Board of Directors Meeting - Minutes s3

SOUTH SEAS NORTH CONDOMINIUM ASSOCIATION

BOARD OF DIRECTORS MEETING - MINUTES Thursday, February 18, 2016 10:00AM - 12:35PM SSNW - Tower 4 Meeting Room ______

1. CALL TO ORDER: John Bartolino, president, called the meeting to order at 10:00AM at the SSNW Tower 4 meeting room.

2. ROLL CALL: 2.1 A quorum was present with the following directors in attendance: John Bartolino, President Sandy Friemann, Vice President Mark Holland - Treasurer Rebecca Leahy, Secretary Jim Nuthals, Director 2.2 SSN manager, George Moore 2.3 17 unit owners present

3. MOTION to approve the minutes of the regular Board of Directors' meeting held November 3, 2016, made by Sandy Friemann and seconded by Jim Nuthals. John Bartolino, Sandy Friemann, Rebecca Leahy, Mark Holland and Jim Nuthals in favor. Motion passed unanimously.

4. MOTION to approve the minutes of the organization BOD meeting held 1/19/2017 made by Jim Nuthals and seconded by Rebecca Leahy. John Bartolino, Sandy Friemann, Rebecca Leahy, Mark Holland and Jim Nuthals in favor. Motion passed unanimously.

5. Treasurer's report: Mark presented the treasurer's report as of February 8, 2017 with a checking/savings account balance of $211,573.63. Reserve account balances show $355,576.83 in checking and $238,945.79 in CDs (4) for a total reserve balance of $594,522.62. Mark reports that our accountant suggested that a reserve study be done inasmuch as one is recommended every five years but after discovering that a review was completed just three years ago, this will not be necessary. Mark also contacted Wells Fargo to confirm that we have adequate FDIC coverage on all of our accounts, considering that our reserve checking account is in excess of the $250,000 FDIC ceiling. He learned that with two signatories on each of the SSN accounts, each co-owner/signatory is supported to the FDIC insurance ceiling. For our $355,576,83 account both George and Mark are insured for $177,788.42 (each well within the $250,000 ceiling) making that a fully FDIC insured account regardless of it's higher balance. MOTION to approve the report made by Rebecca Leahy and seconded by Sandy Friemann. John Bartolino, Sandy Friemann, Rebecca Leahy, Mark Holland and Jim Nuthals in favor. Motion passed unanimously.

6. Presidents report: John Bartolino reports that Jim Kelley has been offering his Naples newspaper for the community to enjoy at the chickee hut each morning! Communication with LCEC has revealed that the troublesome power outages that might require the removal of the royal palms along the east side of Seaview Court have been documented to be nine outages in nine years. The SSC meeting is scheduled for 2/17/2017 and John encourages owners to attend and express themselves on any of these important community issues. John reserved discussion of additional issues under unfinished and new business.

7. Manager's report: George Moore, SSN manager, relates increasing SSN parking infractions as social activities bring guests to SSC. Those unfamiliar with the facilities seem to be unaware that parking for visitors who participate is available only on the second floor of SSW or SSNW garage. Jim Kelley will review the problem with the access control committee to attempt to provide better direction for guests. George will continue to patrol and tag those vehicles without proper identifying placards. George will present further operational projects for review under new business.

8. SSC committee reports: 8.1 Jim Kelley, Access Control committee chairman, reports that his committee will continue follow-up on the proposed pedestrian crosswalk at the end of Bayside & Collier, scheduled to be complete later this year. He also reminds all owners to help keep our community secure by not giving out access codes, sharing gate keys, etc. 8.2 Bob LaFreniere, reporting for the ARC, relates that the committee voted to approve the installation of three more kayak racks, directly north of the SSC clubhouse and to the bayside of the existing racks. Landscaping is proposed to retain aesthetics. They also granted 3-1 approval of the one-year trial for a drive-on dock to be placed in a slip directly in front of the SSC clubhouse. Bob reports casting the dissenting vote, per SSN sentiment. Discussion of whether or not roll-down shutters are approved for installation at SSN is currently unclear but should George receive a request for installation he will bring it to the attention of the BOD and ARC for review. 8.3 Fran Knapik, for the recreational facilities committee, reports that the committee recommended to the SSC board that "tennis" court number one continue to be used for mixed activities such as croquet and corn-hole, courts number two and three will be recommended for Har-tru resurfacing and court four will be recommended for conversion to pickle-ball. Fran continues to investigate and offer suggestions for noise reducing measures to minimize pickle- ball disturbance. Gary Blood suggested a sheeting product, available through a Tampa company that might possibly offer noise reduction when affixed to the court fences. He will provide that link to SSN reps. The elimination of tennis fees is under discussion and is likely to happen. Funding for the pickle-ball court conversion has been discussed as a special assessment item.

9. SSN committee reports: 9.1 Sandy Friemann reporting for the landscape committee notes that SSN grounds are in good shape and that all contractors have been responsive to all requests. Removal of several bird-of- paradise plants have reduced insect infestation around the midrise building and simplified landscaping in the front of the building will be maintained while we continue to improve the pest situation. Housekeeping measures have also helped reduced problems. Sandy and Mark, co- chairs of the storage-facility-brainstorming committee, will develop a questionnaire for distribution to those without carports to determine the level of interest before investing greater time in design, location and permitting. Bob LaFreniere suggested that a light be installed in the entry corridor at the A building, allowing for safer nighttime entry. Sandy will follow-up. 9.2 John Bartolino provides the cable update, reporting that connections are now underway in Tower1and are completed at the rate of approximately 30 units per day. It is likely that connection in SSN will start later in March. Deadline for completion without penalty is the end of April. 9.3 Mark Holland reports that the SSN finance committee will meet within the next couple of weeks to begin developing the budget for 2017-18. Stay tuned. 9.4 Social committee: The SSN social is scheduled for Tuesday, 3-7-17. It will be held at the chickee at 5:00PM and all owners and renters are invited to bring an hor d'oeuvre to share and a favorite drink!

10. Unfinished business: 10.1 Pursuing the previous discussion regarding the loosening the timeframe restrictions for unit modification, it has been advised that any change can only be made by modifying the existing bylaws, which would require the involvement of an attorney and associated fees, followed by a favorable vote by 2/3 of the owners. It was decided that although this is not pressing at this time, it will be considered for inclusion at any point in the future when other changes may be proposed and initiated. 10.2 George confirms that local emergency responders are aware of the location of a master key for unit access to A building units. George discovered that the incident where previous responders were unaware of the key was attributed to the fact that they were not local units. 10.3 George confirmed that SSN has corn-hole equipment stored in the maintenance building and it was decided that the equipment be donated to SSC for use on the mixed-use court #1. 10.4 Following discussion of bike-riders using SSN sidewalks for recreation, a MOTION was made by Rebecca Leahy that SSN fabricate signs prohibiting bicycles, skateboards, roller-skates and scooters on the SSN walkways. John Bartolino seconded the motion. John Bartolino, Sandy Friemann, Rebecca Leahy, and Mark Holland in favor, Jim Nuthals opposed. Motion passed.

11. New business: 11.1 Recognizing that SSN personnel policies that have been used as guidelines for sick time, vacation time and compassionate compensation consideration have not been formalized, a MOTION was made by Sandy Friemann to ratify the policies officially (see attachment following minutes). Jim Nuthals seconded the motion. John Bartolino, Sandy Friemann, Rebecca Leahy, Mark Holland and Jim Nuthals in favor. Motion passed unanimously. 11.2 Extensive review and discussion of reserve projects as presented by George Moore resulted in the determination to address each project as indicated below... 1. New fresh water pumps for building A: $9,000 approved ($'s coming from operating budget) 2. Roofing proposal to remove tile from maintenance building for future A building repair: $9,500 not approved 3. Replace elevator doors: $76,000 not approved 4. New dryer vent exhaust fans: $12,000 approved only after initial video inspection to determine the integrity of the stacks, with subsequent repair as required. ($'s coming from reserves) 5. Continue painting of A Bldg.: approved (reserve item) 6. New aluminum compactor bin: $4,000 approved ($'s coming from reserves) 11.3 A discussion of the SSC prohibition of drones on SSC property led to A MOTION made by John Bartolino to prohibit the operation of drones by owners, residents and guests, on and over South Seas North property, with the exception that such operation be allowed following BOD permission, strictly for the purpose of inspection of SSN common areas. Sandy Friemann seconded. John Bartolino, Sandy Friemann, Rebecca Leahy, Mark Holland and Jim Nuthals in favor. Motion passed unanimously. 12. A MOTION to adjourn was made at 12:35PM by Jim Nuthals and seconded by Sandy Friemann. John Bartolino, Sandy Friemann, Rebecca Leahy, Mark Holland and Jim Nuthals in favor. Motion passed unanimously.

ATTACHMENT

South Seas North Policy

Sick Time: After 1 year of continuous service: a) Hourly employees are eligible for up to 5 paid sick days per calendar year b) Management employees are eligible for up to 10 paid sick days per calendar year

Vacation Time: After 1 year of continuous service, all employees are eligible for 10 paid vacation days per calendar year

Compassionate Compensation : After 5 years of continuous service, and at the discretion of the board of directors on a case by case basis ,an employee may be eligible for up to 3 months of compassionate compensation , in any 12 month period, provided the following conditions are satisfied:

1-Sick time and vacation time must be used first.

2- Compassionate pay starts after employee has been out of work due to illness/injury for at least 2 weeks, after sick time and vacation time are utilized.

3 -Employee illness/injury must be substantiated with a letter from a medical doctor, specifying the nature of the illness, and when the employee can return to work.

4-Employee must not be receiving any other type of compensation (medical or worker's compensation insurance, etc)

Holiday Pay : All employees shall receive the following seven major holidays : New Year’s Day, Memorial Day, Fourth of July, Labor Day, Thanksgiving Day, Day after Thanksgiving , Christmas Day

Severance: Any payment to severed employees is up to the discretion of the Board of Directors. These employee related policies for South Seas North, may be modified at any time by the Board of Directors

November 3, 2016