam moved that the minutes be amended on page two as follows.
From:
A motion was made by Tom Moore to approve a $14,257 bid from York & Hill Company to replace potable water pumps, seconded by Bea Atkins, and approved unanimously.   
To:
to replace A.C. cooling tower circulating motor, seconded by Bea Atkins, and approved unanimously.
AND.
From:
A motion was made by Tom Moore to approve repairing of the heating boiler and service for the air conditioning tower by York & Hill for $5,148.80 seconded by Ron Godlewski, and approved unanimously.
To:
A motion was made by Tom Moore to approve repairing of the heating boiler by York & Hill for $5,148.80, seconded by Ron Godlewski, and approved unanimously.

Those amendments bringing no objections the minutes of March 31, 2009 were approved unanomously.

Next Association Manager Tim Sandblom gave a report on current works.
(See enclosed agenda)

Tim’s report generated a discussion of   warranty work being preformed by R & J Coatings on the association garage and parking decks.
Chairman Wood tabled the repair discussion and asked the audience to bring all concerns to the next Building and Grounds committee for review.

Next Chairman Wood went through a list of current priorities the administration is dealing with. (Please see attached agenda. Board Meeting Agenda May 13, 2009)

Towers documents and voting certificates are being distributed to owners, the owners must return signed receipt or pay printing and handling costs. Be careful to fill documents out properly.
The association attorney and accountant are currently requesting documents receipts and records for year 2006 which appear to be missing the association’s records. 
The attorney is also dealing with arrearages, rule violations and a final disposition of the assessment lawsuit.
Progress was reported on association’s process of reclaiming improperly leased common areas.
Up-date was given on association’s response to election complaint filed by an owner.
Stopped all billing from former board’s attorney for assistance given to owners regarding collections filed by association.
The formation of an ad-hoc committee to deal with owner door and window replacement.
Discussed the adoption of election procedures for future. Thanked Bill Hall for his work in drafting the election procedures.

Next Chairman Wood thanked Treasurer Edna Weeks for her efforts to straighten out the association’s financial records and her work in bringing arrearages down form 11% to under 6%. And turned the meeting over To Treasurer Weeks for a financial report.
(Please see enclosed financial report.)

The financial report generated a motion from Edna Weeks and seconded by Bea Atkins That a new insurance operating reserve account be opened and that an amount equal to one twelfth the insurance payment be transferred to that account monthly. The motion passed unanimously.

Next The Chair heard from Bea Atkins regarding laundry collections and the placement of a new change machine, which should be installed shortly.

The Chairman Then called on Tom Roam for The Building and Grounds Report. (Please see enclosed April 30, 2009 Building and Grounds Committee Report)

The B and G report generated the following motions.
Tom Roam motioned, and Bea Atkins seconded that a part time employee be added to weekend staff at a suggested rate of $8.00 per/hr for building and yard maintenance. The motion passed unanimously.
Tom Roam motioned and Ron Godlewski seconded that the first acceptable bid be taken to replace the association beach gate and supporting railing. The motion passed unanimously.

Next the chair heard a motion by Bea Atkins seconded by Edna Weeks, that the board adopt the previously discussed election procedures. The motion passed unanimously.

There being no further business to come before The Board; The Chairman adjourned the meeting at 8:34 P.M.   


DAYTONA BEACH OCEAN TOWERS
BOARD OF DIRECTORS MEETING
AUGUST 5, 2009


A meeting of the Board of Directors of the Daytona Beach Ocean Towers, Inc., was called to order on August 5, 2009 at 6:30 p.m. by President Bob Wood.  Board members present were Mr. Wood, Tom Roam, Bea Atkins, Edna Weeks, Charles Mohler, and Tom Moore.  Absent from the meeting was Ronald Godlewski.  There were 24 owners in attendance.

A motion was made to clarify the minutes of the May 13, 2009 meeting to reflect that potable water pumps, cooling tower-heater work and beach fence-gate work being are being paid from the dedicated reserve funds.  Motion made by Charles Mohler, approved by Edna Weeks, and approved unanimously.

Minutes of the Previous Meeting:  A motion to approve the minutes of the previous board meeting as published and clarified was made by Tom Moore, seconded by Bea Atkins, and approved unanimously.

Manager’s Report:  Manager Tim Sandblom reported on the following projects:  (1)  Weekend cleaning person is doing well, cleaning the parking areas, exterior entry areas, and pool areas; (2)  There is a new net and cable for the tennis court; key to the tennis area lock is available at the front desk; tenants of the Aliki have permission to utilize the tennis court since they have been neighborly with our parking situation during prior garage work; (3)  New umbrellas have been installed by the pool area for $200 each; it is more cost-effective to buy inexpensive umbrellas for a shorter life span than purchasing more expensive ones which may last longer but have higher maintenance; (4)  Front entry phone board has been replaced. (5) Lower lobby spaces have been cleaned and painted; west wall of garage has been cleaned up; lower lobby spaces are used to store building materials; (6) Elevator sequencing has been changed to accommodate lower lobby entry; (7) Send your e-mail account to Tim at Daytonatowers.cfl.rr.com and you will be sent update notices for the Towers web site; (8)  New desk person James has private security experience.

Old Business:  Tom Roam advised air conditioning and heat operations in the tower have been retrofitted and work well

Edna Weeks discussed the Towers finances, budget, accounts, etc.  The reserve for unbudgeted accounts has been voted on by the board; money has been set aside to an insurance account; the budget is doing well, it being noted that categories have changed for better comprehension;  any reserve fund money cannot be spent until a specific reserve fund motion with amount and purpose has been approved by the board;  accounts receivables has dropped to 6% arrearages from last meeting’s 10%; liens are filed by Bob Wood to save money; assessment adjustments are finished – the seven owners who have yet to cash their checks will be advised the account will be closed shortly; repair and restoration items are coming out of the hurricane insurance settlement; we have not heard any further from the attorney regarding additional fees for settling the insurance lawsuit;  each month’s checks will be reflected in a “check register” form available to all owners upon request.  Four companies are bidding on our building insurance which is due 10/31/09.

Bob Wood advised we are in a good position as far as our financial situation.

New Business:  Tom Moore reviewed the Safety and Security improvements for the year, which includes the following:  Implementation of 24-hour coverage of the reception desk; Towers office rekeyed with a dedicated limited key system; Towers essential keys kept at the reception area secured; emergency exits on either end of the building refitted with alarms; six surveillance cameras relocated for better coverage (three remain in original position and three are currently planned for repositioning).

Bea Atkins advised laundry collections are doing well; it was noted we are generating more income from the laundry machines even though the price of laundry was reduced.  Comments were made regarding the effectiveness of the cleaning ability of the front-end washing machines and the status of commercial washers/dryers; these issues will be addressed; the change machine at the front desk is being utilized by owners/renters and is an appreciated convenience; the laundry rooms which have been renovated look very nice; a comment was made regarding how hot the temperature is in the laundry rooms, this issue will also be addressed in committee.

Tom Roam read his Building & Grounds committee meeting minutes.  Discussion was held regarding the heated pool.  It was explained that the pool would only be heated during temperate months when the temperature is above 65 degrees; therefore, energy would not be wasted attempting to heat the pool in the coldest months of the year.  A cover would be utilized nightly to maintain the pool’s temperature.  The Towers office is in possession of a letter from Volusia County authorities indicating that use of a pool cover is acceptable within a locked pool area and the only change to the Towers to keep a pool cover would be to elevate the lower lobby lock to the door leading to the pool area.  It was noted that the cost of installing a gas-powered heating system would be approximately $5,000, whereas a solar heating system would cost approximately $20,000.  A meter to monitor the gas usage would be utilized to determine the cost-effectiveness of the heating system.  Discussion was also held regarding an anti-suction system on the pool drain.  Tim Sandblom advised the kiddie pool has an anti-suction system in place and the adult pool has until October 2010 to implement same, however, Tim advised he is meeting with a pool supply company next week in that regard.  This topic will be addressed at the next Building & Grounds committee.

Regarding the upcoming waterproofing and painting contract, minutes from the Building & Grounds Committee and also data from the information sheet entitled “Waterproofing, Painting and Balcony Maintenance” (see attached) was read.  Much discussion was held regarding same.  Pioneer Painting and Contracting LLC is recommended, after an extensive and exhaustive search by Tim Sandblom, to be the company which will undertake our project.  It is important to note that the City of Volusia will advise us if an engineer is to be needed.  If we encounter structural problems, an engineer will be employed.  Pioneer will be responsible for labor and staging only; the Towers will buy necessary materials to complete this project; Pioneer will provide insurance, licensing, etc.  The company’s owner(s) will be on-site every day during this project.    There will be an allowance for “change orders”.  There will be no color change as white reflects heat and results in a savings to owners in the form of lower electrical bills.  The estimated start time is 8/15/09, working approximately 8 a.m. to 5 p.m. Monday through Friday, with as many as 15 people working at a time, bearing in mind it is sequential work.  This project will probably last six months.  Balcony work will probably take up 60% of the time, it being noted chipping hammers will be employed, therefore, earplugs would probably be a helpful item to have in one’s possession.  All owners are invited to go to the office to examine the financial records regarding this project as it progresses.  Mr. Mohler was concerned with the need of an engineer.  He was reassured that if there is any structural deficiency, an engineer will be consulted.

A motion to approve Pioneer Painting and Contracting for labor and staging of this project was presented by Edna Weeks, seconded by Tom Roam; A Board vote resulted in a 5-1 approval, with the following results:
Bob Wood -   yes
Tom Roam -   yes
Bea Atkins -   yes
Edna Weeks - yes
Charles Mohler – no
Tom Moore  - yes

An intensive discussion was held regarding the manager’s salary, move into Unit 102, performance, etc.
A motion to rent Unit #102 to Tim Sandblom for $500/month until the end of FY’09 was presented by Tom Roam and seconded by Tom Moore.
More discussion entailed. The pro’s discussed (1) the fact that the manager moving into # 102 would give the Towers 24-hour managerial service, which is a valuable amenity; (2)  it would have the manager feel a part of the Towers community, thereby giving him a more emotional connection to the wellbeing of our condominium; (3) chances of renting #102 is not likely in this economic climate;  (4) there is no income tax benefit or consequence to this action.
The con’s discussed (1) a 14% raise is outrageous in these economic times; (2) to facilitate budgeting, the manager’s contract should be in conjunction with the fiscal year, which begins 11/1; (3) dissatisfaction with the manager’s performance was discussed.
After this discussion, Mr. Roam withdrew his motion.  It was decided this issue would be tabled and brought up at a future Board meeting.

A general discussion ensued.  Mr. Wood explained that everyone has a say in these meetings; even though there may be a disagreement, there should never be malicious statements; there are many opinions involved, not one more important than another, and each is valued.

Regarding the manager issue, Mr. Moore, after a limited survey. determined the average managerial salary beachside is $40,000-$50,000, therefore, Tim seems to be underpaid.  Tom Roam stated due to the age of the building, $50,000-$65,000 should be considered as a managerial salary;  in his opinion, the manager’s competency should be under question and if improvement is continuous, this issue should be readdressed.  Mr. Wood, in conjunction with the majority of the audience, maintained that the managerial position is one of the hardest jobs in the work force.  He feels Tim has the element to make a good manager.

A motion was presented by adjourn the meeting by Tom Roam, seconded by Bob Wood, and approved unanimously.  This meeting concluded at 8:25 p.m.



___________________________________            __________________________________
/s/ Bob Wood, President                      /s/ Tom Moore, Secretary


DAYTONA BEACH OCEAN TOWERS
BOARD OF DIRECTORS MEETING
SEPTEMBER 16, 2009


A meeting of the Board of Directors of the Daytona Beach Ocean Towers, Inc., was called to order on September 16, 2009 at 6:30 p.m. by President Bob Wood.  Board members present were Mr. Wood, Tom Roam, Bea Atkins, Edna Weeks, Charles Mohler, and Tom Moore.  Absent from the meeting was Ronald Godlewski.  There were approximately 19 owners in attendance.

Minutes of the Previous Meeting:  A motion was made by Tom Moore to approve the 8/5/09 Board minutes with clarification that the paint and patio contract mentioned in those minutes are being paid for from the hurricane repairs account.  This motion was seconded by Bea Atkins and passed unanimously.

President’s Report:

An auditor was hired in January 2009 to review Towers finances for the past five years.  A report, with the result of his findings, is expected in early October 2009 and will be mailed to owners on or about 10/12/09.
An appraisal company hired by the Towers, at a cost of $650, made an appraisal of the property showing a replacement value of the building of $21,000,000.  This appraisal is required by law every two years and is used to update insurance.  This appraisal report is maintained in the Towers office and is available for review by any owner.
Mr. Wood stated there are older windows and sliding glass doors in individual units which need to be replaced as soon as possible.  It benefits you (the owner), your neighbors, and also the building in general.  Contact the manager for the names of contractors in the area.
We have received a preliminary e-mail from the State of Florida relative to the complaint filed against the 2009 election process by one of our owners; that e-mail indicates there were no violations of the Condo Election Law – a final report is expected before the end of September.
I have officially appointed Bill Hall as Head Teller in charge of the 2010 election.
Blue voting certificates have been re-sent to owners who have no current certificate on file.
New copy machine has been purchased which collates, staples, etc.
Sales in the building are progressing well, however, recent loans made through areas banks, especially Bank of America, have met with recent rule changes by Fannie May/Freddie Mac.  They are demanding certain changes to our condo rules and documents which we are unable to change. We are attempting to cooperate with the banks to facilitate sales in light of the rule changes.
The Finance Committee has recommended that a Lobby Renovation Committee be appointed to make suggestions on our lobby.  The audience was asked for volunteers to be on this committee and six owners volunteered their services.
Board member Mohler requested the 10/28/09 meeting be moved to 10/29/09, however, due to budgetary meeting concerns, this is not possible.

Manager’s Report:

The Towers was issued a stop order by a City Inspector concerning the painting and waterproofing project.  The inspector stated it was reported to her we were doing more than simple cosmetic painting and waterproofing.  We were previously told that a permit for this work was not needed and are revisiting this permit issue with the city.  We expect the work to begin again by the end of the week (9/19/09).
We are in the process of getting insurance bids from four insurance companies.
The Towers has experienced a condensation problem in the hallways of the upper floors of the building for years.  We are experimenting with temperature reduction to correct the problem, however, we may have to install ducts to correct the problem.
R&J Contractors met with the manager and some Board members on 9/15/09 concerning leaking problems from the south parking lot into the garage.  They stated they will recoat the upper parking lot and seams and also coat under the pavers around the shuffleboard court when the weather cools.
An irrigation pump broke and was replaced; the pool pump broke two days later and is to be replaced on 9/17/09.
Starting with this meeting, all committee and board minutes will be accumulated in one packet and a notice will be placed in the elevators and on TV that the minutes are available at the front desk.  Unit owners will sign for the minutes and after 7-10 days, minutes not picked up by owners will be mailed to them.
A bid has been received to coat patios and balconies to coincide with ongoing building painting and waterproofing.
For update notices and other Towers information, please send Tim your e-address (towersowners.com).

Old Business:

Tom Roam- Building & Grounds

1.  The air conditioning and heating work on the tower is complete and the final test of the heating system is scheduled.
2.  A motion was made by Tom Roam to include B&G minutes of 7/28/09 to be sent as an attachment with the current board minutes.  Edna Weeks seconded this motion and it was passed unanimously. 
3.  As previously mentioned by the manager, a bid was received by Pioneer Painting and Contracting to correct deficiencies and to paint patios and balconies in conjunction with the ongoing painting and waterproofing project by Pioneer.  This project, which may involve an engineer, is to pressure-wash floors and to apply a Vulkem coating on the patio floors.  This project, which is bid at $44,716.00, or $232.00 per unit, can be done faster and cheaper than the project being done in-house and will not involve entry into units.  A motion was made by Edna Weeks to accept the bid to coat the patios and balconies, the project not exceeding $50,000.  This was seconded by Tom Roam and was unanimously approved.

   Edna Weeks – Finance
1.  Eleven thousand dollars ($11,000) a month is moved from the operating account to a special insurance account for payment of building insurance, which is due each November 1st.
2.  Ms. Weeks commented on the upcoming 2009-2010 budget and referred to a handout given to attendees.  She noted that considerably less money was spent this fiscal year than was budgeted for last fiscal year and the new budget will be adjusted accordingly.  Ms. Weeks stated that ten units are in arrears owing the Towers $61,583.00.
3.  At this point, President Wood stated he believes that a 3% increase in maintenance fees are in order due to the high foreclosure rate and uncertain financial times impacting the income of the Towers.  Ms. Weeks concurred.  Further discussion of these budgetary matters will take place at the next meeting.

New Business:

   Edna Weeks – Finance

Finance Committee meeting generated the following motions to be brought before the Board meeting:

  a. Edna Weeks made a motion that a new wheelchair ramp, which leads from the shuffleboard court to the pool area, be constructed in-house; this motion was seconded by Tom Roam and was unanimously approved.
  b.  Edna Weeks made a motion that the air conditioning/heating system in the clubhouse be replaced in the amount of $7,500 to $10,000.  This motion was seconded by Bea Adkins and was unanimously approved.
  c.  Edna Weeks made a motion that a pool heater with a gas meter and pool cover be installed, costing in the amount of $5,000 to $7,500.  This motion was seconded by Tom Moore and was unanimously approved.
  d.  Edna Weeks made a motion that windows and/or a sliding glass door be replaced in the lobby balcony.  This motion was seconded by Tom Roam and unanimously approved.
  e.  Edna Weeks made a motion that one set of bedroom windows in Unit # 102, which is Towers-owned, be replaced.  This motion was seconded by Tom Roam and unanimously approved.
  f.  Edna Weeks made a motion that pumps for the pool and irrigation system be replaced.  This motion was seconded by Tom Moore and unanimously approved.
  g.  Edna Weeks made a motion that a new copy machine, which is presently being leased, be purchased for $2,550.  This motion was seconded by Tom Moore and unanimously approved.
  h.  Edna Weeks made a motion for a Personnel Committee to be formed.  This motion was seconded by Bea Atkins and unanimously approved.

The meeting was then adjourned by President Bob Wood.



______________________________      __________________________________
Bob Wood, President                  Tom Moore, Secretary
DAYTONA BEACH OCEAN TOWERS
BOARD OF DIRECTORS MEETING
OCTOBER 28, 2009

Chairman Bob Wood called the meeting to order at 6:30 pm. Those attending included, Chairman Wood, Board Members Bea Atkins, Charles Mohler, Tom Roam, Edna Weeks and approximately 30 owners.

The Chair recognized new owner Ned Giroux attending his first meeting after his recent purchase of unit 906. The Association welcomes Ned and his wife Barbara.

Tom Roam motioned and Bea Atkins seconded that the minutes of the previous board meeting be accepted as published. The motion passed unanimously.

The Chair then discussed on-going business being conducted around the building.

A pool heater has been purchased and will be installed shortly, at a cost of approximately $3500.
A new clubhouse heating and air conditioning system has been purchased and installed at a cost of  $7490.
New lobby balcony doors have been purchased and will be installed shortly, at a cost of  $3500.
The association’s insurance policy has been under review for the last several months, is due to be renewed shortly and will be renewed at an approximate cost of  $123,000. The flood portion of this policy cost around $15000. Discussion revolved as to whether it was advisable to renew the flood policy of the package or delete flood from the package when the policy is renewed.

Tom Roam motioned and Charles Mohler seconded, that we renew the flood portion of the policy with the insurance package and review the flood policy to see if it would be advisable to cancel that portion of the policy later.  The motion passed unanimously.

The Chair next discussed the up-coming election cycle and advised the ownership that a certificate of competency, regarding Chapter 718 Condominium law will be sent to all owners. Any owner wishing to run for The Board will need to fill out this certificate stating they are competent to administer to The Association under Chapter 718.
The Chair next discussed the election complaint, which was filed regarding the 2009 election. The Division found no substantial violation of election procedures. The Division did recommend The Association avail itself of the ombudsman election supervision program the state offers. The Chair rejected this recommendation and feels the election will be adequately handled under the supervision of Bill Hall whom the chair has appointed to head The Association’s impartial election committee.
The Chair next discussed a recent open house held by an off property Real Estate firm. The discussion revolved around the association management’s need to develop written guidelines for such an event and present these guidelines at a future meeting for review.

The Chair next turned the meeting over to Manager Tim Sandblom for a report of on-going business and requests.

The Manager gave a report of the on-going balcony and building repair and waterproofing project. He stated that he feels some of the work has been unanticipated, which has added to the time and expense of the project. He also feels the work is being done very well.
The Manager next discussed the state mandated repairs to the association swimming pool. The state has been demanding for some time that the association install an anti suction tank system, which will help prevent inadvertent drowning due to a swimmer being caught in the system. Tim has been working on this problem for some time and has received two bids one for $14000 and one for $40000.

A motion was made by Edna Weeks and seconded by Charles Mohler to accept the bid of $14000. to correct the problem. The motion passed unanimously.

Next Tim discussed warranty repairs, which will take place shortly on the association parking deck. R & J Coatings will perform these repairs sometime in December, at no cost to the association. In conjunction with the warranty repairs there are some repairs, which the association will need to undertake on the association’s shuffleboard court. Tim is preparing a report to Building and Grounds for the needed repairs and the item will be reviewed at the next meeting.
Next Tim discussed up-coming load testing of the association’s elevators. The test will be conducted shortly and will lead to some inconvenience to the residents, as one elevator at a time will be shut down. These tests will cost around $500 for each elevator.

The Chairman next discussed renewal of the manager’s contract. The chair stated that this was an on-going discussion from the July meeting. He stated that it was his desire to see that Tim remains on the job through the completion of the current waterproofing and repair project. He explained that he had discussed this with Tim and that they had agreed to a two percent raise. The Chair then stated he had e-mails from Ron Godlewski and Tom Moore approving the contract.

Charles Mohler motioned that the contract as presented, with a 30-day cancellation clause be accepted.

Edna Weeks objected that she had not seen the contract, and The Chair explained that it was given to all Board members in the folder we were presented at the beginning of the meeting and that it was essentially the same contract we had discussed in July.
Tom Roam stated that the contract was not included in the posted agenda for the meeting and was therefore illegal.

The Chair stated he had a motion, acting secretary Roam stated the chair had no second.

Bea Atkins seconded the motion. The Chair called the vote and the motion passed, Chairman Wood, members Mohler and Atkins voting affirmatively and members Roam and Weeks voting against.

The Chairman next called for a report from the lobby renovation committee. Lisa Chamberlain gave a brief report and stated that the committee desired for The Board to set an allowance for the committee. Mr. Mohler stated The Board had discussed the committee bringing a scope of work to the board before any money be appropriated. The Board generally agreed this should be done.

Next The Chair turned the meeting over to Carol Ward for a brief report on the newly formed Personnel Committee. Carol stated the committee had a brief organizational meeting and that they would appreciate any owner who might have old job or front desk policy statements contact her so she might review the material and see if it would be useful in drafting new policies.

Next The Chairman turned the meeting over to Treasurer Edna Weeks for a report on current finances and a report regarding Batten and Madewell (The association’s accounting firm) work related to past deficiencies in the accounting system.
Please see the attached report by Edna Weeks.   

Finally The Chair discussed a report and request by Security Committee Chairman Tom Moore that requested $3136 for replacement and repositioning of  association security cameras.

Tom Roam motioned and Bea Atkins seconded, that the cameras be repositioned and replaced as per Tom Moore’s request. The motion Passed unanimously.

There being no further business to come before The Board  the meeting was adjourned.  
  

Respectfully submitted, 10/05/2009


Acting Secretary, Tom Roam