Martinique Condo Home Owners Association

Minutes from October 7, 2003 Board Meeting

Dec 03, 2003

Minutes from October 7, 2003
Martinique Board of Directors Meeting


Kevin Lindahl called the meeting to order at 4:00 p.m.

Board members present were: Kevin Lindahl, Alan Byrne, Lloyd Graham, Eddie Knudsen, and Kathy Gautsch

The minutes from the August 18 meeting were approved as submitted.

Reports of Officers:

?· Financial Report ?– Lloyd presented the financial report and Lloyd and Jackie from TJW answered questions
1. Currently there is one unit owner who is in arrears on both assessment payments and one unit owner who owes one payment. A letter has been sent to notify both owners of penalties and further costs that will be incurred if payment is not received.
2. Budget Review:
?· YTD we are under budget $1000 even though our insurance was increased by $1800 this year. Our working capital is $9,466.11. Jackie mentioned that these funds could be used to complete projects as we see fit and also stated that most condominiums don?’t have a working capital balance at all, so we?’re doing well financially.
3. Jackie will assist the Budget Committee in developing the 2004 budget as she does with other condominiums


?· Board Priorities: Kevin reported that the Board re-prioritized the projects that were up for discussion in August and the results are:
1. Landscaping/dead palm trees replaced
2. Dune walkover repaired/refinished and sealed
3. Lobby improvement
4. Lanterns repaired/replaced in front of building
5. Holiday decorations
6. Table and umbrella by pool
7. Flag pole

Directors?’ Reports:

1. Windows: Kevin spoke with Allen Green and he said that New South was not participating financially in the window replacement project as they initially agreed to. Bell-View is participating after acknowledging that the windows were defective.
a. Allen Green will replace the windows with windows that meet the new codes and he will supervise the installation and testing himself. After testing is satisfactorily completed, he wants a sign off from us. Allen will present his sign-off proposal and we will have our attorney review it.



2. Walkways: Alan Byrne reported that we could not come to an agreement with the original walkway contractor and have now selected Southeastern Restoration to do our walkways. They are a very reputable company and were one of the original companies we talked with. We will have the same finish and color as previously decided. The cost is $61,900 which is slightly higher than the first contractor.
a. The project will begin on or about January 5, 2004 and will take 60 days to complete
1. The process will be: take all floors to bare concrete; work on ponding and water test; install drains where needed; then begin laying the finish with the 7th, 6th, and 5th floors.
2. All residents will need to vacate the building for approximately 5 days while the flooring is being laid on their floor. There are no exceptions to this because we cannot risk any damage due to someone walking on the flooring before it sets. Owners will be notified when it is safe to return.
3. Bill Kipper or the owner of Southeastern Restoration will be on site every day during the project as well as Chuck Hayes, from our engineer?’s office.
4. The Board will need to notify newspaper delivery, UPS, mail, etc. about not going onto the walkways. Signs will be posted.
5. The workers hours will be 7:30 a.m. to 4:00 p.m. M ?– F (weather permitting)
6. Curing time for the floors are, of course, dependent on weather conditions ?– rain, wind, dew point, etc.

3. Dune Walkover: Tony and Alan have researched finishing the walkovers and will begin putting in new screws, washing and sealing in November. A sign will be posted in the garage for those willing to help with this project to sign up. The project should cost around $500.
4. Safety Railing: Lloyd Graham proposed installing a safety handrail for the stairs of the walkover. The railing will be aluminum like the ones in our stairwells and will cost $600.
a. A motion was made and passed to have AAA Welding measure, manufacture and install the railings after the walkover refurbishing is completed.
5. Fire Marshall Report: Kathy and Pete from TJW met with the Fire Marshall on September 5. One issue was our emergency lights, which are in the stairwells and on each floor. Three had one bulb burned out each and one unit was defective. We purchased a new one to replace the defective unit and the bulbs are on order. The other main issue concerned two units that didn?’t have sprinklers in their lanai. We are pursuing Allen Green to correct this problem in both units, as they should have been installed initially.
6. Elevator Room Update: Kevin reported that, based on the temperature testing and other factors, Otis Elevator does not feel we need an air conditioner or air purifier in this room. There is a vent and the door is tightly sealed.
7. The Lanterns in front of the building were replaced since the old ones were rusted out and could not be repaired.






Committee Reports:

?· Maintenance & Grounds: Connie is working with the State of Florida studying water conservation plants, trees and landscaping and will report at next meeting. There is no resolution on replacing the dead palm trees at this time.
?· Entertainment: The Oct. 12 party has been cancelled. The next gathering will be Dec. 7 for Decorating the Lobby for the Holidays followed by 12/31 New Year?’s Eve. A suggestion was made to look into area hotels for New Year?’s Eve festivities and attend as a group.
?· Cleaning: Ray gave his 2-weeks notice today and a motion was passed to accept his resignation. The building has not been kept up and it has been difficult to keep Ray on a schedule. Also we discovered that he was claiming 1 ?½ hours additional each week on his time card that we were unaware of and often leaves early. Jackie mentioned that part-time help is not easy to find and we would have to place an ad in the paper. She does have some applicants wanting full-time work. After much discussion, the Board asked Jackie to advise us of the cost of a full-time cleaning/maintenance person. Since the building is aging, more cleaning and maintenance is required. If a full-time person also takes care of our pool as well as our landscaping/mowing, we may not be too far off our current costs.
?· Welcome: The committee developed an information packette for new residents as well as those with long-term leases. Two of the members would visit the new resident and bring him/her up-to-date on what?’s happening with the building, review the general rules/guidelines, provide a list of other owners, etc. The Board passed a motion to accept the documents for the Welcome Packette
?· Lobby Improvement: Esther reported that Otis Elevator could use a special electro-static process to paint the elevator doors in the lobby at a cost of $740.00. They have an extensive color chart to select from. The committee recommends painting the doors and painting the columns, baseboards and chair rail to match or coordinate. The only other improvement recommended was to replace the lighthouse painting.The committee will meet again regarding color recommendations.


New Business:

?· The tint on the front doors was removed due to deterioration. FPL came out and proposed installing new solar film for $228 and determined that we would save $54 a year. The Board decided not to pursue this at this time.
?· Waste Management will begin their service to the Martinique on Oct. 10 and pick up days will be Tuesdays and Fridays with recycle pick up on Thursdays.
?· The Garage Cabinet will be cleaned out soon. If any resident has materials in it, please remove them before they are disposed of. A sign up sheet will be posted in the garage for those who will help with this project. Marvin Berry will coordinate the clean up.

A motion was passed to adjourn the meeting at 6:20.

Respectfully submitted by Kathy Gautsch