Promenades East Condo Assoc

Promenades East Condominium Association, Inc 21405 Olean Blvd. Port Charlotte, FL 33952 ♦ Phone (941) 627-6880 Fax (941) 624-2987 ♦ Email: [email protected]

March 12, 2009 BOARD OF DIRECTORS MEETING MINUTES

Call meeting to order: Virginia Musgrave On March 12th, 2009, at 7:00 pm

Proof of notice of meeting: Terry Owens Proof of notice of this meeting was established with agendas being posted prior to 48 hours of the meeting on the bulletin boards in the clubhouse, mailroom and at both entrances to the elevators.

Roll Call: Virginia Musgrave Present: All 7 board members: Virginia Musgrave, Sal Diana, Bettylou Miller, Bob Allen Irwin Schinkel, Mark Boudreau and Bill Sullivan.

Approval of minutes Bob Allen A motion was made to approve the minutes of the February 5, 2009, regular meeting as posted.

Motion made by Bob Allen Motion seconded by Irwin Schinkel There was no further discussion. The motion was voted on and passed unanimously.

Officer’s Reports

a) President’s remarks Virginia Musgrave I would like to thank everyone that voted for me for the board and assure everyone that I will do my best to make Promenades East a great place to live.

b) Treasurer’s Report Bettylou Miller Promenades East Condominium Association is financially sound.

Un-Audited Bank Balances as of February 28, 2009.

Operating Account checking $ 81,287.49 Rental Escrow $ 42,994.68 Damage Escrow $ 17,500.00 Special Maint Account 947.53 Misc. Escrow $ 20,163.77 A G Edwards MM $425,667.21 Escrow total $ 80,658.45 Reserves total $426,614.74

Charlotte building ins 1,271.00 Charlotte Bank Building Repairs checking 10,819.97 SunTrust Building Repair MM 1,935.69 Region Bank Building Repair business Int. 488,172.13 AG Edwards Building Repair MM 1,142.74 Colonial Bank Building Repair MM 1,306.36 M&I Building Repair Business Int 1,919.18 Busey Bank Building Repair MM 853.31 Peninsula Bank Building Repair MM 951.16 1 st Community Building Repairs total $508,371.54 Owners with payments in arrears; 1). $5786.77—in the lien process, in foreclosure process from lender 2). $4494.44—in the lien process, in foreclosure process from lender 3). $3767.50—in the lien process, in foreclosure process from lender Total $14,048.71

We have a Federal tax refund this year in the amount of $4,441.00 and it looks like we will have some refund on our state taxes also.

Bank Signatures Bettylou Miller I move that the board directors on the accounts be Virginia Musgrave, Sal Diana, Bob Allen, Bettylou Miller and Terry Owens. I further move that all accounts will require two signatures for all transactions.

Motion made by Bettylou Miller Motion seconded by Sal Diana There was no further discussion. The motion was voted on and passed unanimously.

Committee Updates a) Social and Recreation Virginia Musgrave “Spuds Night Out” will be tomorrow evening starting at 5:30 pm. There is still room for a few more to sign up. Koffee Klatches have been going strong, and the next is scheduled for April 4th. The April social is scheduled for April 17th, watch the bulletin words for more details. b) Architectural Sal Diana There were five architectural requests approved in February; 2 for new toilets, 2 for new water heaters and 1 for a kitchen makeover. c) Landscape Mark Boudreau We have been working with Powell’s Nursery for some conceptual drawings for the front area at the corner of Harbor and Olean. We have just received some preliminary drawings with the estimated costs. The committee will be reviewing these plans and will hopefully be able to come to the April meeting with a firm recommendation.

Old Business a) Post tension cables/waterproofing updates Bob Allen The garage cracks, post tension cable repairs, waterproofing and removal of landscaping and reinstalling of same, are finally close to being completed. The massive undertaking was absolutely necessary for the long term integrity of the building. This project cost a total of $697,608.35 to complete. b) Bettylou Miller, clerical work for pay Virginia Musgrave Bettylou Miller has been doing clerical work for the manager for some time now. In 2008, she worked a total of 55.75 hours and received a gross pay of $557.50. This was noticed in the February 20th, 2008 meeting as follows; “In addition to her many volunteer hours as a board member, Bettylou Miller, was hired this year to be an office temporary worker when Judy is out of the office for vacation days, continuing education courses, seminars, etc. When we checked into hiring a temporary employee from Snelling Staffing Services, we were quoted a fee of $27.00 per hour. By hiring Bettylou, we were able to save money as she is paid only $10.00 an hour and we have someone who is already familiar with the association, accounting system and the people who live here.”

I would like to add that when Bettylou is relieving or helping out the manager that she is not performing any duties as a board member for pay, she is only performing clerical duties. Bettylou goes through the payroll system as any other employee and the proper paperwork is filled out and all proper taxes are withheld.

Would anyone like to make a motion to have Bettylou perform clerical duties as described, on an as needed basis, not to exceed the budgeted amount at a pay rate of $10.00/hr.?

Motion made by Sal Diana Motion seconded by Mark Boudreau Discussion- Bob Allen expressed that he has no problem with Bettylou Miller working in the office doing clerical work but not as a board member. Irwin Schinkel expressed that there are a lot of complainers in any association and gave the non use of the barbeque as an example. The motion was voted on, Bettylou Miller abstained, Bob Allen voted nay, the five remaining board members voted yea, the motion passed 5-1.

New Business a) Mitigation inspection Irwin Schinkel We need to have a new wind mitigation inspection for our property. The mitigation inspection is necessary for the association insurance and many owners’ insurance companies are requiring a copy of the association’s mitigation inspection report. A mitigation inspection looks at all aspects of the building and will determine how well the building will stand up to wind load. With the improvements that have been made to the building since the last inspection, an updated inspection may reduce the association’s and owners premiums. We have no firm quotes yet as to the cost to do the mitigation inspection but have a verbal quote of $3000.00.

In order to expedite this issue, I would like to make a motion to have our manager get competitive bids and allow the President to contract for the wind mitigation inspection at a cost not to exceed $3000.00.

Motion made by Irwin Schinkel Motion seconded by Mark Boudreau There was no further discussion. The motion was voted on and passed unanimously. b) Registered agent Virginia Musgrave The registered agent is the person that receives any official notifications for the association. The current registered agent is Meg Collins. The registered office address is the 21405 Olean Blvd. office. It is common procedure to have the manager as the registered agent as the manager is the one occupying the registered office.

Would anyone like to make a motion to have Terry Owens, our manager, listed as the registered agent for Promenades east Condominium Association, Inc.?

Motion made by Sal Diana Motion seconded by Mark Boudreau There was no further discussion. The motion was voted on and passed unanimously. c) Water isolation valves Bill Sullivan One issue that is always of concern in a multi-story condo building is water leaks. If the leak is in a main pipe or in the stack shutoff valve our only choice now is to shut off water to the whole building. Isolation valves can be installed that would allow us to shut down parts of the building rather than inconvenience all residents. With isolation valves, if there is a leak on the north side of the building, we could just shut down the north side to repair it. The same would be true for the south side or west side.

I, therefore, would like to make a motion to have B&K Plumbing install two-4”, one-3” and one-1 ¼” isolation valves at a cost of $2420.00

Motion made by Bill Sullivan Motion seconded by Bob Allen Discussion- Sal Diana wanted to know if it was whole section, whole floor or half of the building that would now be shut down? It was explained that it is really 1/3 of the building at a time. Rand Marsh questioned if we could go further to decrease the section sizes? It was explained that because of the current configuration, that this is the best that can be done. The motion was voted on and passed unanimously. d) Manager review Virginia Musgrave I would like to propose that a committee comprising of myself, Bettylou Miller and Bob Allen should be appointed to conduct the next performance review for our Manager, Terry Owens. Further, that the President invite input from each of the other board members prior to finalizing it. Once the review is completed, the committee reviews the Manager’s current salary and recommends the salary for the next year. The review is to be submitted for approval at the next board meeting in April.

Would anyone like to make a motion to conduct the manager’s review process as stated?

Motion made by Bettylou Miller Motion seconded by Irwin Schinkel Discussion- Virginia Musgrave wanted to point out that they would be using the same forms and job description that was previously used. The motion was voted on and passed unanimously. e) Manager vacation Virginia Musgrave Discussion on relief of the manager for vacation was not necessary due to the previous vote allowing Bettylou Miller to do clerical work for pay.

Board Members Comments Virginia Musgrave Virginia asked for additional board member comments, there were none.

Owner’s Comments Virginia Musgrave Virginia asked if there were any owner comments. Lorayne Boudreau asked why the board was only doing the manager’s review and not the other employees. It was explained that the board does the manager’s review and the manager does the other employee reviews.

Next Meeting Date: April 9th, 2009 @7:00 PM in the Community Building (changed to 3:00 PM)

Adjournment: Do I have a motion to adjourn this meeting? Virginia Musgrave

A MOTION to adjourn the meeting at 7:25 pm was made by Bettylou Miller and seconded by Bill Sullivan. There was no discussion. The motion was voted on and passed unanimously.