Mainlands of Tamarac by the Gulf Unit 3 Board of Directors Meeting February 27, 2017 7 PM The meeting was called to order at 7 PM by President Jim Craig. The Roll Call showed all Directors were in attendance with one vacancy. Approval of Minutes: A motion was made and seconded to accept the minutes of the January 26, 2017 board meeting as posted. The motion was approved unanimously. Consideration of any communications: Mr. Craig indicated that there was a letter from Mr. Cunningham resigning his position on the Board. A motion was made and seconded to accept the resignation of Peter Cunningham from the Board. The motion was approved unanimously. President s Report: Mr. Craig announced that he has been working with the other Directors and his comments will be covered under the remaining agenda items. Treasurer's Report Ms. Mann presented the January month end report: Mainlands Unit III Treasurer's Report - Period ending 1/31/2017 Summary Jan YTD Total Income $93,248.95 $93,248.95 Operating Expenses $49,450.87 $49,450.87 Reserve Transfers $41,244.59 $41,244.59 Total Expenses & Transfers $90,695.46 $90,695.46 Net Income / Deficit $2,553.49 $2,553.49 Operating Cash $179,924.64 YTD Disbursements YTD Budget YTD Balance Operating Budget Status: $49,450.87 $51,641.33 $2,190.46 Reserve Budget Status: 1/1/17 Balance $1,061,021.71 $40,504.10 $62,993.30 $1,083,510.91 Delinquency Current Total # 12/31/16 Total 1110-000-112 Maintenance Fees $9,780.16 10* $9,713.64 1125-000-1125 Water Bills $3,021.59 5 $2,476.83 Total $12,801.75 $12,190.47 *3 over $1,000 In the Budget detail reports, Ms. Mann indicated that some accounts are currently over budget, but those accounts will resolve themselves as the year goes along. A motion was made and seconded to accept the Treasurer s report as presented. The motion was approved unanimously. Minutes for 2-27-17 U3 HOB Meeting Page 1
Secretary s Report: Ms. Engstrom reported the following interviews have taken place for the period January 27 thru February 27, 2017: 4028 Mainlands - 1-year lease 3840 97th Ave - Sale 3925 101st Terrace 1-year lease By now, she is sure you are all aware that we are required by federal law to verify the age of all occupants of all households every two years so that we can continue to qualify and maintain our 55+ community status. By law, all households are required to provide proof of age of all residents. She thanked everyone who made her job easier by complying and turning in a census form. After several attempts to obtain this information, she is still missing 75 forms. After eliminating residents that she can verify, houses for sale and foreclosures that she will be able to update when then sell, and houses that she is aware of that are empty, she has 58 homes that she will need to contact, 12 of these are rentals. During this process, she has also discovered several additional residents, and several heirs living in homes who have never had an interview and are not listed in our records. As a reminder, anyone moving into your home whether it is a sale, rental, heir or additional resident, needs to contact her prior to moving in, so our records can be updated. Lawn Director Mr. Craig reported these figures are taken from the Mainlands Maintenance Logs dated 1-22-2017 and 2-18-2017 71 replaced sprinkler heads 38 raised sprinkler heads 2 revamped lawns 7 moved heads 25 hours charged by office Lawn were mowed on 1-26-2017, 2-10-2017 and 2-23-2017. Lawns were fertilized on 2-09-2017 with a slow release formula. Lawn weed killer and insecticide application has been done. Beginning in March lawns will be mowed every week according to the contract. Going forward, a meeting with James Alexander is to be scheduled to map out a plan for spring and summer. Roof/Paint Director Mr. George reported that so far this year we have replaced 1 tile roof and 4 flat roofs. The Maintenance Department has repaired several leaks and Webb Roofing has also repaired several leaks. The painting report will be covered under the Old Business topic. Minutes for 2-27-17 U3 HOB Meeting Page 2
Alterations Director Mr. White reported on the 20 Exterior Property Alterations Requests for the period from January 24th through February 24, 2017: Completed - 9 A/C replaced - 1 Awnings Removed - 1 Front Entrance Door Painted 1 Front Planter Box Removed 1 Front Columns Painted 1 Extended Sewer for 2 nd Bathroom 1 Gutters Replaced 2 Replaced Windows with Impact/Hurricane 1 Pending - 11 Remove Planter Boxes - 2 Install 24 Knee Wall 1 Remove 2 Dead Oak Tree 1 Install Pavers on Back Patio - 1 Side Entrance Door Replacement with new storm door 1 Install French Drain 1 Install 48 White PVC Fence around A/C, Rubbish Can area - 1 Install Concrete Edging Around Home 1 Replace Windows with Impact/Hurricane 1 Screen in Rear Patio with Composite Roof - 1 Pool Director Mr. Perfetti gave the pool report for January, 2017: The month of January included the replacement of some minor mechanical items due to wear, along with re-strapping of 3 lounge and one pool chair. Re-strapping was done; since several straps were broken on each and, due age and wear of each, it was best to re-strap the entire chair than to fix only the broken straps. Being an almost daily user of the pool, I can also report, the water temperature remains a constant 86 degrees. The addition, of the Geo Thermal heating system, provides a cost effective and state of the art heating, which makes our pool enjoyable 365 days a year. This remains one of our community s great amenities. Also, other items addressed during the month included: Two safety rings with ropes purchased to replace existing rings Due to the potential damage power washing may cause to the pool deck s painted surface, a monthly washing, of the deck, will be attempted with a hose, to wash away any accumulated dirt and debris. Items and areas continuing to be addressed: Patch the area around the mechanical pit to provide a more watertight seal Minutes for 2-27-17 U3 HOB Meeting Page 3
Monitor Pool service to assure acceptable performance Review the overall condition of the mechanical pit, for the future planning. The pit is 40 years old and is the housing of the mechanicals of the pool. A visual inspection reveals areas that need attention for long term use. Some outside advise on the steps to do that will be obtained. Removal of old piping and other piping etc., no longer needed, from the mechanical pit, to provide a safer area for pool repair and maintenance work. Mr. Perfetti indicated that a grate may need to be installed to drain water away from the clubhouse. More information will be obtained. Mr. Craig commented that Mr. Perfetti is to be congratulated. Clear Tech agreed to match a competitor's price on any bid. A conversation occurred in discussing with them, the Bid for the removal for excess piping, etc. in the Mechanical pit. OLD BUSINESS: Fining Committee - need resident volunteers: Mr. Craig indicated that Ms. Engstrom has applications available for anyone interested in volunteering to be on the Fining Committee. There must be an odd number of members, with a minimum of 3 and preferably 5 members. The Fining Committee would meet with the resident involved giving them at least 14 days notice of the meeting. After that meeting with the resident, the Committee would determine if a fine is warranted and report their findings to the Board. The Board would determine the monetary fine. Resident renting out room on Airbnb website - status report: Mr. Craig reported that the website has been closed and no further action is necessary. Pressure cleaning roofs - status report on bids, when to clean: Mr. George stated that keeping our roofs clean is going to be an on-going problem. Dirt, soot and ash collects on them from the planes flying over, and the incinerator at Toy Town Dump. Along with the dirt, many of the roofs have areas of worn off paint exposing the gray cement that they are made of. We are planning to pressure wash most of the roofs this year, with the cleaner ones being skipped this year. Ones not washed this year will be cleaned next year. Once the roofs are painted, we hope they will be easier to keep clean. Mr. George indicated that 3 bids were obtained to clean and paint the houses and roofs. It was decided to limit the discussion to just the pressure cleaning of the roofs, as that is needed as soon as possible. Bids were obtained from Lowes, J & J, and The Daily Group. The lowest bid came from J & J and was $75 per each roof that is pressure cleaned. Not all roofs need cleaning, including those replaced in the last two years. The vendor offered a 30-day notice of cancellation of the contract if there is any dissatisfaction with their work. There are a number of outstanding issues with the contract and those will be worked out with J & J before the contract is approved by the Board. In order to get the roof pressure cleaning started as soon Minutes for 2-27-17 U3 HOB Meeting Page 4
as possible, the Board approved the vendor selection and price, subject to the needed revisions to the contract. A motion was made and seconded to accept the J & J bid of $75 per roof for pressure cleaning, subject to Board and vendor approval of needed revisions to the contract. The motion was approved unanimously. Resident's variance request to keep trailer parked in driveway - status report: At last month s meeting the Board denied a request for a variance and a letter was sent to the resident giving them the time period to comply. The attorney was consulted before this action was taken. The next step would be the meeting and review by the Fining Committee. Mr. Perfetti was not at the previous meeting and reviewed the situation to date and his thoughts on the matter. Mr. Craig invited the resident to address the Board with his concerns. Other residents were also given an opportunity to speak on the matter. A motion was made and seconded to rescind the previous denial of the variance request for 60 days at which time an agreeable compromise can be work out. There were 3 Yes votes and 3 No votes, so no change will be made. NEW BUSINESS: Board vacancy to fill the term expiring October, 2017: Mr. Craig indicated that the Board will accept applications for the next two weeks. Residents who are interested in completing the remaining 8 months of Mr. Cunningham s term on the Board can get an application from Ms. Engstrom. During the third week, interviews with applicants will be conducted. It is hoped that a new Board member can be selected and seated during the March Board meeting. Flat roof replacement - discussion on replacement rationale, cost effectiveness, and responsibility for tapered flat roof vs. standard replacement. Mr. Perfetti requested that this item be tabled until the next meeting Adjournment: There being no further business to come before the Board, a motion was made and seconded and approved to adjourn the meeting at 8:20 PM. Respectfully submitted, Mary Ann Kilpatrick Recording Secretary Debra Engstrom Secretary Minutes for 2-27-17 U3 HOB Meeting Page 5